HomeMy WebLinkAboutv - December 7, 2016 COW COMMITTEE OF THE WHOLE MEETING December 7, 2016
The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 5:05 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 Martinez, to approve the
minutes of the November 16, 2016, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor
Kaptain. Nays: None. Councilmember Prigge abstained.
2017 Budget Discussion
City Manager Kozal provided an overview of the topics to be discussed at this meeting and the
remaining budget meeting schedule. A copy of the meeting’s presentations are on file in the
City Clerk’s office.
Recreation Fund
Debra Nawrocki, Chief Financial Officer, provided the revenue and expenditure information for
2016 and the projections for 2017 for the Recreation Fund. She noted that improvements to the
Centre provided an increase in memberships, in particular memberships at the platinum level.
Randy Reopelle, Parks and Recreation Director, presented information regarding user fees for
recreation facilities. He reviewed how the staff determines if any user fee changes are
necessary. There was discussion regarding the marketing and utilization of the various parks and
recreations facilities.
Golf Fund
Debra Nawrocki, Chief Financial Officer, presented information on the Golf Fund. She noted
that this was an enterprise fund, therefore revenues must cover expenditures. Revenue sources
included greens fees, golf lessons and driving range fees. The expenditures included floor
replacement at Bowes Creek and an annual equipment maintenance program.
There was discussion regarding the different golf course price points and potential marketing
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partnership opportunities. Mike Lehman, Golf Operations Director, provided details regarding
the increase to greens fees at Wing Park and Highlands and a simplified rate structure at Bowes
Creek Golf Courses. There was discussion regarding the tee time reservation software,
sustainability practices, and activities during the off season.
Consideration of Three-Year Lease Agreement with 164 Division St. LLC for the Elgin
Arts Showcase
There was discussion regarding terms of the lease, rate structure, competing venues in the
downtown area, and how often the space is rented.
Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve a three-
year lease agreement with 164 Division St. LLC for the continued use of the Elgin Arts
Showcase in the amount of $140,251 to be paid over the term of the lease in order to continue to
provide cultural arts opportunities and attract visitors to Downtown Elgin. Upon a roll call vote:
Yeas: Councilmembers Gavin, Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: Councilmember Dunne.
Consideration of Acceptance of Public Improvements and Easements within the Site
Located at 508 North McLean Boulevard
Councilmember Gavin made a motion, seconded by Councilmember Steffen, to approve the
acceptance of the public improvements and related easements for ownership and maintenance
within the site located at 508 North McLean Boulevard ($2,600 estimated five-year maintenance
cost) 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 Acceptance of a Plat of Easement for Stormwater Management Purposes
within the Site Located at 750 Davis Road
Councilmember Dunne made a motion, seconded by Councilmember Martinez, to approve the
acceptance of the Plat of Easement for Stormwater Management purposes within the site located
at 750 Davis Road in order 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 Acceptance of Stormwater Management Easement at 1200 Gasket Drive –
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Martam Construction
Councilmember Martinez made a motion, seconded by Councilmember Gavin, to approve the
acceptance of the stormwater management easement within the site located at 1200 Gasket Drive
in order to fulfill the city’s obligation to provide facilities, improvements and appurtenances with
various public utilities and distribution systems 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 Acceptance of Public Improvements and Easements within the Site
Located at 2601 Galvin Drive
Councilmember Steffen made a motion, seconded by Councilmember Dunne, to approve the
acceptance of the public improvements and related easements for ownership and maintenance
within the site located at 2601 Galvin Drive ($4,413 estimated five-year maintenance cost) in
order 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 Acceptance of Public Improvements and Easement at 2630 Auto Mall
Drive
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the
acceptance of the public improvements and related easement for ownership and maintenance
within the site located at 2630 Auto Mall Drive ($2,880 estimated five-year maintenance cost) in
order 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 Acceptance of Public Improvements within the Elgin Wal-Mart / Sam’s
Club Subdivision
Councilmember Dunne made a motion, seconded by Councilmember Powell, to approve the
acceptance of the public improvements for ownership and maintenance in the Elgin Wal-Mart /
Sam’s Club Subdivision ($16,854 estimated five-year maintenance cost) in order 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 Acceptance of Public Improvements within the Columbine Subdivision as
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Part of the Elgin Wal-Mart / Sam’s Club Subdivision
Councilmember Martinez made a motion, seconded by Councilmember Steffen, to approve the
acceptance of the public improvements for ownership and maintenance in the Columbine
Subdivision which were constructed as part of the Elgin Wal-Mart / Sam’s Club Subdivision
($2,932 estimated five-year maintenance cost) in order 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 Fire Protection Agreements with Illinois Tool Works, DSM Desotech and
St. Charles Properties
Councilmember Dunne made a motion, seconded by Councilmember Martinez, to approve fire
protection agreements for $66,748 in combined revenue with Illinois Tool Works, DSM
Desotech, and St. Charles Properties in order 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,
Martinez, Powell, Prigge, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of 655 Oak Street - Release of Liens and Other Debts and Amend
Community Development Block Grant Annual Action Plan to Facilitate Property’s
Demolition and Construction of New Dwelling by Habitat for Humanity
Councilmember Martinez made a motion, seconded by Councilmember Gavin, to approve the
release of liens and other outstanding debts totaling $14,492 and reallocate $25,000 of
Community Development Block Grant funding to enable Habitat for Humanity to accept the
donation of 655 Oak Street, demolish the existing house, and construct a new, single-family
dwelling. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Purchase of Services Agreement with Elgin Area Chamber of Commerce
Representatives from the Elgin Area Chamber of Commerce; Carol Gieske, Tony Lucenko, and
Jason Pawlowski, provided a video and presentation.
There was discussion regarding the deliverables of the agreement, vacant retail space, the
chamber’s office space, and the economic development efforts of the EDG (Elgin Development
Group). The possibility of bringing economic development professionals back as a city
department and the costs associated with that change were also discussed.
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the
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purchase of services of agreement for economic development services with the Elgin Area
Chamber of Commerce in the amount of $275,000 annually for three years to provide economic
development services including small business assistance, business retention outreach and
foreign trade initiatives and other similar programs. Upon a roll call vote: Yeas: Councilmembers
Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
Councilmember Prigge.
Announcements from Council
Councilmember Dunne acknowledged the attack on Pearl Harbor 75 years ago and those that
were wounded and lost their lives in service to the country.
Announcements from Staff
Barb Keselica, Special Events and Community Engagement Coordinator, announced upcoming
city events.
Adjournment
Councilmember Gavin made a motion, seconded by Councilmember Shaw, to adjourn. Upon a
roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
The meeting adjourned at 7:40 p.m.
s/ Kimberly Dewis December 21, 2016
Kimberly Dewis, City Clerk Date Approved