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HomeMy WebLinkAboutd - February 23 COMMITTEE OF THE WHOLE MEETING February 23, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:05 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the February 9, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Recognition of Retirees from March 1, 2004, through March 1, 2005 The City Council recognized the 40 employees who retired during the past year under the Illinois Municipal Retirement Fund Early Retirement Incentive program. Each retiree’s name, department, and number of years of service were read, as they came forward to be congratulated by the Mayor, Councilmembers, and the City Manager. Mayor Schock stated that over 1000 years of experience is represented by these retirees, and it will be difficult to replace that much experience and corporate memory. On behalf of the City Council, Mayor Schock stated that they are immensely proud of these employees, appreciate their dedication and service to the City of Elgin, and wish them well in their retirement. A reception in their honor had been held immediately prior to the meeting. Presentation by the Elgin Area Convention and Visitors Bureau In response to concerns brought to the Council’s attention several months ago, Kim Bless, Executive Director of the Elgin Area Convention and Visitors Bureau, gave a report with reference to the Bureau’s recent actions and progress regarding the goal of establishing additional revenue sources. In the past, the municipalities of West Dundee, Hampshire, and Algonquin had not contributed financially to the Bureau even though the hotels located in those towns were promoted by EACVB. Agreements for financial contribution have now been entered into with Hampshire and West Dundee, and discussions continue to take place with the Village of Algonquin regarding this matter. In the past year a partnership program was created to aggressively market those organizations and businesses which have a paid, vested interest in the tourism industry. This program created another source of revenue for the Bureau, and it has been very successful. It was recognized that some parts of the program needed to be changed to meet the needs of the hoteliers. A task force consisting of Bob Gilliam, Sean Stegall, and Kim Bless was formed to create an equitable solution. The task force met on a number of occasions with representatives of some of the Elgin hotels. A proposal was put together that is exclusive to those communities which contribute a minimum of 44 percent of their hotel/motel tax to the Bureau, and it is a fair compromise based on concerns of both sides. Included in the sponsorship package are free partnership dues for the hotels, a 50 percent discount off the rates for advertising in the Visitors Guide, and free full-page ad specifically advertising the Elgin hotels. Committee of the Whole February 23, 2005 Page 2 Ms. Bless stated that the possibility of becoming an agency which only represents Elgin businesses would require careful consideration because of the loss of state funding and the current advantage of being able to use a regional approach. Jason Dinkens, General Manager of the Country Inn and Suites in Elgin, addressed the Council on behalf of the Hotel Owners Alliance, which was formed to promote overnight accommodations and to take action about what they believe is the Bureau’s lack of equity with reference to Elgin hotels. Mr. Dinkens stated that the hotels want the hotel/motel tax to be returned to them because they believe the Alliance can do a better job of promoting Elgin hotels than the Bureau has done. The Alliance is asking for free partnership, that deadline dates be established for the municipalities of Dundee and Algonquin to begin making an equitable contribution to the Bureau, to have more Elgin hotel representatives on the board, and to change the Elgin representatives who are currently on the Board. Consideration of the Adoption of a Flexible Spending Plan A resolution will be presented at tonight’s Council meeting for adoption by the City Council. Consideration of a Judgment Release for 160 Summit Street A resolution will be presented at tonight’s Council meeting for adoption by the City Council. Consideration of Easement Agreements for Public Utilities with Nicor for Traditions at Fitchie Creek Subdivision Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept an easement agreement with Nicor Gas to allow construction of a public water main and a public sanitary truck sewer (utilities) for Traditions at Fitchie Creek Subdivision by Burnside Homes. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Reimbursement for Storm Sewer and Bode Road Improvements to Neumann Homes Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve payment to Neumann Homes in the amount of $54,568.25 for improvements to Bode Road and for storm sewers within the subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Acceptance of the Otter Creek Interceptor Sewer, Phases 1 and 2 Councilmember Rodgers made a motion, seconded by Councilmember Walters, to accept the Otter Creek Interceptor Sewer, Phases 1 and 2 for ownership and maintenance. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Highway Authority Agreements for Speedway Super America LLC Committee of the Whole February 23, 2005 Page 3 Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve entering into Highway Authority Agreements (HAA) with Speedway SuperAmerica LLC (SSA) for 851 St. Charles, 1750 Big Timber Road, and 771 Walnut Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Facade Project for 55 National Street/301 Hendee Street Owned by Keith Farnham Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve Phases I and II of the Façade Improvement project proposed for 55 National Street/301 Hendee Street to be funded in an amount of $71,979. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, and Mayor Schock. Nays: None. Councilmember Walters abstained due to conflict of interest. Consideration of a Resolution Requesting Permit from IDOT to Close Portions of State Routes for Elgin Valley Fox Trot Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve a resolution requesting a permit from the Illinois Department of Transportation for closure of the designated state routes (19, 25, turn lanes on 31, and 58) for the annual Elgin Valley Fox Trot and associated activities being held on Monday, May 30, 2005. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Boys and Girls Club of Elgin Purchase of Service Agreement Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the 2005 Purchase of Service Agreement with the boys and Girls Club of Elgin in the amount of $114,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 for Carpet One Interiors for Fire Station 6 Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve payment for Change Order No.1 to Carpet One Interiors for the construction of Fire Station 6 in the amount of $3,600. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 2 and Final Payment for Carpet One Interiors for Fire Station 6 Committee of the Whole February 23, 2005 Page 4 Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the payment for Change Order No.2 to Carpet One Interiors for the construction of Fire Station 6 in the amount of $2,189.13. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Services Agreement with the Kane County Child Advocacy Center Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve renewing the purchase of services agreement with the Kane County Child Advocacy Center in the amount of $35,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Elgin Area Chamber of Commerce Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the Purchase of Service Agreement in the amount of $206,720 with the Elgin Area Chamber of Commerce to provide economic development services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Code RED Emergency Communications Network Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve entering into the agreement with Emergency Notification System in the amount of $20,000 for a service to supply 67,000 minutes of notification telephone time. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 and Final Payment for the 2004 Neighborhood Resurfacing – Country Knolls/Brookside Project Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to authorize the City Manager to execute Change Order No. 1 in the amount of $108,837.55 and authorize final payment to Callaghan Paving, Inc. in the amount of $157,013.87 for the 2004 Neighborhood Resurfacing – Country Knolls/Brookside Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 5 to the Contract with Williams Architects for The Centre Design and Construction Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve Amendment No. 5 to the agreement with Williams Architects for The Centre design and construction in a amount equal to $99,214.50 and direct staff to execute the necessary documents. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Committee of the Whole February 23, 2005 Page 5 Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 5 and Change Order No. 5 to the Gilbane Construction Management Agreement for The Centre Construction Project Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve Amendment No. 5 and Change Order No. 5 to the Gilbane contract for Construction Management Services related to The Centre and to the Symphony/Grove Streetscape Project for a total amount of $443,431 and direct staff to execute the required documents. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Transition Fees on Behalf of the School Districts Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to authorize staff to commence with the implementation of a policy which requires transition fees to be collected by the City on behalf of the school districts as part of an annexation agreement to all new residential development. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa circulated an article and photograph of a house renovated with neighborhood improvement grant funds. Councilmember Figueroa asked Councilmembers whether they would support adoption of a resolution in opposition to the Village of Bartlett’s consideration regarding disconnecting from School District U-46. Some Councilmembers stated they felt a resolution would show support for U-46 and the fact that the City of Elgin is concerned about the socio-economic impact on U-46. The Mayor and other Councilmembers stated they believe it would be premature at this time in that communities involved passed a resolution simply “to study the issue.” It is their opinion that consideration of a resolution of support may be appropriate at some future time after all the facts are known. Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to have staff prepare a resolution in support of School District. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, and Sandor. Nays: Councilmembers Rodgers, Walters, and Mayor Schock. The motion failed. Councilmember Gilliam requested that Acting City Manager Folarin present an update at the first meeting in March regarding the status of the towing contract. Adjournment Committee of the Whole February 23, 2005 Page 6 Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Establishment of Reserves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immunity Act - Exempt Under Section 120/2(c)(12) of the Open Meetings Act The meeting adjourned at 7:17 p.m. s/Dolonna Mecum March 9, 2005 Dolonna Mecum, City Clerk Date Approved