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Home My WebLink About2020 COW Minutes CompleteCOMMITTEE OF THE WHOLE MEETING January 8, 2020 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, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Approval of Minutes Councilmember Shaw made a motion, seconded by Councilmember Dixon, to approve the minutes of the December 18, 2019 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Amend Chapter 6.37 of the Elgin Municipal Code, Rental Residential Property Aaron Cosentino, Director of Neighborhood Services, presented an overview of the proposed code change regarding rental residential property. A copy of the presentation is on file in the City Clerk's office. There was discussion regarding the changes to the fee structure, and electronic communication with property owners. Councilmember Gavin made a motion, seconded by Councilmember Dixon, to move forward with the recommended changes to the rental licensing ordinance to enhance the program and update fees to more closely align to the costs of delivering the program as well as to increase transparency, consistency and improve customer experience. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Amendment to Chapter 9 of the Elgin Municipal Code Relating to Food Service Establishments, Food Refrigeration and Locker Plants and Automatic Vending Machines Councilmember Shaw made a motion, seconded by Councilmember Steffen, to move forward with amendments in section 9.08 and delete sections 9.11 and 9.14 of the Elgin Municipal Code to incorporate amendments to the Illinois Food Code (77111. Admin. Code 750), and the 2017 Food and Drug Administration Food Code, as well as similar provisions in chapter 11.5 of the Kane County Code. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole January 8, 2020 Page 2 Agreement with Seven Hills Technology, LLC for Web Portal Development Services Karina Nava, Management Analyst, Jeff Massey, Information Technology Service Director, Amanda Harris, Cultural Arts Manager, and Jennifer Phillips, Neighborhood Services Manager, presented information regarding the city's portal project and the selection process for the vendor. A copy of the presentation is on file in the City Clerk's office. There was discussion regarding the implementation timeline, integration with other programs and the costs associated with the project. Councilmember Steffen made a motion, seconded by Councilmember Shaw, to approve a contract with Seven Hills Technology, LLC in the amount of $218,000 in order to provide greater access to City information and transactions through the creation of a single, secure online portal. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Purchase of Services Agreement with Elgin Area Chamber of Commerce Staff and Board members of the Elgin Area Chamber of Commerce including Carol Gieske, Tony Lucenko, Mike Warren, Tony Sanders and Yaneth Medina, presented the Chamber's economic development goals as it related to the purchase of service agreement with the city. Areas highlighted included business attraction, retention and expansion, transportation and infrastructure, enhancing Elgin, and skilled and diverse workforce. A copy of the presentation is on file in the City Clerk's office. There was discussion on business retention legislative issues that impact economic development, and strategic planning sessions. Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the agreement with the Elgin Area Chamber of Commerce in the amount of $300,000 annually for three years with three percent increases in the second and third years of the agreement to provide economic development services including small business assistance, business retention outreach and foreign trade initiatives and other similar programs. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Mayor Kaptain announced the city received the Government Finance Officers Association (GFOA) Certificate of Achievement in Excellence of Financial Reporting. The mayor extended his congratulations to Debra Nawrocki, Chief Financial Officer and Budget Director, and her staff. Committee of the Whole January 8, 2020 Page 3 Announcements from Staff Molly Gillespie, Communications Manager, announced upcoming city events. Adiournment Councilmember Gavin made a motion, seconded by Councilmember Martinez, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 8:32 p.m. s/ Kimberly Dewis January 22, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING January 22, 2020 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, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Approval of Minutes Councilmember Shaw made a motion, seconded by Councilmember Dixon, to approve the minutes of the January 8, 2020, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Nomination of the David C. Cook Publishing House Property at 850 N. Grove Avenue as a Landmark Christen Sundquist, Historic Preservation Planner, presented information regarding the criteria to designate a property as a landmark. Ms. Sundquist reviewed the designation process including notice to the property owner, a report from the Heritage Commission and final determination by City Council. Representatives from DC Cook Publishing, Mike Hastings, Christina Morrison and Scott Miller, outlined the history of the property, the current status of the property and previous redevelopment plans that fell through. They detailed their concerns regarding the property being designated a landmark including the potential for economic hardship. They stated their strong opposition to this application for landmark designation. Mayor Kaptain invited those in the audience to comment on the nomination application for the property at 850 N. Grove Avenue. He noted there would an opportunity for further public comment during the City Council meeting. Donna Griffin -Lego spoke in opposition of designating the property at 850 N. Grove as a landmark. Andrew Lego spoke in opposition of designating the property at 850 N. Grove as a landmark. Tom Jacobs stated his support of designating the property at 850 N. Grove as a landmark. Tom Armstrong stated his support of designating the property at 850 N. Grove as a landmark. Eric Larson stated his support of designating the property at 850 N. Grove as a landmark. Committee of the Whole January 22, 2020 Page 2 Jeff Gill stated his support of designating the property at 850 N. Grove as a landmark. Dick Shields stated his support of designating the property at 850 N. Grove as a landmark. Kerry Kelly stated her support of designating the property at 850 N. Grove as a landmark. Corporation Counsel Cogley reviewed the process of designation which included a public hearing with the Heritage Commission. He noted that the process would allow final consideration by the City Council at the earliest on April 22, 2020. The City Council held discussions regarding the status of the property and potential code violations. Also discussed were the potential for available tax credits to a redeveloper and other potential financing options for redevelopment of the property. There was conversation regarding the impact of a landmark designation on a property including the status of a pending demolition permit. There were comments regarding the additional time the designation process would allow for further conversations with the property owner and potential developers. Adjourn to City Council Councilmember Gavin made a motion, seconded by Councilmember Dixon, to adjourn and go into the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Reconvene Councilmember Gavin made a motion, seconded by Councilmember Dixon, to reconvene the Committee of the Whole meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Auxiliary Police Officer Ordinance Amendments Changing Functions and Requirements There was discussion regarding the proposed changes, the duties, training, uniforms, and qualifications for the Auxiliary Police Officer position. Councilmember Gavin made a motion, seconded by Councilmember Dixon, to approve the proposed amendments to revise the ordinance to authorize new functions and requirements for auxiliary police officers. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole January 22, 2020 Page 3 DACRA Tech LLC Agreement for e-Citation Services Councilmember Dixon made a motion, seconded by Councilmember Gavin, to authorize the agreement with DACRA Tech, LLC in the amount of $229,175 to be paid over a five-year period in order to improve the efficiency of the e-citation system by migrating from departmental servers to a cloud based hosted solution by DACRA Tech LLC. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Automated Fire Station Alerting Hardware Replacement from Digicom, Inc. Councilmember Dixon made a motion, seconded by Councilmember Martinez, to approve the purchase of automated fire station alerting system hardware from Digicom, Inc. in the amount of $33,440 for installation and replacement of outdated equipment that supports the operation of the fire station alerting system. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Sustainability Commission Grant Funding Recommendation to First Congregational United Church of Christ's Environmental Justice Outreach Proiect Councilmember Martinez made a motion, seconded by Councilmember Shaw, to approve a funding request for First Congregational United Church of Christ's Environmental Justice Outreach Project in the amount of $10,000 to support the use of solar energy and to distribute funds to local organizations and or individuals whose projects align with the goals and objectives found within the Elgin Sustainability Action Plan. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Councilmember Steffen abstained. Discussion Establishing Dates, Topics and Format for 2020 Citv Council Work Sessions (Councilpersons Powell and Dixon) Councilmember Powell provided information regarding the request to discuss holding work sessions. She stated that these sessions had been conducted in the past and there was interest from councilmembers to hold the sessions again. She was asking for further feedback from the entire council regarding moving forward with the sessions and potential topics for discussion. Potential topics of discussion included: economic development strategic plan, a homeless shelter; technology; purchase of service agreements; and contract management. Other suggestions included updates on the diversity initiative, the Sports Complex and Hemmens Cultural Arts Center. Another topic suggested was a budget update for 2021 with a focus on addressing the Parks and Recreation Department budget deficit. Committee of the Whole January 22, 2020 Page 4 There was discussion regarding the level of staff involvement in the researching of the topics and coordination with the sponsoring councilmember. The schedule would be worked on by staff to determine dates of the sessions. Announcements from Council None. Announcements from Staff Molly Gillespie, Communications Manager, announced upcoming city events. Adi ournment Councilmember Gavin made a motion, seconded by Councilmember Dixon, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, 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 Purchase or Lease of Real Property for the Use of the Public Body - Exempt Under Section 120/2(c)(5) of the Open Meetings Act The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the Public Body — Exempt Under Section 120/2(c)(1) of the Open Meetings Act The meeting adjourned at 8:50 p.m. s/ Kimberly Dewis February 12, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING February 12, 2020 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, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Approval of Minutes Councilmember Dixon made a motion, seconded by Councilmember Martinez, to approve the minutes of the January 22, 2020, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with Industrial Organizational Solutions for Police Lieutenant Promotional Testing Process A resolution was presented at the Council meeting for adoption by the City Council to provide a fair, neutral testing process for police sergeants seeking to earn placement on the police lieutenant eligibility list. Turf Ouality Considerations Parks and Facilities Superintendent Greg Hulke presented current and historical practices for herbicidal treatments on City -owned properties and considerations of alternative treatments. A copy of the presentation is on file in the City Clerk's office. Mr. Hulke outlined the current practices, the costs and staff time associated with various treatment options, and effectiveness of the treatments. He also outlined alternative options for treatments in the future including an enhanced status quo, use of organics or no treatment. There was discussion regarding the costs and effectiveness of each option. Options such as no mow, native plantings and butterfly gardens were discussed. There was discussion regarding the Sustainability Commission involvement including utilizing them to provide further education and communications about the various programs to residents. Adjourn to City Council Councilmember Gavin made a motion, seconded by Councilmember Dixon, to adjourn and go into the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole February 12, 2020 Page 2 Reconvene Councilmember Powell made a motion, seconded by Councilmember Martinez, to reconvene the Committee of the Whole meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. 2020 Special Events Recommendations Special Events Coordinator Kate O'Leary and Assistant Director of Parks and Recreation Barb Keselica recapped the special events reduction and refocus plan and presented recommendations for funding allocated for 2020 special events. A copy of the presentation is on file in the City Clerk's office. Ms. O'Leary recapped the costs of all events held in 2019 including Nightmare on Chicago Street. The proposed allocations for the 2020 Special Events Budget, without the canceled events, consisted of operations, sponsorships, market firm costs, Festival Park Improvements, and funding to the Elgin Public Museum. There was discussion regarding the amount for the sponsorships and what event costs it would cover. Also discussed was the market research study and the timeline for its completion. Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve a sponsorship for the Fox Trot and Art & Soul in the amount of $5,000 per event for 2020. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Sale of General Obligation Corporate Purpose Bonds to Finance Utility Fund Capital Proiects Councilmember Steffen made a motion, seconded by Councilmember Gavin, to authorize the sale of General Obligation Corporate Purpose Bonds, Series 2020B in the amount of $9,645,000 in order to provide funding to finance the improvement of underground utilities. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Contract with InfoSend, Inc. for the Printing, Mailing and Emailing of Water Bills and Delinquency Notices Councilmember Shaw made a motion, seconded by Councilmember Martinez, to award a contract to InfoSend, Inc. in the amount of approximately $40,000 annually for the printing, mailing and emailing of water bills and delinquency notices in order to reduce the time demand placed on customer service, ITS user support and central service staff and reduce postage Committee of the Whole February 12, 2020 Page 3 expenditures through the use of outsourcing. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Purchase of Services Agreement with the Elgin Public Museum Phil Steder and Judy Hayner, representatives from the Elgin Public Museum, presented information regarding the status of the Elgin Public Museum including information about the budget and staffing. Mr. Steder outlined the efforts the Museum has made to balance the budget, including changes to the staffing model and use of reserves. Ms. Hayner provided details on new fundraising efforts and membership drives. A copy of the presentation is on file in the City Clerk's office. There was discussion regarding new exhibits, annual attendance, hours of operation and social media marketing. Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve an agreement with the Elgin Public Museum in the amount of $60,000 to provide services to maintain public property exhibits and deliver educational programming to the community regarding natural history and anthropology. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Design and Construction Engineering Services Agreement with HR Green, Inc. for the 2020 Motor Fuel Tax (MFT) Resurfacing Program Councilmember Steffen made a motion, seconded by Councilmember Gavin, to approve an agreement with HR Green, Inc. in an amount not to exceed $156,400 to analyze, design, prepare construction documents, provide field inspection, design interpretation, project coordination and contract administration including all required MFT documentation for the resurfacing of various residential streets. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Easement Agreements at 374 and 382 N. Crystal Avenue for Storm Sewer Repairs Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve easement agreements with Barbara Cortez of 374 N. Crystal Avenue and Maria E. Soto of 382 N. Crystal Avenue in the amount of $1,450 in order to acquire the proper rights to complete repairs on the storm sewer system on property that is not owned or controlled by the City. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole February 12, 2020 Page 4 Amendment Agreement No. 4 with Beneficial Reuse Management, LLC for the Removal and Disposal of Water Treatment Lime Residuals Councilmember Powell made a motion, seconded by Councilmember Steffen, to award Amendment Agreement No. 4 to Beneficial Reuse Management, LLC in the amount of $1,906,200 to provide high quality City drinking water by responsibly handling the removal and disposal of lime waste residuals from the City's water treatment process. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Community Development Block Grant (CDBG) Annual Action Plan for Program Year 2020 Councilmember Shaw made a motion, seconded by Councilmember Dixon, to release for public comment the activities and funding amounts recommended by the CDBG Review Panel for Program Year 2020. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Economic Development Grant for Mixed -Use Development at 13 N. State Street Councilmember Gavin made a motion, seconded by Councilmember Dixon, to approve Central Area TIF funds to Kurt Kresmery at 13 N. State Street in the amount of $45,051 to assist with the cost of a historic fagade renovation and new fire sprinkler system at two downtown buildings. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with Fire Service, Inc. for the Purchase of Wheeled Coach Ambulance Councilmember Shaw made a motion, seconded by Councilmember Gavin, to authorize the purchase of a Wheeled Coach ambulance from Fire Services, Inc. in the amount of $259,118 (including trade-in) in order to provide reliable and effective transportation for those citizens needing emergency medical care. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreements with Rave Wireless, Inc. d/b/a Rave Mobile Safety for Rave Alert and Smart911 for Public Safety There was discussion regarding the costs per use, how often the system is utilized, and how residents are notified about signing up for the service. Committee of the Whole February 12, 2020 Page 5 Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve the contracts for Rave Wireless, Inc., d/b/a Rave Mobile Safety for Rave Alert and Smart911 in the total amount of $89,844 over three years in order to maintain a mechanism to alert Elgin residents to important community/emergency information and allow resident to enter critical information for responding emergency personnel. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Traffic Administration Ordinance Amendment Changing Traffic Regulations Councilmember Powell made a motion, seconded by Councilmember Dixon, to approve the proposed amendment to the traffic administration ordinance to authorize traffic enforcement in the Sierra Ridge subdivision pursuant to an agreement that was entered into by the City and the Sierra Ridge Condominium Association in 2002. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with B.M.K. Veterinary Associates (d/b/a Golf Rose Animal Services) for Sheltering Impounded Animals Councilmember Dixon made a motion, seconded by Councilmember Gavin, to approve the proposed agreement with B.M.K. Veterinary Associates (d/b/a Golf Rose Animal Services) in the amount of $52,000 to provide housing and care for stray animals impounded by the police department as well as animals impounded due to animal welfare investigations. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with Savers, Inc. for the Purchase of Okta Identity Management Universal Directory with Single Sign on and Adaptive Multifactor Authentication Councilmember Shaw made a motion, seconded by Councilmember Steffen, to approve the purchase of 900 Okta license subscription thru Sayers, Inc., in the amount of $45,954 per year for three years plus $12,500 one-time implementation professional services to deploy Okta cloud -based identity management solution to secure user access to City information system resources. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole February 12, 2020 Page 6 Proposed Amendments to the City's Ethics Act Corporation Counsel Cogley presented details on the proposed changes to the city's ethics act. A copy of the presentation is on file in the City Clerk's office. Included in the draft ordinance was whistleblower protection, lobbying restrictions, and restrictions for those doing business with the city from making campaign contributions. There was discussion regarding impact of city contracts, the position of an Ethics Officer, ethics training for staff and councilmembers, and the impact on the pool of candidates for city council in the future. Councilmember Powell made a motion, seconded by Councilmember Dixon, to table amending the City's existing ethics act to provide additional ethics regulations for city officials and employees. Upon a roll call vote: Yeas: Councilmembers Dixon, Lopez, Powell, Rauschenberger, and Steffen. Nays: Councilmembers Gavin, Martinez, Shaw, and Mayor Kaptain. Discussion on Potential Development of a Vacant Commercial Building Inspection and Licensing Program (Councilpersons Powell and Rauschenberger) There was discussion regarding the need to develop a Vacant Commercial Building Inspection and Licensing Program. Staff was directed to research a program that would be similar to the vacant building residential program, that would outsource the inspections, and inventory the impacted properties. Discussion on Creating a City Council Liaison Position on the Sustainability Commission (Councilpersons Powell and Lopez) Councilmember Powell proposed adding a City Council Liaison position to the Sustainability Commission, similar to the recent addition to the Human Relations Commission. There was discussion regarding which councilperson to appoint. Councilmember Lopez made a motion, seconded by Councilmember Dixon, to appoint Councilmember Rauschenberger as the city council liaison for the Sustainability Commission. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Shaw, Steffen, and Mayor Kaptain. Nays: None. Councilmember Rauschenberger abstained. Announcements from Council Councilmember Powell thanked those that participated in the Thin Red Line program at Elgin Community College. Committee of the Whole February 12, 2020 Page 7 Mayor Kaptain noted that Laura Valdez, Assistant City Manager, would be leaving the city and wished her well in her new endeavors. Announcements from Staff Molly Gillespie, Communications Manager, announced upcoming city events. Aaron Neal, Public Works Superintendent, provided information regarding the "At Your Door' program from Waste Management. Adiournment Councilmember Gavin made a motion, seconded by Councilmember Martinez, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 9:33 p.m. s/ Kimberly Dewis February 26, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING February 26, 2020 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, Lopez (attended electronically), Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: Councilmember Martinez. Approval of Minutes Councilmember Shaw made a motion, seconded by Councilmember Steffen, to approve the minutes of the February 12, 2020, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Amendment No. 1 to En2ineerin2 Services Agreement with Dewberry Engineers, Inc. to add Construction En2ineerin2 Services for the Civic Center Plaza Water Main Improvements A resolution was presented at the Council meeting for adoption by the City Council to provide professional engineering construction services for water main construction in order to improve the City's infrastructure. Consideration of 2020 Property Tax Abatement Councilmember Powell made a motion, seconded by Councilmember Gavin, to approve the provided information to adopt the annual ordinances abating taxes for the property tax levy. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Acceptance of the Plat of Easement and Vacation of Existing Plat of Easement at 848 Summit Street Councilmember Gavin made a motion, seconded by Councilmember Dixon, to accept the Plat of Easement and Vacation of existing Plat of Easement at 848 Summit Street to fulfill the City's obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole February 26, 2020 Page 2 Cultural Arts Commission 2020 Grant Award Recommendations There was discussion regarding art in the civic plaza, other locations for public art and art programming. The individual grants application program was also discussed. Councilmember Dixon made a motion, seconded by Councilmember Powell, to approve the funding of the grant awards to support arts programming in the community in the amount of $39,530. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmember Shaw. Service Agreement with Simple Recycling for Residential Curbside Collection Program There was discussion regarding the positive reception of the program, the collection days, and how the funds received were used. Councilmember Gavin made a motion, seconded by Councilmember Dixon, to approve an agreement with Simple Recycling for Residential Curbside Collection Program to reduce residential landfill waste through free curbside clothing and home goods recycling program. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Economic Incentive Agreement with Reyes Holdings, LLC and Great Lakes Coca-Cola Bottling Councilmember Powell made a motion, seconded by Councilmember Shaw, to approve an economic incentive agreement with Reyes Holdings, LLC and Great Lakes Coca-Cola Bottling in order to establish an economic development incentive agreement inducing a $20 million investment for constructing a 239,000 square -foot facility creating approximately 240 full-time jobs. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Mayor Kaptain wished Carol Gage a happy birthday. Mayor Kaptain announced that Habitat for Humanity would be holding a Women Work event in March. The group was looking for volunteers to help build homes in Elgin. Councilmember Powell invited residents to attend the 22" d annual Chili for Charity being held by the Knights of Columbus. The event would take place on Saturday February 29th at the St. Thomas More Church. Committee of the Whole February 26, 2020 Page 3 Announcements from Staff Molly Gillespie, Communications Manager, announced upcoming city events. Adiournment Councilmember Shaw made a motion, seconded by Councilmember Gavin, to adjourn and go into Executive Session for the purpose of discussing the following matter. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, 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 Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body - Exempt Under Section 120/2(c)(1) of the Open Meetings Act The meeting adjourned at 6:28 p.m. s/ Kimberly Dewis Kimberly Dewis, City Clerk March 4, 2020 Date Approved COMMITTEE OF THE WHOLE MEETING March 4, 2020 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, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Approval of Minutes Councilmember Shaw made a motion, seconded by Councilmember Dixon, to approve the minutes of the February 26, 2020, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Councilmember Martinez. 2020 Census Presentation Members of Elgin's Complete Count Committee for the Census 2020 presented information on the significance of the Census and the committee's efforts to have all residents counted. Denise Raleigh, from the Gail Borden Public Library, provided details on the importance of the census, outreach efforts and how to address the difficult to count populations. The key dates of the census process were reviewed with various events associated with the dates. Karla Jimenez, from School District U-46, provided details about the school district's efforts to inform families of the census and its importance. There was discussion regarding reaching the difficult to count populations, community partnerships and resources available to the community. Amendment No. 4 to En2ineerin2 Services Agreement with HR Green to Add Construction En2ineerin2 Services to the Bluff City Boulevard Sewer Separation Project Phase II Eric Weiss, Water Director, provided details on the status of each of the basins with regards to sewer separation. Councilmember Gavin made a motion, seconded by Councilmember Steffen, to amend the current agreement with HR Green in the amount of $391,569 in order to provide construction engineering services for the Bluff City Combined Sewer Separation Project to strengthen the City's neighborhoods. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole March 4, 2020 Page 2 Adoption of the 2020 Official Zoning Map Councilmember Powell made a motion, seconded by Councilmember Dixon, to move forward with complying with the state statute requiring the annual adoption and publication of an official zoning map. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Purchase of Waterwog 3 Dam Entry Water Rescue Craft Councilmember Gavin made a motion, seconded by Councilmember Martinez, to authorize the purchase of a Waterwog 3 (Creature Craft) for $14,910 in order to replace the twenty year old obsolete dam entry water rescue craft. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Funding for an Estimated 84 Bicycle Racks in the Central Business District There was discussion regarding the style, maintenance, and location of the bicycle racks. Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve the agreement with Civiltech Engineering, Inc. to complete engineering and construction engineering work necessary for downtown bike rack installation. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmember Shaw. Announcements from Council None. Announcements from Staff Molly Gillespie, Communications Manager, announced upcoming city events. Committee of the Whole March 4, 2020 Page 3 Adiournment Councilmember Shaw made a motion, seconded by Councilmember Martinez, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 7:19 p.m. s/ Kimberly Dewis March 18, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING July 22, 2020 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, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Absent: None. Councilmembers Gavin, Lopez and Steffen attended via electronic means. Mayor Kaptain read the following statement: I have determined that requiring an in -person meeting by all of the members of the city council for this city council meeting is not practical or prudent given the COVID-19 disaster, and that electronic attendance via video or audio conference by members of the city council shall be permitted. Sikich, LLC Audit Presentation Sikich, LLP partner, James Savio, provided an overview of the City's 2019 Consolidated Annual Financial Report (CAFR). There was discussion regarding the various pension fund balances. There was also discussion regarding the upcoming budget and the financial impact of the pandemic. The city council thanked Debra Nawrocki, Chief Financial Officer and Budget Director, and her staff for all of their hard work with the audit. Contract with One Source Productions, LLC for TV Production Programming and Video Services Councilmember Martinez made a motion, seconded by Councilmember Dixon, to approve an agreement with One Source Productions, LLC in the amount of $40, 980 to continue to provide informative television programming that highlights City services and current events. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Adopt a Resolution to Approve the List of Selected Recipients to Participate in the 2020 Historic Architectural Rehabilitation Grant Program There was discussion regarding the reexamination of the criteria for the program to include more low to moderate income housing and owner occupied properties. Councilmember Dixon made a motion, seconded by Councilmember Martinez, to approve five recipients' in the 50150 component and two recipients' in the 75/25 component of the Historic Architectural Rehabilitation Grant Program in the amount of $95,195 for exterior rehabilitation and restoration work to their residential properties. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmember Shaw. Committee of the Whole July 22, 2020 Page 2 Acceptance of Sidewalk Easement within the Randall Point Business Park Subdivision Councilmember Shaw made a motion, seconded by Councilmember Dixon, to accept the sidewalk easement within the Randall Point Business Park in order to maintain the sidewalk in the future and fulfill the City's obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Acceptance of Public Improvements within the Randall Point Business Park Subdivision Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the acceptance of the public improvements for ownership and maintenance within the Randall Point Business Park subdivision in order to fulfill the City's obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Amendment Agreement No. 1 with Burns & McDonnell, Inc. for Construction Engineering Services for the 2020 Residential Resurfacing Program —SWAN Area Councilmember Dixon made a motion, seconded by Councilmember Shaw, to enter into Amendment Agreement No. 1 with Burns & McDonnell, Inc. in the amount of $119,547 to provide field inspection, design interpretation, contract administration and general coordination and control of the day to day construction activities for the resurfacing of various residential streets for the 2020 Residential Resurfacing Program —SWAN Area. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Engineering Services Agreement with Engineering Enterprises, Inc. for Completion of a Corrosion Control Study Councilmember Martinez made a motion, seconded by Councilmember Dixon, to approve an agreement with Engineering Enterprises, Inc. in the amount of $133,646 to provide engineering services to analyze the City water supply to ensure optimal corrosion control treatment prior to pumping water out to the water distribution system. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole July 22, 2020 Page 3 Engineering Services Agreement with RK Johnson and Associates, Inc. for Combined Sewer Overflow National Pollution Discharge Elimination System Permit Compliance Councilmember Dixon made a motion, seconded by Councilmember Powell, to approve an agreement with RK Johnson and Associates, Inc. in the amount of $88,900 for the first year of a multi -year agreement to assist the city with compliance of the Illinois Environmental Protection Agency National Pollution Discharge Elimination System permit requirements. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Maintenance Agreement with Motorola Solutions, Inc. to Support Dispatch Infrastructure, Radio Subscribers and Command Central Aware/Genetec Software Maintenance Councilmember Martinez made a motion, seconded by Councilmember Shaw, to authorize the maintenance agreement with Motorola Solutions Inc. to Support Real Time Information Center ($18,318), Console Maintenance ($217,264), Subscriber Maintenance ($54,088) and Microwave Maintenance ($11,906) for a total amount of $301,576 in order to provide continued support for the Emergency Dispatch Center and The Real Time Information Center. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Elgin Cultural Arts Commission Recommendations There was discussion regarding the cancellation of events and the reprogramming of funds this year due to the pandemic. Councilmember Powell made a motion, seconded by Councilmember Dixon, to distribute grant funds to local organizations to support arts programming in the community. Upon a roll call vote: Yeas: Councilmembers Dixon, Lopez, Martinez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmembers Gavin and Shaw. Continuation of Discussion on Community Task Force Formation Around Police Reform There was discussion regarding the goals of the proposed task force. Goals that were suggested included improving policing culture, accountability, and how resources are used. Staff was directed to draft a RFQ (Request for Quote) for a facilitator to assist in the creation of the task force. There was discussion regarding appointing city council members to the task force and the timing of an appointment. Committee of the Whole July 22, 2020 Page 4 Councilmember Dixon made a motion, seconded by Councilmember Powell, to appoint Councilmembers Powell and Shaw as liaisons to the future Community Task Force. Upon a roll call vote: Yeas: Councilmembers Dixon, Lopez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmembers Gavin and Martinez. Councilmember Shaw abstained. Announcements from Council Councilmember Powell thanked staff for their efforts in clean up the damage after a recent microburst. Councilmember Martinez spoke about a recent vigil for Vanessa Guillen where she read a proclamation. She also spoke about her sexual abuse during her time in the military. Mayor Kaptain reminded residents to remain vigilant against COVID-19 to reduce the chances of a resurgence. Announcements from Staff City Manager Kozal announced upcoming city events. Adjournment Councilmember Dixon made a motion, seconded by Councilmember Shaw, to adjourn. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 7:46 p.m. s/ Kimberly Dewis August 12, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING August 42, 2020 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, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Absent: Councilmember Steffen. Councilmembers Gavin, Lopez, and Rauschenberger attended via electronic means. This was allowed with the provision from Public Act 101-0640. Approval of Minutes Councilmember Martinez made a motion, seconded by Councilmember Shaw, to approve the minutes of the July 22, 2020 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Simple Recycling Curbside Collection Program Amendment to Agreement Councilmember Dixon made a motion, seconded by Councilmember Shaw, to move forward renewing the service agreement with Simple Recycling to reduce residential landfill waste through free curbside clothing and home goods recycling program. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Kane County Child Advocacy Center Agreement for Investigating of Sensitive Crimes Involving Children Councilmember Shaw made a motion, seconded by Councilmember Gavin, to approve the contract with the Kane County Child Advocacy Center in the amount of $35,000 to provide investigative and victim services for cases involving children who have been victimized by sexual or serious physical abuse. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Electrical Engineering Services Agreement for Water Treatment Plants with Donohue & Associates, Inc. Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve an agreement with Donohue & Associates, Inc. in the amount of $300,000 to provide the City with engineering services to evaluate, design and provide construction services related to electrical improvements at the Leo Nelson Riverside and Airlite Water Treatment Plants. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Committee of the Whole August 12, 2020 Page 2 Lead Service Line Replacement Program Engineering Services Agreement with Engineering Enterprises, Inc. for 2021 Improvements There was discussion on how the funds from the Illinois Environmental Protection Agency would be disbursed and how many low income houses could use these funds to have the lead lines replaced. Councilmember Shaw made a motion, seconded by Councilmember Dixon, to award an agreement to Engineering Enterprises, Inc. in the amount of $181,995 for engineering services to implement remedial action relating to lead water service lines located on private property. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Engineering Services Agreement with Baxter and Woodman for 2020-2025 National Pollution Discharge Elimination System Phase 2 Storm Water Permit Compliance Proiect Councilmember Gavin made a motion, seconded by Councilmember Powell, to approve an agreement with Baxter and Woodman in the amount of $90,110 for 2020 to provide engineering services required to maintain compliance with the federally mandated National Pollution Discharge Elimination System permit program. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Agreement with O'Brien & Gere Engineers, Inc. for Environmental Remediation Services for 40 Ann Street Councilmember Shaw made a motion, seconded by Councilmember Martinez, to enter into the proposed agreement with O'Brien & Gere Engineers, Inc. in the amount of $1,275,194 to complete the environmental remediation of the City owned property at 40 Ann Street in order to continue to process the property through the state's Site Remediation Program. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Group Facilitator for Community Task Force on Policing; Proposed Request for Oualifications There was discussion about changes to the proposal including assisting in the task force structure and workshops with the city council. Committee of the Whole August 12, 2020 Page 3 Councilmember Powell made a motion, seconded by Councilmember Dixon, to approve the request for qualifications seeking a group facilitator for community task force on policing. Upon a roll call vote: Yeas: Councilmembers Dixon, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: Councilmember Gavin. Ordinance Prohibiting Tents in City Parks and on Other City -Owned Properties There discussion regarding current regulations, and the enforcement and penalties for the proposed ordinance. Councilmember Powell made a motion, seconded by Councilmember Gavin, to approve moving forward with the proposed ordinance prohibiting tents being placed in City parks and on other City -owned properties. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: Councilmember Martinez. Adjourn to City Council Councilmember Gavin made a motion, seconded by Councilmember Dixon, to adjourn and go into the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Reconvene Councilmember Powell made a motion, seconded by Councilmember Dixon, to reconvene the Committee of the Whole meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Actions to Address Criminal Behavior & Homelessness in Downtown Elgin City Manager, Richard Kozal, provided an update on staff s efforts in working with shelter operators. PADS is looking for a different location that would offer permanent supportive housing. A different operator is looking to expand a zero threshold shelter and is working on a cost proposal. Chief Lalley provide an update on the downtown police detail with an overview on the types of incidents, citations and the number involving alcohol. There was a discussion regarding the types of citations issued and the cost of overtime for the downtown detail. Committee of the Whole August 12, 2020 Page 4 There was discussion regarding coordinating with the key stake holders to address homelessness and to work towards both a short term and long term solution. Potential funding sources for addressing the homelessness situation was also discussed. Announcements from Council Councilmember Powell congratulated Pastor Nate Edmund on his retirement and thanked him for all of his years of service to the community. Councilmember Powell expressed condolences to the friends and family of Dave Shelton, owner of Medusas. Councilmember Martinez reminded everyone to compete the 2020 Census. Mayor Kaptain provided information about where to obtain mortgage and rental assistance in Kane and Cook County. Announcements from Staff Richard Kozal, City Manager, announced changes to the city's web site transparency page. Ana Lalley, Police Chief, addressed recent comments made about past civil and criminal proceedings involving police officers. Adiournment Councilmember Martinez made a motion, seconded by Councilmember Gavin, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. The meeting adjourned at 9:16 p.m. s/ Kimberly Dewis August 26, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING August 26, 2020 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:00 p.m. in the Council Chambers. Roll call was answered by Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Councilmembers Gavin, Lopez, and Steffen attended via electronic means. This was allowed with the provision from Public Act 101-0640. Approval of Minutes Councilmember Martinez made a motion, seconded by Councilmember Shaw, to approve the minutes of the August 12, 2020 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, and Mayor Kaptain. Nays: None. Councilmember Steffen abstained. Construction Engineering Services Agreement with Chastain & Associates, LLC for 2020 Resurfacing Program —Southeast Area Neighborhood; Amendment No. 1 Councilmember Shaw made a motion, seconded by Councilmember Dixon, to approve the Amendment No. 1 to the agreement with Chastain & Associates, LLC in the amount of $109,500 to provide field inspection, design interpretation, contract administration and general coordination and control of day-to-day construction activities for the resurfacing of various residential streets designated in the 2020 resurfacing program for the southeast area neighborhood. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Engineering Services Agreement with Stanley Consultants, Inc. for Wells 5A and 3A Upgrades; Amendment No. 1 Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve Amendment No. 1 to the agreement with Stanley Consultants, Inc. in the amount of $29,655 to provide engineering services to improve Wells 5A and 3A, and the surrounding site to mitigate the apparent influx of surface water. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole August 26, 2020 Page 2 Ordinance Regulating Use of City -Owned Parking Structures and Parking Lots There was discussion regarding the education and enforcement of the proposed ordinances. Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve moving forward with the proposed ordinance regulating the use of City -owned parking structures and parking lots to restrict activity to the intended purpose of parking and retrieving vehicles. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Councilmember Martinez thanked those residents that attended the meetings and reminded everyone to compete the 2020 Census. Mayor Kaptain reminded residents to be cautious and to continue following guidelines to prevent the spread of COVID-19. He also noted candidate packets for the local election were available and asked the council to revisit the discussion of the proposed ethics ordinance. Announcements from Staff City Manager Kozal announced upcoming city events. Adi ournment Councilmember Shaw made a motion, seconded by Councilmember Powell, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 6:19 p.m. s/ Kimberly Dewis September 9, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING September 9, 2020 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:00 p.m. in the Council Chambers. Roll call was answered by Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Councilmembers Gavin, Lopez, Rauschenberger, and Steffen attended via electronic means. This was allowed with the provision from Public Act 101-0640. Approval of Minutes Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the minutes of the August 26, 2020 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Acceptance of Plat of Vacation for City Easement Associated with 2671 Galvin Court Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the acceptance of the plat of vacation associated with 2671 Galvin Court in order to fulfill the City's obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council None. Announcements from Staff Rick Kozal, City Manager, announced upcoming city events. Adiournment Councilmember Martinez 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, Gavin, Lopez, 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 Committee of the Whole September 9, 2020 Page 2 Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body - Exempt Under Section 120/2(c)(1) of the Open Meetings Act The meeting adjourned at 6:07 p.m. s/ Kimberly Dewis September 23, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING September 23, 2020 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, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Councilmembers Gavin, and Rauschenberger attended via electronic means. This was allowed with the provision from Public Act 101-0640. Approval of Minutes Councilmember Martinez made a motion, seconded by Councilmember Shaw, to approve the minutes of the, September 9, 2020, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Renewal of Liability, Crime and Workers' Compensation Insurance Programs for the Period October 1, 2020 through September 30, 2021 ($981,034) There was discussion regarding the market conditions and the impact of the pandemic on the costs of insurance. A resolution was presented at the Council meeting for adoption by the City Council for renewal of the city's liability, crime and workers' compensation insurance policies Kimball Street Dam Considerations Involving Its Removal Art Malm, professional engineer and "Friends of the Fox River" member, presented information on the environmental benefits derived from removing the Kimball Street Dam. A copy of the presentation is on file in the City Clerk's office. Elgin Water Director and Professional Engineer, Eric Weiss, provided information on potential modifications to the Leo Nelson Riverside Water Treatment Plant that would be prompted by the dam's removal. Mr. Malm asked the council for their support by passing a resolution to continue the study for the removal of the dam. There was discussion on the impact of water level changes, other dams being removed and the costs to complete the study. Also discussed was the potential need to relocate the intake point of the water treatment plant. Adjourn to City Council Councilmember Powell made a motion, seconded by Councilmember Martinez, to adjourn and go into the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole September 23, 2020 Page 2 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, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Engineering Services Agreement with Strand Associates, Inc. for Treatment Facility Engineering Services Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve an agreement with Strand Associates, Inc. in the amount of $82,000 for engineering services to evaluate, design and provide construction services related to facility improvements at various Utility Department facilities including the Leo Nelson Riverside and Airlite Water Treatment Plants. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Engineering Services Agreement with HR Green, Inc. for the Development of a City -Wide Structure Inventory Councilmember Shaw made a motion, seconded by Councilmember Steffen, to enter into an agreement with HR Green, Inc. in an amount not to exceed $33,932 to use existing GIS data and field observations to identify, locate and catalog structures located within City limits to form the basis of future structure inspection and condition analysis that will minimize the chance of sudden structure failures. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Ordinance Prohibiting the Use of Groundwater as a Potable Water Supply within a Defined Area of the City of Elgin Near the Intersection of Big Timber Road and North McLean Boulevard Councilmember Gavin made a motion, seconded by Councilmember Steffen, to approve moving forward with the Ordinance in connection with the environmental remediation of the Speedway LLC property at 1570 Big Timber Road. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole September 23, 2020 Page 3 Highway Authority Agreement and Supplemental Agreement with Speedway LLC Regarding 1570 Big Timber Road and Public Right-of-Wav Adjacent to Big Timber Road and North McLean Boulevard Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve the Highway Authority Agreement and Supplement Agreement with Speedway LLC in connection with the environmental remediation of the Speedway LLC property at 1570 Big Timber Road. . Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with School District U-46 for Continuation of School Resource Officers There was discussion regarding the role of and the selection process for the School Resource Officers. There were concerns about the charges and arrests of students and there was a request for data related to the same. Councilmember Powell made a motion, seconded by Councilmember Lopez, to table the agreement with School District U-46. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmember Shaw. Economic Incentive Agreement with Thomas Engineering Councilmember Steffen made a motion, seconded by Councilmember Shaw, to approve the agreement with Thomas Engineering to establish an economic development incentive agreement inducing the relocation of a corporate headquarters from Hoffman Estates with approximately 75 full-time jobs. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmember Shaw. Downtown Neighborhood Association of Elgin Two -Year Purchase of Service Agreement Jennifer Fukala, Downtown Neighborhood Association (DNA) Executive Director, provided a presentation regarding the 2019 achievements and 2020 efforts of the Downtown Neighborhood Association. She noted the various program changes based on the impacts of the pandemic. A copy of the presentation is on file in the City Clerk's office. Aaron Sellers, Downtown Neighborhood Association Board President, noted that based on performance the group, they would be asking for an increase to their funding for this agreement. There was discussion regarding accomplishments of the DNA during the pandemic and how the additional funding would be used. Committee of the Whole September 23, 2020 Page 4 Councilmember Shaw made a motion, seconded by Councilmember Dixon, to approve the two- year agreement with the Downtown Neighborhood Association of Elgin in the amount of $165,000 annually to provide economic development services, including assistance to small businesses, for two years. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: Councilmember Martinez. Announcements from Council Councilmember Steffen announced Kiwanis Peanut Days virtual sales. Councilmember Lopez commented on Hispanic Heritage Month and the various events being held to celebrate. Announcements from Staff Rick Kozal, City Manager, announced upcoming city events. Adiournment Councilmember Dixon 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, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Under Section 120/2(c)(2) of the Open Meetings Act Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body - Exempt Under Section 120/2(c)(1) of the Open Meetings Act The meeting adjourned at 9:40 p.m. s/ Kimberly Dewis October 14, 2020 Kimberly Dewis, City Clerk Date Approved SPECIAL COMMITTEE OF THE WHOLE MEETING September 26, 2020 The special Committee of the Whole meeting was called to order by Mayor Kaptain at 9:00 a.m. in the Seigle Auditorium at Elgin Community College's University and Business Center. Present: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Councilmember Gavin attended via electronic means. This was allowed with the provision from Public Act 101-0640. Pre -Budget Workshop between City Council and Staff City Manager Kozal provided an overview of the topics to be presented and discussed, including the status of revenue streams, overview of departmental budget proposals and soliciting city council input on the developing budget. Mr. Kozal outlined the measures taken by the city to address the COVID-19 pandemic including employee furloughs, salary reductions and spending reductions. These actions should allow the city to maintain a flat tax levy again in 2021. He also noted the potential impacts of the graduated income tax measure on the ballot. Debra Nawrocki, Chief Financial Officer and Budget Director, provided high level estimates for the various revenue streams. She noted that the city has made an application to the Kane County Coronavirus Aid, Relief, and Economic Security (CARES) Act funding to receive $5 million to reimburse for costs incurred due to the pandemic. Other areas that will help offset revenue shortfalls included collections of ambulance fees, staff furloughs and pay reductions, as well as spending reductions. The decreases to the revenue in the Riverboat Fund caused two projects to be postponed, the LED Streetlight Project and Dundee Summit Intersection. Other revenue sources projecting a short fall included the hotel/motel and the motor fuel tax. The water and sewer fund saw an increase to rates last year. There are concerns about the growing receivables, up from 5% last year to 12% this year, with 1/3 coming from low to moderate income homes. The Police and Fire Pensions contribution for 2021 increased to $5.4 million. The prepayment from last year should allow that tax levy to remain flat this year. There was discussion regarding how the CARES funds could be used and the impacts of video gaming and sports book revenues. Committee of the Whole - Special September 26, 2020 Page 2 Aaron Cosentino, Director of Neighborhood Services and Interim Assistant City Manager, provided an overview of the initial department budget proposal process. He explained it was not a wish list, but rather a thoroughly vetted request from a department based on certain criteria. He outlined proposed personnel changes in Community Development, Neighborhood Services, Police and Fire Departments, as well as Human Resources. The Council held a recess from 10:10 a.m. — 10:25 p.m. Mayor Kaptain allowed each city council member to outline their requests for the 2021 Budget. Items that were discussed included: supplier diversity; affordable housing; internships; economic development; an environmental audit; full-time sustainability staff member; public health — county level; and a technology update. Public Comment Jeri McCue stated her opinions on disparity studies and continued economic development outreach. Sue Webb commented on the Route 20 and Route 31 entry way into the city and the importance for sports for the youth. Adjournment Councilmember Shaw made a motion, seconded by Councilmember Steffen, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 11:45 a.m. s/ Kimberly Dewis October 14, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING October 14, 2020 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:00 p.m. in the Council Chambers. Roll call was answered by Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Councilmembers Gavin, Lopez, and Rauschenberger attended via electronic means. This was allowed with the provision from Public Act 101-0640. Approval of Minutes Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve the minutes of the September 23, 2020 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Councilmember Powell made a motion, seconded by Councilmember Dixon, to approve the minutes of the September 26, 2020 special meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Grant Writer Services Agreement with Hampton, Lenzini & Renwick Inc. Councilmember Shaw made a motion, seconded by Councilmember Dixon, to approve an agreement with Hampton, Lenzini & Renwick Inc. for a two-year period to apply for grants from various agencies for stormwater and detention basin projects that will benefit the City. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Intergovernmental Agreement with the Illinois Department of Transportation for Installation of Traffic Signal Improvements at Illinois Route 58 and Shady Oaks Drive Councilmember Powell made a motion, seconded by Councilmember Gavin, to enter into an intergovernmental agreement with the Illinois Department of Transportation for reimbursement for traffic signal improvements and authorize a resolution to fund the agreement in the amount of $18,975 in order to facilitate the free flow of traffic and ensure safety to the motoring public. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole October 14, 2020 Page 2 Engineering Services Agreement with Trotter and Associates, Inc. for Sewer Related Proi ects Councilmember Dixon made a motion, seconded by Councilmember Martinez, to approve an agreement with Trotter and Associates, Inc. in the amount of $60,000 to provide the City with engineering services to evaluate, design and provide construction services related to sewer system improvements. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with Evoqua Water Technologies, LLC for Procurement of a Chlorine Evaporator Councilmember Powell made a motion, seconded by Councilmember Martinez, to award a contract to Evoqua Water Technologies, LLC in the amount of $54,861 to purchase a spare chlorine evaporator to ensure continued reliability. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with Zoll Medical Corporation for the Purchase of an X-Series Cardiac Monitor with Related Components Councilmember Powell made a motion, seconded by Councilmember Gavin, to authorize the purchase of one Zoll X-Series Cardiac Monitor and associated hardware components from Zoll Medical Corporation in the amount of $24,000 to replace an existing cardiac monitor that is at the end of its service life to ensure continued reliability of this critical piece of equipment. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Change Order No. 2 with Motorola Solutions, Inc. for CallWorks Next Generation 9-1-1 Telecommunications System Councilmember Dixon made a motion, seconded by Councilmember Shaw, to approve Change Order No. 2 with Motorola Solutions, Inc. at no cost to the city to complete changes necessary to modify equipment and services for old analog phones lines for modern digital lines. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole October 14, 2020 Page 3 Purchase of Axon Enterprises, Inc. Taser X2 and Associated Training Equipment Councilmember Shaw made a motion, seconded by Councilmember Dixon, to approve the purchase of six, Axon Taser X2s and the associated equipment related to their training and use in the amount of $26,374.to replace current equipment that is at end of life, along with the purchase of associated training equipment for annual officer recertification. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. One -Year Lease Extension Agreement with 164 Division, LLC for the Elgin Arts Showcase There was discussion regarding the timing of the annual booking schedule, and the costs to operate the location. Councilmember Dixon made a motion, seconded by Councilmember Powell, to approve a one- year lease extension agreement with an option to renew up to one successive one-year term with 164 Division, LLC in the amount of $48,632.88 to continue to provide cultural arts opportunities and attract visitors to Downtown Elgin. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: Councilmember Shaw. Agreement with School District U-46 for Continuation of School Resource Officers Councilmember Shaw made a motion, seconded by Councilmember Powell, to remove the item from the table. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Police Chief Lalley presented information on the School Resource Officer (SRO) program. A copy of the presentation is available in the City Clerk's office. She provided the history of the program that started in 1987. The duties of Student Resource Officer included law enforcement officer, teacher, informal counselor, assist with critical events and security plans. The role does not include enforcement of discipline. The training and selection process to become a Student Resource Officer was outlined. Training involved including active shooter; ALICE (Alert, Lockdown, Inform, Counter, Evacuate); Crisis Intervention Training (CIT), School Resource Officer Certification, Juvenile Specialist Skills Certification, and child physical and sexual assault investigations. The Police Chief reviewed what happens during a police and student interaction. She reviewed the investigation process and dispositions. There were mitigating factors such as age of the minor, seriousness of the alleged offense, parent involvement, and the minors understanding of the incident that help determine the disposition. Committee of the Whole October 14, 2020 Page 4 Adiourn to City Council Councilmember Powell made a motion, seconded by Councilmember Martinez, to adjourn and go into the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, 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, Lopez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with School District U-46 for Continuation of School Resource Officers (continued) Chief Lalley continued the presentation regarding the Student Resource Officer program with U- 46 School District. A copy of the presentation is available in the City Clerk's office. She provided details on restorative justice practices which seek to understand and repair the harm that was done in a given situation restoring the victim rather than punishing the offender. Chief Lalley provided detailed data regarding each of the schools where Student Resource Officers are present. She noted variables in the data caused by required expungement and data from the entire district versus Elgin schools. Overall there has been a decrease over the last several years in the number of arrests and the number of known gang members. Detailed information regarding the arrests for the last five years at each high school and middle school was provided. She reviewed the Kane County point system in the decision making process regarding the detention of juvenile offenders. Considerations for the point system include prior arrests, risk of failure to appear, and most serious alleged current offense. The total active gang member data was reviewed. The method to make the determination if an individual was in a gang was provided. Overall the data showed a reduction in gang membership in the schools. Testimonial was provided from Student Resource Officers Detective Kevin Kamenjarin, Detective Kevin Sosnowski and Sergeant Elias Acevedo. They shared their experiences and the impact the role had on them. There was discussion regarding data presented, how arrests impact drop out and graduation rates and the Student Resource Officers' involvement in truancy and home visits. There was an explanation regarding the Operation Homefront program. There were concerns discussed regarding the demographics of the student arrests. There was interest in seeing a comparison of the Elgin/U-46 arrest data against other area districts. Committee of the Whole October 14, 2020 Page 5 There was discussion regarding if Student Resource Officer should carry a gun at the school. Chief Lalley explained the role the Student Resource Officers have in the schools safety plans. Councilmember Gavin made a motion, seconded by Councilmember Shaw, to approve the agreement with School District U-46 for officer salary reimbursement relating to officers assigned to the School Resource Officer Program in the amount of $505,242 to provide a police presence within schools to promote student and staff safety and security. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Shaw, Steffen, and Mayor Kaptain. Nays: Councilmembers Lopez and Rauschenberger. Announcements from Council Councilmember Lopez noted that it was Breast Cancer Awareness month and encouraged regular screenings. Mayor Kaptain reminded residents of the Census deadline. Announcements from Staff None. Adjournment Councilmember Shaw 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, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Under Section 120/2(c)(2) of the Open Meetings Act Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body - Exempt Under Section 120/2(c)(1) of the Open Meetings Act The meeting adjourned at 10:45 p.m. s/ Kimberly Dewis Kimberly Dewis, City Clerk October 28, 2020 Date Approved COMMITTEE OF THE WHOLE MEETING October 28, 2020 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, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Councilmembers Dixon, Gavin, Rauschenberger and Steffen attended via electronic means. This was allowed with the provision from Public Act 101-0640. Approval of Minutes Councilmember Lopez made a motion, seconded by Councilmember Martinez, to approve the minutes of the October 14, 2020 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Sustained Traffic Enforcement Program Grant for Occupant Protection and Impaired Driving Enforcement with the Illinois Department of Transportation Councilmember Dixon made a motion, seconded by Councilmember Martinez, to approve an agreement with Illinois Department of Transportation to accept grant award in the amount of $111,982 to partner with the IDOT to continue providing safer roadways through occupant protection and impaired driving enforcement. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Engineering Services Agreement with Baxter & Woodman, Inc. for Water Distribution Related Proiects Councilmember Lopez made a motion, seconded by Councilmember Martinez, to approve an agreement with Baxter & Woodman, Inc. in the amount of $200,000 to provide the City with engineering services to evaluate, design and provide construction services related to water distribution system improvements. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with McCrometer, Inc. for Procurement of Flow Meters Councilmember Shaw made a motion, seconded by Councilmember Martinez, to award a contract to McCrometer, Inc. in the amount of $205,392 to purchase water treatment plant flow meters to ensure accurate and efficient use of water and chemicals. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole October 28, 2020 Page 2 Announcements from Council Mayor Kaptain reminded everyone to get out and vote. He also reminded everyone to use masks, adhere to social distancing and wash their hands to help with the pandemic. Announcements from Staff None. Adiournment Councilmember Lopez 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, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body - Exempt Under Section 120/2(c)(1) of the Open Meetings Act The meeting adjourned at 6:08 p.m. s/ Kimberly Dewis November 4, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING November 4, 2020 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:00 p.m. in the Council Chambers. Roll call was answered by Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. Councilmembers Gavin, Lopez, and Steffen attended via electronic means. This was allowed with the provision from Public Act 101-0640. Approval of Minutes Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the minutes of the October 28, 2020 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Proposed 2021 Budget and Three -Year Financial Plan City Manager Rick Kozal provided an overview of the proposed 2021 Budget and Three -Year Financial Plan that will be discussed over the course of five city council meetings before the budget's final adoption at the December 16th council meeting. He provided details on how the city would close the 2020 financial year without a deficit despite the economic downturn due to the COVID-19 pandemic. Due to declining revenues it was estimated that the city is looking at an $11 million deficit for the 2021 fiscal year. Mr. Kozal outlined the plan to address the shortfall without raising property taxes that included utilizing into the city's reserves, employee wage freezes, department cuts in operating costs, and suspending various upcoming construction projects. Other key budget components mentioned by Mr. Kozal included the $5 million CARES Act funding the city anticipates receiving, contributions to the police and firefighter pension funds, and cost savings received from the city's workers' compensation and health insurance benefits. He outlined the upcoming agendas for the following budget discussions as well. Acceptance of a Plat of Easement for Stormwater Management Purposes within the Site Located at 1175 N. McLean Boulevard aka Culver's Councilmember Shaw made a motion, seconded by Councilmember Powell, to approve the acceptance of the Plat of Easement for stormwater management purposes within the site located at 1175 N. McLean Boulevard aka Culver's to fulfill the City's obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole November 4, 2020 Page 2 Acceptance of an Easement Agreement for the Site at 1620 Villa Street for an Offsite Stormwater Management Area Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the acceptance of an easement agreement for the Everclean Carwash site at 1620 Villa Street for an offsite stormwater management area. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Purchase Agreement with GraybaR for the Purchase of Programmable Logic Controllers Upgrades Councilmember Dixon made a motion, seconded by Councilmember Powell, to award the purchase agreement for programmable logic controllers to GraybaR in the amount of $116,196 to provide adequate water supply by upgrading aging equipment. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Resolution Establishing a Schedule of City Council Meetings for 2021 There was discussion regarding scheduling the quarterly workshops for Council next year. Councilmember Dixon made a motion, seconded by Councilmember Powell, to establish a schedule of city council meetings for 2021 to comply with requirements of the Open Meetings Act. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. 2021 Health Insurance Program with Blue Cross Blue Shield of Illinois There was discussion regarding the discounts and rebates the city received on the insurance programs due to the COVID-19 pandemic. Also, discussed was the value of the policies being renewed. Councilmember Gavin made a motion, seconded by Councilmember Martinez, to enter into a twelve-month, fully insured contract with Blue Cross Blue Shield of Illinois in the amount of $10,690,734 for active employees and $1,198,486 for retired employees to provide fiscally sound health insurance program access to employees, retirees and their dependents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole November 4, 2020 Page 3 ESRI Geographic Information System Server Upgrades Councilmember Shaw made a motion, seconded by Councilmember Powell, to approve a purchase from ESRI for server licensing and professional services in the amount of $23,300 to add additional servers and upgrade processing capabilities to the City geographic information system to improve the working environment, productivity and support. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Councilmembers Powell, Rauschenberger, and Dixon thanked staff for the family friendly event that was held at Wing Park featuring Halloween decorations. Councilmember Martinez thanked staff for their efforts and the neighborhood that was affected by the Wing Park Halloween event for their patience while the event was taking place. Announcements from Staff City Manager Kozal, announced upcoming city events. Adiournment Councilmember Shaw made a motion, seconded by Councilmember Powell, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 6:46 p.m. s/ Jennifer Quinton November 18, 2020 Jennifer Quinton, Deputy City Clerk Date Approved SPECIAL COMMITTEE OF THE WHOLE MEETING November 11, 2020 The special Committee of the Whole meeting was called to order by Mayor Kaptain at 5:00 p.m. in the Council Chambers. Present: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. All members, with the exception of Mayor Kaptain, attended via electronic means. This was allowed at this time granted by Governor Pritzker's Executive Order 2020-07. Proposed 2021 Budget and Three -Year Financial Plan — Continued Discussion City Manager Kozal introduced the topics for this evening's continuing discussion on the proposed 2021 Budget and Three -Year Financial Plan. Staff presented information regarding the General Fund, Riverboat Fund, Central Area TIF Fund, Staff Review, and the Police Collaborative Crisis Services Unit (CCSU). Debra Nawrocki, Chief Financial Officer and Budget Director, provided an overview of the General Fund. She noted that the city will maintain a flat general fund levy for seven (7) consecutive years and stated that the long term cost controls will be implemented to balance the financial plan. The financial plan does not incorporate any new or increased revenues, and it balances the budget utilizing $18.0 million in reserve funds. She stated that the Police and Fire Pension levy for 2021 remains consistent with 2020 regarding the city's pension obligations required by the State of Illinois. She noted that the estimated $5 million from the Kane County CARES Act grant that the city applied for is not included in the budget currently, but recommends that the money be used to pre -fund the required pensions for Police and Fire once received. Ms. Nawrocki stated that the 2021 budget does include the addition of the new staff positions being recommended tonight. There was discussion regarding the CARES Act funds, when they were expected to be received, adjustments to the budget, and their use in pre -funding the pensions. Also discussed were tracking the city's expenditures due to the COVID-19 pandemic related to Personal Protective Equipment (PPE), and pursuing funds promised from Cook County and FEMA. Debra Nawrocki, Chief Financial Officer and Budget Director, provided an overview of the Riverboat Fund. She went over the revenues and expenditures for 2021, as well as the estimated numbers for 2022 and 2023. She provided the percentages for the investments the fund covers for infrastructure projects, property maintenance, economic development, public safety, financial stewardship and funding for cultural and community agencies. She stated that shortfalls in the fund would delay the LED Light Project and the Dundee/Summit Intersection Project. She noted that all funding for Resurfacing Projects would come from the MFT Fund. There was discussion regarding the reduction in revenue caused by the COVID-19 pandemic and the continued impact on capital projects as a result. Also, discussed were impact fees and development fees and how they are distributed to various projects. Committee of the Whole November 11, 2020 Page 2 City Manager Kozal provided an overview of the Central Area TIF Fund. He went over the strategic initiatives being covered by the fund in 2021 as well as providing a plan for the estimated funds through 2025. This presentation is on file in the City Clerk's Office. There was discussion regarding affordable housing, the lack of interest in deconversion grants for the area, the area covered by the TIF, how the funds are being allocated, and the limitations on how the money can be spent. The Council recessed for a ten (10) minute break at 6:25 p.m. Aaron Cosentino, Interim Assistant City Manager provided an overview for the proposed full- time Sustainability Officer. He went over the city's sustainability efforts and history, and outlined some of the successful programs that have been implemented. He stated the proposed duties of the Sustainability Officer would include being the staff liaison to the Sustainability Commission, coordinating an audit to measure the city's progress in achieving its sustainability goals, track existing programs, as well as setting and implementing new goals. There was discussion regarding the funding for the position, duties included, and the estimated salary for the position. Gail Cohen, Human Resources Director provided an overview of the various internship programs the city is currently involved in. She outlined the Summer Youth Program as well as the internships that are currently active in the following departments: GIS, Engineering, Water, Community Development, and Building Maintenance. She provided details on the new STEM internship program that would allow ten (10) high school students to develop life skills in their chosen fields of study — Science, Technology, Engineering and Mathematics (STEM). She expects to place the interns within various departments within the city including but not limited to Police, Engineering, and Utilities. There was discussion regarding the qualifications of the participants, the duration of the program, and recruitment efforts. Karina Nava, Assistant to the City Manager provided an overview of the proposed Human Rights and Equity Officer. She stated the proposed duties of the position would include being the staff liaison to the Human Relations Commission, to help establish a community task force on policing, and to help identify and eliminate inequalities within the community that may be driven by systemic inequalities. She noted that this position would be one in only 32 communities within the United States and the first one established in Kane County. There was discussion regarding the duties assigned to the position and the community impact. Committee of the Whole November 11, 2020 Page 3 Police Chief Ana Lalley provided an overview of the history and data regarding the Collaborative Crisis Services Unit (CCSU) as well as case examples. She stated the mission of CCSU was to provide services and assistance to those with mental health related concerns, substance use disorder needs and assisting individuals experiencing homelessness. She went over the current staffing for the unit and stated that the department was requesting additional staff by adding one full-time mental health professional who would act as a triage person for incoming 911 calls involving mental health issues and one part-time mental health professional who would work with the existing police officers and mental health workers currently in the unit. This presentation is on file with the City Clerk's Office. There was discussion regarding housing the unit in a different department within the city, the proposed salaries for the new positions, and similar programs instituted by other communities within the country. Public Comment The following comments were submitted via email. Copies of the emails were provided to city councilmembers and posted on the city's website. Paul Berland outlined his concerns regarding global warming and climate change and asked the city to set aside funds for the Sustainability Commission for educational materials for Elgin citizens. Cheryl Brumbaugh-Cayford expressed support for the proposed Sustainability Officer and budgeting for the task of inventorying greenhouse gas emissions within the community. Susan Swing stated her concerns regarding climate change and expressed her support for the proposed Sustainability Officer. Tom Armstrong stated his concerns regarding climate change and global warming, expressed his support for the proposed Sustainability Officer. Jordan Wildermuth recommended budgeting for a homeless shelter or transitional housing within the community. Patsy Hirsch expressed her support for the proposed Sustainability Officer. Dustin Good expressed his support for the proposed Sustainability Officer. Committee of the Whole November 11, 2020 Page 4 Adiournment Councilmember Gavin made a motion, seconded by Councilmember Powell, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 8:29 p.m. s/ Jennifer Quinton December 2, 2020 Jennifer Quinton, Deputy City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING November 18, 2020 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 5:00 p.m. in the Council Chambers. Present: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell (5:10 p.m.), Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. All members, with the exception of Mayor Kaptain, attended via electronic means. This was allowed at this time granted by Governor Pritzker's Executive Order 2020-07. Approval of Minutes Councilmember Dixon made a motion, seconded by Councilmember Steffen, to approve the minutes of the November 4, 2020 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Proposed 2021 Budget and Three -Year Financial Plan City Manager Kozal introduced the topics for this evening's continuing discussion on the proposed 2021 Budget and Three -Year Financial Plan. Staff would present information regarding the Utility Fund, the Hommen's Cultural Arts Center, Cultural Arts programs, and the Parks and Recreation Department. Debra Nawrocki, Chief Financial Officer and Budget Director, provided an overview of the Utility Fund. She noted that expenditures and revenues were in line with the budget, and the fee increase for this service would be less than projected. The Water Department would be requesting an additional staff member and are in the process of changing the water meter vendor. There was discussion regarding the aging receivables; strategic initiatives including a study on dam removals; and the status of the debt service. Eric Weiss, Water Director, provided details on the department's initiative of a new water meter reader system. He outlined the differences between the current system and the proposed system. There was discussion on the water meter changes and the impact on the billing process. Eric Weiss, Water Director, provided an update on the Lead Service Line Replacement Project including the status of an application for grant money to assist those property owners that need line replacements. Maria Cumpata, Parks and Recreation Director, provided details on the measures taken during 2020 in response to the pandemic. She noted that program cancellations impacted projected revenues to be $1.7 million which is down from $4.2 million in the previous year. Further impacts included staff furloughs, and job cuts for both part time and seasonal positions. Committee of the Whole November 18, 2020 Page 2 The Parks and Recreation Department's proposals for the 2021 budget include closing Lords Park Pool, closing the East Side Recreation Center (ERC), cancelling various special events, postponing a marketing study and delaying capital improvements such as the installation of a concrete pad at Festival Park. The governor's stay at home order saw an increase in residents using parks, open spaces and bike trails. This may result in investing in playground equipment in the near future. Amanda Harris, Assistant to the City Manager, presented information regarding how the pandemic impacted the Hemmen's Cultural Arts Center and Cultural Arts overall. In 2020, the Hemmen's Cultural Arts Center saw staffing furloughs and rebooking of events. Changes proposed for 2021 will include new rental packages with cleaning, equipment and labor fees, and live streaming opportunities. Ms. Harris outlined a new initiative that was in response to the boards up used during protests over the summer. The project would include a documentary about the art created on the board ups and efforts to preserve this work. Also the project will include a mural, an expanded Juneteenth event and a new scholarship. Engineering Services Amendment Agreement No. 2 with Baxter and Woodman, Inc. for the Dundee Avenue and Summit Street Intersection Water Main Design ($18,590) Councilmember Gavin made a motion, seconded by Councilmember Shaw, to approve Amendment Agreement No. 2 with Baxter and Woodman, Inc. in an amount not to exceed $18,590 to prepare the designs, specifications, estimates and construction documents necessary to include additional design considerations in the Dundee Avenue/Summit Street intersection project. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Renaming the "Farm Zoo" in the Lords Park Zoo to "Tefft's Farm" (No cost) Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve the recommendation of the Parks and Recreation Advisory Board "Farm Zoo" at the Lords Park Zoo to "Tefft's Farm" in order to recognize the historical contributions of Joseph Tefft to the Elgin community. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Councilmember Gavin wished everyone a happy thanksgiving. Committee of the Whole November 18, 2020 Page 3 Councilmember Dixon announced that on November 21, 2020 there would be a drive thru health fair held at Wing Park. Mayor Kaptain reminded everyone to be safe and practice social distance, wash their hands, and wear a mask. Announcements from Staff None. Adiournment Councilmember Martinez made a motion, seconded by Councilmember Dixon, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. The meeting adjourned at 6:47 p.m. s/ Kimberly Dewis December 2, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING December 2, 2020 The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 5:00 p.m. in the Council Chambers. Present: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. All members, with the exception of Mayor Kaptain, attended via electronic means. This was allowed at this time granted by Governor Pritzker's Executive Order 2020-07. Approval of Minutes Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the minutes of the November 11, 2020, special meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the minutes of the November 18, 2020, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Proposed 2021 Budget and Three -Year Financial Plan City Manager Kozal introduced the continued discussion on the proposed 2021 Budget and Three -Year Financial Plan. He noted that the city had received word from Kane County regarding funds for Covid-19 relief in the amount of 5.7 million. Staff was recommending utilizing these funds to pre -fund the City's pension obligations. Debra Nawrocki, Chief Financial Officer and Budget Director, provided details on the financial plan as proposed in November versus the current recommendation to pre -fund the public safety pensions. She noted this recommendation's impact on the tax levy and the reserve fund balance over the three year financial plan. Debra Nawrocki, Chief Financial Officer and Budget Director, compared the 2019 utility accounts vs the 2020 utility accounts. She noted that in 2019 80% of the accounts were current versus the same time in 2020 where only 65% of the accounts were current. City Manager Kozal provided clarification regarding staffing within the Police Department's Collaborative Crisis Unit. It was noted that the social worker position would be initially contracted out as opposed to a city new position. Also, there was a brief discussion regarding the proposed positions of Sustainability Coordinator and the Human Rights and Equity Officer. Committee of the Whole December 2, 2020 Page 2 Fire Protection Agreements with Illinois Tool Works, DSM Desotech and St. Charles Properties Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve fire protection agreements with Illinois Tool Works, DSM Desotech and St. Charles Properties with a revenue of $72,803 to provide an economically beneficial way for fire department resources to be utilized by properties located outside the City borders. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Contract with Municode for Municipal Codification Services Councilmember Steffen made a motion, seconded by Councilmember Martinez, to approve an agreement with Municode in an amount not to exceed $29,764 to provide the municipal code to employees and residents in a user-friendly format. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Acceptance of the US Department of Justice Law Enforcement -Based Victim Specialist Grant for Three Full -Time Case Manager Positions through September 30, 2023 Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the acceptance of funds granted by the U.S. Department of Justice to support three fulltime case manager positions for three years in the amount of $450,000 and a City contribution of $90,867 in order to continue crime victim support services to the community until September 30, 2023. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Acceptance of Public Improvements and Easement within the Site Located at 1755 Britannia Drive Councilmember Shaw made a motion, seconded by Councilmember Gavin, to approve the acceptance of the public improvements and related easement for ownership and maintenance within the site located at 1755 Britannia Drive at an estimated five-year maintenance cost of $1,470 in order to fulfill the City's obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Committee of the Whole December 2, 2020 Page 3 Acceptance of a Plat of Easement for Stormwater Management Purposes within the Site Located at 2225 Point Boulevard aka Woodspring Suites Councilmember Martinez made a motion, seconded by Councilmember Dixon, to approve the acceptance of the Plat of Easement for Stormwater Management Purposes within the site located at 2225 Point Boulevard aka Woodspring Suites in order to fulfill the City's obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Acceptance of Public Improvements and Easement within the Site Located at 2451 Bath Road Councilmember Martinez made a motion, seconded by Councilmember Gavin, to approve the acceptance of the public improvements and related easement for ownership and maintenance within the site located at 2451 Bath Road with an estimated five-year maintenance cost of $9,117 in order to fulfill the City's obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with HR Green for Poplar Creek Floodylain Study Review Councilmember Martinez made a motion, seconded by Councilmember Powell, to approve the agreement with HR Green in the amount of $33,445 to provide the City with engineering services to evaluate the newly mapped floodway and floodplain of Poplar Creek in the draft flood insurance rate maps prepared by the Illinois State Water Survey. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Councilmember Powell asked about the changes to the public comment procedures and asked that staff look into other options for the public to speak, such as utilizing Zoom. Announcements from Staff City Manager Kozal, announced upcoming city events. Committee of the Whole December 2, 2020 Page 4 Adiournment Councilmember Shaw 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, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Under Section 120/2(c)(2) of the Open Meetings Act The meeting adjourned at 5:49 p.m. s/ Kimberly Dewis December 16, 2020 Kimberly Dewis, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING December 46, 2020 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, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: None. All members, with the exception of Mayor Kaptain, attended via electronic means. This was allowed at this time granted by Governor Pritzker's Executive Order 2020-07. Approval of Minutes Councilmember Martinez made a motion, seconded by Councilmember Shaw, to approve the minutes of the December 2, 2020 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Agreement with Zoll Medical Corporation for the Purchase Two X-Series Cardiac Monitors with Related Components A resolution was presented at the Council meeting for adoption by the City Council to purchase two Zoll X-Series cardiac monitors and associated hardware components from Zoll Medical Corporation in the amount of $48,000 in order to replace two existing cardiac monitors that are at the end of their service life to ensure continued reliability of this critical piece of equipment. Change Order No. 1 to Civic Center Plaza Improvement Proiect A resolution was presented at the Council meeting for adoption by the City Council for approval of Change Order No. 1 which allows for additional contract time to allow Civic Center Plaza landscaping items to be planted and established during favorable weather conditions. Advance 2021 Funding for the Police and Fire Pension Funds A resolution was presented at the Council meeting for adoption by the City Council to authorize the transfer of $5,403,070 from General Fund revenues to the police and fire pension funds to provide advance funding for the required contributions in 2021. Agreement with American Wilbert Vault Corp. for Supplyin2 Burial Vaults Councilmember Shaw made a motion, seconded by Councilmember Martinez, to authorize a five-year agreement with American Wilbert Vault Corp. in the amount of $25,000 to procure a reliable and regular vault supplier for burial vaults at Bluff City Cemetery. Upon a roll call vote: Committee of the Whole December 16, 2020 Page 2 Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Councilmember Powell did not respond. Acceptance of Public Parkway Improvements within the West Point Gardens Phase 1 — First Resubdivision Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve the acceptance of the public parkway improvements for ownership and maintenance in the West Point Gardens Phase 1 — First Resubdivision in order to fulfill the City's obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Acceptance of the U.S. Department of Justice Patrick Leahy Bulletproof Vest Partnership Grant Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the acceptance of the grant awarded by the U.S. Department of Justice in the amount of $20,352 for expenses associated with the purchase of protective soft body armor vests. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Announcements from Council Councilmember Shaw wished everyone a Merry Christmas and a Happy New Year. Councilmember Martinez reminded everyone that the American Legion is open and they have daily food specials available for curbside takeout. Councilmember Powell wished everyone a Merry Christmas and a Happy New Year. She also expressed condolences to the family of former Deputy Fire Chief Bill Freiberg. Mayor Kaptain also expressed condolences to the family of former Deputy Fire Chief Bill Freiberg. He noted that he received word from Sherman Advocate that they would be a Covid- 19 vaccine distributor in the area. Announcements from Staff None. Committee of the Whole December 16, 2020 Page 3 Adiournment Councilmember Shaw 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, Gavin, Lopez, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None. Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Under Section 120/2(c)(2) of the Open Meetings Act The meeting adjourned at 6:11 p.m. s/ Kimberly Dewis January 13, 2021 Kimberly Dewis, City Clerk Date Approved