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Home My WebLink Aboutg - April 10, 2013 COW COMMITTEE OF THE WHOLE MEETING April 10, 2013 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:05 p.m. in the Council Chambers. Present: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Absent: Councilmember Gilliam. Approval of Minutes Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve the minutes of the March 20, 2013, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Intergovernmental Agreement with the Huntley Fire Protection District for Automatic Aid Councilmember Powell made a motion, seconded by Councilmember Moeller, to approve the intergovernmental agreement with the Huntley Fire Protection District for the provision of automatic aid. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Contract with Municipal Emergency Services (RFP 13-013) for Purchase of Firefighting Hose There was a discussion about grant opportunities and developing a grant strategy for future projects. Councilmember Moeller made a motion, seconded by Councilmember Steffen, to approve the award of a contract for firefighting hose to Municipal Emergency Services in the amount of $44,870 to ensure high water pressure requirements and quality of equipment performance. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Agreement with Workplace Solutions (RFP 13-006) to Provide Comprehensive Employee Assistance Program Councilmember Moeller made a motion, seconded by Councilmember Steffen, to enter into a three year agreement with Workplace Solutions for an estimated annual cost of $12,028 to provide comprehensive employee assistance services and referrals to year round employees. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole April 10, 2013 Page 2 Consideration of Contract with Meggitt Training Systems for the Police Range Retrofit Councilmember Powell made a motion, seconded by Councilmember Dunne, to approve a contract with Meggitt Training Systems, Inc. in the amount of $131,413 to complete a retrofit to the Police firing range to reduce repair down time and enhance training scenarios. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Renewal of Sole Source Infrastructure Maintenance Agreement with Motorola Solutions Councilmember Moeller made a motion, seconded by Councilmember Steffen, to renew the sole source agreement with Motorola Solutions in the amount of $169,234 to maintain the operational readiness of the Emergency Radio Communications System telephony infrastructure, as well as the command and control systems of Elgin’s weather warning siren network. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Grant Writer Services Agreement with Homer L. Chastain & Associates, LLP Councilmember Steffen made a motion, seconded by Councilmember Moeller, to approve the Grant Writer Services Agreement with Homer L. Chastain & Associates, LLP for a two year period at no cost to the city to provide a grant writer services program to apply for grants from various agencies for projects that will benefit the city. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Consideration of Approval of an Intergovernmental Agreement with Fox River Water Reclamation District for Water Service Councilmember Steffen made a motion, seconded by Councilmember Moeller, to approve the intergovernmental agreement with Fox River Water Reclamation District to connect the new administration building to Elgin’s infrastructure and provide water to that facility. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole April 10, 2013 Page 3 Consideration of Renaming of Observatory Park There was a discussion regarding the city’s naming policy and if it needed to be amended. Loren Golden, President of the Kiwanis Club of Elgin, noted the work to be done at the park and the types of programs the Kiwanis intended to hold at this location. Councilmember Moeller made a motion, seconded by Councilmember Dunne, to approve the recommendation from the Parks and Recreation Advisory Board to change the name of Observatory Park to Kiwanis Park in order to recognize the contribution of the Kiwanis Club of Elgin to the improvement of a neighborhood park. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, and Mayor Kaptain. Nays: None. Councilmember Steffen abstained. Consideration of Contract with Facility Management World Wide Ltd. for Building Related Equipment Inventory Councilmember Dunne made a motion, seconded by Councilmember Steffen, to remove the item from the table for consideration. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve a contract with Facility Management World Wide Ltd. in the amount of $324,600for services related to creating an inventory of facility-related equipment and a maintenance program for said equipment. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Councilmember Dunne thanked those who ran for office and those that voted in the April 9th Consolidated Election. Councilmember Steffen announced a Job Fair at the Elgin Community College, Building J on April 13th from 10 a.m. – 4 p.m. He noted that the morning portion would be for veterans. Councilmember Prigge announced that on Saturday, April 13th, from 8:00 a.m. to 2:00 p.m. Elgin residents can dispose an unlimited amount of extra trash at the Waste Management transfer station, located at 1225 Gifford Road Elgin, IL 60120, for $15 per vehicle. Mayor Kaptain noted that a fundraiser would be held for the former president of the Latin American Student Organization at Elgin Community College. The event would be held on April 12th at the Heritage Ballroom. Committee of the Whole April 10, 2013 Page 4 Councilmember Dunne announced the Latino Film Festival would be held April 18 - April 21 at the Elgin Community College Business Conference Center. Councilmember Powell invited the public to attend the Children's Theatre of Elgin production of Seussical Jr. April 11 - April 14 at the Hemmens Cultural Center located at 45 Symphony Way. Announcements from Staff Corporation Counsel Cogley noted that to allow for the counties to certify the election results, the swearing in of the new council would take place on May 8, 2013. Cherie Murphy, Assistant to the City Manager for Community Engagement, announced upcoming city events. Adjournment Councilmember Steffen made a motion, seconded by Councilmember Moeller, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Steffen, and Mayor Kaptain. Nays: None. Purchase Or Lease Of Real Property For Use Of The Public Body (Exempt Under Section 120/2(c)(5) of the Open Meetings Act ) 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 The meeting adjourned at 6:25 p.m. s/ Kimberly Dewis April 24, 2013 Kimberly Dewis, City Clerk Date Approved