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HomeMy WebLinkAbout09 - May 11, 2011 COW COMMITTEE OF THE WHOLE MEETING May 11, 2011 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:08 p.m. in the Council Chambers. Present: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Absent: None. Approval of Minutes Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve the minutes of the April 27, 2011, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Agreement with Stern Consulting Incorporated for 311 Project Assistance City Manager Stegall gave a presentation to the Council regarding the 311 Project. He stated that currently the City’s systems are totally and wholly inadequate to ensure responsiveness, accessibility, and accountability. The 311 System would provide a centralized number to contact the City, thereby making contact regarding non-emergency matters easier and more efficient for our residents. He stated that every part of the City should respond and function in the exact same manner as the Police and Fire Departments. He believes the 311 System would enable the City to: change expectations, engage our citizens, and create efficiencies. City Manager Stegall stated that Phases I and II are now complete and the City will be moving into Phase III of the project. Phase III involves implementing a project team made up of City staff, process mapping, and RFP design. He listed the following closing thoughts for the Council and asked for their continued support in moving forward with the project: The World Has Changed – We have evolved from an industrial polarized community to a digital worldwide community. Limited resources and increasing internal and external demands for efficient and effective government dictate the need for the City to change with it. Changing Expectations – A comprehensive request tracking system will increase accountability for problem resolution. Engaging Our Citizens – The opportunity exists to make quantum leaps in service delivery throughout the City. Creating Efficiencies – The City will be able to measure our performance, identify areas of need, eliminate duplication of effort, and most importantly make improved decisions regarding budget and resource allocation. Councilmember Dunne believes that the ability of the 311 System to track complaint progress, along with the other benefits outlined in the presentation, will increase citizen satisfaction. Committee of the Whole May 11, 2011 Councilmember Gilliam questioned if the City could afford the 311 System. City Manager Stegall replied that he felt the system was a necessary expense. He believes the system will create cost savings and efficiencies within the City. He stated that it would place the City on the cutting edge of open media, as well as promoting faster contact and problem resolution. Councilmember Dunne responded he felt that this would be beneficial in freeing up staff and resources within the City to better target the problem areas. Councilmember Steffen felt that the 311 System was an exciting opportunity for the City and its residents. He believes that it is critical that residents are able to use the system, and not be overwhelmed with options as they currently are now. He stated this system would allow the City to make performance based budgeting, which he feels is essential in this tough economy. Councilwoman Moeller questioned if resident engagement and input was scheduled within one of the five phases of the project, and if not could it be included. City Manager Stegall stated that he had spoken to service clubs and neighborhood groups promoting the 311 System. He also noted that Stern Consulting would be setting up interviews with Councilwoman Moeller and Councilwoman Powell in order to get their input regarding the project. Councilwoman Moeller believes that citizen input is critical to the project and she would like to make sure that the project is accessible and usable to residents of all technical backgrounds. She stated she wanted to see some tangible cost benefits of the efficiencies that will be realized with the 311 System before the next Budget process begins. Councilmember Prigge stated that he has been very impressed with Stern Consulting and their thoroughness. Councilmember Prigge believes this system will bring the City of Elgin to the cutting edge of citizen service. He questioned how someone would contact the City if they are out of the area or out of the country, and also wanted to know what number would be displayed in the local directories and phone books. City Manager Stegall introduced Mr. Spencer Stern, from Stern Consulting, who stated that most municipalities using the 311 System also have a separate dedicated ten digit number that they use as a fall back number for people who are out of the area or out of the country. He stated that this number was typically the main number to City Hall. Councilmember Prigge asked if the 311 System would be able to identify if the callers through Caller ID. Mr. Stern stated that it is an option that the City can choose to integrate into the system to identify a caller’s number if the proper technology is deployed with the implementation of the system. Councilwoman Powell stated she had friends in Chicago who are very complimentary of the 311 System in the City of Chicago and believes this will be a huge benefit to the residents of Elgin. She also stated that this system is ideal for people who are technology savvy who can use the mobile applications on their smart phones. Committee of the Whole May 11, 2011 Mayor Kaptain stated that he echoed Councilmember Gilliam’s concerns regarding paying for the 311 Project and asked if it was possible to pay for the project in phases. He questioned if the project could be stopped at a certain phase and restarted at a later date. City Manager Stegall stated that the 311 Project doesn’t have a shelf life and that it could be financed in phases. He stated that there is a full range of software available with different options that can be purchased. He stated that he believes that the system will allow the City to take its services to another level while providing accountability and performance based budgeting. Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve an agreement with Stern Consulting, Incorporated in the amount of $36,380 to assist with the development of a 311 center and the purchase of a constituent relationship management software solution. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Sale of General Obligation Corporate Purpose Bonds to Finance Water and Sewer Fund Capital Projects Councilmember Steffen asked Colleen Lavery, Chief Financial Officer, to explain why the City was proposing general obligation bonds versus issuing revenue bonds. Ms. Lavery stated that the general obligation bonds allowed the City to borrow at a lower interest rate than the revenue bonds and were less expensive to the City as a whole. Councilmember Steffen asked for further explanation of the memo that was provided to Council. Ms. Lavery explained that the City must meet three debt ratio requirements and the City’s interest rate is dictated by our ability to pay back the bonds issued. The median illustrates how the City of Elgin compares to other municipalities our size, and the City’s goal is to strive to be below the median level which provides the City with a better credit rating. She stated that the City of Elgin’s debt-to-wealth ratio is modest and that by issuing general obligation bonds instead of revenue bonds the City can pay back the bonds issued without overburdening the citizens and negatively affecting the City’s credit rating. Councilmember Steffen stated he had been questioned by residents who believe the Airlite Water Treatment Plant is being upgraded due to western development within the City. City Manager Stegall explained that the City’s water supply depends upon a fully functioning Riverside Water Treatment Plant as well as a fully functional Airlite Water Treatment Plant. The upgrade is necessary for the entire City’s water supply, not just the area in the western portion of the City. Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to the sale of General Obligation Corporate Purpose Bonds to finance the Water and Sewer Fund Capital Projects in the amount of $9,695,000. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole May 11, 2011 Consideration of Agreement with Hampton, Lenzini and Renwick to Provide a U.S. Route 20 Traffic Study Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to remove the agreement with Hampton, Lenzini, and Renwick Inc. from the table for consideration. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Councilmember Steffen stated he would be voting against the traffic study because the data will be outdated by the time the City would be able to use the information. He would like the City of Elgin to remain open to alternatives in regards to the Route 20 bypass. He noted that the current bypass doesn’t operate well due to traffic congestion caused by the overloaded ramps and the merging necessary for the current traffic patterns. He urged everyone to pay attention to the County project that will reconfigure the intersection of Route 20 and McLean Boulevard and noted that several businesses along Weld Road will be losing connectivity to McLean Boulevard with the upcoming changes. Councilmember Prigge stated that he does not believe the Route 20 bypass was broken, but that the McLean Boulevard ramp at the intersection of Route 20 and McLean Boulevard is broken. He feels that it would be detrimental to slow traffic down on Route 20 by turning it into an urban arterial corridor. He stated that Hanover Park was an example of the traffic congestion that could be caused by modifying Route 20. Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to approve an agreement with Hampton, Lenzini, and Renwick Inc. in the amount of $97,715 to provide a U.S. Route 20 Traffic determining the viability of U.S. Route 20 becoming an urban arterial corridor by improving pedestrian, bicycle and motorized vehicle access. Upon a roll call vote: Yeas: None. Nays: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Motion failed to pass. City Manager Stegall stated he had received questions regarding the Dundee/Summit Roundabout and that staff is preparing information to present to Council at a later date. 2010-2011 Community Development Block Grant Sub-Recipient Agreement with Ecker Center for Mental Health Councilmember Powell made a motion, seconded by Councilmember Dunne, to approve an agreement with Ecker Center for Mental Health in the amount of $30,838 to provide federal grant funding for an Elgin-based not-for-profit organization providing mental and substance abuse health services to adults with severe and chronic mental illnesses. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole May 11, 2011 Consideration of an Ordinance Adopting an Identity Protection Policy Councilmember Steffen made a motion, seconded by Councilmember Dunne, to pass an ordinance adopting an Identity Protection Policy to protect social security numbers from unauthorized disclosure and to comply with the requirements of the Illinois Identity Protection Act. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Proposed Amendments to City’s Liquor Code Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve the proposed amendments to the City’s Liquor Code to provide for the establishment of an additional restaurant liquor license and to otherwise amend the numerical limits for certain liquor license classifications. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Economic Incentive Agreement with Sears Holding Management Corporation Councilmember Prigge welcomed Sears Holding Management Corporation to the City of Elgin. He expressed his concerns regarding the City overselling itself and would like the City to become more creative with the incentives it offers to outside companies. He stated that he would not be able to support this agreement for the following reasons: expressed concerns with Sears hiring plan, refunding permit fees already paid to City of Elgin, Sears refusal to use the E-verify system, and paying Elgin resident’s tax dollars to a company that will be using that money to potentially hire people who live outside of the City. He would like to have staff put together a template or written policy regarding the economic incentives that are offered to companies to be presented at the June 3, 2011, Council Retreat. Councilwoman Powell stated she echoed Councilmember Prigge’s concerns, but that she would be supporting the agreement. She supports developing guidelines during the upcoming Council Retreat for economic incentives. She suggested the following options be explored for future economic incentives: provide incentives to attract higher paying jobs within the City; implement a tier system; limit the incentives or only provide them when a citizen of Elgin is hired within the company. Councilwoman Moeller stated she would be supporting the agreement and echoed some of the same concerns. She believes it is vital that the City of Elgin sends the message that we are “open for business”. She does not want to discourage businesses from looking at Elgin as a base of operation. She would like to see parameters put in place for Staff so that there is more uniform consistency with the incentive packages offered. She would like to see a more performance based incentive offered in the future. In the future, she would like to see a cost benefit analysis offered to highlight some of the other economic benefits in addition to the jobs such an agreement creates in the City. Committee of the Whole May 11, 2011 Councilmember Steffen agreed with Councilwoman Moeller that he would like to see a cost benefit analysis presented to Council outlining the benefits that the City receives from such an agreement. He pointed out that Staff does have guidelines that they operate from and he noted that the incentives being offered to Sears are fairly standard. However, he would also like to review Staff policy at the upcoming retreat. Councilmember Prigge stated that Staff does not have a standard policy, but a practice that has variations. He would like the City to come from a place of strength versus operating from an inferiority complex. He noted that Sears will be located in a prime spot situated along I-90 and Randall Road corridor. Councilmember Dunne stated that the economic incentives offered to outside companies was a topic for discussion at the last retreat, but expressed his concerns regarding the inconsistencies. Mayor Kaptain asked that the economic incentive packages be added as a topic at the upcoming June 3, 2011, Council Retreat. Councilmember Gilliam added that he would like to see what other cities are doing to attract businesses so that the City of Elgin can be as competitive as possible. Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve an agreement with Sears Holding Management Corporation in the amount of $66,000, in order to promote economic development within the City and bring new, full-time jobs to the City. Upon a roll call vote: Yeas: Councilmembers Gilliam, Moeller, Powell, Steffen, and Mayor Kaptain. Nays: Councilmembers Dunne and Prigge. Announcements from Council Councilwoman Moeller urged residents to contact their legislators in Springfield regarding the City’s income tax funds that are due from the State. She stated that there is a movement in Springfield to withhold these funds from local governments to try to balance the State budget. She noted that these funds are vital to essential City services like the Police Department, Fire Department, and the Public Services Department. Mayor Kaptain stated that on June 4, 2011, there will be a Neighborworks event in the Garfield School neighborhood which will help solve safety and code issues that will benefit seniors and people with disabilities. He stated volunteers are needed and a community lunch will follow the event on the Garfield School grounds sponsored by ITN Deli and Jeff Turner. Mayor Kaptain also mentioned the Elgin Alive event to be held on May 17, 2011. This event will feature things made in Elgin with historians on-site to discuss the items and antiques that the public may bring in. Committee of the Whole May 11, 2011 Announcements from Staff Police Chief Swoboda presented the Council with an update regarding the Larkin Center and the calls for service. He stated that the calls for service have gone down 40% and there has been a 42% reduction regarding calls for runaways from the facility. Chief Swoboda stated that the Elgin Police Department will continue to work with the Larkin Center and he is hopeful that the progress the Center has achieved will continue. Councilmember Prigge asked why the numbers have been reduced. Chief Swoboda attributed the reduced numbers to the following: a change in staff at a couple of the Larkin Center locations; the relocation of some of the at-risk teens with a tendency to run away from the downtown area making them less likely to run; and relocating teens to a home outside of the City limits which means that the County must respond to those calls for service. City Manager Stegall asked how often the Council would like the update regarding the Larkin Center. After discussion, it was decided that a written report be delivered in the Friday Reports provided to Council and that if there is a spike or a negative trend an update would be provided by the Elgin Police Department. Cherie Murphy, Assistant to the City Manager for Community Engagement, announced upcoming city events. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. 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 The meeting adjourned at 7:20 p.m. s/ Jennifer Quinton May 25, 2011 Jennifer Quinton, Acting City Clerk Date Approved