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HomeMy WebLinkAbout2006 Committee of the Whole Meeting COMMITTEE OF THE WHOLE MEETING January 11,;2006 The regular Committee of the Whole meeting was called to order by Mayor Schock at 5:07 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, 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 December 21, 2005, regular meeting. Upon a roll.call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. First Public Hearin for the 2006-2007 Communi Develo s ment Block Grant Pro ram Mayor Schock declared the public hearing open. Community Development Director Deering stated that this is the 32nd year that the City of Elgin will be participating in the CDBG program, and it is estimated the City will receive approximately$950,000 this year. Mr. Deering reviewed the program regulations and objectives and outlined the process which will be used. Receipt of Comments from Citizens Regarding Current and Past CDBG Programs No one chose to speak. Presentation of Proposals by Individuals and Organizations for Funding Under the 2006-2007 Community Development Block Grant Program '. The following proposals have been submitted: City of Elgin Planning and Neighborhood Services Department: CDBG Program Administration - $190,000 (Includes $50,000"to HOPE Fair Housing) Residential Rehabilitation Grant Program - $650,000 City of Elgin Parks Department Casa Linda Park Development - $190,000 Association for Individual Development Elgin Area Services Building Project - $48,273 Bethesda Community Development Center Child Care Subsidy Program - $75,000 Committee of the Whole January 11, 2005 Page 2 Community Crisis Center Exterior Improvement Project - $82,693 Easter Seals DuPage-Jane Shover Center Accessible Facility Improvements - $31,086 Garfield Elementary School PTA Fencing Replacement Project- $79,495 Habitat for Humanity Steel and Owasco Street&Water Extension Project- $35,000 Housing Authority of Elgin Front Entry Door Project - $53,130 Two Rivers Head Start Agency Building Renovation Project - $38,280 Mayor Schock asked if there were any other proposals not previously submitted and stated that tonight is the last opportunity to submit proposals. No other proposals were submitted. The proposals total $1,472,957. Shelly Leonard, Principal of Garfield Elementary School, presented additional information in the form of letters of support from the Illinois PTA and also the Grounds and Maintenance Department of the School District. Announcement Regarding Future CDBG Meetings Community Development Director Deering announced that the City Council will hold a CDBG work session on February 8, 2006, at 6 p.m. in the Council Chambers. The final public hearing will be at the regular City Council meeting on March 22, 2006 at 7 p.m. in the Council Chambers. The final 2006-2007 CDBD program will be submitted to HUD by April 15, 2006. No one else chose to speak. Mayor Schock declared the public hearing closed. Presentation on Tyler Creek Clean Up Carl Missele gave a video presentation regarding the Tyler Creek Clean Up project. In early 2005, in response to the requests of residents of Highland Glen, the Council directed staff to take action to prevent ATVs and other vehicles from trespassing on the city-owned property, disturbing neighbors, and causing further damage to the terrain. It was a very successful program. Thereafter, on July 23, 2005, Phase I of the Tyler Creek Cleanup was conducted by Committee of the Whole January 11, 2005 Page 3 volunteers from the neighborhood, city staff, and other organizations. Phase II of the cleanup was conducted in December 2005. Eight abandoned vehicles plus a number of other items were removed. Mr. Missele stated that a fantastic amount of volunteer effort was expended, and all the workers deserve the community's appreciation. Councilmember Kaptain stated that the City needs to take control of the property and seal off any entrances so that illegal dumping and trespassing by ATVs and other vehicles does not happen again. Mayor Schock asked the City Manager to bring a report to the Council as to what steps have been taken to prevent a reoccurrence. Consideration of a Contract with Midco Inc. to Upgrade the Card Access System at the Police Facility Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to accept a contract with Midco, Inc. in the amount of$14,934.45 to provide Lend equipment and system programming to upgrade the Police facility card access system. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of a Grant from the Northwest Suburban Mass Transit District for Video Surveillance at the National Street METRA Station Councilmember Walters made a motion, seconded by Councilmember Kaptain, to accept a grant from the Northwest Mass Transit District for$9,586.50 and authorize a contract with METRA to allow the installation of video surveillance system at the METRA train station at National Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Mayor Schock thanked Millie Kelly for making the City aware of the availability of the grants and for her assistance in obtaining grants for Elgin. Consideration of Acceptance of Two Grants from the Illinois Emergency Management Agency for the Community Emergency Response Team Program Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the acceptance of two grants from the Illinois Emergency Management Agency for the Illinois Citizens Corps Program printing and Public Outreach program in the combined amount of $27,487. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole January 11, 2005 Page 4 Consideration of a Revised Plan Document for Nationwide Retirement Solutions Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve adoption of the revised plan document for Nationwide Retirement Solutions. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Sponsorship Agreement with the International Basketball League Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed sponsorship agreement with the International Basketball League for the 2006 Season, which runs from March 31 to June 30, 2006, at a cost not to exceed $5,000. Consideration of an Economic Feasibility Study for a Cultural Campus Featuring a Performing Arts Center Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to award a contract for professional services to Economics Research Associates and Fisher Dachs Associates in an amount not to exceed $100,000 concerning an economic feasibility study for a cultural campus featuring a performing arts center. The study will also examine the feasibility of developing an enhanced outdoor venue at Wing Park. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn and go into Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Setting of a Price for Sale or Lease of Property Owned by the Public Body- Exempt Under Section 120/2(c)(6) of the Open Meetings Act Purchase or Lease of Real Property for the Use of the Public Body-Exempt Under Section 120/2(c)(5) of the Open Meetings Act Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body- Exempt Under Section 120/2(c)(1) of the Open Meetings Act Committee of the Whole January 11, 2005 Page 5 r Pending,or Probable or Imminent Litigation Against,Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal-Exempt Under Section 120/2(c)(11)of the Open Meetings Act The meeting adjourned at 5:27 p.m. January 25, 2006 Dolonna Mecum, City Clerk Date Approved r r f COMMITTEE OF THE WHOLE MEETING JANUARY 25, 2006 The regular Committee of the Whole meeting was called to order by Mayor Schock at 5:08 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, 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 January 11, 2006,regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Motion to Go Into Executive Session Councilmember Sandor made a motion,seconded by Councilmember Kaptain,to adjourn into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa,Gilliam,Kaptain,Rodgers,Sandor,Walters,and Mayor Schock. Nays: None. Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body- Exempt Under Section 120/2(c)(1) of the Open Meetings Act 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 Purchase or Lease of Real Property for the Use of the Public Body—Exempt Under Section 120/2(c)(5) of the Open Meetings Act Whereupon at 5:09 p.m. the corporate authorities convened in executive session for the purpose of discussing the above-stated matters. The regular Committee of the Whole meeting resumed session at 6:05 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Consideration of an Ordinance Establishing a Moratorium on the Issuance of Building Permits for Residential Condominium Conversions in Existing Residential and Commercial Structures An ordinance will be presented at tonight's Council meeting for passage by the City Council. Councilmember Sandor requested that the fire sprinkler issue be part of staff's review. Consideration of a Resolution Accepting and Authorizing Execution of the 2006 Motor 7 Committee of the Whole January 25, 2006 Page 2 Fuel Tax Municipal Estimate of Maintenance Costs A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an Appeal of a Denied Certificate of Appropriateness at 272 Division Street(St. Joseph's Church) Mayor Schock stated that he was pleased to announce that progress has been made regarding this matter. He said Toll Brothers had previously restored a home which has become the residence of a police officer participating in the Resident Officer Program of Elgin, and they had expressed an interest in participating in another community project for the restoration of historic structures. Mayor Schock called Toll Brothers earlier today and met at the site with Mike Davenport of Toll Brothers,Councilmembers Figueroa, and Preservation Specialist Saher. Toll Brothers offered to assist volunteers to remove the inappropriate siding and pick up the cost of restoring the original siding. Councilmember Figueroa made a motion, seconded by Councilmember Sandor,to table consideration of this matter to provide the St. Joseph's Church and Toll Brothers an opportunity to meet and discuss details of the project. Upon a roll call vote: Yeas: Councilmembers Figueroa,Gilliam,Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays:None. Consideration of the Proposed Highway Permit with Illinois Department of Transportation for Sanitary Sewer and Water Main on United States Route 20 Councilmember Figueroa made a motion, seconded by Councilmember Gilliam,to authorize the Mayor and City Manager to execute the highway permit with the Illinois Department of Transportation for sanitary sewer and water main crossings of U.S. Route 20 west of Coombs Road. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of an Elgin Eagle Street Sweeper from Standard Equipment Company Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize an exception to the procurement ordinance to purchase an Elgin Eagle four-wheel,mechanical sweeper from Standard Equipment Company. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. 1 Committee of the Whole January 25, 2006 Page 3 Consideration of the Purchase of a Portable Asphalt Pavement Grinder from Asphalt Zipper,Inc Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the sole source purchase of a portable asphalt pavement grinder from Asphalt Zipper,Inc. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 and Final Payment for the Prairie Street Sewer Separation Proiect Councilmember Kaptain made a motion, seconded by Councilmember Walters, to authorize and execute the Change Order No. 1 and final payment to J&T Services, Inc. for the Prairie Street Sewer Separation Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of 2006 Youth Sports Capital Improvement Grants Councilmember Rodgers made a motion, seconded by Councilmember Figueroa,to approve the 2006 Youth Sports Capital Improvement Grants as recommended by the Parks and Recreation Advisory Board at their November 29, 2005,meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays:None. Consideration of a Purchase of Service Agreement with Neighborhood Housing Services of Elgin Councilmember Walters made a motion, seconded by Councilmember Rodgers,to approve the proposed purchase of service agreement with Neighborhood Housing Services of Elgin,to provide financial support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Elgin Symphony Orchestra Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the proposed purchase of service agreement with the Elgin Symphony Orchestra to provide funding for the youth programming and general operational support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays:None. r Committee of the Whole January 25, 2006 Page 4 Consideration of a Purchase of Service Agreement with Hamilton Wings Councilmember Sandor made a motion, seconded by Councilmember Figueroa,to approve the proposed purchase of service agreement with Hamilton Wings. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays:None. Announcements from Staff Public Works Director Loete gave a report regarding last Friday's snow storm,which was unique and very intense. Snow began falling Friday afternoon and fell at the rate of 3 %2 inches per hour in Elgin on top of ice-covered streets due to the sleet which fell earlier and made the streets extremely slippery. Mr. Loete thanked the Public Works employees,who worked 474 hours plowing 974 miles of streets. Some employees worked their regular hours all day Friday, and then also worked Friday night and Saturday morning clearing snow. The streets were a glare of ice even after the snow was cleared. A number of their trucks got stuck, as well as police vehicles. The Council expressed their appreciation for the excellent job they did under extremely difficult circumstances. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa,to adjourn the meeting and return to executive session to continue discussion of the aforementioned matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor, Walters and Mayor Schock. Nays: None. The meeting adjourned at 6:20 p.m. February 8, 2006 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING FEBRUARY 8, 2006 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:10 p.m. in the Council Chambers. Present: Councilmembers Figueroa,Kaptain,Rodgers, Sandor, Walters and Mayor Schock. Absent: Councilmember Gilliam. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the minutes of the January 25, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Work Session for the 2006 Community Development Block Grant Program Councilmember Walters made a motion,seconded by Councilmember Sandor to fund the following projects for the 2006-2007 program year: CDBG Program Administration $149,000 Residential Rehabilitation Grant Program 570,470 Community Crisis Center—Parking Lot Improvements 31,826 Housing Authority of Elgin- Front Door Entry Project 52,500 Bethesda Community Development Center—Building Renovation Project 50,000 Association for Individual Development—Elgin Area Services Building Project 18,774 TOTAL $863,570 Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: Nays. Consideration of the Group Health Insurance Program A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of City Support for the Pace Dial-A-Ride Service Councilmember Walters made a motion,seconded by Councilmember Rodgers,to approve the local share contribution for 2006 support of the Dial-A-Ride Program with Pace in the amount of$57,735. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. E Committee of the Whole February 8, 2006 Page 2 Consideration of City Support for Pace Route 554 Councilmember Rodgers made a motion,seconded by Councilmember Figueroa,to approve funding for the City's 2006 local share contribution for the Pace Bus Route 554 in the amount of$16,457. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of a Grant from the Illinois Criminal Justice Information Authority for the Purchase of Mobile Data Terminals Councilmember Figueroa made a motion, seconded by Councilmember Walters,to accept a grant from the Illinois Criminal Justice Information Authority to supplement the purchase of Mobile Data Terminals to be used in public safety vehicles in the amount of$11,390. Upon a roll call vote: Yeas: Councilmembers Figueroa,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays:None. Consideration of the Purchase of Two Mobile Data Terminals from Motorola Councilmember Kaptain made a motion, seconded by Councilmember Walters,to authorize the sole source purchase of two Motorola MW 800 Mobile Data Terminals in the amount of $16,102.50 from Motorola to be used in Police vehicles. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Proposed Ordinance Authorizing Operation of Golf Carts on the Private Roadways in the Pulte/Del Webb Edgewater Development Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve a proposed ordinance authorizing the operation of golf carts on the private streets within the Pulte- Del Webb Edgewater Development. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a 2006 Purchase of Service Agreement with Downtown Neighborhood Association Councilmember Kaptain made a motion, seconded by Councilmember Rodgers,to approve the purchase of service agreement with the Downtown Neighborhood Association for 2006 in the amount of$45,600. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain,Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Four Thermal Imaging Cameras from Environmental Safety Group Councilmember Kaptain made a motion, seconded by Councilmember Sandor, to approve the Committee of the Whole February 8, 2006 Page 3 purchase of four Bullard T3 XT Thermal Imaging Cameras including accessories and training from Environmental Safety Group in the amount of$30,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to Chapter 11.60 of the Elgin Municipal Code, Entitled "Stopping, Standing and Parking" Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve amending Chapter 11.60 of the Municipal Code entitled"Stopping, Standing and Parking,"as detailed in the Committee of the Whole memo received by Council. Upon a roll call vote: Yeas: Councilmembers Figueroa,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with Christopher B. Burke Engineering,LTD. for the Continental on the Fox/Elgin Shores Forest Preserve Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the execution of an agreement with Christopher B. Burke Engineering for the not-to-exceed amount of$42,048.93 for surveying,wetland delineation,permitting and engineering services for Continental on the Fox/Elgin Shores Forest Preserve Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Resolution Requesting a Permit from IDOT to Close Portions of State Routes for Elgin Valley Fox Trot Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve a resolution requesting a permit from the Illinois Department of Transportation to close portions of state routes for the annual Elgin Valley Fox Trot and associated activities on Monday, May 29, 2006. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Services Agreement with Elgin Recreation Center Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the 2006 purchase of services agreement with the Elgin Recreation Center to provide $152,000 of funding toward youth gang intervention programs. Upon a roll call vote: Yeas: Councilmembers Figueroa,Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 and Final Payment for the 2005 Neighborhood Resurfacing Project(Longford/Borden) Councilmember Kaptain made a motion, seconded by Councilmember Figueroa,to execute Change Order No. 1 in the amount of$48,922.25 and authorize final payment to Arrow Road Construction in the amount of$76,039.92 for the 2005 Neighborhood Resurfacing Project Committee of the Whole February 8, 2006 Page 4 (Longford/Borden). Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 and Final Payment for the 2005 Neighborhood Resurfacing Project(Patricia/Mohawk) Councilmember Walters made a motion, seconded by Councilmember Kaptain, to authorize the execution of Change Order No. 1 and authorize final payment to Triggi Construction in the amount of$60,505.50 for the 2005 Neighborhood Resurfacing Project(Patricia/Mohawk). Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to the City's Liquor Code Extending Service Hours for Class A-1 License until 3:00 A.M. on Weekends Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed ordinance amending the City's liquor code to extend the service hours of the Class A-1 license classification until 3:00 a.m. on weekends. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. rub. Announcements from Council Councilmember Rodgers stated that a citizen had inquiry when Ann and Fremont Streets are going to be resurfaced. City Manager Folarin stated that the five-year program has scheduled those streets to be resurfaced in 2007. Adjournment Councilmember Sandor 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, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Purchase or Lease of Real Property for the Use of the Public Body-Exempt Under Section 120/2(c) (5) of the Open Meetings Act The meeting adjourned at 6:28 p.m. CD41.1.42 ex-u vv,-- February 22, 2006 rukDolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING FEBRUARY 22, 2006 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:09 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers (arrived at 6:12 p.m.), 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 8, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Proposed Second Amendment to the Development Agreement with RSC- Elgin LLC Regarding the Fountain Square on the River Development A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Purchase of Service Agreement with the Elgin Area Chamber of Commerce Councilmember Rodgers arrived at 6:12 p.m. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the agreement with the Elgin Area Chamber of Commerce in the amount of$206,720 to provide economic development services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with the Boys and Girls Club of Elgin Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the agreement with the Boys and Girls Club of Elgin in the amount of$114,000 to be used for various Club operations and programs throughout the 2006 year. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Seyfarth Shaw for Employee Training Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve a contract with Seyfarth Shaw LLP in the amount of$25,000 for workplace issue training for City staff to be performed by their training division, Workright Training LLP. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 22, 2006 Page 2 Consideration of the Housing Authority of Elgin Community Development Block Grant Sub-recipient Agreement Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the Community Development Block Grant sub-recipient agreement between the City of Elgin and the Housing Authority of Elgin in the amount of$45,413. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement Award with Burns and McDonnell for the Lime Residue Disposal Main Proiect Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to authorize the execution of an agreement for engineering services with Bums and McDonnell in the amount of $167,845 for design and bidding services for the Lime Residue Disposal Main project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-Sponsorship Agreement with the African-American Coalition of rak Kane County,Illinois, for the Annual Juneteenth Festival Councilmember Figueroa made a motion, seconded by Councilmember Kaptain,to approve a co- sponsorship agreement for operational support with the African-American Coalition of Kane County,Illinois for the third annual Juneteenth Festival on Saturday, June 17, 2006, for a not-to- exceed amount of$1930 to be held at the Civic Center. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-Sponsorship Agreement with the Greater Chicago Soap Box Derby Association This item was removed from consideration. Consideration of an Extension of a Lease with Textron Financial Corporation for Fifteen Wing Park Golf Cars Councilmember Sandor made a motion, seconded by Councilmember Figueroa,to approve an extension of our current master lease agreement with Textron Financial Corporation for fifteen (15) additional golf cars at Wing Park Golf Course for$11,970 annually for three years. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 22, 2006 Page 3 Consideration of Chance Order No. 1 with Ramaker and Associates for an Automated Cemetery Management System Councilmember Kaptain made a motion, seconded by Councilmember Walters, to authorize the execution of Change Order No. 1 in the amount of$26,584 to the contract with Ramaker and Associates, Inc. for the Automated Cemetery Management System for additional information entries to complete the conversion of old records and create the mapping for the automated cemetery map. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays:None. Consideration of Acceptance of the Otter Creek Interceptor Sewer, Phase 3 Councilmember Walters made a motion, seconded by Councilmember Gilliam, to accept the Otter Creek Interceptor Sewer, Phase 3 for ownership and maintenance to be constructed by Centex Homes. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of Public Improvements in Mulberry Grove Subdivision Councilmember Kaptain made a motion, seconded by Councilmember Figueroa,to accept the public improvements in the Mulberry Grove Subdivision and authorize staff to prepare a resolution. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of a Contract with FGM Architects Engineers for Architectural Services for Fire Station 7 Councilmember Sandor made a motion, seconded by Councilmember Kaptain, to award a contract for architectural services for Fire Station 7 to FGM Architects Engineers in an amount not to exceed$265,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays:None. Consideration of Adoption of the International Property Maintenance Code,2003 Councilmember Walters made a motion, seconded by Councilmember Kaptain,to place one copy of the International Property Maintenance Code, 2003 Edition, on file with the City Clerk for a period of 30 days and then adopt that code, with accompanying local amendments, following the 30 day filing period. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole February 22, 2006 Page 4 Consideration of the 2005 Tax Abatement Ordinances Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to direct the Fiscal Services Director to prepare and submit to Kane County the final abatement ordinances that would result at a 2005 tax rate for the City not to exceed$1.92 per$100.00 assessed valuation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Sandor said he was incorrect when he said at the last City Council meeting that he was unable to buy a quality business suit in the City of Elgin. He apologized to Gus's Tailor Shop and other Elgin stores which sell men's business suits. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Gilliam, 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, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Selection of a Person to Fill a Vacant Office,Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance,or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open Meetings Act Establishment of Reserves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immunity Ace—Exempt Under Section 120/2(c) (12) of the Open Meetings Act Purchase or Lease of Real Property for the Use of the Public Body—Exempt Under Section 12012(c)(5)of the Open Meetings Act The meeting adjourned at 6:21 p.m. March 8, 2006 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING MARCH 8, 2006 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:14 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters and Mayor Schock. Absent: Councilmember Rodgers. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the minutes of the February 22, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with TranSystem Corporation for the Central Business District Street Resurfacing and Streetscape Program Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize an agreement with TranSystems Corporation in the not-to-exceed amount of$543,948.23 for design and construction engineering services for the Central Business District (CDB) Street Resurfacing and Streetscape Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Four Digital Patroller Video Systems from Integrian Incorporated, d/b/a DP Technologies Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the purchase of four Digital Patroller Video Systems at a cost of$22,400 from Integrian Incorporated, d/b/a DP Technologies. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Four MW 800 Mobile Data Terminals and Six Public Safety VHF Band Radios from Motorola Councilmember Kaptain made a motion, seconded by Councilmember Sandor, to authorize the purchase of four Motorola MW 800 Mobile Data Terminals and six public safety VHF band radios used in police vehicles from Motorola as the sole source provider in the amount of $32,310.08. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of an Illinois Department of Transportation Highway Safety Project Grant for Increased Seatbelt Enforcement Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to accept the Illinois Department of Transportation(DOT)Highway Safety Project Grant, in the amount of $8,736, for increased seatbelt enforcement by the Elgin Police Department. Upon a roll call vote: Committee of the Whole March 8, 2006 Page 2 Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of the Kane-Cook County Auto Theft Task Force Trust Fund Grant Award Agreement Councilmember Walters made a motion, seconded by Councilmember Figueroa,to accept the trust funds grant award agreement for 2006 from the Illinois Motor Vehicle Theft Prevention Council for Kane-Cook County Auto Theft Task Force(KCAT) in the amount of$407,608. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of the Donation of Rubber Flooring to the Elgin Recreation Center Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the donation of surplus rubber flooring to the Elgin Recreation Center. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters, and Mayor Schock. Nays:None. Consideration of a Reciprocal Van Use Agreement with Northern Illinois Special Recreation Association Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the 2006 Van Use Agreement with Northern Illinois Special Recreation Association. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-sponsorship Agreement with Prairie Rock Brewing Company for Brew Fest Councilmember Gilliam made a motion, seconded by Councilmember Figueroa,to approve a co- sponsorship agreement with Prairie Rock Brewing Company for the eleventh annual Brew Fest to be held on Prairie Street on June 16 and 17, 2006, for a not-to-exceed amount of$3,500 in operational support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of the Veterans Memorial Design Competition and Cash Award for the Winning Design Community Developer Director Deering stated that the Veterans Memorial Committee developed a competition to seek proposals for a veteran's memorial design. A request for proposal has been written that will provide the basic elements that design professionals, artists, and other interested parties will use to submit a memorial design. The winning design proposal selected by the Elgin City Council will receive a$10,000 award. Request for proposals will be Committee of the Whole March 8, 2006 Page 3 distributed to architects, art schools and other interested parties the week of March 15, and packets will be available at City Hall. The submittal deadline date is June 15, 2006, and selection of a winner is anticipated to be made in August 2006. Thereafter, a fund raising campaign will be held to raise funds for construction of the memorial. Councilmember Sandor made a motion, seconded by Councilmember Figueroa,to approve the request for proposal (RFP)report and a$10,000 award for the Veterans Memorial Design Competition. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Staff • City Manager Folarin stated that copies of the Elgin 2005 Year-End Review were distributed to the City Council. It is an insight into what happened in the year 2005 as well as highlighting the achievement of all departments within the organization. At the March 22, 2006,meeting, a presentation will be made showcasing the Elgin Resident Guide which tells everything about Elgin. The Council and also the cable television audience at home will get to see what is in the guide. Copies will be available to the general public. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Gilliam, 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, Kaptain, 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. Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance- Exempt Under Section 120/2(c) (3) of the Open Meetings Act The meeting adjourned at 6:23 p.m. March 22, 2006 Dolonna Mecum, City Clerk Date Approved