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HomeMy WebLinkAbout1980 Committee of the Whole Meeting (100. Committee of the Whole Meeting January 2, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, January 2, 1980 at 7 : 05 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, } West and Mayor Verbic . Absent None. Also present: City Manager Leo Nelson, City Clerk Marie Yearman, and members of staff. Proposal to retain the services of a professional engineer for the purposes of soil borings and soil testing for the Spring Street Parking Facility. Mr . Nelson stated that as a part of the agreement between Carl Walker & Associates and the City for the subject parking facility, the City is to provide for soil borings and soil testing , which is necessary for designing the foundation. The Counil reviewed a proposal for said engineering services from Claude H. Hurley Company for $5,385.50 and from Walter H. Flood Company for $4,840. 80. Carl Walker & Associates recommended the Claude H. Hurley Company because they have submitted a not to exceed figure and they will provide an engineer to supervise the field work. Mel Dahl stated that both firms have good reputations and while the City has previous experience with Flood and none with Hurley, Carl Walker has experience with Hurley. Mr. Dahl did not feel it was necessary to have an engineer on the job site if they have properly trained technicans . Councilman West felt that since both firms have similar qualifications the bid should be given to the low bidder and the consultating engineer should attempt to obtain a not to exceed figure. Mr . Nelson stated he would bring this matter back after consulting further with Carl Walker & Associates. Proposed Agreement with the Mid-American Chapter of the American National Red Cross and the City. Mr. Nelson stated that representatives of the Red Cross have asked that the City enter into this agreement to provide better co-ordinate efforts in the event of an emergency. The Council agreed to enter into said agreement. Committee of the Whole Meeting January 2, 1980 Page 2 Discussion of recent communications relative to the proposed airport project . Mr. Nelson stated that at the staff ' s last meeting with the FAA in October, 1978, they were advised there might be funds available from the FAA to help acquire land and develop a municipal airport , but now the FAA says they are not certain there is any money. Mr . Nelson stated he felt the staff needed the Council ' s direction at this time because of the pending airport authority referendum in April and the fact that he is hearing rumors that there is an investment group who are interested in buying the present airport property for development into other uses . Mr. Nelson said he had heard indirectly that this group planned to phase out the present airport within the next five years . Councilman Hill stated he considered having no airport in Elgin in five years very bleak and unpleasant . Mr. Hill felt the Governor , General Assembly and the FAA should be contacted to see if something could be done to change the legislation and block the referendum because the growth of Elgin could be severely hampered if the city did not have an airport for the business community. Councilman Gilliam stated he did not see any correlation between the growth of Elgin and a city airport and he did not feel there was any need for a airport. Mr . Gilliam further stated the airport authority out west will continue to vote against any airport in their area. Councilman Barnes asked what the boundaries are that are covered by the airport authority. Rob Roll stated Plato, Burlington, Hamshire, Pingree Grove and basically everything west of Elgin Township. Mr. Nelson stated that although NIPC and the FAA have said the airport has a high priority with them nothing happens . Mr. Nelson said that if the Council wants the staff to pursue the airport matter they can but they need some guidance from the Council . Councilman Barnes stated he agreed with Mr. Gilliam and he did not feel this had a high priority or that the city would not grow without it. Mr. Barnes also felt the city should not be in the airport business . Councilman Kirkland asked Mr . Nelson what options were available to the city at this time and said he would not like to take the matter into court because of the lack of interest shown on the part of the businessmen. r Committee of the Whole Meeting January 2, 1980 Pe 3 Mayor Verbic stated there is a very definite need for an airport if the city hopes to attract any business growth. In view of the energy problems many business firms will use this form of travel and it is most important not to give this up. Councilman Gilliam stated he did not feel it was the city ' s responsibility to supply an airport to the business community and he had only seen about a half-donzen businessmen come forward on the issue and most of these were pilots . Rick Jakel stated it would hurt the growth of the community without an airport and he would like to bring in some figures as to the potential advantage of having an airport. Councilman West stated we should maintain a positive attitude and he would not like to see the door shut on this project. Mr . West stated he would be willing to go down State but that he did share some of Mr. Gilliam' s concern in that he would also like to see more businessmen ' s interest. Mayor Verbic stated that the Governor would be here on January 23rd and that he would try to talk to him at that time. The Mayor felt the city should take every avenue of approach to see what could be done . A majority of the Council agreed that Mr. Nelson should meet with the FAA relative to obtaining federal funding for the airport project. Proposed revision of no parking requirements on North Grove to accomodate nighttime bus service beginning January 14th. Mr. Nelson stated that because of the expanded bus service it would be necessary to prohibit parking on North Grove Avenue from 6 : 00 A.M. to 9: 30 P.M. , Monday through Friday and 6 : 00 A.M. to 6: 30 P.M. on Saturday. The Council approved the proposed parking restriction. Discussion re proposed Animal Hospital . Mr. Nelson stated that two weeks ago the Council reviewed a tentative agreement with Dr. Roake which provided for the impoundment of stray dogs in Elgin. At that time the Council indicated approval of said agreement. Recently Mr. Nelson received a letter from Dr. Taebert , who indicated he was interested in continuing his services to this city in this regard and indicating he was not going to go out of business . Dr . Taebert claims he had written the city earlier advising that he was going to continue his business but the city has no record of receiving this letter. Councilman Gilliam stated that the Council has already made a commitment with Dr. Roake and same should be honored. The rest of the Council agreed with this thinking. . . .s Committee of the Whole Meeting January 2, 1980 Page 4 r Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 8: 00 P.M. `ti'dc� h J o_ Marie Yearma City Clerk r r a • Committee of the Whole Meeting January 9, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, January 9 , 1980 at 7 :05 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes, Gilliam, Hill , Kirkland, Nelson , West and Mayor Verbic. Absent : None. Also present : City Manger Leo Nelson , City Clerk Marie Yearman and members of staff. Proposed agreement with Ralph H. Burke, Inc. , to develop plans for a neighborhood park at 637 Wing Street. Mr . Nelson stated that several years ago the City acquired this land which is immediately west of the housing authority project . The HCD budget from last year has $35 ,000 in it to proceed with the improvement of this piece of property. Roger Dahlstrom stated Ralph H. Burke , Inc. , have looked at the site and have submitted a proposed agreement for the necessary professional services . The Council reviewed a site plan which provided for some additional parking, a play area and a half basketball court on the rear of the property. Mr. Dahlstrom stated that when the improvements are completed the Council may be asked to donate the site to the Housing Authority and they would take care of future maintenance. The intent was to just provide breathing room for the housing units . Councilman Gilliam asked whythe basketball court was included if there are no children in the age bracket that would use same. Councilman Gilliam felt this would attract older children from other neighborhoods , who might even be driving cars into an area where parking is already a problem. Mr. Gilliam felt this was a mistake and could bring trouble to the area. Councilman Barnes felt that Mr . Gilliam had a good point and there could be potential problems . Mr. Dahlstrom stated that he had talked to Joan Abrams , who had met with the residents in the housing project and it seems there are a number of ten through fourteen year olds residing in the project and the parents were high on this item. Mr. Dahlstrom further stated that he could check further on the specific ages and number of children in the project or this item could be deleted from the plan. Committee of the Whole Meeting January 9, 1980 Page 2 Phil Bennett stated that a hard surface play area could be substituted for the basketball area. Mr. Nelson stated it was not necessary for the Council to make a decision on the park use tonight but that the staff would like to have the resolution passed approving the agreement with Ralph H. Burke, Inc. , for the architectural services . The staff would bring back another design for the site plan. The Council approved Mr. Nelson ' s recommendation. Review of audit and proposed fares of the Elgin Y & C Cab Co. Mr. Paul Numinski , attorney for Mr . McMullin, owner of the Elgin Y & C Cab Company, pointed out that the audit furnished to the Council for their review, revealed a $ 20, 000 loss to the Cab Company for the fiscal year ending May, 1979. The following rates were proposed to the Council for their approval : $ 1 . 10 1st 1 /9 Mile 10 Each 1 /9 Mile thereafter $9/Hr. Waiting Time $ 1 . 25 Minimum Charge 25 Per ride surcharge Mr. Numinski stated the Cab Company needed these new rates in order to survive and make a minimal profit for equipment replace- ment and debt retirement. Mr. Ted Porter, the accountant who prepared the audit, stated the surcharge and the use of the 1 /9th mile instead of the 1 /8th mile should provide a $25, 000 profit to go against the new equipment and debt retirement . Attorney Numinski stated that the Cab Company could not afford to stay in business with the current rates. Councilwoman Nelson suggested approval of the rates except for the surcharge and stated that she thought the meter should reflect what the customer was going to pay. Mr. Muninski stated that deducting the surcharge would mean the Cab Company might only break even. Mayor Verbic asked that in view of the loss shown in the audit, why did the Cab Company continue to stay in business . Attorney Numinski stated that Mr. McMullin has stayed in the business and gone without a salary because of his love of the business . Mayor Verbic stated he would question that and asked the accountant how many hours had been spent on the Cab Company audit. Committee of hie Whole Meeting January Page 3 rik Mr. Porter stated he had spent over 80 hours on the audit and that it was complete. Councilman Hill suggested that maybe the City should not be setting the rates for the Cab Company anymore than they should for dentists , etc. , and that instead maybe the cab operators should have an annual review of proposed rates , and the owner submit a certified audit , at his own expense to the city. Mr . Nelson stated that a deregulation of the rates could bring in some competition if the business becomes profitable and that people may find alternatives especially in view of the proposed expanded bus service. Mayor Verbic stated that he felt the consumer should be protected. Councilman Gilliam stated that he agreed with Councilman Hill and he was willing to accept the proposed rates and surcharge. Councilman West stated he was willing to let the free market set the rate but he did not feel there should be any increase approved until all the cabs had been put through a safety lane and inspection stickers affixed to the cabs . Councilman Gilliam stated that the Council could go ahead and grant the increase tonight and inform the Cab owner that this inspection must be conformed with within 60 days . Councilmen Barnes , Hill , Kirkland and Nelson approved Councilman Gilliam' s recommendation. Proposed program to recognize citizens for outstanding service. The Council reviewed a recommendation from staff for the recognition of citizens for the rendering of outstanding service to the Elgin Police Department and approve same . Lower Wellington Avenue Turnaround . Mr. Nelson stated that as a result of a meeting with the Sanitary District representatives , the Sanitary District is willing to grant an easement for the city to pave the turnaround at the south end of Lower Wellington Avenue if the City will accept the same for roadway purposes . If this agreeable the sanitary district would take down the chain tomorrow. Mr. Nelson stated that this would help the neighbors in the area and would also help the city in getting their necessary vehicles in and out. The Council approved the proposed easement. Committee of the Whole Meeting January 9, 1980 Page 4 Williamswood Facility The Council reviewed a letter from the Elgin Fire Department to the Williamswood Facility. Adjournment There being no further business to come before the Committee of the Whole , the meeting was adjourned at 9: 15 P.M. Mar ie Yearma U City Clerk r r Committee of the Whole Meeting January 16, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday , January 16, 1980 at 7 : 05 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, West and Mayor Verbic. Absent : None. Also present : City Manager Leo Nelson, City Clerk Marie Yearman and members of staff . Review of bids for the Water Treatment Plant. Mr. Nelson stated the bids were opened today at 11 : 00 A.M. Twelve sets of bids were taken out by contractors and nine bids were received . All the bids received were very close, which is unusal and the difference between the top and bottom bid was 10%. Illinois Hydraulic was the low bidder, submitting a bid in the amount of $ 13, 205 ,000. Mr. Nelson stated they had talked with the low bidder to see if there was anything in the project that could result in some savings and the staff will sit down with the contractor tomorrow. Mr. Nelson stated he did not see any advantage to re-bidding the project because of the closeness of bids . Mr . Nelson felt the interest income and contingency fund would give what is needed financially. Representatives from Black & Veatch agreed there was no point in re-bidding the project and since they have no previous experience with Illinois Hydraulic they would have to rely on information furnished by the staff. Councilman West stated this is a local contractor which is nice because he will be here with the job is done. The Council agreed to have this bid appear on the next Council Agenda for their formal action. Review of proposed plans to improve Lord' s Park Zoo. Phil Bennett reviewed with the Council a construction program for the improvement of the Lord ' s Park Zoo and he pointed out that a portion of the items to be removed and constructed could be done by employees of the city. Councilman West asked what the cost would be for that portion of work performed by employees . Mr . Bennett stated he did not know the amount at this time. Councilman West asked if it might run $ 10,000. Mr. Bennett stated that it would not be that high. Committee of the Whole Meeting January 16, 1980 Page 2 Mr. Bennett stated some of the items included in the proposed project are feed stations, shelter buildings, fencing, shelter barns and resurfacing of roads . Mr. Allen Walsh, representing McFadzean & Everly, was present at the meeting . Mr. Nelson stated there was $ 165, 000 in the budget for this project . The Council directed McFadzean & Everly to continue with the project. Housing and Community Development Block Grant Hearing Committee Recommendations for 1980. Roger Dahlstrom stated that although the N.C .D. budget is estimated at $880,000, which includes $38,000 in reprogrammed funds from previous years, the staff just received notice that an additional $50,000 had been appropriated for the city from the federal Housing and Urban Development Department bringing this year' s budget up to $930,000. The H.C. D. Citizen ' s Hearing Committee made the following recommendations : Clifford-Owascos Park Development $ 65,000 Elgin Housing Authority Improvements 120,000 Historic Signs and Historic Districts 15 ,000 Acquisition and Rehabilitation 80, 000 Relocation ( required for above project) 8, 000 Fox Valley Mental Health Rehabilitation 27, 000 Curb Gutter & Sidewalk Improvements -N. S .A. 95,000 Combined Sewer Study 37,000 Barclay and St . Francis Parks Improvements 25,000 Elgin Senior Center Rehabilitation and Accessibility 41 ,000 N.S .A. Street Improvements 55 ,000 Housing Code Inspection - N .S .A. 40 ,000 Neighborhood Housing Services 75, 000 Administration 50, 000 Comprehensive Planning 77, 000 Contingency 70, 000 Councilman Hill stated he thought $ 15,000 was a substantial amount for historic signage. Councilman Gilliam asked how putting up a sign gives a positive feeling to the area. r • Committee of the Whole Meeting January 16, 1980 Page 3 Mr. Dahlstrom stated the neighborhood group felt this would bring out the unique features of the neighborhood and the people feel they should have some identification. This seems to have a real positive physiological meaning to the residents . Mr . Nelson stated this seems to be what the neighbors want and we should remember we are seeking imput from them. Councilman West stated he has seen this done and it does work in making residents clean and improve their properties . Charles Burnidge , representing the Gifford Park Association, stated that it is the intent of the Association that the historical and architectural integrity of the near east side of Elgin should be restored, preserved and maintained. Mr. Burnidge said the Committee looked at this favorably because of the intensity of the group that came to us, who want to remain in the neighborhood and to establish, through markers the historic homes . Councilman West stated the $77, 000 allocated to comprehensive planning which could indicate four more years of work. Mr. West reminded the Mayor that the Council had asked him to r write a letter to the Planning Committee regarding the status of the comprehensive plan. Mayor Verbic stated that after further thought he felt a better approach would be to attend a meeting and talk to the members personally. The Mayor said he did attend a meeting and he was satisfied that they were all working very diligently. Councilman West stated the Mayor did not follow the Council ' s direction and write the letter. Councilman Hill stated that he was also present at the meeting and he felt the committee wants the same thing the Council does . Mr. Hill did not think we should make a hostile camp between the Council and Planning Committee. Councilman Barnes stated that when the Mayor decided not to send the letter he should have advised the Council . Councilman Gilliam stated that he appreciated all the information the Grant Hearing Committee rendered to the Council and he thought they did a beautiful job . Mayor Verbic stated the Committee should be congratulated on a job well done. The Council agreed to approved the recommendations of the Hearing Committee and to appropriate the additional $50, 000 in funding to the resurfacing of Spring Street. . _f Committee of the Whole Meeting January 16, 1980 Page 4 Proposed Program to Recognize Citizens for Outstanding Service. Mr. Nelson reviewed with the Council a memorandum from Chief Baird which requested that consideration be given to residents who go beyond the call in rendering assistant to the Elgin Police Department. Deputy Chief Heine pointed out that although letters are sent out to citizens for having assisted the Police Department, this program might be expanded by holding a dinner once a year honoring these citizens who go beyond the call . The dinners could be funded by Citizens Against Crime. Councilwoman Nelson stated she did not think the citizens want anymore than a letter from the department and the city did not need a program or plaque. Councilman Hill stated he had no problem with passing a resolution of appreciation for these particular citizens, but he did not think a plaque or program was necessary. Councilman Barnes stated that if a department head feels someone has gone beyond the call of duty, they could bring this to the attention of the Council for further action. Chief Van De Voorde stated that his department has experienced assistance from citizens many times and in such instances he writes a letter of appreciation over his signature. Proposed Agreement with Trkla, Pettigrew, Allen & Payne. The Council approved the proposed agreement for the preparation of a downtown market analysis and redevelopment plan. Proposal for the dredging of the creeks at Spartan Meadows . Mr. Nelson stated that although drain tile had been installed it would still be necessary to dredge the creeks at the Spartan Meadows Golf Course. Mr. Bennett stated two proposals were received, Schneider Excavating, $ 10,610 and Ed R. Beltz Excavating, $ 17 , 260. There is $5 , 000 in the budget to dredge the creeks and $4,400 to purchase a turf mower. The staff recommendation is to award the proposal to Schneider and use the $4,400 for the dredging in place of purchasing the mower. The Council approved the staff ' s recommendation. Committee of the Whole Meeting January 16, 1980 Page 5 Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 8: 55 P.M. Marie Yearma , City Clerk r A Committee of the Whole Meeting January 22, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, January 22, 1980 at 7 :05 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes, Gilliam, Hill , Kirkland, Nelson, West and Mayor Verbic. Absent : None. Also present : City Manager Leo Nelson, City Clerk Marie Yearman and members of staff. Discussion of revised bid price for Gifford Park Improvements. Mr. Nelson stated that if the Council would recall when this improvement was put out for bid there was only one bidder who responded, Landscape Contractors of Illinois . The bid received was in the amount of $97, 380, which the Council felt was too high. The original estimate was $65 , 000. Roger Dahlstrom stated they had met with the contractor to see if the bid price could be lowered. By eliminating the rebar in the curbs, changing the asphalt walkway specifications to 2" fluk of surface course over 5" of gravel , and installing a maximum of 1500 yards of topsoil for berming, and eliminating the concrete sidewalk, the $97, 380 bid could be reduced to $81 ,440 . There is $70, 00 in the HCD budget for this project and there are sufficient funds in the HCD contingency fund to make up the difference. Mr. Dahlstrom felt that the contractor has done excellent work in the past and the staff was satisfied that the cost could not be lowered any further without serious impact to the concept . Councilwoman Nelson asked if the neighbors had been consulted. Mr. Dahlstrom stated this was part of their standard operation and they were contacted. Mayor Verbic felt the bid was still high in view of the fact the park would not have any tennis or basketball courts . Mr. Dahlstrom felt the bid was competitive at $81 , 000. Mr. Nelson stated that the project could be re-bidded if the Council so directed. Councilman Barnes stated he did not think the bid would get any better. 4 Committee of the Whole Meeting Page 2 January 22, 1980 Mr. Dahlstrom stated that a lot of the cost is in removing the materials presently on the site. Councilman Kirkland asked what the cost was to remove these materials. Mr. Dahlstrom stated he did not have this figure because it was included with other items . Mr. Nelson stated that the removals add up to about $5,000. A citizen in attendance stated that she liked the original plan for the park because their neighborhood association, the Gifford Park Association, was interested in the historical aspect. The citizen went on to say that while their association was not able to give any imput when it was needed the concept under consideration was needed in the area and they were satisfied with the same . Councilmen Barnes, Hill , Kirkland and Nelson voted to proceed with the project. Councilman West stated he would vote in favor of the project reluctantly because of the cost. Discussion of proposed Drug Paraphernalia Ordinance. Corporation Counsel Jentsch reviewed with the Council a summary of drug paraphernalia procedures taken by other cities . Mr . Jentsch pointed out that the Lakewood ordinance does not ban the sale of drug paraphernalia but requires merchants to isolate paraphernalia displays and exclude them from minors who are not accompanied by a parent and permits seizure of any display which is not isolated from minors . Ordinances of the Village of Hoffman Estates , Oak Lawn and Skokie purporting to ban the sale of drug paraphernalia have been challenged in the United States District Court, hearings have been held and the parties are awaiting the decision of the court. It is believed no enforcement has occurred during the pendency of the action. Mr . Jentsch stated he had prepared this summary just to let the Council know what would be involved if the City is challenged and would have to go into court . Mr. Jentsch stated that if the city choses to be a pioneer it could involve a vast amount of time and money in defense, or the city could wait for some legislature to be passed on the State or Federal level . In the meantime the Council could act on an ordinance prohibiting the sale of smoking materials to minors , which is probably free of challenge and may partially address the problem. A copy of the proposed ordinance was presented to the Council and Mr. Jentsch stated that if this met with their approval they could act on it tonight at the Council Meeting . Committee of the Whole Meeting January 22, 1980 Page 3 Councilwoman Nelson stated she would like to have the words "smoking papers" inserted between "cigars and pipes" in the third paragraph of the proposed ordinance . Councilman Hill stated that he was completely opposed to expending funds and time as was set forth by Mr . Jentsch and he thought the city should let the General Assembly act on a law this Spring . Councilman West stated it was sad to think some neighbors make this material available to young people. Mayor Verbic suggested that the Council act on the proposed ordinance and see what the State of Federal Legislature might bring. Councilman Kirkland pointed out that it did not take the State too long to change the drinking age. A majority of the Council approved changing the fine for any person violating the proposed ordinance to a fine of not less than $ 100.00 nor more than $500. 00. Status Report on Airport Funding Mr. Nelson advised the Council that the FAA has indicated there is no funding for a study. The State has taken the stand that if Elgin is interested in said study we are on our own, however the State would contribute 10% of the planning and study cost. The consulting firm has advised that December, 1980, might be the earliest date any federal funding might be available and there is no assurance it will be available then. Mr. Nelson stated the staff had directed the consulting firm to follow up with a second application for funds . Proposed sale of water to Sleepy Hollow. Mr. Nelson stated that a meeting was held with the Sleepy Hollow officials and they have agreed to pay the proposed rate of 125% of the residential water rates . There is no agreement at this time, the staff would submit this at a later date. Mr . Nelson further stated that rather than just furnishing water to the Walnut Hills Subdivision , the Village would like to include the service to 160 homes that are adjacent to the Subdivision. Councilman Gilliam asked if we have committed ourselves to anything at this point. . . . Committee of the Whole Meeting January 22, 1980 rb4 Page 4 Mr. Nelson stated the meeting was held just to negotiate but if anyone had any doubts they should say so tonight . Councilman Gilliam stated he did not want to make any commitment until he saw something on paper. Mr. Nelson stated that the Village will ultimately be interested in buying water for the whole Village and in addition West Dundee has also indicated they would be interested in purchasing water. Councilman West stated that we could reach a saturation point . Councilman Barnes asked if there would be any problem in supplying this amount of water. Ron Zegers stated there would be no problem unless the city would lose a well during a hot spell . Councilman West indicated he also would like to see more on paper. fik Mayor Verbic stated that others will want this service and where does the city stop. Councilman Hill did not feel this was a big thing and the revenue received would certainly aid in paying for the new water treatment plant . Councilman Gilliam, West and Mayor Verbic asked the staff to proceed to obtaining a proposed agreement. Proposed payment for engineering services for partially completed engineering design work on McLean Boulevard between Eagle Drive and Oakley Street. The Council approved the staff ' s recommendation to pay J .C . Uecker & Associates $5 , 000 for engineering services to this improvement. Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 9 20 P.M. Marie Yearm , City Clerk Committee of the Whole Meeting February 6, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, February 6, 1980, at 7 : 00 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson , West and Mayor Verbic. Absent: None . Also present : City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch and members of staff . Presentation of the recommended Land Use Element on the Comprehensive Plan by the Elgin Planning Committee . John Langum, Chairman of the Elgin Planning Committee, together with John Schmidtke, Kay Martin, Leo Goldschmidt and Renard Jackson, members of the Elgin Planning Committee, were present at the meeting . Mr . Langum stated his Committee had worked very hard for a long period of time and it was a pleasure to present to the Council their recommendations for the Land Use Plan covering the unincorporated area, together with three technical appendexes . Mr. Langum pointed out there is a serious need for this plan and it was very important that when we end up with the plan that it is useable by the general public. Mr . Langum complimented Jerry Deering for the fine job he had done and the contribution he made to this plan. Mr. Langum stated that the statute provides that the Planning Committee submit the Plan to the Council , which shall not be adopted until a public hearing is held by the Planning Committee . After said public hearing the Council must act within 90 days . Mr . Langum stated they could hold said public hearing on March 3rd or March 10th. Mr. Langum also pointed out he thought the Planning Committee could finish the balance of the Land Use Plan within 6 months . Proposed 1980 golf rates as recommended by the Parks and Recreation Board. The Council reviewed the proposed 1980 golf rates which provided for the following : Season Passes Spartan Meadows 1979 1980 Adults $ 175 ` Couples 265 375 Youth 80 100 Seniors 90 150 Wing Park Adults 90 125 Couples 130 175 Youth 45 50 Seniors 52. 50 75 Committee of the Whole Meeting February 6, 1980 Page 2 Green Fees Spartan Meadows Week Days 18 holes and twilight increases $ . 50 9 holes and leagues increase . 25 Spartan Meadows Saturday, Sunday , Holiday prior to 1 :00 P.M. increase $ . 50 1 : 00 P.M. to 4: 00 P.M. increase $ . 50 twlight increase $ . 25 Wing Park Week Days all week day play increase $ . 25 Saturday, Sunday, Holiday 18 & 9 holes play increase $ . 50 twlight & league increase $ . 25 Mr. Nelson stated that the survey taken of the fees in Elgin, Randall Oaks and Bartlett Hills indicate the proposed increase is pretty close to the fees charged by Bartlett Hills and Elgin still would have the lowest fees in the area . Councilman Gilliam thought that a 43% increase at one time was high, and stated that he knew the money has to come from somewhere but this size increase might just kill the play on the courses . Mr . Nelson stated that the city had made it clear to the voters that the golf courses would be self-supporting and for the most part its been a loser . The city has continually transferred money into the golf fund and there has been no increase in the fees in 1979. Councilman Gilliam asked what the increase has been since 1975 . Phil Bennett stated it was about 7% or 8% each year not counting this year . Councilman Barnes stated the city cannot continue to subsidize the courses and the rates should be raised . Councilwoman Nelson stated she agreed with Councilman Barnes . Councilman West stated it scared him to raise the season pass that much and he would rather see the daily fee raised because he felt the city would lose a lot of season passholders . Committee of the Whole Meeting February 6, 1980 Page 3 George Adams stated that raising the fees , especially for senior citizens would just squeeze more golfers out . Mr . Adams also pointed out the need for someone to train golfers who had not played in a number of years . Dennis De Boer stated that the course at Wing Park in one of the finest in the country but playing there has turned into a fiasco. There is no supervision , people do not pay and just come in and tee-off and people are constantly being hit by balls . Othel Allen stated he objected to this increase and stated it would knock out the senior citizen play and these are the people who help fill the courses during the day when others are working . Councilman Kirkland stated he could see the problems with the increase but he agreed the courses should not be subsidized by the general fund , and he suggested that the staff take another look at the percentages and perhaps even the increases out more. Councilman Gilliam stated this could be put on the council agenda but he still thought it was too high and it will kill the program. Councilman Barnes stated it could go on the agenda and he would go along with the proposed rates , but he did think the staff should try to meet some of the objections that have been raised . Councilman Hill stated he agreed with Councilman Barnes that we cannot take money from the general fund for the courses . Proposed repair to a Serling Speedtrol Unit for clarifier #2 at the Airlite Water Treatment Plant . The Council reviewed a staff request to repair this unit at a cost of $ 2434. 97 , and approved said request . Proposed repair for a booster pump and motor at Slade Avenue Water Treatment Plant . The Council reviewed a staff request to repair this equipment at a cost of $3800 .00, and approved said request . Proposed stop signs for streets in Parkwood II in Unit I . Mr . Nelson advised the Council that two new streets in Parkwood 11 unit 1 now carry traffic and intersect with existing major roadways . The staff has recommended that stop signs be installed on Campus Drive at Chicago Street and on Maroon Drive at Lovell Road . The Council approved the staff ' s recommendation . Committee of the Whole Meeting February 6, 1980 Page 4 Proposal to offer limited monthly parking in the Civic Center parking lot. The Council reviewed a letter from George Perucco, President of the Cental Elgin Corporation in which he stated their organization formally endorsed the city ' s proposed plans to make available to the general public, parking spaces in the Civic Center Lot on a monthly basis . The Corporation did express concern for the 1980 Christmas season and the avail - ability of parking should the Spring Street facility be under construction, and recommended the sale of monthly parking permits be sold in increments of 3 months , maximum, so that the entire Civic Center Lot could revert to hourly parking for Christmas . Councilman Barnes asked if there was any idea how many people might use the lot all day because this may draw permanent parkers from some other lot and the revenue would not change. Councilman Hill stated the city could try this proposal on a trial basis with a review of the situation every three months . Councilman Barnes stated he did not think the space should be leased for longer than 3 months at a time . Councilwoman Nelson did not think the rates proposed were high enough for the prime parking that would be provided . Proposed lease of a portable hoist for the purpose of maintaining the new buses that the R . T .A . has leased to us . Mr . Nelson stated the cost of leasing this hoist would be $ 1048.00 per month. The RTA is taking bids on the purchase of a hoist but this would take about four months to obtain . This piece of equipment is necessary in order to maintain the 10 new buses leased to the city and the RTA will pay for this leased equipment . The Council approved the proposed lease. Reconsideration of Ordinance S7-75 which provides for a financial fee as a consideration by the city' s issuance of industrial revenue bonds . The staff advised the Council that due to the increasing number of requests for the issuance of revenue bonds , they might like to review the financing fee. Mr . Nelson pointed out that the fees set forth in the original bond ordinance provided more revenue to the city than the ordinance presently being used. Committee of the Whole Meeting '* February 6 , 1980 t Page 5 The Council agreed to revert back to the original fees and requested that an ordinance be prepared for the next Council meeting . Councilman Hill stated he though Paul Speer ' s fees were too high and maybe this should be put out for bids . Adjournment There being no further business to come before the Committee of the Whole Meeting, the meeting was adjourned at 8: 50 P.M. *Lk c4, Marie Yearm , City Clerk r Committee of the Whole Meeting February 13 , 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday , February 13 , 1980, at 7 : 05 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Hill , Kirkland, Nelson, West and Mayor Verbic. Absent: Councilman Gilliam. Also present were : City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch and members of staff. Presentation of the plans for the eroposed Willard Avenue detention area which was included in the 1979 HCD Budget . Everett Scheflow, a design engineer, stated this had been an on going project for the last twelve years . Mr . Scheflow pointed out the area designated for the proposed Willard Avenue detention site on a map and stated this would be a dry bottom pond four feet in depth . The site will be sodded and developed for recreational use. The plans call for transmission of water, grading and seeding . Mayor Verbic asked if this will eliminate the water problems in the housing project on Willard Avenue. Mr . Scheflow stated this should do a fine job and provide for considerable improvement in this area . Mr . Nelson stated that bid date is scheduled for March 4th and it was hoped that the area to the east could be used as a play area because there are a lot of youngters in that area and this is badly needed . The cost of this project is estimated, at $ 165 ,000 and the project was included in the 1979 HCD Budget . Review of Golf Fees . Councilman West stated that on Monday of this week he, Phil Bennett , Vic Masi and George Adams had met and drafted a new proposal which called for a reduction in season pass prices and the addition of a course fee each time a passholder would play. Under this system the fee at Spartan Meadows would be $97 . 00 for adults , plus $ 2 . 00 each time they played. Seniors would pay $49. 00 plus $ 1 . 00 each time they played . Youths would pay $44.00 plus $ 1 . 00 each time they played . In addition the daily course fees would be raised as originally proposed . Councilman West felt this would sell more passes and entice more people to play. Mr. West stated they had also talked about other promotional proposals to increase the play at both courses . Mr. West felt the overall picture should be much healther and we should try this for 1980 . Committee of the Whole Meeting February 13 , 1980 Page 2 Mayor Verbic felt the daily fees should be lowered in order to stimulate more play . Councilman Hill suggested that the matter be tabled until next week when Councilman Gilliam would be present . A majority of the Council agreed to put this matter over until the work session next week. Request from the Tyler Towers Condominium Association, Inc. , to enter into an agreement with the city so that no parking and/or fire lane areas can be enforced by the Elgin Police Department . Mr . Nelson advised the Council that the city has used an agreement with other developments , which provides for the requested enforcement and if the Council approved, such an agreement would be entered into with Tyler Towers Condominium Association . The Council approved the request for parking enforcement . A report from Frank Kaiser relative to natural vas consumption for the Municipal Buildings and the Hemmens Auditorium. Mr . Nelson stated that this item was informational and pointed out that the goal for 1980 is to sue 50% less natural gas in the Civic Center Complex. Letter from HUD relative to the administration of the HCD program. The Council reviewed a letter from the Department of Housing and Urban Development relative to a representative ' s visit to Elgin for the purpose of monitoring the city ' s performance on this project . The Council was also furnished with a list of all the projects involved in this program. This list goes back to the first year of activity and was brought up to the present time . Proposed equipment repair - Public Works The staff reported a problem with a high pressure hydraulic sewer cleaner and requested permission to have same repaired by the Hillsman Company at a cost of approximately $2,000.00 . The Council approved this repair . Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 : 55 P .M. Marie Yearma , City Clerk Committee of the Whole Meeting February 20, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, February 20, 1980, at 7 : 05 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, West and Mayor Verbic. Absent : None. Also present were : City Manager Leo Nelson , City Clerk Marie Yearman, Corporation Counsel Jentsch and members of staff. Review of the proposed Land Use Plan within the unincorporated area . Don Wagner, Director of Community Development stated that the general outline of the Plan was as follows : 1 . Define a study area . 2 . Identify the physical factor incluencing the development of land. 3 . Identify the issues related to the development of the land. 4. Assess the potential for development of the land . 5 . Define the Elgin planning area . 6. Adopt policies to guide and establish standards for the development of the land . 7 . Prepare a land use plan map to conceptualize the general pattern of development . 8. Recommend the plan and map to the city for adoption . Mr . Wagner defined the study area as generally the l2 mile jurisdictional area, major man made and natural features , and municipal boundaries of adjacent communities . The reasons for undertaking the study within this area are: establish control over development in the area; exercise and impliment subdivision controls ; influence zoning decisions ; execute jurisdictional boundary agreements and establish a guide for future annexations . The Plan will tell the developer: (a) Plan Map - annexation intentions and municipal service provisions ; (b) Land Use Guidelines - general land use designations ; (c) Development Criteria - site considerations , land use considerations, and design considerations ; and (d) Lane Use Controls - standards and requirements to be met for annexation, zoning and subdivision approval . The Plan will tell the City: (a) Lane Use Map and Gudelines - general accordance of proposal ; (b) Annexation Review - conditions for approval general land use considerations and community facilities consideration. (b) Annexation Review - conditions 2bruarye28f t��s0Whole Meeting Page 2 for approval , general land use considerations and community facilities considerations . (c) Zoning and Subdivision Review - conditions for zoning, concept plan and final plat approval , site considerations , natural features and critical areas . Land use considerations and zoning classification standards . Design considerations compatibility with surrounding development, subdivision layout and traffic impact . Mr. Wagner stated the existing land use in Elgin for 1978 was as follows : Single family 2, 743 acres Multi -family 764 " Commercial 445 " Industrial 402 " Parks - Institutional 2, 112 " Streets , Railroads and utilities 1 ,881 " Agriculture -undeveloped 2 , 752 " Population estimates : 1980 63 ,600 1990 78, 800 2000 99, 300 Councilman Gilliam asked what the next step would be for this portion of the comprehensive plan. Mr. Wagner stated there would be a public hearing by the Planning Committee on March 3 , 1980, at which time the plan and maps would be discussed . On March 18, 1980, a second public hearing would be held for comments on the proposed plan. The Council would then have 90 days fr.om_the receipt of the recommendation to act on the Plan. Proposed Amendments to Chapter 19.44 of the Municipal Code, which relates to Off-Street Parking . Rob Roll , Assistant Director of Community Development, stated that rather than concentrating on the entire off-street parking ordinance he thought it would be easier to just go over the proposed changes . Section 19.44. 150 Applicability. When there are any structural changes in buildings , change in use of the building and where deemed a public nuisance, as far as practicable . Such compliance need only include the surfacing, striping and an adequate storm sewer system, or alternate srainage system if storm sewers are unavailable . Section 19.44.60 Variations . Location or elimination of required curb islands . • Committee of the Whole Meeting February 20, 1980 Page 3 Section 19.44. 180 Occusance Permit Resuired. Specific work e ements w is wou • amper uture p ases o a project may be temporarily postponed provided said work elements are guaranteed by means of an adequate performance bond as approved by the corporation counsel equal to one hundred and twenty-five percent of the cost of the specified work elements . 19.44. 200 Curbing . Office , Research and Industrial Parks in Manufacturing Zoning Districts which have parking facilities in front of the principal building and containing five or more spaces shall be defined by curb, and so placed . Parking facilities which are located behind the front wall of the principal building and do not abut a street right-of-way need not be defined with a curb. Any wall facing a street right-of-way shall be considered a front wall . However, as a means of keeping the edge of the surface from breaking or chipping away, the subbase material shall be extended one foot beyond the edge of pavement wherever curb is not required. Curbing shall not be required in parking lots within municipal parks or golf courses except where deemed necessary and appropriate by the city engineer . 19.44. 210 Screening and landscaping . Screening shall not be required behind the front wall of the principal building of Office, Research and Industrial parks in Manufacturing Zoning Districts except as specified . 19 .44 . 220 Trees . Trees may be grouped to provide a clustering of the required trees . 19.44. 240 Screenin? and landscaping. If any parking area in front of- the principal building in an Office , Research and Industrial park in Manufacturing Zoning Districts includes more than two parking rows , the rows will be marked at each end with a curb island . This island requirement shall also apply to those parking area in Office, Research and Industrial parks in Manufacturing Zoning Districts which are located behind the front wall of the principal building that abut a street right-of-way . Any wall facing a street right-of-way shall be considered a front wall . However , the islands or tear drops shall not be required when there is a continuous curb median which separates two adjacent parking rows . Mr . Roll stated these revisions are being proposed because developers are having difficulty with the parking lot ordinance and this si somewhat of a compromise . Mr . Nelson stated that to start the process a petition would be have to be filed and this would go to the Planning Committee for a public hearing . Mr . Nelson further stated that if the Council approved the proposed changes the staff could initiate the petition and start the process . The Council approved the proposed ordinance revisions . Committee of the Whole Meeting February 20, 1980 Page 4 Proposed payment to Albin Carlson and Company for additional costs associated with repairs to Riverside Drive between Highland Avenue and Chicago Street . The Council reviewed a memorandum from staff which indicated the repair and waterproofing of Riverside Drive between Highland and Chicago Streets had been completed. Total cost of the project amounted to $93 , 287 .00 . The contract was awarded for $86,629. 00, thus there is an overrun of $6 ,658 .00 . The staff advised the Council this overrun was due to more bituminous concrete surface course , waterproof membrane and Class X concrete were required and certain unforseen items such as deteriorated deck beams , sidewalk and median were discovered after removal of the existing concrete surface . The Council approved the additional $6 ,658 .00 payment to the contractor. Proposed contract to engage Ferrante & Teicher for a performance on Sunday, November 9 , 1980. The Council approved the proposed contract . Proposed purchase of radio equipment for 1980 from Motorola, Inc. The Council approved the staff ' s recommendation to award the 1980 radio equipment contract to Motorola, Inc. , for a negotiated amount of $ 17 , 610. 00 . Review of proposed 1980 Golf Rates . Phil Bennett, Director of Parks , stated that he, Mayor Verbic, Councilman West and George Adams had met again earlier this week to try and find a solution to the proposed 1980 golf rates . As a result of this meeting the new proposal provides for a tier system, which provides that the golfers would be able to choose either season ticket plan and the daily fees would remain the same as they have been for the past two years . At Spartan Meadows and Wing Park a Class A season ticket would cost an adult $97 . 00, plus a $2.00 course fee each time they played. A Senior would pay $49. 00, plus a $ 1 .00 course fee each time they played and a youth would pay $44. 00, plus a $ 1 . 00 course fee each time they played. The Class B season ticket would cost an Adult $250. 00, a Senior $ 150 .00 and a Youth $ 100.00 and there would be no course fee for this class ticket . The course fee shall be paid each time a Class A pass is used regardless of the number of holes played . Committee of the Whole Meeting February 20, 1980 Page 5 Several citizens who were present complained that these rates would price them off the golf courses and others said the condition of the courses and management of same did not warrant any increases . Mr . William Hameister of 500 N . Worth thought an increase between 15% and 20% across the board would be more equitable. Councilmen Barnes and Gilliam asked if they was any way to tell what the loss might be if the city goes along with the optional fee . Councilman West suggested that we use this system this year as an experiment because the city was losing money any how. Mr . Bennett stated we really need to try and get more golfers out and as a result of a survey he made the city ' s fees will be substantially lower than other courses in the area . Councilman Hill stated that the city should advertise our rates as compared with other courses . Councilman West stated he considered this a fair proposal and he did not think the city could continue giving the courses away . A majority of the Council decided to try the two tier system and see how it goes . The proposed ordinance will be on the next Council agenda. Proposed Agreement with Metcalf and Eddy, Inc. , for the Tyler Creek Detention Project . The staff memorandum to the Council indicated that on February 4+, 1977 , the city signed an agreement with Metcalf & Eddy, Inc . , covering preliminary engineering for the detention area as discussed in the 1976 Guillou report . The agreement for engineering services included a not to exceed figure of $ 26,000 . The work as outlined in this agreement has been completed and Metcalf and Eddy have been paid a total of $26,000. The consultant has now indicated there is an additional amount of $ 13 , 877 . 81 due them for work provided from May 1 , 1978 to the present time. The staff stated they were not aware of this overrun until the city was billed by the consultants . Mr . Nelson stated there was no question that they had done the work but they should have let us know before and not after the fact . Mr . Nelson further stated that at this point he would need to know if the Council would approve this overrun of $ 13 , 877 . 81 and a proposed agreement which provides for an extension of the original agreement and an estimated value of work still to be completed in the amount of $ 21 , 120.00. • • t Committee of the Whole Meeting February 20, 1980 Page 6 Mayor Verbic stated he thought the billing was outrageous and he wondered if there was any possibility that the city engineers might be able to take care of some of this . The Mayor also thought the overrun should not be paid until more information was received . Councilman West asked if there was any recourse on not paying the overrun . Mr . Nelson stated he would have to check this with Counsel Jentsch. Councilman Hill asked that a list be prepared for the last several years showing work that has been given out to consultants as opposed to projects that could have been done by staff . Councilman Barnes stated he did not feel this method of billing was good practice and the staff should try to negotiate the overrun . A majority of the Council felt that Mr . Guillou should be asked to a meeting to explain the overrun and proposed extension of the original agreement in person . Proposed purchase of microfilm equipment system for Police and Finance Departments from Eastman Kodak Company. The Council approved the purchase of a random access microfilming system for the Police Records Division and upgrading of the existing microfilming equipment in the Finance Department . This purchase will be made from Kodak Inc. , for a total cost of $35 ,498. 00. The procurement of this system is to be with Federal Revenue Sharing Funds . Proposed drainage at Spartan Meadows The Council approved a proposal from Schneider Excavating to do a small additional amount of ditching and brush cleaning on either side of Randall Road at the old culvert and tile under the road . The cost of this project is $3, 000.00. Adjournment There being no further bsuiness to come before the Committee of the Whole, the meeting was adjourned at 9: 50 P.M. i M arie Year an, City Clerk Committee of the Whole Meeting February 27, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, February 27, 1980, at 7 :05 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes, Gilliam, Hill , Kirkland, Nelson, West and Mayor Verbic. Absent : None. Also present : City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch, and members of staff . Proposed Plat of Correction in the Parkwood Subdivision. Assistant Corporation Counsel Binninger advised the Council that in order to clear titles and eliminate seven variations off of Joslyn Court it would be necessary to file a plat of correction. The City will be giving up three feet due to the shifting in property. The homeowners have all signed their consents and Parkwood has consented to this corrected plat. This item appears on the regular council agenda for tonight . The Council indicated they would approve the corrected plat . Proposed parking restriction on the West side of North Liberty Street between Chester and Lincoln. The Traffic Committee advised the Council that at the present time parking is allowed on the west side of North Liberty between Chester and Lincoln, except from 7 :00 to 9 :00 A .M. , and 3 :00 to 6 :00 P.M. , Monday through Friday, and all day Saturday. This creates a hazardous situation and a hardship on the American Legion, located at 820 Liberty Street . Most of their activities take place late Friday evening and Sundays when parking is allowed. The Legion stated that some of their patrons park too close to the driveways and sometimes on the sidewalks . This makes it unsafe for other patrons exiting from their parking lot. Councilman Barnes asked how many spaces would be lost . Syed Ally stated six or seven spaces . Councilman Barnes stated there were already complaints from residents on the side streets about parking in front of their homes , and he thought if this was done there would be more people looking for parking on the side streets . Mr. Nelson stated that the Legion has leased parking spaces from Simpson Electric. Committee of the Whole Meeting February 27, 1980 Page 2 Councilman Hill suggested this be put on the council agenda, the neighbors should be notified and the Council can see what the reaction to the proposal amounts to . Proposal to make certain improvements in the maintenance area at the bus garage on Crystal Street, and to improve the heating system in the maintenance area at the bus garage on Crystal St. Mr. Nelson stated that the RTA will be paying for the proposed improvements because the city does not have the facilities to maintain the forty foot buses which they are leasing to the City. The staff recommended to the Council that the bid for the improvements be awarded to Wetzel Construction and the bid for improved hearing be awarded to Paul Oechsle Plumbing . The Council concurred in this recommendation . Proposal to advertise the Residential Rehabilitation Program on the radio and a comprehensive report on the Residential Rehabilitation Program from its inception to January 1 , 1980. Mr. Nelson stated that this report will give you some idea of what has happened since the inception of the program. Roger Dahlstrom would like to do more advertising in an effort to generate more interest . Mr. Dahlstrom stated that letters were mailed and some telephone inquiries were received but there were not too many people who were really interested. Forty to fifty per cent of the inquiries received were people who had heard about the program through the media. Mr . Dahlstrom pointed out that radio promotion has proved efficient in other cities and it would give the program a vast audience. Councilman Hill stated he thought the message should also be given in spanish. Councilman Barnes thought this was a good idea but asked if there was any reason by WJKL was chosen as opposed to WRMN. Mr. Dahlstrom stated the WJKL will reach a different audience. Councilman Kirkland asked if there had been any thought given to a direct mailing now that the project had picked up momentum. Mr. Dahlstrom stated that this was very expensive . Committee of the Whole Meeting February 27, 1980 Page 3 ernk Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 :35 P.M. rri Marie Year , City C e�1 rk Committee of the Whole Meeting March 5, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, March 5, 1980 at 7:05 P.M. , in the Council Conference Room of City Hall. Members present: Councilmen Barnes, Gilliam, Hill, Kirkland, Nelson, West and Mayor Verbic. Absent: None. Also present: City Manager Leo Nelson; Acting City Clerk Nanc Johnson; Corporation Counsel Erwin Jentsch and members of the staff. y Discussion of 1980 Golf Rates The City Council reviewed a summary of four golf rate proposals, including their projected income based on 1979 usage of the golf courses. Mr. Nelson stated that at a meeting attended by PGA members and city staff, the PGA expressed concern that the city golf courses were not paying for themselves, which could cause a problem in the future as taxpayers do not feel that they should subsidize the courses. The PGA members felt additional revenue could be gained through better course conditions, the selling of golf equipment and the hiring of a PGA expert, as most people acquiring golf equipment rely on the advice of an expert. The PGA members felt the rates were very attractive, but stated most surrounding courses limit the play of reduced season passes on Saturday, Sunday and holidays. Max Buckley expressed his understanding of the PGA's position was for the better condition of the courses, more professionalism and a higher daily fee to draw from surrounding communities. Mayor Verbic stated that the City has constantly upgraded the golf courses over the years and hoped the area golfers would help encourage play on the courses. Councilman Hill stated he favored the proposal presented by Mr. Buckley, with a few alterations. He suggested raising both season passes and daily passes by 200, instead of 20% for season passes and 15% for daily passes, and placing a surcharge on season passes on Saturday, Sunday and holiday play of $2.00 for adult passholders and $1.00 for senior and youth passholders. Councilman Gilliam supported Councilman Hill's recommendation. Councilman West supported the surcharge for youth and senior play on Saturday, Sunday and holidays, but did not favor raising the daily fee by 20% and placing the surcharge on adult passholders. It was the concensus of the Council to raise season passes 20%, daily passes 15% and place a $1.00 surcharge for youth and senior passholders for Saturday, Sunday and holiday play. Discussion of LEAA Funding Bill Diamond, Director of the Kane County Criminal Justice Commission, proposed a resolution to the City Council, which would authorize the Kane County Criminal Committee of the Whole Meeting March 5, 1980 Page 2 Justice Commission to serve as the local criminal justice advisory board. He stated that two options were available to the City, the first being to cooperate with the county in obtaining funds for the improvement of law enforcement and criminal justice, and the second being to contact nearby communities to meet the requirement of 100,000 population and forming its own committee to develop a program to obtain a direct grant from the state. He pointed out that the advantage of the first option is the administration of the program is already provided. Councilman West expressed concern that there may not be equitable distribution throughout the county of the available monies. Chief Baird stated that it has been his experience the disbursement of funds has been equitable. The City Council agreed to have Corporation Counsel Jentsch review the resolution, make necessary changes, and submit it for approval at the next Council meeting. Review of Application for Federal Funds to Support Lord's Park Museum Kathy Steiner of International Systems, Inc. advised the Council of an available grant from the Institute of Museum Services to provide general operating support. The City qualifies for a cash grant of approximately $12,000. The grant applica- tion cut-off date is March 7. Don Quillman of the Museum Advisory Board asked if some of the funds received could be allocated toward a full time museum employee. Ms. Steiner stated the funding is to provide operating support and cannot be used for personnel. Mr. Quillman asked if the Board could be given more consideration in the future when securing funds for the museum. ' The Council recommended the grant application. Review of Proposed Change to Snow Emergency Routes The Council reviewed a memorandum from the Traffic Committee concerning changes to the snow routes due to the revised bus routes. The Council found the changes acceptable and asked that an ordinance be considered at the upcoming Council meeting. Review of Proposed Changes to Sidewalk, Curb and Gutter Replacement Reimbursement Program The Council reviewed a memorandum from Public Works regarding a change in the city's sidewalk, curb and gutter replacement reimbursement policy. The present policy provides for residential sidewalk replacement reimbursement as the lessor ,,,. of one/half or $.75 sq.ft. and for curb and gutter the less or of one/half or $4.50 lin.ft. with a $300 maximum for one or a combination of both. The maximum reimbursement for commercial and industrial was $2,000, the proposed $2,700. Committee of the Whole Meeting March 5, 1980 Page 3 The proposed reimbursement for residential property owners would be 50o of sidewalk replacement, integral curb and curb and gutter with a maximum reim- bursement of $400. Discussion of Repair and Improvement to Well 3A The Council reviewed a memorandum from the Water Department regarding the repair and improvement of Well 3A at the Airlite Street Water Treatment Plant. Layne-Western Company, Inc. estimated the cost of lowering the well and pump at less than $14,500. The Council authorized approval of the improvement. Discussion of Improvements to the Carbon Dioxide Room at the Airlite Street Water Treatment Plant The Council reviewed a memorandum from the Water Department regarding the fresh air venting of the bailer and carbon dioxide room at the Airlite Street Water Treatment Plant. At present, boiler exhaust is expelled into the room creating a health hazard. Johnson Heating submitted a proposal of $1917 to remedy the problem. The Council authorized the expenditure. Discussion Regarding New Water Treatment Plant Mr. Nelson presented a memorandum from the Public Works Department regarding engineering services proposed by Black and Veatch for construction of the new water treatment plant. Black and Veatch can provide the City with a resident /■* engineer for 2.5 years, plus two assistants, or they can provide the City with a resident engineer and the City can provide two assistants. The monetary advantage and the fact that City personnel would be familiar with the engineer- ing aspects of the plant make the second proposal favorable to the Council. Agreement for Design of an Elevator for the Senior Center The Council reviewed a proposed agreement from John Schmidtke for the design of an elevator for the Senior Center. A fully accessible facility is required and was included as a budget item in the H.C.D. program. The Council approved the agreement. Discussion of Proposed Performance Agreement The Council reviewed an agreement with Producers Association for Young America, Inc. for eight performances of Babes in Toyland at the Hemmens Auditorium. Discussion of Parking Above the Proposed Transportation Center The Council discussed the proposed parking facility above the transportation center between Chicago Street and Highland Avenue. Mr. Nelson stated that no estimates have been received by the City as to the cost of the transportation center with or without a parking facility. He stated that if the Council con- cluded a parking facility is desirable, funding would have to be discussed as to what percentage the City would pay and what percentage the surrounding e.. the would pay. Mr. Nelson stated an estimate could be considered for the construction of the center without the parking facility, but designed and constructed so as to permit the addition of a parking facility if desired at a later date. Committee of the Whole Meeting March 5, 1980 Page 4 Councilman Barnes stated that the City may not need another parking facility; and that the City should obtain some preliminary cost figures. The Council agreed. Review of Proposal for Audio-Visual System for the Fire Department The Council reviewed the bids received for a multi-media audio-visual system for the Fire Department. The proposal of Midwest Visual Equipment is appro- ximately $225 more than Burke Audio Visual Services' proposal, however Midwest offered a superior recorder and projector unit. The Council favored the proposal of Midwest Visual Equipment. Miscellaneous Mr. Nelson stated that the Life Underwriters' , who have sponsored the Valley Fox Trot, contacted him and said they could not sponsor this year's event. He asked if there was any objection to the City sponsoring it. It cost approximately $7,000 to sponsor the event and generates approximately $7,000 in revenue. The Council agreed to sponsor this year's Valley Fox Trot. Chief Baird stated that the recording unit in the Communications Center is in need of repairs to become fully operational. Presently only half the unit can be used at any one time. It will cost approximately $2,700 to make the system operational. The Council expressed approval. The Council reviewed a memorandum from the County Clerk regarding a delay in the first installment of Kane County tax bills, which may cause problems for municipalities regarding their cash flow. The Council reviewed the status report of fire violations at 600 Villa Street. Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 9:10 P.M. Nancy ohms ng City Clerk t Committee of the Whole Meeting March 12, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, March 12, 1980, at 7 :05 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, West and Mayor Verbic. Absent : None. Also present : City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch , and members of staff . Proposed grant application for federal funds to prepare a five year Recreation Plan. Mr. Nelson advised the Council the staff has requested that the Council approve a direction to International Systems Inc. , to submit an application to Heritage Conservation and Recreation Services for a grant to prepare a five year park rehabilitation action plan. The city would be asking for a grant of $5 ,617. 00 to cover the cost of two interns ( $4,480) and some of the miscellaneous costs ,,s* such as postage. Since this is a 50% grant, the city could offset its portion with in kind contributions by the use of staff services . This plan is necessary if we want access for other funds to develope and rehabilitate the parks . The Council approved to grant application. Proposals to install an underground tank for diesel fuel and to construct a storage shed at the bus garage on Crystal Street. Three proposal were received for the tank and pump, the low bidder being P.J . Hartman Company in the amount of $20,363 .00, and the staff recommendation is to award the bid to P.J . Hartman Company. Two bids were received for the storage shed and the recommendation is to award the bid to the low bidder, Walter F . Wetzel for $2, 820.00. Three bids were received for the explosion proof heating and lighting and the recommendation is to award the bid to the low bidder, Parr Electric for $2, 763 .00. Mr . Nelson stated that these are additional improvements the city has asked the RTA to make in connection with the new bus storage facilities . These will be made all at the RTA ' s expense and the city will not enter into contracts until same is approved by the RTA. Committee of the Whole Meeting March 12, 1980 Page 2 The Council approved the staff ' s recommendations . Proposals for the July 4th Fireworks Display. The Council reviewed three proposal from Chicago Fireworks Company, Galaxy Fireworks and Gemini Fireworks . Each proposal was in the amount of $5 ,000.00 . The Council directed the staff to accept the proposal from Chicago Fireworks Company. Repair of two fire trucks Chief Van De Voorde stated there was $ 18, 500 in the budget which was allocated to repair two fire trucks which are badly in need of repair. These repairs could extend the life of these two trucks from 10 to 12 years . The Council approved the repair of these trucks . Elgin High School Class Reunion Mr . Leonard Whitcomb appeared before the Council and advised them that a group were presently planning a class reunion for the Elgin High School Class of 1920 . Mr . Whitcomb stated in this connection they would like to charter a bus and they would be willing to pay $2.00 per person. They expect to have between 30 to 35 people attend. Mr. Nelson pointed out that we have rates that are established by ordinance. The Council asked that Mayor Verbic. Leo Nelson and Ray Moller try to work something out for this event . Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 8 : 35 P.M. Marie Yearm , City Clerk r Committee of the Whole Meeting March 26, 1980 The Committee of the Whole Meeting was called to order by Assistant City Manager Bob Malm on Wednesday, March 26, 1980 at 7:30 P.M. , in the Council Conference Room of City Hall. Members present: Councilmen Barnes, Gilliam, Hill, Kirkland, Nelson and West. Absent: Mayor Verbic. Also present: Assistant City Manager Bob Malm; Acting City Clerk Nancy Johnson; Corporation Counsel Erwin Jentsch and members of the staff. Proposed Change in the Residential Rehabilitation Rebate Program Bob Malm presented the proposed change in the Residential Rehabilitation Rebate Program, which would upgrade it from 50 percent to 70 percent, and give those in very low income brackets an opportunity to qualify for a 100 percent grant, up to $3,500. Doug Dotson stated the reason for the change is many residents do not have the up-front money. Councilman Gilliam stated he hoped this would bring more people into the program. Roger Dahlstrom stated that at the onset of the program it was assumed that not many people in the very low income bracket would be homeowners; however, there are many homeowners in those income guidelines, consisting largely of senior citizens, who require housing rehabilitation. Doug Dotson pointed out that there was $141,000 left in last year's budget. Councilman Barnes, with the concensus of the Council, favored the proposal. Miscellaneous Bob Malm gave the Council a memorandum regarding two museum grants that are available. The first is from the National Endowment of the Arts, which consists of $3,500 of new money and $3,500 in matching funds. The second is a $1,000 grant from the Illinois Institute for Natural Resources. The Council favored the grant applications. Bob Maim mentioned that the Hanover Township Mental Health office has con- tacted Phil Bennett regarding special recreation programs for the handicapped. The Council will be receiving invitations to a meeting, which will be attended by Phil Bennett and other staff members, to consider the program. Adjournment There being no further business to come before the Committee of the Whole, the e, meeting was adjourned at 7:45 P.M. V\0.,'v�04. m� 2 Nancy John , Acting City Clerk Committee of the Whole Meeting April 9, 1980 The Committee of the Whole Meeting was called to order by City Manager, Leo Nelson, on Wednesday, April 9, 1980, at 7 : 10 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, West and Mayor Verbic. Absent: None. Discussion re proposed Land Use Plan for the unincorporated area around Elgin. Mr . John Langum, Chairman of the Elgin Planning Committee, stated that he would like about five minutes to comment on this portion of the comprehensive plan and to transmit certain documents to the Council . Mr. Langum stated that the Planning Committee formally approved the first part of the comprehensive plan, dealing with the un- incorporated land, and on February 6th, this text was distributed to the Council . Pursuant to Statute the Council designated the Planning Committee as the hearing commission and on March 10th and March 18th, these hearings were held by the Planning Committee . The first public hearing informed the citizens of what was being proposed in the hearing and the second public hearing allowed the Committee to receive comments , criticisms and suggestions . Subsequently the Committee has met with representatives from surrounding communities and Kane County regarding the Plan. On Monday of this week, the Committee met to review the transcripts of the hearings and to review the final changes and recommendations in the Plan . Jerry Deering, Planner for the City of Elgin, has reviewed these text changes and prepared a text of the various material which I am distributing to you tonight . In addition to this text I am also transmitting to you a transcript covering both public hearings , a summary of the staff meetings and the final recommendations of the Elgin Planning Committee . Mr . Langum stated that they Committee and Staff did benefit from the comments they received and that it is now in the Council ' s hands to consider . Mr . Langum stated the Staff has requested that the Council return the color map which were included in the original documents so they will be able to make specified changes . The Council and Mayor thanked Mr. Langum, his Committee and the Staff for their time and expediency on this portion of the Comprehensive Plan . Committee of the Whole Meeting April 9, 1980 Page 2 Discussion re proposed repairs for Well #2 at the Slade Avenue Plant. The Council reviewed a price quote from Layne Western Company for the pulling and resetting of pump and motor in Well #2 at the Slade Avenue Plant . The estimated cost of the work is $9500. 00. The Council approved this quote . Discussion re proposed repairs to a Hi_gh Service Pump and Motor. The Council reviewed a recommendation of Staff to have the High Service Pump sent to Midwest Pump Sales, Inc. , and the Motor sent to Dreisilker Motors for repair . The estimated repair cost is $2155 . 00. The Council approved this recommendation. Discussion re proposed resolution authorizing the regulation of certain parking restrictions on property owned by the Tyler Towers Condominium Association. The Council reviewed a proposed resolution authorizing the regulation of traffic on the property owned by the Tyler Towers Condominium Association. This resolution arose out of a request from the Tyler Towers Association to assure the Fire Department complete access and allow the Police Department the right to patrol and ticket or tow cars that are in violation. It being understood that the Association would be responsible for the purchase and installation of signs . The Council approved the proposed resolution and requested that it be placed on the Council Agenda for April 23rd. Discussion of the rental of monthly parking spaces in the Civic Center Lot . Mr . Nelson stated that this was put on the agenda because Councilman Kirkland was concerned about the lot filling up so slowly . Councilman Kirkland stated he had been watching the continued numbers of vacant parking places and he wondered how many months would be given to reach some solution . Mr. Nelson pointed out that it did take some time to lease all the spaces in the lot on South Grove. Mr . Bolerjack stated that this has had no adverse effect on the revenue and they were now up to leasing 15 out of the 63 spaces that were available . Committee of the Whole Meeting April 9, 1980 Page 3 Mr. Bolerjack thought more space would be taken if the rates were lowered and pointed out that the space in the Library Lot is completely taken which has never happened before, and some of these people formerly parked in the Civic Center . Mr . Nelson pointed out that the Civic Center Lot was almost filled the Thursday, Friday and Saturday before Easter and we would have to be careful because the lot will be filled on certain sale days and holidays . Mr . Nelson suggested that he have the staff prepare a status report on the lot revenue and submit same to the Council next week. Discussion re proposed contract for the sale of water to the Village of Sleepy Hollow. Mr . Nelson stated that the Corporation Counsel felt there was no problem with the proposed agreement except for the surcharge which is discussed in a separate letter . The Village has called for a special meeting to discuss the surcharge and our staff is scheduled to meet with them next week. Councilman Gilliam asked what about the article in the paper regarding the question of raising enough money . Mr . Nelson stated that this agreement is with the Village and not the developer of the. Walnut Hill project . Mr. Nelson further stated that the Finance Department is in the process of preparing a report showing how much money could be generated by these sales and he thought it was a good agreement for both parties . Discussion re Energy Grant. Mr. Nelson stated that the City had been advised of a successful grant application under the Department of Energy ' s Institutional Buildings Grants Program. Mr . Nelson further stated it would be necessary for the Council to authorize the acceptance of this grant, by resolution, in order to proceed to obtain assistance in reducing energy useage . Mr. Nelson pointed out that the staff secured two proposals and recommended that the proposal submitted by Beling Consultants, Inc. , being the low bidder, be accepted. The five buildings included in this project are the City Hall , Auditorium, Public Works Garage , Maintenance Garage and Fire Station. The fixed fee is $ 18,425 .00 and $9 ,494.00 would be available under the subject grant . The report would be completed by July 1 , 1980. . -; Committee of the Whole Meeting April 9, 1980 Page 4 Councilman Barnes asked if there were any feelings as to what the money savings would be. Frank Kaiser stated that the short pay-back items would be what we will be looking for. Mr . Nelson stated that we are at a point where we feel technical assistance would be helpful . The Council approved the proposal and the staff recommendation. Discussion re waiver of rental at the Hemmens Building . Mr . Nelson stated that the Muscular Dystrophy Association has made a request to have the rental fee waived for their national telethon from August 31 to September 1 , 1980. The Council approved this request . Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 :55 P.M. Marie Yearman, City Clerk r Committee of the Whole Meeting April 23, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, April 23 , 1980, at 7 : 10 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent : None. Also present : City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch and members of staff . Proposed replacement of engine which drives the emergency booster pump at the Airlite Street Plant . The Council reviewed a staff recommendation which indicated parts are no longer available for this existing motor which is no longer manufactured. The recommended replacement is of the same make as the motor which powers the emergency generator and has given good service and reliability. Mr. Nelson stated the department depends on this engine when a power failure occurs and that it is a budgeted item. The Council approved the staff ' s recommendation that Charles Equipment Company be authorized to proceed at a cost of $ 10, 885. Proposed revision of the resolution dated June , 1979, which authorized the Argonne National Laboratory to analyze samples of Radium in our water supply . Mr . Zegers pointed out to the Council that in July, 1979 a resolution was passed approving a purchase order to the Argonne National Laboratory in the sum of $3 ,000, to cover their analysis of radioactivity . Mr . Nelson stated that this program never got off the ground because Argonne would not say whether they were going to charge $3 ,500 or $4, 500 . Mr . Zegers stated that Argonne was waiting for the Department of Energy to advise them whether they could provide the samples at the rate applied to other federal government organizations, estimated at $3 , 500, or in the event the Department of Energy requires they recover full cost, the estimated amount would be 4, 500. Mr . Nelson stated they would still like to have the testing " program. Mr. Zegers stated that the data which we now have is five years old and we don ' t know what had happened during this time. mm. -- Committee of the Whole Meeting April 23 , 1980 Page 2 Mr. Zegers requested that a purchase order be issued for the $4, 500 and if the lower rate is approved permission to analyze additional samples . The Council approved Mr. Zegers ' request . Proposal to purchase a Backhoe Attachment for the Unimog. Mr . Nelson stated that at our last meeting the Council had approved the purchase of the Unimog and had asked Mr . Dahl to look into the advantage of purchasing an attachment at this time that would enable us to utilize the Unimog this summer. Mr. Dahl stated a representative of Case Power and Equipment Company proposed the purchase of a backhow attachment for the Unimog at a cost of $8, 000 installed. Mr. Dahl pointed out that $ 50,000 had been budgeted for the Bent Street Bridge and he has been advised by ( DOT that at least seventy per cent of the cost of the project will be paid for with federal funds, which means the City will have about $30, 000 to spend elsewhere . The Council approved the purchase of the backhoe attachment . Proposed agreement for the summer production of My Fair Lady. The Council approved the proposed budget and contract for the summer production of My Fair Lady. Mayor Verbic suggested that since there was no problem selling the tickets for these performances which in the past have had a sell -out, some thought might be given to selling ads which might increase the revenue . Mr. Nelson stated he thought this had been done in the past. Ken Schulz stated they did obtain some contributions last year but no ads were sold. Mr . Nelson stated he would check this out . Proposed agreement for lease of remises in front of Enrico' s Restaurant on the Mall for a sidewalk cafe . The Council was advised that this year Mr. Barnash planned to pull back the tables and chairs and use less area for his sidewalk cafe. The boundaries contemplated for use have been approved by Chief Van De Voorde and the removal of the planter located directly east of Enrico' s would not be necessary. Committee of the Whole Meeting April 23 , 1980 Page 3 Mr . Nelson stated that the lease agreement entered into with Mr. Barnash last year provided an option to raise the rent this year from $ 100. 00 per month to $ 110. 00 per month . Mr . Nelson asked the Council what their feelings were regarding the rental charge. Councilman Hill and Kirkland stated they thought it should remain $ 100.00 per month because Mr . Barnash would be using less space . The remainder of the Council and the Mayor felt the rent should be raised to $ 110 . 00 per month . Proeosed credit for part-time employees in the Illinois Municipal Retirement Fund. The Council approved a total of 20 full -time and 20 part- time employees eligible to claim past service credits in the Illinois Municipal Retirement Fund . The appropriate ordinance will be placed on a Council Agenda . Miscellaneous The following items were submitted to the Council : An article in the Suburban Trib relative to the Industrial Growth among the top twenty cities in Illinois . A list of grants awarded to the Elgin Police Department through the L. E .A.A . program. A list of grants prepared by International Systems , Inc. for the City. Summer schedule for Committee of the Whole Meetings The Council agreed they would meet only twice a month during June, July and August . The Committee of the Whole Meetings will commence at 6 : 30 P.M. Meeting scheduledto discuss the Planning Committee ' s Recommendations on the Land Use Plan for the Unincorporated Area. The Council agreed to review these recommendations on April 30th with the staff and to include participation from those in attendance . Adjournment There being no further business to come before the Committee of the Whole , the meeting was adjourned at 8 :00 P.M. cJv-sl.� Marie Yearman, City Clerk 0 Committee of the Whole Meeting April 30, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, April 30, 1980, at 7 :05 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes, Gilliam, Hill , Kirkland, Nelson and Waters, and Mayor Verbic. Absent: None . Also present : City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch, and members of staff. Proposed agreement with the R . T.A. to provide for the proposed monthly prepaid bus tickets . Ray Moller stated that effective August 1st the RTA will make available three different type passes as prepaid bus tickets . One pass would serve local traffic and would sell for $ 15.00 per month . A pass for use on the CTA only would sell for $ 17 .00 monthly, and a pass which would be used throughout the RTA area would sell for $30.00. These passes would be sold at the banks and commuter stations . Councilwoman Nelson asked if the passholder would have their picture on the pass or would it be possible for the pass to be transferred from one person to another . Mr. Moller stated he did not have any information on this . Mayor Verbic asked what the estimated savings would be in purchasing a local pass . Mr. Moller stated that for $ 15 .00 per month a person could have unlimited rides as opposed to 35 per ride without the pass, and in time this will result in a decrease in revenue. Councilman Hill stated that the purpose of the pass system was to eliminate having to have the correct change and the convenience it would provide to the users . The Council approved the proposed agreement with the RTA. Proposed amendment to Alcoholic Liquor Ordinance. Mr . Binninger advised the Council that recently a young man, who was over 21 , went into a Class A establishment with his wife who was only 19 and was told that his wife could not enter as she was under 21 , and not with her parent or guardian. Mr. Binninger suggested that the Council might want to consider adding spouse to those persons who a person under 21 can accompany Committee of the Whole Meeting April 30, 1980 Page 2 in a Class A establishment. The Council approved the proposed amendment and asked that same be placed on the Council ' s next formal agenda. Proposed 1980 Swimming Pool Rates . The Council reviewed the proposed 1980 rates and Mr . Bennett informed them the Park and Recreation Board recommended the rates as submitted. Mr. Bennett also pointed out that the season pass rate is comparable to other nearby districts . The Council approved the proposed rates for 1980. Proposed purchase of sod for Spartan Meadows Golf Course Mr. Bennett advised the Council of the need for 3 , 525 yards of sod to repair the water damage to the back nine at Spartan Meadows . Mr . Bennett obtained two estimates , one from Thornton Sod Nursery in the amount of . 70 per yard if not delivered and . 80 yard if delivered. DesPlains Sod Center quoted . 74 per yard delivered and they would supply a fork lift to unload and spot the palletts . Mr. Bennett stated there was $ 15,000 in the horticultural supply account and he believed he could absorb the cost of the sod without going over in this account. Mayor Verbic asked how the season tickets were going . Mr. Bennett stated they were doing very well . Councilman Hill asked what the sod would cost in terms of dollars . Mr . Bennett stated between $2400. 00 and $2600. 00. The Council approve the purchase of the sod from DesPlains Sod Center. Review of that portion of the land use element of the comprehensive plan within one and one-half miles of the corporate limits . Don Wagner stated he was going to review with the Council the final recommendations of the Elgin Planning Committee dated April 7, 1980, and a summary of staff meetings with representatives of adjacent communities which responded to the proposed Lane Use Plan ( this material was distributed to the Council on April 12th) . Mr. Wagner referred to a resolution passed by the U-46 Board which urged the City Council to consider designating more land for industrial use within the U-46 boundaries . Mr . Wagner pointed out to the Council that seventy five per cent of the undeveloped industrial land inside and around the city is within U-46 boundaries . Of the 2, 142 acres zoned industrial inside Elgin, only 402 are developed, about 1 , 100 acres are undeveloped, Committee of the Whole Meeting April 30, 1980 Page 3 and the rest is being used for non- industrial purposes . The land use plan designates an additional 3 ,658 acres for industry, of which 2,013 acres are within U-46 boundaries . Combining industrial property within and outside the city results in a total of 5,800 acres , of which 3 ,815 acres is in U-46 . Mr . Wagner stated this figure would be reduced by 660 acres if the Beverly development goes to Hoffman Estates . Mr . Glen Peterson , a U-46 Board Member stated he hoped the City would to whatever it could to help U-46 because every square mile could help their financial situation and it would also help the entire community . Councilman Barnes stated that he hoped the U-46 Board is talking to Bartlett, South Elgin, Hanover Park and Streamwood about their land use plans too. Mr. Wagner stated that at urban densities the city would have the potential for a population of 137 ,00 and the question might be isn ' t Elgin large enough. The decision is basically whether the city sould leave the option for growth after the year 2000 open or not . The city must decide whether it want low-density estate type development on the city ' s northwest and western fringes , or whether it wants the land held in reserve until there is sufficient demand for housing at urban densities . If the city wants to minimize future growth maybe it would make sense to let this area develop at lower densities with some kind of controls , so growth can be accommodated in the future. Councilman Hill stated that if the Council does encourage estate development in the development reserve area they will just create problems for the City Council 15 years from now because estate developments are constantly becoming a problem for municipalities . Also by allowing estate development groth could be blocked because the owners may not wish to be annexed by the city. Councilman Kirkland said he opposes the estate concept because that type of home is typically upper middle or upper class and he was not prepared to see Elgin ' s growth blocked off by that type of development . Charles Burnidge stated he has a client in the proposed reserve area, which is adjacent to Gilberts , and this plan would force them out of Elgin and leave them no choice but to be annexed to Gilberts , which would allow estate development . Attorney David Peltz, representing a number of rural farm property owners to the west stated they would like to reiterate their position on March 18th. Mr. Robert Weigel stated that when you name an agricultural reserve, economics enter the picture as far as future values of the property. Committee of the Whole Meeting April 30, 1980 Page 4 Mrs . Robert Getzelman asked how many problems the city will give us if this land is reclassified, and will the tax rate change. Mr. Roll stated the tax rate would not enter into it because the zoning is not being changed . Attorney Peitz stated that the Village of West Dundee has asked that the plan not include an area of land which is presently in the West Dundee plan, an area serviced by the West Dundee Fire District and the Estes property . The Mayor and several Councilmen indicated they would need to have more work sessions before making any decisions and they would like to have the staff meet with the Elgin Sanitary District staff to see what plans they have for the extension of water and sewer facilities . Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 9 :05 P.M. r Marie Year tiplj( 4-61f-erk r Committee of the Whole Meeting May 14, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, May 14, 1980, at 6 : 35 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic . Absent : None. Also present: City Clerk Marie Yearman, Corporation Counsel Jentsch, Counsel Binninger and members of staff . Review of the Tyler Creek Detention Project . Mr . Nelson stated that he had asked John Guillou, of Metcalf & Eddy, to review this project with the Council in order to determine if it was still feasible in view of the fact that the State is not interested in aiding with the funding . Mr . Guillou stated the project which is now contemplated for development would serve a watershed area of approximately 40. 3 square miles in Dundee, Elgin , Hampshire, Plato and Rutland Townships . The area upstream from the proposed structure is 32. 5 square miles , or approximately 80.6 percent of the total watershed, and the Tyler Detention would retard major flood funoff from this area until waters in the downstream channel could accommodate the flows without damage to adjacent properties . The Detention is vastly more efficient, fiscally and hydraulically, than the comparable open channel improvement . A unique opportunity exists to fund about 85 percent of the project cost with non-city funds which would be furnished by the developers of land which would benefit from the project . The Detention project would perpetuate, for the citizens of Elgin and nearby communities , the open space values of the reservoir and the potential of developing continuous recreational opportunities along sections , if not all , of Tyler Creek. Mayor Verbic asked if Mr . Guillou if he thought there might be any hope of getting reimbursement through the legislature . Mr . Guillou stated that introduction of a bill would be simple because Senator Friedland had already indicated he would be agreeable to do same, but whether or not the Governor would respond I don ' t know. Councilman Barnes stated there are areas outside the city who will benefit from this project and he wondered if they will pay their share when annexed. Mr. Nelson stated yes , the city will get a contribution from the developers . Councilman Barnes pointed out that Judson College will be receiving a tremendous benefit and will not contribute because they exist now. Committee of the Whole Meeting May 14, 1980 Page 2 Proposed acquisition of additional comeuter hardware to augment the basic equipment which we wi1T receive through the POSSE grant . Tom Flora stated that this equipment will augment the original equipment which was purchased through a grant . It is cheaper to buy now and would give the speed, and information desired. Chief Baird stated this money was appropriated in 1979 and they are now asking for approval . The Council approved the acquisition . Proposed agreement with IDOT for the installation of permanent traffic signals at Summit and Hiawatha. Mr. Nelson stated that the State is interested in installing permanent traffic signals at Summit and Hiawatha . The estimated cost of this improvement if $66, 000 and the city ' s share would be $ 10, 500, which includes $6, 000 for the emergency pre-emption equipment which is totally at city expense . Mr . Nelson stated this project could be started late this year or early 1981 and there are sufficient funds in MFT to pay the city ' s share . The Council approved this improvement . Proposals received for testing materials associated with the construction of the Water Treatment Plan and related Waterworks Improvements . The staff advised the Council that included ' in the construction of the new water treatment plant , the river intake structure and any other associated facility, is the need to provide inspection of the materials incorporated into the project . The staff obtained four proposals and recommend that the city award the work to Quality Assurance Testing of LaFox, Ill . The estimated cost is about $ 10,000 . The Council approved the staff ' s recommendation . Review of recommendation from the Parks Board relative to the proposed reclamation plan for the Elgin Mental Health Center Site . Mr . Nelson stated that it looked like the Park' s Board liked proposed alternate two plan the best and agreed with the Council on the lakes , 18 ball diamonds , sledding hill , fewer tennis courts and they did not care for skateboard couse, skiing, and allotment gardens . Mr. Nelson further stated that when we let the contract out for the gravel operation we would need to know the formation of the lakes and any hills . ft Committee of the Whole Meeting May 14, 1980 Page 3 Councilman Hill thought the hills could be made from material taken from excavated sites . Mr. Nelson stated the plan is so designed that no material will have to be hauled away. The Council indicated they would like to go with the alternate two plan but would wait until after the Land Use Commission holds their public hearing for a formal decision . Adj ournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 : 55 P.M. Marie Yearm , City Clerk r Committee of the Whole Meeting May 28, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, May 28, 1980 , at 6 : 30 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent : None. Also present : City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch and members of staff . Request from the Village of South Elgin to connect to Elgin ' s Water Distribution System. The staff advised the Council they had received a request from the Village of South Elgin to consider an emergency water connection. The connection would require the extension of the 12 inch water main on McLean Blvd. to the point of connection in the Village . The connection would provide a back-up service in case one of their wells went out of service . Mr . Nelson stated the risk involved would be if the Village had an emergency during the height of our pumping season and put a drain on our system. Councilwoman Nelson stated she would only consider such a proposal if Elgin did not have an emergency at the same time. Councilman Barnes asked if there would be any control on the Village putting more strain on their pumping facilities . Mr. Nelson stated there would be a need to define an emergency, such as a failure of the wells or pumps. The city presently has a similar arrangement with the Elgin Mental Health Center. Councilman Hill asked if we get our new water system would we not be in a position to sell water to South Elgin, just as was proposed to Sleepy Hollow. Mr . Nelson stated this would depend on how soon the Council would want to go on to the second phase of the water system. Mayor Verbic stated the staff should find out what they deem an emergency and what they are pumping now so that the situation could be evaluated. The Council agreed to look at this matter further upon the staff' s obtaining additional information. Committee of the Whole Meeting May 28, 1980 Page 2 Proposed water main reimbursement ordinance for Parkwood East Unit #2 . Council was advised by staff that when Parkwood East Unit 2 began development , a twelve inch watermain was installed along Bode Road. The property owners on both sides of Bode Road are responsible for an eight inch watermain. The cost of an eight inch watermain for the north side of Bode Road is being borne by the developer, U. S . Shelter, Inc . There are two parcels on the south side and the 50% cost for an eight inch installation is $5, 241 . 19. The staff requested that an ordinance be prepared by which the City would collect the cost from the property owners on the south side of Bode Road when they connect to the watermain . The Council directed that the staff prepare said ordinance. Proposed participation with Kane County in a Grant Application for BOR Funds to acquire property along the Fox River . Dick Young, Director of the Kane County Environmental Division, proposed to the Council that the City of Elgin join in with the County and other cities that border the Fox River in submitting grants for the acquisition of Fox River shoreline property . Mr. Roll stated that for the last two months he had been working with Mr . Young on a portion of a county wide grant appli - cation for the acquisition of open space along the Fox River . Specific property within our city limits includes parcels along the east bank of the river between Trout Park and the Slade Avenue Water Plant. Mr. Roll stated the staff estimates that these acquisitions would amount to approximately $200,000, of which BOR ' s share would be $ 100,000, Kane County $50 ,000 and Elgin ' s share $50,000. Mr . Roll pointed out that the river is one of -)ur most important assets and the city has been attempting to acquire property wherever we could . There would be no capital expenditure until 1981 and the maximum cost to us would be approximately $50, 000. Mr . Young stated that he would need a resolution or letter from the Council stating that they intend to participate in this land acquisition with the County. The Council directed the staff to prepare the necessary resolution to join in this plan with the County. r Committee of the Whole Meeting May 28, 1980 Page 3 Proposed installation of passenger elevator in the Senior Citizen Center at 101 South Grove Avenue . The staff advised the Council that advertisement for bids on the elevator construction were published on April 18, 1980, and an original due date of May 6th was established. This latter date was extended to May 20th , when it became apparent that no bids would be forthcoming by May 6th . By May 20th no bids had been received. Roger Dahlstrom pointed out that the anticipated cost of this installation was $80,000 and of that amount $35 ,000 to $40,000 would go towards the purchase of the unit itself , leaving only $40,000 to $45 ,000 to the contractor for their imput into the project . The staff now feels that the most efficient and practical way to secure the elevator installation is to allow the architect (John Schmidtke) to act on our behalf in negotiating a contract for the work. The Council approved the staff ' s recommendation . Proposed amendment to the State Route Maintenance Agreement. Mel Dahl advised the Council that we are currently being reimbursed by IDOT for maintenance of State highways in Elgin in the amount of $29, 540. 35 annually as per agreement which runs through June, 1981 . IDOT is requesting that the existing agreement be revised, increasing the amount to be reimbursed to Elgin to $32, 323 .05 . The Council directed the staff to prepare a resolution authorizing the proposed amendment to the agreement with IDOT. Request from R. T.A that the City operate a new feeder bus service in Bartlett . Mr . Moller advised the Council that the R . T.A. proposed to fund a new bus service to be known as Route #633 South Bartlett feeder which would be operated by the City of Elgin. This service would provide for three buses in the A.M. , and four buses in the P.M. , and they hoped to commence the service on June 16, 1980. Mr. Moller stated it would be impossible to meet the June 16th date but pointed out that we are presently providing service in Hanover Park and Streamwood . Councilman Barnes asked if these lines are being utilized. Mr . Moller stated they were . Committee of the Whole Meeting May 28, 1980 Page 4 Councilman Waters stated he thought the city should have some prerogative to stop a service if there is no justifiable ridership. Mr. Nelson stated that we could stop the service but they could continue it by getting someone else to run it . Counsel Jentsch stated that in order to discontinue any service it would require giving them a lenghtly notice. Councilman Barnes stated he would be willing to try this new service but if we know its not working why should ' nt we do something to discontinue it. Councilman Gilliam stated that he agreed we should do something if the service is not warranted. Mayor Verbic asked if there were any ridership figures on the County Bus line. Mr. Moller stated that these could be furnished. Mayor Verbic stated we should have these figures to evaluate having the service. Councilman Gilliam felt we should take steps to stop this one. The Council indicated they would like the staff to take steps to terminate the County Bus line and proceed with the proposed Bartlett line. Mr. Nelson stated the staff would proceed to prepare a letter to the R.T.A. and advise them the city would like the County Bus line dropped. Proposed sale of liquor at the Hemmen ' s Auditorium. Mayor Verbic stated that he had asked that this item be put on tonight ' s agenda because he felt the Council should make some final decision on the feasibility of having liquor in the Hemmen ' s building . The Mayor pointed out that the City has lost convention business because of the current policy which prohibits the sale of liquor in the auditorium. Councilman Hill recalled that the Jaycee organization had asked for consideration in this regard but the Council could not get together and we did not get their convention. Councilman Gilliam stated that nothing was done before because everyone was afraid to make a decision . Councilman Kirkland stated he thought the matter had not been brought up recently because the Council was awaiting further opinion from the legal department. i Committee of the Whole Meeting May 28, 1980 Page 5 rm. Counsel Jentsch stated that on January 27, 1978, he sent a memorandum to the Council explaining applicable law and the alternatives available to the Council . A copy of said memorandum was furnished to the Council . Counsel Jentsch further stated the Council does have the authority to have liquor at this facility because its a home rule unit. However, this could be subject to challenge from the Illinois Liquor Control Commission or the Attorney General . Counsel Jentsch recommended that should the Council agree to go ahead and made liquor available, it should be the responsibility of the individual or group sponsoring the show to obtain a temporary license from the city and state. Chief Baird stated he viewed this as an asset to the city and a means of increasing revenue for the city. Chief Baird saw no problem with enforcement and was supportive to the serving of alcohol in this facility. Councilman Barnes stated he was not having trouble with this issue because he thought the availability of liquor would only affect convention business and the only increased useage would be from people coming in from the outside. Councilmen Hill , Kirkland and Mayor Verbic indicated they did not want to limit the use to wine and champagne . Councilman Waters indicated he would like to reserve his vote until he had the opportunity to review all the previous data concerning this issue . Councilman Gilliam indicated he remained opposed to the serving of liquor in this facility. The remaining Council members directed the legal staff to prepare an amendment to the current ordinance providing for the serving of liquor in the Hemmen ' s Building . Paraphernalia Ordinance Jim Kerrigan of 752 Algona Avenue appeared before the Council and stated that he still thinks there are serious problems in this area because as the present ordinance reads there is no beef in it. Mr. Kerrigan stated that he had copies of ordinances from Palatine and Hoffman Estates which require licensing a salesperson who is selling paraphernalia. The cost of such a license is $ 150.00 . In Palatine in order to sell paraphernalia the proprietor is required to obtain a special use zoning. rik Mr . Kerrigan stated that he had furnished Leo Nelson with a copy of a current bill covering a model drug act which is in the House and has passed the Senate . Committee of the Whole Meeting May 28, 1980 Page 6 r The Council asked that Mr. Nelson furnish them with copies of said bill and Councilman Hill asked that the legal department render some comment on this matter . Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 :45 P.M. arse Yearmal City C er r Committee of the Whole Meeting June 11 , 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday , June 11 , 1980, at 6 : 30 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes , Gilliam, Hill , Nelson and Waters . Absent : Councilman Kirkland and Mayor Verbic. Also present : City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch and members of staff . Discussion re response to the Management Report prepared by Fox and Company dated May 15, 1980 . Mr Nelson stated that the staff response to the Management Report was fairly complete but asked if the Council had any additional questions . Councilman Waters stated he thought this was an excellent report . Dave Jepson stated that in response to the EDP Security , a locking device could be installed on the two file cabinets that contain the program source decks . The estimated cost should be less that $ 100 . 00 . As to the second comment regarding an off-site storage location for the backup of programs and data files , this could be handled at the First National Bank, but the staff is concerned about the problems of transporting a fifty pound, sensitive disk module to an off-site location . Mr . Jepson stated the staff was looking into the alternative of obtaining a magnetic tape unit which provide a more efficient method to backup data files and programs and would be much easier to store at an off-site location . The staff will bring this back to the Council when they have obtained additional information . Proposal to expand the AIDS Program. Chief Baird informed they Council that he had met recently with the Executive Board of the Elgin Citizens Against Crime and they indicated they are in favor of expanding the AIDS Program to include burglary, vandalism and theft . Chief Baird pointed out that since this inception of this program the Police Department has achieved a 100% conviction rate in drug arrests and by expanding this program it is anticipated it will assist in reducing these other offenses as well as aid in the apprehension of those who commit the crimes . The Council approve the proposal to expand the AIDS Program. Committee of the Whole Meeting June 11 , 1980 Page 2 Proposed lighting improvements at the Library parking lot . By memorandum the staff advised the Council the installation of the high pressure sodium vapor luminaires in both the Civic Center Plaza and parking lots was completed . Mr. Nelson stated there are enough funds in the HCD budget to purchase twelve additional luminaires for the Gail Borden Library parking lot . Councilman Barnes stated that we may get some comments for using these funds for lighting the library area . Mr . Nelson stated this money was put in the HCD budget some two or three years ago to furnish lighting throughout the downtown area. The estimated cost of the twelve luminaires is $3516.00 and the staff requested authorization to negotiate a price with Heider Electric, who has been the low bidder on each of the luminaire bids . The Council approved the staff ' s recommendation . Proposed parking lot resurfacing at the Crystal Street Bus Garage. The staff advised the Council the estimated cost for resurfacing the parking lot is $5 , 000 and there is $6, 000 in the Transportation Department budget for this item. Giertz-Melahn was the successful bidder for repairing and resurfacing the streets in Lord ' s Park and they are willing to resurface the parking lot at the same unit price as the Lords Park project . The Council approved proceeding with this resurfacing project . Proposed program to spray street trees for the Eastern Tent Caterpillar . Mr. Nelson state there is some threat that the Eastern Tent Caterpillar may be coming into Elgin because of the abnormally large population of this pest this Spring . Phil Bennett stated that if this caterpillar is lift unchecked it can destroy a tree by defoliation . Mr . Nelson stated there is some responsibility on the City ' s part to treat the street trees in order to keep the pest from spreading rm. to the trees on private property. Councilman Hill stated that if homeowners did not treat their trees , the City ' s spraying would not be effective. Councilman Committee of the Whole Meeting June 11 , 1980 Page 3 Hill suggested that the City treat this situation as they do with weed control , if they did not spray their trees , the City would do it and bill the property owner . Mr . Nelson stated the weeds are cut because they are considered a health hazard . Councilman Barnes asked if the City would do the spraying or would this be contracted out . Mr . Bennett stated this work would be contracted out because the city does not have the equipment . Councilman Barnes stated he thought the city should proceed with this but they should look for something to use that is not harmful to other plants . Mr . Nelson stated we can design what we want used , check to see what is available and bring this information back to the Council . Proposed change order increasing by $ 2,000 the estimated cost of completing the Wing Street Park. Mr . Nelson stated that the excavating firm has run into building foundations and debris , which remain from the former residence on this site and which were not indicated in the survey of the property . The contractor estimates the added cost to the project to be approximately $2, 000. Since this represents a changed condition from the plans and specifications , the contractor is entitled to the added expenses to remove the foundations and debris , and to place a layer of bank run fill beneath the sand for play equipment . The Council approved the proposed change order. Request from the El_9in Fire Department to participate in field testing equipment and proposed purchase of fire apparatus for delivery in 1981 . Chief Van De Voorde advised the Council that his department had volunteered to participate in the field testing of prototype protective ensembles that have been developed by Project Fires . Project Fires is co-sponsored by NASA and the U . S . Fire Adminis- tration. Elgin would be one of ten cities to test this gear out . In order to qualify it would be necessary for Elgin to submit a grant application to the U . S . Fire Administration for funds to pay for the transportation of individuals attending the various meetings . Chief Van De Voorde asked for permission to submit the grant application, and the Council gave their approval . Committee of the Whole Meeting June 11 , 1980 Page 4 eimik Chief Van De Voorde stated he would like to remind the Council that his department has not purchased any new fire apparatus and they have used the funds in their budget primarily to rehabilitate their present equipment . Chief Van De Voorde further stated that he would like to retire two old pieces of equipment in 1981 and recommend the purchase of a new piece of fire apparatus . This recommendation would not be for the old custom type engine, but instead they would be requesting a fully equipped engine, which would be smaller in size . The Chief pointed out that with the changing in the Elgin street size and apartment complexes , it was becoming increasingly difficult to maneuver the present equipment into the fire area . Chief Van De Voorde estimated the cost of said engine between $80,000 and $85 ,000, and requested that approval be given that bids for this equipment be obtained , and the order placed, with delivery in 1981 . The Chief stated this would be their number one priority in the 1981 budget . The Council approved this request . Status report of the North End Bridge Project . Mr . Nelson stated that this matter was only being brought up for review because of some of the things which have changed . Due to the President ' s recent speech that more emphasis should be placed on improvement and rehabilitation of existing facilities , the FHA now wants the city to look at making Summit and Senaca one-way in opposite directions . Lochner & Associates has stated that this change would require an additional fee of $ 142 , 000 and would take a year longer to complete . Mr . Nelson pointed out that to-date the city has spent their money and some county money on this project . Mr . Nelson stated that the Mayor is presently in Seattle at a Mayor ' s conference and he is going to try to prevail on someone in the Transportation Department to help negotiate this project . Review of various ordinances regulating the sale and distribution of drug paraphernalia . Councilman Gilliam stated he would rather discuss this issue when a full Council is present . Councilman Hill did not feel the matter should be discussed until some ruling is handed down from the General Assembly or some other government agency. Mr. Nelson stated that the only reason he furnished the Council with copies of the Hoffman Estates and Palatine ordinances is he was requested to do so by the Council at the last Committee of the Whole Meeting. Committee of the Whole Meeting June 11 , 1980 Page 5 Discussion re City ' s hiring practices of seasonal employees . Mr. Nelson stated that he had never been approaced by a Council member or Mayor to hire someone and the city would not hire the dependent spouse or children of a Councilman or Mayor . We view other relatives to be somewhat difference because they are not in the same household and they should have an opportunity to be hired the same as anybody else . In cases where relatives are working for the city, children and wives of other employees are not allowed to work in the same department . We have found this policy to be workable but if there is a unit of government with a purer policy anywhere , I am willing to listen. The Council expressed they had no problem with the present policy and they gave Mr . Nelson a unanimous vote of confidence on the issue. Proposal from Fisher ' s Harley-Davidson to replace the two motorcycles totalled in an accident . The Council reviewed a staff recommendation to waive our normal bidding procedures and award the contract to replace these motorcycles to Fisher ' s Harley-Davidson Sales for a total amount of $6092 .00. The $472 . 00 difference between the cost of the two new units and the insurance settlement will be borne by the General Fund. The Council approved the staff ' s recommendation . Alternatives to the Development Reserve Concept included in the proposed Land Use Plan. Don Wagner advised the Council the city staff had met with the Kane County Development Department and the Elgin Sanitary District to discuss alternatives for allowing development within the Elgin Planning Area without the use of the municipal sewer system. Package plants , common septic systems and cluster septic systems were discussed. The conclusion resulting from this meeting was that a safe and efficient system which would facilitate future sewer connections did not presently exist . This conclusion was based on the lack of acceptable receiving streams for package plants and the potential for the failure of common and cluster septic systems which would simultaneously leave many residences without a waste disposal system. As a result of this meeting the Community Development Department developed the following options : r • Committee of the Whole Meeting June 1 1 , 1980 Page 6 1 Maximum Growth Option Provides for development at urban densitites within the entire planning area, maximizes Elgin ' s control of growth and development, and minimizes the property owners ' options to the earliest availability of municipal sewer and water systems . The Maximum Growth Option could be implemented by designating all undeveloped areas as Urban Residential ; by phasing utility extensions incrementally according to a flexible community facilities plan which is based on the availability of plant capacity, financing, and the ability to connect to existing utility lines ; and by establishing criteria for eventually connecting all existing rural residential developments to the municipal sewer and water systems . Moderate Growth Option Recognizes differences which may exist for development among land parcels , and affords the city basic control of growth and development within the western portion of the Elgin Planning Area. The Moderate Growth Option could be implemented by making additional urban residential and rural residential designations according to specific land characteristics , the following criteria could be utilized: The degree of topography and natural vegetation; The location of existing rural residential developments ; The location of prime and marginal agricultural land; and The potential for numicipal sewer and water systems within the planning time-frame. Limited Growth Option Recognizes that municipal services may not be available for a number of years , allows property owners maximum flexibility to sevelop with either well and septic systems or municipal sewer and water systems , minimizes Elgin ' s control of growth, and allows the potential to block future annexations to the City of Elgin Councilman Barnes thought maybe the city should take the same boundary lines as the Sanitary District but he did not feel that was necessarily the right thing to do. Mr . Wagner indicated the Sanitary District would be willing to expand its boundaries if it receives a formal request from the city. r • . Committee of the Whole Meeting June 11 , 1980 Page 7 Councilman Hill stated he did not think it was in the city ' s best interest to have a septic development out there and he could see why the people out there were concerned, but our points of view are not the same as the developers and we don ' t have to accomodate their point of view. Councilmen Gilliam, Barnes and Nelson also indicated they were not in favor of estate type development, and considered the Maximum Growth Option the best . Design for 1981 City of Elgin Vehicle Sticker The Council approved the design submitted to the Elgin Area Arts Council by Gloria-Ann Rovelstad . Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 9: 00 P.M. Marie Yearma , City Clerk r Committee of the Whole Meeting June 25 , 1980 The Committee of the Whole Meeting was called of order by City Manager Leo Nelson on Wednesday, June 25, 1980, at 6: 35 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Nelson, and Waters . Absent : Councilman Kirkland and Mayor Verbic. Also present : City Manager Leo Nelson, City Clerk Marie Yearman, and members of staff . Proposed extension of water service to the Elgin Housing Authority ' s maintenance facility on Jerusha Avenue. Mr . Nelson stated that if the Council will recall the city gave the Elgin Housing Authority two lots on Jerusha Avenue so they could construct a maintenance facility . The water main nearest the two Elgin Housing Authority lots is located on the east side of State Streeet , and that is 300 feet . The sanitary sewer service is available because it was installed as part of the Safe-Kleen facility at Big Timber and State. Mr. Nelson pointed out the need for water at this facility and the fact there is no money left in their budget for this installation . The water main and service could be installed by city crews , and the cost to do the work, including material , labor and equipment is $4 , 180 . The Council approved the installation of the water main and service. Proposed pump repair . Mr . Nelson stated that this pump will not be needed once the Slade Avenue Plant is phased out and that is the reason the staff is requesting repair instead of replacement . The staff submitted a quotation from Dreisilker for the repair work with a not to exceed figure of $ 1600. 00 . The Council approved the repair of this pump. Proposal to correct a drainage problem in Unit 2 of Century Oaks West . The Council reviewed a staff recommendation for the construction of a 21 inch storm sewer parallel with the existing sanitary sewer . The Sanitary District has indicated they would be willing to transfer the existing easement to the city . However, the transfer of the easement would include the transfer of the ownership and maintenance of the sanitary sewer to the city . The new storm sewer cannot be constructed totally within the existing Sanitary District easement and the Miller-Davis Company has agreed to a 50 foot temporary construction easement and Committee of the Whole Meeting June 25 , 1980 Page 2 a 5 foot permanent easement . The staff requested authorization to proceed with discussions with the Sanitary District to acquire permission to use their easement , and also to proceed should the Sanitary District require that we take over the easement and ownership/maintenance of the sanitary sewer. Councilman Barnes asked who would be paying for this additional storm sewer. Mr. Nelson stated the developer of Timbercrest will pay and the city ' s only involvement would be obtaining the easements . The Council gave permission to proceed with the project . Request to dredge a private pond located at 991 Hillcrest Road . Mel Dahl advised the Council that todate he has received two requests to have the city clean out lakes located on private property. One request was from Mrs . McLean at 721 E . Chicago Street and the other from Mr . Mervin Jerde at 991 Hillcrest rink Road. Mr . Dahl did not feel the city was responsible for any of the lakes , all are on private property and there is no public benefit . Councilman Barnes asked if the city did ' nt talk about putting in an additional detention area near the McLean property . Mr . Nelson stated the city has only obtained one parcel of land in that area . Counsel Jentsch stated that the city cannot spend public funds on a private problem with no public benefit . Public hearing for the Land Use Plan in the Unicorporated Area . The Council approved setting July 23 , 1980 as the public hearing date for the land use plan in the unicorporated area . Low cost solar energy demonstration grant . Tom Baker from the Department of Community Development stated this demonstration project is targeted for low income individuals and will include classroom lectures , training workshops and hands-on field work that includes the construction and installation of two low cost solar systems . The systems to be demonstrated are: a solar greenhouse which will be installed at 315 Fulton Street and four vertical wall collectors to be installed on a four unit Elgin Housing Authority structure on Watch Street . Committee of the Whole Meeting Page 3 June 25 , 1980 r The cost of this project is $ 10, 867 . 13 . The city has applied to the Illinois Institute of Natural Resources for a grant of $7 , 526. 28 to cover the cost of all materials and contracted labor. The remaining $3 , 346 . 85 is in-kind cost required to prepare the application and monitor the project until completion . The Council approved the aforementioned project . Citizen Survey Mr . Nelson stated it might be a good time to start thinking about another survey and he would like some imput from the Council . Adjournment There being no further business to come before the Committee of the Whole , the meeting was adjourned at 7 : 15 P .M. kk.q ) Marie Yearman , City Clerk Committee of the Whole Meeting July 9 , 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, July 9, 1980, at 6 : 50 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes , Gilliam, Hill , Kirkland , Nelson, Waters and Mayor Verbic. Absent : None . Also present: City Manager Leo Nelson, City Clerk Marie Yearman and Assistant Corporation Counsel Binninger . Proposed mandatory inspection of motor vehicles for Kane County. Mr . Nelson stated this material had been given to the Council as a matter of information and that Mel Dahl was present to answer any questions the Council may have. Mayor Verbic asked what recourse is available . Mel Dahl stated that he was told the only alternative to this proposal is to oppose it on technical grounds and he did not know if this was correct . Mr . Dahl went on to state that Mayor Wood of Geneva is trying to unite the Council of Mayors to oppose this program. Mayor Verbic stated he thought it would be a good idea to pass a resolution opposing the proposal which he felt was a very unfair mandated program and is simply ludicrous . Councilman Barnes asked if it was correct that the car owner would have to pay $ 10 .00 for the car inspection . Mr. Dahl stated this was correct and in addition any repairs that might be needed to meet the mandatory guidelines might cost from $35 . 00 to $50. 00, then there might be a second inspection fee. Councilwoman Nelson stated she did not think this was fair and the Council should pass a resolution opposing the program. Councilman Barnes stated that the resolution should include the technical problems we see with it . Leo Nelson stated he thought the County might be preparing such a resolution for the execution of the various municipalities . Mr . Dahl stated he would check into this . Proposed repairs to Well 5a . The staff advised the Council that negotiations between the Water Department and Layne Western did not lead to an agreement as to the warranty on the motor and work on this well and in order to resolve the matter, it was felt that a settlement of splitting Committee of the Whole Meeting July 9, 1980 Page 2 r the cost in half less bailing charges would be in the best interest of the City since Byron Jackson felt that the sand caused the well to fail and the City contended that there may have been a malfunction in the motor . The Council agreed with the staff ' s recommendation and approved the payment of $ 16,019 .42 to Layne Western . Proposed railroad crossing improvements at Illinois 25 and Raymond Street . The Council reviewed a staff memorandum which indicated IDOT has authorized the Chicago, Milwaukee, St . Paul and Pacific Railroad Company to do the signal work at the Route 25 and Raymond Street crossings . Mr . Nelson stated that this matter was first brought up in 1978 and $5 ,000 was put in the 1978 budget as the City ' s share of the project for the work done on the Raymond Street crossing . The work was never done and the city considered the project dead. Councilman Barnes could not understand why they did not do this work on the Raymond Street crossing when they did the signal improvement there. Mr. Nelson stated that if the city is required to pay any money this year, the money could come from the Bent Street Bridge fund or from MFT funds . Mayor Verbic asked if there was any way we could put a firecracker under them to get them started . Mr . Dahl stated he would contact IDOT to see if they could apply some pressure. Report on Fox Valley Trot The Council reviewed a report on the Fox Valley Trot which reflected total revenue at $6686 . 21 and expenditures at $ 18,883 .08. Mr . Nelson stated if the Council approved holding this event next year a budget could be set up that would control the spending . Mr. Nelson pointed out that the advertising costs of $4459. 91 could be reduced to $500. 00, Bands and Transportation, photography and the clebrity runner are items that could be eliminated . Mr . Nelson said that a cursory inspection indicated that about $7 , 600 could be cut next year . Mr . Nelson said he had been approached by two businessmen who felt they could raise between $4,000 and $6,000 for the event next year. ,Cou,nc,iJrnan Hill stated that all the advertising produced little . • F CJimi5teT9g6 the Whole Meeting Page 3 or nothing . Councilman Barnes stated this event should be done in a much more modest way . Mr . Nelson stated that next year they would need a firm commitment from the businessmen and a budget to control the spending. Mayor Verbic stated he thought the event should be run by private enterprise or this might be a good operation for some service club . He did not feel this should fall on the city shoulders and he would rather see this money put into a children ' s program. Councilwoman Nelson stated she thought there were business firms who would be interested in promoting the event and this should be looked into. Councilmen Gilliam, Hill , Kirkland and Waters approved going ahead with the event next year but wanted it to be on a break even basis . Status report on golf revenue The Council reviewed a status report on golf revenue which indicated that June was the best month in history , June year to date revenues show a 122% increase over projections ; revenues through June are 31% ahead of the same period last year , and season pass sales are up $4893 from projections and $ 2557 over all of last year . Councilman Hill pointed out that the 15% increase in fees could be attributed to one-half of the 31% increase in revenue. Mr . Nelson stated the weather, the hiring of a golf pro and the improvements to the back nine at Spartan Meadows were all factors in the courses ' success . Tree Insects The Council reviewed a letter from Robert Spoden of 1263 Algonquin concerning cottony maple scale on the trees on the tree bank. Mr . Spoden requested that the city spray his trees because the droppings from the trees are ruining his house siding and automobile. Phil Bennett stated he had explained to Mr. Spoden that the city does not spray or treat tree bank trees other than to remove dangerous trees and branches . Mr . Spoden stated if the city did not spray them, he would cut them down . Councilman Waters stated the question is how do we help this fellow. • . Committee of the Whole Meeting July 9, 1980 Page 4 Councilman Gilliam stated if the trees are that bad let him cut them down . Mr . Bennett pointed out they are on city property. Councilman Barnes stated he had no problem with the man cutting the trees down but the city should determine if the tree is bad . Mr . Nelson stated the staff would advise Mr. Spoden that he can spray it or cut it down. Adjournment There being no fruther business to come before the Committee of the Whole, the meeting was adjourned at 7 : 50 P .M. arie Yearma City Cler < Committee of the Whole Meeting July 23 , 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday , July 23 , 1980, at 6: 30 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent : None . Also present: City Manager Leo Nelson , City Clerk Marie Yearman and Assistant Corporation Counsel Binninger. Proposal to purchase new cots for Rescue Units 1 and 2. Chief Van De Voorde stated there is in excess of $3, 000 in the paramedic donation fund exclusive of the Richard Erdman Memorial which is nearly an additional $ 1 , 500 . This money has been donated and earmarked for this type of use. The new costs with the necessary hardware would cost approxi - mately $ 1 , 500 and would provide better patient care. The center mount cot allows the paramedic team to work on both sides of a patient, and the one man operation reduces lifting for the paramedics . The Council approved the purchase of this equipment . Proposal for replacement of Wrecked Rescue #1 . Chief Van De Voorde submitted four options to the Council for consideration in replacing the wrecked rescue #1 ambulance . The Chief stated that he would recommend Option #4 received from Midwest Ambulance Sales , who would also take our damaged 1976 Horton and trade for a new 1980 Custom Type III ambulance for $21 , 500 . The Chief pointed out that this model is a highly maneuverable unit and provides a smooth ride for a patient who may be in pain. The City could move ahead four years for the sum of $9,825 , and the unit could be in service within a week. The Council approved the Chief ' s recommendation for the purchase of this ambulance. Proposal to vacate a portion of an alley between Edison Avenue and Erie Street . The Council reviewed a recommendation from the staff that the alley that connects Edison Avenue and Erie Street, south of Erie and east of Edison, be vacated, with the exception of the first 251 ' from the center line of Erie Street and keeping a permanent easement for the access of Commonwealth Edison and Illinois Bell Telephone Companies . The Council approved the staff ' s recommendation. Committee of the Whole Meeting July 23 , 1980 Page 2 eft. Proposal to adopt the 1978 B . O. C .A . Basic Property Maintenance Code. Fred Carlson stated the 1978 is not that much different from the 1975 code except in 5 areas : ( 1 ) Maintenance of non- residential property; ( 2) Maintenant of exterior surfaces of residential structures ; (3) proper installation and safe maintenance of mechanical equipment within residential structures ; (4) Maintenance of a safe water supply and proper sewage system within residential structures ; and (5) Fire safety requirements for residential and non- residential structures . The Council approved the staff ' s recpmmendation except for the amendment to raise housing inspection fees for single family or four unit and under dwelling units to $30. 00, to cover costs of initial inspections and any follow-up inspections . This item will be checked out in other cities to see what they are charging . 1980 Midyear Budget Review. Mr . Nelson advised the Council that a committee had been reviewing the various budgets in order to see just where we are in the mid-year, and that he would be looking to the Council for some guidelines for the 1981 budget . Mr . Nelson wondered if the Council wanted to do anything about the present tax rate level , whether it should be kept as it is , raised or lowered . Mr . Nelson pointed out that the tax rate has remained the same for the last four years and he did not think that was bad in these times . Mayor Verbic stated that the decrease in the sales tax is a general situation throughout the country due to the recession. Councilman Barnes stated it should be going up at lease 2% to keep up with the inflation and this should tell us what we can do about raising real estate taxes , people just can ' t afford any more . Mayor Verbic felt that Councilman Barnes was right and the city should try to keep the rate the same. Mr . Nelson stated the impact will be in the cash flow and maybe the city should defer major capital improvements until after the real estate tax proceeds are received . Mayor Verbic suggested that personal services be checked into because this is where a large amount of the money is . tow Councilman Kirkland also indicated he did not feel the tax rate should be changed this year . Committee of the Whole Meeting July 23 , 1980 Page 3 eft Proposal relative to the selection of an auditor for fiscal years 19130- 19132. The Council reviewed a proposal from Mr . Bolerjack to ( 1 contact Fox and Company for a proposal on Elgin ' s audit for one to three years . If the fees are reasonable to the City Council , then Fox and Company would be reappointed for the selected number of years . Mr . Bolerjack stated that for the past two years Fox and Company has performed the City ' s audit and they have done excellent work and in a very competent way . ( 2 send specifications to the auditing firms desired by the City Council , so that the firms can submit proposals for a three year agreement . Councilman Hill stated that we cannot go with Fox until we see their figures and he thought this should be opened up to a handfull of firms . The Mayor and a majority of the Council instructed Mr. Bolerjack to contact Fox and Company for a bid, and if he feels this is out of line he is to bring it before the Council again. Recommendation to retain a consultant to design a new public safety communications center . rft The Council reviewed the following consulting proposals : Consultant Services Consultant Services Less CAD With CAD Implementation Implementation Sachs/Freeman $ 16 ,498 $ 26 , 905 Spectra $ 19, 821 Gage-Babcock $40, 500 $50, 500 Chief Baird stated that he and the Communications Committees of the Police and Fire Departments were recommending Sachs/ Freeman for this consulting work because of a proven record of successes in St . Charles , Geneva, Batavia , Carpentersville, East and West Dundee , Sleepy Hollow, and the City of Aurora communication centers . Mr . Nelson stated there was $20, 000 in the budget for this item. Chief Baird stated the implementation could cost in excess of $550, 000. Councilman Gilliam asked if there were any grants available for this type of project . Chief Baird stated there have not been any available for the past two or three years , and it might be early 1982 before we would be ready to implement . . A Committee of the Whole Meeting July 23 , 1980 Page 4 Mr . Nelson stated we would have to budget this money in 1981 . Mayor Verbic asked if some of this money could come from general revenue sharing funds . Chief Baird stated the city could consider a bond issue. Councilman Waters suggested that city go ahead with the $ 16,498 proposal and then after Sachs/Freeman has completed this portion decide if CAD is feasible . Councilman Hill suggested that this be turned over to International Systems to determine if there is a grant available . Chief Baird stated this had been done. The Council approved going ahead with the Sachs/Freeman proposal for $26 ,905 , which includes the CAD Implementation. Larkin Home request for a rebate on their water bill . The Council reviewed a request from Larkin Home for a rebate on a bill for water amounting to $917 . 88 . The high amount of this bill is the result of a broken water line. The Home pointed out that the Sanitary District did rebate $371 . 28 of their billing . Mr . Nelson stated the present ordinance provides relief to single-family dwellings only, and although they were prompt in repairing the leak, and the Sanitary District did make a rebate, they did use the water . Councilman Hill suggested the bill be reduced $ 200 .00 . Councilman Barnes stated he was sympathetic, but the city did put out the water . Mayor Verbic stated they had no control over this and it should be considered as an act of God. Councilman Gilliam agreed to reduce the amount $ 200 . 00 Councilmen Barnes , Kirkland, Nelson and Waters voted not to give any rebate on the bill . Adjournment There being no further business to come before the Committee of the Whole , the meeting was adjourned at 7 : 55 P .M. _ _.A_ 'ar i e 'earman,\ i ty er -ppn- 1 Committee of the Whole Meeting August 13 , 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, August 13 , 1980, at 6: 35 P.M. , in the Council Conference Room of City Hall . Members Present: Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson and Mayor Verbic . Councilman Waters arrived at 7 : 20 P .M. Also present : City Manager Leo Nelson , City Clerk Marie Yearman , Corporation Counsel Jentsch and members of staff . Proposal from Fox and Company to perform the City ' s audit for the years 1980-82 . Mr . Nelson stated that this matter had been discussed previously and that the Council had asked the staff to obtain cost figures , which are as follows : 1980 - $ 12 ,400, 1981 - $ 12,900, and 1982 - $ 13 ,400 . Mr . Bolerjack pointed out that these costs are less than quotes received by other auditing firms in 1978. The Council approved awarding the three year auditing proposal to Fox and Company, based on the quotes they submitted . Request from the Illinois Department of Transportation to sweep U.S . By-Pass 20 . Mr . Nelson stated that this department does not have the equipment to do this and they generally ask the cooperation of the closest municipality . Mel Dahl stated that we have all the necessary equipment to do this job and this would not interfere with cleaning the city streets . The cleaning would extend from McLean Blvd . east to just west of Lovell Road , a total of about 6 .6 miles . The labor cost billed to IDOT would include the hourly wage plus forty percent to cover salary and fringe benefits . The Council approved the request from IDOT. Proposed ordinance requiring street numbers on buildings . Mr . Nelson stated that when the City codified their ordinances there was a section in the code which required house numbers and designated they be not less than five inches in height and they should be in a contrasting color from the structure, which section was dropped out of the code . The Fire and Police Departments have stressed the need of this section , and it would currently tie in with a Kiwanis Club project to install house numbers . Chief Van De Voorde hoped to encourage people using script Committee of the Whole Meeting August 13 , 1980 Page 2 house numbers to change because it is very difficult for emergency crews to read these numbers . The Council approved the proposed ordinance . Request to replace four two-hour meters with 30-minute meters on the east side of North State Street between Chicago and Highland. Mr . Nelson stated this request came from Stan Douglas on behalf of the new onwer of the Danish Bakery located at 7 S . State Street, which is expected to open in about two weeks . Mr . Douglas pointed out in his request that bakeries depend on a considerable amount of quick pick up type traffic and the 30 minute meters would be of great benefit . This would also be of benefit to the LaLatina Grocery store which is adjacent to the bakery. Councilwoman Nelson felt all the adjacent store owners should be advised of this change. Mr . Nelson stated they could be advised as to when this will be on the Council agenda . The Council approve the request for 30-minute meters . Proposal to replace the bridge connecting Walton Island North with Walton Island South . Mr . Nelson stated that originally the staff had felt this project could have been done with our own forces and that it would be completed in time for a fishing contest which is to be held this weekend. Mr. Dahl stated the staff had felt the project would just require new decking . However, after consulting with John Schmidtke they were advised something more substantial was needed and steel was the best alternative to use in constructing a new bridge. Mr . Dahl stated he had talked with the person sponsering the fishing contest and was advised they did not consider this as an emergency and they could go ahead with the fishing contest without the use of the bridge this year. Mr . Dahl submitted a proposal from Rasmussen Steel Company in the amount of $ 10, 800 . 00, and although there is no money in the budget for this bridge, there are Federal Revenue Sharing Funds in the Park' s Budget which could be used . Mayor Verbic stated that as long as we have the time we could seek another proposal . Mr . Nelson stated this could be done because the award would not be made until the next Council meeting . Committee of the Whole Meeting August 13 , 1980 Page 3 Proposed safety improvements at the intersections of Dundee/Page and Liberty/Page . The Council reviewed a proposal from IDOT for safety improvements at the aforementioned location. Mr. Nelson stated that the city ' s participation would be $500. 00 with an additional $6000.00 towards the cost of the emergency pre-emption equipment . Mr . Nelson stated this was a bad corner and that a Dr . Stevens had complained constantly. This citizen lives at 953 N . Liberty and he has had cars hit the tree in front of his residence . The Council approved the proposals made by IDOT. Proposal for lighting the Old Main Building . Mr . Nelson stated the consultants had submitted a proposal providing for yard lighting of 6 flood lights and cupola lighting of 4 flood lights . The estimated cost for same is $ 10, 753 . The balance of the Old Main account upon installation of the soffit lighting , which is presently being installed, and grant reimbursement to the City from the state will be approximately $0, 000. If the lighting is installed as recommended the remaining balance in the Old Main account will be approximately $29, 000 . Mr. Nelson pointed out the additional lighting is necessary to deter vandalism with the building being vacant . Councilman Barnes stated that as long as the money is there we should go ahead and the newspapers should point out that the money came from contributors not from taxpayer ' s money. The Council approve the lighting proposal . Wing Park Pool Mr. Nelson stated that last year the city kept the pool open after Labor Day and in doing so spent $5 , 000 and only took in $24. 52 . The Council directed that the pool be closed after Labor Day this year . Adjournment elk There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 : 30 P.M. Marie rearm n, City Clerk ‘ . Committee of the Whole Meeting August 27 , 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, August 27 , 1980, at 6: 30 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent: None . Also present: Nelson, Yearman, Jentsch , Binninger and members of staff . Review of final plans and cost estimates for the Spring Street Parking Deck. Mr . Nelson stated that the objectors to the parking deck will not be proceeding any further with their litigation proceedings and the city may now move ahead at any speed they so choose. Mary Smith of Carl Walker & Associates stated that the updated costs are within $50,000 of what they had discussed earlier. Construction cost $2, 200,000 Contingency fund 95,000 Estimated demolition cost 115 , 000 Parking equipment 40, 000 Testing of materials 30, 000 $2 ,475 , 000 Mrs . Smith stated the construction period would be about 11 months and they would need to start on November 1st . Mayor Verbic asked how many parking spaces would be provided. Mrs . Smith stated there would be 369 spaces , and she pointed out that the above estimated costs did not include the intersection improvements . Gary Miller stated that he did not have a number on that yet. Councilman Gilliam asked for a wild guess . Seyd Alley stated between $80,000 to $90,000. Mayor Verbic stated that initially we did not anticipate that the city would be the owners of the Sears building . The Mayor asked what is the city going to do with this building and lot, and he suggested that the Council might want to discuss going ahead with rthe parking deck due to the changes that have taken place . Councilman Hill stated that there has been no decision made about knocking down the Sears building and he hoped there would be a Committee of the Whole Meeting August 27, 1980 Page 2 tenant there . Mr . Hill also stated there is no reason not to proceed . Councilman Gilliam stated he felt shakey about it but we have a commitment to the downtown and parking is one of the keys so we should follow through . Councilman Barnes stated that originally he was opposed to the parking deck and this had nothing to do with the Sears building. Mr . Barnes stated he agreed with Councilman Hill that the city should try to rent out the Sears property. Councilman Waters stated that two independent project consultants have concurred in the need for additional parking. Mr. Nelson stated that the lose of parking spaces during construction of the facility could be made up by diverting this traffic to the Sears ' lot . Councilmen Barnes , Gilliam, Hill , Nelson and Waters indicated they wished to proceed with the parking facility. Proposed storm sewer improvements along Brookside Drive Mr. Nelson stated there has been a small drainage problem on Brookside Drive between Foothill Road and Knollwood Drive , and because of this problem there is considerable difficulty in keeping Brookside in a passable condition because of the presence of surface water. The staff recommended making drainage improvements at an estimated cost of $5 , 500, which would include materials and labor. Councilman Kirkland asked why this condition is fixable at this location as opposed to the same problem in McIntosh . Mr . Nelson stated there is no storm sewer there and it would require an overall improvement. The city is presently working on that problem and is now in the process of obtaining easements . The Council approved the staff recommendation for the above improvements . Recommendation to retain the American Appraisal Company to conduct an appraisal of the city ' s fixed assets . The Council reviewed a staff memorandum which stated that for the past three years the city auditors have strongly recommended that the City establish a fixed asset recording and reporting system that would enable us to more effectively account for and control City fixed assets . Additionally, the city insurance carriers have recommended that we obtain current valuations for our insurable assets . The staff contacted two appraisal companies , who submitted the following proposals : American Appraisal Company, $22, 300 and Fidelity Appraisal Company $40, 000. Committee of the Whole Meeting August 27, 1980 Page 3 The staff recommended the proposal from American Appraisal Company be accepted because they felt this company could provide a satisfactory fixed assets system for the City . The Council approved the staff ' s recommendation Proposed amendment to the Municipal Code relative to the license fees for food vending machines . Mr . Nelson stated this amendment would simply clarify the ordinance that is already in the Code. The Council approved the proposed amendment. Discussion relative to a policy of issuing Industrial Revenue Bonds for developments outside of Elgin. Mr. Nelson stated that although this situation has not come up yet it may in the future, and maybe the Council would like to set some sort of policy. Fox example , what would we do if Hoffer Plastics applied for said financing . Mayor Verbic stated he thought the Economic Development Commission should develop a policy and refer same to the Council . rik Councilman Hill felt the city should always be ready to listen and take it case by case , and the policy should be open. A majority of the Council agreed with Mr . Hill ' s statement. Proposal to extend the contract with John Schmidtke for the rehabilitation of the Senior Citizen Center . The Council was advised this project was included in the 1980 MCD program and this is a follow-up item to the acquisition of the Senior Center and the installation of an elevator . The primary purpose of this latest phase of the project is to assure building compliance with life safety codes . The Council approved the aforementioned proposal . Change Order No. 2 to the Lord ' s Park Zoo improvement contract. The Council approved the revised contract amount of $ 1 , 912 .00. Proposal to enclose patio at Fire Station #4. The purpose of this enclosure is it will provide an excellent room for the display and storage of the old steamer that is being restored by Fire personnel , and also it will provide some energy savings as it will act as additional insulation along the east wall of the station. The proposals for this work were as follows : Elgin Builders , 2)964.00; Continental Aluminum Products, $3880. 00 and W. F . Committee of the Whole Meeting August 27 , 1980 Page 4 ep, Wetzel Construction, $3980. 00. The staff recommended awarding the bid to the low bidder, Elgin Builders . The Council approved the staff ' s recommendation. Purchase of one packer body. The Council approved the purchase of one packer body from Bruce Municipal Equipment of Glenview for a negotiated price of $ 19, 225 . Replacement of Walton Island Bridge . Mel Dahl stated that the Council had asked they he secure another bid for the subject project . This was done and the city now has a bid from Rasmussen Steel for $ 10, 800 and from Illinois Hydraulic for $ 15, 800. The Council directed that the staff proceed with this project on the basis of the low bidder. Central Elgin Corporation. Mr . Nelson advised the Council there would be a meeting on September 3rd, at 3 :00 P.M. , in the Home Federal Building, with Mr . Trkla to discuss the possibility of an interested developer for the downtown area. Mr . Trkla has said the developer would be present to make a presentation. Liquor Commission Councilman Barnes and Waters were appointed to the Liquor Commission to replace Councilmen Gilliam and Kirkland, whose terms expired. Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 :40 P.M. Marie Yearman City Clerk Committee of the Whole Meeting September 10, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, September 10, 1980, at 7 : 00 P.M. , in the Council Conference Room of City Hall . Members Present: Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent : None. Also present : Nelson, Yearman, Jentsch , Binninger and members of staff. Proposed vacation of Kirk Avenue Right-of-Way between Bluff City Boulevard and By- Pass Route 20 . Mr . Nelson stated this request came from Mr. and Mrs . Armond Muscat, who are the adjacent property owners on the west. The has not used this right-of-way as a public street since the By-pass was constructed in 1962 and therefore has no use for it . The staff recommended it would be advisable to vacate it so the City would be relieved of maintenance and insurance responsibilities . Mr . Nelson stated if vacated the property could go back on the tax rolls . The Council approve the proposed vacation. Request from the R. T.A . to reroute the Elgin-Crystal Lake Route through Springhill Mall . Mr . Nelson stated the city had received a letter from the RTA requesting the re- routing of Route #805 Elgin-Crystal Lake and also the Chamber of Commerce had made the same request. Mr. Nelson pointed out that this bus goes into the Elgin Oaks Industrial Park and the proposed rerouting would add 10 minutes more to the schedule , plus five minutes for parking , on a half hour schedule, may provide poor service . Councilwoman Nelson stated that if people want to go there they will go and the city might be helping people who are seeking employment up there. Mr. Moller stated if we start this new service it would require a two hour headway and we would have to run 4 buses instead of 2. Mayor Verbic stated that Lucille had a good point about the employment and if the city refused it would sound like sour grapes . The Council agreed to extend the bus service to Springhill and Mr. Nelson stated he would so advise the RTA. Committee of the Whole Meeting September 10, 1980 Page 2 Proposed Traffic Signal Improvements at Illinois Route 31 and Davis/West River Roads . The Council reviewed a request from IDOT for the city ' s general concurrence and participation in improving the traffic signals at the above location. The improvement would include mast arms with left turn signals and pavement widening . The city ' s share for these improvements would be $3 , 750 and the staff is recommending that the city join in this improvement. The Council approved the request and recommendation. Proposed Route for the Larkin High School Homecoming Parade. The Council approved the proposed parade route . Proposed new lighting for Fountain Square Plaza. Councilwoman Nelson stated that recently the Mall Commission met and discussed new lighting in the Fountain Square Plaza. The Mall Commission recommended the immediate purchase of 60 of the General Electric Power Sphere fixtures to be erected in Fountain Square Plaza. The fixtures could be in place and operating prior to the 1980 Christmas 'shopping season. Mayor Verbic asked if there were any HCD funds that could be used for this project. Roger Dahlstrom stated there might be about $ 1 , 000 available and he could look into other projects where there might have been some under-runs . Mr. Nelson stated the cost of the lights would run $21 ,840 and the Council did not discuss who would pay for this . Councilman Waters suggested that the matter be tabled until next week or until the staff can establish the financing and prepare a recommendation the the type of lighting to be used. Councilman Barnes stated it was his understanding the appropriation for the Mall was two-thirds from the private sector and one-third from the city and he thought it should stay that way. Councilman Gilliam, Hill , Waters and Mayor Verbic agreed with Councilman Barnes and they suggested the Commission and merchants be contacted to see what they would like to do financially. Councilwoman Nelson stated the lighting should belong to the city and the city should not wait four years to do this because there will not be any merchants there to tax. Committee of the Whole Meeting September 10, 1980 Page 3 Citizens Survey Mr. Nelson stated the staff is in the process of preparing the citizen ' s survey and any suggestions from the Council would be welcome. Councilman Barnes suggested that the survey include a statement of what has been done in the city. Councilman Waters suggested that application forms for board member applicants be included. Handicapped Parking Mr. Nelson advised the Council that the State recently passed enabling legislature to make available a city sticker which would permit people to park in handicapped stalls. We would have to decide who is entitled to such a sticker. Mr . Nelson asked the Council if they wanted to get into the business of issuing handicapped stickers . The Council agreed to leave this matter to the State. Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 :45 P.M. arse Yearman, City C er Committee of the Whole Meeting F September 24 , 1980 The Committee of the Whole Meeting was called to order by City Manager, Leo Nelson , on Wednesday, September 24, 1980, at 6: 40 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent : Councilman Gilliam. Also present: Nelson, Yearman, Jentsch, Binninger and members of staff . Review of current Insurance Program and Recommendations for possible changes for the upcoming policy year . Mr. Ronald E . Seaver of Corporate Policyholders Counsel , Inc . , advised the Council he had the opportunity to analyze the various proposals submitted by R . C . Hanchette & Associates and Arthur J . Gallagher & Company . All of the programs submitted can be broken down into four distinct categories: 1 . Guaranteed cost, coverage for all lines . 2 . Administered self- insurance for workers ' compensation only with all other coverages on a guaranteed cost basis . 3 . Retrospective rating for workers ' compensation, general and automobile liability and automobile physical damage with all other coverages on guaranteed cost . 4 . Administered self- insurance for your workers ' compensation, general and automobile liability and physical damage with all other coverages on a guaranteed cost basis . Mr. Seaver went on to say that should the city decide to remain on a guaranteed cost program, they recommend that the city select the proposal submitted by Arthur J . Gallagher & Company. This will produce a savings for the next year of $71 ,911 over the program submitted by Hanchette and represents a reduction of $ 180, 566 from the cost of your expiring program. Should the city opt for self- insuring the workers ' compensation only and leaving the remainder on guaranteed cost, we suggest that you select Program H which includes workers ' compension excess coverage through Hanchette in the Evanston Insurance Company and all other coverages on Guaranteed Cost through Arthur Gallagher & Company . This program is about $ 142,000 better than the best Hanchette only ( Program F) proposal and about $25,000 better than the best Gallagher only proposal ( Program G) over a five year period . Mr . Seaver recommended the selection of Program J ( Plan ##4 from Arthur J . Gallagher & Company. It was their opinion, the city losses over the next five years will far more nearly match the average past losses than the worst past losses and they felt there is little chance of approaching the maximum costs under any of the proposed plans . Councilman Hill recommended going to self- insuring and placing the rest of the insurance with a broker who offers the best price. Committee of the Whole Meeting September 24, 1980 Page 2 Mayor Verbic asked how much the city could save under the recommended program. Mr . Seaver stated the savings could be over one-hal million per year. Bill Beckmann of R . C . Hanchette stated the Hanchette Agency has handled the city ' s insurance for the last twenty years through an arrangement with the Elgin Independent Agents Association and that through this Association contributions had been made to the city for various equipment in the Fire Department . Mr. Beckmann also stated that his firm was not aware that Elgin was considering a self- insured program. Mr . Jepson and Mr. Sarro indicated this was not true . Several members of the Council indicated that although they prefer keeping the business in Elgin, in this instance the savings under the Gallagher program were to great to pass up . Councilmen Barnes , Hill , Kirkland, Nelson and Mayor Verbic approved going ahead with Plan J . Recommendation to concur in 1DOT ' s proposed improvement to U.S . By-Pass 20. The Council approved IDOT ' s proposed roadway improvements which provides for the resurfacing of U . S . By- Pass 20 from the Kane-Cook County line east to Lovell Road and the proposed improvement of By ass 20 from Randall Road east to the Kane-Cook County line . Proposed repairs to the Clarifier Unit at the Slade Avenue Water Treatment Plant. The Council reviewed a quotation for parts required to repair the sludge collection system in the north side clarifier. The equipment is more than 25 years old and in need of replacement . The parts listed in the quotation are only a small part of the system, but replacement of these parts will make the equipment last two years . The Council approved the expenditure of $3051 . 15 for repair parts . Proposal from Rasmussen Steel Company to make immediate structural repairs to the outside walls of the north side lime bin at the Slade Avenue Water Treatment Plant. Mr . Nelson requested that this item be tabled and the Council acted accordingly. .m. r 2 Committee of the Whole Meeting September 24 , 1980 Page 3 Letter from the Fire Alarm Company, Inc . , relative to the donation of a Fire Alarm and Security System for the Old Main Building. The Council reviewed a letter from August Conte of The Fire Alarm Company, Inc. , in which they stated they would like to donate the design of and material for a Fire Alarm and Security System for Old Main . Mr . Nelson stated this was just an informational item and the Council suggested that a resolution be drawn thanking the Fire Alarm Company for this contribution to the Old Main Building. Request from Plus, Inc. , to reduce or eliminate the monthly parking fee to park its Dial -A-Ride Buses in the Civic Center Parking Lot. Mr . Nelson stated Plus , Inc. , is presently parking their vehicles on Division Street in front of 164 Division Street, because this is where their offices are and since they do not presently have any radio equipment, it is necessary for the drivers to go into the office to pick up instructions . They are asking for two parking spaces . Councilman Waters asked if this would not set a precedence with other agencies who might want free parking spaces in the city lot. Mr . Nelson stated there were not that many other agencies using buses . Councilman Hill suggested that after they get their radio equipment , they could use the Library parking lot . The Council agreed to let Plus , Inc. , have two parking spaces in the Civic Parking Lot at no charge . Councilman Hill suggested that the matter be reviewed in 90 days . A letter authorizing International Systems , Inc. , to proceed with the development of a preliminary action plan in order to qualify for funding under the Urban Parks and Recreation Recovery Program. This letter authorizes International Systems , Inc. , to prepare and submit a preliminary action plan to HCRS for the Urban Parks and Recreation Recovery Program. Futher more if the preliminary action plan is approved, International Systems, Inc. , is authorized to prepare and submit a full application for funding through the Urban Parks and Recreation Recovery Program before the October 31 , 1980 deadline. The Council approved the above authorization . Committee of the Whole Meeting September 24, 1980 Page 4 r Status report relative to the financing of the Spring Street Parking Deck. Mayor Verbic asked when the demolition of the Labor Temple was to take place. Mr . Nelson stated this is set to commence on Monday and the bids on the bonds and structures would take place on October 11th. Mr. Nelson further stated that the financing rate could have been between 5 and 52 per cent except for the delays , now the financing cost will be about $ 2, 600, 00 and the interest cost will be between 55% and 60% greater and the project cost will be over 30% more. Councilman Barnes asked if there was any possibility the revenue would increase and lower the tax rate. Mr . Nelson stated it could , but it is hard to look down the road. Councilwoman Nelson stated she wondered about the churches paying because they would use the parking facility on Sundays . Mr . Nelson stated the facility could be operated on Sundays but the people would avoid using it because all other metered space is free on Sundays . Mr. Bolerjack stated that if improvements occur, all existing businesses in the area will benefit by increased parking demands as well as greater base to share the taxes . The reliance on tax money can also be reduced by larger than planned increases in parking rates . The base parking rate has not been set, but the schedue calls for a minor increase in 1983 and a major hike in 1988. Review of the Monthly Parking Program in the Civic Center Parking Lot. Mr. Nelson pointed out that the Council had agreed to lease out about 65 parking spaces in the Civic Center Parking Lot, with a review by the Council to see if they wanted to continue this arrangement during the Holiday Season. Thus far 12 spaces have been rented, eight of the spaces being rented by the recruiting offices . This would not interfere with the lot operation, since the spaces rented are seldom used spaces . Councilman Kirkland asked why the city should not lower the fee and rent out more. Mr. Bolerjack stated that if the fee is reduced you will simply pull in cars from other lots . Councilwoman Nelson stated she was opposed to lowering the fee to rent spaces because the original intent was to provide space to shoppers . Committee of the Whole Meeting September 24, 1980 Page 5 A majority of the Council agreed to maintain the present policy of renewing the leases for one to three months and to keep the rates at $70.00 for three months and $ 25 . 00 for one month. Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 9 : 15 P.M. Marie Yearma City Clerk r COMMITTEE OF THE WHOLE MEETING OCTOBER 4, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, October 4, 1980, at 7 : 00 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Barnes , Hill , Kirkland , Nelson, Waters and Mayor Verbic . Absent : Councilman Gilliam. Also present : Nelson, Yearman, Jentsch and members of staff . Elgin Area Arts Council . Mayor Verbic read a letter from Carol McAdoo, Board Member of the Elgin Area Arts Council , declaring October 4th through October 12th as Arts Week in Illinois . Amendment to Ordinance establishing residency requirements for officers and employees of the City of Elgin. The Council reviewed a proposed amendment to the residency ordinance, on tonight ' s Council Agenda for formal action, which provided that any non-management employee, not identified rm. in sections A-E above, who maintains a Class II residency, is eligible for promotion to a position requiring Class I residency if said employee establishes said residency within 12 months of any such promotion . Ordinance amending Ordinance G22-75 of the City of Elgin, Kane and Cook Counties , Illinois , which ordinance established procedures to be followed by the City issuing Non- referendum General Obligation Bonds . The Council reviewed and approved a proposed ordinance amending Ordinance G22-75 for procedures in issuing non- referendum general obligation bonds . The staff recommended that because of inflationary factors and generally prevailing condition in the market for the city ' s bonds that the enabling ordinance be amended to authorize the issuance of the city ' s bonds at a rate of not to exceed ten per cent per annum. Preliminary Report on the 1981 Budget . The Council reviewed a preliminary 1981 budget report from the Finance Department, which indicated the preliminary 1981 totals reflect a deficiency of $456,000 in the means of financing over the budget estimates , and a deficiency of $412, 385 in revenues over expenditures . Mr. Nelson stated there is no reason to panic because it is not critical but it is an urgent matter that should be looked at . The primary cause of the financial difficulty is the decline in sales tax, and if the expenditures do exceed the revenue the difference would have to come out of the cash Committee of the Whole Meeting October 4 , 1980 ebbk Page 2 balance carried into 1981 , which would put this balance far below the ten percent recommended by the city ' s auditors . Councilman Hill stated that this is an election year and he did not want to talk about raising taxes . Mr. Hill suggested that the city have a survey like the school district just had and see what services the people would like cut . Councilman Waters asked if there were any additional sources of revenue. Mr . Nelson stated that Mr . Bolerjack is in the process of preparing a report and since the Council did not want to raise the tax levy they might want to consider a utility tax. A utility tax would aid the city ' s cash flow and the money would be available immediately as opposed to the lag in time between property tax assessment collection and the distribution to the city. Councilman Barnes asked what the difference would be if you kept the same tax rate and then used a utility tax. Mayor Verbic stated nothing . Councilman Kirkland requested that a list of source of revenues be prepared. Councilman Barnes asked that possible reduction in capital improvements be included in this report . Mr . Nelson stated that the requests in the 1981 budget amounted to $22 , 734,000 and this had been reduced to $ 16 , 506, 000 . Councilman Hill asked if anyone had considered a cable television tax. Mr . Nelson stated the city already had this and projected $75 ,000 income for 1981 . Mayor Verbic pointed out that many other cities are in the same situation and they are working on productivity and personal services . Mr. Nelson stated that based on what we are looking at tonight he expected to bring a bare bone budget to the Council . r Handicapped Parking Sticker. eik Mr . Nelson stated that the Office of the Secretary of State has informed the city that Public Act 81 - 171 provides that the Secretary of State shall provide the design, size and color of a handicapped motorist decal or card, which shall be used by local authorities in the issuance thereof to a handicapped person . The local governing authorities shall be responsible for supplying and issuing the handicapped parking card and its designated placement within the vehicle. Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 :45 P.M. Marie Yearman City Clerk r r Committee of the Whole Meeting October 22, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, October 22 , 1980, at 7 : 00 P.M. , in the Council Conference Room of City Hall . Members Present : Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson , Waters and Mayor Verbic. Absent: None . Also present : City Manager Leo Nelson, City Clerk Marie Yearman, and members of staff . Proposed Ordinance Establishing Residency Requirements . Mr. Nelson indicated to the Council this proposed ordinance was on tonight ' s Council Agenda for formal passage . A memorandum from James C . Aydt was also furnished to the Council which responded to inquiries made by Councilman Kirkland relative to our current ordinance and the impact of the proposed ordinance offered by Councilman Hill . Proposed repairs to Well 5A . Mr. Nelson stated that Well 5A failed in July, 1979 and the well will require pulling to determine the problem. The staff recommended that Layne Western be authorized to pull the pump and motor and determine the problem and what repairs are required. The bid received from Layne-Western indicated the cost to perform the basic pulling and resetting work would be $9,964.00, plus $200.00 for materials that would be required for any normal installation. This would make the total not to exceed price $ 10, 164. 00 . If there is a problem in the motor leads , the City may be able to negotiate a lower price for pulling and resetting even though the repair work is beyond the one year warranty. The Council approved the staff ' s recommendation. Proposal to perform additional work to the Willard Avenue Detention Area. The staff advised the Council a change in the plans and resulting additional work is deemed necessary because subsurface conditions are wetter than normal and these conditions prohibit completion of the basin bottom at this time . A clay liner for the basin was originally proposed, however, because a high water table is infrequent, the staff felt that the clay liner could be eliminated at a considerable cost savings to the City. The original cost estimate for the clay liner was $37 , 500. The proposed additional work is aimed at achieving two goals : ( 1 ) To allow total completion of the project this year. Without Committee of the Whole Meeting October 22 , 1980 Page 2 installation of the proposed perforated underdrain, it is doubtful that the bottom of the basin can be completed this fall . ( 2) Once the project is complete , to insure a greater number of days during the year that the area will be dry and therefore, usable for recreation. The staff has recommended awarding the additional work to J .S . Riemer Excavating Contractors at a cost of $ 16 , 375 . The Council approved the staff ' s recommendation. Proposal to replace the roof on the main lodge at Hawthorn Hills . The staff advised the Council improvements were continuing on the large lodge at Hawthorne Hills and recently they had contacted three roofing contracts for bids on replacing the old , worn roof . Mr . Nelson stated the 1981 budget provided for $5 , 000 of general revenue sharing funds to assist in the renovation of this property . The appropriation for 1980 was $5 , 000 and expenditures for improvements through October 7 , 1980 amounted to $3 , 152.60. The low bidder for replacement of the subject roof was Johnson Roofing Company . The Council approved the replacement of the subject roof . Proposed repairs to the Slade Avenue Water Treatment Plant Mel Dahl advised the Council that back in September, 1980, the need to add bracing to two walls at the Slade Avenue Water Treatment Plant was discussed with the Council , and at that time Rasmussen Steel submitted a cost figure in excess of $ 20, 000. The staff at that time asked that the matter be tabled until they could see if there might be some cheaper method which could give the same result . Mr . Zegers was able to come up with a cheaper solution and a proposal was obtained from Illinois Hydraulic in the amount of $4,900. The Council authorized Illinois Hydraulic to proceed with this work. Proposal from H . W. Lochner, Inc. to complete phase one of the Northend Bridge Project . The Council reviewed a letter from H . W. Lochner, Inc. , which set forth revisions to the estimate of manhours and costs due Committee of the Whole Meeting October 22, 1980 Page 3 a re-evaluation of the work program. The Lochner firm estimated that the additional compensation needed to complete Phase One under the new Federal regulations is $41 ,474. Mr. Nelson stated that several months ago this firm' s quote for the project was $ 140,000 and due to subsequent meetings with Federal and State officials , who agreed they were satisfied with things already within the report and which resulted in the lower quote. Mayor Verbic stated the original estimate was $ 161 ,000 so we were saving approximately $ 100, 00 as a result of the meetings with these officials , and if we want to complete phase one we can because the funds are available through the Urban Cross- Town Fund, which we have not drawn on up to this point . Mr . Nelson stated the only feasible way to get the bridge done is to do it in phases because we could end up with a lot of property and no money to build the bridge and roadway. Mayor Verbic stated that if we don ' t start now the cross-town money will be given to some other community. Councilman Hill stated we must proceed now because the construction costs would get worse and if it cannot be done in a single phase we should go to as many phases as we need. Mayor Verbic stated we have spent over $300, 000 which would go down the drain if we don ' t proceed . We don ' t have the money but it has been appropriated for us . Councilman Gilliam stated if we don ' t do it now we will never get it done . Mayor Verbic stated that we should proceed to finish phase one and be ready to move should the funds become available as in the case of the Kimball Street Bridge . The Council unanimously agreed to proceed with phase one of the northend bridge and to accept the proposal tendered by H. W. Lochner. Spring Street Parking Facility . Jim Bolerjack advised the Council he was reasonably sure he could obtain a bid of 8 3/4 % for the parking deck bonds at this time, or the Council could rebid in early December. We would need the money in late December or early January and to rebid would be taking a gamble because the rates could get worse. Paul Speer felt that by locking yourself into the re-bidding process you would have to pay even it if turned out to be 10%. Committee of the Whole Meeting October 22 , 1980 Page 4 Mr . Nelson stated that you have 60 days to award the construction bid or awarding the bid for construction could be held up. Mr . Speer advised Mr. Nelson the most prudent thing to do is award the bid for the sale of the bonds at this time . Councilman Gilliam stated he felt the bid of 8 3/4% should be accepted and the city should not gamble , lock the bid in , award the construction bid and proceed. Councilman Waters stated that he concurred with Councilman Gilliam. Mayor Verbic stated that he would probably gamble because we could save over $ 200, 00 and we have a nine week period to rebid. The market could go down and we could still award the construction contract . Councilman Hill stated he would go along with taking this chance and pointed out that with risk goes reward sometimes . Councilman Barnes stated that this was never his favorite project but he would not vote against it at this time and he concurred with Councilman Gilliam. Councilman Kirkland and Nelson agreed with Councilman Gilliam. Mary Smith of Carl Walker and Associates advised the Council the construction bids were opened this morning and they were going to recommend that the bid be awarded to Lamp Construction, Inc . Ms . Smith stated they could be on the site by November 10th and the completion date of the project could be scheduled for October 5, 1981 . Councilman Hill stated that as long as we have the money coming we should get it finished . Mr . Hill also indicated he was happy to see the construction contract go to a local firm. Proposed Citizen Survey The Council reviewed the proposed citizen survey which is to be distributed with the next copy of the City Circuit . Mr. Nelson asked if there were any additions , deletions or comments from the Council . Councilman Barnes stated he thought we should catalogue people in terms of neighborhoods . Councilman Kirkland state he thought we should break into the catagories topic wise . r Committee of the Whole Meeting October 22 , 1980 Page 5 Councilwoman Nelson asked why the need to know the citizen ' s age. Councilman Barnes stated that generally the responses come from the older age groups . Councilman Kirkland asked if there was going to be any advertising. Mr. Nelson stated that this would be done. Mayor Verbic felt that some thought should be given to reducing the number of questions . Discussion of new revenue sources and a report on the 1974 revenues . Jim Bolerjack advised the Council that six years ago he made an extensive study to find alternate financing solutions to the property tax, with the expressed desire of the Council to maintain the 1980 property tax at the approximate $ 1 .6334 rate per $ 100 assessed valuation, this would again be the time to consider other financing solutions to the property tax. The utility tax has been considered by the city in the past, but the general conclusion by the Council was that rather than adopting this tax, it would be better to extend property taxes . A number of Illinois cities have adopted this tax and you can also be selective as to the utilities taxed. An estimate of the revenue producing abilities of this tax for all utilities is about $350 , 000 to $400,000 per year at a 1% rate . If there is further interest in this tax, the utility companies can supply more complete information. The city ' s water utility would have produced an estimated $ 29,000 during 1980. Some of the advantages of this particular tax are as follows : Since it is paid in relative small amounts , the burden does ' nt fall at one time. Utility bills are being sent now so an addition to the billing would require minimal expense. Collection ratios are high. Improved cash flow since money would be received monthly. Simplified budget procedures , since the money would be received in the current year . Property taxes are received 12 to 2 years after budget adoption. r Committee of the Whole Meeting October 22, 1980 Page 6 eik Mr . Bolerjack stated the following sources might also be considered: A refuse user fee could be established at the beginning of each year to completely finance the refuse collection system which is estimated at $708, 370 in 1981 . A sewer user charge based on water consumption, flat rate or a combination of both . A sewer charge could be established at any percent of water used and any maximum amount desired could also be set . Vehicle license fee have not been incresed since 1975 if the Council wished to increase the sticker price to $ 15 for autos and an increased rate for trucks , the General Fund would gain $ 185 ,000 to $ 200, 000 per year . Ambulance Service Fees could be increased to $45 for residents and possibly to $ 75 for non- residents which should produce about $20, 000 additional revenue. However, this increased rate would not cover the costs of this service. Business licenses fees have not changed much since 1955 , a comprehensive business license ordinance similar to that used by several other cities could produce an additional $250, 000 per year. A summary of the potential increases set forth in Mr. Bolerjack ' s memo were as follows : Minimum Maximum Utility Tax 1% $350,000-$400, 000 5% $ 1 , 750, 00 - Refuse Collection 75 -50 708, 370 2,000,000 Sewer User Charge 7 . 5% 208,645 7 . 5% 208,645 Vehicle License $ 15 185 , 000 $ 15 200, 000 Ambulance Fee $45 20, 000 $50 30, 000 Business Licenses 50, 000 250, 000 Councilman Barnes stated that he was reaching the point where he might consider the utility tax and reduce or hold the line on the property tax. Mr . Barnes stated he had no problem raising the vehicle license and perhaps this should be done by weight of the vehicle just like the State does . Councilwoman Nelson stated she thought the business licenses , vehicle licenses and refuse fees should be considered . Mrs . Nelson stated she would like to see a fee for pinball machines for at least $30. 00 per machine. Councilman Waters stated that the point has been made and we need a more diverse revenue base . eft Mayor Verbic suggested that the Council should look at the budget first to see what the needs are. Committee of the Whole Meeting October 22, 1980 Page 7 Councilman Kirkland stated that people object to the large amount of real estate payments and the utility tax might be more acceptable to them. Councilman Gilliam stated that if the budget has to go up then we should decide something about the additional revenue . Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 10: 05 P.M. C,/ Marie Yearman, City Clerk r r Committee of the Whole Meeting rft November 5, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday , November 5 , 1980 , at 7 : 00 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent : None. Also present : Yearman, Jentsch, Binninger, and members of staff . Proposed No Turn on Red Sign for eastbound traffic on Kimball Street at North Grove Avenue . The Council reviewed a recommendation from the Traffic Committee that right turns on red be prohibited for the eastbound traffic on Kimball Street at North Grove . When the eastbound vehicles stop for the red signal , the drivers view on the north is obstructed due to the W. R . Meadows complex at the northwest corner of the intersection, and the eastbound motorists make right turns on red signal without being able to see the on coming southbound vehicles on North Grove Avenue. The Council approved the Traffic Committee ' s recommendation. Proposed No Turn On Red Signs at the intersection of Dundee Avenue and North Street . The Council reviewed a recommendation from the Traffic Committee that right turns on red signal be prohibited from North Street, both east and west of Dundee Avenue , onto Dundee Avenue. Eastbound motorists on North Street are allowed to make right turns on the red signal and a majority of these vehicles make a left turn from Dundee Avenue to go east on North Street east of Dundee Avenue . This hampers the movement of through traffic on Dundee that has the green signal . The reverse movement on North Street from the east to west side of Dundee is similar . A hazardous accident potential exists due to this compound traffic movement at two traffic signals within a short distance. The Council approved the Traffic Committee ' s recommendation. Proposed change to the parking restrictions on the north side of Jay Street from Liberty to LaVoie . Mr. Nelson stated that a resident living on Jay Street has requested a change in the parking restriction on the north side of Jay street, where presently the restriction is no parking November - March. This parking restriction was instituted at the request of the Transportation Department . Ray Moller has recommended that the parking restriction be changed to no parking from 6: 00 A.M. , to 6 : 00 P .M. , Monday through Saturday . The Council approved the proposed parking change. Committee of the Whole Meeting November 5 , 1980 Page 2 Proposal to install Traffic Signals at Illinois Route 31 and Tollgate Road and further to request the installation of temporary signals during the interim. Mr . Nelson stated that people in the Elgin Oaks Industrial Park are experiencing extreme difficulty in exiting that Park out onto Route 31 , via Tollgate Road , which is the only exit. Correspondence from IDOT indicates that upon completion of a traffic engineering investigation and evaluation at the subject location , they agree traffic signals are warranted . The staff recommends the Council pass a resolution requesting that IDOT install temporary signals immediately, and include a provision that the City would be willing to assist with the installation of the temporary signals , such as paying for the electrical energy to operate the signals . The Council approved the staff ' s recommendation . Request from Dunn Geoscience Corporation for additional funds b or work associated with Gravel Mining/Reclamation Project at the Elgin Mental Health Center site . The Council reviewed the following summary of revised costs : Remaining in the budget as of 10/ 1 /80 + $ 1440. 93 Coates , expended but not reimbursed to 10 ' 1 /80 - $ 1789.00 Dunn Geoscience , expended but not reimbursed (as of 10 '24 80 - $ 1061 . 25 Cost estimate , Coates , Hansen , Dunn ( 30, 31 , October, 1 November) 10% contingency - $4494. 00 - $5903 . 32 Mr. Nelson stated that some of the additional costs were due to meetings that had been postponed . Councilman Barnes asked what the cost amounted to for postponing the first Land Use Meeting . Bob Malm stated approximately $ 2500 .00 Mr . Nelson stated that it would be necessary to amend the original contract to provide for the above additional costs . The Council approved the proposed amendment . Committee of the Whole Meeting November 5 , 1980 Page 3 r Request for additional funds for the Seal Coat Program. Mr. Nelson stated the 1980 budget provided $ 50, 000 for this program and although the Council previously appropriated by resolution $44 , 000 of MFT funds for this work, the staff needed an additional $6, 777 . 98 of MFT funds for the seal coat program. The Council approvedthe request for additional funds . Request for authorization to submit a Grant Application seeking funds for two special recreation programs . The Staff memorandum stated the grant requested provided for the purchase, equipping and staffing of a small bus or van to provide a mobile recreation base to provide summer recreation programming to targeted neighborhoods , and to provide trans- portation for handicapped persons to various recreation programs sponsored by the City . The second part of the grant provided for new lighting and permanent basketball goals in the Elgin National Guard Armory. Mr . Nelson stated that he had been advised by International Systems there is a deadline to met on this grant and the information received from the government agency was vague and to what strings would be attached to the grant . Mr . Nelson stated that he was not confortable in applying for this grant and would recommend that we do not apply for same at this time, because he would want to be sure just exactly what we are getting into. The Council agreed that nothing should be done about the grant at this time. Proposed amendments to the City ' s Off-Street Parking Lot Ordinance . Rob Roll stated that a petition was filed by the City of Elgin which requests certain amendments to Chapter 19.44 of the Elgin Municipal Code "Off-Street Parking" . The proposed amendments have been developed in response to comments and criticisms regarding the current parking lot ordinance. Ed Kelly, Executive Vice President for the Elgin Area Chamber of Commerce formed a Joint Study Committee to review the Elgin Parking Lot Ordinance . The results of the Joint Study Committee ' s review were summarized in a memorandum. Pursuant to the Joint Study Committee ' s review, a City of Elgin r` Interdepartmental Committee was formed . The committee was comprised of Leo Nelson, Mel Dahl , Gary Miller and Rob Roll . The Interdepart- mental Committee developed a proposed amendment to the Elgin Parking Lot Ordinance and forwarded it to the Elgin Planning Committee . Committee of the Whole Meeting November 5 , 1980 Page 4 Mr . Roll recited the following Interdepartment Recommendations : Applicability . The interdepartmental recommendation eliminates the November 1 , 1980 deadline and replaces it with a "public nuisance" applicability provision . Variations Deletes the eighteen month maximum for phasing of improvements and adds the " location or elimination of required curb islands" to the list of variations . Performance Bond Required . Places the emphasis on the performance bond requirement and provides for the phasing of required site improvements through the sub- mission of an acceptable performance bond. Curbing . Eliminate the required curbing from a parking facility, or any portion thereof, which is located behind the front wall of a principal building within an industrial subdivision . Additionally, the recommendation eliminates all required curbing for parking facilities within municipal parks and golf courses , except where deemed necessary. Screening and Trees - Generally . Eliminates the required screening and trees from a parking facility, or any portion thereof, which is located behind the front wall of a principal building within an industrial subdivision. Trees - Standards . Retain the current tree standards , but reinforces creativity in landscaping by emphasizing that the required trees need not be planted at fifty foot intervals . Screening - Standards . Retain the current screening standards . Curb Islands . Eliminates the required curb islands from a parking facility, or any portion thereof, which is located behind the front wall of a principal building within an industrial subdivision . Committee of the Whole Meeting ` November 5, 1980 Page 5 Ed Kelley of the Chamber of Commerce stated that his memorandum of February 12, 1979, to the Joint Study Committee, outlined the amendments requested by his committee. Mr . Kelly stated one of the main concerns of the group in attendance at their meeting was the problem with snow removal because of the required curbing and the landscaping, both of which were costly items . Mr . Kelly stated he had conducted a survey and found that Elgin was much stricter than other communities . Mr. Kelly stated that the proposed 100% bonding came up after their committee met and had not been discussed , but anticipated considerable opposition from the developers on this . Bob Levine stated that he was against all curbing which would produce tremendous savings if this was eliminated. He thought the proposed amendments by the interdepartment committee was a step in the right direction . Fred Ledebuhr and Elmer Hansen also indicated they were supportive of the intersepartment committee recommendations . The Council voted unanimously to have the staff proceed with the interdepartment recommendations . Spring Street Parking Facility The Council reviewed a letter from Carl Walker & Associates relative to a proposed contract amendment to provide for a Resident Project Representative, and fee for same, which would be billed hourly, plus expenses , on the basis of payroll costs times a factor of 2 . 2 to a maximum of $ 20, 000 . The Council approved the proposed amendment . Mr. Nelson asked the Council if they would be interested in a groundbreaking ceremony. The Council indicated they were not interested. The Council reviewed a letter from Walter H . Flood & Company which set forth a fee schedule for their providing qualified technical personnel to perform inspection and testing services in accordance with the general specifications . The Council approved the proposed fee schedule. EPA Sewer Study eft. Mr . Nelson stated the city had received $30, 750 for reimbursement of the sewer study cost . Committee of the Whole Meeting November 5, 1980 Page 6 Special Assessment Areas Mr. Nelson stated that sometime ago the staff had furnished the Council with a list of possible future assessment areas similar to the needs of Area 1 . Mr . Nelson asked if the Council would like to going over these again at this time, or if they preferred to wait until we see what happens in Area 1 . A majority of the Council indicated they would like to wait to see what happens in Area 1 . Councilman Waters indicated he thought the staff should be ready to proceed with the other assessment areas . Budget Schedule The Council agreed to meet from 6: 00 P.M. to 8 : 00 P.M, on November 12th, and from 6: 00 P.M. to 8: 00 P.M. , on November 19th, to review the proposed 1981 budget. Thanksgiving The Council agreed to hold the next Council meeting on Tuesday, November 25th . Adjournment There being no further business to come before the Committee of the Whole, the meeting adjourned at 8: 35 P.M. Marie Yearm n, City Clerk r Committee of the Whole Meeting November 25, 1980 The Committee of the Whole Meeting was called to order by Leo Nelson, on Tuesday, November 25 , 1980, at 7 : 30 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent : None . Also present: Nelson, Yearman, Jentsch, Binninger and members of staff . Report from the Elgin Area Chamber of Commerce relative to the Visitor Convention Program. Marianne Nelson of the Elgin Chamber of Commerce read the following letter: " It is public knowledge that the Holiday Inn of Elgin is doubling its size. At a public opening of general contractors bids on November 13 , 1980, we received cost quote figures in excess of 3 million dollars for this planned expansion soon to begin. We expect the total cost including all the related expenses to approach 5 million. An undertaking of this size is dependent on the success of expected increase revenue from sales . Therefore, we are looking forward to the support, knowledge , and assistance your Chamber, and specifically the tourist and convention division can provide . As you know increased room occupancy generates more tax revenue from the 3% motel rooms tax. Specifics of our expansion call for 105 additional new guest rooms, as well as increasing our banquet and conference room capacity to 550 persons . The inner courtyard will be completely sheltered by a dome roof allowing for guest recreation year round. Planned for this area are a swimming pool , jacuzzi , sauna, electronic game area, lots of live green plants , and conversation areas . The Elgin Chamber of Commerce will paly a vital role in the success of the ' all new ' Holiday Inn of Elgin . We are indeed anticipating many mutual benefits for the city and the chamber" . Mrs . Nelson stated that convention-wisitor business is the third largest industry in Illinois . The goal of the Elgin Convention/Visitor Bureau is to increase Elgin ' s share of this business . Mr. Dave Harmon stated that as costs for making sales calls escalate, companies increasingly are relying on trade show exhibits to qualify sales prospects and produce sales leads . Mr. Harmon further stated he would like to go to the business men in the Tri -cities and Tri - State because he believed the valley is unique and we can bring this kind of business to our area . Councilman Hill asked what the city had in the budget for the convention program. Mr . Nelson stated $ 20, 500 . Committee of the Whole Meeting November 25, 1980 Page 2 Councilman Waters stated this was a lonely endeavor and they should be commended for their efforts . Councilman Hill asked what about the ordinance relative to serving alcoholic beverages in the Hemmens Building . Marianne Nelson stated the committee was exploring the possibility of creating anew license which would only be available to someone who has a license and they they could bid for the concession . Other cities are being contacted to see how they handle their liquor concessions and food concessions . Councilman Hill stated he thought this ordinance should be given some priority. Request to convert Michigan Street to a one-way southbound street. Mr. Nelson stated this request came from some of the residents and although 40 families received letters , which were in English and Spanish, only ten questionnaires were returned, seven of which were in favor and three opposed to the conversion. The Traffic Committee for safety reasons recommended that an ordinance be adopted for converting Michigan Street one-way southbound and Fifford Place one-way eastbound between Michigan Street and Raymond Street . The Council directed that the ordinance be prepared for the next Council meeting and that all the residents be notified again that this action is being taken. Proposal to amend the agreement with Soil Testing Services . The Council reviewed a staff recommendation to update the proposal from Soil Testing Services . The original estimate for services was $7 ,800, but due to soil conditions additional time and testing will be required. An additional $3 , 100 will be required for completion of their work and this brings the total contract estimate to $ 10, 900. The Council approved the updated proposal . Proposal to adjust the rental rates and service charges at the Hemmens Building for 1981 . Councilwoman Nelson stated she felt the new rates would price the local people out of the market . Mr. Nelson stated the building is not paying for itself and there eimik was a provision to lower the fee for local people in the proposed ordinance. Ed Spurr, Acting Manager of the Hemmens Auditorium stated that the proposed fees are lower than other comparable facilities . Committee of the Whole Meeting November 25 , 1980 r Page 3 The Council approved the proposed Hemmens Building Rates for 1981 . Request from ECC to provide parking control services through the Elgin Police Department . The Council reviewed a letter from Elgin Community College which pointed out the difficulty they were having in keeping the fire lanes and emergency access area clear of vhicles . The College requested that they be allowed to enter into a contract with the City of Elgin to have citations issued by the Police Department and/or towing instituted as the Police Department would deem necessary. Mr. Nelson pointed out that the College would pay for all signs . Chief Van De Voorde stated that this would have public benefit and it is the only way to enforce fire lane clearance . The Council approved the proposed contract with Elgin Community College. Preliminary information relative to pin ball machines . Mr . Nelson stated this item was informational , which the Council might want to consider . The Illinois Revised Statutes does provide the right to license for revenue, the State of Illinois presently licenses mechanical amusement devices at $ 10.00 per machine annually . The Illinois Department of Revenue is checking to see if a list of machines licensed in Elgin can be made available to the city . Fred Carlson estimates there are 200 mechanical devices in Elgin. West Dundee presently has an annual license fee of $ 100. 00 per machine. Letter from the Illinois Department of Conservation notifying the cit of an award of 100, 000 to ac•uire additional . ro•ert alon. t o east san o t e Fox River. Mr . Nelson stated this item was on the agenda just to advise the Council that the grant application filed by the country was successful . The grant amount is $ 100, 000, and the city ' s share is $48,000. The property designated in this grant is the Castle property, which consists of approximately 1400 feet of river- front property , just south of the Campbell property. Mr . Nelson stated he would direct the staff to prepare a map to reflect properties owned by the city along the riverfront . Proposal for amendment in towing contracts . The Council reviewed a staff memorandum, which pointed out how the Police Department has been processing any and all paperwork and mailing, and motor vehicle title sear duties for the towing agencies • Committee of the Whole Meeting November 25, 1980 Page 4 on call through contractual agreements with the city . These various administrative duties are necessary in order that towed vehicles be property processed and have always been completed by police personnel at no cost to the particular towing agency. On the other hand, towing agencies have regularly billed the police department for tows of disabled police vehicles and other vehicles confiscated by police for evidentiary or operational purposes . Through September , 1980, the police department has been billed in an amount totalling $598 .00 . The staff recommended that after hour tows of disabled police vehicles and all police tows for vehicles of an evidentiary importance should be the contractual responsibility of the tow agency on call to be performed at no cost to the city in consideration for the various administrative and clerical duties performed by the city at no cost to the towing agency. The Council directed that the towers be furnished a copy of this recommendation, an ordinance be placed on the council agenda, and the effective date of said ordinance be changed to January, 1981 . Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 9:45 P.M. 1r ' : i a • Marie Year 4.n, City C er r fmk Committee of the Whole Meeting December 10, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, December 10 , 1980, at 7: 00 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes , Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic . Also present: City Manager Leo Nelson , City Clerk Marie Yearman , Corporation Counsel Erwin Jentsch, and members of staff. Request for a lower priced City vehicle sticker for certain classifications of handicapped drivers . Cynthia M. Dennison, representative of the United Way of Elgin, stated she was requesting that individuals living within the City Limits of Elgin, who qualify for License Plates for Handicapped Drivers in the State of Illinois, be allowed to purchase City of Elgin vehicle stickers at the reduced rate that is now allowed handicapped veterans . Individuals who qualify for License Plates for Handicapped Drivers in the State of Illinois , whether they are veterans or non-veterans all face the same frustrations and problems in actively competiting in the job market as well as the additional required expenses to purchase and install special equipment in their vehicles and homes . Mrs . Sue Langum, representative of the Jayne Shover Easter Seal Rehabilitation Center stated that they have an ongoing commitment to the handicapped citizens of Elgin to eliminate barriers and reduce burdens which they face because of their handicap. Mrs . Langum requested that the City Council give thoughtful consideration to the request that all handicapped citizens , including non- veterans be entitled to the reduced sticker fee which is available to senior citizens and to handicapped veterans . The Council unanimously voted to have an ordinance prepared whereby there would be no license fee for the first passenger vehicle owned and operated by a disabled veteran or physically handicapped person, who is entitled to disabled veterans registration plates or physically handicapped persons registration plates from the State of Illinois . This ordinance is to become effective in January, 1981 , and anyone who has already purchased a vehicle sticker, and would fall into this catagory would be given a refund . Proposed sale of alcoholic beverages at the Hemmens Auditorium. The Council reviewed a memorandum from Corporation Counsel Jentsch, Committee of the Whole Meeting December 10, 1980 Page 2 elk together with copies of the concessionaire agreement used by the Paramount Arts Center in Aurora and the City of Dubuque. Mayor Verbic stated that Aurora has had problems because of constant turn over of concessionaires, and at the present time the/ just have the staff handle soft drinks and wine. Councilman Hill stated the anticipated convention type meetings would be no better off than they are now with this type of restriction. Mr. Hill thought maybe some of the local business establishments should be contacted to see if there would be any interest on their part . Counsel Jentsch stated it was necessary for the Council to provide some direction concerning such specifics as to when and under what circumstances will liquor be permitted, what types of alcoholic beverages shall be made available and what facilities the concessionaire is expected to provide . Ed Spurr, Hemmens Auditorium Manager stated that he did not have the staff to handle this . Councilman Hill stated he would rather see an outsider handle this activity. Mayor Verbic stated the Council should decide what is wanted and then put it out for bid. Mr. Nelson stated it sounded like the Council preferred to assign the activity to a concessionaire and let him do the workup. The project could be bid out on a competitive basis , but the bid should be for more than one year, because the concessionaire will need that time in order to cover his investment in equipment which may be needed . Alcohol would be available at functions where guests were present by invitation only, and for special events by ticket only the serving would be limited to wine and soft drinks . Counsel Jentsch stated that with this information he could proceed to prepare an ordinance for the Council ' s approval . Proposed 1981 golf rates The Council reviewed a recommendation from the Parks and Recreation Board for the 1981 golf rates . This recommendation included an increase for Senior Season Passes at Spartan from $ 108.00 to $ 160 . 00, and at Wing Park from $63 .00 to $85 .00. The Council indicated they had no problem with the rest of the proposed rates , but asked if the senior citizens had been advised of their new rates . Committee of the Whole Meeting December 10 , 1980 Page 3 Phil Bennett indicated the senior citizens had not been notified. Mr. Nelson stated the senior citizen season pass holders could be notified and the proposed ordinance put back on the agenda next week. The Council felt that they had promised the senior citizens any new rate would first be discussed with them, and this should be done. Revised contract for engineering services for the Northend Bridge Project . The Council agreed to proceed with the engineering services as outlined in the revised contract . Temporary Signals at Route 31 and Tollgate Road . Mr. Nelson advised the Council that the State Highway is ready to go ahead with the temporary signals at this location, and the city ' s share is $7500. 00 . Water Supply and Distribution Improvements . Mr. Nelson passed out a tabulation of bids for the river intake and pump stated, and water transmission mains. Mr . Nelson stated he should be receiving a recommendation from Black & Veatch and then this would be ready at the next Council meeting . Discussion of revenue sources necessary to support municipal services in 1982 . Councilman Barnes stated that we should consider going to another revenue source, and this could be achieved by going to a utility tax, but the property tax should be decreased by the same amount . Councilman Hill stated we should be concerned about covering the 1982 needs . Councilman Waters stated he would support the utility tax in 1982, with the abatement of the property tax. Councilman Kirkland stated he agreed with Councilman Barnes ' assessment and he did not feel this was a terrible tax for the elderly and poor. The landlords would pass on this increase and it might produce an incentive to conserve energy . Mayor Verbic stated that any tax is horrible and you do hit the elderly and poor people who rent . This is not a deductible tax and according to the IRS there are 40% homeowners in Elgin who itemize on their tax returns . Some of the industries in Elgin pay tremendous utility bills and they will be hit hard Committee of the Whole Meeting December 10 , 1980 Page 4 this may have some bearing on whether they will stay, whether they will expand, or whether we can attract new industry to Elgin. Adj ournment There being no further business to come before the Committee of the Whole , the meeting was adjourned at 9: 35 P .M. Marie Yearma , City Clerk rik r r Committee of the Whole Meeting December 17 , 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Wednesday, December 17 , 1980 , at 7 : 00 P.M. , in the Council Conference Room of City Hall . Members present ; Councilmen Barnes , Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent: Councilman Gilliam. Also present: City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch , and members of Staff . Reconsideration of 1981 Golf Fees . Phil Bennett advised the Council that on December 16th, he and Jerry Ludvigson met with a group of 12 senior citizen golfers for the purpose of imput on the proposed 1981 season pass rates . The staff recommendation and Park ' s Board recommendation was as follows : Spartan Wing Staff Board Staff Board $ 125 $ 160 $ 72. 50 $85 Mayor Verbic asked how many senior citizen passes were sold last year. Jerry Ludvigson stated there were 37 at Wing Park and 105 at Spartan . Several senior citizens present at the meeting objected to the $ 1 . 00 surcharge made in order to play on weekends and holidays . Mr . Nelson stated the senior citizens who attended the meeting with the staff indicated they would be willing to go along with the staff ' s recommendation. The Council felt the staff ' s recommendation was fair and voted unanimously to have an ordinance prepared reflecting the new fee schedule. Discussion regarding energy conservation retrofit eroject ' s recommendations for Municipal Building, Hemmens Building , Engineering Building , Public Works Building and Fire Station #2 for 1981 . Mr . Nelson stated that through the efforts of Frank Kaiser, Building Maintenance Director, he had been able to save 52% of t e energy costs this year. Committee of the Whole Meeting e"'' December 17, 1980 Page 2 Mr. Kaiser stated that he had gone as far as he could and was in need of technical assistance . Mr . Kaiser introduced Kevin Lichtfuss , a design engineer with Beling Consultants and Gary Ruck of G . A. Ruck & Associates . Behling Consultants was engaged to prepare a complete technical assistance report on the municipal building, hemmens building, engineering building, public works building and fire station #2. Gary Ruck reviewed with the Council a building summary for each of the above buildings , each summary reflecting the initial cost, energy saved and simple payback in years . The staff recommended that the following energy conservation retrofit projects be considered for funding in 1981 and 1982 : Municipal Building Vestibule for North Police Door $ 1 , 200 Reduced Ventilation 1 , 200 Insulation for Expansion Tank 180 Energy Management System 30,000 Perimeter Insulation 3 ,400 Hemmens Building $35 ,980 Energy Management System 30, 000 Lobby Ceiling Fans 2, 500 Fascia Insulation 5 ,600 $313, 100 Engineering Building Night Set Back Controls 1 , 500 Paint Spray Booth Removal 500 $2 , 000 Public Works Building Oil Fired Unit Heaters Removed Infra-red Gas Heater Installed 7 ,000 $7 , 000 Fire Station #2 Reduction of Outside Air Intake 600 Sheet Metal Work Hose Driers 200 Timers for Exhaust Fans 200 Relocation of Thermostats 200 $ 1 , 200 Mr . Nelson stated that Roger Dahlstrom had indicated there may be block grant money available for these improvements and the Council might want to see what money is available before spending our money . Mr . Nelson also suggested that we wait for the completion of reports on the Bus Garage, Pavilion, Museum, Old Main Building and Fire Station ##4. Committee of the Whole Meeting December 17, 1980 Page 3 Proposed increases in ambulance and sewer service fees . Mr . Nelson stated that the Council has talked about the ambulance fees all the way through the budget review, and although it was never intended that this program should pay for itself the fees have remained the same since the service was first offered in 1973 . Mr. Bolerjack proposed the following fees for 1981 : Present Projected Within Corporate Limits $ 35 . 00 $ 50.00 Outside Corporate Limits $ 50 . 00 $ 75 . 00 The Council approved the projected fees and directed that an ordinance be prepared. Mr . Nelson stated the sewer service should pay for itself, and at one point the city decided to drop out of this service and the public indicated they wanted the service back. Due to the service costs growing each year the present fees no longer cover the costs , and the following rates were proposed by Mr . Bolerjack: Present Projected Normal Working Hours $ 25 . 00 $ 35 . 00 All Other Hours 30. 00 50 .00 The Council approved the projected fees and directed that an ordinance be prepared . Proposed crime analysis grant . The Council reviewed a staff recommendation for approval of a Kane County crime analysis grant . The staff pointed out that the Elgin Police Department is currently serving as the COBOL test site for the Police Operations Support System, Crime Analysis Support System and Investigation Management Information System. All these systems were secured through the Crime Analysis Unit. In review, the past three and one half years show an increase in the units level of sophistication. In order for the unit to further expand in 1981 it will be necessary for the computer equipment being used to be further expanded . Without the further development requested in this application the imple- mentation and effective use of CASS and IMIS will be greatly hindered and ultimately effect the further development of the unit . Mayor Verbic asked what additional costs would be involved. Chief Baird stated there would be no additional employees needed and the maintenance figures were included in the grant. The M Committee of the Whole Meeting December 17 , 1980 Page 4 City ' s share of the cost would be $ 1252 . 00 in return for $20,000 of storage and hardware . The storage space provided would be good for three years or longer . The Council approved the city ' s participation in the Kane County Crime Analysis Grant . Discussion re appointments to the Board of Local Improvements . Mr . Nelson stated there had been some previous discussion as to whether the whole Council should make up the Board of Local Improvements . Mayor Verbic stated he thought the Council would be better off if they all were included on this Board . Corporation Counsel Jentsch stated he had no problem with this but it would be necessary to amend the present ordinance . The Council agreed they would all sit on this Board and the amended ordinance should be prepared. Housing and Community Development Block Grant Program FY- 1981 . rik Mr. Dahlstrom stated the following probably proposal presenters would be present for the HCD hearing scheduled for 7 : 30 P.M. , on December 18, 1980, and having talked with some of these groups, Mr . Dahlstrom felt some of the proposals would consist of the following : Neighborhood Housing Services - Residential Relocation and Neighborhood Housing Service . Greater Elgin Area Senior Center - Additional Funds to Re- Develop Senior Center. Community Crisis Center - Expansion into basement for children ' s play area. Central Elgin Corporation - Funds for business firms to start up with. Curb, gutter and lighting in downtown area. East Side Neighbors - Additional funds for rehabilitation program. Gifford Park Association - Mr. Dahlstrom has an appointment with their representative tomorrow. Crestwood Housing Cooperative - This is the new name for the Poplar Creek Development and they would like funds to control the water damage and for site design improvements . Elgin Housing Authority - Joan Abrams has been ill but Mr. Dahlstrom anticipates they will ask for funds for some interior rehabilitation. Elgin Park' s Board - small inter city park improvements . Mr. Terry Cox - Associated with the local Red Cross , would like k some emergency vehicle, and improvements to the Michigan Street area. • it Committee of the Whole Meeting December 17 , 1980 Page 5 (Pk League of Women Voters - Mr . Dahlstrom advised he had not talked with any principals of this organization and had no idea as to what they wanted . The staff asked that the following projects be given some consideration in the 1981 H.C . D. Budget : Inspection records microfiling - Due to the recent increase in code inspection activity in the Neighborhood Strategy Area and the upcoming additional demands of the Neighborhood Housing Services program, efficiency improvements in our inspection records handling are desirable. This project would require a budget of $ 16, 500. Comprehensive Planning - In order to complete the technical work and move to adoption and effectuation phases of the planning effort a budget of $80 , 000 will be required. In the past these expenses have been included within the H.C . D. package . Proposed ordinance regulating license fee for pinball machines . Mr. Nelson stated that at the last council meeting, this ordinance was tabled and the two gentlemen, who provide (elk these machines in this area, were supposed to supply the city with some figures reflecting license costs in the surrounding area . Mr . Nelson stated that to date he has not received any information. Councilwoman Nelson stated that she would be willing to reduce the fee from $ 100. 00 per machine to $50 . 00, but that she was not willing to go any lower . Councilman Waters stated he was willing to go along with the $50. 00 fee . Councilman Hill suggested that we go ahead and prepare the ordinance, using the $50.00 fee, and then if they want to come back with some further information, the ordinance could be amended that same night . Mr . Nelson stated the ordinance would be prepared for the December 23rd meeting , and he would advise Mr . Lee and Mr . Hersch. Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 8: 45 P.M. Marie Yearman City Clerk Committee of the Whole Meeting December 23, 1980 The Committee of the Whole Meeting was called to order by City Manager Leo Nelson on Tuesday, December 23, 1980, at 7 : 05 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Barnes, Gilliam, Hill , Kirkland, Nelson, Waters and Mayor Verbic. Absent : None. Also present : City Manager Leo Nelson, City Clerk Marie Yearman, Corporation Counsel Jentsch, and members of staff . Recommendation from the Mall Commission to increase fees for vendors operating on Fountain Square Plaza . The following fee increases were reviewed by the Council : Units up to and including 40 sq . ft . - an increase of $50.00, from the current $400 to $450 . Units over 40 sq . ft . - an increase of $ 200. 00, from the current $400 to $600. Councilman Gilliam asked why was the first item incresed 50%, because he thought this was rather high . Betsy Armistead stated that when these licenses were first offered the fee was set for smaller units which would only offer one or two items . They now have units offering over twenty items , which means more garbage and entails more maintenance. Mayor Verbic asked if the staff had any opportunity to discuss these increases with any of the vendors . Ms . Armistead stated that she had only talked with the popcorn vendor and she had been expecting some increase . The Council approved the recommended fee increase. Consideration of a request from the Mayor to compensate Board and Commission members $ 1 .00 per year so that the members might deduct from their income tax returns non- reimbursed expenses associated with their work for the city. Mr . Nelson stated that when the Mayor brought this matter to the Council , the staff questioned whether or not by making this compensation the city might be subject to claims for workmen ' s compensation or liability claims . The staff has investigated this point and find there would be no involvement on the city ' s part in this area. Mayor Verbic stated that this was being done in many other cities and it would give these individuals an opportunity to take their expenses off on their income tax returns . Counsel Jentsch stated that it would be necessary for the Council _ Committee of the Whole Meeting December 23 , 1980 Page 2 to pass an ordinance providing for this reimbursement . The Council approved having such an ordinance prepared. Consolidated Cable Utilities c. The City of Aurora . Counsel Jentsch advised the Council that Consolidated Cable has filed an action seeking to use public utility easements in the City of Aurora and Elgin, in order to furnish cable services in several subdivisions in each city when the cables are required to be laid underground. Mr. Nelson stated that from 1968 through 1980 the city failed to list utility easements in the annexation plats because at that time the cables were considered utilities , subsequently they were declared not a public utility. Councilman Kirkland asked who declared that they were not a public utility . Counsel Jentsch stated the Supreme Court . Counsel Jentsch further advised the Council that the utility companies have filed motions to dismiss the complaint alleging that Consolidated Cable is not a public utility and that the easements in question are limited to the named utilities . Judge Krause has heard the arguments in this case and has taken the matter under advisement , he is expected rule in January . The Council asked that Mr. Jentsch keep them advised of further developments . Adjournment There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 : 45 P.M. ````'c 1 Marie Yearma City C erk r