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Home My WebLink Aboute - March 6, 2019 COW COMMITTEE OF THE WHOLE MEETING March 6, 2019 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: None. Sustainability Commission Annual Report Sustainability Commission Chairperson Tia Aagesen provided an overview of the 2018 activities and projects as well as the 2019 scheduled events. A copy of the presentation is on file in the City Clerk’s office. There was discussion regarding further community engagement opportunities and the solid waste contract. Consideration of Adoption of the 2019 Official Zoning Map Councilmember Dixon made a motion, seconded by Councilmember Steffen, to comply with state statute requiring the annual adoption and publication of an official zoning map. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Agreement with Northern Illinois University for NIUNet Internet Service There was discussion regarding the cost and quality of the service and the capacity of the system. Councilmember Gavin made a motion, seconded by Councilmember Dixon, to approve the three-year agreement with Northern Illinois University for a total cost of $66,000 over a three year period to continue using NIUNet Internet Services. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Athletic Facility Improvement Funding Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve the 2019 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 sports organizations for making capital improvements to City owned property. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole March 6, 2019 Page 2 Consideration of Acceptance of Metropolitan Mayors Caucus Powering Safe Communities Grant Councilmember Steffen made a motion, seconded by Councilmember Martinez, to approve the agreement with Metropolitan Mayors Caucus to accept the grant award to support public safety in the amount of $9,362 with matching funds of $9,362 and an additional $1,805 in order to continue to enhance community security by installing cameras in City parks. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Design and Engineering Services Agreement with HR Green for the 2019 Bridge Rehabilitation Program Councilmember Gavin made a motion, seconded by Councilmember Martinez, to enter into a professional services agreement with HR Green, Inc. in the amount of $57,825 to provide design and construction engineering services necessary to develop bid documents, award a construction contract and perform construction inspection and administration services to support maintenance and rehabilitation efforts for City owned bridges and culverts. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Sole Source Purchase Agreement with Dahme Mechanical Industries, Inc. for Critical Valve Replacements Councilmember Steffen made a motion, seconded by Councilmember Martinez, to award an agreement to Dahme Mechanical Industries, Inc. in the amount of $95,000 to provide adequate water supply by upgrading aging equipment. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Sole Source Purchase Agreement with Industrial Sales Midwest, Inc. for the Purchase of Bin Vent Dust Collectors There was discussion regarding the status of the water system infrastructure and how these system updates are funded. Councilmember Dixon made a motion, seconded by Councilmember Martinez, to award an agreement to Industrial Sales Midwest, Inc. in the amount of $89,906 to provide adequate water supply by upgrading aging equipment. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole March 6, 2019 Page 3 Consideration of Sole Source Purchase Agreement with Mills Winfield Engineering Sales for the Purchase of Mixer and Mixer Gearboxes Councilmember Steffen made a motion, seconded by Councilmember Dixon, to award an agreement to Mills Winfield Engineering Sales in the amount of $159,833 to provide adequate water supply by upgrading aging equipment. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Amendment Agreement No. 3 with Beneficial Reuse Management, LLC for the Removal and Disposal of Water Treatment Lime Residuals Councilmember Shaw made a motion, seconded by Councilmember Martinez, to award Amendment No. 3 to Beneficial Reuse Management, LLC of Chicago, Illinois in the amount of $1,890,000 for 2019, and $1,512,000 each year for 2020 through 2022 in order to provide high quality City drinking water by responsibly handling the lime softening waste residual from the City’s water treatment process. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Agreement with WBK Engineering, LLC for Road Maintenance Program Management Services Councilmember Powell made a motion, seconded by Councilmember Steffen, to award a contract to WBK Engineering, LLC for Road Maintenance Program Management Services in the amount of $174,700 in order to provide professional engineering design, inspection and construction observation for annual roadway maintenance programs. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Consideration of Authorize Grant Application for Federal Highway Administration Funds, Commit to Provide Local Match and Share Certain Costs for U.S. Route 20 and Reinking Road Intersection Improvement There was discussion regarding the impact the intersection improvement would have on the area’s residential and commercial development. Committee of the Whole March 6, 2019 Page 4 Councilmember Gavin made a motion, seconded by Councilmember Martinez, to authorize the submittal of a grant, including a commitment to provide the local match, and agree to share costs of the match, phase 1 engineering and right-of-way acquisition with developer, in the amount of $519,841 in order to secure $2,784,800 in federal funds for the future construction of a roundabout at the U.S. Route 20 and Reinking Road intersection that would eliminate the undesirable curve. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council None. 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 Martinez, to adjourn. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 6:41 p.m. s/ Kimberly Dewis March 20, 2019 Kimberly Dewis, City Clerk Date Approved