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HomeMy WebLinkAbout10 - May 25, 2011 COW COMMITTEE OF THE WHOLE MEETING May 25, 2011 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:00 p.m. in the Council Chambers. Present: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Absent: Councilmember Gilliam. Approval of Minutes Councilmember Moeller made a motion, seconded by Councilmember Steffen, to approve the minutes of the May 11, 2011, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Water Master Plan Presentation Kyla Jacobsen, Water System Superintendent, introduced Jeff Freeman and Pete Wallers, from Engineering Enterprises, Inc. who presented a detailed Water Master Plan presentation. Mr. Freeman and Mr. Wallers covered the following topics in the presentation: Background Information Historical & Projected Water Use Regulatory Review Sustainable Source Water Assessment Water Supply & Storage Evaluation Water Treatment Evaluation Water Distribution System Evaluation Financial Review & Summary Policy Considerations & Recommendations Mr. Freeman and Mr. Wallers made the following recommendations to the City regarding the Water Master Plan: Evaluate Water Conservation Opportunities With Goal Of Reducing Required Capital Investment In System Proceed With Airlite WTP Rehabilitation and Expansion Add Additional Supply To Airlite WTP Modify Existing Well Construction To Eliminate Operational Challenges Caused By Barite Precipitation Install Nesler Road and Coombs Road Water Main Loops Expand West Pressure Zone Construct Second EWST Within Low Pressure Zone (East Side) The Water Master Plan is on file in the City Clerk’s office for review. Committee of the Whole May 25, 2011 Councilmember Dunne was encouraged to see the recommendation in the Water Master Plan promoting conservation and water as a finite resource. He asked how the agreements with Sleepy Hollow and Bartlett are set up. Kyla Jacobsen, Water System Superintendent explained the details of each agreement and what the City’s responsibilities are regarding the agreements. She stated that both agreements will be renewing shortly and they are in the process of reviewing them. Councilmember Dunne questioned if the Master Plan took into account the City’s use of the aquifer during the City’s westward expansion so that the City did not negatively affect resident’s wells in the area. Ms. Jacobsen stated that the residential wells were taken into account during the development of the Master Plan. The Water Master Plan recommends casing the City’s wells and drawing from the deep sandstone aquifers to limit the negative impact on shallower residential wells in the area. Councilmember Dunne questioned the use of towers within the water system and whether or not the timetable was realistic for the watermain leading to the Highland Avenue Tower. Ms. Jacobsen stated that the towers provide both water capacity and pressure within the water system. She believes that the timetable is realistic and needs to move forward as soon as possible. Councilmember Dunne asked if emergency services and residential sprinkler systems had been taken into account when developing the Water Master Plan. Mr. Wallers and Mr. Freeman both explained that these items were both taken into account when developing the plan. Councilmember Steffen questioned whether Sleepy Hollow and Bartlett were looking into getting their water from somewhere else or looking into other alternatives and if that would affect the City’s current demand. Ms. Jacobsen stated that the analysis of the agreements hadn’t addressed the issue of these communities looking elsewhere for water, but that anything is possible. Currently, the City of Elgin supplies a third of Bartlett’s water supply and Sleepy Hollow relies solely on us for their water. Councilwoman Powell asked what the water rate difference between Elgin residents and residents in Bartlett and Sleepy Hollow pay. Ms. Jacobsen stated that the City charges the villages a flat rate that is 125% what our citizens pay and the villages in turn charge their respective residents. She was not aware of what those rates are currently. Mayor Kaptain asked what the long range values of promoting conservation within the City would be. Mr. Freeman stated that by promoting water conservation the City could see a capital savings of $16 million plus and a reduction in operating and maintenance costs as well. Mayor Kaptain questioned how an increase in population density would impact the plan. Mr. Freeman was confident that the water network will be in place to handle any fine tuning that may be required for an increase in population density. Councilwoman Moeller questioned Staff as to when the City would begin educating the public regarding water conservation. Ms. Jacobsen stated that education efforts by the City are currently under way. She stated the City is working with Home Depot and Lowes regarding developing a program providing low flow water fixtures at a reduced cost, providing a historical use chart on the resident’s water bills, and continuing with promoting general water conservation education. Committee of the Whole May 25, 2011 Councilmember Dunne would also like to see budget options regarding possibly offering water billing incentives to residents to conserve water within the City instead of promoting its use. Consideration of Amendment No. 1 to the Agreement with Collins Engineers, Inc. Adding Services to the 2010-2011 Bridge Inspection and Maintenance Program Councilmember Dunne would like to see a presentation made to the Council once a copy of the report becomes available that details the report’s findings, along with what the City of Elgin is responsible for as far as the maintenance of the infrastructure of the bridges versus the County and state responsibilities. Rick Kozal, Assistant City Manager and Chief Operating Officer, noted the request. Mayor Kaptain asked that the study include what the impact of adding a hydroelectric component upstream would have on the life of the dam and bridge. Mr. Kozal noted the request. Councilmember Steffen made a motion, seconded by Councilmember Prigge, to approve an Amendment No. 1 to an agreement with Collins Engineers, Inc. in the amount of $73,544 to ensure bridge infrastructure is safe, properly inventoried and in compliance with Federal and State regulations and guidelines. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of License Agreement with Justin Hodge for Pedal Boat Rental and Food Concessions in Festival Park Councilmember Prigge questioned the safety aspect of pedal boat rentals due to the swift current on the Fox River. Randy Reopelle, Parks and Recreation Director, stated that the Illinois Environmental Protection Agency and the City of Elgin’s Fire Department were consulted regarding the safety aspects of this agreement. He believes that there is minimal risk to the City by entering into the agreement with Mr. Hodge. Fire Chief Fahy confirmed that Mr. Reopelle did ask for the Fire Department’s input regarding the agreement. Chief Fahy stated that the Fire Department’s dive rescue team had evaluated the agreement and a Coast Guard rescue plan has been established that must be maintained in order for the operator to do business. Councilmember Dunne made a motion, seconded by Councilmember Powell, to approve an agreement with Justin Hodge at no cost to the City to provide additional activities and amenities for visitors to Festival Park. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Agreement with TischlerBise for a Cost of Service Analysis Councilmember Dunne congratulated Staff on finding a method to fund the cost service analysis. He believes that the study will allow the City to offer residents the best value and provide for an accurate analysis of the fees to cover the costs for providing services. Committee of the Whole May 25, 2011 Councilwoman Powell asked if the analysis should be performed on a regular basis in order to provide the City with accurate pricing for the cost of City services. Colleen Lavery, Chief Financial Officer, stated that this study will provide them with an updatable spreadsheet that will allow the City to perform its own cost of service analysis. Councilmember Powell asked if this would eliminate the need for a consultant in the future. Ms. Lavery stated that the analysis would be able to be performed without the use of a consultant by Staff in-house. Councilwoman Moeller asked for an explanation of the technical aspects of the study that requires an outside consultant to be hired. Ms. Lavery stated that City Staff would be very involved in the process of the analysis. She believes that the consultants will be able to provide a total picture based upon accounting and finance principles that capture the “real” costs for providing certain municipal services and then use those costs to establish appropriate user fees. Councilwoman Moeller noted that this analysis is also recommended by the Illinois Government Finance Officers Association for best practices for identifying full cost pricing of services in municipalities. Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve an agreement with TischlerBise in the amount of $70,175 for a multi-year contract for professional services to perform a cost of service analysis to establish appropriate user fees. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Feasibility Study for Establishing a Business District at Otter Creek Retail Center Councilmember Dunne expressed concerns regarding adding an extra sales tax to fund the Business District at the Otter Creek Retail Center. He believes that the tax may be prohibitive to businesses in the area, and is interested in seeing what the details of the study results will be. Mayor Kaptain agreed and stated he would be examining the results closely as well. Councilmember Powell made a motion, seconded by Councilmember Prigge, to approve agreements with Kane, McKenna and Associates, Inc. and Otter Creek, LLC at no cost to the City in order to authorize a feasibility study to determine the viability of creating a Business District at the Otter Creek retail center. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of 302 W. Chicago Street ROPE Home Restoration Councilmember Dunne expressed his concerns and asked that the City work on improving the curb appeal and safety of the property. Councilwoman Moeller stated that she shared Councilmember Dunne’s concerns that the property did not become a drain or an unsightly blight to the surrounding neighborhood. Mayor Kaptain stated that he had visited the property and had discussions with Staff regarding the safety, clean-up, and future uses of the property. Committee of the Whole May 25, 2011 Councilmember Steffen made a motion, seconded by Councilmember Powell, to accept Staff recommendations to reject the current bids submitted for the project and place the ROPE home restoration project at 302 W. Chicago Street on hold for the moment in accordance with the National Trust for Historic Preservation Guidelines. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Change Order for the NSP Properties at 463 and 457-59 E. Chicago Street Councilmember Dunne asked if this Change Order was being paid for by funds from the NSP project or through the General Fund. Colleen Lavery, Chief Financial Officer, stated money for the Change Order was being drawn from budgeted administrative reimbursement costs for the NSP project. She stated that once the house was sold, the City would then be reimbursed for the administrative costs and there should be no loss to the City by doing this. Councilmember Dunne expressed his concerns regarding a loss to the General Fund because of the NSP Properties. Ms. Lavery stated that Staff would do their best to see that a loss did not occur to the General Fund. Councilmember Dunne praised Ms. Lavery’s diligence regarding grant processes and stated he would be supporting this measure. Councilmember Prigge stated that he did not support the initial NSP projects and he would not be supporting this Change Order. He asked what additional renovations were being added to necessitate this Change Order. RuthAnne Hall, Budget and Purchasing Officer, stated that the Change Order is needed to address the structural stabilization of the properties and building code issues that were originally hidden during the time that the contractors did their initial walk- through of the properties for bids to the City. She stated the Change Order pays for the cost of resolving these hidden issues. Mayor Kaptain asked for an explanation of the Habitat for Humanity process for remodeling as well as the process that the City used. Ms. Hall explained the federal grant process and Habitat for Humanity’s involvement in the NSP properties Councilwoman Moeller believes that this was a positive endeavor by the City and believes it will be a benefit to the neighborhoods involved. Councilmember Dunne stated that the Council had requested that a tag or an indicator was put on the transfer stamp of the properties when they are sold so that the decreased sale price does not negatively affect the neighboring properties. Mr. Kozal stated that the intent is to sell the properties for the fair market value, and in doing so it should not negatively affect the neighboring properties. If the properties are sold for less than fair market value then arrangements will be made to tag the transfer stamps as instructed by Council. Councilmember Moeller made a motion, seconded by Councilmember Steffen, to approve change orders in the amount of $47,824 to complete the renovation of the NSP properties at 463 and 457-59 E. Chicago Street. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Steffen, and Mayor Kaptain. Nays: Councilmember Prigge. Committee of the Whole May 25, 2011 Announcements from Council Councilmember Steffen and Councilmember Dunne made announcements regarding various Memorial Day events happening within the City and invited the public to attend. Announcements from Staff Lt. Leigh Rawson, Day Shift Supervisor and Special Event Liaison for the Police Department, made a presentation regarding the street closures for the Fox Trot Event and the re-design of the 2011 Veteran Access Plan to allow for easier access, better directions, and prominent signage for the public to the Memorial Day Events. He detailed the various steps that the Police Department has made involving communication efforts regarding the new access plan, which included the following: Met with the Elgin Patriotic Memorial Association on May 21, 2011 Press Releases Senior Services Announcements Advise access to the Memorial will be State Street from the west and Slade or Summit from the east Lt. Rawson detailed the following changes for the Council and general public regarding the 2011 Veteran Access Plan: Kimball Street Bridge open to Grove Avenue Local Use Only Memorial parking reserved in the library lot Additional signage posted directing Memorial traffic Fox Trot personnel instructed to guide Memorial traffic across the route, on Slade and Summit when safe to do so Cherie Murphy, Assistant to the City Manager for Community Engagement, announced upcoming city events. Adjournment Councilmember Dunne made a motion, seconded by Councilmember Steffen, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 7:30 p.m. s/ Jennifer Quinton June 8, 2011 Jennifer Quinton, Acting City Clerk Date Approved