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HomeMy WebLinkAbout01 - January 13, 2010 COW COMMITTEE OF THE WHOLE MEETING January 13, 2010 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 Warren made a motion, seconded by Councilmember Dunne, to approve the minutes of the December 16, 2009, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of a Resolution Supporting the ComEd Community Challenge Program Cherie Murphy, Marketing Officer, gave a presentation on the ComEd Community Energy Challenge. The goal of the project is to assist municipalities develop and implement energy efficient projects that reduce electric use while advancing municipal sustainability objectives. The contest began on June 1, 2009, and twelve communities were selected to participate. Since that time three communities have resigned. The contest ends May 31, 2010, and the winning community will be awarded $100,000. Ms. Murphy noted that already there are earmarked incentives for the city of Elgin in the amounts of $106,500 in the “Smart Ideas for your Business” category and $2,149,947 in the “Smart Ideas for your Home” category. She reviewed the evaluation process and the community outreach efforts to date. A resolution will be presented at tonight's Council meeting for adoption by the City Council. First Public Hearing for the 2010-2011 Community Development Block Grant Program Mayor Schock declared the public hearing open. Matt Fitzgibbons, Senior Planner, explained the program, noting that this is the thirty-sixth year the city has participated. This year the city expects to receive $850,000 in CDBG funds. Mr. Fitzgibbons said that fifteen applications for funds had been received to date. During the hearing, Elgin Day Care Center submitted their application for landscaping and playground renovations, and the Ecker Center for Mental Health submitted theirs for a retaining wall along Larkin Avenue. Northern Illinois Food Bank submitted updated information on their financing, a list of the Elgin organizations they serve, and the amount of food that has been distributed to date. Neighborhood Housing Services of the Fox Valley also submitted updated information regarding their accomplishments over the last two years. There being no further comments from the public, the Mayor declared the hearing closed. Committee of the Whole January 13, 2010 Page 2 Mr. Fitzgibbons stated that the next steps in the process include: a staff review of all applications, a work session to be held on February 10, 2010, and final recommendations submitted to Council on March 31, 2010. Once those processes have been completed everything then needs to be submitted HUD by April 15, 2010. Consideration of Sole Source Purchase Agreement with Wellspring Company for Anti-Icing and Pre-Wetting Chemical for 2009-2010 Snow Season Dan Rich, Public Works Superintendent, gave a presentation on recent snow removal efforts and use of a beet juice mixture. The presentation also included a report from Channel 7 News that was recorded during a recent snow event. Mr. Rich explained how the beet juice mixture is used and the associated cost savings. He noted this is a very sustainable approach to snow removal. Councilmember Prigge asked about the shelf life of the super mix and Mr. Rich said it can carry over from year to year. Councilmember Kaptain asked if the city purchased the bulk tanks, could Public Works prepare the mixture and Mr. Rich said yes. Mayor Schock asked if there were any concerns about salt supply. Mr. Rich said there were none at this time. The Council noted that snow efforts have improved considerably. Councilmember Steffen made a motion, seconded by Councilmember Kaptain, to approve a sole source purchase agreement with Wellspring Company for anti-icing and pre-wetting chemicals for the 2009-2010 snow season in an amount not to exceed $100,000. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Amendment of the Public Record Fees Ordinance Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to amend the Public Record Fee Ordinance providing for the establishment of copying fees for public documents. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Cultural Arts Commission Grant Award Recommendations Councilmember Gilliam made a motion, seconded by Councilmember Warren, to consider funding support for arts programming recommended by the Cultural Arts Commission. The following projects have been recommended for funding by the Cultural Arts Commission: ORGANIZATION PROJECT/OPT. SUPP. AWARD 1 Art For All Winter Show, Paint Your World Green $1.310 2 Ballet Folklorico Annual Dance Performance $4,781 3 Elgin Chapter Barbershop Harmony Society Spring Concert $1,036 Committee of the Whole January 13, 2010 Page 3 4 Elgin Children’s Chorus Isles of Song Concert $2,716 5 Elgin Choral Union Harmonies from Heaven Concert $2,331 6 Elgin Youth Symphony Orchestra Sacred Spaces Spiritual Music Concert $2,653 7 Elgin Theatre Company M*A*S*H* Production $3,564 8 Heartland Voices British Invasion Concert $3,878 9 9 Independent Players Comedies in Repertoire Theatrical Production $2,784 10 Janus Theatre Elgin Short Play Festival $3,500 Total $28,553 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 Tollgate Industrial Park Subdivision Councilmember Kaptain made a motion, seconded by Councilmember Prigge, to accept the public improvements in the Tollgate Industrial Park Subdivision. 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 Castle Creek Subdivision Councilmember Warren made a motion, seconded by Councilmember Gilliam, to accept the public improvements in the Castle Creek Subdivision. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Engineering Services Agreement with Rezek, Henry, Meisenheimer and Gende, Inc. for the 2010 Highland Avenue Neighborhood Street Reconstruction Project Councilmember Dunne made a motion, seconded by Councilmember Kaptain, to approve an agreement with Rezek, Henry, Meisenheimer and Gende, Inc. for engineering services for the design and bid preparations for the 2010 Highland Avenue Neighborhood Street Reconstruction Project. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Engineering Services Agreement with Christopher B. Burke Engineering, Ltd. for the 2010 Spring and Ann Streets Neighborhood Street Reconstruction Project Councilmember Warren made a motion, seconded by Councilmember Steffen, to approve an agreement with Christopher B. Burke Engineering, Ltd. for engineering services for the design and bid preparations for the 2010 Spring and Ann Streets Neighborhood Street Reconstruction Project. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Committee of the Whole January 13, 2010 Page 4 Consideration of Engineering Services Agreement with Burns and McDonnell for the 20 10 Park Street Neighborhood Street Reconstruction Project Councilmember Kaptain made a motion, seconded by Councilmember Prigge, to approve an agreement with Burns and McDonnell for engineering services for the design and bid preparations for the 2010 Park Street Neighborhood Street Reconstruction Project. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of One Year Contract Extension with Meade Electric Compan y for the 2009 Motor Fuel Tax Traffic Signal Maintenance Program Councilmember Warren made a motion, seconded by Councilmember Prigge, to approve a one year contract extension to the agreement with Meade Electric Company to provide maintenance services for the 2009 MFT Traffic Signal Maintenance Program. 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 Midwest Material Management, LLC for 2009 Leaf Disposal and Processing Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve Change Order No. 1 and Final with Midwest Material Management for the disposal of leaves collected in the rake out areas during the 2009 leaf season. Councilmember Dunne asked why this Change Order was necessary. General Services Director, David Lawry, responded that the quantity of leaves collected this year surpassed the number collected the previous year. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Agreement with Wills Burke Kelsey Associates, Ltd. for Engineering Services for the 2010 Motor Fuel Tax Programs Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve a contract with Wills Burke Kelsey Associates, Ltd. to provide engineering services for the 2010 Motor Fuel Tax Program. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Committee of the Whole January 13, 2010 Page 5 Announcements from Council Councilmember Kaptain announced that the Elgin community Network, the City of Elgin, and Gail Borden Public Library will be hosting “Elgin Alive” and other upcoming programs. Councilmember Prigge expressed his concerns regarding a recent home invasion and the alleged involvement of some residents of the Larkin Center. Announcements from Staff Public Information Officer, Sue Olafson, announced upcoming city events and that the Image Commission was looking for nominations for its upcoming awards ceremony. Chief Henrici gave on update on the explosion and fire at 708 Elma Street. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to adjourn the meeting to Executive Session for the purpose of discussing the following matters: Discussion of Minutes of Meetings Lawfully Closed Under This Act - Exempt Under Section 120/2(c)21) of the Open Meetings Act 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 Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. The meeting adjourned at 7:04 p.m. s/ Diane Robertson February 27, 2010 Diane Robertson, City Clerk Date Approved