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COMMITTEE OF THE WHOLE MEETING
March 19, 2014
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 Steffen made a motion, seconded by Councilmember Shaw, to approve the
minutes of the February 26, 2014, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Gavin, Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor
Kaptain. Nays: None. Abstain: Councilmember Dunne.
Consideration of Contract with Andres Medical Billing for Emergency Medical Service
Billing, Collection and Management Reporting
Councilmember Steffen made a motion, seconded by Councilmember Shaw, 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 Dunne stated his support for this action. He felt it was proactive, and could save
the city money by lowering collection fees.
A resolution will be presented at tonight’s Council meeting for passage by the City Council.
Consideration of Adoption of the 2014 Official Zoning Map
An ordinance will be presented at tonight’s Council meeting for passage by the City Council.
4th of July Announcement - Grand Victoria Casino/ Ron Onesti
Ron Onesti, entertainment for the Grand Victoria Casino, and Jim Thomason, General Manager
of the Grand Victoria Casino announced a portion of the 2014 concert line up. This included the
musical entertainment, and fireworks, for the 4th of July weekend.
Committee of the Whole
March 19, 2014
Page 2
Elgin Area Historical Society Presentation
George Rowe, President of the Elgin Area Historical Society, provided a report on the activities
at the Historical Society. He noted projects and events such as the Annual Cemetery Walk, the
African American History Project, and the Windmill at Foundry Park. He also highlighted the
accomplishments of the staff, volunteers and board of directors.
Consideration of 2014 Riverboat Grant Award Program Recommendations
Councilmember Moeller made a motion, seconded by Councilmember Gavin, to remove the item
from the table. 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 Dunne, to approve the
2014 Riverboat Grant Award Program in the amount of $200,000 to assist and support local not-
for-profit agencies in providing social services to the community.
There was discussion on how allocations are determined and the level of involvement by the city
council. Councilmember Steffen outlined redistributions of funding to assist the Boys and Girls
Club. Councilmember Prigge asked how the funds are distributed and suggested that how that
fundraising is handled by the groups should be considered during this process. Mayor Kaptain
suggested providing proposals to the City Manager for compilation and presentation.
Councilmember Dunne made a motion, seconded by Councilmember Steffen, to table the item.
Upon a roll call vote: Yeas: Councilmembers Dunne, Powell, Prigge, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: Councilmembers Gavin and Moeller.
Consideration of Engineering Services Agreement with Wills Burke Kelsey Associates, Ltd.
for the 2014 Neighborhood Street Resurfacing South Program
Councilmember Gavin made a motion, seconded by Councilmember Steffen, to approve an
agreement with Wills Burke Kelsey Associates, Ltd. in the amount of $265,000 to provide on-
going maintenance of city streets in order to strengthen the city’s neighborhoods and the overall
appearance of the community. 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 19, 2014
Page 3
Consideration of Amendment No. 1 to the Professional Services Agreement with Civiltech
Engineering, Inc. to add Construction Administration Engineering Services for a 2014
Street Rehabilitation Project
There was a discussion regarding the options for repairing the streets that were impacted by the
severe winter weather. City Manager Stegall noted there would be recommendations on how to
address road conditions coming forward in the next month.
Councilmember Moeller made a motion, seconded by Councilmember Steffen, to approve an
agreement with Civiltech Engineering, Inc. in the amount of $345,203 to ensure quality
infrastructure and strengthen the city’s neighborhoods by administrating the construction of a
street rehabilitation project. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin,
Moeller, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Acceptance of Law Enforcement and Prosecution-Based Victim
Assistance Services Program Grant for the Domestic Violence Case Manager Position
Councilmember Gavin made a motion, seconded by Councilmember Steffen, to accept the grant
in the amount of $33,628 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.
Consideration of Automatic External Defibrillator Grant Awards
Councilmember Moeller made a motion, seconded by Councilmember Dunne, to accept the grant
in the amount of $6,675 for the automatic external defibrillators to reduce the percentage of
sudden cardiac arrests resulting in death in Elgin and to use remaining funding for educational
training. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell, Prigge,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Hazardous Material Disposal
Councilmember Prigge proposed looking into having a hazardous material disposal site in Elgin.
There was discussion regarding the EPA regulations, liabilities, costs, programs currently
available to residents, and the potential to issue a request for proposal.
Councilmember Prigge made a motion, seconded by Councilmember Powell, to direct staff to
look into the facts and options to set up a hazardous material disposal site. Upon a roll call vote:
Yeas: Councilmembers Dunne, Moeller, Powell, Prigge, Shaw, Steffen, and Mayor Kaptain.
Nays: Councilmember Gavin and Rauschenberger.
Committee of the Whole
March 19, 2014
Page 4
Economic Development Report/Incentive Payouts
Councilmember Prigge suggested that there should be a follow up report to the council regarding
the approved economic development packages. He asked that the initial report start in 2009 and
contain information regarding the terms of the agreements and if those terms have been met.
There was discussion regarding the current practices, what recourse the city had in the
agreements and if the information was currently available.
Councilmember Prigge made a motion, seconded by Councilmember Shaw, to direct staff to
within 30 days present an inclusive list of businesses from 2009 to date with the results of
economic development agreements that were entered into. Upon a roll call vote: Yeas:
Councilmembers Moeller, Powell, Prigge, and Rauschenberger. Nays: Councilmember Dunne,
Gavin, Shaw, Steffen, and Mayor Kaptain.
City Indebtedness/Business License
Councilmember Prigge made a motion, seconded by Councilmember Shaw, to table the
discussion. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Moeller, Powell,
Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Videotaping of All Official City Meetings
Councilmember Prigge proposed that all official city council meeting be video and audio taped
and be provided on line and via TV stations. There were discussion regarding costs, staff,
equipment, transport of equipment, facilities that accommodate, transparency, retreats and the
goals of not recording.
Councilmember Prigge made a motion, seconded by Councilmember Shaw, to videotape and
audio tape all official city council meetings. Upon a roll call vote: Yeas: Councilmember
Prigge. Nays: Councilmembers Dunne, Gavin, Moeller, Powell, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain.
Final Public Hearing Regarding Fiscal Year 2014 Community Development Block Grant
Program
Mayor Kaptain opened the public hearing. Community Development Director Marc Mylott
provided an overview of the program, the applications, and noted there were no public comments
provided during the designated period.
Committee of the Whole
March 19, 2014
Page 5
Councilmember Shaw asked about using a portion of the funding to complete required ADA
improvements. There was a discussion regarding this use of funding and it was determined that
for this year the ADA project would not meet the minimum cost of $25,000. Mayor Kaptain
closed the public hearing.
Councilmember Dunne made a motion, seconded by Councilmember Steffen, authorized staff to
complete the application for the 2014 Fiscal Year Community Development Block Grant
program and re-allocate excess grant funds through a substantial amendment to the city’s 2013
Annual Action Plan. 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 announced a fundraising program, consisting of recycling electronics, for
the Association for Individual Development (AID). For further details resident should visit the
AID website.
Announcements from Staff
Laura Valdez-Wilson, Management Analyst in the City Manager’s Office, announced upcoming
city events.
Adjournment
Councilmember Shaw made a motion, seconded by Councilmember Dunne, 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 7:40 p.m.
s/ Kimberly Dewis April 9, 2014
Kimberly Dewis, City Clerk Date Approved