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Home My WebLink About97-86 m. .� Resolution No. 97-86 RESOLUTION AUTHORIZING FILING OF APPLICATION AND ONE YEAR ACTION PLAN FOR A GRANT UNDER THE HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974 WHEREAS, Title 1 of the Housing and Community Development Act of 1974 provides for block grant funding assistance to units of general purpose local governments for the purpose of strengthening the ability of said governments and elected officials to determine the community development needs, set priorities, and allocate resources to various activities; and WHEREAS, the City Council of Elgin, Illinois, has determined that additional emphasis is needed in the area of community development in order that beneficial solutions to the problems of slum and blight, and housing and neighborhood deterioration may be determined. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS: Section 1 . That a submission be made to the Department of Housing and Urban Development for a grant in the amount of One Million Sixteen Thousand Dollars ($1, 016,000) . Section 2 . That the Interim City Manager is hereby authorized and directed to execute and file such submission with the Department of Housing and Urban Development and to provide additional information and furnish such documents as may be required by said Department to execute such agreements as are required by said Department, and to act as the authorized correspondent of the City of Elgin. s/ Kevin Kelly Kevin Kelly, Mayor Presented: February 26, 1997 Adopted: February 26, 1997 Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk • PROPOSED PROJECTS COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM YEAR 1997-1998 PLANNING DEPARTMENT CITY OF ELGIN Proposed Project Proposed Funding Geneva Street Public Improvement $ 218, 366 Hispanic Life Skills Program 47 , 000 McKinley School Playground Renovation 100, 000 YWCA Facility Improvements 200, 000 Literacy Workplace Initiative 30,000 Residential Grant Program 375,083 Administration 75, 000 $1, 045,449 min ACTIVE PROJECTS STATUS REPORT COMMUNITY DEVELOPMENT — BLOCK GRANT PROGRAM PLANNING DEPARTMENT QUARTERLY JAN/FEB/MAR 1997 w gm es mm w w an am I N D E X • Oi Active Projects Listed by Year of Grant Pages 1992 HAE Smoke Alarms and Sprinkler System 1-3 1993 HAE Park Towers Elevator Improvement 4-5 .. 1994 e. HAE Park Towers Plumbing Improvements 6-7 1995 OP Historic Elgin Design Guidelines 8 Northeast Neighborhood Architectural Survey 9 Community Crisis Center Renovations 10-11 w HAE Courts Gas Line Relocation 12-13 Elgin Recreation Center 14-16 1996 YMCA Building Rehabilitation 17-18 HAE Fire Alarm and Air Handling System 19-20 •. Community Crisis Center Health Clinic Relocation 21-22 Wright Avenue Park ADA Play Equipment 23-24 YWCA Building Rehabilitation and Security Improvements . . 25-26 YWCA Refugee Crime Prevention Program 27-28 Senior Center Building Rehabilitation 29-30 Literacy Volunteer Program 31-32 Impediments to Fair Housing 33-34 1997 AO Geneva Street Public Improvement 35-36 Hispanic Life Skills Program 37-38 McKinley School. Playground Renovation 39-40 YWCA Facility Improvements 41-42 • Literacy Workplace Initiative 43-44 Residential Grant Program 45 March 31 1997 Prepared By: Veronica Bell um PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 w PROJECT: HAE Smoke Alarms and Sprinkler System 120 South State St. on PROJECT SUMMARY: This project provides for the purchase and installation of 150 smoke alarms and a sprinkler system for the elderly public housing. - FINANCIAL Allocation: $256,789. Project Number: 154815 Expense to Date: $120,701. Account Number: 230-0000-791.92-32 Committed: $202,133. ow MANAGEMENT Project Coordinator: Pat Andrews Secondary Coordinator: Housing Authority of Elgin Architect: Michael Sutter, Sutter & Schroeder Architects General Contractor: Scale Construction Company Subcontractor: Ron Jones Electric-Smoke Alarms ow Subcontractor: Greenbriar Mechanical Systems-Sprinkler System SCHEDULE/STATUS ow Environmental Clearance: Request Release of Funds- 09/25/92 Release of Funds- 10/13/92 op Subrecipient Agreement: N/A Smoke Alarms Installed in 150 dwelling units completed 04/01/94 Sprinkler System RFP For Architectural Services: Draft completed 05/30/95 Staff review and agency review complete 06/26/95 — Revisions Complete 07/12/95 RFP distributed 07/13/95 Pre-proposal Tour of Facilities 07/26/95 Proposals due 08/10/95 City Council Award: 08/23/95 ($10,500) Plan Review and Revisions: am Submitted for review (Sprinklers) 12/27/95 Review completed by staff (Sprinklers) 01/09/96 Page l Wage Rates Ordered: 07/26/93-Smoke Alarms 01/09/96-Sprinklers - Bid Opening: 02/21/96 Sprinklers Bid Award: 03/25/96 Sprinklers ($191,633.00) Labor Standards Monitoring: Start of Work 01/28/94- Smoke Alarms Work Completed 04/01/94- Smoke Alarms Preconstruction Conference: Sprinklers 05/16/96 Labor Standards documentation complete 05/22/96 Payment Processing: Sprinkler System Design processed payout #1 11/09/95 processed payout #2 02/02/96 processed payout #3 01/21/97 ea Smoke Alarms- Final payout 04/19/94 COMMENTS 1993 Insufficient funds to install sprinkler system. 03/20/96 Low bid exceeds allocated funds by ($25,133.00) Additional funding approved by City Council. 04/03/96 Letter to contractor on award of bid. 05/96 Discovered Asbestos on hidden valves. 06/07/96 Analysis of asbestos and specifications for removal. sw 07/12/96 Removal of asbestos started and in process. 08/06/96 Asbestos abatement completed. 08/13/96 Notified of required changes to sprinkler plan. 08/29/96 Housing Authority added additional valves, change order. dim Housing Authority will pay for the change order for the first and tenth floor values ($8,125) . 08/29/96 Change Order for additional sprinkler heads for Apt. c type ■w unit, as required by the Fire Department. (10 heads= $500. ) . 08/30/96 Contractor to obtain sprinkler permit for the work. 10/04/96 Asbestos Payout processed ($950. ) . Ow 10/18/96 Payout processed ($16,063. ) . 11/18/96 Construction status meeting. 12/9/96 Contractor to resubmit incorrect paperwork. 12/13/96 Payout processed ($16,028. ) , also processed permit fee requisition & payout ($1,375. ) from contingency funds (not part of bid award) . 12/24/96 Contractor to resubmit inaccurate & incomplete paperwork for payout processing. 01/13/97 Response to general contractor delay of elevator work to complete sprinkler work. 01/23/97 Letter to contractor regarding deficiencies. Urn 02/97 Received information requested except for any change order associated with sprinkler revisions. OR Page 2 ,w. o n PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 ow PROJECT: HAE Park Tower Elevator Improvement 120 South State Street um PROJECT SUMMARY: This project provides for the installation of a computerized elevator control system and improvement to meet ADA requirements for the elderly public housing. w FINANCIAL Allocation: $156,102. Project Number: 154904 Expense to Date: $128,027. Account Number: 230-0000-791.93-36 Committed: $154,650. MANAGEMENT Project Coordinator: Pat Andrews Secondary Coordinator: Housing Authority of Elgin "s"' Architect: Michael Sutter Sutter & Schroeder Architects Contractor: Scale Construction Subcpntractor: Valley Elevator, Inc. SCHEDULE/STATUS ws Environmental Clearance: Request Release of Funds 06/16/93 Release of Funds 07/16/93 Subrecipient Agreement: N/A so RFP For Architectural Services: Draft complete 05/30/95 Staff and agency review complete 06/26/95 Revisions complete 07/12/95 RFP distributed 07/13/95 Pre-proposal tour of facilities 07/26/95 Proposals due 08/10/95 so City Council Award: 08/23/95 ($3,500.00) Plan Review and Revisions: sw Submitted for review 12/27/95 Review completed By Staff 01/09/96 Wage Rates Ordered: 01/09/96 um Bid Opening: 02/21/96 oso Bid Award: 03/25/96 ($151,150) Labor Standards Monitoring: Preconstruction Conference 05/16/96 w Labor standards documentation complete 05/22/96 Page 4 so Payment Processing: 10/96 Payout processed ($78,465. ) '" 12/13/96 Payout processed ($16,000. ) 1/21/97 Payout processed ($27,700. ) 3/97 Payout Processed COMMENTS 03/20/96 Low bid exceeds allocated funds by ($10,900. ) Additional am funding approved by City Council. 04/03/96 Letter to contractor on award of bid. o 06/17/96 Project delay due to asbestos removal. 07/12/96 Removal of asbestos started and in process. 08/06/96 Asbestos abatement completed. 08/96 Elevator equipment ordered. 09/96 Construction underway. w 11/18/96 Construction Status meeting. e. 11/30/96 Anticipated completion of small elevator. 12/96 Fire Department to meet with residents re: elevators and emergency access. 12/09/96 Contractor to resubmit incorrect paperwork. es 12/24/96 Contractor to resubmit inaccurate & incomplete paperwork. 01/23/97 Letter 02/11/97 Started work on large elevator. o2/14/97 Letter to contractor regarding deficiencies. wo Page 5 ww PROJECT STATUS REPORT m. COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 PROJECT: HAE Park Towers Plumbing Improvements 120 South State Street PROJECT SUMMARY: This project will encompass the rodding of all systems, the installation of additional cleanouts, and an increase in the main sanitary waste pipe size. So FINANCIAL Allocation: $129,524. Project Number: 154003 Expense to Date: $ 27,312. Account Number: 230-0000-791.93-36 Committed: $125,800. MANAGEMENT so Project Coordinator: Pat Andrews Secondary Coordinator: Housing Authority of Elgin — Architect: Michael Sutter Sutter & Schroeder Architects General Contractor: Scale Construction, Inc. Subcontractor: Greenbriar Mechanical Systems um Subcontractor: SECO Environmental Inc. SCHEDULE/STATUS Environmental Clearance: Request For Release of Funds 06/27/94 Funds Released July 29, 1994 sop Subrecipient Agreement: N/A RFP For Architectural Services: Draft completed 05/30/95 Staff review and agency review complete 06/26/95 Revisions complete 07/12/95 Pre-proposal Tour of Facilities 07/27/95 Proposals Due 08/10/95 "D City Council Award: 08/23/95 ($4,500.00) Plan Review and Revisions: esw Submitted for review 12/27/95 Review completed by staff 01/09/96 Wage Rates Ordered: . 01/09/96 Bid Opening: 02/21/96 Bid Award: 03/25/96 ($121,300.00) Labor Standards Monitoring: Preconstruction Conference 05/16/96 Labor Standards Documentation complete 05/22/96 Page 6 • w. Payment Processing: 10/96 Payout processed to General Contractor ($23,742. ) 01/21/97 processed Payout y p ($36,400. ) 02/14/97 Processed payout for additional repairs ($2,474. ) 03/97 Processed payout. COMMENTS 03/20/96 Low bid exceeds allocated funds by ($40,800) . Additional ww funding approved by City Council. 04/03/96 Letter to contractor on award of bid. 05/96 Asbestos found on valves and joints. Contractor consulted for analysis. Confirmed asbestos. Specifications & cost for removal. "" 06/10/96 Specifications for asbestos removal complete. 06/96 Received locations of valves and joints from HAE. Solicited proposals for asbestos removal. 07/15/96 Bid Approved for the removal of asbestos. ($950.00) Work started and in process. 08/06/96 Asbestos abatement completed. s' 08/07/96 Work in progress. 11/18/96 Construction status meeting. Emergency asbestos removal on three unknown fittings completed. 11/19/96 As plumbing work is progressing and wall are being opened, certain problems are being discovered. Apt. on 10th floor hot water pipe has leak, needs replacing. Agreement reached, each additional work item to be reviewed by the Architect, notify the City, HAE will keep a log and take photos. Once $1,000 in additional items has been reached, we will review status of work progress, available funding estimate and what additional costs may be encountered and then take appropriate action. ON 12/26/96 Plumbing work near completion. $2,200 in additional items to date. Log maintained and photos by HAE staff. 02/14/97 Letter to contractor re: deficiencies. NM 03/97 Competition plumbing work. s, w OW sA Page 7 OP PROJECT STATUS REPORT ,s. COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 SIB • PROJECT: Historic Elgin Design Guidelines PROJECT SUMMARY: This project is for the development of design guidelines for the community's older and historic housing stock. FINANCIAL Allocation: $30,000. Project Number: 154107 Expense to Date: $21,909. Account Number: 230-0000-791.30-99 Committed: $24,950. MANAGEMENT Project Coordinator: Sarosh Saher Secondary Coordinator: Pat Andrews Historic Preservation Consultant: Thomason & Associates SCHEDULE/STATUS Environmental Clearance: Exempt 05/15/95 RFP For Architectural Services: Distributed 11/01/95 Proposals Due 12/01/95 low City Council Award: 02/14/96 ($24,950.00) Review and Revisions: on going Program Monitoring: on going Payment Processing: Payout #1 for on-site analysis and report writing. $4,000.00 Payout #2 for continued on-site analysis and report writing. $7,525.00 Payout #3 for continued on-site analysis and report writing. $9,350.00 w Payout #4 for continued on-site analysis and report writing. $1,000.00 03/26/97 Final Payout and Change order for City Council Approval. inn COMMENTS 05/96 Draft of Guideline Manual Completed. NIP 07/96 Anticipated completion. 07/96 Memo to council request extension of the completion date to 12/96. 08/96 Continued review by the Heritage Commission. 09/96 Continued review by the Heritage Commission. Oil 10/96 Continued review by the Heritage Commission. 11/96 Continued review by the Heritage Commission. 03/97 Design Guidelines approved by City Council. Page 8 ma PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 ow PROJECT: Northeast Neighborhood Architectural Survey m„ PROJECT SUMMARY: This project is for a survey of the northeast neighborhood excluding the historic district. FINANCIAL u m Allocation: $33,000. Project Number: 154109 Expense to Date: $28,063. Account Number: 230-0000-791.30-99 mm Committed: $31,960. MANAGEMENT u m Project Coordinator: Sarosh Saher Secondary Coordinator: Pat Andrews Consultant: Historic Certification Consultants mm SCHEDULE/STATUS nn Environmental Clearance: Exempt 05/15/95 RFP For Consultant Services: Distributed 01/05/96 Proposals due 02/02/96 w City Council Award: 04/24/96 ($31,960.00) Review and Revisions: on going Program Monitoring: on going Payment Processing: Payout #1 Services, Miscellaneous Consulting $5,372.00 05/22/96 Payout #2 Services, Miscellaneous Consulting $8,839.30 07/02/96 Payout #3 Services, Miscellaneous Consulting $6,461.00 07/30/96 Payout #4 Services, Miscellaneous Consulting $3,558.00 09/10/96 Payout #5 Services, Miscellaneous Consulting $3,832.66 10/10/96 COMMENTS Final Draft Due 03/97 OM Anticipated completion 03/97 NO A Page 9 M PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 r. PROJECT: Community Crisis Center Renovations 37 South Geneva Street ,,m PROJECT SUMMARY: This project is for the construction of an entryway shelter roof over the exterior basement entrance, and for building and foundation rehabilitation work for the Center. FINANCIAL Allocation: $72,000. Project Number: 154123 01" Expense to Date: $16,606. Account Number: 230-000-791.92-32 Committed: $51,109. MANAGEMENT omm Project Coordinator: Pat Andrews Secondary Coordinator: Veronica Bell ow Architect: Michael Sutter, Sutter & Schroeder Contractor: TJL Construction Subcontractor: SCHEDULE/STATUS Environmental Clearance: Requested release of funds 05/15/95 Funds released 07/15/95 Subrecipient Agreement: Draft completed 05/14/96 "" Staff review complete 05/30/96 Crisis center review complete 06/07/96 Revisions complete 07/02/96 - City Council Approval 07/10/96 Resolution authorizing 07/24/96 RFP For Architectural Services: Draft completed 05/30/95 mm Staff review and agency review complete 06/26/95 Revisions complete 07/12/95 RFP distributed 07/13/95 +� Pre-Proposal Tour of Facilities 07/26/95 Proposals Due 08/10/95 City Council Award 08/23/95 ($4,500. ) Plan Review and Revisions: Draft Plans received 07/18/96 Review of plans and specifications by staff 08/96 Wage Rates Ordered: 07/16/96 Bid Package: Received, under staff review 07/18/96 Returned to architect for revisions 08/96 09/25/96 City Council Award ($46,609. ) TJL Construction Page 10 MO OM • O Labor Standards Monitoring: 11/01/96 Preconstruction Conference ow Program Monitoring: Ongoing Payment Processing: �. 10/22/96 Payout to Architect ($3,375. ) 11/23/96 Payout for asbestos removal ($1,750. ) 02/11/97 Payout processed. COMMENTS 05/94 The roofed stairwell is complete. 08/95-09/95 Gutter and downspout work funded by DCCA. — 10/95-11/95 Assessment of water infiltration after installation of gutters and downspouts. 11/95 Request to delay project until April/May 1996, when clothing ow center lease expires and lower level of the building is vacated. 05/14/96 Meeting with Crisis Center, staff, and architect on the work ■* to be accomplished. Crisis Center to provide a priority list of work to be done. o w 06/07/96 After several contacts with Crisis Center, priority list received. 09/18/96 Pre-bid contractor meeting at the Crisis Center. 10/31/96 Asbestos removal completed. ,�. 11/22/96 Contractor delay start of work until 12/04/96 02/11/97 40% of work completed. um 03/97 Anticipated completion. m u m g OP Page 11 a. PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 PROJECT: HAE Courts Gas Line Relocation Various Housing Courts PROJECT SUMMARY: This project will relocate the building mounted natural gas lines to the interior of the public housing units. FINANCIAL Allocation: $45,722. Project Number: 154126 Expense to Date: $44,417. Account Number: 230-0000-791.93-36 *" Committed: $44,417. MANAGEMENT Project Coordinator: Pat Andrews Secondary Coordinator: Housing Authority of Elgin Architect: Michael Sutter Sutter & Schroeder Architects 001 General Contractor: Scale Construction, Inc. Subcontractor: Northern Illinois Gas Company +� SCHEDULE/STATUS Environmental Clearance: Request For Release of Funds 05/15/95 Funds Released 06/30/95 Subrecipient Agreement: N/A RFP For Architectural Services: Draft completed 05/30/95 Staff review and agency review complete 06/26/95 Revisions complete 07/12/95 - Pre-proposal Tour of Facilities 07/27/95 Proposals Due 08/10/95 City Council Award: 08/23/95 ($3,500.00) w Plan Review and Revisions: Submitted for review 12/27/95 Review completed by staff 01/09/96 Wage Rates Ordered: 01/09/96 ,A„ Bid Opening: 02/21/96 Bid Award: 03/25/96 ($40,917.00) 11111 Labor Standards Monitoring: Preconstruction Conference 05/16/96 Labor Standards Documentation complete 05/22/96 Page 12 MO am Payment Processing: Elm 10/18/96 Payout processed ($8,400. ) 12/13/96 Payout processed ($16,100. ) gm COMMENTS 03/20/96 Low bid exceeds allocated funds by ($9,417.00) . Additional funds approved by City Council. u m 06/06/96 Estimate received from N.I. Gas on installing new meters. ""' 06/26/96 Additional charge from N. I. Gas for Gas meter replacement contingency funds ($4,605. ) �,. 07/96 Work in process. 08/96 Work in process. 11/08/96 Work Complete except for exterior pipe opening filling. 12/13/96 Notified contractor to schedule final inspection to close out permit. 01/01/97 Work completed. ■w ■w OM MN OPP Page 13 em PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 U. PROJECT: Elgin Recreation Center (ERC) 1080 East Chicago Street PROJECT SUMMARY: This project provides for building rehabilitation so work and the purchase of equipment in support of the ERC to operate and function as a physical fitness facility at its new location. U. FINANCIAL Allocation: $95,225. Project Number: 154130 r Expense to Date: $90,437. Account Number: 230-0000-791.92.32 Committed: $ 3,700. MANAGEMENT Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews Architect: N/A Contractor: N/A • SCHEDULE/STATUS Environmental Clearance: Request Release of Funds- 05/15/95 Funds Released- 07/15/95 U. Subrecipient Agreement: 10/11/95 Amended: 08/28/96 RFP For Architectural Services: Sent to 20 Firms- 05/07/96 Mandatory Prebid Meeting- 05/17/96 Addendum #1 to RFP: Sent to Firms at Prebid Meeting- 05/21/96 Proposals Due- 06/03/96 Received 4 proposals, review of proposals ON HOLD-06/12/96 09/25/96 REJECTED by Council. City Council Award: N/A es Plan Review and Revisions: N/A Wage Rates Ordered: N/A Bid Packages: 1. Boxing Equipment- Bid Awarded 05/20/96 2. Physical Fitness Equipment-Award of Bid Tabled 06/12/96 • 3. Office Furniture & Equipment-Review of Bids ON HOLD. 09/25/96 Rejected by Council. 4. Computer Equipment-Specifications Being Reviewed ON HOLD. 09/25/96 Mb Rejected by Council. 5. Business Sign-Complete 06/13/96 6. Security Cameras-Specifications Being Reviewed/Cancelled. w 7. Emergency Lighting-Complete 06/13/96 Page 14 si em Labor Standards Monitoring: N/A Program Monitoring: ERC Data Report Due- 03/31/96 OP 06/14/96 Letter sent requesting semi-annual report- 07/31/96 Follow up telephone call regarding report due 08/28/96 Follow up telephone call regarding report due 08/29/96 ERC Data Report submitted, reviewed, accepted 12/16/96 Letter sent requesting monthly reports for Oct.-Dec. 12/16/96 Need estimate for 1996 audit. 02/10/97 Monitoring visit to verify low/mod income households. 02/12/97 Letter to agency regarding monitoring visit. 02/28/97 Audit estimate received ($3,700. ) 03/03/97 Report received for Oct.-Dec. 1996 log 03/04/97 Next ERC Data Report Due 04/15/97 Payment Processing: 4r 1. Sporting & Athletic Equipment- Processed 01/10/96 2. Sporting & Athletic Supplies- Processed 01/10/96 ss 3. Building Supplies for Soccer Area- Processed 03/13/96 4. Building Supplies for Flooring-Processed 04/08/96 5. Building Supplies for Soccer Walls- Processed 04/26/96 6. Emergency Lighting for Security- Processed 06/13/96 ww 7. Boxing Equipment-Processed 06/17/96 8. Business Sign- Processed 07/03/96 9. BSN Sports-Processed 09/10/96 no 10/22/96 Payout 1- Back Utility and Rent Payments ($38,535.80) 10/25/96 Payout 2- Utility & Rent Payments ($8,910.53) 11/96 Payout 3- Utility & Rent Payments ($9,275.66) . ws 12/96 Payout 4- Rent & Utility Payments ($9,100.00) . (estimate) 02/97 Payout 5- Rent & Utility Payments ($8,100.00) . 03/97 Payout 6- Rent & Utility Payments ($8,100.00) . COMMENTS 09/13/95- The location change from 18 N. State Street to 1080 East ■q, Chicago Street and the use of funds required an amendment to the 1995 CDBG Program. 06/12/96 The Council voted to reconsider the 1995 funds allocated ERC. 11111b 06/26/96 The City Council held a public hearing to discuss the release of the 1995 fund allocation and additional funding to assist with 1996 operating expenses. The public hearing was closed. 07/10/96 The Council appointed a task force to evaluate how the City Council can best serve the community in providing support to the ERC. 07/24/96 Resolution establishing ERC Task Force. 08/05/96 08/14/96-08/19/96- Task Force Meetings. Ink 08/28/96 Recommendation of the Task Force and amended subrecipient agreement submitted for City Council consideration, accepted. 08/31/96 notice published allowing 30 day public comment on amendment to ERC, 1995 CDBG Project. Amendment provides for public service- gib included, but not limited to, the payment of rent and utilities. Page 15 tuft mu ,w■ 09/05/96 Letter of objection regarding the amendment to 1995 CDBG funds for Elgin Recreation Center. .wr 09/11/96 ERC agency review of subrecipient agreement. 10/09/96- Final public hearing to amend 1995 ERC project and City Council action, Resolution of Amended Subrecipient Agreement. 44 10/15/96 Received ERC Long Range Business Plan as required by the Task Force and Subrecipient Agreement. 11/01/96 Task Force recommendation to maintain current level of funding 441 with City funds of $20,600 and remaining CDBG funds for rent and utilities for 1997. Approved. 03/18/97 City funds in the amount of $20,600. expended for Rent and Utility payments for January and February 1997. 4111 03/25/97 Contact ERC to inquire when 1996 Audit will be complete. uw 4111 +111r dew OM uw Page 16 er OM ma PROJECT STATUS REPORT MN COBMiUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 +e. PROJECT: YMCA Building Rehabilitation 111 North Channing Street 4111 PROJECT SUMMARY: This project will focus on the upgrading or replacement of deteriorated original mechanical systems; and associated asbestos removal. FINANCIAL Allocation: $300,000.00 Project Number: . 154201 OR Expense to Date: $ 13,370.00 Account Number: 230-0000-791.30-99 Committed: $ 19,500.00 230-0000-791.93-36 • • MANAGEMENT Project Coordinator: Pat Andrews Secondary Coordinator: Monica Bates ' 111 Architect: B & A Engineering Contractor: } Subcontractor: IMO SCHEDULE/STATUS Environmental Clearance: Requested Release of Funds 05/31/96 Funds Released 06/26/96 Subrecipient Agreement: Staff and agency review 11/96 ea Council consideration: 12/18/96 Resolution to approve: 01/08/97 ow RFP For Architectural Services: Draft completed 08/01/96 ` Review and Revisions complete 08/13/96 Distributed 08/15/96 Proposals Due: 09/06/96 Staff review of proposals 09/11/96 City Council Award: 09/25/96 ($19,500) ow Wage Rates Ordered: 11/22/96 Bid Package: 01/97 Plan Review and Revisions: 03/97 (see comments) . Bids due: 03/25/97 Bid Award: Anticipated 04/97 o" Labor Standards Monitoring: ongoing Preconstruction Conference Anticipated 04/97 o Page 17 OP w. w Project Monitoring: Construction Start Anticipated 05/97 Payment Processing: 12/04/96 Payout to Architect ($4,117.20) 01/21/97 Payout to Architect ($4,530.00) IMP COMMENTS 05/15/96 Meeting with Lead Agencies and Subrecipient. 'w 06/27/96 Meeting with YMCA and City Staff to discuss process and scheduling. 08/27/96 Pre-proposal meeting at YMCA & HAE. 10/18/96 B & A Site Visit. w 11/13/96 B & A Site Visit to discuss status of plans and specs. 12/02/96 Received building conditions report with recommendations from B soo & A, distributed to staff for review. 12/11/96 Meeting with Agency and B & A to review report, scope of work, any revisions. Agency reviewing plans & specs. 01/97=03/97 Agency and city review of specifications and plans. Revisions concerning scope of work, revised cost estimates to agency and Parks. 03/06/97 Final Plans and Specifications received for bidding. 03/14/97 Pre-bid meeting ay YMCA. w 03/25/97 Bids Due. w w OP • OP w Page 18 o n e. PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 am PROJECT: HAE Fire Alarm and Air Handling Systems 120 South State St. PROJECT SUMMARY: This project involves installing a complete new alarm system and a new air handling system that will replace the current systems with more safe and efficient systems that will meet all current federal, state, and local codes. OM FINANCIAL — Allocation: $250,000.00 Project Number: 154202 Expense to Date: $ 4,725.00 Account Number: 230-0000-791.30-99 Committed: $ 16,250.00 230-0000-791.93-36 MANAGEMENT Project Coordinator: Pat Andrews Secondary Coordinator: Housing Authority of Elgin Architect: B & A Engineering Contractor: Subcontractor: SCHEDULE/STATUS Environmental Clearance: Requested Release of Funds 05/31/96 Funds Released 06/26/96 s■ Subrecipient Agreement: N/A RFP For Architectural Services: ON Draft completed 08/01/96 Review and Revisions complete 08/13/96 Distributed 08/15/96 Proposals due 09/06/96 Staff review of proposals 09/11/96 .,, City Council Award: 09/25/96 ($16,250.00) Plan Review and Revisions: 01/17/97 Received Under Staff review: 02/97 Wage Rates Received: 12/23/96 Bid Package: Anticipated 04/97 OP Labor Standards Monitoring: 02/97-Ongoing Preconstruction Conference Anticipated 04/97 Construction start: Anticipated 04/97 no Page 19 sw w.. Program Monitoring Payment Processing: uw 12/04/96 Payout to Architect ($2,887.50) 01/21/97 Payout to Architect ($1,837.50) so COMMENTS 08/27/96 Pre-proposal meeting at HAE & YMCA. 10/18/96 B & A Site Visit 11/13/96 B & A Site Visit on 12/03/96 Building conditions report received, routed to staff and HAE for review. fim 01/17/97=03/18/97 Review of Draft Specifications and Plans. 03/19/97 Meeting with B & A and City Staff to review Draft Specifications and Plans. OW sw WO OW s. s• w Page 20 sw w ow ow PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 PROJECT: Community Crisis Center Health Clinic Relocation 37 South Geneva Street PROJECT SUMMARY: This project will relocate the Health Clinic from 6 North State Street (Center City) to the Community Crisis Center. The project would convert approximately 1,390 square feet of basement space ISO for the Health Clinic. The project includes revisions to the floors, walls, ceiling, windows and entrances. Plumbing, electrical, telephone and the division of floor space to include waiting and screening areas, e■ an ADA public rest room, three exam rooms and storage space would be added. FINANCIAL Allocation: $100,000.00 Project Number: 154204 Expense to Date: -0- Account Number: 230-0000-791.30-99 - Committed: 230-0000-791.93-36 MANAGEMENT w Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews 00 Agency Contact: Lisa Sampson Architect: Contractor: Subcontractor: w SCHEDULE/STATUS w Zoning Issue: The Zoning Ordinance permits health centers only in business and industrial districts. An application for a conditional use for a planned development in the CF Community Facility District must be filed, processed and approved by City Council before this project can 1" proceed. Agency files zoning application 11/15/96 Staff review of application, deficiency letter sent 11/16/96 Publish for public hearing Anticipated 04/97 Public hearing to consider conditional use 05/97 OM Findings of Fact (summary of public hearing) 05/97 City Council consideration 06/97 Ordinance passed 06/97 NOTE: THE FOLLOWING SUBJECT TO ZONING APPROVAL BY CITY COUNCIL. en RFP For Architectural Services (Plans and Specs. ) : Anticipated 07/97 City Council Award: Anticipated 07/97 WS Page 21 OM Nal Not aNN Plan Review and Revisions: Anticipated 09/97 Environmental Clearance: Needs Illinois Historic Preservation Clearance, review and approval of plans and specifications prior to environmental clearance. 10/97 - Subrecipient Agreement: Anticipated 06/97 Wage Rates Ordered: Anticipated 09/97 Bid Package: Anticipated 10/97 Labor Standards Monitoring: 11/97- ongoing throughout project. O. Preconstruction Conference: 11/97 Program Monitoring Payment Processing: COMMENTS u 05/14/96 Meeting with Agency and tour of Center. 06/27/96 Letter to Lisa Sampson transmitting zoning application package. 07/96 Agency needs to submit zoning application. 09/10/96 Follow-up letter regarding status of zoning application. 09/18/96 Reminded about zoning application at pre-bid meeting. 10/96 Call to Crisis Center Regarding the status of application. 11/05/96 Assistance to Agency, provided legal for property and site plan. 11/21/96 Application Deficiency letter sent to Agency. 12/06/96 Contacted Agency to review status of application and answer zoning questions. 01/97 Contacted Agency regarding status and consideration of a neighborhood information meeting before scheduling a public hearing. w 02/11/97 Letter sent to Agency requesting update and status of zoning application. 03/13/97 Agency called and requested copy of statement of purpose and conformance submitted with zoning application 11/16/96. eo 03/17/97 Agency advised that they would conduct a neighborhood 4 information meeting prior to scheduling the public hearing. 03/31/97 Neighborhood meeting not scheduled yet. 0110 PO • OP Page 22 dam PROJECT STATUS REPORT .. COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 AV PROJECT: Wright Avenue Park ADA Play Equipment 676 Wright Avenue +w PROJECT SUMMARY: This project will replace old playground equipment and other fixtures with equipment that is accessible (ADA) and meets the Consumer Product Safety Commission (CPSC) guidelines. 'a FINANCIAL Allocation: $100,000. Project Number: 154205 wm Expense to Date: $ 6,189. Account Number: 230-0000-791.30-99 Committed: $ 4,850. 230-0000-791.93-32 MANAGEMENT am Project Coordinator: Jerry Pask Secondary Coordinator: Pat Andrews U. Contractor: Environmental Assessment & Investigation Subcontractor: w SCHEDULE/STATUS Environmental Clearance: Pending an environmental audit. er RFP For Architectural Services: N/A Plan Review and Revisions: N/A o n Wage Rates Ordered: N/A Will use Community volunteer labor. Labor Standards Monitoring: N/A Bid Package: Distributed 03/97 City Council Award: Program Monitoring OP • Payment Processing: 05/96-09/96 Miscellaneous payouts including postage, meeting rooms, blueprint reproduction, title reports, photos ($1,334. ) 09/96 Payout to Environmental Science ($2,512.50) . 10/23/96 Final Payout to Environmental Science ($2,337.50) . COMMENTS 05/09/96 Public meeting for community input on renovation of the park. U. 06/23/96 Neighborhood meeting. Page 23 U w ..e 06/96 Research on ownership and past use of park property. elm 06/28/96 Three proposals received and reviewed-preliminary environmental study of park. Lowest bid- Environmental Science & Engineering. Awarded $4,850. 07/31/96 Preliminary Environmental Report received. sw 08/13/96 Neighborhood Meeting to advise of project status. 08/96 Environmental audit required. ws 09/96 Need to resolve: vacate rights of way and ownership of platted park triangles. sr 10/09/96 City Council consideration of site environmental audit (to be paid out of the General Fund $12,745.00) . ino 11/96 Waiting for Environmental Audit Report. 12/20/96 Received Environmental Audit Report (EAR) . 01/14/97 EAR distributed to City Council. w,. 02/97 Neighborhood Meeting rescheduled. 03/04/97 Staff review and revision of plans and specifications. s• 03/05/97 Memo re; Available funds and cost estimates. 03/18/97 Bid Package to Purchasing. om 0. O P OP Page 24 M mo PROJECT STATUS REPORT om COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 A PROJECT: YWCA Building Rehabilitation and Security Improvements 220 East Chicago Street PROJECT SUMMARY: This project will eliminate a number of accumulated building code violations and security and ADA concerns, as well as general improvements to the facility. +s. FINANCIAL Allocation: $50,000.00 Project Number: 154206 +o Expense to Date: -0- Account Number: 230-0000-791.30-99 Committed: 5,000.00 230-0000-791.93.36 ow MANAGEMENT Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews Agency Contact: Don Skelton Architect: Sutter & Schroeder Architects Contractor: s Subcontractor: SCHEDULE/STATUS OR Environmental Clearance: Requested Release of Funds 05/31/96 Funds Released 06/26/96 ' Subrecipient Agreement: 10/09/96 Draft prepared and under review 10/96 Council Approval: 11/06/96 RFP For Architectural Services: 12/17/96 Under Staff and Agency Review 12/18/96 Revisions: 01/97 OD Distribution: In Purchasing 01/97 RFP Due: 03/14/97 03/19/97 Review Committee recommendation. City Council Award: 03/26/97 ($5,000. ) ee Plan Review and Revisions: Anticipated 05/97 Wage Rates Ordered: Anticipated 04/97 Bid Package: Anticipated 06/97 Labor Standards Monitoring: Anticipated 06/97- throughout project Preconstruction Conference: Anticipated 06/97 Page 25 IN w ,w. Program Monitoring 01/15/97 Review of Agency memberships and program participants. Improvements to be ADA. 4111 Payment Processing: — COMMENTS 08/20/96 Agency to prioritize rehabilitation and security needs. 08/22/96 Meeting with Agency, tour of facilities, review of needs. meg Facility Assessment to be conducted by Burnidge Cassell Associates during September. 08/23/96 Review prioritized list. 08/28/96 Amendment to 1996 CDBG Program, Additional funds allocated to YWCA. 09/11/96 Contacted agency, need profile which demonstrates that 51% of clientele is low/mod, the facility is open to the public. 10/07/96 Agency submitted documentation. Agency was given copy of subrecipient agreement to review. Facility analysis delay of two weeks. 10/11/96 Agency approval of agreement. w. 11/04/96 Received documentation of membership. 11/15/96 Still waiting for facility analysis. 1111 12/05/96 Received Facility Analysis. 12/09/96 Staff review of analysis. 4111 12/16/96 Meeting with Agency to review priorities and discuss analysis. 01/29/97 Agency submitted bid information for first aid kits. 01/30/97 Meeting with Agency to discuss membership and program participation. 02/97 Contact Agency re: need for bid information on fire extinguishers. 03/04/97 Agency to submit bids info on fire extinguishers. 03/19/97 Review committee-RFP Architectural Services. ma Ns Page 26 am ow PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 ow PROJECT: YWCA Refugee Crime Prevention Program 220 East Chicago Street ■w PROJECT SUMMARY: This project will provide for a Lao Community Liaison Worker. The Liaison would provide assistance to victims, offenders and family members when they are faced with proceedings involved with the - court system, juvenile justice system, probation department, Department of Children and Family Services, and school suspension hearings. o n FINANCIAL Allocation: $25,000.00 Project Number: 154207 Expense to Date: $16,666.64 Account Number: 230-0000-791.30-99 .w. Committed: $25,000.00 MANAGEMENT yew Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews mum Agency Contact: Carol Elias SCHEDULE/STATUS OO Environmental Clearance: Exempt Status 05/15/96 Subrecipient Agreement: Draft Completed 08/06/96 .. Review and revisions completed 08/07/96 City Council Approval 08/14/96 ($25,000. ) Resolution 08/28/96 w RFP For Architectural Services: N/A City Council Award: N/A U. Plan Review and Revisions: N/A Wage Rates Ordered: N/A Bid Package: N/A OO Labor Standards Monitoring: N/A Program Monitoring: Quarterly reporting will be required. First Report Due: 09/30/96 for (Jul-Aug-Sept) quarter. 10/10/96 First Quarter Report Received. Second Report Due: 12/31/96 for (Oct-Nov-Dec) quarter. 01/06/97 Second Quarter Report Received. Page 27 U. un sm Payment Processing: Payments on a bi-monthly basis. Payout #1 for JUL-AUG. ($4,166.66) 09/11/96 Payout #2 for SEP-OCT. ($4,166.66) 11/11/96 Payout #3 for NOV-DEC. ($4,166.66) 01/16/97 Payout #4 for JAN-FEB. ($4,166.66) 03/21/97 COMMENTS 07/30/96 Contact with Carol of YWCA discussed the need for funds to keep program active. 00 08/12/96 Agency review of subrecipient agreement 08/30/96 Program in effect from July 1, 1996 through June 30, 1997. s.• 09/03/96 Sent agency copy of executed agreement. 10/96 Project in progress. 11/96 Project in progress. om 12/96 Project in progress. 03/31/97 Project in progress. OM OM w OM OM OM OM INO • WM Page 28 ppm limo PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 ewi PROJECT: Senior Center Building Rehabilitation 101 South Grove Avenue ,M PROJECT SUMMARY: This project will rehabilitate the exterior of the building, which may include tuckpointing of the limestone building face, roof repairs and window replacement. no FINANCIAL Allocation: $50,000.00 Project Number: 154208 s■ Expense to Date: -0- Account Number: 230-0000-791.30-99 Committed: $ 5,800.00 230-0000-791.93-36 OM MANAGEMENT Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews om Agency Contact: Beth McClory Architect: Sutter & Schroeder Architects Contractor: um Subcontractor: SCHEDULE/STATUS Staff prepare RFP for Architectural Services to prepare specifications. Draft 11/18/96 RFP under staff review: 11/19/96 Distributed: 01/97 City Council Award: 03/12/97 ($5,800.00) Specifications prepared Anticipated 04/30/97 e�. Environmental Clearance: Requires Illinois Historic Preservation clearance, prior to environmental clearance. Send specifications to be reviewed. Anticipated 05/97 Subrecipient Agreements Draft prepared 12/96 Staff and Agency Review: 01/15/97 City Council Resolution on Agreement: 03/12/97 Bid Package: Anticipated 06/97 w City Council Award: Anticipated 06/97 Wage Rates Ordered: Anticipated 05/97 Labor Standards Monitoring: Anticipated 6/97-ongoing throughout project. w Preconstruction Conference: Anticipated 6/97 'Program Monitoring s• Payment Processing: Page 29 sw w e lm COMMENTS 05/31/96 Historic Structure am 08/96 Meet with staff to discuss project priorities and development of specifications. 09/96 Anticipated project start date 04/97 due to construction season ,�. for hot tar roofing. 09/10/96 Lamp, Inc. to submit proposal cost to prepare specifications. 09/30/96 Follow-up call to Lamp regarding spec bid. 10/96 Follow-up call to Lamp regarding spec bid. O P 10/30/96 Spec. bid received from Lamp $4,000.00. 11/04/96 Determined that RFP for Specifications should be prepared to get a competitive rate. w' 11/15/96 RFP for Architectural Services prepared. 01/97 RFP to be distributed. 02/21/97 RFP Bids due. ,.m 03/04/97 Review and recommendation on RFP proposals by Review Committee. w. se s• O P IPS OD OP OD Page 30 Pm us PROJECT STATUS REPORT P0 COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 • PP PROJECT: Literacy Workplace Initiative Program PROJECT SUMMARY: This project will establish work place literacy programs to provide employees with basic skills training. The local business would provide the first 50% matching funds. MP FINANCIAL Allocation: $20,000.00 Project Number: 154209 Expense to Date: $14,398.50 Account Number: 230-0000-791.30-99 Committed: $20,000.00 MANAGEMENT on Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews O' Agency Contact: Beverly Saiz SCHEDULE/STATUS Environmental Clearance: Exempted Status 09/06/96 Subrecipient Agreement: Draft prepared 09/19/96 Staff and Agency review 09/25/96 Revisions 09/30/96 City Council Approval: 10/09/96 ($20,000) P Resolution: 10/23/96 RFP For Architectural Services: N/A PP City Council Award: N/A Plan Review and Revisions: N/A Wage Rates Ordered: N/A Bid Package: N/A Labor Standards Monitoring: N/A Ps Program Monitoring: Semi-annual reports required. First report due: 04/01/97 moo Payment Processing: With signed application and agreement with participating company. sw Page 31 w. mom Payment Processing: 02/12/97 Payout #1 $2,832.50 03/03/97 Payout #2 $1,827.00 �w 03/03/97 Payout #3 $2,409.50 03/03/97 Payout #4 $2,329.50 03/18/97 Payout #5 $5,000.00 is being processed. mow COMMENTS 07/10/96 City Council amended 1996 Budget to include this project. ($83,000.00 in additional funds received) 08/14/96 Final public hearing, resolution authorizing first amendment to ■w the 1996 CDBG action plan and budget. 09/06/96 Agency to develop literacy evaluation forms. um 09/20/96 Discuss program and subrecipient agreement with agency. 10/29/96 Executed agreement sent to Literacy Connection. u m 10/31/96 Project in progress. 1110 12/96 Project in progress. 03/31/97 Project in progress. w w. ■w wA Mu • 41. Page 32 mw ow PROJECT STATUS REPORT o m COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 w PROJECT: Impediments to Fair Housing PROJECT SUMMARY: This project is for the analysis of impediments to OM fair housing and the development of actions to address any identified impediments to fair housing within the City of Elgin. FINANCIAL sw Allocation: $12,600. Project Number: 154210 Expense to Date: $12,600. Account Number: 230-0000-791.30-99 �,. Committed: $12,600. MANAGEMENT • s Project Coordinator: Pat Andrews Secondary Coordinator:Veronica Bell Consultant: Kent Group SCHEDULE/STATUS Environmental Clearance: N/A w Subrecipient Agreement: N/A RFP For Consulting Services: 08/96 City Council Award: 09/25/96 w Draft Report Received: 10/31/96 Staff Review and Revisions: 11/96 mm Wage Rates Ordered: N/A Bid Package: N/A Labor Standards Monitoring: N/A mm Program Monitoring: On going Payment Processing: mum 10/10/96 Payout #1 ($5,000. ) . 01/97 Payout #2 ($6,340. ) 03/97 Final Payout ($1,260. ) mm COMMENTS 09/27/96 Meeting with consultants to exchange information. OM 10/10/96 Kent Group meets with Fair Housing Officer. 10/11/96 Additional information provided to consultant. 10/22/96 Additional information provided to consultant. • mm 11/04/96 Draft report distributed for staff review and comments. 11/19/96 Staff meeting to discuss comments to be assembled for submission to consultant. ,s. 11/25/96 Letter of staff comments to consultant. Page 33 mm wit 12/12/96 Review of revised report and staff comments with Kent Group. 12/19/96 Final Report and diskette received. um 01/22/97 Presentation to City Council. 02/97 City Council Accepts Report. 03/97 Project is Completed. PIP VP • sw ■. Page 34 • w. PROJECT STATUS REPORT rrw COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 PROJECT: Geneva Street Public Improvement South Geneva Street between DuPage & Fulton Streets w• PROJECT SUMMARY: This project will reconstruct a deteriorated retaining wall and sidewalk. The project is located in the public right of way on the westerly boundary of the Elgin Historic District. ow FINANCIAL ■m Allocation: $218,366.00 Project Number: 154301 Expense to Date: -0- Account Number: Committed: MANAGEMENT Project Coordinator: Joe Evers mm Secondary Coordinator: Pat Andrews Contractor: Subcontractor: IMP SCHEDULE/STATUS Neighborhood Meetings Environmental Clearance: Needs Illinois Historic Preservation Clearance, review and approval of plans and specifications prior ow to environmental clearance. Plans and Specifications to be prepared by Engineering. mw Neighborhood Review Heritage Commission Review Historic Preservation Clearance e�w Wage Rates Ordered: Anticipated w Bid Package: Anticipated Bid Award: Labor Standards Monitoring: ongoing throughout project. Preconstruction Conference: Program Monitoring OM Page 35 w■ Payment Processing: "s" COMMENTS 03/31/97 Need release of CDBG funds prior to start of project. iwr A. IMO ■w s Page 36 PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 PROJECT: Hispanic Life Skills Program ss PROJECT SUMMARY: This project will provide a Seminar Coordinator to develop training seminars that address issues such as health, housing, crime, employment, communication, immigration, finance, insurance and education for the Hispanic Community. FINANCIAL Allocation: $47,000.00 Project Number: 154304 Expense to Date: -0- Account Number: Committed: it MANAGEMENT iwr Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews Agency Contact: Mary Camacho 'a SCHEDULE/STATUS Environmental Clearance: Exempted Status sw Subrecipient Agreement: Draft prepared Staff and Agency review Revisions City Council Approval: Resolution: mw RFP For Architectural Services: N/A City Council Award: N/A OP Plan Review and Revisions: N/A Wage Rates Ordered: N/A w. Bid Package: N/A m. Labor Standards Monitoring: N/A Program Monitoring: Semi-annual reports required. First report due: Payment Processing: Page 37 .i. lom w.. Payment Processing: mm COMMENTS 03/31/97 Need release of CDBG funds prior to start of project. MO w■ lie *w • ,w„ Page 38 mos en PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 sa PROJECT: McKinley School Playground Renovation 258 Lovell Street olo PROJECT SUMMARY: This project will provide for the construction of a new playground. The existing playground has deteriorated. �r FINANCIAL Allocation: $100,000.00 Project Number: 154305 Expense to Date: -0- Account Number: Committed: ■�, MANAGEMENT Project Coordinator: Pat Andrews Secondary Coordinator: Veronica Bell Agency Contact: McKinley PTO Contractor: Subcontractor: SCHEDULE/STATUS Environmental Clearance: Meetings with the School PTO Plan Review and Revisions: Wage Rates Ordered: Will use some Community volunteer labor. Labor Standards Monitoring: Preconstruction Conference: Bid Package: oo City Council Award: Program Monitoring Payment Processing: COMMENTS 03/31/97 Need release of CDBG funds prior to start of project. Set up public meeting for community input on construction of the playground. Page 39 NIM am PROJECT STATUS REPORT um • COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 sa PROJECT: YWCA Facility Improvements 220 East Chicago Street uw PROJECT SUMMARY: This project will rehabilitate and address items of deferred maintenance as well as eliminate conditions considered to be health and safety concerns. FINANCIAL ,. Allocation: $200,000.00 Project Number: 154306 Expense to Date: -0- Account Number: Committed: MANAGEMENT Project Coordinator: Veronica Bell •* Secondary Coordinator: Pat Andrews Agency Contact: Don Skelton/Carol Elias Architect: MP Contractor: Subcontractor: SCHEDULE/STATUS Environmental Clearance: Request Release of Funds: Funds Released: Subrecipient Agreement: Draft prepared and under review: w Council Approval: RFP For Architectural Services: Under Staff and Agency Review: "' Revisions: Distribution: RFP Due:Review Committee recommendation: City Council Award: Plan Review and Revisions: Wage Rates Ordered: Bid Package: Labor Standards Monitoring:- throughout project Preconstruction Conference: on Page 41 OOP Program Monitoring Payment Processing: ee COMMENTS WO NO ww Off NO epr ION Page 42 low PROJECT STATUS REPORT w COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 PROJECT: Literacy Workplace Initiative Program „s PROJECT SUMMARY: This project will expand the work place literacy program that provides employees of businesses with basic skills and literacy training. The local business would provide the first 50% of matching funds. FINANCIAL Allocation: $30,000.00 Project Number: 154309 Expense to Date: -0- Account Number: Committed: MANAGEMENT Project Coordinator: Veronica Bell w Secondary Coordinator: Pat Andrews Agency Contact: Bevery Saiz SCHEDULE/STATUS Environmental Clearance: Exempted Status a. Subrecipient Agreement: Draft Staff and Agency review Revisions: City Council Approval: Resolution: IM RFP For Architectural Services: N/A City Council Award: N/A MP Plan Review and Revisions: N/A Wage Rates Ordered: N/A OP Bid Package: N/A s' Labor Standards Monitoring: N/A Program Monitoring: Semi-annual reports required. First report due: ear Payment Processing: With signed application and agreement with participating company. AIM Page 43 w OM eim Payment Processing: COMMENTS me 03/31/97 Need release of funds prior to start of project. .s+ Ism OM N IM O MM OR O MM • Of OM Page 44 no • am OM PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT MARCH 31, 1997 ail PROJECT: Residential Grant Program City wide sr PROJECT SUMMARY: This program, in existence since 1977, encourages improvements in the quality and safety of the existing housing stock by offering 100% grants to low income homeowners and percentage grants to other homeowners based on income and family size. FINANCIAL Allocation: *$525,083. Project Number: 154299 & 154399 Expense to Date: $ 35,387. Account Number: 230-0000-791.69-10 RIM " This amount reflects a two year allocation for 1996-1997. MANAGEMENT Project Coordinator: Bob Richardson Secondary Coordinator: Pat Andrews SCHEDULE/STATUS Environmental Clearance at Primary level: Funds Released Environmental Clearance at Secondary level: Based on the location, may need historic clearance by the City's Historic Preservationist. Subrecipient Agreement: N/A RFP For Architectural Services: N/A City Council Award: N/A Plan Review and Revisions: N/A NB Wage Rates Ordered: N/A Bid Package: N/A Labor Standards Monitoring: N/A w Program Monitoring: By coordinators Payment Processing: As projects are inspected and completed. COMMENTS From June 1995 to June 1996, a total of 79 residential dwelling units were rehabilitated (48 single family, 14 two family and 1 three um family) . Multiple family rehabilitation work was limited to the exterior of the structure. Of the 79 households affected by the rehabilitation work, a total of 70 were low and moderate income (89%) w. and a total of 58 were low income (78%) . Page 45 w • I I I U I I I I I I I I I I I I I I I PP ACTIVE PROJECTS STATUS REPORT PP COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM PLANNING DEPARTMENT QUARTERLY JUL/AUG/SEP 1997 P M III PP • I N D E X Active Projects Listed by Year of Grant Pages 1992 HAE Smoke Alarms and Sprinkler System 1-3 1993 HAE Park Towers Elevator Improvement 4-5 1994 HAE Park Towers Plumbing Improvements 6-7 1995 Community Crisis Center Renovations 8-9 Elgin Recreation Center 10-12 1996 YMCA Building Rehabilitation 13-14 HAE Fire Alarm and Air Handling System 15-16 Community Crisis Center Health Clinic Relocation 17-19 Wright Avenue Park ADA Play Equipment 20-21 YWCA Building Rehabilitation and Security Improvements . 22-24 YWCA Refugee Crime Prevention Program 25-26 Senior Center Building Rehabilitation 27-29 Literacy Volunteer Program 30-31 I 1997 WO Geneva Street Public Improvement 32-33 Hispanic Life Skills Program 34-35 McKinley School Playground Renovation 36-38 YWCA Facility Improvements 39-40 Literacy Workplace Initiative 41-42 Residential Grant Program 43 October 1, 1997 Prepared By: Veronica Bell • PROJECT STATUS REPORT 010 COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 MO PROJECT: HAE Smoke Alarms and Sprinkler System 120 South State St. PROJECT SUMMARY: This project provides for the purchase and PP installation of 150 smoke alarms and a sprinkler system for the elderly public housing. IA FINANCIAL Allocation: $256,789. Project Number: 154815 OP Expense to Date: $145,401. Account Number: 230-0000-791.92-32 Committed: $202,133. MANAGEMENT Project Coordinator: Pat Andrews Secondary Coordinator: Housing Authority of Elgin PP Architect: Michael Sutter, Sutter & Schroeder Architects General Contractor: Scale Construction Company • ia Subcontractor: Ron Jones Electric-Smoke Alarms OP Subcontractor: Greenbriar Mechanical Systems-Sprinkler System SCHEDULE/STATUS Environmental Clearance: Request Release of Funds- 09/25/92 Ty Release of Funds- 10/13/92 OP Subrecipient Agreement: N/A Smoke Alarms 4P Installed in 150 dwelling units completed 04/01/94 Sprinkler System OP RFP For Architectural Services: Draft completed 05/30/95 Staff review and agency review complete 06/26/95 Revisions Complete 07/12/95 gym. RFP distributed 07/13/95 Pre-proposal Tour of Facilities 07/26/95 Proposals due 08/10/95 City Council Award: 08/23/95 ($10,500) a. Plan Review and Revisions: P, Submitted for review (Sprinklers) 12/27/95 Review completed by staff (Sprinklers) 01/09/96 Page 1 PP ■• MO MO Wage Rates Ordered: 07/26/93-Smoke Alarms 01/09/96-Sprinklers Bid Opening: 02/21/96 Sprinklers Bid Award: 03/25/96 Sprinklers ($191,633.00) Labor Standards Monitoring: Start of Work 01/28/94- Smoke Alarms Work Completed 04/01/94- Smoke Alarms MO Preconstruction Conference: Sprinklers 05/16/96 Labor Standards documentation complete 05/22/96 Payment Processing: Sprinkler System Design processed payout #1 11/09/95 processed payout #2 02/02/96 processed payout #3 01/21/97 Smoke Alarms- Final payout 04/19/94 COMMIDITS 1993 Insufficient funds to install sprinkler system. 03/20/96 Low bid exceeds allocated funds by ($25,133.00) Additional funding approved by City Council. 04/03/96 Letter to contractor on award of bid. PP 05/96 Discovered Asbestos on hidden valves. 06/07/96 Analysis of asbestos and specifications for removal. 07/12/96 Removal of asbestos started and in process. PIP 08/06/96 Asbestos abatement completed. 08/13/96 Notified of required changes to sprinkler plan. 08/29/96 Housing Authority added additional valves, change order. Housing Authority will pay for the change order for the first and tenth floor values ($8,125) . 4. 08/29/96 Change Order for additional sprinkler heads for Apt. c type unit, as required by the Fire Department. (10 heads= $500. ) . PP 08/30/96 Contractor to obtain sprinkler permit for the work. kke 10/04/96 Asbestos Payout processed ($950. ) . 10/18/96 Payout processed ($16,063. ) . PO 11/18/96 Construction status meeting. 12/9/96 Contractor to resubmit incorrect paperwork. 12/13/96 Payout processed ($16,028. ) , also processed permit fee requisition & payout ($1,375. ) from contingency funds (not part of bid award) . 12/24/96 Contractor to resubmit inaccurate & incomplete paperwork for payout processing. Pi 01/13/97 Response to general contractor delay of elevator work to 4. complete sprinkler work. 01/23/97 Letter to contractor regarding deficiencies. • 02/97 Received information requested except for any change order associated with sprinkler revisions. Page 2 P om IIII! COMMENTS (Continued) 4/1/97 Met with Architect re: revisions to sprinkler plans by contractor. OP 4/2/97 Steve Bone confirmed unnecessary changes with Architect. 4/3/97 Architect to calculate add-ons and deducts from proposed changes. 4/18/97 Meeting with Contractor, Architect, HAE & Fire Dept. on final sprinkler plans and associated change orders. Ow 4/22/97 Final plans submitted & approved by Fire Dept. 4/23/97 Meeting with Housing Authority to discuss status of projects and funding. 00 5/8/97 Met with Architect & HAE staff to discuss project to date and potential change order. Architect to meet with Contractor. 5/14/97 Architect met with General Contractor and Plumbing WI Subcontractor. Contractor to recalculate potential change order providing credit for labor as well as materials. 6/2/97 Letter to contractor requesting delayed change order calculations. 6/2/97 Received copy of proposed change order. Ow 6/3/97 Discussed change order & funding with HAE. 6/4/97 Architect to submit recommendation regarding change order. 6/25/97 City Council consideration of proposed change order. - 6/26/97 Contacted Scale to inform of Council vote and to instruct subcontractor to proceed. 7/9/97 City Council approves change order #1. WO 7/10/97 Contacted Scale to sign change order and to contact HAE. 7/14/97 Contacted contractor-no contact with Rae and no work underway, change order has not been returned to the City. 7/16/97 FAX to HAE- start of work for sprinkler system. 7/18/97 Coordinate with HAE & Scale for on-site pipe storage. 7/23/97 Sprinkler work started. 8/6/97 HAE called regarding an electrical wiring problem. HAE to contact Ow general contractor and architect. 8/20/97 Scale to correct electrical wiring problems they created per architect. Ow Ow IP Page 3 00 s 6 Po PROJECT STATUS REPORT IP COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PROJECT: HAE Park Tower Elevator Improvement 120 South State Street PROJECT SUMMARY: This project provides for the installation of a 10 computerized elevator control system and improvement to meet ADA requirements for the elderly public housing. SIR FINANCIAL L. Allocation: $156,102. Project Number: 154904 OPP Expense to Date: $154,538. Account Number: 230-0000-791.93-36 Committed: $154,650. MANAGEMENT MO Project Coordinator: Pat Andrews Secondary Coordinator: Housing Authority of Elgin PO Architect: Michael Sutter Sutter & Schroeder Architects Contractor: Scale Construction Subcontractor: Valley Elevator, Inc. SCHEDULE/STATUS tw Environmental Clearance: Request Release of Funds 06/16/93 01 Release of Funds 07/16/93 Subrecipient Agreement: N/A 1 RFP For Architectural Services: Draft complete 05/30/95 Staff and agency review complete 06/26/95 Revisions complete 07/12/95 • RFP distributed 07/13/95 Pre-proposal tour of facilities 07/26/95 Proposals due 08/10/95 Pi City Council Award: 08/23/95 ($3,500.00) k* Plan Review and Revisions: Submitted for review 12/27/95 Review completed By Staff 01/09/96 Wage Rates Ordered: 01/09/96 Bid Opening: 02/21/96 PP Bid Award: 03/25/96 ($151,150) Labor Standards Monitoring: Preconstruction Conference 05/16/96 Labor standards documentation complete 05/22/96 Page 4 PO 4 PP r Payment Processing: 10/96 Payout processed ($78,465. ) 12/13/96 Payout processed ($16,000. ) 1/21/97 Payout processed ($27,700.) 3/97 Payout Processed 5/97 Payout Processed OP COMMENTS 03/20/96 Low bid exceeds allocated funds by ($10,900. ) Additional Po funding approved by City Council. 04/03/96 Letter to contractor on award of bid. 06/17/96 Project delay due to asbestos removal. 07/12/96 Removal of asbestos started and in process. 08/06/96 Asbestos abatement completed. 08/96 Elevator equipment ordered. 09/96 Construction underway. PO 11/18/96 Construction Status meeting. 4. 11/30/96 Anticipated completion of small elevator. 12/96 Fire Department to meet with residents re: elevators and emergency PP access. Lo 12/09/96 Contractor to resubmit incorrect paperwork. 12/24/96 Contractor to resubmit inaccurate & incomplete paperwork. Pi 01/23/97 Letter to Contractor regarding deficiencies. 02/11/97 Started work on large elevator. 02/14/97 Letter to contractor regarding deficiencies. 6/8/97 Letter to Contractor re: payroll submission & final inspection and approval of work. 7/10/97 Verified with Code that elevator permit has not been finaled. 7/21/97 Final inspection to be conducted. Elevator did not pass final P1 inspection. Repair continuing. 9/21/97 Received proposed change order for elevator work from contractor. Contacted Architect re: change order. 10/10/97 Meeting with Architect, Contractor and HAE regarding change order, extent covered by contract vs. extent not covered by contract. pm PP L pm 4. Page 5 Pi w PROJECT STATUS REPORT N O COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PROJECT: HAE Park Towers Plumbing Improvements 120 South State Street PROJECT SUMMARY: This project will encompass the rodding of all systems, the installation of additional cleanouts, and an increase in the main sanitary waste pipe size. FINANCIAL Allocation: $129,524. Project Number: 154003 Expense to Date: $116,224. Account Number: 230-0000-791.93-36 gui Committed: $125,800. MANAGEMENT Project Coordinator: Pat Andrews Secondary Coordinator: Housing Authority of Elgin tw Architect: Michael Sutter Sutter & Schroeder Architects General Contractor: Scale Construction, Inc. Subcontractor: Greenbriar Mechanical Systems Subcontractor: SECO Environmental Inc. OP SCHEDULE/STATUS Environmental Clearance: Request For Release of Funds 06/27/94 , Funds Released July 29, 1994 N, Subrecipient Agreement: N/A RFP For Architectural Services: Draft completed 05/30/95 Staff review and agency review complete 06/26/95 WO Revisions complete 07/12/95 Pre-proposal Tour of Facilities 07/27/95 Proposals Due 08/10/95 1P City Council Award: 08/23/95 ($4,500.00) Plan Review and Revisions: Submitted for review 12/27/95 Review completed by staff 01/09/96 Wage Rates Ordered: 01/09/96 P. Bid Opening: 02/21/96 Bid Award: 03/25/96 ($121,300.00) MI Labor Standards Monitoring: Preconstruction Conference 05/16/96 Labor Standards Documentation complete 05/22/96 p Page 6 w■ Payment Processing: 10/96 Payout processed to General Contractor ($23,742. ) �w 01/21/97 Payout processed ($36,400. ) 02/14/97 Processed payout for additional repairs ($2,474. ) 03/97 Processed payout. COMMENTS illy 03/20/96 Low bid exceeds allocated funds by ($40,800) . Additional funding approved by City Council. 04/03/96 Letter to contractor on award of bid. 05/96 Asbestos found on valves and joints. Contractor consulted for analysis. Confirmed asbestos. Specifications & cost for removal. 06/10/96 Specifications for asbestos removal complete. if 06/96 Received locations of valves and joints from HAE. Solicited proposals for asbestos removal. PP 07/15/96 Bid Approved for the removal of asbestos. ($950.00) Work started and in process. 08/06/96 Asbestos abatement completed. 08/07/96 Work in progress. 11/18/96 Construction status meeting. Emergency asbestos removal on z three unknown fittings completed. 11/19/96 As plumbing work is progressing and wall are being opened, NI certain problems are being discovered. Apt. on 10th floor hot water pipe has leak, needs replacing. Agreement reached, each additional work item to be reviewed by the Architect, notify the City, HAE will keep a PP log and take photos. Once $1,000 in additional items has been reached, we will review status of work progress, available funding estimate and what additional costs may be encountered and then take appropriate action. PI 12/26/96 Plumbing work near completion. $2,200 in additional items to date. Log maintained and photos by HAE staff. 02/14/97 Letter to contractor re: deficiencies. • 03/97 Completion of plumbing work. S S p9 Page 7 PP S PROJECT STATUS REPORT MP COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 Mr PROJECT: Community Crisis Center Renovations 37 South Geneva Street PROJECT SUMMARY: This project is for the construction of an entryway shelter roof over the exterior basement entrance, and for building and foundation rehabilitation work for the Center. PP FINANCIAL Allocation: $67,150. Project Number: 154123 • Expense to Date: $27,594. Account Number: 230-000-791.92-32 Committed: $51,109. MANAGEMENT 4, Project Coordinator: Pat Andrews Secondary Coordinator: Veronica Bell Architect: Michael Sutter, Sutter & Schroeder Contractor: TJL Construction Subcontractor: ss SCHEDULE/STATUS Environmental Clearance: Requested release of funds 05/15/95 Funds released 07/15/95 Subrecipient Agreement: Draft completed 05/14/96 PPP Staff review complete 05/30/96 Crisis center review complete 06/07/96 Revisions complete 07/02/96 MR City Council Approval 07/10/96 Resolution authorizing 07/24/96 RFP For Architectural Services: Draft completed 05/30/95 Staff review and agency review complete 06/26/95 Revisions complete 07/12/95 RFP distributed 07/13/95 Pre-Proposal Tour of Facilities 07/26/95 Proposals Due 08/10/95 City Council Award 08/23/95 ($4,500. ) w Plan Review and Revisions: Draft Plans received 07/18/96 Review of plans and specifications by staff 08/96 Wage Rates Ordered: 07/16/96 Bid Package: Received, under staff review 07/18/96 Returned to architect for revisions 08/96 09/25/96 City Council Award ($46,609. ) TJL Construction S Page 8 PP Labor Standards Monitoring: 11/01/96 Preconstruction Conference PP Program Monitoring: Ongoing Payment Processing: 10/22/96 Payout to Architect ($3,375. ) 11/23/96 Payout for asbestos removal ($1,750. ) 02/11/97 Payout processed ($16,515.90) . 07/14/97 Payout processed ($14,222.40) . !I COMMENTS OP 05/94 The roofed stairwell is complete. 08/95-09/95 Gutter and downspout work funded by DCCA. 10/95-11/95 Assessment of water infiltration after installation of PP gutters and downspouts. 11/95 Request to delay project until April/May 1996, when clothing tv'` center lease expires and lower level of the building is vacated. 05/14/96 Meeting with Crisis Center, staff, and architect on the work to OP be accomplished. Crisis Center to provide a priority list of work to be done. 06/07/96 After several contacts with Crisis Center, priority list !P received. 09/18/96 Pre-bid contractor meeting at the Crisis Center. 10/31/96 Asbestos removal completed. PP 11/22/96 Contractor delay start of work until 12/04/96 02/11/97 40% of work completed. 06/16/97 Change order in the amount of g $2,411 per request of Crisis Center for additional work. IP 09/23/97 Contractor contacted offfice per problem with window replacement and proposed solution. Historic Preservation concurred with solution. Contractor to contact Architect. 09/25/97 Architect reviewed proposed change order to replace glass block. Change order of $2,070. administratively approved. FAXED to contractor. WOO �I! MP Page 9 AR 411 PROJECT STATUS REPORT !! COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PROJECT: Elgin Recreation Center (ERC) 1080 East Chicago Street PROJECT SUMMARY: This project provides for building rehabilitation work and the purchase of equipment in support of the ERC to operate and function as a physical fitness facility at its new location. • FINANCIAL Allocation: $95,225. Project Number: 154130 PP Expense to Date: $95,225. Account Number: 230-0000-791.92.32 Committed: 4 MANAGEMENT U Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews PP Architect: N/A Contractor: N/A SCHEDULE/STATUS Environmental Clearance: Request Release of Funds- 05/15/95 Funds Released- 07/15/95 In Subrecipient Agreement: 10/11/95 Amended: 08/28/96 100 RFP For Architectural Services: Sent to 20 Firms- 05/07/96 Mandatory Prebid Meeting- 05/17/96 Addendum #1 to RFP: Sent to Firms at Prebid Meeting- 05/21/96 OP Proposals Due- 06/03/96 Received 4 proposals, review of proposals ON HOLD-06/12/96 09/25/96 REJECTED by Council. City Council Award: N/A IP Plan Review and Revisions: N/A Wage Rates Ordered: N/A !!!� Bid Packages: 1. Boxing Equipment- Bid Awarded 05/20/96 2. Physical Fitness Equipment-Award of Bid Tabled 06/12/96 3. Office Furniture & Equipment-Review of Bids ON HOLD. 09/25/96 Rejected by Council. IP 4. Computer Equipment-Specifications Being Reviewed ON HOLD. 09/25/96 Rejected by Council. 5. Business Sign-Complete 06/13/96 6. Security Cameras-Specifications Being Reviewed/Cancelled. 7. Emergency Lighting-Complete 06/13/96 Page 10 w Labor Standards Monitoring: N/A Program Monitoring: ERC Data Report Due- 03/31/96 1w 06/14/96 Letter sent requesting semi-annual report- 07/31/96 Follow up telephone call regarding report due 08/28/96 Follow up telephone call regarding report due Pt 08/29/96 ERC Data Report submitted, reviewed, accepted 12/16/96 Letter sent requesting monthly reports for Oct.-Dec. 12/16/96 Need estimate for 1996 audit. Oa 02/10/97 Monitoring visit to verify low/mod income households. 02/12/97 Letter to agency regarding monitoring visit. 02/28/97 Audit estimate received ($3,700. ) 03/03/97 Report received for Oct.-Dec. 1996 1O 03/04/97 Next ERC Data Report Due 04/15/97 Payment Processing: 1. Sporting & Athletic Equipment- Processed 01/10/96 2. Sporting & Athletic Supplies- Processed 01/10/96 3. Building Supplies for Soccer Area- Processed 03/13/96 4. Building Supplies for Flooring-Processed 04/08/96 5. Building Supplies for Soccer Walls- Processed 04/26/96 6. Emergency Lighting for Security- Processed 06/13/96 OP 7. Boxing Equipment-Processed 06/17/96 8. Business Sign- Processed 07/03/96 9. BSN Sports-Processed 09/10/96 10/22/96 Payout 1- Back Utility and Rent Payments ($38,535.80) 10/25/96 Payout 2- Utility & Rent Payments ($8,910.53) 11/96 Payout 3- Utility & Rent Payments ($9,275.66) . 12/96 Payout 4- Rent & Utility Payments ($9,100.00) . (estimate) 02/97 Payout 5- Rent & Utility Payments ($8,100.00) . 6. 03/97 Payout 6- Rent & Utility Payments ($8,100.00) . COMMENTS 09/13/95- The location change from 18 N. State Street to 1080 East Chicago Street and the use of funds required an amendment to the 1995 CDBG Program. Jeo 06/12/96 The Council voted to reconsider the 1995 funds allocated ERC. 06/26/96 The City Council held a public hearing to discuss the release of the 1995 fund allocation and additional funding to assist with 1996 operating expenses. The P g enses p public hearing was closed. 07/10/96 The Council appointed a task force to evaluate how the City Council can best serve the community in providing support to the ERC. r 07/24/96 Resolution establishing ERC Task Force. 08/05/96 08/14/96-08/19/96- Task Force Meetings. 08/28/96 Recommendation of the Task Force and amended subrecipient agreement submitted for City Council consideration, accepted. 08/31/96 notice published allowing 30 day public comment on amendment • to ERC, 1995 CDBG Project. Amendment provides for public service- included, but not limited to, the payment of rent and utilities. Page 11 OP Pe k. 09/05/96 Letter of objection regarding the amendment to 1995 CDBG funds for Elgin Recreation Center. Pm 09/11/96 ERC agency review of subrecipient agreement. 10/09/96- Final public hearing to amend 1995 ERC project and City Council action, Resolution of Amended Subrecipient Agreement. 10/15/96 Received ERC Long Range Business Plan as required by the Task Po Force and Subrecipient Agreement. 11/01/96 Task Force recommendation to maintain current level of funding with City funds of $20,600 and remaining CDBG funds for rent and 10 utilities for 1997. Approved. 03/18/97 City funds in the amount of $20,600. expended for Rent and Utility payments for January and February 1997. pi 03/25/97 Contact ERC to inquire when 1996 Audit will be complete. 05/08/97 Audit for 1996 is underway. 06/97 Project complete. 07/97 Anticipated completion of audit. PO 08/97 Processed payout for audit. kA 08/97 Project complete. p kA p OW W WI p pp U Page 12 p 4 p PP PP PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PROJECT: YMCA Building Rehabilitation 111 North Channing'Street PROJECT SUMMARY: This project will focus on the upgrading or no replacement of deteriorated original mechanical systems; and associated asbestos removal. IP FINANCIAL Allocation: $300,000.00 Project Number: 154201 - Expense to Date: $123,018.00 Account Number: 230-0000-791.30-99 Committed: $285,456.00 230-0000-791.93-36 MANAGEMENT B Project Coordinator: Pat Andrews Secondary Coordinator: Monica Bates Architect: B & A Engineering Contractor: Elgin Sheet Metal Subcontractors: Holian Asbestos, Cannonball Mechanical, Applied Controls OP SCHEDULE/STATUS Environmental Clearance: Requested Release of Funds 05/31/96 !P Funds Released 06/26/96 Subrecipient Agreement: Staff and agency review 11/96 Council consideration: 12/18/96 Resolution to approve: 01/08/97 OUP RFP For Architectural Services: Draft completed 08/01/96 Review and Revisions complete 08/13/96 Distributed 08/15/96 Proposals Due: 09/06/96 Staff review of proposals 09/11/96 City Council Award: 09/25/96 ($19,500) Wage Rates Ordered: 11/22/96 S Bid Package: 01/97 Plan Review and Revisions: 03/97 (see comments) . 3 Bids due: 03/25/97 UP Bid Award: 04/09/97 Elgin Sheet Metal ($265,956) Labor Standards Monitoring: ongoing Preconstruction Conference: 05/01/97 PO Page 13 U Project Monitoring: Construction Start Anticipated 06/97 Payment Processing: Ow 12/04/96 Payout to Architect ($4,114.95) 01/21/97 Payout to Architect ($4,530.00) 06/04/97 Payout to Architect ($9,900.00 07/10/97 Payout to contractor ($16,200.00) 08/22/97 Payout to contractor ($21,600.00) 09/12/97 Payout to contractor ($66,600.00) P. COMMENTS 05/15/96 Meeting with Lead Agencies and Subrecipient. 00 06/27/96 Meeting with YMCA and City Staff to discuss 9 y process and scheduling. 08/27/96 Pre-proposal meeting at YMCA & HAE. 10/18/96 B & A Site Visit. 11/13/96 B & A Site Visit to discuss status of plans and specs. Pg 12/02/96 Received building conditions report with recommendations from B & A, distributed to staff for review. 12/11/96 Meeting with Agency and B & A to review report, scope of work, [Pm any revisions. Agency reviewing plans & specs. 01/97=03/97 Agency and city review of specifications and plans. Pi Revisions concerning scope of work, revised cost estimates to agency and Parks. 03/06/97 Final Plans and Specifications received for bidding. 03/14/97 Pre-bid meeting at YMCA. !! 03/25/97 Bids opened. One bid received. 03/26/97 Discussion with B & A on sole bid, deducts & budget. 04/03/97 Received recommendation from B & A for City Council FP consideration. 04/09/97 City Council bid award to Elgin Sheet Metal ($265,956. ) 05/97 Equipment ordered. • 06/97 Start of work. 07/16/97 Walk through with project Engineer to veiw work underway and work completed: r 07/17/97 Contacted Pat Nelson for briefing of 7/16/97 meeting and proposed timing for pool shut down and pool filter replacement. 08/97 Work proceeding smoothly with timing of pool shut downs. 09/97 Work proceeding in a timely manner. Page 14 NO PROJECT STATUS REPORT P. COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 OP PROJECT: HAE Fire Alarm and Air Handling Systems 120 South State St. PROJECT SUMMARY: This project involves installing a complete new alarm system and a new air handling system that will replace the current systems with more safe and efficient systems that will meet all current federal, state, and local codes. FINANCIAL Allocation: $250,000.00 Project Number: 154202 Expense to Date: $ 14,688.00 Account Number: 230-0000-791.30-99 Committed: $ 16,250.00 230-0000-791.93-36 po MANAGEMENT Project Coordinator: Pat Andrews P1 Secondary Coordinator: Housing Authority of Elgin Architect: B & A Engineering Contractor: Subcontractor: Pi SCHEDULE/STATUS OP Environmental Clearance: Requested Release of Funds 05/31/96 Funds Released 06/26/96 Subrecipient Agreement: N/A L. RFP For Architectural Services: Draft completed 08/01/96 PI Review and Revisions complete 08/13/96 m. Distributed 08/15/96 Proposals due 09/06/96 Staff review of proposals 09/11/96 City Council Award: 09/25/96 ($16,250.00) Pi Plan Review and Revisions: 01/17/97 Received Under Staff review: 02/97 PP Wage Rates Received: 12/23/96 Bid Package: 04/18/97 Labor Standards Monitoring: 02/97-Ongoing Preconstruction Conference: 08/11/97 Construction start: 08/97 PI Page 15 PP k row Program Monitoring: On going P" Payment Processing: 12/04/96 Payout to Architect ($2,887.50) 01/21/97 Payout to Architect ($1,837.50) 06/02/97 Payout to Architect ($9,775.00) COMMENTS 08/27/96 Pre-proposal meeting at HAE & YMCA. 10/18/96 B & A Site Visit 11/13/96 B & A Site Visit 12/03/96 Building conditions report received, routed to staff and HAE for review. Po 01/17/97=03/18/97 Review of Draft Specifications and Plans. 03/19/97 Meeting with B & A and City Staff to review Draft Specifications and Plans. PO 03/20/97 B & A revising plans and specifications 03/21/97 Wage rates sent to B & A for bid packages. 04/21/97 Bid Advertisement. 04/23/97 Meeting with HAE staff. 05/02/97 Pre-bid walk through at Central Park Towers. 05/97 Extended bid opening to 05/20/97. 5/28/97 Bids opened- Bids exceed budget. 5/29/97 Contacted HAE & Architect to advise of bids. 06/03/97 Architect to research bids received versus cost estimate submitted. PP 06/11/97 Architect recommendation to reject all bids & rebid separately. 06/25/97 City Council rejects bids. 07/14/97 Bid opening for air handling system. PO 07/23/97 Bid award for City Council for air handling system. 08/06/97 Reviewed proposed contract with Purchasing. 9/97 Bid package being prepared for fire alarm system. PO 9/97 Contract executed between Contractor and City for air handling system. 9/26/97 Bids out for fire alarm system. PO p1 Page 16 PO 6* PP • PROJECT STATUS REPORT PP COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 OP PROJECT: Community Crisis Center Health Clinic Relocation 37 South Geneva Street PO PROJECT SUMMARY: This project will relocate the Health Clinic from 6 North State Street (Center City) to the Community Crisis Center. The project would convert approximately 1,390 square feet of basement space PP for the Health Clinic. The project includes revisions to the floors, walls, ceiling, windows and entrances. Plumbing, electrical, telephone and the division of floor space to include waiting and screening areas, PP an ADA public rest room, three exam rooms and storage space would be added. FINANCIAL F0 Allocation: $100,000.00 Project Number: 154204 Expense to Date: -0- Account Number: 230-0000-791.30-99 Committed: $10,500.00 230-0000-791.93-36 MANAGEMENT U Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews Agency Contact: Lisa Sampson ri Architect: Dahlquist & Lutzow Architects Contractor: Subcontractor: PP SCHEDULE/STATUS Zoning Issue: An application for a conditional use for a planned development in the CF Community Facility District must be filed, processed and approved by City Council for a health clinic before this project can proceed. Approved by Council June 25, 1997. PP Subrecipient Agreement: Draft 06/26/97 Staff & Agency Review 07/02/97 Council consideration 07/09/97 PP Resolution: 07/23/97 RFP For Architectural Services (Plans and Specs. ) : 08/08/97 Pi City Council Award: 10/08/97 ($10,500. ) Resolution: 11/05/97 Plan Review and Revisions: Anticipated 12/97 Pi Environmental Clearance: Needs Illinois Historic Preservation Clearance, review and approval of plans and specifications prior to environmental. clearance. Anticipated 01/98 Pi Page 17 PP ig OP OP Wage Rates Ordered: Anticipated 01/97 Bid Package: Anticipated 02/98 P Labor Standards Monitoring: Anticipated 03/98- ongoing throughout project. Preconstruction Conference: Anticipated 03/98 OW Construction Start: Anticipated 03/98 Program Monitoring PO Payment Processing: COMMENTS PP 05/14/96 Meeting with Agency and tour of Center. 06/27/96 Letter to Lisa Sampson transmitting zoning application package. 07/96 Agency needs to submit zoning application. Ow 09/10/96 Follow-up letter regarding status of zoning application. 09/18/96 Reminded about zoning application at g pp pre-bid meeting. 10/96 Call to Crisis Center Regarding the status of application. PP 11/05/96 Assistance to Agency, provided legal for property and site plan. 11/15/96 Agency files zoning application. 11/16/97 Staff review of application. • 11/21/96 Application Deficiency letter sent to Agency. 12/06/96 Contacted Agency to review status of application and answer zoning questions. 01/97 Contacted Agency regarding status and consideration of a neighborhood information meeting before scheduling a public hearing. 02/11/97 Letter sent to Agency requesting update and status of zoning application. OW 03/13/97 Agency called and requested copy of statement of purpose and 6. conformance submitted with zoning application 11/16/96. 03/17/97 Agency advised that they would conduct a neighborhood w, information meeting prior to scheduling the public hearing. 03/31/97 Neighborhood meeting not scheduled yet. 04/04/97 Deficiencies submitted, reviewed, and approved. OP 04/30/97 Publish for public hearing. 05/14/97 Neighborhood meeting regarding proposed health clinic. irk 05/21/97 Public hearing to consider conditional use. 06/04/97 Findings of Fact (summary of public hearing) . !O 06/11/97 Received transcript of public hearing. 06/25/97 City Council consideration. 07/09/97 Conditional Use Ordinance passed. !P 08/97 RFP Draft, revisions, distribution. 09/10/97 Architectural proposals opened. 09/11/97 Staff review of proposals. OW 09/11/97 Selection of review committee, memo to schedule meeting. 09/16/97 Memo to Legal reagrding Muterspaugh proposal-nonresponsive? 09/16/97 Response from Legal concurs-9 proposal is rejected-nonresponsive. Ow Page 18 ) S r 09/25/97 Review committee meeting- review, discussion, ranking, selection h. and recommendation of architectural proposal for City Council consideration. PP 09/29/97 Memo to City Council to consider award for Architectural Services. 10/08/97 Award of contract to Dahlquist and Lutzow Architects. 10/17/97 Contract Architect regarding contract. Pi 10/97 Set up meeting with Architect and Agency regarding scope of work. PP Pi U U ow U U PP P gF PP PP 01 Page 19 U PROJECT STATUS REPORT 00" COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 00 PROJECT: Wright Avenue Park ADA Play Equipment 676 Wright Avenue 4t PROJECT SUMMARY: This project will replace old playground equipment Pi and other fixtures with equipment that is accessible (ADA) and meets the Consumer Product Safety Commission (CPSC) guidelines. FINANCIAL Allocation: $100,000. Project Number: 154205 Expense to Date: $ 99,759. Account Number: 230-0000-791.30-99 Committed: 230-0000-791.93-32 MANAGEMENT U Project Coordinator: Jerry Pask Secondary Coordinator: Pat Andrews • Contractor: Environmental Assessment & Investigation Designer: SCHEDULE/STATUS Environmental Clearance: Pending an environmental audit. Clearance: 01/97 RFP For Architectural Services: N/A Plan Review and Revisions: N/A Wage Rates Ordered: N/A Will use Community volunteer labor. Labor Standards Monitoring: N/A Bid Package: ' Distributed 03/97 Opening: 05/05/97 City Council Award: 05/14/97 U G Preconstruction Conference: 06/02/97 PI Program Monitoring: On going. Payment Processing: 05/96-09/96 Miscellaneous payouts including postage, meeting rooms, blueprint reproduction, title reports, photos ($1,334. ) 09/96 Payout to Environmental Science ($2,512.50) . 10/23/96 Final Payout to Environmental Science ($2,337.50) . 04/09/97 Payouts for printing and rental of room ($209.87) . iw 06/02/97 Payout for legal notice-bid package ($504.60) . • Page 20 U 10 COMMENTS 05/09/96 Public meeting for community input on renovation of the park. 06/23/96 Neighborhood meeting. OP 06/96 Research on ownership and past use of park property. 06/28/96 Three proposals received and reviewed-preliminary environmental study of park. Lowest bid- Environmental Science & Engineering. Awarded $4,850. 07/31/96 Preliminary Environmental Report received. 08/13/96 Neighborhood Meeting to advise of project status. OP 08/96 Environmental audit required. 09/96 Need to resolve: vacate rights of way and ownership of platted park triangles. 10/09/96 City Council consideration of site environmental audit (to be MO paid out of the General Fund $12,745.00) . ito 11/96 Waiting for Environmental Audit Report. 12/20/96 Received Environmental Audit Report (EAR) . WO 01/14/97 EAR distributed to City Council. 02/97 Neighborhood Meeting rescheduled. 03/04/97 Staff review and revision of plans and specifications. !O 03/05/97 Memo re; Available funds and cost estimates. 03/18/97 Bid Package to Purchasing. 05/27/97 Neighborhood Meeting. 06/19/97 Community build date set for 8/2/97 Re 08/97 Project is complete. PP U P OP U Page 21 U v MY my PROJECT STATUS REPORT PP COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PO PROJECT: YWCA Building Rehabilitation and Security Improvements 220 East Chicago Street PROJECT SUMMARY: This project will eliminate a number of accumulated building code violations and security and ADA concerns, as well as general improvements to the facility. • FINANCIAL Allocation: $50,000.00 Project Number: 154206 N! Expense to Date: $2,626.45 Account Number: 230-0000-791.30-99 Committed: $5,000.00 230-0000-791.93.36 MANAGEMENT IP to Project Coordinator: Veronica Bell Secondary Coordinator: Carol Elias PP Agency Contact: Don Skelton Architect: Sutter & Schroeder Architects Contractor: NA Subcontractor: 10 SCHEDULE/STATUS PO Environmental Clearance: Requested Release of Funds 05/31/96 Funds Released 06/26/96 Subrecipient Agreement: 10/09/96 Draft prepared and under review 10/96 Council Approval: 11/06/96 PP RFP For Architectural Services: 12/17/96 Under Staff and Agency Review 12/18/96 Revisions: 01/97 PP Distribution: In Purchasing 01/97 RFP Due: 03/14/97 03/19/97 Review Committee recommendation. City Council Award: 03/26/97 ($5,000. ) Plan Review and Revisions: 06/05/97 PP Plans Approved: 06/25/97 Wage Rates Ordered: 05/16/97 Received: 06/17/97 Bid Package: Distributed-07/97 Opened-08/14/97 Bid Award: Anticipated: 11/97 Labor Standards Monitoring: Anticipated 11/97- throughout project Preconstruction Conference: Anticipated 11/97 PO Page 22 Po kitt N it Program Monitoring: On going. 01/15/97 Review of Agency memberships and program participants. Improvements to be ADA. OP Payment Processing: 05/14/97 Payout to Architect ($1,250. ) 08/21/97 Payout for evacuation frames ($239.40) 08/25/97 Payout for fire extinguishers ($518.00) 09/22/97 Payout for first aid kits ($481.85) . COMMENTS 08/20/96 Agency to prioritize rehabilitation and security needs. 08/22/96 Meeting with Agency, tour of facilities, review of needs. Facility Assessment to be conducted by Burnidge Cassell Associates during September. 0 08/23/96 Review prioritized list. 08/28/96 Amendment to 1996 CDBG Program, Additional funds allocated to YWCA. Pr 09/11/96 Contacted agency, need profile which demonstrates that 51% of clientele is low/mod, the facility is open to the public. 10/07/96 Agency submitted documentation. Agency was given copy of subrecipient agreement to review. Facility analysis delay of two weeks. 10/11/96 Agency approval of agreement. ° 11/04/96 Received documentation of membership. 11/15/96 Still waiting for facility analysis. • 12/05/96 Received Facility Analysis. 12/09/96 Staff review of analysis. 12/16/96 Meeting with Agency to review priorities and discuss analysis. Al 01/29/97 Agency submitted bid information for first aid kits. 01/30/97 Meeting with Agency to discuss membership and program participation. NIP 02/97 Contact Agency re: need for bid information on fire extinguishers. 03/04/97 Agency to submit bids info on fire extinguishers. 03/19/97 Review committee-RFP Architectural Services. 04/15/97 Bid package for first aid kits & fire extinguishers to IP Purchasing. 05/15/97 Called Purchasing for status on bid package. 05/27/97 Preliminary plans completed 06/05/97 Meeting with agency and • Architect regarding scheduling, scope of work and review of preliminary plans. 06/11/97 Revised bid package to include evacuation frames and resubmitted PW to Purchasing. 07/02/97 Architect to submit cost estimate and assemble bid packages. 07/10/97 Received cost estimates from architect. 07/21/97 Bid opening for emergency equipment. PW 07/22/97 Bid documents for ADA work submitted to Purchasing. 1P Page 23 PP PPP 08/05/97 Pre-bid meeting for ADA Rehabilitation at YWCA. 08/06/97 Bids awarded for emergency equipment. 08/97 Agency called-frames and first aid kits received. 08/14/97 Bids due for ADA rehabiliation. 08/15/97 Review of bids, sent copies to architect, all base bids over PO available funding. 09/97 Bid review, requesting breakdown of base bids to separate item costs from each bidder. OP 09/97 Meet with YWCA to prioritize and select items within the funds allocated. 09/97 Agency called-fire extinguishers received. PP W I bfrk P p Po P O OP U U Page 24 P O U. U. O. P. PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PROJECT: YWCA Refugee Crime Prevention Program 220 East Chicago Street 411 PROJECT SUMMARY: This project will provide for a Lao Community Liaison Worker. The Liaison would provide assistance to victims, offenders and family members when they are faced with proceedings involved with the Pi court system, juvenile justice system, probation department, Department of Children and Family Services, and school suspension hearings. FINANCIAL ik Allocation: $25,000.00 Project Number: 154207 Pi Expense to Date: $25,000.00 Account Number: 230-0000-791.30-99 Committed: MANAGEMENT Pi Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews Agency Contact: Carol Elias SCHEDULE/STATUS Pi Environmental Clearance: Exempt Status 05/15/96 Subrecipient Agreement: Draft Completed 08/06/96 Review and revisions completed 08/07/96 City Council Approval 08/14/96 ($25,000. ) Resolution 08/28/96 PO RFP For Architectural Services: N/A City Council Award: N/A PO Plan Review and Revisions: N/A Wage Rates Ordered: N/A Bid Package: N/A Labor Standards Monitoring: N/A Pi Program Monitoring: Quarterly reporting will be required. First Report Due: 09/30/96 for (Jul-Aug-Sept) quarter. 10/10/96 First Quarter Report Received. Second Report Due: 12/31/96 for (Oct-Nov-Dec) quarter. 01/06/97 Second Quarter Report Received. Third Report Due: 03/31/97 for (Jan-Feb-Mar) quarter. Fourth Report Due: 06/30/97 for (Apr-May-Jun) quarter. Page 25 PO Pm U. PP Payment Processing: Payments on a bi-monthly basis. fr Payout #1 for JUL-AUG. ($4,166.66) 09/11/96 Payout #2 for SEP-OCT. ($4,166.66) 11/11/96 Payout #3 for NOV-DEC. ($4,166.66) 01/16/97 Payout #4 for JAN-FEB. ($4,166.66) 03/21/97 Payout #5 for MAR-APR. ($4,166.66) 05/12/97 Payout #6 for MAY-JUN. ($4,166.66) 07/12/97 Final payout. COMMENTS 07/30/96 Contact with Carol of YWCA discussed the need for funds to keep program active. 08/12/96 Agency review of subrecipient agreement 41 08/30/96 Program in effect from July 1, 1996 through June 30, 1997. 09/03/96 Sent agency copy of executed agreement. 10/96 Project in progress. Pi 11/96 Project in progress. 12/96 Project in progress. 03/31/97 Project in progress. 07/02/97 Letter to Agency regarding third and fourth quarter reports due. 07/08/97 Received third and fourth quarter reports. 09/15/97 Request by YWCA for audit information for 1996 on project. 09/22/97 Audit information sent to auditor. 09/97 Project is complete. 4. 11 6* PP P. P. Page 26 4. itto pm PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PROJECT: Senior Center Building Rehabilitation 101 South Grove Avenue PROJECT SUMMARY: This project will rehabilitate the exterior of the building, which may include tuckpointing of the limestone building face, roof repairs and window replacement. PP FINANCIAL Allocation: $50,000.00 Project Number: 154208 IN Expense to Date: $ 2,922.40 Account Number: 230-0000-791.30-99 Committed: $ 5,800.00 230-0000-791.93-36 MANAGEMENT Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews Agency Contact: Beth McClory Architect: Sutter & Schroeder Architects Contractor: Subcontractor: SCHEDULE/STATUS PP Staff prepare RFP for Architectural Services to prepare specifications. kw Draft 11/18/96 RFP under staff review: 11/19/96 Distributed: 01/97 City Council Award: 03/12/97 ($5,800.00) Plans and Specifications prepared: 05/01/97 pi Environmental Clearance: Requires Illinois Historic Preservation clearance, prior to environmental clearance. Plans and Specifications sent to IHPA: 06/02/97 Subrecipient Agreement: Draft prepared 12/96 Staff and Agency Review: 01/15/97 City Council Resolution on Agreement: 03/12/97 Wage Rates Ordered: 05/15/97 Received: 06/17/97 Bid Package: Prepared and Distributed 09/97 Bid Opening: 10/07/97 City Council Award: Anticipated 10/22/97 In Labor Standards Monitoring: Anticipated 10/97-ongoing throughout project. Preconstruction Conference: Anticipated 10/97 PP Program Monitoring: On-going Page 27 PP Payment Processing: PP 04/08/97 Payout to Architect ($2,900. ) COMMENTS 05/31/96 Historic Structure 08/96 Meet with staff to discuss project priorities and development of specifications. PI 09/96 Anticipated project start date 04/97 due to construction season for hot tar roofing. 09/10/96 Lamp, Inc. to submit proposal cost to prepare specifications. 09/30/96 Follow-up call to Lamp regarding spec bid. 10/96 Follow-up call to Lamp regarding spec bid. 10/30/96 Spec. bid received from Lamp $4,000.00. PP 11/04/96 Determined that RFP for Specifications should be prepared to get a competitive rate. 11/15/96 RFP for Architectural Services prepared. 01/97 RFP to be distributed. 02/21/97 RFP Bids due. 03/04/97 Review and recommendation on RFP proposals by Review Committee. 05/01/97 Meeting with Architect and Agency to review preliminary plans. IA 05/14/97 Plans submitted, under review by Code Administration. L. 06/02/97 Plans submitted to State Historic Preservation Agency for review and approval. 06/25/97 Letter from IHPA requesting original photos of building. 06/25/97 Letter to Architect requesting original photos. 06/26/97 Architect sends 6 color photos to IHPA. 07/24/97 IHPA letter states that project does not meet Historic PO Preservation regulations-the windows whould be restored and repaired, not replaced. 08/04/97 Advised Architect and Agency of IHPA determination. 08/07/97 City Staff meet with Agency to take pictures of the windows and further evaluate the windows. 08/07/97 Letter to Architect that City Staff concurs with IHPA, windows should be restored, not replaced. 09/09/97 Called Architect requesting status of specifications for windows. Architect requested direction in redefining the scope of work for restoration of the windows for the bid package. Indicated that each window would require separate evaluation in order to prepare 6. specifications for bid package. 09/12/97 Met Architect at Senior Center and arranged for aerial bucket • from Electrical Department in order to evaluate each window (second story) individually and prepare specifications. 09/15/97 Letter from Architect reinstating the first recommendation to Pi replace the second story windows due to significant deterioration. 09/16/97 Called architect, decision to split the bid packages. Bid package prepared for second story roof replacement and limestone repair Fw and tuckpointing. 09/25/97 Letter to IHPA Requesting a reconsideration of the original determination with respect to the windows. PP Page 28 Ow gm PP P ih 10/01/97 Prebid meeting at Senior Center. 10/07/97 Bid Opening. PP 10/09/97 Bid tabulation set to Architect for review. PP PI OP PIP U pp Pik I' r U PR Page 29 !II , PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PROJECT: Literacy Workplace Initiative Program PROJECT SUMMARY: This project will establish work place literacy programs PO to provide employees with basic skills training. The local business would provide the first 50% matching funds. FINANCIAL Allocation: $20,000.00 Project Number: 154209 OW Expense to Date: $19,561.00 Account Number: 230-0000-791.30-99 Committed: $20,000.00 MANAGEMENT RI Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews Pi Agency Contact: Beverly Saiz SCHEDULE/STATUS M Environmental Clearance: Exempted Status 09/06/96 PO Subrecipient Agreement: Draft prepared 09/19/96 Staff and Agency review 09/25/96 Revisions 09/30/96 City Council Approval: 10/09/96 ($20,000) 11 Resolution: 10/23/96 RFP For Architectural Services: N/A BP City Council Award: N/A Plan Review and Revisions: N/A Po Wage Rates Ordered: N/A Bid Package: N/A Labor Standards Monitoring: ' N/A Program Monitoring: Semi-annual reports required. Pm First report due: 04/01/97 Received 04/18/97 Payment Processing,: With signed application and agreement with participating company. Page 30 S p Payment Processing: Participating Company: Awl 02/12/97 Payout #1 $2,832.50 Elgin Sweeper Company 03/03/97 Payout #2 $1,827.00 Balzers Tool Coating ,Inc. OR 03/03/97 Payout #3 $2,409.50 Gibson Strings & Accessories 03/03/97 Payout #4 $2,329.50 Sherman Hospital 03/18/97 Payout #5 $5,000.00 U.S. Precision Glass Company 05/15/97 Payout #6 $2,832.50 CR Industries PR 09/29/97 Payout #7 $2,330.00 Dentsply Rinn Corporation h. COMMENTS L.p 07/10/96 City Council amended 1996 Budget to include this project. ($83,000.00 in additional funds received) 08/14/96 Final public hearing, resolution authorizing first amendment to the 1996 CDBG action plan and budget. 09/06/96 Agency to develop literacy evaluation forms. h. 09/20/96 Discuss program and subrecipient agreement with agency. hw p 10/29/96 Executed agreement sent to Literacy Connection. 10/31/96 Project in progress. 12/96 Project in progress. PP 03/31/97 Project in progress. 06/30/97 Project in progress. U 09/30/97 Project Complete. Remaining balance will be combined with the 1997-98 CDBG funded literacy program. pp i* P L. t Page 31 p im rm p PROJECT STATUS REPORT Pi COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 OP PROJECT: Geneva Street Public Improvement South Geneva Street between DuPage & Fulton Streets PROJECT SUMMARY: This project will reconstruct a deteriorated retaining wall and sidewalk. The project is located in the public right of way on the westerly boundary of the Elgin Historic District. U FINANCIAL Allocation: $218,366.00 Project Number: 154301 PR Expense to Date: -0- Account Number: 230-0000-791.30-99 Committed: 230-0000-791.93-80 PP MANAGEMENT Project Coordinator: Steve Pertzborn 111 Secondary Coordinator: Pat Andrews Contractor: Subcontractor: SCHEDULE/STATUS Neighborhood Meetings PP Environmental Clearance: Needs Illinois Historic Preservation Clearance, review and approval of plans and specifications prior Pi to environmental clearance. Plans and Specifications to be prepared by Engineering. OP Neighborhood Review '40 Heritage Commission Review Historic Preservation Clearance PP Wage Rates Ordered: Anticipated PA Bid Package: Anticipated Bid Award: PP Labor Standards Monitoring: ongoing throughout project. Preconstruction Conference: Program Monitoring OP Page 32 U 4 s! Payment Processing: COMMENTS 1�1 03/31/97 Need release of CDBG funds prior to start of project. 06/30/97 Release of funds 07/97 07/16/97 Discussed Project with Public Wroks Director 07/23/97 Provided CDBG Procurement regulations to Engineering. 08/97 Meeting with Engineering to discuss project, CDBG regulations, and PP Historic Preservation clearance. 08/97 Photos of proposed materials taken by Engineering and forwarded to Historic Preservationist. 01 ,: Page 33 PP P" • PROJECT STATUS REPORT 1111 COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PI PROJECT: Hispanic Life Skills Program PROJECT SUMMARY: This project will provide a Seminar Coordinator to develop training seminars that address issues such as health, housing, 4. crime, employment, communication, immigration, finance, insurance and education for the Hispanic Community. PO FINANCIAL PO Allocation: $47,000.00 Project Number: 154304 Expense to Date: $3,394.27 Account Number: 230-0000-791.30-99 Committed: $47,000.00 230-0000-791.34-03 Po MANAGEMENT Project Coordinator: Pat Andrews 1 Agency Contact: Audrey Reed Seminar Coordinator: Cheryl Wilkins SCHEDULE/STATUS Environmental Clearance: Exempted Status Release of Funds: 07/97 P Subrecipient Agreement: Draft prepared 06/26/97 Staff and Agency review: 06/26/97 PP Revisions: 06/27/97 City Council Approval: 08/13/97 Resolution: 08/27/97 PP RFP For Architectural Services: N/A City Council Award: N/A PO Plan Review and Revisions: N/A Wage Rates Ordered: N/A Po Bid Package: N/A Labor Standards Monitoring: N/A NI Program Monitoring: Semi-annual reports required. First report due: 02/98 Po Payment Processing: Payout #1 Meeting Expenses and Professional Services ($3,394.27) xs Page 34 PO PI" 6 PP COMMENTS 03/31/97 Need release of CDBG funds prior to start of project. 07/97 Release of funds. 07/22/97 Meeting with Agency to discuss draft Agreement. PP 08/97 Seminars initiated by Agency. 9/97 Letter to Agency regarding changes to audit requirement. Sent copy of executed Agreement. Or 09/24/97 Received first report and billing for review. NP P 1P U& PP PP kk PP PP r pp PP PP Page 35 P PP 4 FM PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT go SEPTEMBER 30, 1997 On PROJECT: McKinley School Playground Renovation 258 Lovell Street • PROJECT SUMMARY: This project will provide for the construction of a new playground. The existing playground has deteriorated. FINANCIAL Allocation: $100,000.00 Project Number: 154305 Expense to Date: $ 1,581.00 Account Number: 230-0000-791.93-32 P6 Committed: $ 80,943.06 MANAGEMENT Project Coordinator: Pat Andrews Secondary Coordinator: Veronica Bell Agency Contact: McKinley PTO- Ruth Munson PP Contractor: Prime Construction Subcontractor: SCHEDULE/STATUS Environmental Clearance: Pending Release of Funds: 07/97 Meetings with the School PTO PO Plan Review and Revisions: Concept 04/17/97 Staff concept review of parking plan 06/18/97 Revisions 06/27/97 Approved 07/97 PP Wage Rates Ordered: Will use some Community volunteer labor. Labor Standards Monitoring: Ongoing No Preconstruction Conference: 08/28/97 for Parking Lot. Bid Packages and City Council Award: Lumber & Trex- Seigle 08/27/97 ($24,099.72) and Miscellaneous Hardware ($1,354.60) . Utility poles- McArthur Lumber & Post 08/27/97 ($3,800.00) . Demolition & expansion of parking lots-Prime Construction 08/27/97 ($35,299.50) . Miscellaneous Hardware- Ace Hardware 08/27/97 ($463.49) . PP Wood Fiber Surface- Wood Fiber Products 08/29/97 ($4,040.00) . P6 Geotextile Fabric- Reese Recreation Products 08/29/97 ($1,165.00) Page 36 PO taw- • Program Monitoring: Ongoing- Work dates 8/15/97 through 8/19/97. Payment Processing: Removal of dead tree limbs-Cortez Tree Service 10/14/97 ($660.00) PP Payout to Parr Electric ($1,581.00) 09/22/97 Granite stone for walking track- ($1,224.00) • Miscellaeous supplies: $4,437.93 Err Anticipated expeditures: Miscellaneous- $1,000.00 Landscaping of parking area $7,000.00 pr Playground fencing $5,000.00 Basketball hoops $1,000.00 Asphalt paving for front of school yard $5,000.00 PO COMMENTS 03/31/97 Need release of CDBG funds prior to start of project. 04/04/97 Design Day at McKinley School. 04/14/97 Meeting with school representative and Parks regarding project. 04/17/97 Concept design for playground received and draft review PO underway. 05/02/97 Preliminary staff review comments received. 05/07/97 Received materials list from Common Grounds. 05/08/97 Staff meeting to review comments, concept plan and materials PP list. 05/28/97 Meeting with Common Grounds to review comments and concept plan. More detailed information to be provided by the Leathers Design Group. 07/11/97 Final materials list- review with Common Grounds. 07/16/97 Common Grounds meeting. 07/22/97 Draft wood products specs. completed. MP 07/23/97 Met with Common Grounds to review material list, materials donated, play equipment specifications, review of wood specifications and select site delivery dates. 07/24/97 Bid form to Purchasing-Wood Products. OP 07/24/97 Organization Day at McKinley School. 08/04/97 Parking Lot bid package assembly. 08/05/97 Darquist special order and materials bid package assembled. PO 08/06/97 Common Grounds Steering Committee meeting. 08/13/97 Wood Carpet & Geo-textile Bid Package assembled. 08/15/97 Bid opening for lumber & parking lot. pm 09/03/97 Common Grounds Steering Committee meeting. 09/04/97 Parking lot work started. 09/24/97 Met with Ruth Munson to review school yard improvement plans and • landscaping. Plan approved by Zoning Officer. 09/24/97 Common Grounds meeting at McKinley School. 09/25/97 Brick purchase approved. 09/26/97 Trees trimmed. 09/29/97 Parking lot completed. Page 37 0 1. ON 09/30/97 Meeting with Paul Pedersen re: revisions to landscaping quantities list; tree trimming costs, rotted granite stone and brick wall. 10/06/97-10/10/97 Coordination of material delivery with Site Captain. OP 10/07/97 Common Grounds meeting. 10/08/97 Revised landscaping plans received. 10/14/97 Common Grounds meeting. 00 ri MP PP PO OP O #P p flo P Page 38 . PROJECT STATUS REPORT PP COMMUNITY DEVELOPMENT BLOCK GRANT ` SEPTEMBER 30, 1997 • // PROJECT: YWCA Facility Improvements 220 East Chicago Street ri PROJECT SUMMARY: This project will rehabilitate and address items of deferred maintenance as well as eliminate conditions considered to be health and safety concerns. FINANCIAL Allocation: $200,000.00 Project Number: 154306 Expense to Date: -0- Account Number: 230-0000-791.30-99 Committed: 230-0000-791.93.36 MANAGEMENT Project Coordinator: Veronica Bell Secondary Coordinator: Carol Elias Agency Contact: Don Skelton Architect: Contractor: Subcontractor: SCHEDULE/STATUS PP Environmental Clearance: Request Release of Funds: 06/97 Funds Released: 07/97 IP kt Subrecipient Agreement: Draft prepared and under review: 07/10/97 Council Approval: 07/23/97 Resolution: 08/13/97 0 RFP For Architectural Services: Anticipated 11/97 PP Under Staff and Agency Review: Anticipated 11/97 Revisions: Anticipated 11/97 Distribution: 11/97 RFP Due: Review Committee recommendation: Anticipated 12/97 City Council Award: Anticipated 01/98 PP Plan Review and Revisions: Anticipated 02/98 Wage Rates Ordered: Anticipated 03/98 Bid Package: Anticipated 03/98 Bid Award: Anticipated 03/98 PP Labor Standards Monitoring:- throughout project Preconstruction Conference: 04/98 Page 39 Program Monitoring: Semi-annual reports. 1P Payment Processing: COMMENTS 8/97 Sent executed copy of Agreement to Agency. 08/21/97 Agency review of the Request for Architectural Services. 100 9/30/97 Set up meeting with Agency to discuss scope of work items for the project. 10/97 Revise RFP based on identified and prioritized work items by 00 Agency. PP pp 6 r P Nt N• ow PIP Page 40 !s s• 6 PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 PO PROJECT: Literacy Workplace Initiative Program r; PROJECT SUMMARY: This project will expand the work place literacy program that provides employees of businesses with basic skills and literacy training. The local business would provide the first 50% of matching funds. P FINANCIAL Allocation: $30,000.00 Project Number: 154309 PD Expense to Date: -0- Account Number: 230-0000-791.30-99 Committed: $30,000.00 MANAGEMENT Pi Project Coordinator: Veronica Bell Secondary Coordinator: Pat Andrews Agency Contact: Beverly Saiz SCHEDULE/STATUS N Environmental Clearance: Exempted Status Release of Funds: 07/97 Subrecipient Agreement: Draft 06/25/97 PP Staff and Agency review: 06/26/97 ki Revisions: City Council Approval: 07/23/97 Resolution: 08/13/97 RFP For Architectural Services: N/A City Council Award: N/A Plan Review and Revisions: N/A PP Wage Rates Ordered: N/A Bid Package: N/A Labor Standards Monitoring: N/A Program Monitoring: Semi-annual reports required. !� First report due: 01/98 Payment Processing: With signed agreement with participating company. IP Page 41 Pm N A !P Payment Processing: COMMENTS PP 03/31/97 Need release of funds prior to start of project. 11 06/26/97 Sent Agreement to Agency for review. 07/97 Release of Funds. 08/97 Sent Agency executed Agreement. 09/97 Project in progress. ,< 09/97 Combine remaining funds from 1996 project with this project ($439.00) . 4. P F" ,_ Pm k pp tw- PP Page 42 1 Pm 4 PROJECT STATUS REPORT COMMUNITY DEVELOPMENT BLOCK GRANT SEPTEMBER 30, 1997 ro PROJECT: Residential Grant Program City wide PROJECT SUMMARY: This program, in existence since 1977, encourages improvements in the quality and safety of the existing housing stock by , offering 100% grants to low income homeowners and percentage grants to other homeowners based on income and family size. PP FINANCIAL Allocation: $525,083. Project Number: 154299 & 154399 Expense to Date: $319,377. Account Number: 230-0000-791.78-99 This amount reflects a two year allocation for 1996-1998. MANAGEMENT Project Coordinator: Bob Richardson Secondary Coordinator: Pat Andrews SCHEDULE/STATUS Pi Environmental Clearance at Primary level: Funds Released Environmental Clearance at Secondary level: Based on the location, may need historic clearance by the City's Historic Preservationist. uk Subrecipient Agreement: N/A RFP For Architectural Services: N/A sw City Council Award: N/A Plan Review and Revisions: N/A Wage Rates Ordered: N/A ri Bid Package: N/A Labor Standards Monitoring: N/A Program Monitoring: By coordinators Payment Processing: As projects are inspected and completed. COMMENTS PP From June 1996 to June 1997, a total of 106 residential dwelling units were rehabilitated (62 single family, 17 two family, 2 three family and 1 four family) . Multiple family rehabilitation work was limited to the exterior of the structure. Of the 106 households affected by the rehabilitation work, a total of 96 were low and moderate income (91%) and a total of 82 were low income , (77%) . By racial/ethnic category, the PP households assisted were 51 (48%) White, Non-Hispanic, 18 (17%) Black, Non-Hispanic, 37 (35%) Hispanic and 42 (40%) were female headed households. PP►.• Page 43 Pi F' r els rre r m r r ri r •s