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HomeMy WebLinkAbout06 - March 31, 2010 COW COMMITTEE OF THE WHOLE MEETING March 31, 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, and Mayor Schock. Absent: Councilmember Warren. Approval of Minutes Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve the minutes of the March 10, 2010, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of Purchase of Service Agreement with the Downtown Neighborhood Association A resolution will be presented at tonight's Council meeting for adoption by the City Council. Councilmember Kaptain noted that the agreement alludes to a strategic plan and he wondered about the status of that. City Manager Stegall said that there are broad themes right now, but that a plan will be presented to Council and their input will be requested. Councilmember Dunne said that he was concerned that this process and the one for Downtown Neighborhood Association had not been opened to bid. He said he would also like to see some goals or expectations set for each organization. Purchase of Service Agreements for Elgin Area Chamber of Commerce for Economic Development Services A resolution will be presented at tonight's Council meeting for adoption by the City Council. Presentation by Davey Tree Regarding Tree Inventory Results and Management Plan Jim Bell introduced Josh Mahonic and Joe Gregory of Davy Tree. The two gentlemen then gave a presentation on the recent Tree Inventory Results and Management Plan. The major findings include the following: Davey Resource Group inventoried 61,756 trees, stumps, and planting sites. Of these, 49,583 (80.29%) are trees, 12,022 (19.47%) are planting sites, and 151 (0.24%) are stumps. . Of the 61,756 trees, stumps, and planting sites, 47,858 (77.50%) are recorded with a Location . Committee of the Whole March 31, 2010 Page 2 The total value of Elgin’s inventoried tree population is estimated to be $72,858,325 and the average value per tree is $1,469. These amounts are based on a generalized application of the Trunk Formula Method found in the Council of Tree and Landscape Appraisers’ publication, Guide for Plant Appraisal (9th Edition). . Elgin’s tree population is comprised of 159 species representing 70 genera. The genus Acer (maple) comprises 33.33% of the overall population, followed by Fraxinus (ash) 13.69%, Quercus (oak) 9.01%, Gleditsia (honeylocust) 8.34%, and Tilia (linden) 5.49%. All other genera individually comprise less than 5% of the total inventoried tree population. . The inventoried tree population is dominated by medium-sized trees (diameter at breast height [DBH] between 7 and 25 inches). Medium-sized trees comprise 48.87% of the population. Small-sized trees (with a DBH less than 6 inches) represent 37.83% of the population and the remaining 13.29% of the street tree population are large-sized trees (DBH 25 inches and greater). . Of the 49,583 inventoried trees, 170 (0.34%) are rated in Very Good condition, 9,884 (19.93%) are in Good condition, 31,444 (63.42%) are in Fair condition, 7,081 (14.28%) are in Poor condition, 595 (1.20%) are in Critical condition, and 409 (0.82%) trees are dead. Zero trees were rated as Excellent. Currently there is one street tree for every three residents. The goal would be to have a ratio of one tree to two residents. Concerns raised in the study included diversity of tree stock, the emerald ash borer, risk reduction needs, stocking levels, maximizing benefits, and sustainability. Recommendations were included in a Seven-Year Urban Forest Management Program and include estimated budgets for each activity. Specific tree management recommendations and long-term planning strategies include: . Perform all recommended tree removals as soon as possible beginning in Year 1. . Perform all High-to Severe-Risk level maintenance recommendations as soon as possible beginning in Year 1. . After the immediate care of all elevated risk trees, implement a continual Routine Pruning Program for the tree population to ensure pruning of all trees every seven years. . Implement a Young Tree Training Pruning Program for all the younger trees. . Establish an effective, well-planned Public Tree Planting Program that focuses on species diversity, seasonal interest, and establishing replacements for significant landscape trees. Committee of the Whole March 31, 2010 Page 3 . Protect valuable mature trees and all young trees from construction damage and unnecessary removal, especially large-specimen trees that are in good or better condition. Implement a tree preservation program in conjunction with all development and redevelopment projects. . Educate all City personnel and/or contractors concerning proper mulching, pruning, planting, general arboricultural treatments and techniques, and about preventing mechanical damage to trees with lawn mowing equipment and string trimmers. . Implement an expanded public relations campaign to gain increased citizen interest and City support for the urban forestry program. . Present an educational program to highlight the findings of this report and to prepare all personnel and operations budget administrators for inevitable removals, the importance of healthy trees, and the need for continual maintenance and planting. . Review and revise all City tree ordinances often to identify the importance of, protect, establish authority over, and promote sustainability of the City’s trees. Councilmember Steffen noted that no trees were found to be rated excellent and wondered if this was unusual. He was told it was not. Councilmember Dunne asked if this inventory included the undeveloped areas and was told it did not. He then asked if there would be any zoning recommendations. Mr. Gregory stated that recommendations would be forthcoming. Councilmember Dunne also asked if the cost of removing a poor or damaged tree included the cost of planting a new replacement tree. He was told that it was. Councilmember Kaptain mentioned the Sustainability Master Plan group hopes to include a tree ordinance in its final version. Mayor Schock asked if the inventory only included trees on public property and Jim Bell confirmed that was correct. The Mayor also asked if the City could work with ComEd to coordinate their tree- trimming to conform to the Management Plan as much as possible. Mr. Bell said that ComEd staff would be meeting with city staff and hopefully adjustments would be made. Councilmember Dunne asked if the tree inventory had included the forest preserves. Mr. Bell said it had not. Mr. Stegall noted that if the city didn’t own it, then it wasn’t counted. Consideration of Authorization for Sale of General Obligation Bonds and Refunding Bonds Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to approve sale of $9.525 million in General Obligation Corporate Purpose Bonds, Series 2010 and up to $2.8 million in Refunding Bonds. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Committee of the Whole March 31, 2010 Page 4 Consideration of Easement Agreement with Forest Preserve District of Kane County for Bent Street Combined Sewer Separation Project Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve an easement agreement with the Forest Preserve District of Kane County for the Bent Street Combined Sewer Separation Project. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of Service Agreement with Pace for Participation in Ride in Kane Program Councilmember Steffen made a motion, seconded by Councilmember Prigge, to approve the Ride in Kane Service Agreement and authorize the City’s 2010 local share contribution in the amount of $68,219. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of 2010 Historic Architectural Rehabilitation Grant Program Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve the grant recipient eligibility list as submitted and direct staff to execute the grant agreements at a cost of $200,000. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of Purchase of Service Agreement with Renz Addiction Counseling Center for Community Based Gambling Addiction Treatment and Prevention Program Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve a Purchase of Service Agreement with the Renz Center to support the Community Based Gambling Addiction Treatment and Prevention Program at a cost of $17,560. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of Sole Source Contract with Trane Chicago Service for Upgrade to City’s Building Automation System Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to award a sole source contract for the upgrade to the City’s building automation system to Trane Chicago Service of Willowbrook, IL in the amount of $54,282. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of Agreement with SEC Group, Inc. for Grant Writer Services Councilmember Kaptain made a motion, seconded by Councilmember Prigge, to approve an agreement with SEC Group, Inc. for grant writer services. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Committee of the Whole March 31, 2010 Page 5 Consideration of Engineering Services Agreement with Engineering Enterprises, Inc. for Resurfacing of Kimball Street from State Street to Dundee Avenue Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve an Engineering Services Agreement with Engineering Enterprises, Inc., for resurfacing of Kimball Street from State Street to Dundee Avenue, in the not-to-exceed amount of $67,590. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of Agreement with Wright Express for 2010 Offsite Fuel Services Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to execute an application and agreement with Wright Express for offsite fuel services, in the amount of $787,500. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of Agreement with Illinois Department of Transportation for Traffic Signal Upgrades and Emergency Vehicle Preemption Systems Councilmember Prigge made a motion, seconded by Councilmember Steffen, to approve the agreement with the Illinois Department of Transportation (IDOT) for traffic signal upgrades and emergency vehicle preemption services, in the amount of $34,500. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of Joint Agreement with Illinois Department of Transportation and Engineering Services Agreement with Baxter and Woodman, Inc. for Resurfacing of McLean Boulevard from Big Timber Road to Todd Farm Drive Councilmember Dunne made a motion, seconded by Councilmember Gilliam, to execute a Joint Agreement with the Illinois Department of Transportation and an Engineering Services Agreement with Baxter and Woodman, Inc. for resurfacing of McLean Boulevard from Big Timber Road to Todd Farm Drive, in the not-to-exceed amount of $34,000. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Consideration of Resolution Requesting Permit from Illinois Department of Transportation to Close Portions of State Routes for Elgin Valley Fox Trot Councilmember Steffen made a motion, seconded by Councilmember Prigge, to approve a resolution requesting a permit from the Illinois Department of Transportation for closure of the designated state routes for the annual Elgin Valley Fox Trot and associated activities on Monday, May 31, 2010. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. Committee of the Whole March 31, 2010 Page 6 Announcements from Council Councilmember Steffen announced an upcoming job fair at Elgin Community College that would be held on April 23, 2010. Mayor Schock noted that bids for large projects have been coming in below estimates and currently bond rates are very competitive. With this in mind, he would like a report from staff on scheduling more road improvements and selling bonds to pay for the work. Announcements from Staff Public Information Officer, Sue Olafson, announced upcoming city events. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Dunne, to adjourn to Executive Session for the purpose of: 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 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 Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open Meetings Act Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, and Mayor Schock. Nays: None. The meeting adjourned at 6:50 p.m. s/ Diane Robertson April 14, 2010 Diane Robertson, City Clerk Date Approved