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HomeMy WebLinkAboutc - February 13, 2008 COW COMMITTEE OF THE WHOLE MEETING FEBRUARY 13, 2008 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 January 23, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Approval of the Annual Motor Fuel Tax Resolution for General Maintenance Funds for 2008 Councilmember Walters asked whether the item for bridge repair was for the bridges in general or for a particular bridge. Public Works Director John Loete advised that $500,000 was allocated for concrete work on the underside of all the bridges. A resolution will be presented at tonight’s Council meeting for adoption by the City Council. Work Session for the 2008 Community Development Block Grant Program Community Development Director Jerry Deering highlighted the revisions to the Community Development Block Grant Program. He advised that the total amount was now $835,687. Changes were made to the applications of the Elgin Housing Authority and AIDS. Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the 2008 Community Development Block Grant allocations as contained in the work session scorecard. Councilmember Figueroa asked about the applications of Fox Valley Mental Health Foundation. City Manager Folarin indicated that the application for $90,000 was for the purchase of a building. He indicated that it was not recommended to fund this request and to give a lesser amount would make it difficult for them to complete the project. He also stated that the amount allocated to the City had been reduced. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Mr. Deering stated that the thirty day review and public comment portion would be from February 18, 2008, through March 19, 2008. The Council selection would then take place on April 9, 2008. Committee of the Whole February 13, 2008 Page 2 Consideration of Kane County Auto Theft Task Force 2008 Grant Award Agreement Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept the trust funds grant award agreement in the amount of $370,737 for 2008 from the Illinois Motor Vehicle Theft Prevention Council for the Kane-Cook County Auto Theft Task Force. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Cultural Arts Commission Grant Award Recommendations Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to award grants in the total amount of $62,908 per the Cultural Arts Commission to the organizations listed below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. ORGANIZATION PROJECT/OPT. SUPP. AWARD 1 Art For All Paint Your World Green II $613 2 Ballet Folklorico Dance Performance $6,510 3 Elgin Chapter Barbershop Harmony Society Spring Concert $3,164 4 Elgin Children’s Chorus Perfect Pitch Concert $6,627 5 Choral Union Schubert & Haydn Concert $5,950 6 Elgin Theater Company Nunsense II $5,530 7 Elgin Youth Symphony Orchestra Transform Concept $6,300 8 Fox Valley Theatre Co. Mega Hits of the 60’s $6,125 9 Haitian Congo-Festival Haitian Congo-Festival $934 10 Heartland Voices Home is Where the Heart is $5,880 11 Independent Players Blithe Spirit & Story Theatre $3,136 12 Janus Theatre Theatrical Production $5,191 13 Larkin Center Larkin School Creates Arts Instruction and Performance $5,040 14 Riverside Chapter SAI Musical Performance $1,908 Total $62,908 Consideration of Change Order No. 1 and Final for Bid 07-001 with Powerlink Services, Inc. for Replacement of Uninterrupted Power Supply in the Police Facility Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve Change Order No. 1 with Powerlink Services, Inc. in the amount of $16,453 for the installation of an external bypass switch in relation to the installation of a new uninterrupted power supply system in the Police Facility. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 13, 2008 Page 3 Consideration of Proposed Ordinance Amending the Property Maintenance Code Requiring Carbon Monoxide Alarm Detectors within the City Councilmember Figueroa made a motion, seconded by Councilmember Powers, to approve the proposed ordinance amending the City’s Property Maintenance Code to require carbon monoxide alarm detectors within the City in accordance with the requirements of the Illinois Carbon Monoxide Alarm Detector Act. Councilmember Walters asked if this was also a state law and City Manager Folarin answered that it was and this was to incorporate it into the City’s building code. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Request for Vacation of Alley at 214 North McLean Boulevard and 211 Heine Street Councilmember Waters made a motion, seconded by Councilmember Gilliam, to approve the vacation of the alley along the south property lines of 214 North McLean Boulevard and 211 Heine Street in exchange for monetary compensation totaling $5,580. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 with Sinnett Builders, Inc. for Elgin Shores Forest Preserve Park Improvement Project Councilmember Powers made a motion, seconded by Councilmember Walters, to approve Change Order No. 1 with Sinnett Builders, Inc. in the amount of $75,260 for the Elgin Shores Forest Preserve Park Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Purchase from Advanced Processing & Imaging, Inc. of Document Management Software and Licenses Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the purchase of additional document management software and licenses in the amount of $32,750 from Advanced Processing & Imaging, Inc. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 13, 2008 Page 4 Consideration of a Contract with Andres Medical Billing, Ltd. for Full Service Emergency Medical Service, Billing, Collection and Management Reporting Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept the proposal of Andres Medical Billing, Ltd. to provide emergency medical service billing, collection, and management reporting services for a period of five years with an option to renew for an additional two year term at a cost of 6.25 % of net collections. Councilmember Walters asked where this company was located and Fiscal Services Director Nowicki answered that it was Palatine. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 2 to Turnkey Network Solutions Agreement for Installation of Fiber Optic Cable Councilmember Walters made a motion, seconded by Councilmember Powers, to approve Change Order No. 2 in the amount of $31,335 to Turnkey Network Solutions for installation of fiber optic cable. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Engineering Services Agreement with Carroll Engineering and Associates, P.C. for the Study of the Cooper and Preston Drainage Issues Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve an agreement in the amount of $18,750 with Carroll Engineering and Associates, P.C. for the study of sanitary and storm sewer related to flooding at Cooper and Preston Avenues. Councilmember Kaptain asked that Mr. Collins be notified of this agreement. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of Public Improvements Constructed by Crown Community Development on Coombs Road Councilmember Kaptain made a motion, seconded by Councilmember Powers, to accept the public improvement constructed by Crown Community Development on Coombs Road at their entrance to Highland Woods subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 13, 2008 Page 5 Consideration of Amendment No. 2 to the Engineering Services Agreement with TranSystems, Inc. for Design and Construction Management Services related to the Central Business District Streetscape Project Councilmember Powers made a motion, seconded by Councilmember Steffen, to approve Amendment No. 2 for an amount not to exceed $1,022,554 with TranSystems, Inc. for the design and construction management of the streetscape and water main improvements associated with the Central Business District Streetscape Project. Councilmember Walters asked that communication with the downtown people be a priority during this project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Engineering Services Agreement with V3 Companies of Illinois, Ltd. for the Entry Corridor (IL Rte 25/Dundee Avenue) Improvement Project At the request of City Manager Folarin, Commissioner Gilliam made a motion, seconded by Commissioner Walters, to table the agreement with V3 Companies of Illinois, Ltd. in the amount of $474,000 for engineering services for the Entry Corridor Improvement Project for Illinois Route 25/Dundee Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 2 to Engineering Services Agreement with Baxter & Woodman for the Lincoln/Douglas Sewer Separation Project Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve Amendment No. 2 in the amount of $35,474.19 with Baxter & Woodman for additional construction related engineering services for the Lincoln/Douglas Sewer Separation Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Contract with Zoll Medical Corp. for the Purchase of Five 12 Lead Cardiac Monitors and Associated Hardware Councilmember Walters made a motion, seconded by Councilmember Powers, to authorize the purchase of five 12 lead cardiac monitors and associated hardware in the amount of $93,600 from Zoll Medical Corp. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 13, 2008 Page 6 Consideration of Contract with The Omega Group for the Purchase of FireView Desktop Emergency Response Analysis and Management Software Councilmember Figueroa made a motion, seconded by Councilmember Powers, to approve the purchase of FireView Desktop Emergency Response Analysis and management Software in the amount of $23,875 from The Omega Group, Inc. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of a Grant from the Department of Homeland Security Fire Prevention and Safety Grant Program Councilmember Kaptain made a motion, seconded by Councilmember Powers, to approve the acceptance of a grant in the amount of $17,100 from the Department of Homeland Security Fire Prevention and Safety Grant Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 2 with Elliott and Wood, Inc. for the Construction of Fire Station 7 Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve Change Order No. 2 in the amount of $57,208.15 with Elliott and Wood Inc. for the increase in excavation and site utilities for the construction of Fire Station 7. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 3 with Cyberdine Masonry Corp. for the Construction of Fire Station 7 Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve Change Order No. 3 in the amount of $12,122.63 with Cyberdine Masonry Corp. for the increase in masonry services for the construction of Fire Station 7. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa read a statement expressing his unhappiness with the recent snow removal efforts, especially on his street. He wants to see an increase in Public Works employees and for Public Works to have the resources to provide better service. Councilmember Kaptain asked staff to advise the Council on what it would take to get a twelve hour response. He stated that he conducted a survey of other communities and they strive to respond within a twelve to fourteen hour time period. Committee of the Whole February 13, 2008 Page 7 Councilmember Kaptain announced that Elgin Community Network will be presenting a series of programs called “Elgin Alive”. The first program will be on February 26 and the remaining programs will be on the third Tuesday of each month. Councilmember Powers requested that the analysis on leaf removal and snow removal include a cost comparison of using outside resources when there is a major snow event. Councilmember Walters wants leaf and snow removal to be a major topic for the upcoming Council retreat. Councilmember Gilliam agreed with this suggestion. City Manager Folarin stated that the entire process is currently being reviewed and that recommendations will be brought to Council at the upcoming retreat. Councilmember Figueroa stated that he wants this topic discussed openly. City Manager Folarin said that the analysis will be done internally, but that the recommendations would be presented at an open meeting. Announcements from Staff - None Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn to Executive Session for the following reason. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, 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 The meeting adjourned at 6:43 p.m. s/ Diane Robertson February 27, 2008 Diane Robertson, City Clerk Date Approved