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HomeMy WebLinkAboutc - February 14, 2007 COW COMMITTEE OF THE WHOLE MEETING February 14, 2007 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:04 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the minutes of the January 24, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the City’s Group Health Insurance A resolution will be presented at tonight’s Council meeting for adoption by the City Council. Consideration of an Amendment to the Flexible Spending Plan A resolution will be presented at tonight’s Council meeting for adoption by the City Council. Work Session for the 2007 Community Development Block Grant (CDBG) Program Councilmember Walters stated that the need for this program has increased, but the money allocated for the CDBG Program is the lowest sum ever. He believes that because of the shortage of funds some very good projects are being slashed and he would like to suggest that next year funds are set aside from the Riverboat fund to supplement the program. Councilmember Gilliam stated that he agreed with Councilmember Walters that this is an important project and would like to see the funding increased as well. Councilmember Sandor stated that he would like an explanation regarding the decreased funding from the Department of Housing and Urban Development (HUD) and stated that the administration fee of $149,000 seemed high for this program. Councilmember Walters responded that the budget from HUD is allocated by the U.S. Congress. Councilmember Figueroa questioned how frequently the requirements for the program are revised. He stated that he receives quite a few phone calls from residents who wish to apply for the program, but they are told they will be put on a waiting list. He also inquired how the waiting list worked. Community Development Director Deering stated that the requirements are established by the federal government and are based on the household’s income. He stated that the lower the income and the larger the family, the more money can be allocated to that family for projects. He stated that the waiting list is no longer active because it was giving residents a false sense of hope that they would eventually receive money from the program. However, that was Committee of the Whole February 14, 2007 Page 2 disappointing to many residents because frequently their financial situation changed for the better and by the time they reached the top of the list and they no longer qualified for the grant. Councilmember Figueroa asked if there was any consideration for emergency situations. Community Development Director Deering stated that the program can respond to emergency and life safety issues. Councilmember Rodgers questioned if there are funds left over if the lottery has already been picked for emergency situations. Community Development Director Deering stated that the program does anticipate that emergencies happen unexpectedly and money is set aside for those instances. Councilmember Sandor stated that he was concerned about the effectiveness of the lottery system that was instituted and worries that residents will lose hope and become discouraged. He stated that with a waiting list at least there was a chance of moving up the list and eventually receiving funds. Housing and Rehabilitation Coordinator Susana Munoz stated that there are pros and cons to each selection process. However, she believes that the random selection via lottery is a less frustrating way of selecting people to receive funds and it does not give them the false hope that they will eventually receive money through the program. Councilmember Sandor acknowledged that he could see the pros and cons of each system but he would like to have staff monitor and evaluate the benefits of the lottery system. He stated he could see residents quickly becoming frustrated with the annual paperwork that will be involved in the lottery system. Councilmember Kaptain stated that he agrees with Councilmember Walters that the funds allocated for this program need to be increased. He also believes that the City should explore setting up a parallel program to supplement the federal funding received. Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the 2007 Community Development Block Grant Program as outlined per the memo received by Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Services Agreement with the Kane County Child Advocacy Center Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the renewal of the agreement with the Kane County Child Advocacy Center (KCCAC) in the amount of $35,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 14, 2007 Page 3 Consideration of a Sole Source Contract with Anderson Animal Shelter for the Sheltering of Stray Animals Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a sole source contract with Anderson Animal Shelter for sheltering stray animals for a flat fee of $250 per animal. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Cultural Arts Commission Grant Award Recommendations Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve the recommendation of the Cultural Arts Commission and grant awards in the total amount of $64,067 to support arts programming in the community as outlined in detail below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. ORGANIZATION PROJECT/OPT. SUPP. AWARD 1 Art For All Operating Support $706.00 2 Ballet Folklorico Dance Performance $6,440.00 3 Children's Chorus American Revue $6,720.00 4 Choral Union Hiawatha $6,240.00 5 Fox Valley Theatre Co. American Spirit $5,740.00 6 Heartland Voices Home is Where the Heart is $4,725.00 7 Hispanic Heritage Coalition Fiesta Salsa $5,775.00 8 Independent Players Operating Support $3,710.00 9 Janus Theatre Measure for Measure $4,090.00 10 OPERA Madame Butterfly $6,160.00 11 Riverside Chorus Operating Support $1,238.00 12 SPEBSQSA Operating Support $3,400.00 13 Theatre Company Children's Letters to God $2,333.00 14 Youth Symphony Orchestra Gnarly Buttons $6,790.00 $64,067.00 Consideration of Revisions to the 50/50 and 75/25 Historic Architectural Grant Programs Councilmember Sandor stated that he is pleased that the grant programs no longer award points to an applicant’s proposed project for maintenance type repairs. However, he is concerned that maintenance type repairs can be tagged on to larger architectural restoration projects and believes that this quirk should be eliminated altogether. He believes that maintenance repairs should be the property owner’s responsibility and should not be considered architectural in nature. Committee of the Whole February 14, 2007 Page 4 Mayor Schock stated that the reason that provision was included in the programs is because some maintenance repairs have historic significance and can be extremely costly to repair. He gave an example of a house located on Douglas and Slade that had a terra cotta roof that the owner had to completely remove and replace. The cost of the project would have been a $100,000 which the homeowner was not able to do. The home and roof had significant historical value and would not have been able to do the roof repair if the maintenance provision was not allowed. Councilmember Sandor agreed that if the proposed applicant’s project had historical significance it should be allowed. Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve amendments to Chapter 20.15, Section 20.15.050 (C) and Chapter 20.16, Section 20.16.050 (D) increasing the maximum grant amount from $10,000 to $20,000 per grant for the Historic Architectural Grant Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with Hitchcock Design Group for the Riverside Drive Plaza Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the agreement with Hitchcock Design Group for an amount not to exceed $183,945 for planning and preliminary design services related to the development of the Riverside Drive Plaza. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Walters, and Mayor Schock. Nays: Councilmember Sandor. Consideration of Amendment No. 1 to the Engineering Services Agreement with Christopher B. Burke Engineering, Ltd., for the Continental on the Fox/Elgin Shores Forest Preserve Project Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize Amendment No. 1 with Christopher B. Burke Engineering, Ltd. in the amount of $35,000 for the Continental on the Fox/Elgin Shores Forest Preserve Project to provide final engineering design, construction documentation, and field services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to the Engineering Services Agreement with TranSystems for the Central Business District Streetscape Project Councilmember Sandor stated that during construction of this project only a limited number of carnivals and parades should be allowed so as not to cause construction conflicts. Committee of the Whole February 14, 2007 Page 5 Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve Amendment No. 1 to the agreement with TranSystems, Inc. for the not to exceed cost of $780,300.63 for the design and construction management of the streetscape and water main improvements associated with the Central Business District Streetscape Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a License Agreement with Iowa, Chicago and Eastern Railroad Corporation for Crossing Railroad Tracks during Construction of a Water Main and Sanitary Sewer Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to authorize the execution of the two license agreements in the amount of $750 with Iowa, Chicago and Eastern Railroad Corporation of use of their right of way for the proposed installation of a 16-inch water main and a 20-inch sanitary sewer. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Intergovernmental Agreement with Kane County for Participating in Funding a Feasibility Study for the Randall Road and U.S. Route 20 Interchange Councilmember Walters stated he would like Staff to open discussions with Kane County regarding extending South Street. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to authorize execution of the intergovernmental agreement with Kane County in the amount of $25,000 for participation in funding a feasibility study for improvements at the Randall Road and U.S. Route 20 interchange. 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 Gilliam made a motion, seconded by Councilmember Kaptain, to approve the purchase of service agreement with the Elgin Symphony Orchestra in the amount of $135,680 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. Committee of the Whole February 14, 2007 Page 6 Consideration of an Intergovernmental Agreement between the Mutual Aid Box Alarm System, Division Two, and the City of Elgin Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to authorize execution of the intergovernmental agreement between the Mutual Aid Box Alarm System, Division Two (MABAS II) and to designate the back-up dispatch as the MABAS II center. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Professional Services Agreement with BTE Video, Inc. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an exception to the procurement ordinance for professional services agreement with BTE Video, Inc. in the amount of $55,440 for local programming. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Proposed Agreement with Hitchcock Design Group and the Gail Borden Public Library Regarding the Fox River Renaissance Alliance Teaching Gardens and Native Habitat Restoration Project Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve an agreement between the City of Elgin, Gail Borden Public Library, and Hitchcock Design Group in the amount of $26,250. Per the recommendation of the Fox River Renaissance Alliance the Hitchcock Design Group will provide the engineering and design services for the research and analysis phase, schematic design phase, master plan preparation phase, and grant application coordination phase for the teaching gardens and native habitat restoration project on the Fox River and on the adjacent City and Gail Borden Public Library properties. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa asked if the Waste Management Transfer station is operating yet and when the City can expect to see the benefits of the funds estimated to be produced by the station. He would like to see the station make a presentation of the first check that the City of Elgin receives. City Manager Folarin stated that they have started operation. Mayor Schock stated that they will be having a grand opening and a tour for the Councilmembers. Councilmember Rodgers stated she requested and received a report regarding how the community in the Buena Vista Apartment area is doing now that the ROPE officer has been removed. She stated she has received several calls from residents who would like to see the ROPE program reinstituted in that area because the criminal incidences have increased. Committee of the Whole February 14, 2007 Page 7 Councilmember Sandor stated two meetings ago he had asked for a status report on the River Park Place development and he has not received or heard anything. City Manager Folarin stated that City Staff has met with the developer and they are committed with going ahead with the project. They are currently working on advertising and media briefs to promote the project and that the developer believes construction will start in April or June of this year. Councilmember Walters thanked the Public Works Department for their excellent work and the overtime that was put in to clear the Elgin streets of the last snow fall. Councilmember Kaptain stated that First Community Bank and the Gail Borden Public Library will host the "Kids Supporting Kids" program from February 16th to March 16th. This art exhibit will feature the artwork of School District U-46 Elementary Art Students. The two Opening Receptions will be held on Friday, February 16th from 5:00 - 7:00 p.m. at the First Community Bank Tyler Creek Banking Center at McLean Boulevard and Big Timber Road, and on Saturday, February 17th from 1:00-3:00 p.m. at the Gail Borden Library. He stated that this exhibition is being sponsored in conjunction with a community drive to collect items to benefit homeless, abused, and neglected children. Beneficiaries of the donations will include Shelter Inc., WINGS Program and the Community Crisis Center. The suggested items for donation include new puzzles, toys, gym shoes, school supplies and new baby items such as diapers, bibs, and sleepers. Announcements from Staff City Manager Folarin stated that he received several complimentary emails regarding the excellent job our Public Works Department does on removing the snow and plowing Elgin’s many streets after the last snow fall. Adjournment Councilmember Figueroa made a motion, seconded by Councilmember Sandor, 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. 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 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 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 Committee of the Whole February 14, 2007 Page 8 Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open Meetings Act 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 6:35 p.m. s/Jennifer Quinton February 28, 2007 Jennifer Quinton, Deputy City Clerk Date Approved