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HomeMy WebLinkAbout24 - December 15, 2010 COW COMMITTEE OF THE WHOLE MEETING December 15, 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 Kaptain made a motion, seconded by Councilmember Steffen, to approve the minutes of the December 1, 2010, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Agreement with Forest Financial Group, Inc. for Employee Benefit Consulting Services A resolution will be presented at tonight’s Council meeting for adoption by the City Council. Councilmember Kaptain said that this proposal appears to be the highest bid and wondered why. City Manager Stegall said that Forest Financial emphasized a high employee contact approach initiatives and that this decision was endorsed by the various employee groups. He also stated that he was not convinced that Global could provide a high level of service at such a low price. Councilmember Kaptain then stated that the contract with Gallagher had stated they would have no contact with employees. He wondered why the change in policy. Mr. Stegall said there was now a new city manager and there was a new policy. He said he wants the processing of insurance claims to be as easy as possible for the employees. Councilmember Kaptain said that it appeared the city was going to spend a little more money to provide better service to the employees and provide a better product. Mr. Stegall agreed, but thought the city would actually save money in the long run. Consideration of Grant for Improvements to Eastside Recreation Center A resolution will be presented at tonight’s Council meeting for adoption by the City Council. Consideration of Resolution in Support of Three Grant Applications for Stormwater Management Best Practices A resolution will be presented at tonight’s Council meeting for adoption by the City Council. Committee of the Whole December 15, 2010 Page 2 Consideration of Adoption of Parks and Recreation Master Plan Randy Reopelle, Parks and Recreation Director, stated that the process for a new Parks and Recreation Master Plan began in December 2009. JJR Consulting was chosen in January 2010, to work with the city on this project. Carl Misselle, Chairman of the Parks and Recreation Advisory Board was introduced, and he thanked everyone who participated in the process. Greg Calapino of JJR Consulting was also introduced and he gave a short presentation on the plan. He noted that the objectives of the plan were to: Create a current planning document that can assist in making short-term, mid-term, and long-term decisions related to park and recreation facility development and land acquisition. Create a current planning document that can be used as a support document when applying for local, state, and federal grants. Establish priorities and recommendations for existing and future park and facility developments for the next ten years. Identify the potential costs related to park and recreation facility development and land acquisitions. Identify potential resources and create a funding plan to finance the costs related to park and recreation facility development and land acquisitions for the next ten years. Mr. Calapino said that the planning process for this project has been a collaboration between the City of Elgin residents, Elgin Parks and Recreation Staff, Park and Recreation Advisory Board members, the City’s Planning and GIS Department and the consulting team including JJR, LLC and PROS Consulting. He noted that the planning process included site reconnaissance, focus group interviews, public meetings, and meetings with the Parks and Recreation Master Plan Steering Committee. Recommendations include: Lead by example as a model of environmental, social, and economic sustainability in line with Elgin’s broader greening and health and wellness agendas. Create a green image for Elgin, both visually and environmentally, by purchasing and/or rezoning difficult to develop properties and convert to open space. Provide each neighborhood resident with access to a trail, neighborhood park and facilities located within 1/2 mile walking distance. Connect Elgin’s park system with City-wide bike trail and regional trails. Create a connected open space and natural habitat system and provide each neighborhood resident with open space connection to the Fox River. Preserve the most beautiful sites in existing and new developments as open space. Ensure universal accessibility to accommodate the full spectrum of park users regardless of age, disabilities, fitness levels, or economic status. Committee of the Whole December 15, 2010 Page 3 Provide a diverse, community-wide range of indoor and outdoor activities throughout the year. Identify opportunities for collaboration, partnerships, leasing instead of buying, and other innovative implementation and operational strategies. Ensure flexibility to address future trends and needs for growth and change. Ensure public involvement, enhanced communication and outreach. He mentioned that the plan itself can be found at www.elginparksmasterplan.org. Councilmember Warren then gave a presentation on the recommendations of the Lords Park Task Force. He noted that twenty of thirteen of these were related to capital projects, four related to operation issues, and three were programming issues. The recommendations included: Addressing the amount of algae that appears in the ponds during hot summer weather. Improving or replacing the drain pipe to the north of the basketball court so it can be used as an active recreation area. A dedicated pathway system to be developed throughout the park. An additional large picnic shelter. Increase the size of the bison pen. Add twenty-five parking spaces near the proposed picnic shelter. Install and standardize way finding signs, including an entrance map sign. The addition of a large, fully accessible, community playground in close proximity to the proposed new picnic shelter. The renovation of the existing picnic shelter and the addition of grills and electricity. The reduction in size of the deer and elk pens and the installation of new fencing. Also, that the adjacent creek and detention basin be naturalized to improve water quality. That the dead ends have a proper turn around area and that proper signage be installed indicating the dead ends. Installation of additional restrooms. The building of Phase 4 of the museum. Fund the museum through the General Fund and restore the funding to its previous level of $100,000 per year. Reopen the farm zoo in 2011. Provide funding for the Lords Park pavilion to be maintained at a higher level then it is currently. Create a Lords Park Foundation. Allow the museum to become the central educational/programming facility in the park focusing on environmental education as it relates to the park. Bring ice skating back to the lower lagoon. Improve the lagoons as necessary to provide for fishing. Committee of the Whole December 15, 2010 Page 4 Councilmember Kaptain asked what standards were used. Mr. Reopelle replied that JJR Consulting used national standards as the ideal. Councilmember Kaptain then asked how these recommendations would be prioritized. Mr. Reopelle said the opportunities would be looked at as they become available. Councilmember Kaptain wondered how the Lords Park Task Force recommendations would be included in the Parks Mater Plan. Mr. Reopelle said staff would have to prioritize them and then look for funding. Councilmember Warren said the report is a road map of how to apply for grants. Mayor Schock said that it was admirable for the city to have achieved seventy-five percent of the 2000 Master Plan goals to date. He said it takes discipline to stick to the priorities. Councilmember Steffen said he had concerns that no recommendations had been made for some of the older neighborhoods. Mr. Reopelle said that staff was aware there are some gaps and that the plan is a guideline. He said staff will try to take advantage of any advantages that become available. Councilmember Dunne mentioned that the maps were difficult to read. Mr. Reopelle said JJF will be working to make them interactive and that the current documents are a work in progress. Councilmember Dunne also asked if approval of the Master Plan was a commitment for funding. Mr. Reopelle, said it was not and that staff will have to come back to council for any funding of any projects. Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to approve the adoption of the Parks and Recreation Master Plan. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Councilmember Warren made a motion, seconded by Councilmember Steffen, to accept the Lords Park Task Force report. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Contract with Today’s Uniforms for Fire Department Uniforms Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve a contract with Today’s Uniforms in the amount of $60,000 for the purchase of fire department uniforms. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Committee of the Whole December 15, 2010 Page 5 Consideration of Contract with FBMC Benefits Management for Administration of the Flexible Spending, Dependent Care and Health Retirement Account Plans Councilmember Gilliam made a motion, seconded by Councilmember Warren, to approve a contract with FBMC Benefits Management for administration of the flexible spending, dependent care, and health retirement account plans in the amount of $19, 700. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Contract with BTE Video Inc. for TV Production Programming and Video Services Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to approve a contract with BTE Video, Inc. for television production programming and video services in the amount of $37,125. 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 Safe Routes to School Grant for Re-Striping of Crosswalks Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve Safe Routes to School Grant for re-striping of crosswalks at a cost of $22,861. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Engineering Services Agreement with Engineering Enterprises, Inc. for Sanitary and Storm Basin Survey in North Commonwealth and Demmond Area Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve an engineering services agreement with Engineering Enterprises, Inc. for a sanitary and storm basin survey in the North Commonwealth and Demmond area, in the amount of $178,996. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Mayor Schock recognized Art Malm, a resident in the neighborhood, for his assistance with this project. Consideration of City Support for Pace Bus Route 554 Councilmember Warren made a motion, seconded by Councilmember Steffen, to approve funding the city’s contribution for Pace Route 554 in the amount of $22,815.80. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Committee of the Whole December 15, 2010 Page 6 Consideration of Joint Purchase Contract with Fire Service, Inc. for Two Wheeled Coach Fire Ambulances Councilmember Gilliam made a motion, seconded by Councilmember Warren, to approve a contract with Fire Service, Inc. for the purchase of two Wheeled Coach ambulances under a joint purchase agreement with the Village of Oak Lawn for the amount of $344,810, including trade in. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Consideration of Amendment to Chapter 11 of the Elgin Municipal Code, Entitled “Vehicles and Traffic” Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve an amendment to Chapter 11 of the Elgin Municipal Code to restrict on-street parking along the west side of Renner Drive from South Street south to the end of Renner Drive, and the east side of Renner Drive from Berkley south to the end of Renner Drive. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Steffen, Warren, and Mayor Schock. Nays: None. Councilmember Prigge abstained due to conflict of interest. Consideration of Agreement with Nesler & Lake-Lots LLC Regarding the Acceptance of Certain Public Improvements in Phase I of the West Point Gardens Subdivision Councilmember Warren made a motion, seconded by Councilmember Kaptain, to approve an agreement with Nesler & Lake-lots LLC regarding the acceptance of certain public improvements in Phase I of the West Point Gardens Subdivision. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. Announcements from Council Councilmember Kaptain complimented staff on the good job during the recent snow storm. Councilmember Dunne extended best wishes to everyone for the upcoming holidays. Mayor Schock asked residents to donate their containers of spare change to the Salvation Army in order to ensure a better Christmas to those who may be in need. Announcements from Staff Cherie Murphy, Assistant to the City Manager for Community Engagement, announced upcoming city events. Committee of the Whole December 15, 2010 Page 7 Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to adjourn to executive Session for the following purpose: Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More classes Employees (Exempt Under Section 120/2(c)(2) 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 6:50 p.m. s/ Diane Robertson January 12, 2011 Diane Robertson, City Clerk Date Approved