HomeMy WebLinkAboutd - March 1, 2014 COW (Special)
SPECIAL COMMITTEE OF THE WHOLE MEETING
March 1, 2014
The special Committee of the Whole meeting was called to order by Mayor Kaptain at 9:00 a.m.
at Hawthorne Hill Nature Center located at 28 Brookside Drive. Present: Councilmembers
Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain.
Absent: None.
Update on Strategic Plan/Business Plans
City Manager Stegall provided an overview of the Strategic Plan and the Business Plan. He
noted the progress in each area.
Aaron Cosentino, Management Analyst, presented the quarterly report to the City Council. He
provided information regarding the format and the executive summary. A copy of the
presentation is on file in the City Clerk’s office. During his presentation he drew attention to
such items as the priority highlight, priority analysis, performance measures and quarterly and
year to date information.
Business Plans: Code 2.0
City Manager Stegall introduced the concept of Code Enforcement 2.0. He made comparisons
to the Police Department and the implemented improvements that resulted in a 40 year low in
crime. He noted that the City Council creates the conditions for success by providing the
resources and tools. And the staff executes the plan and is accountable for the results.
Community Development Director Marc Mylott presented policy changes to improve the current
code enforcement program. A copy of the presentation is on file in the City Clerk’s office. Mr.
Mylott outlined the current practices and outlined proposed changes to the code enforcement
program. These changes included: a fair warning system with managed discretion, compliance
based, using appropriate technology, and utilizing meaningful performance measures.
Mr. Mylott proposed that a residential structure and property maintenance assessment be
conducted. This is a comprehensive review of all the property in the city, with recurring reviews
every five years, to provide a baseline of property conditions. This data would provide for
concrete measures of improvement.
The overall feedback from the council was positive towards the proposed changes to the code
enforcement department. There was discussion regarding the number of code cases; staffing
numbers; bilingual staff; cross training of other departments; absentee landlords; how tickets are
handled through administrative adjudication; and the time and cost involved in conducting a
residential structure and property maintenance assessment.
Committee of the Whole
March 1, 2014
Page 2
Councilmember Gavin moved, seconded by Councilmember Dunne, to move forward with three
policy changes proposed in Code Enforcement 2.0: allow for managed discretion, implement a
fair warning system, and increase visibility of the code department. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
The Council held a brief recess from 10:40 a.m. to 10:50 a.m.
Communications and Marketing
City Manager Stegall asked the council for final direction regarding the communications and
marketing program for the city. He reviewed the different areas: communication, community
engagement, and marketing, and the level of success for each area.
There was discussion regarding other agencies involved in the marketing of Elgin, internal
communications, funding sources for a communications and marketing position, and a Request
for Proposal (RFP) for marketing services and campaign.
Councilmember Moeller moved, seconded by Councilmember Powell, to direct staff to move
forward with recruitment of a communications director, including a Request for Proposal (RFP)
for marketing services and campaign. Upon a roll call vote: Yeas: Councilmembers Gavin,
Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
Councilmember Dunne.
Diversity Initiatives
An update on the diversity initiatives was provided to the council. Topics that were covered
were the diversity and inclusion definition, progress to date, action plan goals, priorities, and
strategies. The goals that were outlined included: leadership commitment, workforce diversity,
workplace inclusion, program and service development and delivery and marketplace diversity.
The council provided feedback on the initiative noting it was not a project with a beginning and
end, but an evolution in thinking and creating a future. There was discussion regarding the
explorer program for both police and fire, the board of police and fire commissioners hiring
standards, and the budgeted costs for the diversity initiatives.
Councilmember Moeller moved, seconded by Councilmember Powell, to review the current
application policy for the Board of Fire and Police Commissioners. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Committee of the Whole
March 1, 2014
Page 3
The Council held a recess from 12:15p.m. – 1:00p.m.
Budget and Finance Update
Chief Financial Officer, Colleen Lavery, noted that while the budget was adopted on December
18, 2013, on January 1, 2014, it was necessary to adjust the budget to reflect the actual financial
activity to be undertaken during the year. The nature of multi-year initiatives requires that funds
allocated in the previous year be rolled into the current year as a means of financing the
completion of these ongoing projects. She noted further that the speculative nature of budgeting
makes it difficult to predict with accuracy the revenues to be collected or the expenditures to be
incurred at the fiscal year’s inception. Shortfalls in revenue and overages in expenditures require
that the budget be rebalanced throughout the year.
Ms. Lavery explained the process by which the funds are rebalanced and the limited options
available to accomplish this goal. She provided three examples of funds that needed rebalancing
efforts this year including the riverboat fund, the park development fund, and the public works
snow removal overtime costs
There was discussion regarding the impact the extreme winter weather has had on budget. There
were concerns over pothole and water main repairs, the amount of salt used and the impact of
snow removal related overtime.
Results of request for proposals for the former Fox River County Day School Property
Corporation Counsel Cogley reviewed the history of the property. He highlighted the requests
for proposal for the property and reviewed the results. There were two proposals received, one
from the Elgin Academy and the other from the Elgin Charter School initiatives. The uses of the
two groups are complimentary and the city could still utilize the property should the proposals be
accepted. Mr. Cogley reviewed the proposed terms of the lease, the estimates for renovations,
and utilities for the buildings.
There was discussion regarding the proposed terms of the lease, the costs to renovate the
buildings, and conflicts of interest. The current state of the buildings, the option for selling
rather than leasing the property, and the charter school process was also discussed.
Councilmember Steffen moved, seconded by Councilmember Moeller, to move forward with
negotiation of the proposed lease of the property to Elgin Charter Initiative and Elgin Academy.
Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: Councilmember Prigge.
Committee of the Whole
March 1, 2014
Page 4
Contract with Andres Medical Billing Ltd. for Emergency Medical Service Billing
Collection and Management Reporting
City Manager Stegall asked that this item be continue to the March 19, 2014 Committee of the
Whole and City Council agendas for consideration.
Future Meeting Dates and Topics
City Manager Stegall outlined the upcoming quarterly meeting dates and the anticipated topics
for each meeting.
Adjournment
Councilmember Shaw moved, seconded by Councilmember Steffen, to adjourn. Upon a roll call
vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
The meeting adjourned at 2:45 p.m.
s/ Kimberly Dewis April 9, 2014
Kimberly Dewis, City Clerk Date Approved