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HomeMy WebLinkAbout15 - August 10, 2011 COW COMMITTEE OF THE WHOLE MEETING August 10, 2011 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:02 p.m. in the Council Chambers. Present: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Absent: None. Approval of Minutes Councilmember Gilliam made a motion, seconded by Councilmember Prigge, to approve the minutes of the July 27, 2011, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, and Mayor Kaptain. Nays: None. Councilmember Steffen voted present. 2012 Budget Process: Roles, Responsibilities, Goals and Objectives City Manager Sean Stegall gave a presentation regarding the upcoming Budget discussions and the roles of the Council, the Budget Advisory Task Force, and City Staff. Mr. Stegall stated that the Task Force would be responsible to act as a catalyst for courageous and candid conversations in the community. A copy of the presentation is available in the City Clerk’s office. Road Construction Update Public Services Director, Dave Lawry, presented an update regarding current road construction projects. A copy of the presentation is available in the City Clerk’s office. Councilmember Moeller inquired about the Traffic Light Interconnect Project. Mr. Lawry responded that there are ongoing repairs to the system due to damage done to the conduits during the streetscape projects. He expects that with the completion of this portion of the streetscape project the system will be fully functional again. Councilmember Gilliam asked about the total cost for the project this year. Mr. Lawry stated that approximately $15 million will be spent total, not including other agency projects. Councilmember Prigge asked if there would be a change order for the Lord Street Sewer Project. Mr. Lawry said that there will be a change order to accommodate time and cost changes to the project. Mr. Lawry also noted that there were soil borings done prior to the project going out for bid, but there were changes to the moisture content. Councilmember Steffen inquired if there would be IPASS lanes added to the Elgin Tollway exchanges. Mr. Lawry did not believe there would be any changes made at this time because the project was strictly a resurfacing project. Presentation Regarding Graffiti Removal Efforts Committee of the Whole August 10, 2011 Page 2 Colby Basham, Public Services Superintendent, reviewed the graffiti removal program and the upcoming changes to the system. The changes were being made to achieve the goal of a 24 hour removal of graffiti. Mr. Basham indicated that there hasn’t been a consistent system to track the requests for removal and this has made accountability an issue. He explained that by moving the program to in-house staff from the community restitution staff it should help with the tracking and accountability issues. He stated that there would be cross training and consistent coverage to handle the work load. Mr. Basham stated that Public Services will use a tracking system (311 – Naviline) to determine the number of calls and the turnaround time. There will also be a database used to include pictures and tracking of the work order. He believes these changes should provide a consistent approach to handling the calls and based on these changes they will be able to provide data regarding the number of calls and the turnaround time. Councilmember Prigge asked what the goal would be once a call came in. Mr. Basham indicated that the goal would be to have the call handled within 24 hours. Councilmember Powell wanted to know if there was a change to the staff allocation and what areas of Public Services would be affected. Mr. Basham replied that we don’t know at this point what area will be affected. He will be able to provide reports after tracking Staff progress for a few months when the data should become available. Councilmember Powell asked what measures were in place to prevent the graffiti from taking place. Police Chief Swoboda indicated that different technologies were being used, as well as an educational program for businesses to inform them about the ordinances regarding selling graffiti paraphernalia and having the proper signage. The department also uses Operation Home Front to help kids that are at risk to become involved with gangs to talk to their parents in the home. Continued Discussion of the Senior Citizen Property Tax Rebate Program Councilmember Prigge suggested that the Council not work in speculation, but hold off until they know that the City would make the minimum amount from the Riverboat (13.275 million) needed to fund the program, and decide from there how the Senior Citizen Property Tax Rebate Program should proceed. Colleen Lavery, Chief Financial Officer, told the Council that she would have the December figures by January 10th. However, she would have a better idea in November if the City would hit the number or not. The City is still waiting to see the full impact that the Des Plaines Casino has on the final numbers. Mayor Kaptain asked City Manager Stegall how this would be handled as far as the budget is Committee of the Whole August 10, 2011 Page 3 concerned. Mr. Stegall stated that it could be placed in the budget as a contingency line item. Mayor Kaptain stated that the earliest the Council could make a decision would be the first Council meeting in December. Also, the earliest any potential rebate checks would be delivered would be after the first of the year. Consideration of Adoption of the Sustainability Action Plan Councilmember Moeller congratulated all of the people that worked to create the plan. She stated based on the goals for children in the community she suggested the Sustainability Commission include a member from U-46 to coordinate efforts. Aaron Cosentino, Sustainability and Grant Coordinator, would be making the alteration that Councilmember Moeller recommended to the commission. Councilmember Powell congratulated and acknowledged those in the audience that had worked on the Action Plan. Mayor Kaptain acknowledged the time and effort put into the Sustainability Action Plan. He stated that this effort allowed the City to avoid consulting fees and the product was comparable to one a consulting firm would have produced. Councilmember Powell made a motion, seconded by Councilmember Moeller, to adopt the Sustainability Action Plan in order to reduce Elgin’s environmental footprint, decrease fossil fuel use and create a more vibrant community. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Acceptance of Public Improvements within Providence Unit 1A Subdivision ($23,677 Estimated Five-year Maintenance Cost) Councilmember Dunne made a motion, seconded by Councilmember Steffen, to accept public improvements within the Providence Unit 1A Subdivision in order to fulfill the city’s obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Acceptance of Public Improvements within Providence Unit 1B Subdivision ($8,454 Estimated Five-year Maintenance Cost) Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to accept public improvements within the Providence Unit 1B Subdivision in order to fulfill the city’s obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole August 10, 2011 Page 4 Consideration Acceptance of Public Improvements within Providence Unit 1C Subdivision Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to accept public improvements within the Providence Unit 1C Subdivision in order to fulfill the city’s obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Acceptance of Public Improvements within Shadow Hill Unit 1 Subdivision ($109,463 Estimated Five-year Maintenance Cost) Councilmember Dunne made a motion, seconded by Councilmember Steffen, to accept public improvements within the Shadow Hill Unit 1 Subdivision in order to fulfill the city’s obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Fourth Amendment to the Engineering Services Agreement for 2006-2011 Combined Sewer Overflow National Pollution Discharge Elimination System Permit Compliance ($94,000) Councilmember Moeller made a motion, seconded by Councilmember Dunne, to approve the fourth amendment to the engineering services agreement for the 2006-2011 in the amount of $94,000 to continue with the multi-year IEPA discharge pollution compliance program. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of a Grant Submission for Boat Launch Improvements at Slade Avenue ($220,000 Grant; City Match $22,000) Councilmember Prigge asked if this project could be put off until next year based on the current budget discussions. Randy Reopelle, Parks and Recreation Director, indicated these funds could only be used for Park development or land acquisition projects. Mr. Reopelle indicated this launch is also used by Public Safety. Councilmember Moeller inquired if this was a recommendation from the Parks and Recreation Advisory Board. Mr. Reopelle indicated it was a recommendation from the Board and was also identified as part of the Parks Master Plan. Councilmember Dunne made a motion, seconded by Councilmember Steffen, to improve the boat launch and bike trail at Slade Avenue Park to enhance recreational opportunities and the quality of life. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Steffen, and Mayor Kaptain. Nays: Prigge. Committee of the Whole August 10, 2011 Page 5 Consideration of a Contract with Burns & McDonnell for an Arc Flash Study ($46,400) Councilmember Gilliam made a motion, seconded by Councilmember Powell, to begin the process of an arc flash study to meet the requirements of the National Fire Protection Association and the Occupational Safety and Health Administration. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Councilmember Steffen stated that on August 20, 2011 from 4-7 p.m. the Kiwanis Club will have a BBQ fundraiser at Highland and Randall Road. The meals would be $12.50. Councilmember Prigge acknowledged Detective Mark Whaley’s heroic efforts in saving a toddler by using CPR at a party he and his family were attending over the 4th of July holiday. Announcements from Staff Cherie Murphy, Assistant to the City Manager for Community Engagement, announced upcoming city events. Adjournment Councilmember Dunne made a motion, seconded by Councilmember Gilliam, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 7:40 p.m. s/ Kimberly Dewis August 24, 2011 Kimberly Dewis, City Clerk Date Approved