HomeMy WebLinkAboutc - February 8, 2017 COW COMMITTEE OF THE WHOLE MEETING February 8, 2017
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,
Shaw, Steffen, and Mayor Kaptain. Absent: Councilmember Rauschenberger.
Approval of Minutes
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the
minutes of the January 25, 2017, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Dunne, Gavin, Martinez, Powell, Prigge, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Amendment No. 4 to Engineering Services Agreement with Burns and
McDonnell Engineering Company, Inc. to add Construction Engineering Services for the
2017 Water Main Replacement and Lord Street Sanitary Sewer, Design Engineering for
the 2018 Water Main Replacement and Various Small Sewer Projects
The agreement would provide professional engineering construction and design services for
water main construction, sewer construction and combined sewer separation in conjunction with
ongoing maintenance of streets in order to strengthen the city’s neighborhoods. This item is
related to Bids 17-004 and 17-005 being considered at tonight’s City Council meeting.
Sustainability Commission Presentation
Molly Center, Management Analyst, presented a progress report on the Sustainability Action
Plan, which was adopted by city council in 2011. She highlighted projects the Sustainability
Commission has worked on over the past five years. She stated that the city has worked to
achieve the objectives of the plan and pursued initiatives related to the nine areas of
sustainability addressed in the plan. A copy of the presentation is on file in the City Clerk’s
office.
There was discussion regarding the various programs including alternative energy and vehicles,
economic development, the Green Expo, and green building technology.
Consideration of 2017 Special Events
Barb Keselica, Special Events and Community Engagement Coordinator, presented the 2017
Special Events calendar. She highlighted new and recurring events, and the costs associated
with each event. A copy of the presentation is on file in the City Clerk’s office.
Committee of the Whole
February 8, 2017
Page 2
There was discussion regarding the proposed Civil War Reenactments, insurance options and the
proposed changes to I-Fest.
Councilmember Powell made a motion, seconded by Councilmember Prigge, to provide
direction to staff to continue planning and executing special events during 2017 at an estimated
net cost of $173,000 in order to offer quality of life amenities to the residents of Elgin. Upon a
roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Steffen, and
Mayor Kaptain. Nays: Councilmember Shaw.
Adjourn to the City Council Meeting
Councilmember Gavin made a motion, seconded by Councilmember Steffen, to adjourn and go
into the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin,
Martinez, Powell, Prigge, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Reconvene
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to reconvene the
Committee of the Whole meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin,
Martinez, Powell, Prigge, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Engineering Services Agreement with Trotter and Associates, Inc. for the
2017 Street Resurfacing Northwest Program
Councilmember Dunne made a motion, seconded by Councilmember Martinez, to execute an
agreement with Trotter and Associates, Inc. in the amount of $166,600 for the engineering
services necessary to prepare, design and bid for the 2017 street resurfacing program in order to
strengthen the city’s transportation network and the overall appearance of the community. Upon
a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Steffen, and
Mayor Kaptain. Nays: Councilmember Shaw.
Consideration of 2017 Property Tax Abatement
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve
moving forward with the abatement ordinances and resulting tax levy to realize the property tax
dollar amount consistent with the adopted 2017 budget. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Shaw, Steffen, and Mayor Kaptain.
Nays: None.
Committee of the Whole
February 8, 2017
Page 3
Consideration of Acceptance of Law Enforcement and Prosecutor-Based Victim Assistance
Services Program Grant for the Domestic Violence Case Manager Position
Councilmember Powell made a motion, seconded by Councilmember Shaw, 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 $90,608, with a local matching
contribution of $22,652 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, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Funding of the Fox River Study Group
Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve
funding for the Fox River Study Group in the amount of $25,000 in order to provide on-going
support for the implementation and maintenance of the watershed model as a management and
planning tool for the region. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin,
Martinez, Powell, Shaw, Steffen, and Mayor Kaptain. Nays: Councilmember Prigge.
Consideration of 2017 Annual Assessment Invoice for Joint Utility Location Information
for Excavators
Councilmember Gavin made a motion, seconded by Councilmember Steffen, to approve the
city’s annual assessment with JULIE in the amount of $21,856 in order to maintain standing with
the Illinois Commerce Commission by complying with the Illinois Underground Utility Facilities
Damage Prevention Act by supporting Joint Utility Location Information for Excavators. Upon
a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Shaw, Steffen,
and Mayor Kaptain. Nays: None.
Consideration of Service Agreements with Independent Fitness Contractors
Councilmember Dunne made a motion, seconded by Councilmember Steffen, to approve the
service agreements with two independent fitness contractors for services at The Centre in the
amount of $55,000 in order to provide patrons of the Centre with quality fitness instruction,
personal training, and massage therapy. Upon a roll call vote: Yeas: Councilmembers Dunne,
Gavin, Martinez, Powell, Prigge, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Committee of the Whole
February 8, 2017
Page 4
Consideration of Purchase from Fire Services Inc. of an Emergency One Fire Engine
There was discussion regarding the number of bidders, alternative fuels, trade in value, and
equipment loan options.
Councilmember Gavin made a motion, seconded by Councilmember Dunne, to authorize the
purchase of an Emergency One Fire Engine from Fire Services, Inc. in the amount of $505,385, a
fire engine that meets the National Fire Protection Association response standards. The new
engine will replace an existing fire engine that requires ongoing repairs which have resulted in
the cost of repairs exceeding the value of the fire engine. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Shaw, Steffen, and Mayor Kaptain.
Nays: None.
Consideration of Purchase from SHI of Getac Tablet Personal Computers
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to authorize the
purchase from SHI of Getac Tablet personal computers in the amount of $39,696 in order to
improve the efficiency and effectiveness of the fire department members by replacing outdated
electronic technology to complete required reports. Upon a roll call vote: Yeas:
Councilmembers Dunne, Gavin, Martinez, Powell, Prigge, Shaw, Steffen, and Mayor Kaptain.
Nays: None.
Consideration of Purchase from Air One Equipment of 65 Self-Contained Breathing
Apparatus
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to authorize the
purchase of sixty five (65) self-contained breathing apparatuses from Air One Equipment in the
amount of $415,712 in order to replace Self-Contained Breathing Apparatus that have reached
their life expectancy. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez,
Powell, Prigge, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Announcements from Council
Councilmember Dunne announced the upcoming “Have a Heart” Community Dinner being held
at the First United Methodist Church on Highland Avenue
Announcements from Staff
Molly Center, Management Analyst in the City Manager’s Office, announced upcoming city
events.
Committee of the Whole
February 8, 2017
Page 5
Adjournment
Councilmember Dunne 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, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Selection of a Person to Fill a Public Office, Including a Vacancy in a Public
Office, When the Public Body is Given Power to Appoint Under Law or
Ordinance, or the Discipline, Performance or Removal of the Occupant of a
Public Office, When the Public Body is Given Power to Remove the Occupant
Under Law or Ordinance - Exempt Under Section 120/2(c)(3) of the Open
Meetings Act
Discussion of Minutes of Meetings Lawfully Closed Under This Act - Exempt
Under Section 120/2(c)(21) of the Open Meetings Act
The meeting adjourned at 8:00 p.m.
s/ Kimberly Dewis February 22, 2017
Kimberly Dewis, City Clerk Date Approved