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HomeMy WebLinkAbout19 - October 14, 2009 COW COMMITTEE OF THE WHOLE MEETING October 14, 2009 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:05 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 Dunne, to approve the minutes of the September 23, 2009, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Overhead Sewer and Backwater Valve Assistance Program A resolution will be presented at tonight's Council meeting for adoption by the City Council. Kane County Health Department H1N1 Presentation Paul Kuehnert, Executive Director of the Kane County Health Department, gave an update on the H1N1 flu epidemic and its effects within the state and the county. He reminded those present that it disproportionately affects mainly the younger population and those who are pregnant. The county is actively monitoring the local schools and hospitals, and working with various local organizations. Mr. Kuehnert emphasized that communication and education will be very important. He reminded everyone that hand washing and coughing or sneezing into your arm are the best preventive measures. He stated that the vaccine is not yet available except for first responders, but that a vaccine for the public should be available within the next few weeks. He again emphasized that prevention is the best practice. Combined Sewer Separation Project—City’s Response to Unsubstantiated Allegations of Wrongdoing General Services Group Director Lawry stated that he was responding to allegations of falsifying reports and conspiring against the Southwest Area Neighborhood to prevent sewer separations in the Lord Street sewer basin. He stated that no real data had been provided to substantiate the allegations and that there was a fourteen year history of working with the combined sewer overflow system. There have been seventy-five points of contact with the EPA including meeting with them at least once a year. He also stated that prior to 1995, the permit resided with the Fox River Water Reclamation District. Mr. Lawry said there was no motive for wrong-doing. At the direction of Council in 2003, a study was initiated to provide a sewer separation plan and prioritize the projects. The city was split into three areas; Highland Avenue, Bent Street, and Lord Street Basin with priorities of Committee of the Whole October 14, 2009 Page 2 high, medium, or low. The Highland Avenue Basin was given a high priority due to the fact that it could affect drinking water. Other areas on the east side of the city were completed with on- going street projects so that they wouldn’t have to be dug up a second time. Mr. Lawry went on to say that the overall project is on schedule and that the Lord Street Basin proposals for design commencement should be present to Council in November. Mr. Lawry said that it was stated that the sewers were stolen from the SWAN neighborhood. The EPA asked the city to perform a sensitive area study looking at where the greatest human contact areas might be. The study concluded that Douglas Avenue outfall was the most sensitive and it was requested the city pursue separation of that sewer. Mr. Lawry acknowledged that the city is not technically reporting the Discharge Monitoring Report (DMR) on a consistent basis, but he said the city is meeting with EPA on a consistent basis. The DMR referred to at the previous Council meeting was accompanied by a cover letter and that letter was not referenced. Mr. Lawry read the letter and then explained the monitoring process. He said it is not an exact process and it is a best guess scenario. He noted that a contract had been approved at an earlier meeting for data equipment. He said that the EPA has not responded to the city’s request for assistance. He stated that he felt the DMR matter was not a relevant one and they have not been an issue for the EPA. Mr. Lawry concluded by stating that the sewer separation plan had been previously approved and that it was currently underway. The SWAN design should commence this fall and hopefully the project will be scheduled for 2011. A resident asked how the amount of $130,000 was derived when he believed there is more money available for the program. Mayor Schock stated that the program has been available for several years, but fewer than twenty people have taken advantage of it. He said that right now money is tight and that this is all the money available at this time. He noted that with all the recent publicity about the program, only two additional people have applied. Mayor Schock also stated that if the money is used up, then the Council would seriously look at funding the program again in 2010. City Manager Stegall said that the 2010 budget proposal would have a line item for this program that would allow the flexibility to either increase or decrease the amount of money based on demand. The resident asked why residents who can’t afford the program are being asked to pay for half of it. Councilmember Prigge said the program has had some major enhancements to the program due to the concerns of the SWAN residents. The resident expressed his belief that the city should be paying the entire cost. Committee of the Whole October 14, 2009 Page 3 Consideration of Illinois State Tollway Authority Trailblazer Signage Program within the City of Elgin’s Jurisdiction Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to authorize the execution of an agreement with the Illinois State Tollway Authority to place, install and maintain Trailblazer Signage on roadways within the City of Elgin’s jurisdiction. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Construction Engineering Services Agreement with Engineering Enterprises, Inc. for the Big Timber Road Local Agency Pavement Preservation Project Councilmember Warren made a motion, seconded by Councilmember Steffen, to award a contract to Engineering Enterprises, Inc. for a not-to-exceed amount of $158,250 for construction engineering services for the Big Timber Road Local Agency Pavement Preservation Project. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Acceptance of Public Improvements in the River Park Place Subdivision Councilmember Kaptain made a motion, seconded by Councilmember Prigge, to accept the public improvements in the River Park Place Subdivision. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Ordinance Vacating Public Streets within the River Park Place Townhome Development Councilmember Steffen made a motion, seconded by Councilmember Warren, to accept the proposed ordinance vacating the public streets within the River Park Place townhome development. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Proposed Ordinance Creating a Labor Relations and Personnel Committee Councilmember Gilliam made a motion, seconded by Councilmember Prigge, to accept the proposed ordinance creating a Labor Relations and Personnel Committee. Councilmember Dunne stated that he understood the purpose of this committee was to negotiate contracts within the various unions. Councilmember Gilliam said no, that this committee would not negotiate at the table. Councilmember Dunne replied that he meant the portion of the negotiations handled by the Council. Councilmember Gilliam said the purpose of the committee was to get information about the negotiations from the staff and/or the city manager. The Committee of the Whole October 14, 2009 Page 4 committee would not negotiate at the table. They would get the information and bring it back to the full Council for consideration. Councilmember Dunne stated that he then did not understand the purpose of the committee if they were not doing any negotiation. Councilmember Dunne asked if the work of the committee would be done in Executive Session and Councilmember Gilliam replied yes. Councilmember Dunne asked if all Councilmembers would be eligible to be present in Executive Session. Councilmember Gilliam replied that since Councilmember Dunne had previously asked that question privately, he knew the answer was yes. Councilmember Dunne stated that he just wanted it to be on the record. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: Councilmember Dunne. Consideration of Energy Efficiency Conservation Block Grant Project Selection Councilmember Kaptain made a motion, seconded by Councilmember Warren, to approve the projects in the Energy Efficiency Comprehensive Strategy in the amount of $1,002,600 as recommended by staff and listed below. The following is a list of recommended projects and associated budgets for the council’s consideration and approval: 1. Public Works Building Upgrade. Budget: $200,000 This project is part of the ComEd Energy Challenge and has already received some funding. The project is also “shovel ready” and can serve as a model to commercial businesses for energy retrofits of existing buildings. Work to be completed would include replacing light fixtures, lamps, and thermostats. New solartube skylights, daylight sensors, occupancy sensors, vending machine sensors, and low-flow water faucet aerators will also be installed. 2. SEDAC audits. Budget: None The Smart Energy Design Assistance Center (SEDAC) provides full building audits for free to identify opportunities to save energy and money by reducing overhead and operational costs. SEDAC typically does one audit per city on a yearly basis. Staff recommends that three buildings get audits during the three years of the EECBG program: The Centre, The Professional Building (164 Division Street), and the Tower Building (100 E Chicago Street). An audit of the Centre will provide the city with a list of improvements to be implemented as funds become available. The boards of directors for the Professional Building and the Tower Building have expressed an interest in receiving SEDAC audits as well. They are looking at several major efficiency upgrades over the next few years and want to ensure their money is spent wisely. Other audits may be possible as more owners become aware of the program. 3. CNU Context Sensitive Solutions Study. Budget: $50,000 The city would partner with the Congress for New Urbanism (CNU), Institute of Traffic Engineers, the U.S. Environmental Protection Agency and the Federal Highway Administration to create a street design guideline for engineers and planners called Context Sensitive Solutions (CSS). This plan will serve as an example for other municipalities Committee of the Whole October 14, 2009 Page 5 throughout the state and around the U.S. Elgin is a perfect community to implement and apply the principals that have been established within the CSS manual, due to its urban fabric which dates back to the 19th century combined with the more recently developed areas to the west. This plan will help lower carbon emissions for residents, provide a safer, more livable city; encourage healthier lifestyles; add value to existing neighborhoods; and improve the tax base through economic development and revitalization. Additional funding for the study will be provided by the Grand Victoria Foundation. 4. ROPE House Efficiency Upgrades. Budget: $100,000 Currently, the city owns seven houses for the ROPE program, including 114 N. Channing and 302 W. Chicago as proposed housing. Installing energy efficient appliances, HVAC, insulation, water heater, and storm windows in these houses will provide lower energy costs for the city long term and provide an educational opportunity for the neighborhood to see sensitive energy efficient upgrades in existing homes. 5. Residential Grant Program. Budget: $327,600 Provide direct grants to property owners to make energy efficient improvements to their properties. Applicants would be encouraged to take advantage of existing residential ComEd programs as well as tax credits offered for specific home improvements. Residential grants would be limited to $3,000 to approximately 110 properties. Owners would receive a building audit, upgrades based on what the audit revealed and then a follow up audit to verify energy saved. These funds would assist homeowners with weatherization upgrades, energy star appliance purchases, insulation and windows. 6. Center City Commercial Grant Program. Budget: $200,000 Commercial properties would be eligible for a separate grant program. Commercial property owners would compete for a grant based on scope of work, combination with ComEd incentives, energy saved, etc. It is estimated that four grants would be awarded and would serve as models to other commercial businesses. 7. Public Outreach. Budget: $25,000 The City of Elgin will make a concerted effort to educate the general public about the steps they can take to increase their own energy efficiency. Through a series of workshops, seminars, or fairs, the community will be educated on all available grant programs and tax credits including those offered by ComEd, DOE, Illinois Department of Commerce and Economic Opportunity, and the IRS. 8. Administration. Budget: $100,000 Under the EECBG program, administration costs are capped at 10% of the total grant allocation. This amount would cover staff time to administer the grant programs and attend public outreach activities during the three years of the grant program. Councilmember Kaptain noted that the funding from the Grand Victoria for Item #3 had not yet been approved by them and wondered if the funds would be coming from the city’s budget for Committee of the Whole October 14, 2009 Page 6 this year or next. Mr. Stegall responded that he had spoken with a representative from the Grand Victoria and that it was doubtful that they would be able to commit to it at this time. He stated the funds would come from this year’s budget, but that if funding came from the Grand Victoria at a later date, then these would be applied to the other programs. Mayor Schock congratulated staff for meeting the needs of the community especially in the area of the individual grant programs. Councilmember Dunne said that he was pleased that two of the city’s landmark buildings would be upgraded and modernized. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Proposed Changes to Subdivision Regulations, Residential Building Code and Impact Fee Policy Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to approve an agreement with the proposed changes to the subdivision regulations, residential building code, and impact fee policy. Councilmember Dunne expressed concerns about changing portions of the International Residential Code, in particular the section regarding the dry walling of the underside of basement stairs. He said that he would like to see recommendations from the IRC regarding this issue. Mr. Deering responded that the items reviewed had not been addressed by the IRC and that these are local amendments made to the code. He said that nothing was being taken away from the standard code. Councilmember Dunne said that he also had a concern with the CPVC piping and asked if this had been removed from consideration. Mr. Deering confirmed that it had been. Councilmember Dunne stated that he still had concerns about the removal of the drywall under staircases. Councilmember Kaptain made a motion, seconded by Councilmember Dunne, to amend the proposal by deleting the portion concerning drywall under staircases. Councilmember Gilliam asked what this would mean. Councilmember Kaptain responded that homes would continue to be built the same way they have been for a number of years. He stated that the recommendation had come from the builders as a way to save money in the building process by removing the requirement to have drywall under the stairs. Mr. Stegall said that the city had been contacted by the Attainable Housing Alliance to make some changes in the city’s code to recognize technological advances, one of which was CPVC piping. He stated that the city was not comfortable with that and that staff was looking into it at this time. He also said that it seemed to make sense to remove the required drywall under the stairs. If the council decided to delete that item, there would be no further study of that matter at this time, the other items would be implemented, and the city would move forward. Committee of the Whole October 14, 2009 Page 7 Councilmember Kaptain stated this was an issue for the fire department and that its removal would not kill the petition from the Attainable Housing Alliance. Councilmember Steffen asked for clarification that Councilmember Kaptain wanted only that item removed from consideration and Councilmember Kaptain confirmed that. Councilmember Warren stated that the city wants to be receptive to things that make sense as long as life safety issues and quality of life items are not given up. Councilmember Kaptain stated that one of items left for later consideration was the minimum floor area. When considering greater density and smaller homes, he said this would be something to which he would be receptive. Councilmember Steffen seconded his comment and said that he would object to having garages forward the house. Mr. Stegall said it was the feeling of staff that the Council could deal with the less significant proposals first and then deal with the more serious aspects in the future. Upon a roll call vote to remove the dry wall issue from the original proposal: Yeas: Councilmembers Dunne, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: Councilmember Gilliam. Upon a roll call vote to consider the amended proposal: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Program Year 2010 Community Development Block Grant Hearing Process Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve an agreement with the schedule for the public hearing and work session dates, and to specify the City’s funding priorities and policies for the 2010 Community Development Block Grant Program. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Contracts with Synagro Midwest, Inc. for Lime Residue Removal and Disposal Councilmember Kaptain made a motion, seconded by Councilmember Dunne, to award a series of five one-year contracts to Synagro Midwest, Inc. in the amount of $1,228,500 for the removal and disposal of lime residue from the Water Department’s Lime Residue Lagoons. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Committee of the Whole October 14, 2009 Page 8 Consideration of Elgin Image Commission Recognition Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to accept the Image Commission’s following recommendations for Elgin Recognition Awards: George P. and Mary E.C. Lord, Gail Borden, David C. Cook, and B.W. Raymond. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Announcements from Council Councilmember Prigge commented on how wonderful the Bowes Creek Golf Course looked, but wondered what will happen if the financial expectations are not met. Fiscal Services Director, Jim Nowicki, said that Toll Brothers will be subsidizing any losses at the course during the first two years of operation up to a total of $605,000. Mr. Nowicki also mentioned that the partnership between the city and Toll Brothers had been a great one. Councilmember Prigge also commented on a burglary that recently occurred. He said that a citizen witnessed the crime, immediately called 911, and the suspects were apprehended shortly thereafter. He stressed the importance of citizens getting involved with what is happening around them. Councilmember Dunne announced that the local Veterans of Foreign Wars post will be celebrating its eightieth anniversary and will be holding a dance in November. He also mentioned that the Out of Darkness community walk would be held in Elgin this coming Saturday. Announcements from Staff Mr. Stegall thanked staff for their work so far on the budget. Adjournment Councilmember Warren made a motion, seconded by Councilmember Dunne, 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 7:12 p.m. s/Diane Robertson October 28, 2009 Diane Robertson, City Clerk Date Approved