HomeMy WebLinkAboutk - June 14, 2017 COW COMMITTEE OF THE WHOLE MEETING June 14, 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 Dixon, Gavin, Martinez, Powell,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: Councilmember Dunne.
Approval of Minutes
Councilmember Shaw made a motion, seconded by Councilmember Gavin, to approve the
minutes of the May 24, 2017, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
None.
Consideration of Amendment Agreement No. 1 with Trotter and Associates to add
Construction Administration Engineering Services for 2017 Street Resurfacing Project –
Northwest
Councilmember Shaw made a motion, seconded by Councilmember Martinez, to amend the
current professional services agreement with Trotter and Associates to add construction
administration services in the amount of $270,015 in order to ensure quality infrastructure and
strengthen the city’s commercial and residential neighborhoods by administrating a street
maintenance project. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez,
Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Engineering Services Agreement Amendment No. 1 with HR Green, Inc.
for the 2017 Bridge Rehabilitation Program
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to amend an
existing agreement with HR Green, Inc. in the amount of $101,682 to provide engineering
services necessary to administrate and provide oversight of a construction contract to maintain
and rehabilitate several city bridges and similar structures. Upon a roll call vote: Yeas:
Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor
Kaptain. Nays: None.
Committee of the Whole
June 14, 2017
Page 2
Consideration of Spring-Franklin Neighborhood Redevelopment
Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the
Spring-Franklin Neighborhood Redevelopment project, in partnership with Kane County, to
combine various federal funds that are limited to income-eligible projects to construct a new,
single-family home on vacant, city-owned land and facilitate the conversion of a rental house
into an owner-occupied, single-family home. Upon a roll call vote: Yeas: Councilmembers
Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
None.
Consideration of Resolution Establishing Prevailing Wage Rates on Public Works
Contracts
Councilmember Steffen made a motion, seconded by Councilmember Martinez, to approve
moving forward with adopting the resolution establishing prevailing wage rates on public works
contracts in accordance with the Illinois Department of Labor's rate schedule. Upon a roll call
vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen,
and Mayor Kaptain. Nays: None.
Consideration of Fire Alarm Replacement – Change Order 1
Councilmember Steffen made a motion, seconded by Councilmember Gavin, to approve Change
Order No. 1 with Fox Valley Fire and Safety in the amount of $16,250 for the replacement of
outdated fire alarm systems in City Hall for a new contract amount of $93,860. Upon a roll call
vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen,
and Mayor Kaptain. Nays: None.
Consideration of Roof Consulting – RFP 17-023
There was discussion regarding the scope of the project and how the inspections are conducted.
Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve a
contract with K2N Crest to provide roof consulting services for city-owned buildings in the
amount of $43,700. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez,
Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Committee of the Whole
June 14, 2017
Page 3
Consideration of JOC Bid Change Order for the Hemmens Auditorium Lights
Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve a
contract with F. H. Paschen in the amount of $85,742 for lighting replacement in the Hemmens
auditorium. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Review of City Council Rules of Procedure
There was a discussion of the city council rules of procedure as required by city ordinance.
Specifically reviewed were the procedures for citizen input at the Committee of the Whole
meeting and the procedures used to select a City Manager.
There was discussion regarding compliance with the Open Meetings Act and the role of the
Mayor in recognizing audience members that wished to address the council. Staff was directed
to prepare information regarding public comment for further discussion.
There was discussion regarding the procedures for hiring a city manager. Staff was directed to
survey surrounding communities for information on their city manager hiring procedures.
Councilmember Shaw made a motion, seconded by Councilmember Powell, to amend Section
2.08.080 CC to allow persons with an interpreter six minutes to address the council. Upon a roll
call vote: Yeas: Councilmembers Powell, Rauschenberger, Shaw, and Steffen. Nays:
Councilmember Dixon, Gavin, Martinez, and Mayor Kaptain. Motion failed.
There was discussion regarding the policy of having two councilmembers needed to add an item
to the agenda.
Councilmember Shaw made a motion, seconded by Councilmember Rauschenberger, to amend
section 2.08.070 to require only one member of the city council to add an item to the agenda.
Upon a roll call vote: Yeas: Councilmembers Shaw. Nays: Councilmembers Dixon, Gavin,
Martinez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Motion failed.
Consideration of Purchase of Service Agreement with the Downtown Neighborhood
Association of Elgin for 2017-2018
Downtown Neighborhood Association Board Members provided information regarding the
proposed purchase of service agreement. They provided an update on the search for a new
executive director. There was discussion about the creation of the Special Service Area,
coordination with other agencies, and the future direction of the association.
Committee of the Whole
June 14, 2017
Page 4
Councilmember Gavin made a motion, seconded by Councilmember Martinez, 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 Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Adjourn to the City Council Meeting
Councilmember Gavin made a motion, seconded by Councilmember Shaw, to adjourn and go
into the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin,
Martinez, Powell, Rauschenberger, 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 Dixon, Gavin,
Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Providing Guidance and Recommendation on Public Art through a Fully
Realized Public Art Plan Developed in Consultation with the Elgin Cultural Arts
Commission, City Staff and the Community
Amanda Harris provided a presentation regarding the Cultural Arts Commission’s work on the
Public Art Plan. She outlined the process that was used, and the vision and goals that came from
the Cultural Arts Commission’s research and public forums. The Commission is working on a
database of current art pieces as well as an artist database.
There was discussion regarding the selection of locations, future art projects and how retired
artwork would be handled.
Councilmember Powell made a motion, seconded by Councilmember Gavin, to approve the
Public Art Plan to establish a systematic and sustainable mechanism for managing the city’s
investment in public art in order to provide guidance and recommendation on public art
developed in consultation with the Elgin Cultural Arts Commission, city staff and the
community. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Committee of the Whole
June 14, 2017
Page 5
Announcements from Council
Councilmember Gavin thanked everyone that was involved in making the Civil War Event a
success.
Councilmember Martinez also thanked those involved in the Civil War event.
Councilmember Dixon thanked staff for their work in making the Civil War reenactment a
successful event.
Councilmember Powell commented on the Civil War event and her experiences with the
reenactors.
Announcements from Staff
Molly Center, Management Analyst in the City Manager’s Office, announced upcoming city
events.
Adjournment
Councilmember Shaw made a motion, seconded by Councilmember Powell, to adjourn the
meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
The meeting adjourned at 8:32 p.m.
s/ Kimberly Dewis June 28, 2017
Kimberly Dewis, City Clerk Date Approved