HomeMy WebLinkAboutl - June 26, 2013 COW
COMMITTEE OF THE WHOLE MEETING
June 26, 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, Gavin, Moeller, Powell, Prigge,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None.
Approval of Minutes
Councilmember Gavin made a motion, seconded by Councilmember Steffen, to approve the
minutes of the May 22, 2013, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain.
Nays: None.
Consideration of Approval of 2013 Sponsorship for "Northwest Fourth Fest" 4th of July
Fireworks
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
There was discussion of bringing back fireworks and a 4th of July celebration in 2014. Mayor
Kaptain asked Councilmember Shaw to lead a committee to research costs, funding sources, and
locations for such an event.
There were concerns about the terms of the partnership with Hoffman Estates for this year.
Other issues included the monetary commitment, the number of police and fire personnel being
utilized, parking logistics, and the amount of time it takes to plan this type of an event.
Consideration of Change Orders with Motorola Solutions, Inc. for Compliant
Interoperable Radio System, Inclusive of Optional Proposals for Fire Station Alerting and
a Next Generation 911 System
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Resolution Establishing Prevailing Wage Rates on Public Works
Contracts
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
There were questions regarding why the resolution was required and if there is an alternative.
Corporation Counsel Cogley stated that it is a state requirement and there are no viable
alternatives to fulfill this obligation.
Committee of the Whole
June 26, 2013
Page 2
Consideration of Renewal of a Property Insurance Program for the Period July 1, 2013
through June 30, 2014
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Ordinance Amending Policy for Donating Benefit Time to Ill or Disabled
Employees
City Manager Stegall provided an overview on the policy and the proposed changes.
Councilmember Dunne had concerns about the other facets of the sick time plans. City Manager
Stegall provided details regarding sick time changes that were altered in the labor union
contracts.
Councilmember Gavin made a motion, seconded by Councilmember Steffen, to amend
Ordinance S11‐00 to permit the donation of sick time to ill or disabled employees who have
exhausted their benefit time. Upon a roll call vote: Yeas: Councilmembers Gavin, Moeller,
Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: Councilmember
Dunne.
Consideration of Approval of 2013 Neighborhood Improvement Grant Applications and
Program Revisions
There was discussion regarding the requirement for trees and landscaping by the city and who is
responsible for the maintenance.
Councilmember Moeller made a motion, seconded by Councilmember Steffen, to approve six
2013 Neighborhood Improvement Grants and attendant program revisions in the amount of
$16,005 for ash tree replacements. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin,
Moeller, Prigge, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmember Shaw.
Abstain: Councilmember Powell.
Consideration of Amendment to Agreement No. 3 with Collins Engineers, Inc. to Add
Construction Administration Engineering Services for the 2013 Bridge Rehabilitation
Project
Councilmember Moeller made a motion, seconded by Councilmember Steffen, to amend the
current professional services agreement with Collins Engineers, Inc. in the amount of $49,954 to
ensure quality infrastructure and strengthen the city’s neighborhoods by administrating the
construction and rehabilitation of four bridges in the central business district. Upon a roll call
vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
Committee of the Whole
June 26, 2013
Page 3
Consideration of License Agreement with Justin Hodge to Allow Pedal Boat Rental and
Food Concessions in Festival Park
Discussion was held regarding the terms of the agreement and issues that had prevented the
pedal boat rental venture from opening in previous years.
Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve the
license agreement with Justin Hodge for pedal boat rental and food concession operations in
Festival Park. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell,
Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Park Development of Seven Parcels on Ash Drive
City Manager Stegall provided an overview of the parcels on Ash Drive and the situation
regarding the grant money that was used for the parcels.
Councilmember Steffen made a motion, seconded by Councilmember Moeller, to cease
development of Ash Drive Neighborhood Park and return grant proceeds in the amount of
$63,700 to the Illinois Department of Natural Resources. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Consideration of Proposed Visit by Delegation from Cauquenes, Chile
Councilmember Prigge asked about the history of the city’s relationship with Cauquenes and
how the city in Chile became the City of Elgin’s Sister City. Councilmember Prigge noted that
no vote was taken on the proclamation regarding Cauquenes, Chile becoming the City of Elgin’s
Sister City. City Manager Stegall provided details about the city involvement to date and noted
that this had been a volunteer effort that began as a humanitarian project. The local fire
departments had donated equipment after Cauquenes was hit by a devastating earthquake. Mr.
Stegall also noted the amount of funding that was being requested to supplement the visit could
be reduced further from continued fundraising efforts.
There were concerns regarding Councilmember Dunne’s trip, as Mayor Kaptain’s representative,
to Chile and how the expenses of the trip were covered. Councilmembers Gavin and Prigge
were concerned about the amount of staff time and funding that had been provided to this
project.
Councilmember Moeller suggested that a policy be set to determine threshold limits for
committing staffing resources to a project that would in turn then be presented to the council for
consideration and approval.
Committee of the Whole
June 26, 2013
Page 4
Also discussed were the potential benefits of a sister city relationship which included cultural
exchange, disaster planning and economic development.
Councilmember Prigge made a motion, seconded by Councilmember Gavin, to not spend
additional funding or use staff time toward the visit by a delegation from Cauquenes, Chile.
Upon a roll call vote: Yeas: Councilmembers Gavin, Prigge. Nays: Councilmembers Dunne,
Moeller, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain.
Announcements from Council
Councilmember Dunne invited the public to attend the Elgin National Motorcycle Shoe on July
6th from noon to 4 p.m. at Spring Street and DuPage Court.
Councilmember Shaw thanked the CERT volunteers for their work during the recent storms.
Councilmember Gavin attended the Disaster Preparedness Expo thought it was a great event with
good information.
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 Steffen, to adjourn the
meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Prigge,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
The meeting adjourned at 7:30 p.m.
s/ Kimberly Dewis July 10, 2013
Kimberly Dewis, City Clerk Date Approved