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HomeMy WebLinkAbout15 - August 12, 2009 COW COMMITTEE OF THE WHOLE MEETING August 12, 2009 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 Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Absent: None. Approval of Minutes Councilmember Steffen made a motion, seconded by Councilmember Warren, to approve the minutes of the July 22, 2009, regular meeting. Upon a roll call vote: Yeas: Councilmembers Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Councilmembers Dunne and Gilliam voted Present. Combined Sewer Presentation General Services Director, David Lawry, introduced interns Dan Ault and Aaron Cosentino who gave a presentation on the proposed changes to the Overhead and Backwater Valve Assistance Grant Program. The proposal included the city funding the cost of installing an overhead sewer up to $10,000 or a backwater valve up to $2,000. Fifty percent of the cost would be in the form of a grant and the other fifty percent would be in the form of an interest free loan the first year and a nominal interest rate thereafter. Loan repayments would be included in the water and sewer bills. Special consideration would be given to low income households and an eligibility criteria would need to be met. It was also proposed that the program funding be increased from $30,000 to $130,000 and that it would be administered by Community Development Department instead of Public Works. Councilmember Dunne asked if rental properties would qualify for the program. Mr. Ault said these were details that would have to be decided when the program was finalized. Routine maintenance issues were discussed. Councilmember Prigge suggested that if a residence was sold, the loan would need to be paid in full. City Manager Stegall stated that no action was needed at this time and that the final details of the program would be brought to the Council in September. Senior Tax Rebate Presentation Fiscal Services Director Jim Nowicki reviewed the current program, the key components of a voucher program, and possible enhancements to the current program, including a “Shop Elgin First” coupon flier. He also reminded everyone that there was a “floor” of $13.275 million at which point the program could be discontinued. Committee of the Whole August 12, 2009 Page 2 Councilmember Warren said that he was in favor of a gift card-type of program, but he would also like to see it accepted by both the City of Elgin and Kane County so it could be used for city services or toward property taxes. He also asked how near the city was to the “floor” amount. Mr. Nowicki replied that it was getting very close. Councilmember Dunne suggested including a letter explaining the limits of the program. Mr. Nowicki said that would be done as well as initiating other types of educational programs. Councilmember Steffen also agreed that a letter be included. Councilmember Prigge asked if it were possible to have a debit card that was programmed only for Elgin zip codes. Mr. Nowicki said that it does not appear to be possible. Councilmember Prigge reiterated that this was an opportunity to inject money into the local economy. Councilmember Warren said he had checked with a local vendor and limiting a debit card to the local zip codes would have to be approved by a much higher level within a corporation. City Manager Stegall stated that it was staff’s recommendation to maintain the program as it is for this year. He felt that it should be revisited and the enhancements to shopping locally could be included next year. Councilmember Kaptain said that he felt waiting a year would be appropriate. Mayor Schock said that he agreed the check should go out this year accompanied by a letter explaining the program and the fact that it could end if the receipts from the riverboat fell below the minimum threshold. He thanked both the Elgin Area Chamber of Commerce and the Downtown Neighborhood Association for their assistance in gathering information relating to the program. Mr. Nowicki said the checks should be ready to be mailed during the next week. Councilmember Gilliam made a motion, seconded by Councilmember Prigge, to approve the Senior Citizen Property Tax Program as is for the year of 2009. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Proposed Ordinance Establishing a Bicycle and Pedestrian Advisory Committee Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve an ordinance establishing a Bicycle and Pedestrian Advisory Committee. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Proposed Ordinance Amendment Regarding Solicitation of Funds on Public Streets Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to adopt an ordinance adding three intersections to the listing of intersections where the solicitation of funds is permitted on public streets or sidewalks. Committee of the Whole August 12, 2009 Page 3 Councilmember Dunne asked that the non-profit organizations be notified of this change. City Manager Stegall said they would. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 and Final with K2N Crest, Inc. for Consulting and Project Management Services in Relation to the 2008/2009 Roof Replacement Projects Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve Change Order No. 1 and the final contract with K2N Crest, Inc. in the amount of $14,905.68 for the additional project observation time and structural analysis in relation to replacement and repair of the rotted roof decking at the Public Works and Police facilities. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Change Order No. 4 and Final with Ryan Central Incorporated for the Construction of Highlands Phase II Golf Course Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve the execution of Change Order No. 4 and final contract with Ryan Central Incorporated in the amount of $155,978.80 for the Highlands Phase II golf course. Councilmember Dunne stated he was concerned about the project running over budget. Councilmember Warren said that all change orders should be reviewed very carefully. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Local Agency Agreement with the Illinois Department of Transportation for Federal Participation for Engineering Services for the Elgin Bikeway Master Plan Route 1 Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve an agreement with the Illinois Department of Transportation at a net cost of $91,540 for Phases I, II and III for the Elgin Bikeway Master Plan. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Preliminary Engineering Services Agreement with TranSystems for Federal Participation for the Elgin Bikeway Master Plan Route 1 Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve an engineering services agreement with TranSystems for the not-to-exceed amount of $42,536.24 for the Elgin Bikeway Master Plan Route 1. Committee of the Whole August 12, 2009 Page 4 Mayor Schock stated that 80% of this cost will be paid by the federal government. Councilmember Steffen said that the remaining costs will be covered by the impact fees that have been charged to the developers. Councilmember Warren stated this should provide the ability to apply for even more grants. Councilmember Kaptain said there had also been discussions with the Fox River Water Reclamation District regarding a partnership to construct a bike bridge across the Fox River. Fox River Water Reclamation District would have a sludge line that would run on the underside of the bridge. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Local Agency Agreement with the Illinois Department of Transportation for Federal Participation for Phase I Engineering Services for the Elgin Bikeway Master Plan Route 4 Councilmember Warren made a motion, seconded by Councilmember Steffen, to approve an agreement with the Illinois Department of Transportation at a net cost of $680,200 for Phases I, II and III for the Elgin Bikeway Master Plan Route 4. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Preliminary Engineering Services Agreement with TranSystems for Federal Participation for the Elgin Bikeway Master Plan Route 4 Councilmember Steffen made a motion, seconded by Councilmember Warren, to approve an engineering services agreement with TranSystems for the not to exceed amount of $230,488.88 for the Elgin Bikeway Master Plan Route 4. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Proposed Recapture Ordinances for ABCP, LLC as the Developer of the Capital Corporate Center Councilmember Warren made a motion, seconded by Councilmember Gilliam, to approve the recapture ordinances for ABCP, LLC as the developer of the Capital Street Corporate Center relating to the construction of certain public improvements in connection with the Capital Street Corporate Center Project. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Committee of the Whole August 12, 2009 Page 5 Consideration of an Agreement with Risk Resources for Liability Insurance Consulting Services Councilmember Steffen made a motion, seconded by Councilmember Warren, to approve a one (1) year agreement with Risk Resources for liability insurance consulting services. Councilmember Dunne asked if any city employee had a relationship with the company. A company representative responded that no city employee was affiliated with the company. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Announcements from Council Councilmember Steffen announced the upcoming Kiwanis barbeque. Councilmember Kaptain thanked all who participated in the Rain Barrels on Parade auction, especially Sigi Psimenos and Anthony Pedote. Announcements from Staff None Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Warren, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. The meeting adjourned at 7:00 p.m. s/ Diane Robertson August 26, 2009 Diane Robertson, City Clerk Date Approved