HomeMy WebLinkAboutc - February 14, 2018 COW COMMITTEE OF THE WHOLE MEETING February 14, 2018
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, Gavin, Martinez, Powell,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None.
Mayor Kaptain asked for a moment of silence for the passing of Jack Shales.
Approval of Minutes
Councilmember Dixon made a motion, seconded by Councilmember Martinez, to approve the
minutes of the January 24, 2018, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain.
Nays: None.
Downtown Neighborhood Association Presentation
Executive Director Jennifer Fukala provided a synopsis of the Downtown Neighborhood
Association’s organizational progress in creating, supporting and sustaining revitalization efforts
in downtown Elgin. Ms. Fukala outlined the association’s plans for economic development,
promotion and perception, collaboration, and beautification for the downtown area. There was
discussion regarding the membership programs, the sponsored events, residential sprinkler
program, and diverse business recruitment.
Consideration of Purchase of Service Agreement with Downtown Neighborhood
Association of Elgin
There was discussion regarding the funding sources as well as the length and terms of the
agreement.
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the
agreement with the Downtown Neighborhood Association of Elgin in the amount of $270,000
($135,000 per year) to provide economic development services for two years, including
assistance to small businesses. Upon a roll call vote: Yeas: Councilmembers Dixon, Dunne,
Gavin, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None.
Councilmember Steffen abstained.
Committee of the Whole
February 14, 2018
Page 2
Adjourn to the City Council Meeting
Councilmember Dunne made a motion, seconded by Councilmember Gavin, 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 Dixon 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 Creation of a Sprinkler Assistance for Residential Conversions Grant
Program
There was discussion regarding the program costs, the research involved in creating the program
and potential impact on development in the downtown.
Councilmember Dunne made a motion, seconded by Councilmember Gavin, to approve the
creation of the Sprinkler Assistance for Residential Conversions Grant Program with a 2018
funding level in the amount of $500,000 in order to provide financial assistance to encourage
downtown property owners to convert the upper stories of existing buildings to residential
dwelling units. Upon a roll call vote: Yeas: Councilmembers Dixon, Dunne, Gavin, Martinez,
Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of 2018 Property Tax Abatement
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to approve the
information to adopt the annual ordinances abating taxes for the property tax levy. Upon a roll
call vote: Yeas: Councilmembers Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Laserfiche Enterprise Content Management System Upgrade
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the
upgrade of Laserfiche purchased through TKB Associates, Inc. in the amount of $79,435 in order
to improve the processing efficiency and document security for City staff in the management,
storage, and retrieval of documents, both paper and electronic. Upon a roll call vote: Yeas:
Councilmembers Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Committee of the Whole
February 14, 2018
Page 3
Consideration of Agreement with Elgin Men’s Baseball League, Inc. to Utilize Elgin Shores
Baseball Fields
There was discussion regarding the maintenance and other potential uses for the fields.
Councilmember Powell made a motion, seconded by Councilmember Gavin, to approve the
agreement with Elgin Men’s Baseball League, Inc. at no cost to the city to provide sports
programming by partnering with volunteer organizations. Upon a roll call vote: Yeas:
Councilmembers Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and
Mayor Kaptain. Nays: None.
Public Hearing and Consideration of Naming of a City Park in the Bowes Creek
Subdivision
Mayor Kaptain opened the public hearing regarding the naming of the city park in Bowes Creek.
The process of polling the neighborhood with various names and the required two thirds vote
needed for approval was outlined. No residents offered comments and Mayor Kaptain closed
the public hearing.
Councilmember Dunne made a motion, seconded by Councilmember Martinez, to conduct the
required public hearing and name the new City owned park located in Bowes Creek subdivision
Fairway Park. Upon a roll call vote: Yeas: Councilmembers Dixon, Dunne, Gavin, Martinez,
Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Athletic Facility Improvement Funding
Councilmember Dunne made a motion, seconded by Councilmember Martinez, to approve the
2018 Athletic Facility Improvement Funding as recommended by the Parks and Recreation
Advisory Board in the amount of $50,000 in order to provide financial assistance to Elgin-based
youth sports organizations for making capital improvements to City-owned property. Upon a roll
call vote: Yeas: Councilmembers Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger,
Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Annual Motor Fuel Tax Resolution
Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve
moving forward with the annual motor fuel tax resolution in the amount of $3,000,000 in order
to provide funding for annual roadway maintenance programs utilizing proceeds from the Illinois
Motor Fuel Tax Fund. Upon a roll call vote: Yeas: Councilmembers Dixon, Dunne, Gavin,
Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Committee of the Whole
February 14, 2018
Page 4
Consideration of Engineering Services Agreement with Stanley Consultants, Inc. for Well
5A Upgrades
Eric Weiss, Water Director, provided information regarding the potential issues with surface
water surrounding the Well 5A site.
Councilmember Powell made a motion, seconded by Councilmember Martinez, to award a
contract to Stanley Consultants, Inc., in the amount of $91,934 for engineering services to
improve Well 5A and the surrounding site to mitigate the apparent influx of surface water. Upon
a roll call vote: Yeas: Councilmembers Dixon, Dunne, Gavin, Martinez, Powell,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Consideration of Agreement with Paymentus for Credit Card Processing Merchant
Services
Councilmember Steffen made a motion, seconded by Councilmember Martinez, to approve the
agreement with Paymentus for credit card processing merchant services with an estimated annual
cost of $165,000 in order to improve the efficiency and security of online and over the counter
credit card payment processing. Upon a roll call vote: Yeas: Councilmembers Dixon, Dunne,
Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Announcements from Council
Councilmember Gavin thanked staff for the hard work to clear the streets during the recent snow
events.
Councilmember Shaw invited the public to attend the FTC Robotic Challenge being held on
February 24, 2018, at Elgin Community College.
Councilmember Rauschenberger wished a happy Valentine’s Day to her husband. She invited
residents to attend the U-46 STEM Expo being held on February 24, 2018, at Bartlett High
School. She also noted that a memorial service for Jack Shales would be held on February 24,
2018, at Judson College.
Councilmember Dixon wished his wife and daughters a happy Valentine’s Day. He also
thanked staff for their hard work removing snow during the recent storms.
Committee of the Whole
February 14, 2018
Page 5
Announcements from Staff
Aaron Neal and Greg Hulke, Public Works Superintendents, provided an overview on how the
recent snow events were handled. There was discussion about the methods used to clear and salt
the roadways and which locations are under other jurisdictions. Also discussed was snow
removal in the downtown area.
Molly Center, Management Analyst in the City Manager’s Office, announced upcoming city
events.
Adjournment
Councilmember Gavin 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 Dixon, Dunne, Gavin, Martinez, Powell, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
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 8:27 p.m.
s/ Kimberly Dewis February 28, 2018
Kimberly Dewis, City Clerk Date Approved