HomeMy WebLinkAboutd - February 27, 2013 COW
COMMITTEE OF THE WHOLE MEETING
February 27, 2013
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, Gilliam, Moeller, Powell, Prigge,
Steffen, and Mayor Kaptain. Absent: Councilmember Moeller.
Approval of Minutes
Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to approve the
minutes of the February 13, 2013, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gilliam, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None.
Elgin Not-For-Profit Presentation
Karen Beyer, MPA and Leslie Edstrom, MPA, Chairpersons of the Knowledge Gap, presented
information regarding Elgin’s Social Services. A copy of the presentation is on file in the City
Clerk’s office. The presentation highlighted the types of services provided, the impact of
volunteers, and the partnerships of different agencies.
There was discussion regarding potential overlap of services, the types and sources of funding
the agencies receive, and how the funding sources mandate the services provided.
Cultural Arts Commission Presentation
Sylvia Grady, Cultural Arts Commission Staff Liaison, and Sean Hargadon, Chair of the Cultural
Arts Commission, presented the council with information regarding the projects and the impact
of the arts and the Cultural Arts Commission. A copy of the presentation is on file in the City
Clerk’s office. Two grant recipients, Kathy Matthews and Dr. Rise Jones, provided details about
their projects and the importance of the Cultural Arts Commission.
Status Reports regarding Sale of NSP Properties at 457 E. Chicago and 318 South Street
Michael Simpson, of Realty World, and Tom Krebsbach, of Vintage Home Realty, provided an
update on the status of the NSP Properties they represent. They outlined the status of the
housing market overall and specifically in Elgin. They reviewed the pricing of the properties,
how many showings they have had and the various marketing efforts.
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February 27, 2013
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There was discussion regarding the income requirements, the realtors work with the
neighborhood associations and the NHS, the costs the city has incurred, and the expectation for
updates on the status of the properties.
Consideration of Service Agreement with Dixon Dance Academy for Dance Instruction at
the Centre of Elgin
Councilmember Gilliam made a motion, seconded by Councilmember Prigge, to approve the
service agreement with Dixon Dance Academy in the amount of $34,775 to provide dance
instruction at The Centre of Elgin for January 2013 through December 2013. Upon a roll call
vote: Yeas: Councilmembers Dunne, Gilliam, Powell, Prigge, Steffen, and Mayor Kaptain.
Nays: None.
Consideration of Service Agreements with Independent Fitness Contractors
Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve the
service agreements with four independent fitness contractors in the amount of $102,000 for
services at The Centre that include fitness instruction, personal training and massage therapy.
Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Moeller, Powell, Prigge, Steffen,
and Mayor Kaptain. Nays: None.
Consideration of Amendment No. 2 and Change Order with Engineering Enterprises, Inc.
for North Commonwealth & Demmond Area Basin Project
Councilmember Dunne made a motion, seconded by Councilmember Powell, to approve
amendment No. 2 and change order with Engineering Enterprises, Inc. in the amount of $34,600
to maintain and enhance the community’s infrastructure. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gilliam, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Sub-Recipient Agreement with Northern Illinois Food Bank for 2011-
2012 Community Development Block Grant
Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to approve the
execution of a Program Year 2011-2012 Community Development Block Grant Sub-Recipient
agreement in the amount of $75,000 to provide federal grant funding for the Northern Illinois
Food Bank in order to provide hunger relief and nutritious food to low income or needy people,
and to be used towards construction costs of the new distribution center at 273 Dearborn Court in
Geneva, Illinois. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Powell, Prigge,
Steffen, and Mayor Kaptain. Nays: None.
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February 27, 2013
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Consideration of Agreement with Houseal Lavigne Associates to Prepare an Update to the
2005 Comprehensive Plan and Design Guidelines
Mayor Kaptain acknowledged Pat Curran, John Houseal, and Bob Siljestrom representative of
the selection committee and stated they were available for questions.
Councilmember Dunne expressed his disappointment that no citizens had been involved in the
selection of the consultant. City Manager Stegall noted that the process to develop the plan will
offer many opportunities for public input.
There was discussion regarding the timing of the study, how long it would take to complete and
potential impacts on the Far West area of the city. City Manager Stegall noted that due to the
nature of this comprehensive plan document, it should be in place before new housing projects
begin.
Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to approve an
agreement with Houseal Lavigne Associates in the amount of $150,000 to create a plan and set
of design guidelines that will provide a framework to promote orderly growth, development and
redevelopment consistent with the values, goals and objectives of the city and its citizens. Upon
a roll call vote: Yeas: Councilmembers Gilliam, Powell, Prigge, Steffen, and Mayor Kaptain.
Nays: Councilmember Dunne.
Consideration of Acceptance of Public Improvements within Providence Unit 3A
Subdivision
Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve the
acceptance of the public improvements for ownership and maintenance in Providence Unit 3A
Subdivision in the estimated five-year maintenances amount of $79,791 to fulfill the city’s
obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll
call vote: Yeas: Councilmembers Dunne, Gilliam, Powell, Prigge, Steffen, and Mayor Kaptain.
Nays: None.
Consideration of Agreement with Zoll Medical Corporation for the Purchase of Three
Cardiac Monitors with Related Components
Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to authorize the
purchase of three cardiac monitors with twelve leads and their associated hardware components
from Zoll Medical Corporation in the amount of $85,396 to replace existing cardiac monitors
that have reached their maximum service life. Upon a roll call vote: Yeas: Councilmembers
Dunne, Gilliam, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None.
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February 27, 2013
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Consideration of Contract with Telcom Innovations Group (RFP 13-003) for Voice Over IP
Phone System Upgrade
City Manager Stegall thanked Jeff Massey, ITS Director, for recommending this system in 2003
and noted the cost savings from this change.
Councilmember Dunne made a motion, seconded by Councilmember Gilliam, to award a
contract to Telcom Innovations Group for a Mitel voice over IP phone system not to exceed the
amount of $308,000 to acquire state-of-the-art open-standards based phone system that provides
enhanced communications capabilities and improves staff productivity. Upon a roll call vote:
Yeas: Councilmembers Dunne, Gilliam, Powell, Prigge, Steffen, and Mayor Kaptain. Nays:
None.
Consideration of Contract with Facility Management World Wide Ltd. For Building
Related Equipment Inventory
Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to table a contract
with Facility Management World Wide Ltd. per the request of staff. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gilliam, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Approval of 2013 Neighborhood Improvement Grant Program with
Revisions
There was discussion regarding the impact of the emerald ash borer, the location of the trees that
could be replaced, and the details of the fifty percent match with the revisions to the program.
Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to approve the
2013 Neighborhood Improvement Grant Program Revision in the amount of $70,000 to provide
funding to community partners to further the community’s sustainability goals. Upon a roll call
vote: Yeas: Councilmembers Dunne, Gilliam, Powell, Prigge, Steffen, and Mayor Kaptain.
Nays: None.
Announcements from Council
Councilmember Dunne announced an upcoming veteran’s resource fair being held at Elgin
Community College on March 8th from 10 a.m. to 1 p.m. On March 21st from 9 a.m. to noon at
the Palmer House, there would be a ‘Hiring our Heroes” event.
Councilmember Steffen announced at the Elgin Community College, Building J, a Job Fair on
April 9th from 10 a.m. – 4 p.m. He noted that the morning portion would be for veterans.
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February 27, 2013
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Councilmember Powell announced the Youth Leadership Academy’s upcoming benefit being
held at Elgin Community College on March 8th at 6 p.m.
Mayor Kaptain announced the Big Ten Women’s Basketball Tournament being held at the Sears
Center March 7th through March 10th. He noted the many ways that this event would have a
positive impact on the city.
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, Powell, Prigge, Steffen,
and Mayor Kaptain. Nays: None.
The meeting adjourned at 7:45 p.m.
s/ Kimberly Dewis March 6, 2013
Kimberly Dewis, City Clerk Date Approved