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HomeMy WebLinkAboutDecember 09, 1987 COW COMMITTEE OF THE WHOLE MEETING December 9 , 1987 The Committee of the Whole Meeting was called to order at 6:30 p.m. , in the Council Conference Room of City Hall. Members present : Councilmen Fox, Gilliam, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays: None. Consideration of an Agreement with PACE for 1988 Dial-A- Ride Service . The present funding agreement covered the period 2/1/87 through 12/31/87 . In 1987 staff reviewed in depth. No major problems have been encountered as a result of operating under the provisions of the existing agreement . Under the provisions of the agreement Pace will fund a minimum of 75% of the net operating costs of the Paratransit Program operated by the City. For 1988 the funding level from Pace is anticipated to be $54 , 560. Councilwoman Moylan made a motion, seconded by Councilman Fox for staff to proceed with an Amended Agreement with Pace. Yeas : Councilmen Fox, Moylan, Shales , Walters and Mayor Van De Voorde. Nays : None. Councilmen Gilliam and Popple were not present to vote on this issue. Consideration of agreement with Senior Services for disaster participation. The proposed agreement has been reviewed by the City legal staff, and emergency services personnel. The agreement would be of benefit to all parties concerned in the event of a wide scope disaster. There will not be any financial impact incurred. Councilman Walters made a motion, seconded by Councilman Fox to approve the proposed agreement . Yeas: Councilmen Fox, Moylan, Shales , Walters and Mayor Van De Voorde. Nays : None. Councilmen Gilliam and Popple were not present to vote on this issue. Consideration of a request for modification of the Library Loan. In 1985 the City Council approved a CDBG loan to the Library Restaurant in the amount of $104 , 000 for the purchase of equipment and fixtures . In October, 1986 , the Library Restaurant ceased operations and remained vacant until October, 1987 . The proposal submitted by Attorney Chesbrough on behalf of his clients , Gary McGrath and Mark Hogan requests that the City Council consider the substitution of security for the CDBG loan in order to clear the title on the Library Restaurant . The ability to substitute security on a CDBG loan has been verified with the H.U.D. ' s legal staff. Committee of the Whole Meeting December 9 , 1987 Page 2 It would appear that the proposed security substitution would improve the CDBG loan security. Additionally the substitute security would be with an apparently successful business with a history of operation in the area. Staff recommended that the Council approve the proposal submitted for the substitution of security, subject to verification of the substitute security. Several members of the Council asked if the loan payments would be brought to date on the loan. Attorney Chesbrough stated his clients would give the City a payment which would take care of any arrearage. Councilman Walters made a motion, seconded by Councilwoman Shales to approve the staff' s recommendation and to place this item on the next Council Agenda for formal passage. Yeas : Councilmen Fox, Moylan, Shales , Walters and Mayor Van De Voorde. Nays: None. Councilmen Gilliam and Popple were not present to vote on this issue. Consideration of Change Order No. 1 to Sunset Park Paving. The original contract for this project was for $396 , 924 .93. Central Blacktop constructed a new manhole on a time and material basis at a cost of $2 , 542 .15 . The street improvement cost was $402 , 906 . 57 . Therefore, the total project cost was $405 ,448. 72 . This is $8, 523 . 79 over the bid price and there are sufficient funds to cover this amount . Councilman Walters made a motion, seconded by Councilman Fox to approve the above Change Order. Yeas: Councilmen Fox, Moylan, Shales , Walters and Mayor Van De Voorde. Nays : None. Councilmen Gillian and Popple were not present to vote on this issue. Consideration of Purchase of Investment System. Staff requested permission to purchase software for the personal computer to enhance investment purchases and reporting capabilities. The cost of the Prism software is $4 , 500 and there are sufficient funds available in the 1987 budget . Councilman Walters made a motion, seconded by Councilwoman Shales to approve the staff' s request to purchase the subject computer software. Yeas : Councilmen Fox, Moylan, Shales , Walters and Mayor Van De Voorde. Nays: None. Councilmen Gilliam and Popple were not present to vote on this issue. i Committee of the Whole Meeting December 9 , 1987 Page 3 Consideration of Purchase of Telephone Software. Councilman Walters made a motion, seconded by Councilwoman Shales to approve the purchase of the TeleMate Version Three telephone software system from Complementary Solutions , Inc. for $1,495 , plus the annual update of $400. Yeas : Councilmen Fox, Moylan, Shales , Walters and Mayor Van De Voorde. Nays: None. Councilmen Gilliam and Popple were not present to vote on this issue. Consideration of a Contract for Computer Programming Assistance. Councilman Walters made a motion, seconded by Councilwoman Moylan to approve a contract with Computer Business Management , Inc. , for 200 hours of contract programming time for $9 , 600 . Yeas: Councilmen Fox, Moylan, Shales , Walters and Mayor Van De Voorde. Nays: None. Councilmen Gilliam and Popple were not present to vote on this issue. Consideration of a report on actions taken by staff with regard to the parkway tree trimming contract . On September 23, 1987 , the Council awarded the parkway tree trimming contract to European Tree Experts , Inc. , of Hinsdale, Illinois , being the only bidder. European Tree Experts were not able to secure a bond from a bonding company, nor a 1000 letter of credit from their bank. Since the successful bidder failed to execute a contract in the time stated, it is considered as just cause for the annulment of the award and the forfeiture of the proposal guaranty. Staff is rebidding this item and will open bids on December 15 , 1987, for Council consideration on December 21, 1987. Consideration of a report on 1987 paving in the Kimball Subdivision. The subject project , awarded on August 26 , 1987 was completed on November 18th. The stipulation in the contract document was to complete the project in 90 working days. It was completed in approximately 60 working days. This project was completed six weeks ahead of schedule and at a savings of $27 , 080 . 88, or 7. 1% under the bid price. Consideration of a report on the 1987 tree planting program. The staff provided Council with a status report of total trees planted and expenditures. The total amount of money spent for planting trees in the Fall of 1987 , which includes $8, 635 . 50 from residents , was $51, 712 .00. A total of 172 trees were planted in the Fall of 1987 . Committee of the Whole Meeting December 9, 1987 Page 4 Consideration of a report on Well lA repairs. Councilman Fox made a motion, seconded by Councilwoman Moylan to authorize Layne-Western to make the necessary repairs to the well pump lA and to install the motor and column pipe from well 4A into well 1A, and direct the staff to execute Change Order No. 2 in the amount of $11, 698. Yeas: Councilmen Fox, Gilliam, Moylan, Shales, Walters and Mayor Van De Voorde. Nays: None. Councilwoman Popple was not present to vote of this issue. Consideration of a report on the first quarter of rental rehab operations . Councilwoman Moylan made a motion, seconded by Councilman Walters to accept the subject report submitted by Neighborhood Housing Services . Yeas : Councilmen Fox, Gilliam, Moylan, Shales , Walters and Mayor Van De Voorde. Nays: None . Councilwoman Popple was not present to vote on this issue. Consideration of a contract for tee markers . Councilman Walters made a motion, seconded by Councilman Fox to approve the proposed contract with Woodgraphics, Inc. , to supply both Spartan Meadows and Wing Park Golf Courses with tee markers , at an approximate cost of $350. 00. Yeas: Councilmen Fox, Gilliam, Moylan, Shales , Walters and Mayor Van De Voorde. Nays: None. Councilwoman Popple was not present to vote on this issue. Consideration of a recommendation from the Planning and Land Use Committee concerning a policy for capital improvements in a new development . The Council reviewed a report regarding the financing of capital improvements to support development and to propose a policy regarding developer contributions for improvements to the roadway system. This report provided some immediate actions that the city can undertake in order to minimize the circumstances under which off-site capital improvement costs are inequitably distributed and to work toward an improved procedure overall. These would include the following: 1. Direct the staff to include a provision in the comprehensive amendment to the zoning ordinance restricting the number of principal buildings permitted on commercially and industrially zoned lots. 2 . Adopt an interim standard policy regarding off-site contributions in support of the construction of major ( collector and arterial) roadways. This policy could be based on present practices. The absence of a consistent policy has resulted in an uneven application of required contributions for roadway improvements incorporating a mix of funding mechanisms (bonds , cash, etc. , ) and payment timing requirements. Committee of the Whole Meeting December 9 , 1987 Page 5 3 . Assign a high priority to the production of a city-wide transportation study. The study would provide a basis for planning transportation system improvements in the Integrated Capital Improvement program. This information would contribute to the data base necessary for assessing land use development impacts on the roadway system. Councilwoman Shales asked if a provision could be made for arrange for segment street improvement costs. The City Manager stated this could be done as long as they have the costs when the project goes ahead. Councilwoman Shales stated she would like to see some alternatives to making payment on the project if there is going to be any delay, this should be considered. Ray Dalton stated this is a big problem for the small developer and he hoped the proposed policy would not exclude some flexibility to a policy which the city may enact . The City Manager stated he would like the staff to be able to say this is what you can do and this is what it will cost . The Manager reminded the Council the developer on South McLean ( Fairways ) has already been told they must upfront the costs for an additional lane on McLean. Councilwoman Shales stated if the city demands the money upfront then we should commit to a specific time for the project projection. Mrs . Shales further stated she was just asking for a more flexibile method of payment to help the small developer with their cash flow. Councilwoman Moylan stated the Council asked staff to develop a policy so we do not nit-pick at the Council meetings , and the Council should have a game plan so the developer knows what is necessary. Councilman Walters made a motion, seconded by Councilwoman Moylan to support the foregoing three recommendations by staff. Yeas: Councilmen Fox, Gilliam, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays: None. Consideration of a November capital projects progress report . Staff provided the Council with a current status of the various capital projects . Committee of the Whole Meeting December 9 , 1987 Page 6 Consideration of the November public housing committee report . Council was provided a summary of the joint staff meeting between the Housing Authority and the City' s staff on November 19 , 1987. Consideration of a lease with Greyhound for interim bus facilities . Councilwoman Popple made a motion, seconded by Councilman Gilliam to approve the proposed lease with Greyhound for the use of one lane at the City Bus Terminal at 100 W. Chicago St . Yeas : Councilmen Fox, Gilliam, Moylan, Popple, Shales , Walters and Mayor Van De Voorde . Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilwoman Moylan to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss litigation, personnel, and acquisition of property. Yeas : Councilmen Fox, Gilliam, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays : None. The meeting adjourned at 9: 00 p.m. Marie Yearma , City Clerk