HomeMy WebLinkAboutj - May 14, 2014 COW
COMMITTEE OF THE WHOLE MEETING
May 14, 2014
The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:05 p.m.
in the Council Chambers. Present: Councilmembers Dunne, Gavin, 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 April 23, 2014, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Dunne, Gavin, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
None.
Fox River Country Day School Presentation
Councilmember Steffen made a motion, seconded by Councilmember Dunne, to table the
presentation for the Fox River Country Day School. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays:
Councilmembers Prigge and Shaw.
Consideration of Purchase of Services Agreement with Elgin Area Chamber of Commerce
Councilmember Prigge and Councilmember Rauschenberger stated their concerns regarding
renewing the service agreement with the Elgin Area Chamber of Commerce, including business
retention, and how the chamber is funded. Other Councilmembers were in favor of the
agreement citing the use of volunteers, expertise in the area of economic development, and not
needing to expand staff.
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to approve a
contract with the Elgin Area Chamber of Commerce in the amount of $275,000 annually for a
three year agreement to provide economic development services including small businesses
assistance, business retention outreach and foreign trade initiatives through “sister city” and other
similar programs. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Powell, Shaw,
Steffen, and Mayor Kaptain. Nays: Councilmembers Prigge and Rauschenberger.
Committee of the Whole
May 14, 2014
Page 2
Consideration of Purchase of Service Agreement with the Downtown Neighborhood
Association of Elgin
Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve a
contract with the Downtown Neighborhood Association in the amount of $135,000 to provide
economic development services, including assistance to small businesses. Upon a roll call vote:
Yeas: Councilmembers Dunne, Gavin, Powell, Rauschenberger, Shaw, and Mayor Kaptain.
Nays: Councilmember Prigge. Councilmember Steffen abstained.
Consideration of Contract Transfer to Mead and Hunt for Engineering Services for the
Police Security System
Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve the
transfer of the balance of the contract with Arnold and O’Sheridan to Mead and Hunt in the
amount of $41,000 for the engineering services necessary to upgrade police security systems.
Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Powell, Prigge, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Agreements with Elgin Youth Sport Organizations to Provide Sports
Programming
Councilmember Gavin made a motion, seconded by Councilmember Powell, to approve various
agreements to provide youth sports programs by partnering with volunteer organizations. Upon a
roll call vote: Yeas: Councilmembers Dunne, Gavin, Powell, Prigge, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
Consideration of 2014 Youth Sports Capital Improvement Grants
Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve
financial assistance to Elgin-based youth sports organizations as recommended by the Parks and
Recreation Advisory Board in the amount of $48,750 for making capital improvements on city-
owned property. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Powell, Prigge,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Committee of the Whole
May 14, 2014
Page 3
Consideration of Authorization to Request Proposals from Third-Party Vendors to
Conduct Rental Residential Property Licensing Inspections
City Manager Stegall noted that this was not an approval of the outsourcing of the rental
licensing inspections rather to gauge the Council’s interest in contracting with a third party to
handle these inspections.
There was discussion regarding the increase in rental license application, similarity to the
vacancy property inspections, the fees involved to the landlords, and the next steps in this
process.
Councilmember Prigge made a motion, seconded by Councilmember Steffen, to concur with
staff’s recommendation to move forward with contracting for third part rental residential property
inspections services to enhance the efficiency and effectiveness of the code enforcement staff.
Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Powell, Prigge, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Sole Source Agreement with Smith Ecological Systems for the Purchase of
Three Controller Upgrade Kits for Lime Slakers and Feeders at the Riverside Water
Treatment Plant
Councilmember Powell made a motion, seconded by Councilmember Gavin, to approve an
agreement with Smith Ecological Systems in the amount of $62,735 to replace the obsolete
controllers with upgraded equipment at the Leo Nelson Riverside Water Treatment Plant to
continue to provide the city with the ability to soften the water. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor
Kaptain. Nays: None.
Consideration of Agreement with Engineering Enterprises, Inc. for Grant Writer Services
City Manager Stegall outlined the process by which Engineering Enterprises Inc. would receive
grants and payment. He also noted the flexibility the city has in deciding to accept the proposals
from Engineering Enterprises.
Councilmember Dunne made a motion, seconded by Councilmember Gavin, to approve an
agreement with Engineering Enterprises, Inc. to provide grant writer services program to apply
for grants from various agencies for projects that will benefit the city. Upon a roll call vote:
Yeas: Councilmembers Dunne, Gavin, Powell, Prigge, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Committee of the Whole
May 14, 2014
Page 4
Consideration of License Agreement with Justin Hodge to Allow Pedal Boat Rental and
Food Concessions in Festival Park
There was discussion regarding renewal options, if a food handler permit was necessary, and that
it was necessary for an agreement to operate a private enterprise on city property.
Councilmember Gavin made a motion, seconded by Councilmember Steffen, to approve the
license agreement with Justin Hodge, with a multiyear renewal option, to allow pedal boat rental
and food concession in Festival Park to provide additional activities and amenities for park
visitors. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Powell, Prigge,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Announcements from Council
Councilmember Rauschenberger announced a Mortgage Relief Event to be held at Elgin
Community College from 9:00 a.m. to 1:00 p.m. on June 14, 2014.
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, Powell, Prigge,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
The meeting adjourned at 6:55 p.m.
s/ Kimberly Dewis May 28, 2014
Kimberly Dewis, City Clerk Date Approved