HomeMy WebLinkAboutc - February 12, 2020 COWCOMMITTEE 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
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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.
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February 12, 2020
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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