HomeMy WebLinkAbout16 - August 26, 2009 COW
COMMITTEE OF THE WHOLE MEETING
AUGUST 26, 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 August 12, 2009 regular meeting and the July 16, 2009, special meeting. Upon a
roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and
Mayor Schock. Nays: None.
Consideration of School Liaison Contract with School District U-46 for the 2009-2010 School
Year
A resolution will be presented at tonight’s Council meeting for adoption by the City Council.
Consideration of Agreement with Baxter & Woodman, Inc. to Provide Grant Writer Services
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve the
agreement with Baxter & Woodman for grant writer services.
Councilmember Steffen asked what safeguards were in place to ensure that the company will not
be over-charging the city since the normal bidding process is being bypassed. City Manager
Stegall stated that the city has done this on other projects and that there are costs and/or hourly
charges that can be compared.
Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and
Mayor Schock. Nays: None. Councilmember Warren abstained due to conflict.
Consideration of Easement Agreement with Mitchell Kofsky of 3 Lynch Avenue for the
Highland Avenue Sewer Separation
Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve the
easement agreement with Mitchell Kofsky, of 3 Lynch Avenue, for the Highland Avenue Sewer
Separation at a cost of $9,735. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam,
Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None.
Committee of the Whole
August 26, 2009
Page 2
Consideration of Engineering Study Prepared by Carroll Engineering & Associates, Inc.
Relative to Flooding Issues in the Preston, Cooper, Bellevue Avenue Area
Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to table consideration
of the study prepared by Carroll Engineering & Associations, Inc. until the September 9, 2009
meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen,
Warren, and Mayor Schock. Nays: None.
Consideration of Change Order No. 2 and Final with Martam Construction for the Spartan
Drive Extension Phase II Project
Councilmember Kaptain made a motion, seconded by Councilmember Warren, to execute Change
Order No. 2 and Final to the contract with Martam Construction in the amount of $53,605.20 for the
Spartan Drive Extension – Phase II Project. Upon a roll call vote: Yeas: Councilmembers Dunne,
Gilliam, Kaptain, Steffen, Warren, and Mayor Schock. Nays: None. Councilmember Prigge
abstained due to conflict.
Consideration of Purchase of Service Agreement with Children’s Theater of Elgin for Fall
2009 Production
Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to approve the 2009
agreement with Children’s Theatre of Elgin in the amount of $6,325 for the Fall 2009 Production.
Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Warren, and Mayor
Schock. Nays: None. Councilmember Steffen abstained due to conflict.
Consideration of Lease Agreement with Twelfth Night Catering, LLC to operate Porter’s Pub
within the Bowes Creek Country Club
Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to approve the lease
agreement with Twelfth Night Catering, LLC in the amount of no less than $51,600.
Councilmember Dunne asked what would happen if the course did not open. Corporation Counsel
William Cogley stated that he would have to check the lease. Mayor Schock said that, per the terms
of the lease, the city is receiving money from the lease. There would be no indebtedness on the part
of the city. Councilmember Dunne stated that he felt he could not vote on this issue at this time
since there had not yet been a council retreat on the budget and that he had not had the time to review
the entire budget.
Councilmember Dunne then made a motion to table consideration of the lease agreement. The
motion died for lack of a second.
Upon a roll call vote regarding the original motion: Yeas: Councilmembers Gilliam, Kaptain,
Prigge, Steffen, Warren, and Mayor Schock. Nays: Councilmember Dunne.
Committee of the Whole
August 26, 2009
Page 3
Consideration of Amendment to Chapter 11 of the Elgin Municipal Code, Entitled “Vehicles
and Traffic”
Councilmember Kaptain made a motion, seconded by Councilmember Prigge, to approve the
proposed amendment to Chapter 11 of the Elgin Municipal Code, entitled “Vehicles and
Traffic”.
Councilmember Steffen expressed concerns about items 3, 4, 5, and 6 of the proposed
amendments. These items were in regards to the Southwest Area Neighborhood and the Gifford
Park areas. He thought there would be no action in these areas until there was a final report
regarding odd/even parking and summer services.
Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to remove Items
3, 4, 5, and 6 from the proposed amendments.
City Manager Stegall asked to Council to advise him of their expectations of this report and what
they would like included in it. Councilmember Gilliam asked if the staff had already made a
recommendation about odd/even parking. City Manager Stegall stated that there was an original
recommendation to make those areas permanent and to designate new neighborhoods as trial
areas. He did not believe final action had been taken, but Councilmember Kaptain thought final
action had been taken and that he had asked for a report at the end of the year encompassing the
entire community. Councilmember Gilliam then withdrew his second. The Mayor suggested that
the minutes be reviewed. Councilmember Gilliam then reinstated his second. Corporation
Counsel Cogley stated that if these four items were to be removed from consideration, then item
21 of the Consent Business on the Council Agenda would need to be tabled.
Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren,
and Mayor Schock. Nays: None.
Consideration of Renewal of Office Lease Agreement with the Elgin Symphony Orchestra
Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve the
new office lease agreement valued at $33,450 with the Elgin Symphony Orchestra. Upon a roll
call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor
Schock. Nays: None.
Consideration of Addition of the Eagle Heights Subdivision to the Odd/Even Parking
Restrictions
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to authorize staff
to mail ballots to Eagle Heights homeowners seeking their approval of odd-even parking
restrictions in that subdivision.
Committee of the Whole
August 26, 2009
Page 4
Councilmember Kaptain asked for a clarification on the mailing and when it would take place.
RuthAnne Hall stated a letter would be sent to the residents of that area along with a postcard
ballot to be returned. These would be sent out by August 28, 2009, and a report of the results
would be presented to the Council on September 23, 2009. Councilmember Prigge asked why
staff was soliciting votes from the Eagle Heights residents. Mayor Schock responded that from
his perspective it was because the homeowners’ associations do not always represent the true
feelings of the residents.
Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren,
and Mayor Schock. Nays: None.
Consideration of Youth Sports Grant for Trout Park Baseball Field
Councilmember Gilliam made a motion, seconded by Councilmember Prigge, to approve the
youth sports grant for improvements to the baseball field at Trout Park at a total cost of $65,000.
Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren,
and Mayor Schock. Nays: None.
Announcements from Council
Councilmember Prigge thanks the Downtown Neighborhood Association for addressing several
concerns regarding the recent carnival.
Councilmember Kaptain thanked the Elgin Community Network and Parks and Recreation staff
for their assistance at the last picnic of the season. He also thanked staff and Mr. and Mrs.
Misselli for their assistance with the cooking.
Councilmember Dunne announced a fundraiser to benefit an intern for The Invisible Children
organization.
Councilmember Steffen asked if an update could be given on the NSP and NSP II grant. City
Manager Stegall said this would be forthcoming.
Announcements from Staff
None
Adjournment
Councilmember Steffen made a motion, seconded by Councilmember Kaptain, to adjourn and go
into the Executive Session for the purpose of discussing the following matters. Upon a roll call
vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor
Schock. Nays: None.
Committee of the Whole
August 26, 2009
Page 5
Appointment, Employment, Compensation, Discipline, Performance Or Dismissal Of Specific
Employees Of The Public Body (Exempt Under Section 120/2(C)(1) Of The Open Meetings Act)
The meeting adjourned at 6:28 p.m.
s/ Diane Robertson September 9, 2009
Diane Robertson, City Clerk Date Approved