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Home My WebLink Aboutzzz - December 17, 2014 COW COMMITTEE OF THE WHOLE MEETING December 17, 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, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Approval of Minutes Councilmember Shaw made a motion, seconded by Councilmember Gavin, to approve the minutes of the December 3, 2014, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Councilmember Steffen made a motion, seconded by Councilmember Shaw, to approve the minutes of the December 6, 2014, special meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Additional Funding of the Police Pension Fund City Manager Stegall outlined the proposed additional funding to the Police Pension Fund and the timing of the payments. An ordinance will be presented at tonight’s Council meeting for passage by the City Council. There was discussion regarding the timing and the amounts of the accelerated payments. Judson University Strategic Plan Presentation - Dr. Gene Crume Dr. Gene Crume, President of Judson University, presented the university’s strategic goals and their impact on the community. A copy of the presentation is on file in the City Clerk’s office. He noted upcoming renovations, economic impacts, and partnerships within the community. First Public Hearing - Program Year 2015 Community Development Block Grant Community Development Director Marc Mylott provided and overview of the program noting that this evening would provide a public forum to consider applications for the 2015 Annual Action Plan for the Community Development Block Grant program year. Lynn Kennedy, Open Door Clinic, highlighted the projects they had used funds for in the past and noted they were requesting funding this year to assist with energy efficiencies in their facilities. Committee of the Whole December 17, 2014 Page 2 Mr. Mylott outlined the next steps in the process noting dates of upcoming work sessions to review applications. Consideration of Acceptance of Easements for Public Improvements known as the Otter Creek Phase 5A Interceptor Sewer and Water Main Located in the Highland Woods Subdivision Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve the acceptance of the related easements for the Otter Creek Phase 5A Interceptor Sewer and Water Main within the Highland Woods Subdivision to fulfill the city’s obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Engineering Services Agreement with Engineering Enterprises Inc. for the Larkin Avenue Local Agency Functional Overlay Project Councilmember Powell made a motion, seconded by Councilmember Gavin, directed staff to prepare an analysis within the first quarter of 2015 on the potential issuance of bonds for street rehabilitation and other capital projects. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve an agreement with Engineering Enterprises, Inc. in the amount of $63,928 for the engineering services necessary to prepare, design, and bid the Larkin Avenue Local Agency Functional Overlay Project which will provide on-going maintenance of city streets in order to strengthen the city’s main thoroughfares, commercial districts and the overall appearance of the community. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Change Order No. 1 with Equipment Management Company for Fire Department Protective Turnout Clothing (RFP -070) There was discussion regarding turnout gear, its useful life span, and what is done with it after the ten year span. Committee of the Whole December 17, 2014 Page 3 Councilmember Rauschenberger made a motion, seconded by Councilmember Steffen, to approve Change Order No. 1 with Equipment Management Company in the amount of $17,900 to provide Elgin firefighters with state-of-the-art protective turnout clothing and equipment. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, 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 Powell made a motion, seconded by Councilmember Steffen, to approve an agreement with the Illinois Criminal Justice Information to accept the grant award to support the position of the domestic violence case manager in the amount of $33,628, with a local matching contribution of $8,407 of in-kind services in order to continue to offer domestic violence support services to the community. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Contract with Konica Minolta Business Solutions for Six Digital Copiers (RFP 14-048) Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve a contract with Konica Minolta Business Solutions in the amount of $65,548 for the lease of five black and white devices, and one color multi-functional device in order to expedite services, increase efficiencies and provide devices which are an essential component of the city’s efforts to create a sustainable records management program. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Three-Year Contract with BTE Video for monthly TV Production Programming and Video Services Councilmember Gavin made a motion, seconded by Councilmember Steffen, to approve a three- year agreement with BTE Video, Inc. in the amount of $117,775 for the 2015-2017 Programming to continue to provide informative television programming highlighting city services and events. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Councilmember Prigge abstained. Committee of the Whole December 17, 2014 Page 4 Consideration of Change Orders 1 to 4 to Contract with Earthwerks Land Improvement Corporation for Construction of Jack Cook Regional Park Councilmember Dunne made a motion, seconded by Councilmember Steffen, to table the Change Orders with Earthwerks Land Improvement Corporation. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Councilmember Dunne wished the community happy and safe holidays. Mayor Kaptain expressed condolences on behalf of the city council to Councilmember Rauschenberger on the loss of her mother. Adjournment Councilmember Shaw made a motion, seconded by Councilmember Martinez, 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, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Under Section 120/2(c)(2) of the Open Meetings Act Pending, Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2(c)(11) of the Open Meetings Act The meeting adjourned at 6:45 p.m. s/ Kimberly Dewis January 14, 2014 Kimberly Dewis, City Clerk Date Approved