HomeMy WebLinkAbouty - December 4, 2013 COW COMMITTEE OF THE WHOLE MEETING December 4, 2013
The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 5:00 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 November 13, 2013, special meeting. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Councilmember Moeller made a motion, seconded by Councilmember Steffen, to approve the
minutes of the November 16, 2013, special meeting. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Moeller, Powell, Rauschenberger, Shaw, Steffen, and Mayor
Kaptain. Nays: None. Abstain: Councilmember Prigge
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to approve the
minutes of the November 20, 2013, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
2014 Budget
City Manager Stegall reviewed the items that would be discussed tonight and the remaining
schedule for the budget discussions.
City Manager Stegall asked for policy direction regarding the 4th of July. He outlined the
current options; partner with Hoffman Estates in the Northwest Fourth Fest, hold fireworks in the
city or do nothing.
Councilmember Powell made a motion, seconded by Councilmember Shaw, to not partner with
Hoffman Estates in the Northwest Fourth Fest in 2014. Upon a roll call vote: Yeas:
Councilmembers Gavin, Moeller, Powell, Prigge and Shaw. Nays: Councilmembers Dunne,
Rauschenberger, Steffen, and Mayor Kaptain.
Assistant City Manager Rick Kozal provided information regarding Wing Park pool and the
potential of an abbreviated season starting on July 1, 2014. There was discussion regarding the
timing of the necessary work, the impact on pool passes, pool staffing and necessary inspections.
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December 4, 2013
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City Manager Stegall provided a history of the user fee study. He proposed having an intern
complete the study in order control costs. There was discussion about the pros and cons of an
intern completing the study or having a consultant complete the work.
Utility Fund
Colleen Lavery, Chief Financial Officer, provided details in regards to the Utility Fund which
combines the water and sewer funds. The combined service revenue in 2013 is projected to be
$28,250,000 which is slightly greater than budgeted revenues of $28,117,000. And the Utility
funds estimated expenditures for 2013 total $29,567,660.
Ms. Lavery noted that the water and sewer rates will remain unchanged for 2014. The Utility
Fund’s estimated revenues for 2014 total $28,459,960 and the funds estimated expenditures for
2014 total $28,977,730.
She noted that Strand Associates recently conducted a water and sewer rate study for the purpose
of developing a rate structure that would generate the level of revenues needed to finance the
ongoing operations and capital initiatives of the Utility Fund. The Strand study considered the
three common methodologies for billing consumers based on consumption. The currently used
Uniform Block Rate Structure was recommended. The report acknowledges that uniform rates
do not provide an inducement for water preservation but states that “the City’s water users seem
to be decreasing their water consumption through conservation, water saving fixtures and
appliances, and a reduced number of new lawns.” This suggests that a rate structure that focuses
on water preservation is not necessary.
There was discussion regarding residential and business rates; rates that are charged by
surrounding communities; chemical costs; water consumption and conservation efforts.
User Fees
Ms. Lavery reviewed the proposed rate increases which included refuse fees, inspections fees,
parks and recreation rental fees, and golf course fees.
There was discussion regarding the various fee changes and the potential impact on residents and
businesses. There was a discussion regarding the membership fee for the Centre and The
Eastside Recreation Center (ERC) and the potential of offering a combined membership. Also,
discussed were different options to utilize the Centre and efforts to control costs. There were
questions regarding the cost of the temporary sign fee including how many had been issued and
if the cost was justified.
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December 4, 2013
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There was discussion regarding decreasing the natural gas tax. There was discussion about the
impact this change would have on the budget and revenue diversification. It was noted that any
change to the gas tax may not go into effect for six months because of notification requirements.
Councilmember Shaw made a motion, seconded by Councilmember Gavin, to cut the natural gas
tax by 5% for 2014. After further discussion the motion was amended.
There was discussion regarding any proposed cuts to balance lost revenue; other impacts to the
resident such as lowered property tax, the potential to reexamine on quarterly basis this type of
change, and comparisons to the state pension situation. There were concerns about how a
change to the gas tax or refuse fee would be handled administratively.
Councilmember Shaw made a motion, seconded by Councilmember Gavin, to reduce the refuse
fee overall intake by a million dollars. Upon a roll call vote: Yeas: Councilmembers Gavin,
Prigge and Shaw. Nays: Councilmembers Dunne, Moeller, Powell, Rauschenberger, Steffen,
and Mayor Kaptain.
Motion failed.
Councilmember Gavin made a motion, seconded by Councilmember Shaw, to delete the
landscape bag subsidy program that costs the city approximately $40,000 annually. Upon a roll
call vote: Yeas: Councilmembers Dunne, Gavin, Powell, Prigge, Rauschenberger, Shaw, and
Mayor Kaptain. Nays: Councilmembers Moeller, and, Steffen.
Motion carried.
Adjourn to the City Council Meeting
Councilmember Dunne made a motion, seconded by Councilmember Powell, to adjourn the
meeting and reconvene after the City Council 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 7:40 p.m.
Mayor Kaptain reconvened the Committee of the Whole at 8:37 p.m. Present: Councilmembers
Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain.
Absent: None.
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December 4, 2013
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Consideration of Resolution Establishing a Schedule of City Council Meetings for 2014
Councilmember Moeller made a motion, seconded by Councilmember Dunne, to remove the
item from the table for consideration. Upon a roll call vote: Yeas: Councilmembers Dunne,
Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
None.
Councilmember Moeller made a motion, seconded by Councilmember Gavin, to establish a
schedule of City Council meetings for 2014 to comply with the requirements of the Open
Meetings Act. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell,
Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Contract with BTE Video, Inc. for TV Production Programming and
Video Services
Councilmember Moeller made a motion, seconded by Councilmember Powell, to award a
contract to BTE Video, Inc. for the TV Production Programming and Video Services in the
amount of $37,125 to continue to provide informative television programming highlighting city
service and event. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Moeller,
Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Abstain:
Councilmember Prigge.
Consideration of Fire Protection Agreements with Illinois Tool Works, DSM Desotech and
St. Charles Properties
Councilmember Gavin made a motion, seconded by Councilmember Dunne, to authorize the fire
protection agreements with Illinois Tool Works, DSM Desotech and St. Charles Properties in the
amount of $61,020 in revenue to provide an economically beneficial way by which the resources
of the city’s Fire Department can be utilized by properties located outside of city borders when
required. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Prigge,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Contract with Equipment Management Company for the Purchase of
Fire Department Protective Turnout Clothing
Councilmember Dunne made a motion, seconded by Councilmember Moeller, to authorize the
contract with Equipment Management Company for the purchase of Fire Department protective
turnout clothing in the amount of $83,350 for two years of product and service in order to
provide Elgin firefighters with state-of-the-art protective turnout clothing and equipment. Upon a
roll call vote: Yeas: Councilmembers Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None. Councilmember Dunne abstained.
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December 4, 2013
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Consideration of Contract with Genesis Employee Benefits as the Flexible Spending
Program Administrator
Councilmember Gavin made a motion, seconded by Councilmember Steffen, to authorize the
contract with Genesis Employee Benefits as the Flexible Spending Program Administrator in the
amount of $12,000 to enable employees to pay for health and dependent care services on a pre-
tax basis, thereby lowering taxable income for both the employee and the city. Upon a roll call
vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
Consideration of Contract with Creekside Printing for Printing of 2014 Parks and
Recreation Program Brochure
Councilmember Dunne made a motion, seconded by Councilmember Moeller, to authorize the
contract with Creekside Printing for the printing of the 2014 Parks and Recreation Program
brochure in the amount of $22,930 to provide a comprehensive brochure of Parks and Recreation
services at the lowest cost possible. Upon a roll call vote: Yeas: Councilmembers Dunne,
Gavin, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Councilmember Moeller abstained.
Consideration of Amendment to Unclaimed Property Ordinance to Allow for Improved
Remediating Efficiencies with Unclaimed Property Stored in the Police Department’s
Evidence Room
Councilmember Moeller made a motion, seconded by Councilmember Steffen, to amend the
unclaimed property ordinance to allow for improved remediating efficiencies with unclaimed
property stored in the Police Department’s evidence room. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Consideration of Contract with Warehouse Direct for the Purchase of Police Facility Office
Work Space Furniture
Councilmember Gavin made a motion, seconded by Councilmember Moeller, to authorize the
contract with Warehouse Direct for the purchase of Police Facility office work space furniture in
the amount of $71,682 in order to create more efficient work environment by replacing the
cubicles, desks and storage units in the records, crime-free housing and traffic areas. Upon a roll
call vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
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December 4, 2013
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Consideration of Acceptance of Law Enforcement and Prosecutor-Based Victim Assistance
Services Program Grant for the Domestic Violence Case Manager Position
Councilmember Moeller made a motion, seconded by Councilmember Steffen, to accept the Law
Enforcement and Prosecutor-Based Victim Assistance Services Program Grant for the Domestic
Violence Case Manager Position in the amount of $38,858 grant and $9,714 in-kind contribution
in order to continue to offer domestic violence support services to the community. Upon a roll
call vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
Announcements from Council
Councilmember Dunne invited the community to attend a ceremony on December 7, 2013 at the
Veteran’s Memorial in honor of Pearl Harbor Day.
Councilmember Gavin recently attended the Heritage Commission’s Building Plaque Ceremony
and noted the success of the event and the program.
Councilmember Prigge acknowledged the Police Department in their recent efforts in solving a
murder quickly and helping the victim’s family.
Announcements from Staff
Laura Valdez, Administrative Intern, announced upcoming city events.
Adjournment
Councilmember Dunne made a motion, seconded by Councilmember Steffen, to adjourn and go
into the Executive Session for the purpose of discussing the following matters. Upon a roll call
vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
Establishment of Reserves or Settlement of Claims as Provided in the Local
Governmental and Governmental Employees Tort Immunity Act - Exempt
Under Section 120/2(c)(12) of the Open Meetings Act
The meeting adjourned at 8:47 p.m.
s/ Kimberly Dewis December 18, 2013
Kimberly Dewis, City Clerk Date Approved