City of Elgin Committee of the Whole met Aug. 23.
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, Ortiz, Powell, Rauschenberger, Steffen, Thoren, and Mayor Kaptain. Absent: None.
Approval of Minutes
Councilmember Ortiz made a motion, seconded by Councilmember Martinez, to approve the minutes of the August 9, 2023 regular meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Ortiz, Powell, Rauschenberger, Steffen, and Mayor Kaptain. Nays: None. Councilmember Thoren abstained.
Public Comments
None.
Amendment Agreement No. 1 for Supplemental Construction Engineering Services with Burns & McDonnell Engineering Company, Inc. for the Alft Lane and Randall Road Intersection Improvements Project
A resolution was presented at the Council meeting for adoption by the City Council to provide field inspection, design interpretation, contract administration, documentation, and general coordination and control of the day-to-day construction activities for the addition of left turn lanes on Alft Lane and an additional driving lane on Randall Road from Alft Lane to I-90.
Diversity, Equity and Inclusion (DEI) Strategy
Representatives from inQUEST Consulting Tricia Dupilka, Pari Karim and David Stone presented the organization’s DEI efforts, including a DEI strategy developed from their work over the past two years. A copy of the presentation is on file in the City Clerk’s office. The group provided demographics of those who participated in the cultural climate focus groups. The themes derived from the focus groups included a need for psychological safety and insider/ outsider dynamics. The provided strengths to build DEI efforts from which included strong work ethic, commitment to services and a desire for growth.
They provided a definition for what DEI is and what it is not. The next steps were outlined as finalizing the strategy, recruitment for DEI/ Culture Officer, and launching DEI efforts with employees.
There was discussion regarding the time frame for hiring a DEI Officer, and the themes that inQuest noted during the cultural climate focus groups.
Adjourn to City Council
Councilmember Dixon made a motion, seconded by Councilmember Good, to adjourn the City Council meeting. Upon a roll call vote: Yeas: Yeas: Councilmembers Dixon, Good, Martinez, Ortiz, Powell, Rauschenberger, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Reconvene
Councilmember Good made a motion, seconded by Councilmember Steffen, to reconvene the Committee of the Whole meeting. Upon a roll call vote: Yeas: Yeas: Councilmembers Dixon, Good, Martinez, Ortiz, Powell, Rauschenberger, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Purchase of AutoVu License Plate Recognition Cameras, Including Associated Equipment and Licenses
Councilmember Powell made a motion, seconded by Councilmember Thoren, to authorize the purchase of AutoVu license plate recognition cameras, associated equipment, and licenses in the amount of $67,577 to expand and update the Citywide Camera System that will be used during investigations to identify vehicles associated with criminal activity, vehicle crashes and other public safety related incidents. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Ortiz, Powell, Rauschenberger, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Elgin Arts Showcase Agreement with 164 Division Street, LLC for a One-Year Lease Extension with Option for a Successive One-Year Term
Councilmember Rauschenberger made a motion, seconded by Councilmember Ortiz, to approve a one-year lease extension agreement with 164 Division Street, LLC with the option to renew for one, successive one-year term for the continued use of the Elgin Arts Showcase in the amount of $51,243 over the term of the first year of the lease to continue to provide cultural arts opportunities and attract visitors to Downtown Elgin. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Ortiz, Powell, Rauschenberger, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Engineering Services Agreement with KLM Engineering, Inc. (KLM) for Baffle Wall Replacement Project Inspection Services
Councilmember Rauschenberger made a motion, seconded by Councilmember Good, to award an agreement with KLM Engineering, Inc., in the amount of $68,410 for inspection services for the Baffle Wall Replacement Project. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Ortiz, Powell, Rauschenberger, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Amendment No. 2 to 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 Steffen, to approve Amendment No. 2 to the agreement with RK Johnson and Associates, Inc. in the amount of $98,000 to provide the city with engineering services necessary to comply with the Illinois Environmental Protection Agency requirements of the National Pollution Discharge Elimination System permit. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Ortiz, Powell, Rauschenberger, Steffen, Thoren, and Mayor Kaptain. Nays: None.
Action Plan for Completing Strategic Plan with Dams & Associates, Inc. (Councilmembers Powell and Rauschenberger)
There was discussion regarding when a special meeting could be held to discuss the action plan. The consensus of the city council agreed on the meeting of dates October 18 and 19, 2023. There was also clarification regarding how the strategic plan will be used.
Announcements from Council
Councilmember Rauschenberger thanked staff for the End of Summer Bash and for the drone show.
Councilmember Ortiz thanked staff for the End of Summer Bash and for the drone show.
Announcements from Staff
None.
Adjournment
Councilmember Good made a motion, seconded by Councilmember Steffen, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dixon, Good, Martinez, Ortiz, Powell, Rauschenberger, Steffen, Thoren, and Mayor Kaptain. Nays: None.
The meeting adjourned at 8:33 p.m.
https://docs.google.com/document/d/1PGG88-db4XVV3gjPLAB1CIoYBJdLEAh_dHbIkvXzJNI/edit
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