North Cook News

City of Elgin Committee of the Whole met June 14.

Here is the minutes provided by the Committee:

The regular Committee of the Whole meeting was called to order by Mayor Kaptain at 6:00 p.m. in the Council Chambers. Present: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Absent: Councilmember Dunne.

Approval of Minutes

Councilmember Shaw made a motion, seconded by Councilmember Gavin, to approve the minutes of the May 24, 2017, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Consideration of Amendment Agreement No. 1 with Trotter and Associates to add Construction Administration Engineering Services for 2017 Street Resurfacing Project – Northwest

Councilmember Shaw made a motion, seconded by Councilmember Martinez, to amend the current professional services agreement with Trotter and Associates to add construction administration services in the amount of $270,015 in order to ensure quality infrastructure and strengthen the city’s commercial and residential neighborhoods by administrating a street maintenance project. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Consideration of Engineering Services Agreement Amendment No. 1 with HR Green Inc. for the 2017 Bridge Rehabilitation Program

Councilmember Gavin made a motion, seconded by Councilmember Martinez, to amend an existing agreement with HR Green Inc. in the amount of $101,682 to provide engineering services necessary to administrate and provide oversight of a construction contract to maintain and rehabilitate several city bridges and similar structures. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Consideration of Spring-Franklin Neighborhood Redevelopment

Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the Spring-Franklin Neighborhood Redevelopment project, in partnership with Kane County, to combine various federal funds that are limited to income-eligible projects to construct a new, single-family home on vacant, city-owned land and facilitate the conversion of a rental house into an owner-occupied, single-family home. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Consideration of Resolution Establishing Prevailing Wage Rates on Public Works Contracts

Councilmember Steffen made a motion, seconded by Councilmember Martinez, to approve moving forward with adopting the resolution establishing prevailing wage rates on public works contracts in accordance with the Illinois Department of Labor's rate schedule. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Consideration of Fire Alarm Replacement – Change Order 1

Councilmember Steffen made a motion, seconded by Councilmember Gavin, to approve Change Order No. 1 with Fox Valley Fire and Safety in the amount of $16,250 for the replacement of outdated fire alarm systems in City Hall for a new contract amount of $93,860. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Consideration of Roof Consulting – RFP 17-023

There was discussion regarding the scope of the project and how the inspections are conducted.

Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve a contract with K2N Crest to provide roof consulting services for city-owned buildings in the amount of $43,700. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Consideration of JOC Bid Change Order for the Hemmens Auditorium Lights

Councilmember Powell made a motion, seconded by Councilmember Martinez, to approve a contract with F. H. Paschen in the amount of $85,742 for lighting replacement in the Hemmens auditorium. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Consideration of Review of City Council Rules of Procedure

There was a discussion of the city council rules of procedure as required by city ordinance. Specifically reviewed were the procedures for citizen input at the Committee of the Whole meeting and the procedures used to select a City Manager.

There was discussion regarding compliance with the Open Meetings Act and the role of the Mayor in recognizing audience members that wished to address the council. Staff was directed to prepare information regarding public comment for further discussion.

There was discussion regarding the procedures for hiring a city manager. Staff was directed to survey surrounding communities for information on their city manager hiring procedures.

Councilmember Shaw made a motion, seconded by Councilmember Powell, to amend Section 2.08.080 CC to allow persons with an interpreter six minutes to address the council. Upon a roll call vote: Yeas: Councilmembers Powell, Rauschenberger, Shaw, and Steffen. Nays: Councilmember Dixon, Gavin, Martinez, and Mayor Kaptain. Motion failed.

There was discussion regarding the policy of having two councilmembers needed to add an item to the agenda.

Councilmember Shaw made a motion, seconded by Councilmember Rauschenberger, to amend section 2.08.070 to require only one member of the city council to add an item to the agenda. Upon a roll call vote: Yeas: Councilmembers Shaw. Nays: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Motion failed.

Consideration of Purchase of Service Agreement with the Downtown Neighborhood Association of Elgin for 2017-2018

Downtown Neighborhood Association Board Members provided information regarding the proposed purchase of service agreement. They provided an update on the search for a new executive director. There was discussion about the creation of the Special Service Area, coordination with other agencies, and the future direction of the association.

Councilmember Gavin made a motion, seconded by Councilmember Martinez, to approve contract with the Downtown Neighborhood Association in the amount of $135,000 to provide economic development services, including assistance to small businesses. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Adjourn to the City Council Meeting

Councilmember Gavin made a motion, seconded by Councilmember Shaw, to adjourn and go into the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, 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, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Consideration of Providing Guidance and Recommendation on Public Art through a Fully Realized Public Art Plan Developed in Consultation with the Elgin Cultural Arts Commission, City Staff and the Community

Amanda Harris provided a presentation regarding the Cultural Arts Commission’s work on the Public Art Plan. She outlined the process that was used, and the vision and goals that came from the Cultural Arts Commission’s research and public forums. The Commission is working on a database of current art pieces as well as an artist database.

There was discussion regarding the selection of locations, future art projects and how retired artwork would be handled.

Councilmember Powell made a motion, seconded by Councilmember Gavin, to approve the Public Art Plan to establish a systematic and sustainable mechanism for managing the city’s investment in public art in order to provide guidance and recommendation on public art developed in consultation with the Elgin Cultural Arts Commission, city staff and the community. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

Announcements from Council

Councilmember Gavin thanked everyone that was involved in making the Civil War Event a success.

Councilmember Martinez also thanked those involved in the Civil War event.

Councilmember Dixon thanked staff for their work in making the Civil War reenactment a successful event.

Councilmember Powell commented on the Civil War event and her experiences with the reenactors.

Announcements from Staff

Molly Center, Management Analyst in the City Manager’s Office, announced upcoming city events.

Adjournment

Councilmember Shaw made a motion, seconded by Councilmember Powell, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Gavin, Martinez, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.

The meeting adjourned at 8:32 p.m.

http://www.cityofelgin.org/ArchiveCenter/ViewFile/Item/5493