City of Elgin Committee of the Whole met June 22.
Here are 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, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Absent: None.
Approval of Minutes
Councilmember Shaw made a motion, seconded by Councilmember Good, to approve the minutes of the June 8, 2022, regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None. Councilmember Rauschenberger abstained.
Renewal of a Property Insurance Program for the Period July 1, 2022 through June 30, 2022
A resolution was presented at the Council meeting for adoption by the City Council to protect the City’s financial resources and provide business interruption insurance.
Elgin Area Convention and Visitors Bureau Three-Year Purchase of Service Agreement
Krisilee Murphy, President, and Ryan Murphy, Sales Manager, of Elgin Area Convention and Visitor Bureau, presented information recapping the work of the Bureau over the last two years and outlined the strategic plans for the future. A copy of the presentation is on file in the City Clerk’s office. The Bureau’s recent accomplishments included a commercial, itinerary based campaigns and awards for best website and best branding campaign from the Illinois Governor’s Conference. Highlights from the sales area included securing several sports tournaments, a motorcycle show, and tradeshows. They provided an overview of their strategic plan process including the participants, the timeline, and the mission statement.
There was discussion regarding collaboration with other agencies, key performance indicators, such as hotel stays, and the sports incentive program. Also discussed was how funding for the Elgin Area Convention and Visitors Bureau is received from the state and local agencies.
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to approve the three-year agreement with the Elgin Area Convention and Visitors Bureau in the amount of $250,000 to provide marketing services. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Professional Services Agreement with SmithGroup, Inc, for Proposed Improvements at the Elgin Sports Complex – RFP #22-025
Councilmember Steffen made a motion, seconded by Councilmember Thoren, to remove the agreement from the table for consideration. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to enter into an agreement with SmithGroup, Inc., in the amount of $160,000 to provide survey and environmental services and schematic design services for the proposed improvements at the Elgin Sports Complex. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Construction Engineering Services Agreement with Engineering Enterprises, Inc. for the 2022 Far West Resurfacing Project
Councilmember Shaw made a motion, seconded by Councilmember Steffen, to enter into an agreement with Engineering Enterprises, Inc. for an amount of $140,676 to provide field inspection, design interpretation, contract administration including all required Motor Fuel Tax documentation and general coordination and control of the day-to-day construction activities for the resurfacing of various residential streets for the 2022 Far West Resurfacing Project. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None. Councilmember Powell abstained.
Resolution for Improvement Under the Illinois Highway Code – 2022 Far West Resurfacing Project-Section Number 22-00196-00-RS
Councilmember Steffen made a motion, seconded by Councilmember Dixon, to approve the motor fuel tax resolution in the amount of $2,055,676 to provide funding for both the construction of the 2022 Far West Resurfacing Project and for the construction engineering services to be provided in relation to the project by Engineering Enterprises, Inc. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Construction Engineering Services Agreement with Hampton, Lenzini & Renwick, LLC, Inc. for the 2022 Eastside Resurfacing Project
Councilmember Powell made a motion, seconded by Councilmember Dixon, to enter into an agreement with Hampton, Lenzini & Renwick, Inc. for an amount of $166,905 to provide field inspection, design interpretation, contract administration including all required Motor Fuel Tax documentation, and general coordination and control of the day-to-day construction activities for the resurfacing of various residential streets for the 2022 Eastside Resurfacing Project. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Resolution for Resolution for Improvement Under the Illinois Highway Code – 2022 Eastside Resurfacing Project-Section Number 22-00195-00-RS
Councilmember Dixon made a motion, seconded by Councilmember Good, to approve the motor fuel tax resolution in the amount of $2,404,922 to provide funding for both the construction of the 2022 Eastside Resurfacing Project and for the construction engineering services to be provided in relation to the project by Hampton, Lenzini & Renwick, Inc. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Adjourn to City Council
Councilmember Dixon made a motion, seconded by Councilmember Martinez, to adjourn to the City Council meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Thoren, and Mayor Kaptain. Nays: None.
Reconvene
Councilmember Shaw made a motion, seconded by Councilmember Dixon, to reconvene the Committee of the Whole meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Downtown Neighborhood Association of Elgin Three-Year Purchase of Services Agreement
Jennifer Fukala, Executive Director, and Steve Kroiss, Board President, of the Downtown Neighborhood Association presented 2021 highlights and outlined the plans for the future. A copy of the presentation is on file in the City Clerk’s office. Highlights for 2021 included, increases to website traffic, an increase of 56% in gift certificate sales, and free membership for all downtown businesses.
Ms. Fukala noted the changes in the Farmer’s Market and the impacts that have already been seen this season. She noted more vendors, expanded First Fridays, and a new Business After Hours program.
The features of SizeUP Elgin software, which is free to all Elgin business, were highlighted. This business analytic tool offers local market research and demographics. Ms. Fukala outlined the plans for the Downtown strategic plan including working in conjunction with the Elgin Convention and Visitors Bureau
There was discussion regarding the types of business that are targeted for downtown; and if there are opportunities for a dispensary to be open in the area. Also discussed were cleanliness issues, installation of bike racks, and current vacancy rates.
Councilmember Powell made a motion, seconded by Councilmember Thoren, to approve the three-year agreement with the Downtown Neighborhood Association of Elgin in the amount of $165,000 to provide economic development services, including assistance to small businesses. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Arts and Events Market Study and Strategic Planning Services Agreement with Create Today Consulting, LLC
Councilmember Powell made a motion, seconded by Councilmember Steffen, to approve an agreement with Create Today Consulting, LLC in the amount of $58,750 to conduct an arts and events market study and guide the creation of an arts and events strategic plan. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Agreement with MoboTrex Inc. for the installation and maintenance of Tactics Central, a Yunex brand Advance Traffic Management System
Councilmember Powell made a motion, seconded by Councilmember Dixon, to approve an agreement with MoboTrex Inc. for the amount of $72,265 for the purchase, installation and maintenance of Tactics Central Advanced Traffic Management System and a three year service agreement in order to provide advanced monitoring of the city’s traffic signal infrastructure through a centralized software. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Designation of 54 S. Liberty Street within the Elgin Bungalow Thematic Historical District
Councilmember Powell made a motion, seconded by Councilmember Rauschenberger, to approve the designation of 54 S. Liberty Street within the Elgin Bungalow Thematic Historic District to help preserve, enhance and sustain the active use of historically and architecturally significant properties in Elgin. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Executive Recruitment Services Agreement with Baker Tilly, US LLP
Councilmember Good made a motion, seconded by Councilmember Rauschenberger, to enter into an agreement with Baker Tilly, US LLP in the amount of $68,600 for professional services for the recruitment of up to three executive leadership positions. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Acceptance of Parcel 1 Park of the Ponds of Stoney Creek Subdivision located 3638 Eldorado Road
Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the acceptance of the Parcel 1 Park located at 3638 Eldorado Road in the Ponds of Stony Creek Subdivision to fulfill the City’s obligation to maintain reliable parks and infrastructure to serve the residents of Elgin. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Acceptance of Public Improvements and Easements within the site located at 1325 Bluff City Boulevard
Councilmember Shaw made a motion, seconded by Councilmember Martinez, to approve the acceptance of the public improvements and easements for ownership and maintenance within the site located at 1325 Bluff City Boulevard 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, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Acceptance of the Parkway Improvements within Highland Woods Neighborhoods A, D & E Subdivisions
Councilmember Martinez made a motion, seconded by Councilmember Dixon, to approve the acceptance of the parkway improvements for ownership and maintenance in Highland Woods Neighborhoods A, D & E to fulfill the city’s obligation to maintain reliable infrastructure for serving businesses and residents. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Announcements from Council
Councilmember Powell thanked all those involved in making the recent Juneteenth event a success.
Announcements from Staff
Molly Gillespie, Communications Manager, announced upcoming city events.
Adjournment
Councilmember Steffen 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, Good, Martinez, Powell, Rauschenberger, Shaw, Steffen, Thoren, 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 9:46 p.m.
https://www.cityofelgin.org/ArchiveCenter/ViewFile/Item/7966
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