HomeMy WebLinkAboutr - September 24, 2008 COW
COMMITTEE OF THE WHOLE MEETING
September 24, 2008
The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:00 p.m.
in the Council Chambers. Present: Councilmembers Figueroa, Kaptain, Steffen, Walters, and
Mayor Schock. Absent: Councilmember Gilliam.
Approval of Minutes
Councilmember Walters made a motion, seconded by Councilmember Steffen, to approve the
minutes of the September 10, 2008, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Service Agreement with Claim Management Consultants, LLC for
Workers Compensation Insurance Services
A resolution will be presented at tonight’s Council meeting for adoption by the City Council.
Consideration of Proposals for Limited Self-Insurance Programs
A resolution will be presented at tonight’s Council meeting for adoption by the City Council.
Consideration of Change Order No. 7 with Artlow Systems for Concrete Finishes for Fire
Station 7
Councilmember Walters made a motion, seconded by Councilmember Steffen, to authorize the
execution of a Deduct Change Order No. 7 in the amount of $7,000 to the contract with Artlow
Systems for the concrete finishes for Fire Station 7. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Change Order No. 8 with Reike Office Interiors for Ceramic and Carpet
Flooring Installation for Fire Station 7
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize
Change Order No. 8 to the contract with Reike Office Interiors in the amount of $8,667 for the
ceramic and carpet flooring installation at Fire Station 7. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Sole Source Contract with Motorola for the Purchase of Portable Radio
Batteries
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the
purchase of Portable radio batteries in the amount of $10,739.97 from Motorola.
Committee of the Whole
September 24, 2008
Page 2
Councilmember Steffen expressed his appreciation to staff for including the catalog sheets with
the proposal.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor
Schock. Nays: None.
Consideration of Proposed Downtown Projecting Sign Grant Program
Sarosh Saher, Planning Manager, gave the following presentation on the proposed program
including guidelines and examples of signs:
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Committee of the Whole
September 24, 2008
Page 3
Mayor Shock asked why there were restrictions on the illumination of the signs. Mr. Saher
explained that these restrictions could be modified, but that it was to reduce glare.
Mayor Schock then suggested that the program be revised such that the City would pay for the
first $2,500 instead of matching up to $2,500. Councilmember Walters agreed with this
suggestion. Councilmember Kaptain suggested that, in some cases, the owner may not have as
much money in the sign as the City and that they could walk away. He also would like to
eliminate redwood as one of the useable materials. He also questioned why we would want to
start this program at the same time the road construction is still underway. Mayor Schock stated
that was why this program was needed now more than ever to get around. Assistant City
Manager Sean Stegall explained that the most exposure the City would have is $550,000 and that
this money could be divided over a number of years.
Councilmember Kaptain asked about replacement signs if one business left and another took
over the property. Councilmember Steffen suggested a possible payback clause be included and
that this could be prorated. Mr. Saher agreed that this could be included in the program.
Councilmember Figueroa asked when a new business could apply and Mr. Saher said
immediately. Councilmember Figueroa asked how a business qualifies. Mr. Saher replied that
the sign must meet the guidelines, be approved, and then installed, at which point the business
would then be reimbursed.
Councilmember Steffen noted there were a number of options available to choose from.
Mayor Schock stated there are no guarantees the City might reimburse a business for a sign and
then that same entity might go out of business at a later time. He felt this grant program would
increase the likelihood of their success. He also stated that the infrastructure for another sign
would at least be in place for the next business as they would only have to replace the cover.
Mr. Stegall thanked staff and the Downtown Neighborhood Association for their work on this
project.
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to amend the
proposal to fund the first $2,500 of the design and installation of new projecting signs for Elgin’s
downtown commercial properties. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize
Staff to proceed with implementing the Downtown Projecting Sign Grant Program to fund the
design and installation of new projecting signs for Elgin’s downtown commercial properties as
previously amended. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Amendment No. 1 to the Agreement with Black & Veatch for Airlite
Street Water Treatment Plant Improvements
Committee of the Whole
September 24, 2008
Page 4
Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to authorize
Amendment No. 1 with Black & Veatch in the amount of $154,450 for engineering services
associated with the Airlite Street Water Treatment Plant Improvements. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Public Hearing on the Approval of the Naming of Four City Parks
Mayor Schock declared the hearing open and also thanked Councilmember Kaptain for bringing
this item forward. No one from the audience wished to speak and Mayor Schock declared the
hearing closed.
Councilmember Walters made a motion, seconded by Councilmember Steffen, to bring forward
the consideration for approval of the naming of four City of Elgin parks as follows: Shadow Hill
Park, Copper Springs Park, Waterford Entry Park, and Cornerstone Park. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Acceptance of Public Improvements in the Hercana Place Subdivision
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept the
public improvements in the Hercana Place Subdivision. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Walters, and Mayor Schock. Nays: None. Councilmember
Steffen abstained due to conflict of interest.
Consideration of Engineering Services Agreement with Engineering Enterprises, Inc. for
the Resurfacing of Summit Street from Dundee Avenue to Hiawatha Drive
Councilmember Figueroa made a motion, seconded by Councilmember Steffen, to approve an
engineering services agreement with Engineering Enterprises, Inc. in the not to exceed amount
of $81,210 for the resurfacing of Summit Street from Dundee Avenue to Hiawatha Drive.
Councilmember Kaptain stated there recently had been an article in Time magazine regarding
roundabouts. He requested that staff research the information to confirm the facts were accurate.
Mr. Stegall noted additional funds had been allocated for additional landscaping, general
improvements, and possible removal of non-conforming signs in this area. Councilmember
Steffen asked if any additional money will be available from Kane County and Mayor Schock
said it had all been allocated.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor
Schock. Nays: None.
Consideration of Business Improvement Grant with Biggers Mazda for Parking Lot and
Signage Improvements
Committee of the Whole
September 24, 2008
Page 5
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a
business improvement grant with Biggers Mazda, Inc. in the amount of $25,000 for parking lot
and signage improvements at 1320 East Chicago Street. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Announcements from Council
Councilmember Figueroa thanked staff for their assistance with Fiesta Salsa and for their help to
move some of the activities indoors because of the rain.
Councilmember Kaptain commented that staff did a good job during the recent rainfall event.
He did mention that some residents have felt abandoned since their homes were red-tagged.
They have requested additional police protection in their neighborhood.
Announcements from Staff
RuthAnne Hall, Management Analyst, provided an update on the odd/even parking project. She
said compliance was improving. The next step will be to issue tickets beginning October 1,
2008. Public service notices will be broadcast on Channel 17. She also thanked Sergeant
Theriault for his help.
Sue Olafson, Public Information Officer, announced upcoming City events.
Adjournment
Councilmember Walters made a motion, seconded by Councilmember Steffen, to adjourn
meeting and go into Executive Session for the following reasons. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Steffen, 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
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
Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More
Classes of Employees -Exempt Under Section 120/2(c)(2) of the Open Meetings Act
Pending, Probable or Imminent Litigation - Exempt Under Section 120/2(c)(2) of the Open
Meetings Act
Committee of the Whole
September 24, 2008
Page 6
The meeting adjourned at 6:38 p.m.
s/ Diane Robertson October 8, 2008
Diane Robertson, City Clerk Date Approved