HomeMy WebLinkAboutq - August 23, 2017 COW COMMITTEE OF THE WHOLE MEETING August 23, 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, Dunne (arrived at 6:02 p.m.), Gavin,
Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None.
Approval of Minutes
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to approve the
minutes of the August 9, 2017, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
None.
Councilmember Shaw made a motion, seconded by Councilmember Gavin, to approve the
minutes of the August 12, 2017, special meeting. Upon a roll call vote: Yeas: Councilmembers
Dixon, Gavin, Martinez, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None.
Councilmembers Powell and Steffen abstained.
Consideration of Acceptance of Stormwater Management Easement at the Vines Senior
Home (971 Bode Road)
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the
acceptance of the stormwater management easement within the site located at 971 Bode Road 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 Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Acceptance of Grant of Easement in the Elgin Wal-Mart/Sam’s Club
Subdivision
Councilmember Steffen made a motion, seconded by Councilmember Gavin, to approve the
acceptance of the city easement within the Elgin Wal-Mart/Sam’s Club subdivision 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 Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
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August 23, 2017
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Consideration of Sole Source Purchase Agreement with Drydon Equipment, Inc. for Pump
Replacement Parts
Councilmember Shaw made a motion, seconded by Councilmember Martinez, to award the sole
source purchase agreement to Drydon Equipment, Inc. in the amount of $23,499 to provide
adequate water supply by replacing aging equipment. Upon a roll call vote: Yeas:
Councilmembers Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Consideration of Change Order Number 1 with Boller Construction Company, Inc. for
Carbon Dioxide and Chlorine Updates Project
There was discussion regarding the decrease in the cost and if there was a clause regarding
project deadlines in contracts.
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to authorize
execution of Change Order Number 1 to Boller Construction Company, Inc. for the Carbon
Dioxide and Chlorine Updates Project in the decreased amount of $10,140 in order to update
chemical storage and feed systems at the Leo Nelson Riverside and Airlite Water Treatment
Plants to provide purified drinking water to the city residents and businesses. Upon a roll call
vote: Yeas: Councilmembers Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
Consideration of Amendments to the Backyard Chicken Regulations
There was discussion regarding the number on residents on the waitlist for permits and it was
noted that there were no complaints during the pilot program. Also, discussed was the role of
Homeowners Associations and the prohibition of having chicken coops.
Councilmember Powell made a motion, seconded by Councilmember Dunne, to move forward
amending the backyard chicken regulations ordinance to expand the number of households able
to obtain a license from 25 to 100. Upon a roll call vote: Yeas: Councilmembers Dixon, Dunne,
Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Discussion of Videotaping Special City Council Meetings (Councilmembers Tish Powell
and Richard Dunne)
There was discussion regarding transparency, public attendance at open meetings, and the
importance of budget discussions. Also considered was the impact videotaping meetings has on
brainstorming sessions. It was noted that during special meetings and City Council retreats
there are no final votes on policies. Discussion was also held regarding the costs involved in
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August 23, 2017
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recording meetings, the option for members of the public to attend open meetings and
opportunities to post staff presentations on the city’s website.
Councilmember Powell made a motion, seconded by Councilmember Dunne, to direct staff to
videotape special budget meetings. Upon a roll call vote: Yeas: Councilmembers Dixon, Dunne,
and Powell. Nays: Councilmembers Gavin, Martinez, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Motion failed.
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to videotape
special city council meetings on a case by case basis. Upon a roll call vote: Yeas:
Councilmembers Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Adjourn to the City Council Meeting
Councilmember Shaw made a motion, seconded by Councilmember Martinez, to adjourn and go
into the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Dunne,
Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Reconvene
Councilmember Shaw made a motion, seconded by Councilmember Martinez, to reconvene the
Committee of the Whole meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Dunne,
Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Elgin Symphony Orchestra Agreement
The terms of the proposed agreement were outlined along with how much of the debt has been
paid. The impact this debt has on symphony’s grant opportunities was discussed. Also
reviewed was the total amount to be forgiven and how this change would impact the city’s
revenues.
Elgin Symphony Orchestra Chief Executive Officer, Dave Bearden, outlined the symphony’s
efforts to increase revenues and their overall financial situation. Their main revenue streams
included ticket sales, sponsorships, grants, and donations. Chief Financial Officer, Debra
Nawrocki, explained how the debt repayment is accounted for in the city’s balance sheet.
Councilmember Powell made a motion, seconded by Councilmember Dunne, to table the
agreement to the next meeting. Upon a roll call vote: Yeas: Councilmembers Powell. Nays:
Councilmembers Dixon, Dunne, Gavin, Martinez, Rauschenberger, Shaw, Steffen, and Mayor
Kaptain. Motion failed.
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August 23, 2017
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Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the
proposed renegotiated terms of the city’s loan agreement with the Elgin Symphony
Orchestra so that the city is reimbursed for its labor costs while waiving equipment and rental
fees incurred during a limited time period in order to present a more favorable balance sheet
when competing for grant applications. Upon a roll call vote: Yeas: Councilmembers Dixon,
Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays:
None.
Consideration of Emergency Engineering Services Agreement with Hampton, Lenzini and
Renwick, Inc. for Linden and Preston Repair
Councilmember Gavin made a motion, seconded by Councilmember Dunne, to approve the
agreement with Hampton, Lenzini and Renwick, Inc. in the amount of $122,392 to provide
engineering services to design a permanent repair to the area impacted by the July 11, 2017
storm sewer failure at the intersection of Linden and Preston Avenues. Upon a roll call vote:
Yeas: Councilmembers Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen,
and Mayor Kaptain. Nays: None.
Announcements from Council
Councilmember Martinez invited residents to a performance by Guadalajara Folkloric Ballet on
August 27, 2017, at 3:00 p.m. at the Wing Park Bandshell.
Councilmember Shaw invited residents to a free showing of “The Case for Christ” on August 25,
2017, at New Life Covenant Church on Highland Avenue.
Councilmember Powell reminded residents that school was back in session. She also
commented on City Engineer Ron Rudd’s work to recover a bee hive from a tree that was
damaged during the recent storm.
Councilmember Rauschenberger announced the upcoming Fringe Festival being held September
13th through September 17th at various locations in the City.
Announcements from Staff
Molly Center, Management Analyst in the City Manager’s Office, announced upcoming city
events.
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August 23, 2017
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Adjournment
Councilmember Dunne made a motion, seconded by Councilmember Shaw, to adjourn and go
into the Executive Session for the purpose of discussing the following matters. Upon a roll call
vote: Yeas: Councilmembers Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
Establishment of Reserves or Settlement of Claims as Provided in the Local
Governmental and Governmental Employees Tort Immunity Act - Exempt Under
Section 120/2(c)(12) of the Open Meetings Act
The meeting adjourned at 8:05 p.m.
s/ Kimberly Dewis September 13, 2017
Kimberly Dewis, City Clerk Date Approved