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HomeMy WebLinkAbout19 - October 13, 2010 COW COMMITTEE OF THE WHOLE MEETING October 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 Steffen, to approve the minutes of the September 22, 2010, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Councilmember Gilliam voted present. Consideration of Center City Commercial Retrofit Grant Program Councilmember Steffen made a motion, seconded by Councilmember Dunne, to remove consideration of the Center City Commercial Grant Program from the table. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Sarosh Saher, Senior Planner, and Tonya Hudson, Executive Director of the Downtown Neighborhood Association (DNA), reviewed the history of the program noting that the objectives included improving the environment and utilizing the grant as an economic development tool by creating jobs, increasing the local tax base, creating competitive advantages in the downtown area, and reducing energy consumption. It was noted that DNA’s role was to promote the program, serve as a resource for applicants, and provide information to applicants about “next steps”. The role of the city was to include administering the program, assembling the review team, recommending eligible recipients to the Council, monitoring project progress, and to prepare promotional materials for future grant opportunities. The applicants who received funding are listed in order of scoring, with the highest score listed first: 79 S. Grove Avenue Whiskey Point Building 19 S. Spring Street Morgan Building 25 S. Grove Avenue Burritt Building 164 Division Street The Professional Building 220 E. Chicago Street YWCA Building 21 Douglas Avenue Vacant storefront 101 S. Grove Avenue Senior Services Center 216 E. Chicago Street Top Notch Tattoo 214 E. Chicago Street Owl’s Club It was reported that the Tower Building had withdrawn their application for consideration. Committee of the Whole October 13, 2010 Page 2 Councilmember Kaptain stated that he felt that the number of applications submitted indicates a need for such an energy upgrade program. He said, though, that he was not happy with the selection process or the information that was provided for the last Council meeting. He mentioned that several of the downtown businesses also had issues with the process which ultimately lead him to request copies of all the applications. He acknowledged that other Councilmembers did not have this same information. During his review of the applications, he discovered that the top applicant did not include bids from a contractor, but included their own estimates as consultants and because of this, he felt they had not properly submitted a valid application. Councilmember Steffen asked if it will be possible to see a copy of the actual costs. Mr. Saher said yes, that all recipients will have to show proof of actual costs. Mr. Saher went on to say that staff believed that the owner, who is also a consultant, is knowledgeable about energy conservation and staff believed he was competent to submit his own numbers. Councilmember Steffen asked if the applicant was doing the work and Mr. Sarosh said no, that he was hiring a general contractor to perform the work. Councilmember Gilliam asked Councilmember Kaptain what he wanted to do and Councilmember Kaptain said he would like to remove that application. Councilmember Steffen asked if the bids had now been submitted. Mr. Sarosh said they had been submitted and, in fact, the bids were higher than the initial estimates and this was to the detriment to the owner. City Manager Stegall said that he has reviewed the process and the paperwork and that he is satisfied with staff’s recommendations. Councilmember Gilliam asked Councilmember Kaptain if he still wanted the application removed and Councilmember Kaptain said that he did because the actual bids had been submitted after the deadline. Councilmember Gilliam asked if all the other applicants had met the guidelines and Mr. Saher said that those who were awarded funds did meet the guidelines. Councilmember Dunne expressed his concerns that Councilmember Kaptain had received full copies of the applications and the rest of the Council did not. He also noted that there was an application for 214 E. Chicago Street on the list that was not included on the prior list. Mr. Saher explained that it had been inadvertently included with the application of 216 E. Chicago Street on the first list and that it should have been listed separately. Councilmember Dunne noted that a project listed on the current list was not included on the list provided at the September 22, 2010 council meeting. Mr. Sarosh said it was inadvertently left off. Mayor Schock said that there has to be trust in the city’s professional staff and he did not feel the process had been unfair. Councilmember Kaptain said he had trust in the staff, but that the Council is the final court of appeal. He said he felt everyone should expect the same treatment and that was why he felt the process had been unfair. Committee of the Whole October 13, 2010 Page 3 Councilmember Steffen wondered if there was additional money available to fund another project and could that money be found by reducing the administrative costs. Mr. Saher said that if any of the costs come in less than the estimates, then that money could be applied to the next project. Councilmember Prigge said he also had concerns about why Councilmember Kaptain had more information than the rest of the Council. Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve the nine grant recipients as recommended by staff. .Upon a roll call vote: Yeas: Councilmembers Gilliam, Prigge, Steffen, Warren, and Mayor Schock. Nays: Councilmembers Dunn and Kaptain. A resolution will be presented at tonight's Council meeting for adoption by the City Council. Update on Schedule for City Construction Projects David Lawry, Public Services Director, provided an update on the various city construction projects. He first thanked the public for their patience with the various projects. He reported that Phase 4 was ninety percent completed and that all construction was eighty-five percent completed. Other construction projects included: the McLean – Metra Railroad Crossing Replacement (10/13 to 10/19): Kimball – Metra Railroad Crossing Replacement (10/20 to 10/27); and the Kimball Bridge (Spring 2011). Mr. Lawry explained that the Kimball Street/Metra Railroad crossing replacement was taking place due to Metra’s schedule. Lt. Glenn Theriault of the Elgin Police Department discussed the traffic concerns and noted that additional police personnel will be positioned at critical traffic points during rush hour traffic to expedite traffic flow. Repairs to the Kimball Street bridge will begin in spring of 2011. Mr. Lawry also stated that the bid environment had been favorable to the city thus allowing the work on all of these projects. Councilmember Kaptain said that traffic on Royal Boulevard backs up when school closes and he wondered if that could be monitored. Councilmember Dunne asked if something could be done for the business on Highland since access to them has been limited. Councilmember Warren felt that informational signage had been very good Consideration of a Contract Extension with Waste Management Incorporated and the Fourth Amendment to the Contract Dan Ault gave a presentation on the Waste Management contract noting that Elgin residents are recycling more and throwing out twenty pounds less in garbage than they were eight years ago. Councilmember Gilliam said the recycling program is one of the best decisions the city has made. Committee of the Whole October 13, 2010 Page 4 Councilmember Dunne made a motion, seconded by Councilmember Gilliam, to approve a contract extension and fourth amendment with Waste Management Incorporated in the approximate amount of $4,775,100. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Acceptance of the Law Enforcement & Prosecutor-Based Victim Assistance Services Program Grant for the Domestic Violence Case Manager Position Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve an agreement with the Illinois Criminal Justice Information to accept the grant award to support the position of the domestic violence case manager in the direct amount of $38,858 and in – kind services of $9,714. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Acceptance of the Edward Byrne Memorial Justice Assistance Grant for Purchases Related to the Records Management System Project Councilmember Warren made a motion, seconded by Councilmember Steffen, to approve an agreement with the Department of Justice to accept the grant award to authorize the purchase of software licenses, electronic signature capturing devices, laptops and consultant services for data retrieval from current gang database in the amount of $24,319.40. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Acceptance of the Illinois Department of Transportation Local Alcohol Program Grant for Drunk Driving Enforcement Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve agreement with the Illinois Department of Transportation to accept the grant award and provide funds for drunk driving enforcement in the amount of $130,080.50. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Acceptance of the Illinois Department of Transportation Sustained Traffic Enforcement Program Grant for Traffic Safety Enforcement Councilmember Warren made a motion, seconded by Councilmember Steffen, to approve agreement with the Illinois Department of Transportation to accept the grant award providing funds for seatbelt and impaired driving traffic enforcement in the amount of $105,370. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Committee of the Whole October 13, 2010 Page 5 Consideration of Program Year 2011 Community Development Block Grant Hearing Process Councilmember Gilliam stated that he and Councilmember Kaptain would like to work on this project again this year. Councilmember Kaptain said that Kane County was offering an informational meeting on October14, 2010, but wondered if the city could do the same and provide advance notice to the community. Councilmember Warren made a motion, seconded by Councilmember Dunne, to set the hearing and work session dates for the Fiscal Year 2011 Community Block Grant Program and establish funding policies and priorities at no cost to the city. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of an Agreement with Toll IL LP regarding the Acceptance of Certain Public Improvements in the Bowes Creek Country Club Subdivision Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve an agreement with Toll IL LP for acceptance of certain public improvements in the Bowes Creek Country Club subdivision. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of a Renewal of a Professional Services Agreement with Lobbyist Dan Shoman, Inc. Mayor Schock stated that the results of the previous contract speak for themselves. Councilmember Gilliam made a motion, seconded by Councilmember Warren, to approve a professional services agreement for lobbying services with Dan Shoman, Inc. in the amount of $113,999. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Announcements from Council Councilmember Kaptain reported that the NeighborWorks program went very well on September 28, 2010, and seventy-five volunteers were in attendance. Fifteen “fix ups” were performed and eleven chain link fences were removed. Councilmember Warren thanked the Rotary Club and In the Neighborhood Deli for the free lunch after the NeighborWorks Program ended. Committee of the Whole October 13, 2010 Page 6 Announcements from Staff Colleen Lavery, Chief Financial Officer, announced the sale today of $6.6 million of refunding bonds. This has resulted in an approximate $550,000 savings in interest or an eight percent savings. She also stated that the city maintained its AA+ rating with Standard and Poors and received an upgrade to AA with a positive/stable outlook from Fitch Ratings. Marc Mylott was introduced as the new Community Development Director. Mr. Mylott stated that he was very excited at the opportunity to work for the city. Cherie Murphy, Assistant to the City Manager for Community Engagement, announced upcoming city events including Halloween activities. Executive Session The session was cancelled by consensus. Adjournment Councilmember Warren made a motion, seconded by Councilmember Steffen, 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 7:25 p.m. s/ Diane Robertson October 27, 2010 Diane Robertson, City Clerk Date Approved