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COMMITTEE OF THE WHOLE MEETING
July 24, 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 Gavin, Moeller, Powell, Prigge,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: Councilmember Dunne.
Approval of Minutes
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to approve the
minutes of the July 10, 2013, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
None.
Consideration of Acceptance of American Recovery and Reinvestment Act of 2009 Justice
Assistance Grant for Information Sharing Initiatives
There was a discussion regarding the cost of the annual support costs and how information
would be shared with other agencies. A resolution will be presented at tonight's Council meeting
for adoption by the City Council.
Continued Discussion Concerning Financial Support for the Elgin Symphony Orchestra
(ESO)
City Manager Stegall outlined three different options for support of the Elgin Symphony
Orchestra (ESO), which included rental repayment, volume discount on rental fees, and direct
financial support. He asked for the council’s feedback on which option to move forward with.
Mr. Stegall noted based on the feedback he would present the council with a detailed plan for
council’s final approval.
There was discussion of variations to the presented plans, the term of proposed loan, and current
ESO financial management practices. David Bearden, Elgin Symphony Orchestra interim Chief
Executive Officer, addressed questions regarding how the different plans would impact ESO
operations.
Councilmember Rauschenberger made a motion, seconded by Councilmember Moeller, to move
forward with option three, which entails a ten year rental repayment, fifty percent rental fee
volume discount, and no direct financial support. Upon a roll call vote: Yeas: Councilmembers
Moeller, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmembers Gavin,
Prigge, and Shaw.
Committee of the Whole
July 24, 2013
Page 2
Recess
Councilmember Steffen made a motion, seconded by Councilmember Gavin, to recess the
meeting and go into the regular City Council meeting at 7:00 p.m. Upon a roll call vote: Yeas:
Councilmembers Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor
Kaptain. Nays: None.
Reconvene
Councilmember Steffen made a motion, seconded by Councilmember Gavin, to reconvene the
Committee of the Whole meeting at 8:16 p.m. Upon a roll call vote: Yeas: Councilmembers
Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
None.
Consideration of Amendment No. 1 to Engineering Services Agreement with Burns &
McDonnell for the Airlite Water Treatment Plant Improvement Project
Councilmember Moeller made a motion, seconded by Councilmember Steffen, to amend the
current agreement with Burns & McDonnell for the construction phase of the Airlite Water
Treatment Plant Project in the amount of $93,190 in order to allow observation of construction
and ensure the contractor’s compliance with the contract documents for the project. Upon a roll
call vote: Yeas: Councilmembers Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
Consideration of Contract with ETC Institute for a Citizen Opinion Survey
There was discussion regarding the cost; performing the work in house; the types of questions to
be asked, the structure of the focus group, the size of the sample group, and the value of the data
obtained from the survey.
Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve a
contract with ETC Institute in the amount of $39,750 to design and administer a statistically
valid citizen opinion survey to assess resident satisfaction with the delivery of major city services
and establish baseline information for future performance measurement evaluation. Upon a roll
call vote: Yeas: Councilmembers Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays:
Councilmember Gavin, Moeller, Prigge, and Shaw. The motion failed.
Committee of the Whole
July 24, 2013
Page 3
Consideration of Additional Funding of Police and Fire Pension Funds
There was discussion about where additional funding would come from, the impact if the
pension fund does not receive additional funds, and the city’s reserve policy was reviewed.
Councilmember Steffen made a motion, seconded by Councilmember Prigge, to authorize the
transfer of $2,500,000 from the General Fund reserves to the Police and Fire pension funds to
supplement the 2013 required contribution in order to accommodate future benefit payments.
Upon a roll call vote: Yeas: Councilmembers Gavin, Moeller, Powell, Prigge, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of the Passage of an Ordinance to Approve the List of Selected Recipients to
Participate in the 2013 50/50 Historic Architectural Rehabilitation Grant Program
Community Development Director Marc Mylott asked the Council to table this item and the
following item pending consideration of amending the grant program’s reimbursement policy to
include reimbursement for homeowners who serve as their own contractors. The current policy
provides homeowner reimbursement for materials only.
Councilmember Moeller asked if the Heritage Commission would be reviewing this change and
it was indicated that they would review this matter.
Councilmember Steffen made a motion, seconded by Councilmember Moeller, to table
approving the recipients in the 2013 50/50 Historic Architectural Rehabilitation Grant Program.
Upon a roll call vote: Yeas: Councilmembers Gavin, Moeller, Powell, Prigge, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of the Passage of an Ordinance to Approve the List of Selected Recipients to
Participate in the 2013 75/25 Historic Architectural Rehabilitation Grant Program
Councilmember Steffen made a motion, seconded by Councilmember Moeller, to table
approving the recipients of the 2013 75/25 Historic Architectural Rehabilitation Grant Program.
Upon a roll call vote: Yeas: Councilmembers Gavin, Moeller, Powell, Prigge, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
Committee of the Whole
July 24, 2013
Page 4
Consideration of Agreement with Texzon Utilities to Solicit Qualified Retail Electric
Providers to Provide Retail Electric Service and Natural Gas to the City and its Municipal
Facilities
Councilmember Gavin made a motion, seconded by Councilmember Powell, to contract retail
electricity and natural gas consultant Texzon Utilities to assist the city to solicit utility pricing for
its municipal buildings in order to realize electricity and natural gas savings. Upon a roll call
vote: Yeas: Councilmembers Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen,
and Mayor Kaptain. Nays: None.
Announcements from Council
Councilmember Moeller noted that a draft of the Chicago Street Plan was available on the city’s
website and would be reviewed by the Planning and Zoning Commission in the near future.
Councilmember Powell reminded the public about recent changes to the business license process
and the impact on businesses that have to obtain other licenses with the city.
Councilmember Prigge noted that a historical council voting list was recently added to the
website. He thanked staff for preparing and adding this information to the website.
Mayor Kaptain congratulated the Mooseheart on their 100th anniversary.
Announcements from Staff
Laura Valdez, Administrative Intern, announced upcoming city events.
Adjournment
Councilmember Steffen made a motion, seconded by Councilmember Gavin, to adjourn and go
into the Executive Session for the purpose of discussing the following matters. Upon a roll call
vote: Yeas: Councilmembers Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen,
and Mayor Kaptain. Nays: None.
Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public
Office, When the Public Body is Given Power to Appoint Under Law or
Ordinance, or the Discipline, Performance or Removal of the Occupant of a
Public Office, When the Public Body is Given Power to Remove the Occupant
Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open
Meetings Act
Committee of the Whole
July 24, 2013
Page 5
Purchase or Lease of Real Property for the Use of the Public Body - Exempt
Under Section 120/2(c)(5) of the Open Meetings Act
The meeting adjourned at 9:10 p.m.
s/ Kimberly Dewis August 14, 2013
Kimberly Dewis, City Clerk Date Approved