HomeMy WebLinkAboutt - September 26, 2007 COW
COMMITTEE OF THE WHOLE MEETING
September 26, 2007
The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:08 p.m.
in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Absent: None.
Approval of Minutes
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the
minutes of the August 29, 2007, special meeting and the September 12, 2007, regular meeting.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of City’s Insurance Policies for 2007 – 2008
Councilmember Walters questioned why the City is raising the deductible on the pollution
insurance that we receive from American International Specialty Lines. Gail Cohen, Director of
Purchasing and Risk Management, stated that there have been no claims regarding this policy
which is why the deductible was raised.
A resolution will be presented at tonight’s Council meeting for adoption by the City Council.
Consideration of Agreement with Par Group, L.L.C. Relating to Executive Search for a
New Fire Chief
A resolution will be presented at tonight’s Council meeting for adoption by the City Council.
Consideration of Elgin Retiree Health Insurance Trust Agreement
Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the
proposed City of Elgin Retiree Health Insurance Trust Agreement which is required to
implement Governmental Accounting Standards Board #43 requiring that a trust be established
to hold Other Post Retirement Benefit contributions. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Committee of the Whole
September 26, 2007
Page 2
Consideration of Program Year 2008 Community Development Block Grant Hearing
Process
Councilmember Kaptain made a motion, seconded by Councilmember Walters, to schedule the
hearing and work session dates listed below for the 2008 Community Development Block Grant
Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
January 9, 2008 First Public Hearing.
February 13, 2008 City Council Work Session.
April 9, 2008 Final Public Hearing
Consideration of Proposed Expansion of Veterans Memorial Committee Project
Membership
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to amend the
proposed expansion of the Veterans Memorial Committee membership to include a
representative from the Gail Borden Library. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the
request to expand the membership of the Veteran’s Memorial Committee as amended to include
a representative from the Gail Borden Library. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Storm Sewer Expense Reimbursement to Kinney Electric
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an
expense sharing agreement with Kinney Electric in the amount of $58,862 to cover the City’s
portion of the cost of storm sewer construction relating to the building expansion being
constructed at 573 North Crystal. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Acceptance of Public Improvements in the Princeton West Subdivision
Councilmember Kaptain made a motion, seconded by Councilmember Walters, to accept the
public improvements in the Princeton West single family homes subdivision. Upon a roll call
vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor
Schock. Nays: None.
Committee of the Whole
September 26, 2007
Page 3
Consideration of Engineering Services Agreement with Engineering Enterprises for the St.
Charles Street Water Main Replacement
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize an
agreement with Engineering Enterprises in the not to exceed amount of $25,000 for design
engineering services for the St. Charles Street Water Main Replacement.
Councilmember Walters expressed concern about all of the construction in the area blocking
major entrances and exits into the City and stated that he would like to make sure that our efforts
are coordinated to allow for more than one main route into the City to avoid undue delays and
major accidents. Assistant City Manager Stegall stated that there are ways to coordinate the
schedule of construction to alleviate the Council’s concerns.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Purchase of Service Agreement with Children’s Theatre of Elgin for two
productions
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the
agreement with Children’s Theatre of Elgin by providing financial support in the amount of
$15,200 for two productions to be applied to Hemmens fees. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Walters, and Mayor Schock. Nays: None.
Councilmember Steffen abstained due to a conflict of interest.
Consideration of the 2008 Budget Schedule
Assistant City Manager Stegall introduced RuthAnne Hall, Management Analyst, presented the
2008 budget schedule as listed below which is necessary in order to adopt the budget and 2008
through 2012 financial plan:
11/07/2007 City Council Budget Retreat – Special Meeting: 5:00 p.m., Centre
11/14/2007 City Council Budget Discussion: 5:00 p.m.
12/05/2007 City Council Budget Discussion: 5:00 p.m.
12/05/2007 Truth in Taxation Hearing: 7:00 p.m.
12/12/2007 City Council Budget Discussion, if necessary: 5:00 p.m.
12/19/2007 Budget Adoption: 7:00 p.m.
Assistant City Manager Stegall presented the Council with feedback from the community that
was gathered during the budget roundtable discussions regarding the top ten priorities that the
Council had previously outlined for discussion. He updated Councilmembers regarding funding
for amortization for converted residential dwellings. He stated that roughly 25% of the 1,850
currently unconverted multi-unit residential dwellings would be unable to meet the off-street
parking requirement which would result in roughly a 13.8 million dollar expense on the City of
Committee of the Whole
September 26, 2007
Page 4
Elgin’s part. He stated that there are a number of different factors regarding this program that
need to be resolved and would currently like to have Staff further analyze the information and
provide Council with the results of that analysis during the budget process. Mr. Stegall believes
that they will have a recommendation as far as implementing the program from an attainable
financial stand point during the later budget discussions, possibly in November.
Assistant City Manager Stegall led the discussion of building a new performing arts center
versus doing major renovations to The Hemmens Cultural Center. He stated that the Hemmens
is approaching functional and physical obsolescence and outlined some of the problems that
were brought to light by two different research companies hired for surveys. He stated that there
are four options outlined below that the community is faced with in regards to The Hemmens
Cultural Center:
1. Status Quo – recognize that the building is likely approaching obsolescence
and manage it at the best level possible. There would be no renovations made
and the City would not replace The Hemmens Cultural Center with a new
building. This option would likely still cost the City $10 million dollars in
order to replace the failing HVAC system and put in ground floor restrooms.
2. Renovate the existing facility – expand the building with additional seating,
replace the HVAC, expand the fly loft, raising the original roof 10 feet, as
well as make a variety of additional improvements. The cost for this option
would approach $30 million dollars which would be 75% of the cost for a new
building.
3. Construct a new building. This option is estimated to be around $40 million
dollars.
4. Exit the business - demolish the existing building and replace it with
something completely different.
Assistant City Manager Stegall stated that Staff is currently asking for direction in order to
decide which option to pursue. Councilmembers participated in discussion and posed some of
the following questions:
• How long would The Hemmens Cultural Center be shut down if the
building were to be renovated? Is a partial renovation an option?
• Why is the estimated cost of constructing a new building significantly
lower than previous quotes?
• Would it be possible to keep the existing building as a community theater
and construct a new building?
• If renovations were conducted, what is the timeframe in which The
Hemmens Cultural Center will again be facing obsolescence?
• Will a new building be self-sustaining?
Committee of the Whole
September 26, 2007
Page 5
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to direct Staff to
examine the costs of renovating The Hemmens Cultural Center and how long it would last
compared to building a completely new facility without raising property taxes, and present the
Council with a plan for how to finance each. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Announcements from Staff
Police Chief Womack updated the Council and Community regarding the recent gang activity
and she outlined some of current efforts undertaken by the Elgin Police Department to combat
this activity. She believes that the efforts of the Elgin Police Department are getting positive
results and asks that the community call about any suspicious activity within their
neighborhoods.
Public Works Director Loete provided Council with an update regarding the storm damage on
September 25, 2007. He outlined the efforts taken and currently underway by the Public Works
Department to address the damage which was located mostly on the west side of the City. He
stated that special branch pickup would continue in the affected areas through next week.
Public Information Officer Olafson announced upcoming City events.
Announcements from Council
Councilmember Figueroa congratulated Staff for all of the events that were hosted at Festival
Park, but he would like them to establish guidelines regarding sound control for the next year.
Assistant City Manager Stegall stated that the issue will be reviewed by Staff and standards will
be established for acceptable levels of noise for next year’s schedule.
Elgin Community Network will be sponsoring “Elgin Alive”. There will be a series of programs
with the theme being “A Sustainable Community”.
Adjournment
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn the
meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
The meeting adjourned at 7:13 p.m.
s/Jennifer Quinton October 10, 2007
Jennifer Quinton, Deputy City Clerk Date Approved