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City Council Committee of the Whole Meeting November 2, 2016|5:00 Pm City Council Chambers

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City Council Committee of the Whole Meeting November 2, 2016|5:00 Pm City Council Chambers CITY COUNCIL COMMITTEE OF THE WHOLE MEETING NOVEMBER 2, 2016|5:00 PM CITY COUNCIL CHAMBERS Call to Order Roll Call Approval of Minutes of Previous Meeting – October 12, 2016 Committee of the Whole Meeting October 22, 2016 Special Committee of the Whole Meeting Special Presentations and Reports All items listed in section “Special Presentations and Reports” are for informational purposes only. As such, the city council is not expected to take action at this time on any item listed below. A. 2017 Budget Discussion Initiatives and Other Items B. Consideration of Resolution Establishing a Schedule of City Council Meetings for 2017 (No cost to the City) Objective: Establish a schedule of city council meetings for 2017 to comply with requirements of the Open Meetings Act. C. Consideration of Agreement with Sikich LLP to Provide Professional Auditing Services ($74,199) Objective: Retain the professional services of a quality accounting firm to perform the city’s annual audit. D. Consideration of Agreement with Box Inc. for Cloud Based Data Storage and Document Management Platform ($120,000) Objective: Create a cloud based data storage and document management solution that integrates with existing city cloud services and desktop applications. E. Consideration of Naming of a City Park Located in the Bowes Creek Subdivision (Item must be removed from the Table) (No cost to the City) Objective: Provide a name for a new city park located in the Bowes Creek Subdivision. COMMITTEE OF THE WHOLE AGENDA November 2, 2016 Announcements from Council Announcements from Staff Adjournment PLEASE NOTE: The City of Elgin is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are requested to contact the Human Resources Department at (847) 931‐6076 or TT/TDD (847) 931‐5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. STRATEGIC PLAN 2013‐2017 ICON KEY Public Safety Financial Stewardship Neighborhoods Economic Development Downtown Education & Workforce Development Diverse Workforce Image and Engagement 2 AGENDA ITEM: A MEETING DATE: November 2, 2016 2017 BUDGET DISCUSSION NO MATERIALS AGENDA ITEM: B MEETING DATE: November 2, 2016 ITEM: Resolution Establishing a Schedule of City Council Meetings for 2017 (No cost to the City) OBJECTIVE: Establish a schedule of city council meetings for 2017 to comply with requirements of the Open Meetings Act. RECOMMENDATION: Authorize adoption of the resolution setting forth the schedule of city council meetings for 2017. The proposed schedule of city council meetings for 2017 eliminates the Saturday, quarterly forecast meetings that occurred in 2016. Those quarterly meetings were intended to address what was expected to be inconsistent revenue transfers from State of Illinois. With the state making timely transfers throughout 2016 despite the continuing budget impasse, the need to continue with the practice no longer exists. BACKGROUND The Illinois Open Meetings Act [5 ILCS 120/2.02(a)] requires the city council to give public notice of the schedule of regular city council meetings at the beginning of each calendar year. OPERATIONAL ANALYSIS The city council regularly meets on the second and fourth Wednesdays of the month. The attached resolution sets forth such meeting dates with the exception of the months of November and December, 2017. The meetings for November and December are scheduled for the first and third Wednesdays of the month. During the 2018 budget deliberation process, an additional Committee of the Whole meeting is scheduled on the second Wednesday of November (the 8th). A Saturday morning meeting on December 9, 2017 is also scheduled to solicit public opinion on the proposed 2018 budget. 1 If meetings are rescheduled after a meeting schedule is adopted, there are restrictions on the business which may be conducted. Therefore, such revisions as may be anticipated now should be made at this time. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS None. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE N/A N/A N/A N/A N/A LEGAL IMPACT Schedule of regular meetings must be established to comply with the Open Meetings Act. ALTERNATIVES The city council may choose to consider a different meeting schedule for 2017. NEXT STEPS Adopt and post a resolution setting forth the schedule of city council meetings for 2017. Originator: Richard G. Kozal, City Manager Final Review: Debra Nawrocki, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer ATTACHMENTS A. Resolution Setting Forth the Schedule of City Council Meetings for 2017 2 Resolution No. 16‐xxx RESOLUTION SETTING FORTH THE SCHEDULE OF CITY COUNCIL MEETINGS FOR 2017 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the schedule of city council meetings for 2017 shall be as follows: ELGIN CITY COUNCIL MEETINGS FOR 2017 Committee of the Whole January 11, 2017 6:00 PM City Council January 11, 2017 7:00 PM Committee of the Whole January 25, 2017 6:00 PM City Council January 25, 2017 7:00 PM Committee of the Whole February 8, 2017 6:00 PM City Council February 8, 2017 7:00 PM Committee of the Whole February 22, 2017 6:00 PM City Council February 22, 2017 7:00 PM Committee of the Whole March 8, 2017 6:00 PM City Council March 8, 2017 7:00 PM Committee of the Whole March 22, 2017 6:00 PM City Council March 22, 2017 7:00 PM Committee of the Whole April 12, 2017 6:00 PM City Council April 12, 2017 7:00 PM Committee of the Whole April 26, 2017 6:00 PM City Council April 26, 2017 7:00 PM Committee of the Whole May 10, 2017 6:00 PM City Council May 10, 2017 7:00 PM Committee of the Whole May 24, 2017 6:00 PM City Council May 24, 2017 7:00 PM Committee of the Whole June 14, 2017 6:00 PM City Council June 14, 2017 7:00 PM Committee of the Whole June 28, 2017 6:00 PM City Council June 28, 2017 7:00 PM Committee of the Whole July 12, 2017 6:00 PM City Council July 12, 2017 7:00 PM Committee of the Whole July 26, 2017 6:00 PM City Council July 26, 2017 7:00 PM Committee of the Whole August 9, 2017 6:00 PM City Council August 9, 2017 7:00 PM Committee of the Whole August 23, 2017 6:00 PM City Council August 23, 2017 7:00 PM Committee of the Whole September 13, 2017 6:00 PM City Council September 13, 2017 7:00 PM Committee of the Whole September 27, 2017 6:00 PM City Council September 27, 2017 7:00 PM Committee of the Whole October 11, 2017 6:00 PM City Council October 11, 2017 7:00 PM Committee of the Whole October 25, 2017 6:00 PM City Council October 25, 2017 7:00 PM Committee of the Whole November 1, 2017 5:00 PM City Council November 1, 2017 7:00 PM Special Committee of the Whole November 8, 2017 5:00 PM Committee of the Whole November 15, 2017 5:00 PM City Council November 15, 2017 7:00 PM Committee of the Whole December 6, 2017 5:00 PM City Council December 6, 2017 7:00 PM Special Committee of the Whole December 9, 2017 9:00 AM Committee of the Whole December 20, 2017 6:00 PM City Council December 20, 2017 7:00 PM BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that the foregoing city council meetings shall be held in the city council chambers in City Hall at 150 Dexter Court, Elgin, Illinois 60120. ____________________________________ David J. Kaptain, Mayor Presented: Adopted: Vote: Yeas Nays: Recorded: Attest: ____________________________ Kimberly A. Dewis, City Clerk AGENDA ITEM: C MEETING DATE: November 2, 2016 ITEM: Agreement with Sikich LLP to Provide Professional Auditing Services ($74,199) OBJECTIVE: Retain the professional services of a quality accounting firm to perform the city’s annual audit. RECOMMENDATION: Accept the proposal of Sikich LLP to provide auditing services for the city for the next five years in the amount of $74,199. The city solicited proposals for professional auditing services with the purpose of obtaining the highest quality auditing services at the most competitive price for the next five years. The city received seven proposals and is recommending the selection of Sikich, LLP at an annual fee that is five thousand dollars less than its expiring professional auditing services agreement with the city. BACKGROUND The city has retained the professional auditing services of Sikich LLP for the past fifteen years. Sikich is one of the country’s top 35 Certified Public Accounting firms. Their managing office is located in Naperville and will provide the professional staff that is responsible for performing the city’s audit. Sikich is a high caliber accounting firm with extensive experience and expertise with state and local governments. Sikich brings an experienced team which includes five partners and a number of managers and staff members that work exclusively in the local government industry. In addition to audit services, Sikich also provides governmental accounting and financial report- ing expertise and technical assistance throughout the year as needed. OPERATIONAL ANALYSIS Each year, the city is required to undergo a financial audit which begins with a planning meeting in the fall to prepare for the audit which begins after year end.
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