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HomeMy WebLinkAbout1982 Committee of the Whole Meeting Committee of the Whole Meeting January 6, 1982 The Committee of the Whole Meeting was called to order on Wednesday, January 6, 1982, at 7 : 10 P.M. , in the Council Conference Room of City Hall . Members Present : Councilmen Gilliam, Hansen , Kirkland, Nelson, Waters and Mayor Verbic. Absent: Councilman Schmidt . Also present : Nelson , Yearman, Jentsch and members of staff . Presentation of report prepared by Wiss , Janney, Elstner & Associates , Inc. , relative to the various options for the restoration of the surface of the Spiess Deck. Mr . Nelson introduced Mr. Donald Meinheit and. Joan Riordon of Wiss , Janney, Elstner & Associates , Inc. Mr . Meinheit stated that his firm had completed their investigation and had submitted a report of their findings and their recommen- dations to the Council . Mr . Meinheit pointed out that 60% of the parking deck is in serious enough condition to warrant repair and the main factor contributing to the deterioration was the small amount of air entrainment in the concrete mixture when it was poured to allow it to expand and contract without breaking up when subjected to freeze, salt and thawing . Mr . Meinheit recommended that a structural analysis of the deck be made to determine if the deck can support normal weight concrete for the surface. The existing concrete should be removed and replaced with a high air content . Mayor Verbic asked if the drainage was sufficient on the deck, because he had observed standing water and would this have anything to do with the deterioration of the deck. Mr . Meinheit stated that the pitch which aids in drainage is also below the recommended level . A pitch of 2% is recommended but the deck has a pitch of about 1%, causing improper drainage and standing water. Mayor Verbic stated that he was bothered by the short period of time that the deck had lasted and he wondered if this was due to a design problem and if there was any guarantee on the work that was done. Mr . Meinheit stated they were recommending a concrete that is more durable, but they would like to do the structural analysis to determine if the deck can support normal weight concrete . i Committee of the Whole Meeting January 6, 1982 Page 2 Mr. Nelson stated that this test would tell what type of concrete is needed. Councilwoman Nelson asked if this work could be done in sections so that the entire deck would not have to be closed during the repair . Mr . Meinheit stated he did not know if closing the entire deck could be avoided. Councilman Hansen asked if someone could be held legally responsible for the deck' s condition. Mr. Nelson stated that he thought that option should be considered in a closed session. Mayor Verbic stated he would be interested in seeing the stress limit report to see if we are going to have to put an inadequate surface up there because it was not designed to support more weight . Mel Dahl stated that although the deck surface is deteriorating the deck itself is safe . Mr . Dahl also pointed out there was no variance from the original design besides the change in the surface. Originally the structure was to have been paved with asphalt, but placing the bituminous concrete would have required large dump strucks and an asphalt paving machine and we had been told we could not drive city trucks on the structure . Mr. Nelson stated that was when it was decided that a lightweight concrete would be used because this could be pumped up to the deck. Mr. Nelson stated that the Council ' s authorization was needed in order for the structural analysis to commence . Councilman Hansen stated that he would only be in favor of the structural test , if that information could be gathered in a way that it could be used in a legal proceeding . Councilman Waters made a motion, . seconded by Councilman Gilliam, authorizing the firm of Wiss , Janney, Elstner and Associates to proceed with a structural analysis . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson , Waters and Mayor Verbic. Nays : None . Proposed cemetery fees for 1982 and 1983 . The Council reviewed a memorandum from James Bolerjack which set forth the following proposed cemetery fees for 1982 and 1983 . r . 4 Committee of the Whole Meeting January 6, 1982 r Page 3 Lake Mt. River Bluff City Cemetery Weekday Street Hope Valley Present Proposed Grave space - Memorial $ 375 $275 $300 $200 $225 Burial 450 250 275 250 275 Tent 40 50 - - - Vault setting fee 90 75 75 70 80 Weekday Total $ 905 $650 $650 $520 $580 Saturday A.M. addition 115 50 75 50 75 Saturday P,M. addition 115 N/A Same Same 25 Maximum Charge $1,135 $700 $725 $570 $680 Mr. Nelson stated that although Councilman Schmidt was not present tonight , he had reviewed these proposed fees and indicated his approval of same. Councilman Hansen made a motion, seconded by Councilman Kirkland, to approve the proposed fees and to direct that an ordinance be prepared for formal passage . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson , Waters and Mayor Verbic. Nays : None . rProposed Change in Council Meeting Date in March. Mr. Nelson pointed out that the U-46 Spring vacation would commence on March 21st, and he wondered if the Council would rather set the Council Meeting scheduled for March 24th, to March 31st instead . Councilwoman Nelson made a motion, seconded by Councilman Hansen, to change the Council Meeting from March 24th to March 31st . Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Waters and Mayor Verbic . Nays : None . Invitation to Osco Grand-Reopening Mr . Nelson stated that Osco was extending an invitation to the Council to attend their Grand-Reopening at both of their stores . The ceremony will commence at the Summit Street store on January 13th at 8 : 00 A .M. The Council will then be transported to the Larkin Avenue store . Chamber of Commerce Dinner Mr. Nelson reminded the Council that the annual Chamber of Commerce dinner would be held on January 20th, at the Blue r Moon. Adjournment There being no further business to come before the Committee of the Whole Meeting, the meeting was adjourned at 8: 10 P.M. 1 cJ Marie Yearman, City Clerk Committee of the Whole Meeting January 13 , 1982 The Committee of the Whole Meeting was called to order on Wednesday, January 13, 1982 , at 6 : 50 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen , Kirkland, Nelson, Waters and Mayor Verbic. Absent : Councilman Schmidt . Councilmen Gilliam and Kirkland arrived at 7 :00 P.M. Proposed traffic signal maintenance agreement with 1DOT. The Council reviewed a new Master Agreement for the maintenance of traffic signals, which is different from the previous one in that the percentage of responsibility for most of the signals has been changed. The percentage is based upon which agency has responsibility for the street entering the intersection, and the number entering . To check the percentages assigned by IDOT, the staff advised that out of a total of 4, 700 points , IDOT is picking up seven more than were assigned. This agreement also provides for Elgin to bill IDOT quarterly for their proportionate share of the maintenance cost . That cost does not include the cost to maintain emergency traffic control system that we have or had installed at the various intersections which enables the Fire Department to control the signals as they pass through those intersections which will be maintained by IDOT. They or their contractor will bill Elgin for the maintenance cost . The City would be billed for work performed only should the equipment fail to operate . Councilman Waters made a motion that a resolution be prepared to enter into said master agreement with IDOT. Councilwoman Nelson seconded said motion. Yeas : Councilmen Hansen, Nelson, Waters and Mayor Verbic . Nays : None . Recommendation to waive liquidated damages in the contract with Lamp, Inc. , tor the Spring Street Parkin Facility. Mr . Nelson stated that this item is on the Council Agenda for formal action this evening and the staff memorandum presented at this time was merely to inform the Council that the staff felt that due to the operators strike and the outstanding effort made by Lamp to meet substantial completion of the parking facility by November 27, 1981 , a resolution should be adopted waiving the imposition of liquidated damages per the contract for work not completed by January 16 , 1982 . School crossing signals at various intersections in the City of Elgin. The Council reviewed a letter from IDOT which pointed out that the two color school crossing signals have not been used in Illinois for many years . These two color signals are no longer Committee of the Whole Meeting January 13 , 1982 Page 2 a recognized traffic control device in the Manual on Uniform Traffic Control Devices . Section 11 -304 of the Illinois Vehicle Code requires that all traffic control devices conform to the Manual . Mr. Nelson stated that the staff was aware that the red and yellow signals were illegal in Illinois , but this has been ignored because the staff felt the signals did have some significate use. Counsel Jentsch stated that by continuing the use of these signals the City could face future litigation and their position would be vulnerable since the use of such signals is illegal . Gary Miller stated that the Council might want to consider replacing said signals with crossing guards , and the public should be made aware of this change . Councilman Hansen felt the Council should make a committment now to put adult crossing guards in place of the signals . Mr. Nelson pointed out that the State does not assume any responsibility insofar as paying the crossing guards and this is done by the city. Councilwoman Nelson made a motion, seconded by Councilman Kirkland, to discontinue use of the signals and replace with crossing guards . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Waters and Mayor Verbic . Nays : None . Recommendation to increase the salaries of certain part-time employees . The staff advised the Council that annually the City Council approves the hourly wage rates of the following part-time employees . Police Reserve from $6.00 per hour to $ 6 . 30 Crossing Guard from $4. 25 per hour to $ 4. 50 The above increases were provided for in the 1982 budget, and if the Council approves same, a resolution could be added to the Council Agenda for tonight ' s meeting. Councilman Gilliam made a motion, seconded by Councilman Kirkland, to place the proposed resolution on the Council Agenda. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Waters and Mayor Verbic. Nays : None. Recommendation to accept a proposal from Byron Jackson Pump (Irk Division to repair a booster pump at the Slad Avenue Water Treatment Plant. The Council reviewed a memorandum from staff which stated that Booster pump #2 which feeds finished water from Slade Avenue Committee of the Whole Meeting January 13, 1982 Page 3 ground storage reserviors to the distribution system is out of service due to bearing failure. Two quotations for the repair of this pump were submitted to the Council . Dreisilker Motors ' quote was in the amount of $2650.00, and the quote from Byron Jackson was in the amount of $2175 .00 . The staff recommended that the award be made to Elgin based Byron Jackson for the following reasons : 1 . Required continued service on this pump now and following start-up of the new Fox water plant . 2 . Superiod material to be used in the repair of Byron Jackson which will provide a longer expected pump bearing life. 3 . Failure of pump bearings within 3 years following similar repair by Dreisilker using standard repair materials . Councilman Hansen made a motion, seconded by Councilwoman Nelson, to have a resolution prepared entering into an agreement with Byron Jackson for the repair of the subject pump. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Waters and Mayor Verbic. Nays : None. Proposed acquisition of fire truck, included in the 1982 budget . Mr . Nelson stated that during budget sessions when the purchase of this truck was discussed, the staff also discussed going to a stainless steel truck. Mr. Nelson pointed out that over the years thousands of dollars have been spent in repairing the rust on the present equipment. Mr. Nelson asked the Council if they would prefer to negotiate the acquisition of a stainless steel truck with American LaFrance, who currently manufacture such a truck, or should this be bid out with a stainless steel option at an additional cost. Councilman Hansen made a motion, seconded by Councilwoman Nelson, to bid the truck out as a base truck and ask for the stainless steel manufacture as an option. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Waters and Mayor Verbic. Nays : None. r Committee of the Whole Meeting January 13 , 1982 Page 4 r Adjournment and Motion for Executive Session There being no further business to come before the Committee of the Whole, the meeting was adjourned at 7 : 45 P.M. Councilman Waters made a motion, seconded by Councilman Kirkland calling for an Executive Session to discuss the status of negotiations with various employee groups, pending or possible litigation, and acquisition of real property. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Waters and Mayor Verbic. Nays : None. Marie Yearman City Clerk '" Committee of the Whole Meeting January 19, 1982 The Committee of the Whole Meeting was called to order on Tuesday, January 19, 1982, at 7 : 10 P .M. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Nelson, Schmidt , Waters and Mayor Verbic. Absent: None . Proposed amendments to the Liquor Control Ordinance . Mayor Verbic stated that the Council had previously been furnished with two alternative ordinances , which the Corporation Counsel had prepared. The alternative ordinances were as follows : Alternate 1 : establish a new class of licenses for food and drug stores , or combinations thereof, with retail floor area of not less than twenty thousand square feet and with other restrictions limited to three in number. Alternate 2 : amend the provisions for Class B license to allow one license for each 4000 inhabitants , or fraction thereof , and providing that food and drug stores or combinations thereof, with minimum retail floor area of not less than twenty thousand square feet and with other restrictions . At the time the above alternates were discussed the Council asked the Corporation Counsel to furnish them with some clarification on the legality of issuing a letter of intent for the issuance of a license to Gromer Super Market at their proposed development on National and South Grove. The Corporation Counsel by way of memorandum advised the Council that in matters other than legal drinking age, the City of Elgin, as a home rule unit , is free to establish its own regulatory scheme for the control of the sale of alcoholic liquors . The City of Elgin may, by ordinance, provide for the approval of applications for a liquor license to qualified applicants who submit plans and specifications for the licenses premises . Such an ordinance would authorize the issuance of a certificate of approval by the liquor control commission conditioned upon completion of the proposed structure as described in plans and specifications filed with the commission. Of course, the applicant must beneficially own the premises for which a license is sought or have a lease thereon for the full period for which the license is to be issued. Eft Committee of the Whole Meeting January 19, 1982 Page 2 Mayor Verbic pointed out that Gromer only has an option on the proposed development site, which option is due in February. Stan Douglas stated that this option had been renewed until June of this year . Counsel Jentsch stated an option does not constitute a beneficial interest in the land. Councilman Gilliam suggested that the Gromer issue be dropped for now because the city is not on safe ground and we are not in a position to issue them a license at this time . When the deal is closed in June the Council could reconsider the matter at that time . Mayor Verbic suggested that the Council consider increasing the number of B licenses by lowering the population requirement to 4500. This would bring the total number of B licenses to 14 and it would provide a license for the Osco eastside store. Councilman Waters stated that he opposed increasing the B licenses because he felt that an artifical situation had been created in the Osco instance under the B license. Councilman Waters felt it would be much better to create a new license building in the protection and control that is needed. Councilman Waters further stated that he felt perhaps the city was creating a catch 22 situation for Gromer and that perhaps without the license they would not be able to purchase the property for their project . Mayor Verbic stated that everyone would like to see this development on South Grove and he did not believe the city would let the license stand in the way, but in light of the Corporation Counsel ' s memorandum he thought it would be better to address the Gromer issue when the license is necessary to go ahead with the shopping center . Councilman Waters stated he would like to see the ordinance amended to include Section 6. 06 .050 of Chapter 6 . 06 of the Elgin Code, Section 4, which reads as follows : K. Employ or permit the employment of any minor in his place of business except in connection with activitites not related to the sale or delivery of alcoholic liquors . Councilman Gilliam made a motion, seconded by Councilwoman Nelson to direct the Corporation Counsel to prepare an amendment to the alcoholic Liquor Ordinance, which would provide for the lowering rukk of the population figure to 4500, and yield one additional B liquor license. Committee of the Whole Meeting January 19, 1982 Page 3 This amendment would also include the provisions of Paragraph (K) providing for the employment of minors . Yeas : Councilmen Gilliam, Hansen, Nelson, Schmidt and Mayor Verbic. Nays : Councilman Waters . Adjournment There being no further business to come before the Committee of the Whole, Councilman Waters made a motion, seconded by Councilman Hansen, to adjourn the meeting. Yeas : Councilmen Gilliam, Hansen, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 8:45 P.M. Marie YearMan it 1 C y Clerk r -j Committee of the Whole Meeting January 27, 1982 The Committee of the Whole Meeting was called to order on Wednesday, January 27, 1982 at 6:35 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Gilliam, Hansen, Kirkland, Nelson, Waters and Mayor Verbic. Absent: None. Also present: Nelson, Paetsch, Jentsch and members of the staff. Possible Acquisition of the Bluff Spring Fen by the City of Elgin. A slide presentation of the Bluff Spring Fen was offered by Steve Byers and Mary Judd of Friends of the Fen. They urged the City Council to take measures to assure that this area is preserved, preferably as an Illinois Nature Preserve. Mayor Verbic directed management to talk with the Metropolitan Sanitary District, owners of the property, and to come back to the Council with a report as to the feasibility and cost of acquiring the land. Several letters from interested citizens, supporting the preservation of the Fen, were presented for the Council 's review. Resort b Burnidge and Cassell on Restoring the Sears Building as a Facilit for the Elgin Community College. Charles Burnidge and Charles Cassell offered a slide presentation of the changes needed in the Sears Building to bring it up to code and accommodate the needs of Elgin Community College. The total cost estimate was $2,342,000, not including furnishings and moveable items. A report prepared by Burnidge and Cassell was presented to the Council and Leo Nelson recommended that the Council study the report and discuss it at another time. A Recommendation to Increase the Salaries of Management Personnel . Leo Nelson distributed an ordinance recommending an increase in the salaries of management personnel and requested that it be put on the regular agenda as Item 18. Councilman Hansen made a motion, seconded by Councilman Gilliam, to place this item on the regular Council agenda. Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays: None. Recess for Executive Session The Committee of the Whole Meeting recessed at 8:15 p.m. to go into Executive Session and then the regular Council Meeting. A motion was made by Councilman Nelson and seconded by Councilman Gilliam, to discuss the Teamster's Agreement at the Executive Session. Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays: None. eft The Committee of the Whole Meeting was reconvened at 10:20 p.m. Committee of the Whole Meeting January 27, 1982 Page 2 Memo From Traffic Committee Withdrawing its Recommendation to Remove STOP Signs From Duncan Avenue at River Bluff Road. Councilman Hansen made a motion, seconded by Councilwoman Nelson, approving the Traffic Committee's request to withdraw its recommendation to remove STOP signs from Duncan Avenue at River Bluff Road. Yeas: Councilmen Gilliam, Hansen,Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays: None. Request From the Elgin Cooperative Ministries that the City Cooperate in Planning a CROP Work Day in the Spring. A motion was made by Councilman Hansen and seconded by Councilman Schmidt, that the City cooperate in planning a CROP work day in the spring. Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays: None. Proposed 1982 Golf Rates Recommended by the Parks and Recreation Board. Councilman Gilliam recommended that discussion of the golf rates be postponed for two weeks because this topic was not well publicized and he felt citizens should be informed about it and be given an opportunity to give their views. Leo Nelson asked if the Council would like an ordinance prepared. A motion was made by Councilman Hansen and seconded by Councilman Gilliam, to postpone for two weeks the discussion of golf rates and to direct the staff to prepare an ordinance. Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays: None. Free Use of the Hemmens Building. The Daily Courier News has sponsored events in the past at the Hemmens Building and the rental fee was waived. Last fall they sponsored a military band and no money was charged for tickets. This spring they want to do this again and are asking that the fee again be waived. If they have to pay for the use of the building, they will not hold the event. Councilman Gilliam made a motion, seconded by Councilman Hansen, to deny the request of the Courier News for free use of the Hemmens. Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt. Nays: Councilman Waters and Mayor Verbic. Committee of the Whole Meeting January 27, 1982 Page 3 Adjournment and Motion for Executive Session. There being no further business to come before the Committee of the Whole, the meeting was adjourned at 10:45 p.m. Councilwoman Nelson made a motion, seconded by Councilman Gilliam, calling for an Executive Session to discuss the status of negotiations with various employee groups, appointments to boards and commissions and property acquisition. Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays: None. 1111c u a_ L `-y" Andrea Paetsch, Acting City Clerk Committee of the Whole Meeting February 10 , 1982 The Committee of the Whole Meeting was called to order on Wednesday, February 10, 1982, at 6: 30 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Kirkland, Nelson, Schmidt and Mayor Verbic. Absent: Councilmen Hansen and Waters . Councilman Waters arrived at 8 :00 P.M. Also present : Nelson, Yearman and members of staff . Review and discussion of the latest changes in the National Flood Insurance Program and roposed revisions to Title 18 of the Municipal Code in order to comply with the program. Gary Miller reviewed with the Council certain new requirements developed by the Federal Emergency Management Agency (FEMA) , as part of the National Flood Insurance Program. The insurance program requires that the City of Elgin adopt certain minimum flood- plain management requirements in order to maintain our eligi - bility for the National Flood Insurance Program. One major change which has been incorporated into this proposed revision involves compensatory storage. The old code required compensatory storage for any development within a floodplain, including a new single family home, garage, or building addition. This requirement in the past has created a burden on the small businessman and home owner . The staff is proposing that compensatory storage be waived for any development under five acres in size in an effort to simplify building conditions in those areas which are subject to periodic inundation. Mr . Miller stated that letters were being sent out to all local engineers and the major subdividers in order to make them aware of the proposed changes in Title 18 of the Municipal Code . Mr. Miller pointed out that the proposed revisions would need to be approved by the Council at their meeting on February 24th, in order to meet the March 1 , 1982, deadline for continued, uninterrupted participation in the National Flood Insurance Program. Councilman Schmidt made a motion, seconded by Councilwoman Nelson, for the staff to place on the February 24th agenda, an ordinance reflecting the required changes to the code . Yeas : Councilmen Gilliam, Kirkland , Nelson, Schmidt and Mayor Verbic. Nays : None. Discussion of the preliminary Spills Contingency Plan required by the IEPA as a prerequisite for our use of the Fox River as a raw water supply source . Ron Zegers and Art Malm reviewed with the Council a Spills Contingency Plan. The plan was prepared by the consulting engineers and approval of the plan was received from the Illinois Environment Protection Agency . Committee of the Whole Meeting February 10, 1982 Page 2 elk Successful implementation of the plan will result in maintaining the safety of the distributed product water and minimizing the inconvenience to the city ' s customers should a spill occur. Mr. Malm outlined the preparation of information resources and emergency response plan to the Council . Review of the proposed contract with Richard Turcan for the operation and maintenance of the Bluff City Cemetery. Mr. Nelson stated the Council had first talked about this contract back in July and since that time Dan Blondin had been working with Mr. Turcan on the terms of the proposed agreement which was being presented to the Council for their review, prior to formal approval . Councilman Gilliam asked what the projected cost savings would be to the City. Mr. Bolerjack stated that he did not know that there would be any savings , that it was just a change in the operation of the cemetery. Mayor Verbic stated that he felt if we could get the present operation straightened out it might be better to stay with it . Councilman Gilliam stated that one of the reasons the Council directed the staff to bring something in was because of the complaints about the present operation. Councilman Schmidt stated that this all went back to Memorial Day when so many calls were received about the condition of the cemetery. Since that time the cemetery has been looking better and Councilman Schmidt felt that if people from Public Works could be brought in for a few weeks in the Spring and Fall to clean up, and more guidance given to the cemetery supervisor that it might be better to leave it as it is. Councilman Schmidt further stated that he objected to the provision in the contract which would allow Turcan to sell flowers, wreaths , plants , monuments , etc . , and felt that would be going into competition with local businessmen . Mr . Nelson stated that if Mr. Turcan could not sell these products he would have to charge more for the care of the cemetery. Mr. Nelson further stated that the question here was whether or not the Council wanted a contract. Councilman Gilliam stated he would like a summary from the staff as to the pros and cons of said contract, and if the staff can project making money by contracting this service the Council would be derelict in their duties not to do it . Committee of the Whole Meeting February 10, 1982 Page 3 ""' Review and discussion of the proposed 1982 .9olf rates recommended by the Parks and Recreation Board. Mr. James Elischer and Mr . Knutson both objected to the $35 . 00 increase proposed for the Spartan season pass . Mr . Nelson stated that although the golf courses have had a good year, there is still $275 ,000 owed to the general fund for advances made in prior years , and this should be paid back. Councilman Gilliam did not feel the increase was out of line and the golf courses must pay their own way. Councilwoman Nelson stated she would vote for the increase because she also felt the courses should pay for themselves . Councilman Schmidt stated that the city should try to recover the $275,000 for the general fund. Mayor Verbic stated he thought the city was on the right track. Mr. Elischer asked if something could be done about the large number of geese present at Spartan Meadows . Phil Bennett stated this had been a problem and he had contacted the State Conservation Department and they have promised some assistance in this regard . Councilman Schmidt made a motion, seconded by Councilman Gilliam, to place the proposed golf rates on the next Council agenda . Yeas : Councilmen Gilliam, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Recess for Executive Session The Committee of the Whole Meeting recessed at 8 : 10 p.m. , to go into Executive Session and then the regular Council Meeting . Councilman Gilliam made a motion, seconded by Councilwoman Nelson, to discuss a tentative agreement with the Public Services Employee Group at the Executive Session. Yeas : Councilmen Gilliam, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None . The Committee of the Whole Meeting was reconvened at 9:05 p.m. Councilman Waters was present . Review of the Valley Fox Trot Ten Mile Run, scheduled for Memorial Day, May 31st . Mr . Nelson stated that again this year the city ' s angel has agreed to pickup any operating losses and the YMCA is going to be a co-sponsor of the event. A committee has been selected and they hope to make this another sucessful event . Committee of the Whole Meeting February 10, 1982 Page 4 Review of the City ' s participation in the Firefighter Certification Program. Chief Van De Voorde introduced Assistant Chief Gary Conner, who reviewed with the Council the Illinois State Fire Marshal ' s Division of Training, Firefighter Certification Program. Mr . Connor advised the Council that the State Program recognizes many subjects in a certification area , up to twenty-eight different subjects and specifices a passing percentage in each one before being certified at that level . The Program sets a maximum number of study hours they will fund per certification level and they will then reimburse the department up to 50% of the training cost per hour per firefighter . In order to qualify for the reimbursement funding it will be necessary for the Council to pass a resolution to participate in the Illinois Fire Protection Training Act. Mr. Connor stated this Program would provide advanced levels of study for the men in the department to work towards and he was asking the Council to give this Program their consideration. Councilman Gilliam made a motion, seconded by Councilman Schmidt, to have a resolution drafted authorizing participation in the Certification Program. Yeas : Councilmen Gilliam, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed Financial Assistance Grant Agreement with the RTA for current services and the restoration of selected routes which were terminated July 3, 19b1 . Mr. Nelson pointed out that the terms of this agreement provide that the City would receive advance payment for services rendered, interest would be paid to the City for any sums it might find necessary to borrow and if they fail to pay us the City would have the right to terminate the services . Councilman Waters made a motion, seconded by Councilman Schmidt , to place this agreement on the February 24th agenda for formal action. Yeas : Councilmen Gilliam, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Proposed amended Plumbing Code, Fire Prevention Code and Building Code. Mr. Nelson advised the Council the aforementioned codes were now ready for adoption by the Council and unless there was some objection same would placed on the next Council agenda . Committee of the Whole Meeting February 10, 1982 Page 5 Items for Review Combined Sewer Overflow Study Progress report on study being conducted by Conohue and Associates . Adjournment and Motion for Executive Session. There being no further business to come before the Committee of the Whole, Councilman Gilliam made a motion, seconded by Council - Kirkland, to adjourn the meeting. Yeas : Councilmen Gilliam, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic . Nays : None. The meeting was adjourned at 9 :50 P.M. Councilman Gilliam made a motion, seconded by Councilman Kirkland, calling for an Executive Session to discuss a status report on negotiations , pending litigation , property acquisition, and appointments to boards and commissions . Yeas : Councilmen Gilliam, Kirkland, Nelson , Schmidt, Waters and Mayor Verbic. Nays : None . Marie Yearman, City Clerk "" Committee of the Whole Meeting February 24, 1982 The Committee of the Whole Meeting was called to order on Wednesday, February 24, 1982, at 6 :40 P.M. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Absent : None . Also present . Nelson, Yearman, Jentsch and members of staff Proposed agreement with Richard Turcan, d/b/a Lawn Engineering, for the management of Bluff City Cemetery . Mr . Nelson advised the Council that this item, which appears as Item 11 on tonight ' s Council Agenda , was being removed because Mr . Turcan had failed to furnish certain financial statements , which were requested by the City. Mr . Nelson further advised the Council that the City had been contacted by the American Family Association, who expressed an interest in the management of the subject cemetery, and they requested that they be allowed to submit a proposal to the Council . Mr Nelson stated the American Family Association own and operate two other cemeteries and it was his understanding they run a first class operation. The Council indicated they would be willing to look at another proposal . Emergency repairs to booster pumps at the Slade Avenue Water Treatment Plant . Councilwoman Nelson made a motion, seconded by Councilman Gilliam, to approve the payment of $4038.65 to Dreisilker Motors and $ 1430 . 00 to Byron Jackson Pump, for this emergency repair work. Yeas : Councilmen Gilliam, Hansen, Kirkland , Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed sidewalk on the west side of McLean Boulevard under U. S . 20 Bypass . The staff advised the Council the City has received requests for the construction of a sidewalk on McLean Blulevard under the U .S . 20 Bypass . This is a dangerous situation since McLean Boulevard carries approximately 15, 000 vehicles per day at the Bypass , and there is only two feet wide space between the pavement edge and the crash wall . Bicyclists and pedestrians are presently using the road surface . t Committee of the Whole Meeting February 24, 1982 Page 2 The staff recommended a 4-foot wide sidewalk on the west side of McLean Boulevard between the crash wall and the sloped concrete apron , with a 4-foot high chain link fence on the street side. The estimated cost of the project is $ 13, 200. Councilman Waters made a motion, seconded by Councilman Schmidt, to approve the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Proposed changes in the City ' s policy for the perpetual care of grave spaces . Councilman Hansen made a motion, seconded by Councilman Gilliam, to have an ordinance prepared reflecting the staff ' s recommen- dations for changes to the City Code in providing for the perpetual care of grave spaces . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Discussion with representative from International Systems , Inc. , relative to the services which the company performed in 1981 and the renewal of an agreement for 1982 . Mr . Nelson advised the Council the renewal agreement provided for the payment of $24, 000, which is $2, 000 higher than last year, otherwise the agreement is the same except for a few minor text changes . Lisa Martin representing International Systems pointed out to the Council their success in obtaining a $5 ,000 grant to assist Elgin Public Museum, and a $410, 000 grant for the modernization of 105 substandard units of conventional public housing. Councilman Waters stated that a grant had been submitted in January of 1982 for $5 , 000 to defray the operating costs of the Lord ' s Park Zoo, and a final decision regarding this grant is not expected until June, 1982. Councilman Waters asked if this grant were approved what contract with ISI would this be applied to. Ms . Martin stated this would be applied to the current contract . This grant has not been approved as yet so it could not be counted on this year. Councilman Hansen stated it looked like we were spending $2 . 00 to have the federal program send us $ 1 . 00 back and in addition we are being forced by grant writing to hire private enterprise to get our own money back. Committee of the Whole Meeting February 24, 1982 Page 3 Councilwoman Nelson felt we had our own expertise here in Elgin to write the grants . Councilman Waters pointed out that a large amount of the grant money brought into Elgin was going to other entities and we should be looking to our needs . Ms . Martin stated that it is the Council ' s decision as to what grants they wish to pursue . Councilman Gilliam stated that regardless of where the money is designated all of the citizens of Elgin are being benefited and we are here to represent them all Councilman Waters made a motion, seconded by Councilman Kirkland , to have the ISI agreement placed on the next Council agenda. Yeas : Councilmen Gilliam, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : Councilmen Hansen and Nelson. Proposal for instituting an alternate response program for certain police services in the Elgin Police Department . The Council reviewed a proposal for initiating an alternative repsonse method program in the Elgin Police Department . The proposal provided for the following five alternate responses : ( I ) hold for later dispatch, ( 2) telephone reporting, (3) walk- in reporting, (4) referral to other agencies , and (5) no police response . The staff made the following recommendations : ( 1 ) The Elgin Police Department adopt a policy of using the alternate response methods program as described, ( 2) Officers and civilian personnel of the Elgin Police Department be trained in the use of the alternate response program, and (3 ) The necessary details of the program be finalized and appropriate orders be issued to implement the program on May 1 , 1982. Councilwoman Nelson made a motion, seconded by Councilman Kirkland, to approve the staff ' s recommendations . Yeas : Councilmen Gilliam, Hansen, Kirkland , Nelson, Schmidt , Waters and Mayor Verbic. Nays : None. Request by the Elgin Board of Realtors to conduct the Realtor ' s Run on Sunday, April 25th, beginning at 2: 00 P.M. Councilman Waters made a motion, seconded by Councilman Schmidt, to approve the request for a Realtor ' s Run. Yeas: Councilmen Gilliam, Hansen, Kirkland , Nelson, Schmidt, Waters elk Mayor Verbic . Nays : None . 1 Committee of the Whole Meeting February 24, 1982 Page 4 Discussion re Sears Building renovation costs and lease of the building to Elgin Community College for occupancy in January, 1983 . The Council reviewed a financial statement prepared by Mr. Bolerjack which projected the Sears remodeling costs , if accomplished in 1982- 1983 , to be $ 2,455 ,000. Under a five year financing plan the cost would be $3 , 225 . 500, 1ess ECC ' s payment of $ 1 ,032, 500, or a total cost to the City of $ 2, 193 ,000. Under a ten year financing plan the cost would be $4,047, 800, less ECC ' s payment of $ 1 , 032 , 500, or a total cost to the City of $3 , 015 , 300. Mayor Verbic stated that he felt everyone would like to see this materialize, but after looking over these figures he wondered if there was any possibility that ECC could assume the project . Mr. Nelson stated that if ECC made the capital investment they would have to go by their code, which is much stricter than the City code and this might raise the remodeling costs . Mayor Verbic asked Mark Hopkins if there was any possibility of a joint type venture on the repayment of the project or if the City could anticipate more help with the rental amount somewhere down the road. Mr. Hopkins stated he could not speak for his Board . Councilman Hansen stated $ 110, 000 per year would work out to a rental of $ 1 . 83 per square foot and you cannot today rent any improved space for $ 1 . 83 per square foot . The City should come out front and say this is not a market rate. Councilman Hansen stated he would be interested in seeing what the sales tax figures are for the downtown area . Ed Kelly stated this information would have to be researched. Councilman Kirkland stated he thought the Council should look at the tax increases and then decide . Mr. Nelson stated he did not expect the Council to make a decision tonight, but some decision would have to be made by the middle of March. Mr. Nelson further stated that the ECC Board is scheduled to meet on March 6th and they should give some indication of their feelings at that time . r Committee of the Whole Meeting February 24, 1982 Page 5 rok Councilman Waters stated that the Council should keep in perspective that the building was bought to protect the property so when we had a plan we would have the property. Councilman Waters also pointed out that there were two options , tear the building down and make a park, or rejuvenate the property to support the downtown. Councilman Hansen suggested giving the building to ECC and letting them make the changes . Mr. Nelson stated the college does not have the capital money that is needed. Mark Hopkins stated they had gone to the voters and obtained a $5, 000,000 bond issue, but this money has been exhausted by the construction of the present campus . Edward Kelly stated that Dr . Hopkins is going to speak to the Chamber Board tomorrow and that he personally felt this was a good project. Ron Kilgore stated the Council should forget the negatives and spend that time on how we can accomplish this . Mr. Kilgore said his board has voted unanimously to bring ECC downtown. Jack Shales stated this was a positive move and there was a potential of 1000 different people coming downtown every day . This is the time to do it , with the large percentage of unemployed, the contractors would be interested in the work and it could put a lot of people back to work. Councilman Hansen stated he could support the project if the rental were $4.00 per square foot, or more, and he suggested a joint meeting with the ECC Board. Mayor Verbic agreed with Councilman Hansen and stated that if the rental figure could be brought up it would lessen the burden on the taxpayers . The Mayor felt the Council should meet with the ECC Board for further negotiations . Councilman Schmidt stated he felt this was a step in the right direction and $ 110,000 was better than no rent at all . Councilman Gilliam stated he did not want to meet with the ECC Board because he felt they had already made it known that $ 110,000 was all they could afford. Councilman Gilliam felt ECC would just go somewhere else and the city would have nothing coming in from the building . Committee of the Whole Meeting February 24, 1982 Page 6 Councilwoman Nelson made a motion, seconded by Councilman Kirkland, to proceed with discussions with ECC and to bring back proposals for the architectural services . Yeas : Councilmen Gilliam, Kirkland, Nelson and Mayor Verbic. Nays : Councilmen Hansen and Schmidt. Abstained: Councilman Waters . Recess for Executive Session The Committee of the Whole Meeting recessed at 8: 50 p.m. to go into Executive Session and then the regular Council meeting . Councilman Gilliam made a motion, seconded by Councilman Schmidt, to discuss an appointment to Boards and Commissions . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic . Nays : None. Resumption of the Committee of the Whole Meeting . The Committee of the Whole Meeting was resumed at 10: 00 p m. Discussion of the City ' s ordinance which permits open leaf burning. Councilwoman Nelson stated she had not changed her position and remained opposed to the leaf burning . Councilman Gilliam stated he would still support burning because of the cost factor involved in the alternatives . Councilman Waters stated he seemed to recall asking the staff to investigate the options as to the cost factors and to look into what other communities were doing . Mr. Nelson stated he was not aware of this request but that the staff could do this and bring the information back . Councilman Schmidt stated he thought it might help if the period of time to burn was reduced . Councilman Kirkland stated he felt just the opposite. If the time were lengthened people would all be burning at the same time. Mayor Verbic stated that Waukegan has discontinued burning and were bagging leaves . Aurora is burning , but with strict supervision, and the wind and weather conditions were a factor in whether or not you could burn. r Committee of the Whole Meeting February 24 , 1982 Page 7 Gil Nore stated the Beautification Commission was going to ow tackle the problem but did not have any answers as yet . The Commission would oppose the burning but they also felt the present ordinance was not enforced . Mr . Nore stated he felt it migh help if the news media would publish the rules of the game . Mayor Verbic stated it might help if burning was not allowed in April because most of the leaves are still too wet to burn. The public could also be educated as to the bagging of leaves and a compost . Councilman Waters stated he would like the staff to research into other communities and see what methods they use. Councilman Hansen stated this is one area where we could improve life for our citizens and he would support the ban on burning . Nancy Russell of the American Lung Association pointed out the harmful effects of burning and the efforts of the Lung Association to have same discontinued . Councilwoman Nelson made a motion, seconded by Councilman Hansen to ban the burning of leaves . Yeas : Councilmen Hansen Nelson, Waters and Mayor Verbic. Nays : Councilmen Gilliam, Kirkland and Schmidt . Councilman Hansen made a motion, seconded by Councilwoman Nelson, to ban the burning of leaves during the month of April . Yeas : Councilmen Hansen, Nelson, Waters and Mayor Verbic . Nays : Councilmen Gilliam, Kirkland and Schmidt . Recommendation to establish a reimbursement ordinance for water and sanitary sewer service connections in Area 1 . Councilwoman Nelson made a motion, seconded by Councilman Gilliam, to approve the staff ' s recommendation and have an ordinance prepared providing for the reimbursement for water and sanitary sewer service connections in. Area 1 . Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Handicapped Accessibility Requirements . Mr. Nelson will have the staff make some recommendations on the use of the side doors in the front of the building and will bring same back to the Council . Progress report on the North End Bridge Mr. Nelson furnished a current progress report on the North End Bridge to the Council . . Committee of the Whole Meeting February 24, 1982 Page 8 North End Businessmen ' s Association Annual Festival The Council approved a request for the reservation of Trout Park May 3rd, through May 10, 1982 inclusive. Assignment of certain positions to higher salary ranges . The Council reviewed a staff recommendation which provided for the following changes : Deputy Fire Chief from range 48 to range 49. Chief Plant Operator from range 32 to range 38 . Water Treatment Plant Operation from range 26L to range 30L Councilman Waters made a motion, seconded by Councilwoman Nelson, for an ordinance to be prepared to reflect the aforementioned change in salary ranges . Yeas : Councilmen Gilliam, Hansen , Kirkland , Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Adjournment and Motion for Executive Session There being no further business to come before the Committee of the Whole , Councilman Waters made a motion, seconded by Councilwoman Nelson, to adjourn the meeting . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic . Nays : None. The meeting was adjourned at 11 :00 P.M. Councilman Waters made a motion, seconded by Councilwoman Nelson, calling for an Executive Session to discuss negotiations, pending litigation , property acquisition and personnel . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Marie Yearman, ,City Clerk Committee of the Whole Meeting March 10, 1982 The Committee of the Whole Meeting was called to order on Wednesday, March 10, 1982, at 6 :40 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland , Nelson, Schmidt, Waters and Mayor Verbic. Absent : None . Also present : Nelson, Yearman , Jentsch and members of staff . Proposed agreements with Burnidge, Cassell and Associates, P. C . for architectural services to develop lans for interior demolition work and subsequent remodeling of the former Sears Building . Mr. Nelson advised the Council that at a meeting of the ECC Board they had voted 6-0 to proceed with the rental of the Sears Building. Proposed agreements with Burnidge, Cassell and Associates were furnished to the Council for their persual and Mr. Nelson stated if the building is to be occupied in January, 1983 , it would be necessary for the Council to make a decision relative to the remodeling project. Charles Burnidge stated the first agreement covers the interior demolition as required to begin remodeling of the first and second floors of both the original building and the 1948 addition. The estimated fee for this phase, if the demolition is done by the city staff , is $7 , 344 . The second agreement covers two phases . Phase I includes the remodeling of the basement , the first floor of the original building and the 1948 addition, the building exterior and site work. The estimated fee for this phase is $99, 747 . Phase II would include the remodeling of the second floor of the original building and the 1948 addition. The estimated for this phase is $85 , 960 . Councilman Hansen stated that he and Mayor Verbic had met today with Mr. Steve Hamel of Goodman Realty and they would like to look at the floor plans of the building and they would like a list of the stores which are presently downtown . They would also like to talk to NIPC and the Chamber of Commerce. Mayor Verbic stated they are looking for a factory outlet site and the size of the Sears building does meet their needs and they were impressed with what they saw today. Councilman Hansen provided the Council with a "City of Elgin Wish List, which he had compiled. This list was comprised Committee of the Whole Meeting March 10, 1982 Page 2 of 41 capital improvement projects anticipated for the city. Councilman Hansen felt the city should sit down and put these projects into priorities . Councilman Hansen stated he also felt uncomfortable about rushing into a 2. 5 million dollar project without assigning some priority to the capital improvement list. Councilman Waters said that various projects were funded from various sources and the city has had a priority to pursue the downtown development . It has consumed a lot of our time and discussion and we have spent a lot of money already. Councilman Kirkland stated that he did not think just spending money is a matter of defining priorities . We have an opportunity right now and it ' s going to cost us money. The question of the facility really comes down to who needs who the most and I think we need them more than they need us . Councilman Gilliam stated that if we wait too long it ' s going to slip through our fingers and he was ready to roll right now. Mayor Verbic stated that the Lake County College ' s campus in downtown Waukegan had not contributed to other businesses . The Elgin residents would be footing the majority of the bill for a downtown campus facility that would be comprised of only 40% Elgin students with the rest coming from outside the city. Mayor Verbic suggested higher rental costs to the college or that the college work out an arrangement with a financial institution in order to provide a greater share of the cost . Mark Hopkins stated this could not be done. The college has a different funding situation and the rent must remain fixed because of annual operating costs of $200,000 to the college. Councilman Hansen stated he had asked before for an analysis of the amount of sales tax generated by the downtown area , but had yet to receive same and he was asking again that this information be furnished to him. Robert Kramer, Kay Hitzman and Barbara Akemann appeared before the Council and opposed the project stating that in view of the proposed ECC referendum the citizens would be taxed double. Ron Kilgore and David White indicated that if a discount or outlet store were allowed to go downtown more businesses would leave. Councilman Schmidt stated the citizens are going to be taxed double and the city will be locked into a rental which is too low. Councilman Hansen read the following statement , which he t requested be made a part of the record. Committee of the Whole Meeting March 10, 1982 Page 3 11 A statement by my fellow councilman Don Waters at our last Council Meeting in which he said that a new enclosed Mall will never be built in our downtown Elgin, I think, is a clear indication of where we are in the economic evolution of our downtown area. Downtown Elgin as a large substantial shopping area is forever gone. It is a nice nostalgic memory which we all hate to let go of. It is obviously gone because the citizens and shoppers of Elgin don ' t want it and they have demonstrated that by casting their consumer votes in favor of outlying shopping malls and strip shopping centers . All efforts to stop this evolution to date, have been well intentioned but fruitless exercises at the expense of our general taxpayers . Our open downtown mall , two expensive parking structures, new lights and a quarter of a million dollars in expensive surveys , have not brought about the slightest hesitation in the continuing exodus of our downtown shoppers . If the downtown land owners , businesses and financial institutions can not make it on their own, after these substantial amount of capital subsidation by the general taxpayers , then they will have to do what everyone else has had to do, move, or take up other activities , or alter their operations in their existing places to attract the shoppers they need. With very little discussion about the long range effects that it will have on Elgin ' s entire tax revenue and bonding capacity, we are about to embark on a $3 million dollar renovation plan of the Sears building which will be of a single use nature. believe that before we can do this as an intelligent legislative body, we need to really adopt a long range capital expenditure plan for our entire city. I have supported the concept of using the Sears building for an ECC campus since I have been involved in city government. And I do realize that to accomplish that goal , the city of Elgin will have to contribute some city money. I do that with a clear conscience because the College will , in my opinion, aid the downtown area into a transition from retail center, into hopefully, an office, professional and banking center. I believe however, that the location of a downtown ECC Campus should be fair to both taxing bodies . The proposed rental arrangement is unfair to Elgin city taxpayers and I can not vote for it. The $ 1 .83 per foot rental amount for a completely renovated structure that has been specifically removed for educational uses to their specifications is too low a rent, and as I stated last week, $4.00 per square foot would be much more fair, but would still require substantial Elgin city financial imput . The additional rent to bring us up to about the $4.00 figure would only involve about 1% of the college ' s total budget at present. Committee of the Whole Meeting March 10, 1982 Page 4 ""'' The Elgin Community College Board is contemplating asking the citizens of the district to pass a bond referendum. So, we are going to be put in the awkward position where Elgin city taxpayers are going to be asked to subsidize in an excess amount the Sears building as a ECC Campus and then to turn right around and vote to raise their taxes once more for an ECC capital improvements bond referendum. There are more taxpayers and voters in the city of Elgin than just the downtown business residents . It is my responsibility as an Elgin City Councilman to represent them all . I believe that our City Council would be derelict in it ' s duty not to bring this rental arrangement into a more reasonable area of income, one that the College could live with, the City of Elgin could live with, and most important, the Elgin taxpayers could live with. s/ Elmer Hansen Councilman Waters stated that he was talking about building around the downtown core that we presently have and that he did not say anything about tearing everything down. Councilwoman Nelson made a motion, seconded by Councilman Gilliam, to approve the architectural agreements . Yeas : e... Councilmen Gilliam, Kirkland and Nelson. Nays : Councilmen Hansen, Schmidt and Mayor Verbic. Abstained : Councilman Waters. Councilman Hansen made a motion, seconded by Councilman Schmidt, to offer the Sears building , as renovated by the feasibility study to ECC for a rental figure of $4.00 per square foot , with an annual increase amounting to 80% of the Consumer Price Index. Yeas : Councilmen Hansen, Kirkland, Schmidt and Mayor Verbic. Nays : Councilmen Gilliam and Nelson. Abstained: Councilman Waters. Recess for regular Council Meeting. Councilman Gilliam made a motion, seconded by Councilwoman Nelson , to recess for the regular Council Meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The Committee of the Whole Meeting was recessed at 8 :45 p.m. Resumption of the Committee of the Whole Meeting. The Committee of the Whole Meeting was resumed at 10 : 10 p.m. Proposal to install railroad signals at the Chicago and Northwestern Transportation Company' s grade crossing on National Street. The Council reviewed a letter from the Illinois Commerce Commission ( ICC) which outlines the proposed relocation signal system at the C&NW crossing at National Street. Committee of the Whole Meeting March 10, 1982 Page 5 (eft' The equipment consists of flashing light signals without warning gates and the cost to the city is estimated at $3, 500. The staff recommended that the city participate in this attempt to upgrade the present warning system. Councilman Schmidt made a motion, seconded by Councilwoman Nelson, to approve the relocation of the signal system. Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Proposal to authorize International Systems , Inc. to secure funding for the Central Elgin Corporation by submitting an application to the Local Initiatives Support Corporation. Councilman Waters made a motion, seconded by Councilman Gilliam, to approve the staff recommendation and to have International Systems work up and submit an application package . Yeas : Councilmen Gilliam, Hansen , Kirkland, Schmidt, Waters and Mayor Verbic . Nays : Councilwoman Nelson. Recommendation to replace the closed circuit television monitoring system in the Police Department. Councilwoman Nelson made a motion, seconded by Councilman Schmidt, to replace the subject system with equipment supplied by Radco at a cost of $2,412.00. Yeas : Councilmen Gilliam, Hansen, Kirkland , Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Disposition of 549 Wellington Avenue . Mr. Osvaldo Lopez of 551 Wellington has offered to purchase the subject project for $700. The city previously sought to seel this parcel for $ 1 ,000 and received no bids . The lot is only 33 feet wide and a restrictive covenant will be placed on the deed so that only an accessory building could be constructed on the property. Mr. Lopez has agreed to the restrictive covenant. Councilman Hansen made a motion, seconded by Councilwoman Nelson, to accept Mr. Lopez ' s offer. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Recommendation to modify the ventilating system at the Spring Street Parking Deck. The Council reviewed a recommendation to provide design, review of shop drawings and field administration for installation of carbon monoxide monitors in the vehicle storage area and the lower level parking areas , as well as associated modifications to heating systems . Committee of the Whole Meeting March 10, 1982 Page 6 The estimated cost for equipment and labor totals $9, 000, and the design fee would amount to a maximum of $ 1 , 000, plus reimbursible expenses . Councilman Waters thought the design fee was exorbitant for this project. Gary Miller stated this was based on the original contract which provided for an hourly basis. Councilman Hansen asked if the entire project was based on an hourly basis. Gary Miller replied yes . Mayor Verbic thought this should have been designed in the original construction and the staff should go back to Walker and tell them how the Council feels about this design fee. Councilman Waters made a motion, seconded by Councilwoman Nelson, to approve the aforementioned recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Nays : None. Letter and Resolution from the Village of Bartlett requesting that the City and the RTA re-establish the bus feeder route in Bartlett. The Council reviewed a request from the Village of Bartlett to re-establish the Bartlett feeder bus system serving the south portion of Bartlett and providing access to the commuter lot and rail station network. Ray Moller stated that he had recommended to the RTA that this service not be restored. Approximately 25 people used this line of service, or 7 to 8 people per trip. Mr. Nelson stated that the final decision would rest with the RTA. Councilman Hansen made a motion, seconded by Councilman Gilliam, to deny the request. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Nays : None. Transportation Department Operations Report. Informational item for the Council . Recommendation to investigate and test the water quality in Well 3-A at the West Side Water Treatment Plant. The wells were shut down for repair of a flow switch in the raw water supply line and upon trying to restart well 3A, electrical readings indicated that the pump had locked . The Committee of the Whole Meeting March 10, 1982 risk Page 7 locked pump was caused by the precipitation of barium sulfate which was confirmed upon pulling. Ron Zegers recommended that a water quality investigation be undertaken in well 3A to determine the source of water quality change. Mr. Zegers stated he did not have the cost figures available tonight, but he would like permission to proceed and to go as high as $5 ,000 for this investigation. Councilman Hansen made a motion, seconded by Councilman Gilliam, to approve the $5 ,000 expenditure for said investigation of the water quality. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Consideration of the City ' s policy to continue the $ractice of allowing courtesy benches to be installed and maintained on public property. Mr. Nelson stated that several companies had contacted the city expressing an interest in installing additional benches . Mr. Nelson asked if the Council was interest in continuing the present policy and if so he pointed out that the $2.00 fee does not cover the present cost. Councilman Schmidt indicated he thought there were enough benches and that there are some that are real eyesores . Councilwoman Nelson stated that she agreed with Councilman Schmidt. Mayor Verbic stated that in some instances these benches were the target of vandalism. Councilman Gilliam made a motion, seconded by Councilwoman Nelson, to notify the owners of the benches presently located Elgin and instruct them to remove same. Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Proposal to conduct a citizen survey on selected issues . The staff proposed to the Council that a citizen ' s survey could be achieved by using the back of a water billing form. The back of the form would provide room for response to issues of local interest . The fact that the citizens would be using this form to pay for water services might generate more interest in the survery. Councilman Schmidt made a motion, seconded by Councilwoman Nelson, to have the staff proceed with the proposed form of survey. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Committee of the Whole Meeting March 10, 1982 Page 8 Informational Items 9-hole Golf Rate A recent telephone poll of the Park and Recreation Board indicated they favored a 9-hole rate at Spartan on Saturday, Sunday and Holidays . The staff recommended $5 . 50 after 1 :00 p.m. This would place the 9-hole weekend rate at Spartan the same as the 9-hole weekend rate at Wing Park. City Gravel Mining Project Mr. Nelson stated the city had received notification from the Illinois Department of Mental Health of their approval of a city plan to mine gravel and develop recreational facilities at the Elgin Mental Health Center. Mr. Nelson stated he would be bringing this matter back to the Council with additional information in the near future. Adjournment and Motion to go into Executive Session. Councilman Hansen made a motion, seconded by Councilwoman Nelson, to adjourn the Committee of the Whole Meeting, and to go into Executive Session for the purpose of discussing status of collective bargaining , acquisition of property, pending litigation and personnel . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The Committee of the Whole meeting was adjourned at 10 :40 p.m. Marie Yearman, ity Clerk Committee of the Whole Meeting March 31 , 1982 The Committee of the Whole Meeting was called to order on Wednesday, March 31 , 1982, at 6 :40 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Gilliam, Hansen, Kirkland , Nelson and Mayor Verbic. Absent: Councilmen Schmidt and Waters . Also present: Nelson, Yearman, Jentsch and members of staff . Report on the structural analysis of the Spiess Deck and the options available for rehabilitating the surface of this deck. Don Meinheit , representing the firm of Wiss , Janney, Elstner and Associates , advised the Council his firm has completed their structural analysis of the Spiess Parking Deck and their findings had been set forth in their letter to the City, under date of March 26 , 1982, a copy of which was furnished to the Council . Mr. Meinheit stated it was their recommendation that 52 to 60 percent of the deck should be resurfaced with 22 inches of regular weight concrete and they did not recommend that the entire deck be replaced at the same time. Councilmna Hansen stated that he had received a telephone call from .a citizen who asked about installing additional vertical steel supports and cutting the deck span in half in order to provide more live load for the structure. Mel Dahl stated the first level could not support this because of the structure pilings and the need for further support from below the deck. Mr. Meinheit stated there was a need to take action on the deck this year and if the project was started fairly soon the work could be finished by early summer . Mr . Nelson stated it would be necessary to know if the Council is going to follow the engineer ' s recommendation so that bids could be put out to repair a portion of the deck. Mayor Verbic asked if there was any assurance that we would not be faced with the same problem, since the life of the deck was supposed to have been 25 years and only 2 years passed and the city is now having to deal with repaving the deck. Mr. Meinheit stated that the deterioration was due to the lack of air in the concrete mixture when it was applied and although the air content was measured at the time of application some of the air could have been expelled when it was pumped up to the deck. t Committee of the Whole Meeting March 31 , 1982 Page 2 Mr. Meinheit further stated that some of the deterioration could be attributed to the weather and the salt which is deposited on the deck from the automobiles parking there . Councilman Hansen asked how this same situation could be prevented and what assurances the city would get that the same thing would not happen , after all the deck was suppose to last 25 years and it only lasted 2 years before problems arose. Councilman Hansen wondered if some of the causes of deteroriation could be traced back to the architectural or engineering design of the deck. Mayor Verbic stated he thought Councilman Hansen ' s inquiries should be discussed further in executive session. Councilman Gilliam stated he was prepared to go ahead with the recommendation for the repair of the deck and to discuss the matter further in executive session. Councilwoman Nelson stated that the city does not have the money to go ahead with the repair of the entire deck, but we should proceed with the repair as recommended by the consulting engineers . Councilman Hansen stated that he had a problem with the large expenditure and with the city assuming the entire responsibility for same . Mr . Hansen objected to spending $300, 000 on a structure that the city does not even own. Mr. Hansen pointed out that the Spiess Company is leasing the portion of the deck the city owns and is paying the city $ 110.00 per month, but on the other hand Spiess is collecting all of the parking revenues on the deck. Mr. Hansen wondered how much Mr. Spiess might be willing to contribute towards the repair of the deck. Mr. Nelson stated that Mr. Spiess doesn ' t want to pay anything. Councilman Gilliam stated that if we go ahead and let it deteriorate further for the next three years, then under the agreement with Spiess it will be the city ' s property and what condition will it be in then and will it last three years . Mayor Verbic stated it would be nice if Spiess would join in on the $320,000 cost. Mr. Kaltenbach stated that after the contract for the deck was let, the city endeavored to have the deck done in concrete but Mr . Spiess felt strongly about an asphalt deck. Mr. Nelson pointed out that this decision had to be made because you could not get asphalt equipment up on the deck to do the job. Committee of the Whole Meeting March 31 , 1982 Page 3 Councilman Hansen pointed out that all changes had to be approved by both parties . Councilman Gilliam made a motion, seconded by Councilman Kirkland, to proceed with the project as recommended by Wiss, Janney, Elstner and Associates. Yeas : Councilmen Gilliam, Kirkland, Nelson and Mayor Verbic. Nays : Councilman Hansen. American Family Association proposal for the future development of the Bluff City Cemetery. Mr. William Trankle, President of the American Family Association, stated that his company has had over 20 years experience in operating two cemeteries in McHenry County, and have been successfully involved in providing pre-arrangement cemetery programs to families in the Chicagoland area since 1952. Mr . Trankle pointed out that their pre-need sales program could increase the city ' s revenue in excess of $ 100,000 annually. Mr. Trankle stated their program looks to the adequacy of the care fund now and in the future when all the lots are sold. There are two ways to increase the care fund, raise the deposit for the care fund and increase the number of grave sites. The grave prices are too low, the average price should be $350.00. The price should be less in less desirable locations and higher in more desirable locations . Mr. Trankle stated their program also provided for higher density burial , pre- installed vaults and double depth intern- ment. Mausoleum use could also be considered because at the present time this type of burial is not available in Elgin. Mr . Trankle ended his presentation by informing the Council that his company was not interested in securing a contract with the city at this time because there is a very strong resistance from local businesses and they did not want to be involved in political conflict. Councilman Gilliam stated that he was not aware of a lot of heat from other businesses. Mr. Trankle stated that resistance from local funeral directors and florists would make the success of any sales program unlikely, and it was unfortunate that Mr. Schmidt is not here tonight because he could better address that. Councilman Gilliam stated that they do not vote and the Council does. Councilman Kirkland stated that the Council don' t just vote for other businesses , they vote for the good of the whole city and the budget . Committee of the Whole Meeting March 31 , 1982 Page 4 (elk Councilman Kirkland asked if the Council went ahead with a positive vote, would Mr. Trankle still not be willing to negotiate with the city. Mr. Trankle stated they would want the Council to try to modify the resistance. Councilman Hansen stated that now that the cemetery maintenance has been transferred to the Park ' s Department he would like to wait to see how this works out . Mr . Hansen also indicated he had some concerns about the local businesses and how the proposal presented tonight would effect them. Councilman Gilliam stated he was getting a little frustrated, the Council is always talking about saving money, during budget time there were those on the Council who thought personnel should be cut down, departments eliminated and the City Hall was closed on Saturday in order to save a couple of thousand. Here we have a gentleman who has shown we can make money and as soon as we get some heat we back off. It is not beneficial for the city to provide protection for florists, liquor owners , or funeral directors . Councilman Hansen stated that Councilman Gilliam needed a review of his civic lessons . There is a difference between protection and competition. You are saying we are protecting them by not entering into competition and that is not true. Councilman Gilliam stated we are not in a position to protect monopolies and we are not here to protect businesses at the expense of the taxpayers , here we have a plan that could save taxpayer ' s money and you and the Mayor are backing off because of pressure from the local businessmen. Mayor Verbic and Councilman Hansen stated they had not received any calls relative to this matter. Councilman Hansen stated that he was not in favor of public/ private ventures and that the Spiess Deck was a perfect example of a joint venture that did not work. Spartan Meadows is another venture that was not supposed to cost the taxpayers any money. The City should not be running businesses. Mayor Verbic stated the cemetery problem was caused by a wet spring and poor maintenance and he thought that now with the Park' s Department assuming this responsibility that the problems could be solved. Councilman Kirkland stated he thought there was more to it than just poor maintenance . Councilman Gilliam stated the Council has had the staff looking for such a contract and at one time they were all for it and now there is just political heat because of some competition. We Committee of the Whole Meeting March 31 , 1982 Page 5 r"" should worry about protecting all the citizens and not just certain monopolies , or a few people . Councilman Hansen stated there was a difference between protection and competiveness . Councilman Gilliam made a motion , seconded by Councilman Kirkland, to table this matter for two weeks , when a full Council would be present. Yeas : Councilmen Gilliam, Kirkland and Nelson. Nays : Councilman Hansen and Mayor Verbic. The Committee of the Whole Meeting was recessed at 8:40 p.m. , for the regular Council Meeting. Resumption of the Committee of the Whole Meeting - 9: 35 p.m. Request to proceed with the construction of the 12 inch watermain between Forest Drive and Davis Road. In order to increase pressure and provide water service to undeveloped land, the staff recommended a 12 inch watermain between Forest Drive and Davis Road along Parkview Drive in Old Century Oaks . The estimated cost of the watermain install - ation (construction only) is $26 , 149.00. Councilwoman Nelson made a motion, seconded by Councilman Hansen, to approve the staff ' s recommendation. Yeas : Councilmen Hansen, Kirkland, Nelson and Mayor Verbic. Nays : None. Review of 1982 liquor license fees . This matter was referred to the Liquor Commission for their recommendation. Letter from the Greater Elgin Senior Center, Inc. requesting the City Council ' s authority to borrow an additional $ 15 , 000 from the First National Bank. Mr. Nelson stated the Center is requesting authority to borrow $ 15 ,000, which would be in addition to their present loan in the amount of $30, 000. Mr. Alan Dominic, Executive Director of the Center, stated the money was needed as match money for two grants, which he has been assured will be granted, and the amount of $6,000 to be used for operating expenses . The Center is expecting to receive a grant from the Department on Aging to repay both of these loans within the next few months . If this grant does not come through, the board of directors will launch a capital development fund in Elgin to repay these loans . Mr. Nelson stated it might be better to wait and see if the grants are realized because past experience in trying to Committee of the Whole Meeting March 31 , 1982 Page 6 raise funds to repay money that has already been spent has not been sucessful . Councilman Kirkland stated he thought it was bad practice to borrow money for operating expenses . Councilwoman Nelson made a motion, seconded by Councilman Hansen, to table this matter until April 28th, and at that time determine the status of the grants . Yeas : Councilmen Hansen, Kirkland, Nelson and Mayor Verbic. Nays : None. Proposed reimbursement ordinance for the oversized watermain extended along Airlite Street and Highland Avenue. The staff advised the Council that the installation of a 16 inch watermain along Airlite Street (extended between Country Knoll Lane and Highland Avenue) and a 12 inch watermain along Highland Avenue (from a point 480 feet west of Thomas More Drive to a point directly west of Sandy Creek) was completed in 1979 . The staff recommended that an ordinance be adopted whereby the City would recover a portion of the cost from the owners whose properties abut the watermain when they elect to connect to the watermain in the future . Councilwoman Nelson made a motion, seconded by Councilman Kirkland, to approve the staff ' s recommendation. Yeas : Councilmen Hansen , Kirkland, Nelson and Mayor Verbic. Nays : None. Recommendation by the Liquor Commission to create a temporary special event permit. The Council reviewed a draft ordinance creating a special events Class I liquor license, which was recommended by the Liquor Commission. This license would permit not-for-profit corporations or associations to conduct one or two day events at which alcoholic liquor will be sold. Councilman Kirkland made a motion, seconded by Councilman Hansen, to approve the Liquor Commission ' s recommendation. Yeas : Councilmen Hansen, Kirkland, Nelson and Mayor Verbic. Nays : None. Presentation by the Engineering Department relative to the proposed widening of Larkin Avenue from Jane Drive west to the Route 20 Bypass . Gary Miller exhibited to the Council design layouts showing the above mentioned improvements to Larkin Avenue. Three public hearings were held, those property owners affected were notified and those in attendance were briefed on the project by representatives from IDOT and Barton-Aschman. Committee of the Whole Meeting March 31 , 1982 Page 7 Request by IDOT relative to the acceptance of U.S . Business Route 20 for future maintenance. The staff recommended that the City Council defer accepting maintenance and jurisdictional responsibility of U. S . Business Route 20 until after the improvements to Larkin Avenue have been completed. If the City Council so concurs, we would request permission to so inform IDOT and ask that they pre- pare an agreement for City Council review. Councilman Hansen made a motion, seconded by Councilman Kirkland, to approve the staff ' s recommendation. Yeas : Councilmen Hansen, Kirkland , Nelson and Mayor Verbic. Nays : None . Request to submit a grant application to provide recreation to the handicapped. Mr. Nelson advised the Council this request would be presented to them on April 14th, for their consideration. Request to repair a mixing drive unit for one of the clarifiers at the Airlite Street water plant . Councilwoman Nelson made a motion, seconded by Councilman Kirkland, to approve the repair of the Graver Clarifier Drive at the Airlite Street Plant. Yeas : Councilmen Hansen, Kirkland, Nelson and Mayor Verbic. Nays : None. Consideration of requests from the Elgin Turners, the Big Timber and Kwo-Ne-She Dancers, and- Judson ColTege to design the 1983 City vehicle sticker for their respective organi - zations . The Council reviewed the above mentioned requests and a majority of the members felt that since the Elgin Turners would be celebrating their 100th anniversary in 1983, they should have the privilege of providing the logo for the 1983 vehicle sticker . Councilwoman Nelson made a motion, seconded by Councilman Kirkland, that the Elgin Turners furnish the 1983 vehicle sticker logo. Yeas : Councilmen Hansen, Kirkland, Nelson, and Mayor Verbic. Nays : None. Proposed maintenance agreement with Dover Elevator for the maintenance of the two elevators in the Spring Street Parking Deck. The staff recommended a proposed maintenance agreement from Dover Elevator Company of Chicago to provide complete main- tenance services for the two Dover elevators in the Spring Street Parking Deck at a cost of $ 240. 00 per month. Committee of the Whole Meeting March 31 , 1982 '"` Page 8 The Council approved the staff ' s recommendation. Recommendation to replace the traffic signal controller at the intersection of Liberty and Summit. Councilman Hansen made a motion, seconded by Councilwoman Nelson, to approve the replacement of the above mentioned traffic signal controller. Yeas : Councilmen Hansen, Kirkland, Nelson and Mayor Verbic . Nays : None . Housing and Community Development Block Grant Hearings . Roger Dahlstrom advised the Council the first hearing was held on March 18th, the second hearing is to be held on April 6th, and the third public hearing is scheduled for April 20th. Mr. Dahlstrom stated the Council usually submits some proposal for the HCD funding, and he would like to have this information for the April 6th hearing. Mr. Nelson stated that the Council has discussed the purchase and rehabilitation of the Crocker Theatre (Pk and he wondered if the Council still wanted to support this project. If so, a request for $ 100,000 in HCD fund could be filed and this would pay for the feasibility study and architectural analysis . Mayor Verbic stated that he would hate to get into a situation where it is going to cost so much to rehabilitate. The Mayor also mentioned that several months ago he had heard there were interested parties in the private sector who would like to purchase the property. Mr. Nelson stated that CEC has tried to buy the property but is unable to do it and that is why they want the City to buy it because they would be able to institute condemnation proceedings . Councilman Hansen stated he would want it clearly understood there would be a commitment from the private sector that they would take over. Mayor Verbic stated he did not think anyone would make such a commitment until they knew what the rehabilitation expenses . were going to be. A majority of the Council did feel the City should request the $ 100, 000 in HCD funds for the purpose of the feasibility study. Committee of the Whole Meeting March 31 , 1982 (Pk Page Adjour9 nment of the Committee of the Whole Meeting and Motion to go into Executive Session. Councilman Kirkland made a motion, seconded by Councilwoman Nelson, to adjourn the Committee of the Whole Meeting, and go into Executive Session for the purpose of discussing status of collective bargaining, acquisition of property, pending litigation and appointments to boards and commissions . Yeas : Councilmen Hansen, Kirkland, Nelson and Mayor Verbic. Nays : None. The Committee of the Whole Meeting was adjourned at 10 : 30 p.m. arse Yearmang tty C er r Committee of the Whole Meeting elk April 14, 1982 The Committee of the Whole Meeting was called to order on Wednesday, April 14, 1982, at 6 : 35 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Hansen, Kirkland , Nelson, Schmidt, Waters and Mayor Verbic. Councilman Gilliam arrived at 6 : 55 p.m. Also present : Nelson, Yearman, Jentsch and members of staff. Recommendation from the Liquor Commission relative to license fees for 4982 . Mayor Verbic stated that at the request of the Council , the Liquor Commission met on April 8, 1982, to consider the liquor license fees for 1982. Mayor Verbic further stated that prior to this meeting he had met with ten or twelve of the local dealers and from their imput the general concensus was that business is bad. Leo Nelson pointed out that there had no increase in these fees since 1976 and in some instances the fees were lower that those of surrounding communities. The Liquor Commission by a vote of 2 - 1 recommended no change in the liquor license fees at this time because of the economy. (Board Member Schmidt and Board President Verbic voted for the recommendation and Board Member Waters voted against the recommendation) Councilman Hansen made a motion, seconded by Councilman Kirkland, to adopt the recommendation of the Liquor Commission and to re- consider these fees at budget time. Yeas: Councilmen Hansen, Schmidt, Waters and Mayor Verbic. Nays : Councilwoman Nelson. Proposed lease of the former Sears Building to the Elgin Community College. Leo Nelson pointed out to the Council that this lease was written for 10 years instead of five and except for a few cosmetic changes it was ready to be submitted to the ECC Board, subject to the Council ' s approval . Councilman Schmidt questioned the provision which would give ECC credit for all rental payments made against the purchase price. Mr. Nelson stated that lease/ purchase agreements typically allow rents to be credited to the purchase price when the option to buy is exercised. The purchase costs would include construction, engineering, legal , architectural , demolition and interest fees paid by the city, and if they are going to pay us all of our costs , we are not going to be out anything. Committee of the Whole Meeting April 14 1982 Page 2 Pk provided Verbic referred to Article 2 of said agreement, which provided that in the event that the total amount of all lowest and most responsible bids received by the city for said reno- vation exceed the sum of , the city may declare this agreement to be terminated. Mayor Verbic asked why this figure was left blank. Mr. Nelson stated this amount would not be known until after the bids on the project are in. Councilwoman Nelson stated that she approved the agreement as proposed but she did not think that the building should continue to be called the Sears Building. Councilman Hansen stated that it might be typical to credit the rentals on a short term lease , but he did not feel it would apply to a long term basis . Councilman Hansen asked if the ECC Board does secure authorization from the Illinois Board of Higher Education to purchase are they then obligated to purchase. Counsel Jentsch stated that they would still have to make that decision after receiving such approval . The proposed agreement is a lease/option and forcing ECC to buy the building would not make it an option situation. Councilman Hansen stated ECC could have a new board in ten years who might feel no inclination or moral obligation to buy the building. Mayor Verbic stated he agreed with Councilman Hansen and he would like to see something in the lease that would tie them up more to bind them to buy the building . Councilman Waters pointed out that ECC would have a considerable investment in the building. The college has been short of space to meet increasing enrollments and they want to establish continuting new programs . The provision of services would be the main objective of the college board, no matter who was on it and if the programs are developed they are not going to shut them down. Councilman Hansen stated he was not convinced a future board would agree to the purchase, leaving the city to foot the entire bill . Councilman Hansen stated he would make a motion that a provision be added to the proposed agreement requiring ECC to buy the building if the State gives it permission to do so. Councilman Schmidt seconded said motion. Yeas : Councilmen Hansen, Schmidt and Mayor Verbic. Nays : Councilmen Gilliam, Kirkland and Nelson. Abstained: Councilman Waters . Committee of the Whole Meeting April 14, 1982 Page 3 Councilman Hansen requested that the staff furnish the Council with the new rent schedule, information as to the total cost to the city and to the college and information relative to the effect on the property tax for the next ten years . Councilwoman Nelson made a motion, seconded by Councilman Kirkland to submit the lease agreement to the ECC Board as proposed . Yeas : Councilmen Gilliam, Kirkland, Nelson and Schmidt . Nays : Councilman Hansen and Mayor Verbic. Abstained : Councilman Waters. Request to apply for Federal funds for the purpose of expanding recreation programs for the handicapped. The staff advised the Council this program is designed to initiate special programs to provide handicapped individuals recreational activities that will aid in their mobility and socialization. The staff requested permission to have International Systems proceed with this grant application, which requires a 10% match, which can be an in kind match. Councilman Waters made a motion, seconded by Councilman Schmidt, to approve the grant request . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic . Nays : None. Request to participate in the Local Government Financial Health Program. The staff advised the Council the Illinois Department of Commerce and Community Affairs is offering a program that evaluates the overall financial condition of a municipality and provides a report based upon specific financial indicators . The only cost to a participating municipality is that associated with providing copies of certified audit reports of the last 5 years . The staff requested permission to participate in said program. Councilman Schmidt made a motion, seconded by Councilman Kirkland, to approve the staff' s request . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Proposal to post NO TURN ON RED signs for northbound McLean Boulevard traffic turning right onto Wing Street. The Traffic Committee , for safety considerations, recommended e,,, that the borthbound motorists on McLean Boulevard be prohibited from making right turns on red signal indication onto the eastbound lane of Wing Street. Councilman Waters made a motion, seconded by Councilman Hansen, to approve the recommendation and to have an ordinance prepared providing for same. Yeas : Councilmen Gilliam, Hansen, Kirkland, A Committee of the Whole Meeting April 14, 1982 Page 4 Nelson, Schmidt Waters and Mayor Verbic. Nays : None. Recommendation to eliminate the collection of bulk items at Willow Lake Estates . The staff advised the Council that last year Willow Lake Estates purchased a Leach 25 cubic yard 2R packer because they now provide for their own refuse pick-up. The equipment they purchased is identical to what Elgin purchases and is capable of accommodating the same items we pick up. The staff recommended discontinuing the collection of bulk items at Willow Lake Estates in view of their own present operation. Councilman Hansen made a motion, seconded by Councilman Kirkland, to approve the staff ' s recommendation . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Nays : None. Spring Street Parking Facility Change Order No. 6 for Lamp, Inc. The staff advised the Council that additional signs such as these can be expected when a new facility opens . These specific signs are intended to help clarify existing signs and to eliminate unexpected confusion within the structure . The contract price would be increased by a total of $ 1 , 710.00 and the total contract price would then be $2 , 288, 748 . 00. The staff recommended approving Change Order No. 6 . Councilman Waters made a motion, seconded by Councilman Schmidt, to approve the staff ' s recommendation and have a resolution prepared providing for same. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Nays : None. Contract with Gluth Brothers, Inc. , to complete the retaining wall for the parking lot at Fulton and Villa. The staff advised the Council that the original contract for this project was given to Valley Engineering, who subsequently filed bankruptcy. The city made demand on the surety company and they contacted Gluth and asked that the city enter into an agreement with them for completion of the project . The surety company will pay the difference between the original contract and the contract now with Gluth. rft The staff recommended that the City Council authorize the execution of the contract with Gluth for the original bid amount of $28 , 250. 00. It should be noted that Gluth has already completed roughly 90% of the work on this project. Committee of the Whole Meeting April 14, 1982 Page 5 Councilman Hansen made a motion , seconded by Councilman Waters , to approve the contract with Gluth Bros . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson , Schmidt , Waters and Mayor Verbic. Nays : None. Change Order No. 1 to the contract with Gluth Brothers Inc. for construction of the retaining wall at Fulton and Villa. The staff advised the Council that at the time Gluth Bros . , started construction at the retaining wall it was their contention that the existing curb was adequate and could remain in place. The staff checked the condition of the curb and agreed with the findings of the contractor. The staff recommends approval of Change Order No. 1 , which will result in a reduction of $ 1 , 300.00 to the contract price. Councilman Waters made a motion, seconded by Councilman Schmidt , to approve the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Nays : None . Proposal to finance by special agreement, the property owners ' share for the improvement of McLean Boulevard between Eagle and Oakley. The staff prepared the following figures for the Council ' s review: Estimated cost of this improvement as a special assessment project . Total estimated project cost $302,412.00 Estimated cost to City $200, 227 .97 Estimated cost to property owners $ 102, 184.03 Estimated cost of this improvement if completed by special agreement between the city and the property owners . Total estimated project cost $ 199, 185 .00 Estimated cost to city $ 132,539. 28 Estimated cost to property owners $ 66 ,645 .72 Mayor Verbic stated that this improvement is needed and the savings as shown are remarkable. The Mayor encouraged the staff to contact the property owners to see if the project could be completed on a voluntary basis . Councilman Waters made a motion, seconded by Councilwoman Nelson, that the staff approach the property owners and reach an agreement with them. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Committee of the Whole Meeting April 14, 1982 Page 6 Recess of the Committee of the Whole Meeting and Motion to go into Executive Session. Councilwoman Nelson made a motion, seconded by Councilman Gilliam to go into Executive Session to discuss pending litigation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic . Nays : None . Resumption of the Committee of the Whole Meeting - 9:00 P.M. Rescheduling of May 12, 1982 Council Meeting and Liquor Commission Meeting . Mr. Nelson advised the Council that on May 12, 1982 , an appreciation dinner was being given for Dr . Paul Lawrence and Harry Michelson and there would be members of the Council who would like to attend. The Council agreed to meet on May 13th, with the Committee of the Whole Meeting starting at 6: 30 p.m. , and the Council Meeting at 8 :00 p.m. The Liquor Commission will meet at 6 :00 p.m. , the same evening . Sale of 1231 Larkin Avenue Councilman Waters made a motion , seconded by Councilman Gilliam, to have an exclusive sales agreement placed on the next Council agenda, for the sale of the above property. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Discussion of North End Bridge The staff advised the Council that at the Kane Urban Council meeting on January 22, 1982 , a motion was passed asking the City of Elgin to report at the Council ' s meeting in May just how the city proposes to finance the total $ 12-$ 14 million bridge project. The staff felt the reason for that action is the project is taking so long and more importantly, there is a chance the Kane Council could lose the $4. 5 million committed by CATS to help finance the design and construction of the subject bridge. If the City of Elgin can not finance the project, the members of the Kane Council would like to use these funds for other projects which can be constructed soon. Leo Nelson suggested that the city could ask the county to consider $2. 3 million to complete phase 1 of the project , using only county and city funds. In the event the project is not financially feasible the city might be able to secure some of these funds for other projects . Committee of the Whole Meeting April 14, 1982 Page 7 Mayor Verbic stated that one alternative would be to get the county to participate in the Big Timber/Slade bridge and just bypass the government. This would eliminate a lot of the requirements . Mayor Verbic further stated that as a means of paying the city ' s share the council might want to consider a toll bridge . The Mayor estimated that 10, 000 to 12 , 000 cars a day would use the bridge and the toll revenue could help pay for it. Bernie Guetner, consultant for the bridge, advised the Council the environmental impact statement had been delayed in order that they might include all the comments received by the city. The study was delivered to IDOT, who in turn sent it to Springfield. The State has concluded their review and Mr. Guetner' s office is still waiting to hear from the Schaumburg office. After the study is approved a public hearing must be held and that process could take until the end of summer. Councilman Schmidt asked Mr. Guetner what had been paid to his firm in the way of consulting fees to this point in time. Mr. Guetner stated approximately $400,000. The Council asked Mr. Guetner for approximate figures of cost for the entire bridge project and for Phase 1 in today ' s market. Mr. Guetner stated a high cost for completion could run $ 15 million, with a lower cost of $ 13 million. Phase 1 would run between $4 and $5 million. Councilman Hansen stated this is just another indication that we need a capital improvement plan and the Council should set a list of priorities for capital improvements . The Council should also consider where they are with GOB obligations. Councilman Gilliam stated a meeting should be set to discuss this situation. Mr. Nelson stated that this is being worked on in house. Councilman Kirkland asked is the staff had a timetable as to when this list would be available. Mr. Nelson stated that in looking at the capital budget for 1983 the list should be available in July or August. Councilman Schmidt stated the Council was getting off track and they needed to address what answer the city was going to give the county. 1 Mr. Nelson stated he could see if the county would approve the changes in providing for Phase 1 only and then see if the Federal Government would approve the first phase without any commitment for the second phase. Committee of the Whole Meeting April 14, 1982 Page 8 Councilman Waters stated the project should be accomplished in both phases and we should not go into it if only Phase 1 can be completed. Councilwoman Nelson stated she was in favor of the two phases and she was not in favor of a toll bridge. Councilman Schmidt and Mayor Verbic indicated they would go along with building just phase 1 , if this was the only alternative. Councilman Kirkland stated he would like to see both phases completed. Councilman Hansen stated he was against going ahead with just Phase 1 and reminded the Council that $400,00 had already been spent on studies which included both phases . Councilman Gilliam stated he was willing for the staff to go to the county with the Phase 1 proposal but he was leaning toward completion of the entire project or nothing. Councilman Hansen stated he would like to make a motion to set aside time at the next meeting to discuss the capital improvement list. Councilman Gilliam stated the staff should set up the time- tables for this. Councilman Hansen ' s motion died for lack of a second. Councilman Gilliam made a motion to start discussions next meeting to establish procedures on how to proceed with capital improvements. This motion also died for lack of a second. A majority of the Council agreed to have the City Manager contact the county re participation in building phase 1 and to contact the federal government to see if the city would be required to build the entire project in order to qualify for funding. Proposed ordinance which will authorize from time to time bus parking only on certain streets adjacent to the Hemmens Auditorium. The staff recommended that the west side of North Grove between Kimball ] and North and the south side of North from North Grove to Brook be designated for Us Parking Only during special events at the Hemmens . eft. Councilman Waters made a motion, seconded by Councilwoman Nelson, to have an ordinance prepared in accordance with the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting April 14, 1982 Page 9 Adjournment of the Committee of the Whole Meeting and Motion to go into Executive Session. Councilman Gilliam made a motion, seconded by Councilman Kirkland, to adjourn the Committee of the Whole Meeting, and go into Executive Session for the purpose of discussing status of collective bargaining, acquisition of property, and appointments to Boards and Commissions . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson , Schmidt, Waters and Mayor Verbic. Nays : None. The Committee of the Whole Meeting was adjourned at 9 : 50 P.M. Marie Yearm City Clerk r Committee of the Whole Meeting April 28, 1982 The Committee of the Whole Meeting was called to order on Wednesday, April 28, 1982, at 6: 30 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . Absent : Mayor Verbic. Also present : Nelson, Yearman, Jentsch and members of staff. Discussion re report prepared by Fox & Company relative to the Comprehensive Data Processing Guidelines. Mr. Nelson stated that the necessity for this report was triggered by a request in the Police Department budget for additional hardware. The Council at that time felt an investigation should be made of the two computer systems and authorized the Fox & Company study. Phil Augustine from Fox & Company stated that as a result of their study, the following recommendations are recommended for a three-year guideline: The City has one data processing department responsible for all data processing within the City. The City should retain the IBM System 3 model 15D and continue to develop new applications on this computer. The Police Department should, through its data processing user committee, design and submit a set of comprehensive recommendations for automated systems. These recommendations should have priorities, be realistic and defendable with respect to value obtained versus cost . The documentation of the existing POSSE software, as modified by the Police Department, should be the first task undertaken by the present Police Department programmer . Subsequent tasks for the Police Department should be based on recommendations from the Police user committee. One programmer should be dedicated to the Police Department as long as the Police Depart- ment has justifiable tasks. Guidance for the City' s Data Processing Department ' s efforts should be procided by a Data Processing Steering Committee. Councilman Waters felt this was an excellent report and asked who would make up the Steering Committee. Mr. Augustine stated these should be responsible people who would be appointed by the City Manager . It would also be important that those appointed be able to work together as a group. Mr. Nelson stated the staff will put together some organizational structure and bring same back to the Council for implementation. Committee of the Whole Meeting April 28, 1982 Page 2 e.. CATS Council of Mayors proposed transit package to replace the present RTA structure. Mr. Nelson stated that in addition to the information that had been furnished to the Council , Mayor Ganet of Elmhurst has offered to come out and speak on the proposed changes in the RTA structure, if the Council so desires. The Council indicated they would like to have Mayor Ganet speak to them at the May 13th Committee of the Whole. Review of the City ' s policy found in Chapter 14.04. 260 of the Municipal Code to adjust water bills upon discovery of a water leak. The Council reviewed a memorandum from Dave Jepson in which he relates that on March 18, 1982, Mr . J .R. Bruce of Villa Garden Estates called him regarding an unusually high water bill that they had received. Their water and sewer bill for the period of 12/ 16/81 - 2/26/82 was $5, 814.89, which is approximately 15 times higher than their average bi -monthly billing in 1981 of $389.40. Mr . Bruce suspected that the cause of the high bill was due to leaks in their water lines, after the water had been metered. Mr. Bruce called again on March 26, 1982 and confirmed that they had located 2 major leaks and that they were repairing them. Mr. Nelson stated that a review of the city ' s policy relative to leaks in the system beyond the meter comes up from time to time. In this instance Mayor Verbic was contacted and he requested that the matter be brought to the Council . Mr. Nelson felt there was some responsibility on the part of the manager of the mobile park to check the meters to see if there was any large increase in the useage, and if any relief should be realized it should be through the Sanitary District. Mr. Nelson also pointed out that the Larkin Home and Edward Puklin had previously requested some relief in similar situations and they had been denied any relief. Councilman Gilliam suggested that since the Mayor had requested that the Council look into this matter the staff should bring the matter back at the next meeting because the Mayor was absent this evening . A majority of the Council concurred with Councilman Gilliam. r Committee of the Whole Meeting April 28, 1982 Page 3 i Recommendation to reduce the chlorideion concentration in Well 3A, which serves the west side plant . The Council reviewed a memorandum from Ron Zegers in which he advised the Council that the precipitation of barium sulfate in Well 3A has resulted in the pump and motor being pulled at 18 month intervals as opposed to the routine 5 year maintenance schedule. The chloride ion concentration increased from 15 to 50 milligrams per liter indicating a minor change in water quality. The chloride ion concentration in Wells 1A, 2A and 4A are also showing an increase in chloride ion which could lead to precipitation of barium sulfate in the other wells. Mr. Zegers listed the following alternatives : Alternative #1 Reset pump and motor back to a depth of 1000 feet and monitor water quality. Alternative #2 Reset pump and motor to a dept of 1000 feet and monitor water quality. Also provide two chemical feed lines for down hole injection of a chemical inhibitor to barium sulfate precipi - tation. Alternative #3 Drill a 10 inch hole 522 feet deeper, drilling through the Eau Claire formation and approximately 250 feet into the Elmhurst- Mr. Simon water bearing formation. Mr. Zegers pointed out that alternative #3 is recommended as the best of the alternatives. The Council approved Mr. Zeger ' s recommendation to go with Alternative #3 . Housing and Community Development Block Grant Hearin Committee' s recommendations for use of 1982 HCD block grant funds. The recommendations submitted to the Council read as follows : Crestwood Engineering Study $ 12,500 Douglas Avenue Park Construction $30,000 Old Main Accessibility Modifications $61 , 500 Community Crisis Center $20, 500 Ryerson Park Rehabilitation $48,000 "' Curb, Gutter and Sidewalk Reconstruction (NSA) $85, 391 Committee of the Whole Meeting April 28, 1982 Page 4 Senior Citizen Center Energy Improvements $ 15,000 Selected Street Closures (NSA) $25,000 Neighborhood Housing Services - Revolving Loan Fund $ 125,000 Residential Rehabilitation Rebate Program $ 100,000 Housing Code Enforcement $ 45, 000 Comprehensive Planning & Management $ 100,000 Administration $ 30,000 Contingency $ 60,000 Roger Dahlstrom stated that the Hearing Committee had spent a lot of time on this matter and had done a good job. Mr. Dahlstrom also pointed out that it would be necessary for the Council to act on this at their meeting because the application should be filed the middle of May. Letters of credit should be issued by the middle of June and all the funds should be available by the middle of July. Mr. Dahlstrom stated that the funds set aside for Old Main could be allocated elsewhere if the fund raiser campaign is not successful . Mr. Nelson stated that the recent story in the Herald stated that $ 100.00 was to be used for a study on the Crocker Building t, when actually this was to be done in house. The $ 100.00 was to used towards the acquisition of the property. Councilman Hansen stated that he agreed with the Hearing Committee ' s decision on the Crocker Theatre because it bothred him to have the city involved in the movie business and he thought a buyer should be secured first. Councilman Waters stated that he would like a breakdown on the expenditure of the $ 100, 000 allocated to the comprehensive plan. Councilman Hansen stated it would be helpful to have a rough idea of of the staff ' s hours spent on the plan last year and the number of hours and projects for this year. Mr. Nelson stated he would bring this information back to the Council and in the meantime the Council would have to decide who is going to hold the public hearing on the comprehensive plan. Proposed process and schedule for the development of a capital improvement program and budget. Doug Dotson of the City ' s Planning Department reviewed with the Council a proposed schedule for implementing a five year capital improvement program and budget . In addition, the staff will prepare a brief manual which will further describe the process, as well as the possible roles of participating committees and organizations. Committee of the Whole Meeting April 28, 1982 Page 5 The proposed schedule provides for the City Manager to deliver a proposed 1983 capital improvement budget and preliminary program to the City Council on July 7, 1982. The Council approved the staff ' s process and directed them to proceed with this project . Memo from the Engineering Department and a letter from Carl Walker & Associates, Inc. , relative to ventilation modifications for the Spring Street Parking Deck. Gary Miller pointed out that when the staff previously discussed with the Council a proposal for the addition of CO monitors which would reduce the exhaust fan operating time which in turn would reduce energy bills, the Council had expressed concern over the $ 1 , 000 design fee proposed by Carl Walker & Associates. The letter from Carl Walker set forth that the original system was designed according to the locally adopted code. To install the monitors, in fact, requires a variance from BOCA although the monitor system will be equally safe and more energy efficient that the current system. Walker ' s letter also pointed out that they had not requested additional fees for administering the net $31 ,469.00 in change orders already approved nor for the pending change orders of $2, 298. 00 for connecting the intercom system to the police station and $ 1 , 710.00 for additional signs. A majority of the Council approved proceeding with this project, but Councilman Hansen did point out that in a review of the revenue for this parking facility it did look like it was in serious trouble. Adjournment of the Committee of the Whole Meeting to go into the Council Meeting - 8:06 p.m. Councilwoman Nelson made a motion, seconded by Councilman Kirkland to adjourn the Committee of the Whole Meeting and go into the Council Meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, and Waters . Nays : None. Resumption of Committee of the Whole Meeting - 9: 00 p.m. Recommendation to install an underground fuel storage tank adjacent to the Lord' s Park maintenance building. This project consists of installation of a new 550 gallon Steel gasoline tank, filling an old existing tank, relocating the pump from the old to the new tank and electrical work to make the gasoline pump operational . The staff recommends the work be done by the low bidder, P.J . Hartman Company for $4, 305 .65. } Committee of the Whole Meeting April 28, 1982 Page 6 abk Councilman Gilliam made a motion, seconded by Councilman Kirkland to approve the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . Nays : None. Proposed easement across the NI -Gas right-of-way for the extension of a watermain between Forest Drive and Davis Road. Councilman Schmidt made a motion, seconded by Councilman Hansen to have the subject easement placed on the Council Agenda for formal action. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, and Waters . Nays : None. Police Departmental Awards and Recognition System. DeputyChief Warren Heine stated that the objective of this program is to provide for a system of awards which will extend recognition to officers of the Elgin Police Department for excellence in achievement or distinction in service in the line of duty. Office Heine requested that time be set aside at the May 26th Council Meeting for the presentation of these awards. Councilwoman Nelson made a motion, seconded by Councilman Kirkland to approve the staff ' s request. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters. Nays : None. Renewal of Hemmens Liquor Concession Agreement . Mr. Nelson stated that Liquorland has indicated they would like to have this agreement renewed for another year. The staff pointed out that Liquorland submitted the only bid a year ago out of sixty that were solicited. Counsel Jentsch recommended that because of a very recent anti trust case involving a sole bidder for a cable tv agreement that this liquor comcession agreement be re-bid. Request for assistance in issuance of revenue bonds by the City of Geneva. Mr. Nelson stated that the Mayor of Geneva would like to address the City Council in connection with the issuance of revenue bonds for Richardson Electronics. This firm would be located in Geneva and would employ approximately 26 employees. Because of the limit set by the General Assembly on non home rule communities the City of Geneva is experiencing difficulty in meeting the requirements flimk of this firm. Committee of the Whole Meeting April 28, 1982 Page 7 Councilmen Gilliam, Nelson, Schmidt and Waters indicated they were not interested in becoming involved in this situation. Change in the meeting date Councilman Schmidt made a motion, seconded by Councilman Kirkland to change the Committee of the Whole and Council meetings from May 12th to May 13, 1982. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters. Nays : None. Adjournment of the Committee of the Whole Meeting to go into Executive Session. 10:05 p.m. Councilman Schmidt made a motion, seconded by Councilman Kirkland to adjourn the Committee of the Whole Meeting and to go into Executive Session to discuss status of collective bargaining, acquisition of property and litigation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters. Nays : None. r Marie Yearman, City Clerk r Committee of the Whole Meeting May 13, 1982 The Committee of the Whole Meeting was called to order on Thursday, May 13, 1982 , at 6: 36 p .m. , in the Council Chambers of City Hall . Members present : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Absent : Councilman Gilliam. Also present : Nelson, Yearman, Jentsch and members of staff. Discussion of CATS Council of Mayors roposal to amend the funding and present RTA structure and organization . Leo Nelson introduced Mayor Abner Ganet from Elmhurst . Mayor Ganet advised the Council the new structure provided for the following Boards ,which would be three separate entities : The CTA Board was left to the City of Chicago. The Board members would receive the same salaries that they received, $2500.00, the Directors of the CTA would be seven, selected by the Mayor of the City of Chicago, and two selected by the Suburban Cook County Mayors , one from the northside and one from the southside. The Commuter Rail Board would have thirteen members, 6 selected by the suburban Mayors , 5 selected by the five County Mayors ' groups, one by the Mayor of Chicago, and one by the Governor. The Suburban Bus Board would have eleven members , 6 from suburban Cook and 5 from the Collar Counties Board Members . They would develop the operating budgets for their agencies, they would set policies , enter into fixed budget agreements with operators and in general operate the rails. It was our perception that by doing it this way we would be responsive to the communities that were involved in the service and could completely overhaul the agency and eliminate what we think is the waste . We pursued one other angle as we proceeded down the line in deter- ming how we would allocate sales tax in the suburban areas . It was determined that 66 2/3 of the sales tax collected in the collar counties be allocated to the rail transportation board and 33 1 /3 of the sales tax be allocated to the surburban bus board. When we did this two counties came up very short in meeting the requirements for surburban bus . They were McHenry and DuPage, because the proliferation of rail in McHenry and the distances involved made a proportion of money allocated to those counties very large. We met some opposition from the county people and as a result of that we added to our bill a proviso that the 1 /32 ' of the sales tax be reinstituted in the six counties of Northern Illinois . Committee of the Whole Meeting May 13, 1982 Page 2 This then would permit those two counties, McHenry and DuPage, to even themselves up in the bus area and it would also permit the beginning of the elimination of the debt which has been accruing to the area through the RTA in the last couple of years . We when we did this we also talked about an on going need for transportation, so we added another 1 /32 ' in the second year, making a total of 2/32 ' which would be given to us in Northern Illinois , as well as to the other mass transit districts throughout the State. We are all going to be losing operating funds from the Federal Government next year. There will be no more operating funds from the Federal Government regarding Mass Transit next year. We felt that to do the job for the State as a whole we added the other 1 /32 ' . When we brought these two bills to the two houses of the legislature, we were again told that there was no money and that the only thing that we could hope to accomplish would be the structure. We felt that we had to address the problem and this was the way to do it . We had imput in developing these bills , both sides Republican and Democratic, both the House and the Senate were an integral part of our deliberations . The whole perception is that we would be able to get better service, local control to part of the communities involved, and we are asking for your support. Discussion of the proposal to redevelop the Douglas Hotel as an apartment building for senior citizens and -handicapped individuals in cooperation with the Oak Crest Residence, using Section 202 funds . Roger Dahlstrom stated that the staff of the Community Development Department, in cooperation with the Administrative Staff at Oak Crest, have discussed the relocation of tenants at the Douglas Hotel should this entire project become a reality and it was our feeling there is a very sensitive cliental there and that we must be very sensitive in our relocation activitites . Along those lines we felt we should get some assistance from groups such as Fox Valley Mental Health, who have had contacts with a number of the residents of the Douglas Hotel , and in talking with Dean Ecker we learned that they are embarking upon a program which I believe is called the Transitional Residence Program. It is a relatively new program that they are operating and it has been funded only recently that they feel and we feel could be of assistance in the relocation of tenants from the Douglas Hotel , again should emk the entire project become a reality. We have also discussed this matter with the City ' s Human Relations • Committee of the Whole Meeting May 13 , 1982 Page 3 "" Coordinator, Walter Blalark, and he has indicated that he is willing and able to assist Fox Valley Mental Health in what ever aspects of relocation he can assist them with. Additionally, Oak Crest primarily through contacts on their Board, have approached a number of local churches and they indicated that they would be willing to help in a support fashion in the interim between City purchase and relocation, should human services be necessary. Human services being those such as provision of some housekeeping assistance or perhaps meals . So what we have tried to do basically is approach the potential relocation from the aspect of both human services , should they be required, and actual technical assistance in finding replace- ment housing. Councilman Waters stated that just for clarification of what is before the Council this evening, we have talked about this as a proposal , it would be a proposal for funding and therefore we would not have any guarantee at all that the funding would be awarded and nothing would be initiated until that funding was awarded and at that point we would know what we had to operate from. As I understand what we are discussing this evening then is whether or not we are going to submit the proposal for funding. Roger Dahlstrom stated that actually the proposal itself is a Section 202 proposal and the City not only would not be, but cannot be the applicant in such a proposal . The applicant must be a private non-for-profit group, which Oak Crest is . Conse- quently we are not making any judgment on the application. What we are really discussing is the City ' s participation in the project, which would be limited to which is commonly called a conduit purchase, which simply means that we would use our power of eminent domain to assure the acquisition. Also the agreement which is before you tonight, the Department of Urban Development and Housing has indicated to us that agreement would be sufficient to constitute site control . Site Control is a required element of the preapplication that the consulting firm for Oak Crest would be submitting to the Federal Department of Housing and Urban Development. So what you are doing is giving them a document which documents their control of the site, simply by stating that you as a governmental body are willing to use your power of eminent domain to assure the purchase of the property. The City' s participation is limited to that aspect, other than, of course, the fact that in discussing this purchase many of you indicated some concern about relocation. I think it is an under- standable concern so that is why the staff and Oak Crest have endeavored to seek the assistance we feel might be helpful in carrying out a sensitive relocation program. Committee of the Whole Meeting May 13 , 1982 Page 4 Leo Nelson stated that the money Oak Crest is going after is very eo competitive and I don ' t know what the odds are that we would get it. It ' s likely that we may not get it and if that is the case then there is no project and there would not be any relocation. Jean Person of Peer Leaders United Movement stated, so if that project does not go through then there are no other plans to relocate the residents from the Hotel Douglas . Leo Nelson stated the reality is and I think Mrs . Zema is in the audience and I have been told by the owners of that property that believe her lease expires at the end of 1984, and I am told by the owners that they are not going to renew that lease. So the reality is that between now and the end of 1984 the lease on that property will not be renewed in any event. That is one of the reason that we got involved in the project. Jean Person stated that according to an article that was in the newspaper they did say that the residence would be brought up to City Code standards and then used as residence for elderly and handicapped. My question is , it is my understanding that quite a few of the residents of the Douglas Hotel now fit into either one or both of those categories . In that case am I correct in making the assumption that they would then be perfectly able to apply to live there anyway. Leo Nelson stated that they could very well be eligible applicants , e"' the problem, as you know, before the building could be rehabilitated everyone in there would have to be relocated for a period of time. When the building is then opened, assuming Oak Crest is the manager of the property, then eligible applicants would receive applications. Donna Barnett, 467 Columbia Avenue stated that Tuesday ' s Courier News suggested that the Fox Valley Mental Health group would be largely responsible for relocating residents from the Douglas , should that occur, and we have been referred here to the transitional living program. I have a copy of that program in front of me and I would like to read some of the critera . First of all one of the goals of the program is to assist clients in acquiring basic living skills necessary for living independently. Larry Brittain of PLUM and President of Fire and Rain stated that he was here tonight mainly because because he was alarmed at the possibility of the Douglas people being moved and whether that takes place or not in 1984 they are going to have to leave. I hope that by that time they will be able to go to a better place, because the Douglas Hotel is a real pit. We could even use the old term of snake pit . What does the community offer to the mental health consumer. There are more mental patients out there than you would imagine. Ninety five percent of the mental health consumers in this country are neither dangerous to themselves or to others. Committee of the Whole Meeting May 13 , 1982 Page 5 Jean Person stated, I was told in a meeting last week that the '' Fox Valley Mental Health Center is in the process of seriously considering renting or purchasing the Reed Building , which is a closed ward out at the Elgin Mental Health Center, to be used as a half-way house for ex-mental patients . Dean Ecker stated, I want to say that part of our work is to help people whose illnesses have required some institutional care, and I want to commend the Department of Planning, and the Council itself for letting us know that this development was underway. Our interest in the development is because housing is an important part of a person ' s ability to stay in the community. In reply to Jean Person, this is a part of several programs to which we have made proposals about which we have not gotten any definite word, including the funding or the time as to when it is to begin. The building that you referred to, this is the first time I have heard which building it was , the services to be delivered there , the name of the program is a Respite Program, it is limited from three to five days , as a holding environment, to prevent re-hospitalization. There is no permanency in the use of any one person of that program. The scattered site program is again designed to help a group of clients that we have not been able to help. It was not designed to relocate a large group of people who are now being housed somewhere else. We do have an investment and responsibility for assisting, on a voluntary basis , any clients who need help of relocating from any place they are, including those of our clients who are now using the Douglas Hotel . That is our committment and our interest in this project. Mike Zema stated, I would like to speak to the Council on behalf of the people who live at the hotel . I am there everyday, I think the people who are here tonight will give the board an idea of, this is their home, they don ' t want to be taken from it without being notified. Everybody seems to know that they are being located except for the people here and I don ' t think that is fair. Proposal to substitute the Easter Seal Association for the City as an applicant for funds to provide recreation programs for handicapped individuals . Leo Nelson stated that several weeks ago we talked to you about filing an application for funds to provide recreational programs for the handicapped. In talking with International Systems they have advised us that an association that has already had a great deal of experience in dealing with handicapped people would be much more competitive than we would be as a city and given that fact our people contacted Easter Seal , and we are recommending that rather than the city as the applicant we feel that the Easter Seal Association would be a far better and much more competitive applicant for those funds . Committee of the Whole Meeting May 13 , 1982 Page 6 We would like to get on with that , but substituting the Easter pr,, Seal Association for the City in this event. Peg Mutterties , Executive Director of the Easter Seal Association stated, we are very interested in being involved in this proposal for recreation for the handicapped . As many of you know our agency has been in existence in this community for 32 years, working with handicapped children and adults . I would just like to go on record tonight by saying that we are very receptive to being involved in this proposal and feel that recreation for the handicapped is equally important as any other physical involvement that we might do. Working with the total person is obviously is very important . Councilman Waters made a motion, seconded by Councilwoman Nelson, to approve the staff ' s recommendation. Yeas : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . 1981 Audit Report prepared by Fox & Company Mr. Nelson distributed copies of the 1981 Audit Report and Tom Tarolla, of Fox and Company, preparers of said audit, advised the Council that the City was in sound financial condition due to present budget process. Councilman Hansen pointed out several over-expended items in some of the departments . Dave Jepson stated this was just a technicality and the 1981 budget would be amended within those departments to reflect these changes . Councilman Hansen asked when the 1982 budgets would be available. Mr. Jepson stated he could have these available next week. Status Report on the North End Bridge. Mr. Nelson advised the Council that the scheduled meeting with the Council of Mayors had been cancelled and he did not have the opportunity to pose the question of a phase one construction for the bridge. Mr. Nelson said he did have a conversation with Bill Carter, who stated that the Transportation Committee would like the Council to state that they are willing to go ahead with the project with the conditions that the county made originally. Mr. Nelson stated there is no doubt a decision will have to be made soon . Councilman Kirkland suggested that no action be taken until after the meeting which was cancelled is held . Mayor Verbic stated he had not changed his mind and felt that if we can ' t proceed with the two phases we should go ahead with one phase. Committee of the Whole Meeting May 13 , 1982 Page 7 Proposal to resubmit an application to the State of Illinois for funds to develop ball diamonds at the Elgin Mental Health Center site. Mr . Nelson stated this would be the same application that was submitted by International Systems last year, which was subse- quently denied. The State is accepting applications until July 31 , 1982, and the staff is recommending we re-apply. Councilman Hansen indicated that he had voted no before and he continued to feel that we should not proceed with this until the project can be projected in the budget. Mr . Hansen pointed out that we would still be short one million dollars to build the diamonds . Mayor Verbic stated he would like to know the cost to the citizens . Mr . Nelson stated that in this case it would be fifty - fifty, or $500,000 - $500,000. This money could come out of royalties if we could proceed with the mining operation. Mayor Verbic stated there is a high priority for this type of recreational program and the city should apply for the grant . ess. Phil Bennett stated that if these diamonds were available all of the softball games could be taken out of the neighborhoods . Councilman Waters made a motion, seconded by Councilwoman Nelson to re-apply for the grant. Yeas : Councilmen Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : Councilmen Hansen. Recommendation to assist the present owners of the Ora Pelton House at 214 South State Street with their nomination to have the home placed on the National Rejister of Historic Places. Councilman Waters made a motion seconded by Councilman Kirkland, to proceed with the aforementioned project. Yeas : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays: None. Proposals for the July 4th fireworks show to be held at the ECC/Spartan Meadows Golf Course complex. Councilwoman Nelson made a motion, seconded by Councilman Kirkland, to award the bid for the fireworks display to Midwest Fireworks . Yeas : Councilmen Hansen , Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Memorandum from the Corporation Counsel relative to a recently sassed Cook County ordinance prohibiting the sale of items of e.. drug paraphernalia. Counsel Jentsch stated that the Council might want to discuss with the Police Department current problems along these lines and then decide what approach to take. Committee of the Whole Meeting May 13, 1982 Page 8 Chief Baird stated he preferred to see what happens with the Ok Hoffman Estate ordinance within the next two or three months, and he did not feel it was imperative to act on this immediately. Bulletin from the Municipal League relative to tax freezes and the Freedom of Information Act ( H. B . 1794) Mr. Nelson furnished the Council with a copy of the above Bulletin and House Hill 1794. Mr . Nelson stated that he personally resented the State being in a position to tell the communities what to do in these instances . Mayor Verbic stated a letter should be directed to the proper authorities letting them know our feelings . Proposed bus maintenance and storage facility to be located on a site immediately south of the A. I . D. property and across from the Elgin Mental Health Center property on Route 31 South. Mr. Nelson stated this would involve six acres and although the A. I . D. does not want to sell the property to the RTA, they would like some indication that the necessary zoning would be considered should the project go through. Mayor Verbic thought this was an excellent site for this facility and the entire Council indicated the staff should proceed with the project. Review of the City ' s policy found in Chapter 14 .04. 260 of the Municipal Code to adjust water bills upon discovery of a water leak. Councilman Hansen made a motion, seconded by Councilman Kirkland, to amend the code to provide for monthly billings of water meters two inches or greater. The Council felt this would alert the user of a serious water leak within a shorter time span and perhaps reduce the meter increase due to said leak. Yeas : Councilmen Hansen, Kirkland, ;Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Adjournment of Committee of the Whole Meeting and Direction to proceed to Executive Session. There being no further business to come before the Committee of the Whole Meeting, Councilman Waters made a motion, seconded by Councilman Kirkland, to adjourn said meeting , and to go into Executive Session for the purpose of discussing status of collective bargaining, acquisition of property, litigation and personnel . Yeas : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 11 : 25 p.m. Marie Yea rl C i t y C e r < Committee of the Whole Meeting May 26 , 1982 A Committee of the Whole Meeting was called to order on Wednesday, May 26, 1982, at 6: 30 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Absent : None . Also present : Nelson , Yearman, Jentsch and members of staff . Proposal to offer employees membership in the Intergroup HMO as an alternative to the City ' s conventional group health care insurance program. Mr . Nelson advised the Council that under Public Law 93-222 a new method of health care coverage, known as health main- tenance organization (HMO) was signed into law, and all employers who supply health care coverage to their employees and employ25 people or more are required to offer HMO membership. The employer would pay the same dollar amount to the HMO as it pays for the conventional health care insurance plan. The difference would be paid by the employee through payroll deduction . Councilman Hansen asked if there would be any impact on the existing insurance coverage with Washington National . Jim Aydt stated that there would not be any impact and a representative would be coming out to the city to make a presentation of the HMO plan to the employees. The option of membership would be the choice of the employee . Councilman Waters made a motion, seconded by Councilwoman Nelson, to place the proposed resolution providing for participation in the aforementioned plan on the Council Agenda . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Continued discussion of the North End Bridge Project Mr. Nelson stated that in talking with the County there was some indication that if Elgin did not proceed with the bridge project there was some possibility we could expect to receive some of the funds allocated for the bridge for use on some other city projects . (Mr . Nelson distributed a memorandum ` indicating possible substitute projects) e ° Mr. Nelson further indicated that the Council of Mayors is Committe of the Whole Meeting (Pk May 26 , 1982 Page 2 nervous and afraid that we might lose the money if a decision is not made. Mayor Verbic stated that he had been in contact with Senator Percy' s office and they were attempting to get something through Secretary of Transportation Lewis ' office , but had been unable to get any commitment because of the present difficulty with the budget . Mayor Verbic agreed that the city must advise the Council of Mayors as to what we are going to do with the project . Councilman Hansen stated that according to the informational meeting 3 . 7 million would be the city ' s share for phase 1 only. The whole bridge could be completed , phase 1 and 2 for 12.8 million, less 4.6 federal and 2. 1 county leaving 6 . 1 local funds . Councilman Hansen indicated he was prepared to go for the whole thing. Councilman Waters stated that if we could get some funds back for other improvements they might be more important than the North End Bridge and he suggested that we try and get the Council of Mayors to free up these funds for these other projects . Mr. Nelson stated he thought the Council needed to set aside a separate work session on just this subject because there were a lot of questions which needed to be answered . Mayor Verbic and the Council agreed and thought that Bernie Guentner from Lochner and Company should be present also. Mr. Nelson stated he would tentatively set this up for June 1st at 7: 00 p .m. Resolution authorizing M. F . T. funds to match Federal funds for resurfacing certain streets . The staff applied and received approval to repair the following streets : North Grove Avenue-Summit Street to C&N.W. Tracks ( 22 blocks) . North Street-Douglas Avenue to Dundee Avenue (3 blocks) . Gifford Street-Park Street to Division Street ( 2 blocks) . Raymond Street-National Street to Watch Street ( 1 block) . Walnut Avenue-Hendee Street to C .M. St . P Tracks ( 1 block) The estimated construction cost of this project is $86 , 200.00, of which the city ' s share of $35 ,679.00 will come from motor fuel tax funds . Committee of the Whole Meeting May 26, 1982 Page 3 Councilwoman Nelson made a motion, seconded by Councilman Hansen, to have this proposal placed on the Council Agenda . Yeas: Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Nays: None . Resolution to replace the resolution adopted at the meeting of May 13th, providing for a chance in employee contributions to IMRF . On May 13th , the City Council adopted a resolution authorizing participation in the Illinois Municipal Retirement Fund employer pickup plan. A copy of said resolution was forwarded to IMRF the following day. IMRF acknowledged said resolution and informed the city our reporting system is already compatible for implementing the plan and if we would repeal the prior resolution adopted on May 13th, pass a new resolution with a June 1st effective date, the plan could take effect one month earlier . Councilman Schmidt made a motion, seconded by Councilman Gilliam, to have the aforementioned resolution placed on the Council Agenda. Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Request from residents to assist with the control of pest birds . The staff advised the Council that over the past two summers residents have complained about the mass roosting of pest birds in their neighborhoods. These birds present a signifi - cant nuisance with respect to excessive noise and droppings, coating surrounding sidewalks, cars , etc. The Department of Conservation will lend the city a piece of equipment which generates a loud repeating popping noise. Also recommended are the discharge of cracker shells from shotguns by the Police Department . Also, the mobile broadcast of a distressed bird over loudspeakers will discourage birds from moving to trees in the immediate neighborhood. The Department of Conservation has offered their assistance and the Police Department will aid with this project. The cost of material for the project would be approximately $250.00. Councilman Gilliam made a motion, seconded by Councilman Hansen, to proceed with the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson , Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting May 26, 1982 Page 4 Development of a policy relative to assessing costs for weed cutting on private property. The legal staff advised the Council that our current ordinance and state law provides that the city may cause weeds to be cut on private property where the owner neglects or refuses to do so. The city then has a lien upon the property for the costs and expenses of this weed cutting . It has been the policy of the city to assess a penalty in addition to the costs and expenses of the cutting when deter- mining the amount of the lien. There is no authority for this penalty either in state law or in our ordinance. The staff recommended that an ordinance be prepared providing for a flat administrative fee to be added to the cost of cutting to defray our cost in processing any necessary paper work. The recommended fee is $ 25.00 per lot. Councilman Waters made a motion, seconded by Councilwoman Nelson, to have an ordinance prepared in accordance with the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland , Nelson, Schmidt , Waters and Mayor Verbic. Nays : None . Proposal to offer counseling services to employees through an Employee Assistance Program. Mr. Nelson stated that this program could be offered to the employees at no cost to the city for one year through a grant of the State of Illinois Department of Mental Health. At the end of the year and after evaluation of the program, it could be continued at a cost of $600 .00 per month to the city. There is also the possibility that the $600.00 cost could be absorbed within the city' s health insurance program. Mr. Nelson stated he wanted to go over this with the Council first and then it would be discussed with the city ' s supervisors . Mayor Verbic felt that if the program would help one person it would be worth it . Councilman Hansen stated he had no objection to trying it for the free year but he did object to paying for this service because he felt this type of program could be handled through personnel and the present available agencies . Mr. Hansen also pointed out that the consultant is not a phychologist and he would only be acting as an intermediate. Councilman Gilliam felt there would be people with problems who would not want to go through the supervisor or personnel department, but would want this kept outside of their employment . Mr. Gilliam stated he would have no objection to trying it for one year. Committee of the Whole Meeting May 26, 1982 Page 5 Councilman Waters agreed assistance should be provided, but he also raised the point about the consultant only acting as an intermediate. Mr. Waters suggested that the staff contact the Fox Valley Mental Health group and see what their reaction might be to this program. Mr. Nelson suggested that Tom Skiles ( Consultant for the program) be invited to attend a work session for further discussion of the matter . The Council agreed to discuss the matter further with Mr . Skiles . Proposal by Kane County to enter into an intergovernmental agreement relative to raffle licensing. Councilman Hansen made a motion, seconded by Councilman Gilliam, to have an ordinance prepared to enter into an intergovernmental agreement with the County for the licensing of raffles . Yeas : Councilmen Gilliam, Hansen , Schmidt, Waters and Mayor Verbic. Nays : Councilwoman Nelson. Pass : Councilman Kirkland. Request by Mr. Lane Burnidve to lease the .proeert1 at the site of the proposed Big Timber commuter station and parking lot. Councilman Hansen made a motion, seconded by Councilman Waters , to approve the aforementioned lease. Yeas : Councilmen Gilliam, Hansen, Kirkland Nelson, Schmidt , Waters and Mayor Verbic. Nays : None. Memorandum from the Corporation Counsel relative to the use of the Hemmens Auditorium for retail sales . Counsel Jentsch advised the Council that although in the interest of protecting its residents , the City of Elgin could establish and impose reasonable requirements on merchants using Hemmens for retail purposes, such requirements may not discriminate between local and out-of-town merchants. Requirements such as permits, licenses , bonds or similar requirements designed to protect the general public are proper and appropriate , but must be applied uniformly to all users . Councilman Waters suggested that a copy of this memorandum be forwarded to the Elgin Chamber of Commerce for their opinion. Councilwoman Nelson made a motion, seconded by Councilman Kirkland, to forward a copy of said memorandum to the Chamber of Commerce . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Nays : None. rft • Committee of the Whole Meeting May 26, 1982 Page Proposal to authorize employees to purchase out-of-state service credits for the purpose of applying such credit to the IMRF . Mr. Nelson stated there are several employees who are interested in doing this , but that it would be expensive for the employee because they would be responsible for buying in. Councilman Waters made a motion, seconded by Councilman Kirkland, to have the aforementioned proposal placed on the Council Agenda. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. CATS/Council of Mayors Recommendation to amend funding, structure and organization of the RTA. Mr. Nelson stated that when Mayor Ganet of Elmhurst came out to speak to the Council on the subject of the RTA re-structure , he indicated he would like to have the Council recommendation for the pending legislature . Councilman Hansen made a motion, seconded by Councilman Gilliam, to give no recommendation to the Council of Mayor ' s legislation at this time. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmid and Mayor Verbic. Nays : Councilmen Nelson and Waters . Adjournment of the Committee of the Whole Meeting and Direction to so into Executive Session. Councilman Waters made a motion, seconded by Councilman Gilliam, to adjourn the Committee of the Whole Meeting and go into Executive Session to discuss status of collective bargaining , appointments to boards and commissions , litigation, personnel and the acquisition of property. Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays • None . The Committee of the Whole Meeting was adjourned at 10:00 p.m. Marie Y r n -C41— C`lek ate r Committee of the Whole Meeting June 1 , 1982 A Special Meeting of the Committee of the Whole was called to order on Tuesday, June 1 , 1982 , at 7 :00 p.m. in the Council Chambers of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt , Waters and Mayor Verbic. Absent : None. Also present : Nelson, Yearman, and members of staff . Discussion of North End Bridge Project. Mayor Verbic: We have with us this evening Bernie Guentner, Project Manager and Vice President of H. W. Lochner, Inc. , and he is going to present various aspects of the North End Bridge project . Bernie Guentner : At the request of Leo Nelson and Mel Dahl , our firm has been requested to prepare several schedules for the North End Bridge project . One would be a local funding option, and the other would be a schedule for the federal funding option. Under the local funding option the project would extend from Big Timber Road and State Street southeasterly to a connection with Slad Avenue and Grove . Under the federal funding option we have the same connection between Big Timber Road and Slade Avenue , and we call that the stage construction project . We envision that project could very well be interrupted after construction of the first stage because of a lack of federal funding . Also under the federal funding option we have a schedule for the complete project construction, which would envision all the federal funds available for the construction of the complete project from Big Timber Road all the way to Dundee and Summit. Under the local funding option we have a schedule calendar here that goes from 1982 through 1987 . Preparation of contract plans , and under this option the preparation of those plans could probably be undertaken next month and these would extend for a one year period, through the end of June, 1983 . Along with the preparation of contract plans , an 1CC permit would be required for closing the Chicago Northwestern tracks near Slade Avenue . We assume that is going to be about a nine month period. Another permit which we are going to need is for waterway. This would involve the Corps of Engineers and the Division of Water Resources , and that would take about a six month period. Right-of-way acquisition could probably being about May or June of next year and that would extend for about a six or seven month period, into the first quarter of 1984. Committee of the Whole Meeting June 1 , 1982 Page 2 Construction could begin on some portions of the project, particularly the bridge in July, 1983 , and that would be about a two year construction period . Generally the bridges will take about a two year period to build and the approach roadways should take less time. Also , we could probably begin con- struction of the bridge sooner than we could the roadway portion because the parcels required for the bridge abutments appear to be more easily acquired than some of the other parcels might be. Now the cost of all these items : preparation of contract plans $300, 000; right-of-way acquisition $600, 000; construction $3 ,480,000 , and contingencies $347,000. The total cost for the local funding option would be $4, 727 ,000. Now what does that mean in terms of funding for the various calendar years . In 1982 there will be about $ 150, 000 required . In 1983 $ 1 , 084,000 would be required . In 1984 about $ 2, 389,000 would be required, and the year in which the project would be completed would require something like $ 1 , 104,000. So under the local funding option the completion of construction is envisioned to be 1985 . eift Now we will take a look at the federal funding option. The top portion of this schedule deals with the EIS process , which you are possibly about three-fourths through now. The second portion of this schedule deals with the stage construction project , Big Timber to Slade Avenue, which will be constructed first, and assuming there would not be any money beyond con- structing that it may take five to ten years to approve the rest of it. The lower portion of this schedule indicates that there would be all of the federal funds available for the entire project. Back to the EIS project. There is a lot of interplay that goes on between the City, State and Federal Government at the time you are approaching the completion of the draft EIS and getting ready for the public hearing . We are in the process now of answering all of the review comments that come from the state and federal agenices . We should finish that within two weeks. Following that the federal and state agencies must concur in all of the changes or modifications that we would make in the draft EIS . Then we will modify the final draft EIS , which would take us up to about the end of July or early August. Then the Federal Highway Administration reviews it once again for circulation and that will take about two months, just to review it and say ok now it ' s ready for circulation. Then we will circulate the draft and that operation should take place in October or early November. Committee of the Whole Meeting June 1 , 1982 Page 3 Then we will prepare for and hold the public hearing sometime in mid to late November . After the public hearing there is a transcript that is taken at the public hearing and we have to answer every comment or question that comes through that public hearing, and besides that by the time that we have the public hearing we would have heard from all the interested agencies that have received a circulation copy. We send out something like 75 to 80 copies of the draft EIS for circulation, so you may get comments from 20 to 25 federal and state agencies and those too must be answered as part of that public hearing process . Than after we answer all of the comments we prepare the draft final EIS , that would be done around February, 1983 . Then the federal and state people review it once again. You have a period there of about three months , which would take it up to May, 1983 . Well , they never review anything without coming up with some comments so we will have to modify and prepare the final EIS and that will take a couple of months . We then submit it to the Federal Highway Administration for design approval , which will take from four to six months . Now it is impossible to do anything with respect to negotiating a contract for federal funds to do the contract plans until you get design approval . So after we have design approval then we can prepare for the contract plans , but here again it is necessary to negotiate a contract with the city, which must then be reviewed by the state and finally by the Federal Highway Administration. That process would take about seventeen months simply to get through the review process and do the contract plans . Here we have the ICC permit again with the railroad, about a nine month process . Waterway permits , about a six month process . Relocation assistance, something we did not have on the other schedule because that is not federally funded, but when you have a federally funded project and you buy right-of-way, and you relocate businesses or people, it is necessary to give them assistance. This process is shown here as taking about one year. Then we can start buying right-of-way about the same time that we help people relocate so we show about the same time period there, which incidentally is through the first quarter of 1986 . Construction can be undertaken about the fourth quarter of 1985 and continue on through a two year period through the third quarter of 1987 . So we would begin in late 1985 and wind up in late 1987 . Now at this point in later 1987 , we say we can ' t get any more new federal funds and we are probably going to have to delay the project until such time as we get federal funds , and that was reflected in the draft EIS . Committee of the Whole Meeting June 1 , 1982 Page 4 We have these costs shown here : contract preparation $300, 000; relocation assistance $60,000; right-of-way acquisition $600,000; construction $3 ,480, 000, and $347,000 for contingencies . In each one of the calendar years beginning with 1984, as the first year where some new federal funds would be required. In the first year we have scheduled 140,000 federal funds , $60,000 local funds . The second year, $588, 000 federal funds , $252,000 local funds . In 1985 we have $ 1 ,455,000 federal funds , $625 , 000 local funds , and at the end of the stage one project in 1987, you would require $ 1 , 167 , 000 in federal funds and $500,000 in local funds . All of those costs come to $4, 787 , 000. Notice there is a $60, 000 difference here from what we had under the local funding option . Again , because of the federal funding it is necessary to have relocation assistance . Now we have a highly optimistic schedulw for complete project construction, where a continuous flow of federal funds would make construction of the project in total . Here again contract plans would be the first item we would undertake. Hopefully they could be undertaken in December of 1983 , and we would take about three months longer to do those plans . Even though it is the complete project, three months of additional work is all we need for the designing, simply because under this earlier option it would be necessary to do all of the mapping, rik and it would be most cost effective to go out and do all of the mapping of the entire project at the beginning. Here again ICC permit for the railroad crossing, or closing, which would mean about a one year period in this case, because under this particular project where you have the whole project we would be taking out an entire line of tract, which track today is basically providing freight service for the Elgin Salvage Company, so we envision taking a little more time for that reason. Waterway permit about six months again. Relocation and assistance, we have a two year time period here , acquiring quite a bit of property here. Right-of-way acquisition, about the same period of time, two years . Construction, we have a two and a half period and then contingencies the same time period. Now this entire project comes to $ 12, 847, 000. Incidentally this project runs around the Elgin Salvage Company, which is about $3,000, 000 less in cost. I would like to spend a few mintues on the cost per year affiliated with the total project. The first year would be $202,000 federal , $86,000 local . The second year $ 1 , 157, 000 federal , $496,000 local . The third year $3 , 231 ,000 federal , $ 1 ,383,000 local . The fourth year $3, 291 , 000 federal , $ 1 ,411 , 000 local , and the fifth year $ 1 , 114, 000 federal and $477 ,000 local . Committee of the Whole Meeting June 1 , 1982 Page 5 Even though we say that this continuous flow of federal funding would be available , we would still take five years from the time that we started the contract plans until completion of construction. In comparing the various options the local funding option would foresee completion toward mid 1985 . Whereas under this federal funded option, with the stage construction, the earliest time period our be the end of 1987, and if you were to go with the complete project construction, assuming all of that money was available, it would be mid 1988. From what we have been hearing over the last several months it appears that the federal funding for the complete project construction may fall far short of the requirements here. For instance , in 1986 the possibility of getting $3 , 230, 000 for the project is very unlikely. The same thing holds true in 1987 . It appears there is a better possibility of getting the federal funding under the stage construction project, but here again there is no guarantee . Councilman Waters : Did we determine what the date was when the federal funds had to be committed in terms of the contract having been signed and construction started in order to hold the funds committed presently. Leo Nelson: Mel has been trying to get hold of the state officials that seem to have that information and he has not been very successful . We have heard 1984. I think that is the date that we gave you, but now we hear it may be later than that . That ' s the good news . The bad news is if it is later then they string the funds out over a longer period of time . In other words the same amount of money in total , but strung out over a longer period of years so you still need the total amount if you are going to wait longer, but we are still going to try to find that out. Bernie, I think that one of the things that you may want to comment on is if you have your federal funding option for the Big Timber/Slade connection, in your local option here, using the same estimated dollars , except for that $60,000 in re- location , although there is a two year difference in that construction, I think you are using 1981 dollars . Bernie Guentner : Those are 1981 dollars and we don ' t know what the dollars are going to be worth in 1985 or 1986. Mayor Verbic : If you did it in stage construction you are talking about a five to ten year interval . So if you built elk the first stage and waited for five to ten years for additional funding would ' nt you have to modify the construction and also the engineering on this bridge, waiting for that length of time. Committee of the Whole Meeting June 1 , 1982 Page 6 Bernie Guentner : If you have stage construction and you fully intend to complete the project as intended all the way to Dundee Avenue, then you would use this same configu- ration, the arc across the river, provide an intersection with this connection to Slade Avenue and then simply put some barricades and stub off the project. Assuming that within five years you would have some more federal funding, you could extend that project south and then over to the east. Mayor Verbic: What are the additional engineering costs on the three plans that you just talked about. Bernie Guentner The additional engineering costs would be $300,000 under the local funding option, which would take you up to the bidding . Mayor Verbic: Do we have enough money allocated to go up to this stage at this time . Bernie Guentner: The money that has been allocated is through the EIS project , it is not preliminary engineering , it would be engineering studies. Mayor Verbic: I am just trying to get a handle on your fee on the local funding option , and stage construction with federal funding . What is the difference, would you estimate with what you have been paid now and what your total charge would be under these three options . Bernie Guentner: I think you have paid around $350 , 000 at this point , of which we still have $56 ,000 . Mayor Verbic: Then you say you would have another $300,000 coming under the local option, $300,000 under stage construction, and under the last option $505 ,000. Bernie Guentner: That is correct. Councilman Hansen : What will the total cost be to get us to the draft EIS completion and please include everyone ' s funds . Bernie Guentner: It would be somewhat over $400,000. Councilman Hansen : I think that up until your contract was approved last year we had spent $300,000 and then we put another $ 167 ,000 in, so we are actually committed for $460,000. Mayor Verbic: You would also be committed to $300,00 more for the two options and $505,000 for completion. I am curious about the figures that we got last week when we talked about the right-of-way under phase 1 , $ 1 ,650,000, and this has been reduced to $600, 000, which is a million dollar difference. Committee of the Whole Meeting June 1 , 1982 Page 7 Bernie Guentner : We had an error. We simply came up with a quick and dirty ballpark estimate on it and just this morning we went through all of our right-of-way acquisition costs again and did it on a parcel by parcel basis , and came up with that $600,000. Councilman Hansen: According to your memorandum of November 28, 1980, the total commitment at that time, a fee of $322,000 had been earned to date and the new agreement was for $ 169,000. So actually it will cost us $491 , 000 to get through the draft EIS . If we do with the local funding option for the Big Timber' Slade connection, the second stage of the construction would also have to be done with local funds . Bernie Guentner: I don ' t know how long the Feds would hold you to going back and doing a brand new EIS . Councilman Hansen: If you stopped the EIS project right now and go this route, I would think you would have to go back and pick that up . Leo Nelson : The question is assuming the regulations don ' t change to get federal funding, you have to have a complete and accepted EIS . The question is if we stopped the EIS at this point and only did this one phase, the likelihood of getting federal funding for the second phase at some later date is not probable because you would not have a completed EIS . Bernie Guentner: That is correct . Leo Nelson: If you take the 12.8 million dollar cost and take the federal ' s 4.6 off of that, you are going to get down to 8. 2. If you then take the County ' s 2. 1 off, you are going to end up with 6. 1 , which would be our cost. Don ' t forget that is based on 1981 dollars , and construction will not end until 1987 . Mayor Verbic: If you want to go according to the way that it was voted upon in 1976, you would go with the last project construction and do the whole thing and hope that in the next three to five years additional money might be available to help with the cost. You know what the maximum is that you could get hit with and that is providing there is no additional federal funding . If there is additional federal funding then it will not cost us this 6 . 1 million. Councilman Waters : As part of your EIS you have done traffic projections and I am assuming you have made projections in terms of the need for the bridge in relation to housing and industrial development . Committee of the Whole Meeting June 1 , 1982 Page 8 elow Councilman Kirkland : I remember from the Hemmen' s meeting we had that there were some objections for Slade Avenue. Do you have some of those numbers from a traffic count on Slade. Bernie Guentner : What we said is if only a part of the project were developed between Big Timber and Slade Avenue, in the year 1992 you would have about 14, 000 cars per day on the bridge and you would have approximately 12 , 000 to 13,000 cars per day on Slade Avenue. This about the volume you have on Wing Street today. The Mayor just handed me a letter from CATS , dated August 20, 1981 , and if I may I would like to read this . "The 24 hour traffic counts taken last year at several roadway locations by the City indicated an approximate 9% decrease in the overall volume in the immediate area. Major reductions are on Highland Avenue and Chicago Street bridges and connecting routes , including segments of Liberty and Chicago Streets . On the other hand the Kimball Street bridge and Dundee Avenue leading to it experienced higher volumes , up to 15%. This situation can be attributed to a diversion which took place after the rehabilitation of the Kimball Street bridge. The regional population and residential forecasts developed by the Northeastern Illinois Planning Commission, and endorsed in September, 1980, indicate the population of the City of Elgin is to increase by about 51%, or reach 96,000 during the next 20 years. The number of households was estimated to grow somewhat higher. " These figures are generally in agreement with those used in our study previously. No new non- residential forecasts are available. Councilman Schmidt: Under the local funding option, how would this money be raised. Leo Nelson : That would be up to the City Council . You probably would sell a bond issue, unless you started to set aside x number of dollars , or increased another source of revenue. Largely, when you get into projects of this magnitude you usually contemplate some sort of a bond issue. Mayor Verbic: From what I see here all of this money would not have to be put out at one time , it could be put out in increments . Our main concern tonight is to given direction to Mr . Guentner. If you want to go ahead with the local option and commit the amount of money we are talking about his evening of 2. 7 million, then you would almost have to come out with a GOB bond issue, and the bridge would be finished in 1985 . Committee of the Whole Meeting June 1 , 1982 Page 9 eift Councilman Hansen : Under the local funding option I think we are in agreement that to go this route the connection from Slade down to Route 58 on Summit will never be constructed, and eventually, maybe not immediately, but eventually you are going to have to improve Slade Avenue so it will handle the traffic. You are going to have a modern super highway bridge dumping onto a residential street . Councilman Gilliam: What you are saying is rather than putting the money into Slade Avenue you might as well take that money and put it into the second phase . Councilman Hansen: I am saying that the 4. 7 over the long haul , or you are going to have a shortfall on the improve- ments. In 1992 you are going to have to spend money to improve Slade Avenue. Councilman Kirkland: What are the ramifications of one going with the local funding option for phase 1 , continuing with the EIS through the project approval and using that as a basis for phase 2 when we get to phase 2 . Bernie Guentner : I think that is pretty tricky and before I answered that I would like to have a meeting with the Federal Highway Administration and the State of Illinois Department of Transportation. Councilman Waters : If you went ahead with your EIS at the same time you are developing your plans under the local funding option , if there is a disagreement between the plans and your EIS , then the EIS is no longer effective. Bernie Guentner : That is pretty much correct , and if the bridge is no longer a part of the project as outlined in the EIS , then the EIS would have to be taken apart once again and redone . Councilman Hansen: I would like to make a motion that we proceed with the complete project construction plan, assuming a continuous flow of federal funds . If they are unavailable then the funds would be made up by local funds, that is either County or City. Councilman Kirkland: I will second that to get it on the floor. Councilman Waters : Councilman Hansen, if I understand your motion, if we talked about September , 1984 as being a deadline date and now we hear possibly that ' s 1986 , but assuming that we are not able to get the project committed in time for the federal funds here, according to your motion then we immediately opt to the local funding option. Is that correct . Committee of the Whole Meeting June 1 , 1982 Page 10 eft Councilman Hansen : That is incorrect . Councilman Waters : If I understood your motion you indicated that if the federal funds were not available then we would make it up with local funding . Mayor Verbic: To complete the entire project. Councilman Hansen : Let me re-state it one more time. I make a motion that we proceed with the bridge project for the complete project construction, no phase construction. Assuming a continuous flow of federal funds , if they are available. If they are unavailable then we will fund this bridge with local funds . Councilman Gilliam: I am in agreement with Councilman Hansen except is there leeway there in case there is a shortfall . Is there the possibility for us to wait a year or two before continuing on to complete the project. Councilman Kirkland: Under his motion you don ' t come across the river until you are committed to go all the way to Summit . r Councilman Waters . Under Councilman Hansen ' s proposal the contract would be let with the contractor and you are committed once you have signed the contract for the whole project. Councilman Hansen : But at that time we will have the 4.6 million in hand and will know exactly where we are , and at today ' s dollar we will be at the most committing 6. 1 million. Now that 6 . 1 million dollars will not have to be issued all in one GOB . You would be foolish to issue before you need the money. Councilman Waters : But at the time you sign the contract and until the completion of the project, you can ' t go back and re-negotiate with the government for additional dollars and you can ' t look for outside dollars . You have made a commitment at the time you sign the contract for the total project. Councilman Gilliam: We would have to come up with either a GOB issue, or general revenue sharing, if available, and we would have to commit ourselves to that extra 3.5 million dollars . GOB would be one avenue that we would have to fall back on at that time . Councilman Waters : Councilman Hansen, your assumption is that we have the 4.6 million in hand . Under your motion, assuming that the 4.6 million was not in hand, either because of the deadline for getting it committed, or if the Council of Mayors should take it away for whatever reason, under your motion then is the project stopped, re-assessed, or for the record do we make that up with local funds . A Committee of the Whole Meeting June 1 , 1982 Page 11 '' Councilman Hansen: That would be a whole new ball game. Councilman Waters : Mayor, since this is a Committee of the Whole Meeting, what would be the effect of this motion if it were passed . Mayor Verbic: It would have to come back to the Council in the form of a resolution. Councilman Waters . So the motion is technically directing the staff to prepare a resolution to that effect for the next Council meeting. Mayor Verbic : That is correct. Councilman Gilliam: What in essence I think we are going is giving direction to the staff, but I also think we are making a commitment of some sort . Councilman Hansen: I think we need that commitment in order to retain and protect the 4.6 million. Councilman Schmidt : Mr. Mayor, I call for the question. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, eft Schmidt and Mayor Verbic. Nays : Councilman Waters . Adjournment There being no further business to come before the Committee of the Whole, Councilman Gilliam made a motion, seconded by Councilman Hansen, to adjourn the meeting . Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . The meeting was adjourned at 9: 15 p.m. Marie Yearmar City C erk rft Committee of the Whole Meeting June 9, 1982 The Committee of the Whole Meeting was called to order on Wednesday, June 9, 1982, at 6 :35 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland , Nelson, Schmidt , Waters and Mayor Verbic. Absent : None. Also present : Nelson, Yearman, Jentsch and members of staff. Presentation by the Elgin Fire Department relative to the feasibility of merging Fire Stations #1 and #3 into a new facility at a new location. Chief Van De Voorde advised the Council that the study being presented to them this evening was completed by a five member committee consisting of Chief George Van De Voorde, Deputy Chief Stanley Sphatt and Captains Dennis Ahrens , Gordon Burkart and Robert Newby. Other valuable assistance was given by other members of the Elgin Fire Department . Chief Van De Voorde, Deputy Chief Spatt and Captains Burkart and Newby participated in the presentation of the following information, which was derived from the subject study: Inventory of present five fire stations . Site selection criteria. Description of building requirements ( proposed new fire station) . Insurance Services Office ( ISO) standards of fire station location) . Target hazard areas . Financial considerations . Fire Insurance rates. Statistical information by fire loss and number of calls and rescue calls . Description of present stations and new location (advantages and disadvantages) due to locations and other barriers . Future growth . Captain Newby submitted the following financial considerations : Approximate figure of $750,000 to be targeted as cost of new building described in report. With the inclusion of land cost, architectual fees and furnishings, a total cost will be approximately. $ 1 ,000,000 Options submitted to offset cost factor : Sale of duplex lots on Congdon Avenue $ 100,000 Sale of Station ##3 50,000 Sale of Big Timber lots behind Station #2 125 , 000 Aso Committee of the Whole Meeting June 9, 1982 Page 2 took Budget saving on overtime and operation saving with merger could produce savings between $75, 000 to $ 100,000 per year. $75 000 With the Fire Department vacating Station #1 , possible use for Police and Communication expansion with a cost factor figured at $45 per sq. ft. ( 5,400 sq. ft . at $45 = $243 ,000) $243,000 $593 , 000 New station $ 1 , 000, 000 Offset cost factor $ 593 ,000 Balance of cost $ 407 , 000 The Council unanimously complimented the preparation of the study and the manner in which it was presented to them. Councilman Kirkland asked if there would be any problems with the rank and file. Chief Van De Voorde stated this proposal has been presented to his men several months ago and the general understanding was agreement with the plan and an understanding of the need. Councilwoman Nelson asked that the new call up system be implemented immediately. Councilman Waters indicated he was impressed with the study and asked where do we go from here. A majority of the Council indicated they would like to table the matter for two weeks because they had just received a cost analysis for Fire Station Consolidation vs . Non- Consolidation staff memorandum tonight and they would like the opportunity to review same. Councilman Hansen made a motion, seconded by Councilman Kirkland to table this matter for two weeks . Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : Councilman Waters . Proposed bond schedule for the rehabilitation of the Sears Building and other improvements. The staff prepared for the Council ' s review a bond schedule which would provide for the borrowing of $2, 535 ,000 for the ''' E .C .C . remodeling, and $455, 000 for streetscape and resurfacing Committee of the Whole Meeting June 9, 1982 Page 3 ''` improvements on Spring Street, DuPage and Fulton. Total bond issue at 11% $2, 990.000, plus interest $2 ,624,692 = $5 ,614,692 . less E .C .C . payments, $ 1 ,658,010 - $3,956,682. The staff, at the suggestion of Councilman Waters , also submitted a proposal to include in the aforementioned bond issue some provision for implementing five energy conservation measures . The cost of these projects could total $ 101 , 372 and would realize an annual savings of $50, 139 . Mayor Verbic asked if the energy conservation projects could be accomplished with HCD funds . Leo Nelson stated that Roger Dahlstrom had indicated to Frank Kaiser that these projects would not qualify for HCD funding . Councilwoman Nelson suggested that these projects be included in the proposed bond issue. Mayor Verbic stated that the 11% cost factor really bothered him, and he pointed out that the city would be paying more interest than principal . The Mayor suggested that the bond issue be kept to the amount that was originally voted on. Mr. Nelson stated that the sidewalk areas on Spring Street are in a state of deterioration and in some instances the vaults are caving in. Mr. Nelson further added that if the Council wanted to break down the streetscape improvements , Spring Street should have the highest priority. Mr. Nelson further pointed out that there would be some participation by the land owners on the west side of Spring , but the City was the largest owner on the other side of the street. Councilman Gilliam asked how would you compensate if the inflation goes up and these improvements are made at a later date and a higher cost . Mayor Verbic asked what would come in contribution from the merchants on Spring Street . Mr. Nelson stated he did not have these figures at hand, but the cost of just the Spring Street improvements would be $ 188,000. Mayor Verbic suggested that the staff bring back a schedule that would reflect the $ 188, 000 less the anticipated partici - elk pation from the merchants . Committee of the Whole Meeting June 9, 1982 Page 4 Councilman Gilliam and Waters indicated they would be willing to look at the Spring Street project. Councilman Waters felt the Council should also give consideration to the energy conservation projects because this would result in some immediate) savings to the City. Mr. Nelson stated he would bring this matter back to the Council , after the staff prepared a schedule which would reflect Spring Street improvements and the merchants participation therein. Mayor Verbic asked if the lease for the ECC building had been returned to the City. Mr. Nelson stated this had not been done. Councilman Waters stated the attorney for the college had been reviewing the lease and would take same up with the Board at their next meeting . Adjournment of Committee of the Whole Meeting to go into Executive Session. At 8 : 10 p.m. , Councilman Hansen made a motion, seconded by Councilman Schmidt to go into Executive Session to discuss Collective bargaining, appointments to boards and commissions , litigation and acquisition of property. Yeas : Councilmen Gilliam, Hansen , Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Resumption of the Committee of the Whole Meeting - 9: 25 p.m. Discussion of proposed program which offers counseling services to employees through an employee assistance program. Mr. Tom Skiles of Skiles and Associates , stated that there is more need today for an employee assistance program and that the State of Illinois Department of Mental Health, recognizing this need conducted a survey and implemented a grant . Illinois is a pilot program. When a person ' s job situation or attendance is less than satisfactory and they are unable or unwilling to correct it either alone or with normal job assistance, this is an indication that there may be some cause outside the realm of the person' s job responsibilities which is the basis of the problem. The purpose of this policy is to assure employees that if such personal problems are the cause of less than satisfactory job performance they will receive careful consideration and an offer of assistance to help resolve such problems in an effective and confidential manner . Committee of the Whole Meeting June 9, 1982 Page 5 Councilman Waters asked Mr. Skiles what his credentials were for this line of counseling . Mr.Skiles stated that he had two degrees, one in journalism and one in public relations . That he had a corporate back- ground and was a recovered alcoholic. Mr. Skiles stated he had done a lot of research and study in this field and was required to go before two review boards in order to be selected. In addition to Mr . Skiles there is a staff of three additional people. Councilman Gilliam felt it would be worth it to try the program for one year, at no cost to the city, because usually people will not go to the personnel department with their problems , but they may go to someone outside their employment . If we can save one or two people the program would be worth it . Councilman Waters stated that there are referral agencies who presently provide this same service. Mr. Nelson stated that he talked with some of the other agencies and they indicated the city had nothing to lose by trying the program. Mayor Verbic stated he would be willing to try it for one year at no cost to the taxpayer. Councilman Gilliam made a motion, seconded by Councilwoman Nelson to try the program for one year. Yeas : Councilmen Gilliam, Nelson, Schmidt and Mayor Verbic. Nays : Councilmen Hansen and Waters . Absent : Councilman Kirkland. Change Order No. 3 to Contract No. 1 for the Water Treatment Plant. The Council reviewed a change order containing 14 items with a total increase of $22 , 163 . 00 in the contract amount. In addition the change order requests an extension of the completion for 60 days due to the operating engineers strike during July, August and September of 1981 . Gary Miller stated that since preparation of the change order memorandum he had obtained a bid from Illinois Hydraulic for $2 .05 per yard for sod, which will be needed in landscaping the west property line of the plant site. Mr. Miller requested that this item be included in Change Order No. 3 . Councilman Waters made a motion, seconded by Councilman Gilliam to have the staff prepare a resolution authorizing Change Order No. 3 , which is to incude the sod item. Yeas : Councilmen Gilliam, Hansen , Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Absent : Councilman Kirkland. Committee of the Whole Meeting June 9, 1982 Page 6 Review of license fees for automatic amusement devices. Councilwoman Nelson stated that she had asked that this item be placed on the agenda for discussion and she was suggesting that the license fee for amusement devices be raised from $35 . 00 a machine to $75 .00 a machine, effective January 1 , 1983. Councilman Hansen stated that he thought the license fee was designed just to cover the administrative costs . Councilwoman Nelson stated she had checked several other communities and they were charging $75 .00. The new facility on Villa Street would be housing at least 80 of these machines , and as the people at the meeting stated they were afraid the high school age children would be involved. Mrs . Nelson stated this may call for additional work for the police department . Chief Baird indicated they had not had any problems with the two existing game facilities . Councilwoman Nelson stated she was willing to make a motion to raise the fee to $75 .00. Councilman Gilliam stated that he agreed with Councilman Hansen and with the poor business conditions , we should not add to the burden of the businessmen . Councilwoman Nelson' s motion died for lack of a second . Re- roofing of Fire Station #5 . Councilman Waters made a motion, seconded by Councilman Schmidt to approve the staff ' s recommendation and award the bid for this work to the low bidder, Ed Kross , for a total amount of $ 2720.00. Yeas : Councilmen Gilliam, Hansen, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Absent : Councilman Kirkland. Summer Theatre Program The staff advised the Council that instead of two programs this year there will be one combined program called the Summer Theatre Program. Elgin Community College is participating with the youth performance of Camelot and their contribution will be most of the salaries involved , which will save the city approximately $7,000. In exchange the young people are asked to register with ECC for a credit or non-credit class for a fee of $21 .00. The budget submitted for the summer theatre indicate anticipated expenses $ 14,687 . Anticipated Revenue $ 14 , 200, with a deficit "'' of $487 .00. Y Committee of the Whole Meeting June 9, 1982 Page 7 r"'` Councilman Gilliam made a motion, seconded by Councilman Hansen to approve the summer theatre program. Yeas : Councilmen Gilliam, Hansen, Nelson, Schmidt , Waters and Mayor Verbic. Nays : None . Absent : Councilman Kirkland. Extension of Sidewalk Improvement on Highland in front of Chuck Hines , Blomkes and Fishburn. The Council approved the aforementioned improvement on a 50/50 basis . Informational Items passed out to the Council News release from the Kane County Cooperative Extension Service describing the difference between the Eastern Tent Caterpillar and the Gypsy Moth. North End Bridge Project Progress Report No. 8 Adjournment of the Committee of the Whole Meeting and Resumption of the Executive Session . Councilman Hansen made a motion, seconded by Councilwoman Nelson to adjourn the Committee of the Whole Meeting , and to go into Executive Session to discuss collective bargaining, appoint- ment to boards and commissions , litigation and acquisition of property. Yeas : Councilmen Gilliam, Hansen, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . Absent : Councilman Kirkland. The Committee of the Whole Meeting was adjourned at 10 :45 p. . Marie Yearman ,m City Clerk Committee of the Whole Meeting June 23, 1982 The Committee of the Whole Meeting was called to order on Wednesday, June 23, 1982, at 6: 35 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, and Waters . Absent : Mayor Verbic. Also present : Nelson, Yearman, Jentsch and members of staff. Proposed Christmas Decoration Program by I . D.E .A. , and the City' s financial participation. Ron Kilgore, President of I . D.E .A. submitted to the Council a proposal for Christmas displays, which outlined ten major areas and included: Civic Center parking lot; Fountain Square Plaza fountain area; Clock Towner ; DuPage Street at the end of the Mall ; entry to the Spring Street and Chicago Street parking deck; Spring Street side of the parking deck; Lawyer ' s Building empty lot ; Post Office Park; Centrum area, and all trees on the mall and perimeter areas . Mr . Kilgore stated that the decorations they now have are from 6 to 8 years old, they are very worn and are considered a little embarrassing for a City the size of Elgin. Mr. Nelson stated that last year there was some concern expressed about the quality of the Christmas decorations. Mr. Kilgore submitted two cost estimates . If I . D.E .A went through a Christmas decorating company the approximate cost would be $28, 766.00. If I . D.E .A. took over the project it would cost approximately $9, 000. Councilman Kirkland made a motion, seconded by Councilman Waters to participate with I . D.E .A. in the Christmas decorating project on a fifty/fifty basis, with a $5,000 limit. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson Schmidt and Waters . Nays : None. Public review and acceptance of the Comprehensive Policy Plan Don Wagner advised the Council that the Planning Committee has completed its review of the Comprehensive Policy Plan and technical reports. Mr. Wagner pointed out that it is imperative that the plan receives as much public exposure and explanation as possible and the staff recommended that the City Council designate the Planning Committee as the public hearing body for the comprehensive plan. The Council indicated they had no objection to the Planning Committee conducting these hearings, however, they would like Committee of the Whole Meeting June 23, 1982 Page 2 to attend the hearings . Councilman Hansen thought the Sanitary District should also be in attendance at these hearings. Councilwoman Nelson made a motion, seconded by Councilman Gilliam to designate the Planning Committee as the public hearing body for the Comprehensive Plan. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . Nays : None. Further discussion of the Fire Department ' s proposed consolidation of Fire Stations #1 and #3. The Council reviewed a memo from Jim Aydt, which updated the earlier memo of June 9th, relative to the cost analysis for the consolidation. Mr. Nelson stated that Mr. Aydt had refined the earlier figures and the project still looks good and will ultimately pay for itself. Mr . Aydt ' s memo included the modification of the construction debt schedule, the correction of an addition error, the revision of the cost analysis summary, and the development of the Incremental Cash Requirements, based on the corrected cash analysis . Councilman Schmidt asked if it was feasible to move the downtown station should the Prairie and National Street development become a reality. Chief Van De Voorde stated that the anticipated area designated for the new station would still be within the ISO coverage and would still be close enough to provide protection. This protection should be equal protection to all of the citizens and the proposed move would give this protection to citizens who are not getting it now. Captain Burkhardt concurred with the Chief and stated that there is significant overlapping of protection in that particular area. Councilman Waters asked if the project received Council approval what would the steps be to implement the project. Mr. Nelson stated that if approved the staff would like to commence with the planning stage. Councilman Hansen stated there was nothing wrong with the concept and he thought Department should be commended for their preparation of the study. Councilman Hansen further stated that the Council is still handeling these projects on a one by one process and they should be looking at priorities. Councilman Hansen also stated that he would like all seven members of the Council present to vote on this issue. Committee of the Whole Meeting June 23, 1982 Page 3 e.. Councilman Waters made a motion, seconded by Councilwoman Nelson for the staff to proceed with the concept. Yeas : Councilman Gilliam, Kirkland, Nelson, Schmidt and Waters. Nays : Councilman Hansen. Committee of the Whole Meeting recessed to go into Executive Session and Board of Local Improvements Meeting . 7 :45 p.m. Councilman Gilliam made a motion, seconded by Councilwoman Nelson to go into Executive Session to discuss negotiations. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . Nays : None. Resumption of the Committee of the Whole Meeting . 9: 25 p.m. Proposed easement agreement across the NI Gas right-of-way for an access road to the new water treatment plant. Councilman Gilliam made a motion, seconded by Councilman Kirkland for a resolution to be prepared approving the proposed easement and having same placed on the Council agenda. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . Nays : None. Request from Everett Scheflow Engineering and the Sanitary District of Elgin for a 20-foot sanitary sewer easement along the eastern edge of the Bluff City Cemetery parallel to Gifford Road. Gary Miller advised the Council the Sanitary District was requesting the City to grant a permanent 20 foot easement and a temporary 80 foot construction easement in connection with the sanitary sewer installation in Schroeder Industrial Park. Counsel Jentsch suggested that any approval be subject to an agreement submitted to the City by the Sanitary District. Councilwoman Nelson made a motion, seconded by Councilman Kirkland to approve the grant of easement subject to approval of agreement submitted by Sanitary District. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . Nays : None. Recommendation to retain Speer Financial , Inc. , as the financial consultants for the proposed bond issue. Jim Bolerjack advised the Council that he had obtained proposals from Speer Financail , Inc. , and R . V . Norene & Associates . These firms were chosen because of their quality work and experience "'' in the field of tax exempt bonds . , v Committee of the Whole Meeting June 23, 1982 Page 4 Speer Financial is $ 1 ,002.50 less for a $2, 990,000 bond issue and $ 1 , 116. 25 less if the bond issue is $2, 535, 000. Speer ' s currently proposed fees are also the same as the ones charged on previous bond sales, so there has been no increase in the rate charged for man years. Mr. Bolerjack recommended that Speer be appointed as the financial consultants for the upcoming bond issue. Councilwoman Nelson made a motion, seconded by Councilman Gilliam to approve the staff ' s recommendation to retain Speer Financial , Inc. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . Nays : None. Proposed agreement with A & H Flood Engineering Co. to conduct material tests and supervise quality control for repairs to the Spiess Deck. The Council reviewed a recommendation from Gary Miller that the City accept the proposal for inspection and testing services at the Spiess Deck from A & H Flood Engineering dated June 15, 1982. The work would be performed on a unit rate basis and the estimated total cost is $3, 700.00. Councilman Waters made a motion, seconded by Councilman Gilliam to approve the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . Nays : None, Water Treatment Plant Dedication and Open House. Ron Zegers advised the Council that a dedication for the new water treatment plant could be scheduled in mid-September, or early October at which time the river water pumping station could be operational . Mr . Zegers ' memorandum suggested the following itinerary for the dedication ceremony: Special plant tour, ribbon ceremony, key .note address , luncheon, and open house for a Saturday and Sunday from 12: 00 p.m. to 4: 00 p.m. A luncheon scheduled for invited guests (75 people) estimated cost $600.00. A bronze plaque be developed and displayed in the plant citing appropriate people associated with the project. Estimated cost $ 1600.00. A two-sided medallion be developed and covered with Lucite which would display the associated water improvements on one side and the city seal on the other side. Estimated number needed 200, cost $2200.00. Committee of the Whole Meeting June 23, 1982 Page 5 eo. A brochure be developed explaining the functions of water treatment and pumping operations . Estimated quantity of 5000 would be purchased for the dedication and for use as a brochure for tours in the future. Estimated cost $ 1400.00. Mr. Zegers suggested the following alternatives for a semi permanent educational display describing the water treatment and distribution at the new plant. This display would be used for presentations to civil , industrial and professional groups, touring school children and other interested citizens : A professional multi media slide presentation by New Orient Media. Estimated cost $ 14, 000 to $ 18,000. A display model by Dell Displays with a tape recorded audio presentation. Estimated cost $8,000 to $ 12,000. A dual projector slide presentation with co-ordinated audio tape produced in house. The cost of this presentation including equipment, professional graphics and photography is estimated at $3, 500.00. A suggested name for the new facility if the City of Elgin' s Foxwater Treatment Plant. eft. Councilman Waters indicated the city should have a first class program which would help to educate the public on the functions of this facility. Councilmen Hansen, Kirkland and Schmidt indicated they liked the in house alternative. Councilman Schmidt made a motion, seconded by Councilman Kirkland to go with the dual projector slide presentation prepared in house. Yeas : Councilmen Hansen and Schmidt. Nays : Councilmen Gilliam, Kirkland, Nelson and Waters . Mr. Nelson indicated that the Chamber of Commerce might be interested in a joint film about the City of Elgin and the water treatment plant . Councilman Gilliam made a motion, seconded by Councilman Kirkland to have the staff look into the possibility of a film presentation of both the City and the treatment plant . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . Nays: None. Portable Toilets for use in connection with Softball Programs . The Council reviewed a cost breakdown for 8 portable toilets for use at the various ball diamonds used in the City ' s Softball Program. Committee of the Whole Meeting June 23, 1982 Page 6 0011., The total cost of this equipment for the month of July and August would amount to $ 1392.00 and the city would be responsible for all damages resulting from vandalism. Councilman Gilliam made a motion, seconded by Councilman Schmidt to place the equipment at the Kimball field for one month on a trial basis . Yeas : Councilmen Gilliam, Hansen and Schmidt . Nays : Councilmen Kirkland, Nelson and Waters . Request from Bartlett for resolution indicating they are negotiating with the City of Elgin to purchase water. Mr. Nelson advised the Council that the Village of Bartlett had requested that the City Council adopt a resolution indicating that there are serious negotiations underway whereby the Village of Bartlett would purchase water from the City of Elgin. The reason they are requesting this resolution is the DuPage County Board is contemplating including Bartlett in a bond issue to cover a pipeline for water which would be of no benefit to Bartlett . Bartlett feels that with such a resolution they can go to the County Board and ask for exclusion from this bond issue. eft. Councilwoman Nelson made a motion, seconded by Councilman Waters to have the staff prepare the resolution. Yeas : Councilmen Gilliam, Kirkland, Nelson and Waters . Nays : Councilmen Hansen and Schmidt. Councilman Hansen stated that he thought when the city sells any water to nearby communities, they should share in the entire cost of the facility supplying that water . Adjournment Councilman Gilliam made a motion, seconded by Councilman Kirkland to adjourn the Committee of the Whole Meeting and to go into Executive Session to discuss status of collective bargaining, acquisition of property, litigation and personnel . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Waters . The meeting was adjourned at 9: 50 p.m. 011a....,A Q > Marie Yearman City Clerk eft' Committee of the Whole Meeting July 14, 1982 The Committee of the Whole Meeting was called to order on Wednesday, July 14, 1982, at 6: 36 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Absent: Councilman Waters . Also present : Nelson, Yearman, Jentsch and members of staff. Request by the Chairperson of the Human Relations Commission to authorize an expenditure of approximately $2, 150 for two members of the Human Relations Commission to attend the National Urban League Conference in Los Angeles . The Council reviewed a request from Sara Williamson-Daniel , Chairperson of the Elgin Human Relations Commission, to have two Commissioners attend the Urban League ' s Conference to be held in Los Angeles, July 30th - August 3rd, 1982. Air fare, lodging, conference registration, conference luncheons and sustenance for the two Commissioners total $2150.00. Mayor Verbic stated he felt this should be authorized because the information that could be obtained by such attendance would be valuable to the function of the City ' s Commission. Councilman Gilliam made a motion, seconded by Councilman Hansen to approve this expenditure. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Presentation of a three projector multi - image program by New Orient Media for use in a public relations program for the City and Chamber and a second presentation to inform and educate the public to the water treatment story. Representatives from the New Orient Media provided for the Council ' s review a three projector slide show which included the following steps : Script Development & Writing Visual Concept & Design Audio Concept & Design Photography Graphics Generation South Track Production Programming . The recommended budget for the above steps is $ 15, 500, and the scripting process would take from 2 to 3 weeks from the time the project is approved. Committee of the Whole Meeting July 14, 1982 Page 2 Part two of the presentation dealt with the City of Elgin Story. This show would follow the outline of the four color brochure on the City, with more emphasis on city services . The recommended budget for this phase of the project is $ 18, 000. All master show materials would remain the property of New Orient Media, but they would make a set of the three projector slides and tapes for the city ' s use. (Further discussion of this item can be found toward the end of these minutes) Mid-Year budget report for 1982 Mr. Jepson advised the Council that the Budget Review Committee has completed its 1982 mid-year review of the General Fund budget and the Enterprise Funds operating budgets. Mr. Jepson stated that this review helps to establish the end of the year cash balance and it is the first formal step in the preparation of next year ' s budget. Mr. Jepson reviewed with the Council the 1982 Mid-Year Budget Report, which he prepared under date of July 12, 1982. Mayor Verbic pointed out that the 1983 projected budget indicated e"` revenue from property taxes at $4, 975,000, which would result in a 24% increase. Mr. Jepson stated that $4, 975, 000 is not a new figure because the 1982 budget levy reflected this amount. The tax rate was estimated at 1 .58 and actually it is 1 .52 and the estimated assessment valuation increase was 10% and the actual figure was 12%. Mr. Jepson further stated that as the sales tax revenue decreases the city is more dependent upon the real estate taxes. Councilman Hansen stated that he had not changed his position from last year and he still felt that as elected representatives it was the Council ' s obligation to give the staff direction in the budget prior to its preparation. Councilman Hansen further stated that he cannot live with a 22% increase in taxes during these times . Councilman Kirkland indicated that he would be willing to attend special meetings to discuss these things . Councilman Hansen made a motion for budget policy discussion at the next Committee of the Whole Meeting. The Council agreed to meet on Thursday, July 29th at 7 : 00 p.m. , eft. to discuss the budget policy and the proposed capital improvement program. Committee of the Whole Meeting July 14, 1982 Page 3 Recess of the Committee of the Whole Meeting to go into Board of Local Improvements Meeting - 8: 30 p.m. Councilman Gilliam made a motion, seconded by Councilwoman Nelson to recess the Committee of the Whole Meeting in order to go into a Board of Local Improvements Meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Resumption of the Committee of the Whole Meeting - 9: 35 p.m. Repair of hoists in the Public Works Garage. The Council reviewed a request from the Garage Manager to have both hoists repaired because they have developed oil leaks . The staff recommended that a contract for the repairs be awarded to P.R. Streich & Sons for a total amojnt of $2140.00. Councilman Hansen made a motion, seconded by Councilwoman Nelson to approve the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Recommendation to retain the firm of A&H/Flood Engineering rah. for material testing and quality control on the McLean Boulevard widening project. Councilman Kirkland made a motion, seconded by Councilman Gilliam to retain the firm of A&H Flood Engineering on a unit rate basis with estimated costs to $2,400.00. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Final report on the 1982 Valley Fox Trot Bob Malm advised the Council that in addition to being an athletic success the 1982 Fox Trot report indicated the 1982 revenues exceeded expenditures by $2, 304. 20. Therefore no contribution was necessary from the Elgin YMCA, this year ' s co-sponsor. Request to hire two adult crossing guards for the intersections of State and Oak Streets and Liberty and Laurel Streets . The Traffic Committee advised the Council that due to the ! DOT policy that requires the removal of the flashing signals at the above intersections, it is their recommendation that the Police Department hire two adult guards before school opens in September. r Committee of the Whole Meeting July 14, 1982 eow Page 4 Councilman Kirkland made a motion, seconded by Councilwoman Nelson to approve the Traffic Committee ' s recommendation. Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Additional payment to Illinois Hydraulic for the Douglas Avenue streetscape project . Action on this item was taken on the regular City Council Agenda. Recommendation to concur with IDOT for the acceptance of bids to resurface certain streets . Action on this item was taken on the regular City Council Agenda. Final estimate for the streetscape improvements to both sides of Spring Street from the Chicago and Northwestern tracks south to Fulton Street. The description of the work involved and estimated costs as developed by the Engineering Department were as follows : emik Street scaping Spring Street (C . & N.W. tracks to Fulton Street-West Side. (Note does not include any work at Commerce Building) $ 80, 100.00 Street scaping Spring Street (Chicago to Fulton-East Side. $ 184,000.00 Resurfacing Spring Street (C & N.W. tracks to Fulton) $ 108,000.00 Street scaping Fulton Street (Mall type brick between Spring Street and C . & N.W. tracks North Side) $ 33,400.00 Resurfacing Fulton Street (Spring to Villa) $ 55,400.00 Street Scaping DuPage Street (Mall type brick between Spring Street and C . & N.W. tracks- South Side) $ 45,400.00 Resurfacing DuPage Street (Spring to Villa) $ 53, 000.00 Total $559, 300.00 Trees and street lights have been considered for each street. Mr. Nelson stated the merchants in this area are willing to participate in this project. Committee of the Whole Meeting July 14, 1982 Page 5 Councilman Kirkland made a motion, seconded by Councilwoman Nelson to include the cost of the aforementioned improvements with the proposed ECC Bond Issue. Yeas : Councilmen Gilliam, Kirkland, Nelson and Schmidt. Nays : Councilman Hansen and Mayor Verbic. Final review of the proposed lease with ECC for the building and property at 16 South Spring Street. Councilwoman Nelson made a motion, seconded by Councilman Gilliam to have the lease placed on the July 28th regular Council Agenda. Yeas : Councilmen Gilliam, Kirkland, Nelson and Schmidt. Nays : Councilman Hansen and Mayor Verbic. Progress Report No. 9 relative to the North End Bridge Project. Informational item. Materials to initiate the development of a five year capital improvement program with emphasis on 1983 . The Council had agreed earlier in the meeting to incorporate the discussion of this material with the budget meeting on July 29th. Review of the 1982 street resurfacing program. eft. The staff recommended that the following streets be resurfaced with 2 inches of bituminous concrete: Chippewa - Jefferson to Congdon Jefferson - Kane/Cook line to Chippewa Iroquois - Congdon to Hiawatha Patricia - Iroquois to Chippewa Martin - Hiawatha to Chippewa Hiawatha - 100 ' N. of Iroquois to Jefferson Mark - Mildred west to dead end Ruth - Mark to Royal Blvd. Royal Blvd. - Ruth to Deborah The funds available for this project are MFT $ 150, 000 and General Fund $60, 000. The Council approved the staff ' s recommendation. Otter Creek drainage project. Mel Dahl and Gary Miller exhibited to the Council an engineering plat showing the drainage extension which is needed to complete this project on the north side of the By-Pass . The additional cost is estimated between $40,000 and $45, 000. rft Mel Dahl stated he would be meeting with the State next week at which time he would seek their approval for this change order. Committee of the Whole Meeting July 14, 1982 Page 6 rook Cost analyses for the consolidation of Fire Stations #1 and #3. Mr. Nelson stated that the Council had requested that further information be furnished to them. Resolution commending Father Schiffmeyer as the Fire Dept. Chaplain for 20 years . The Council asked that this resolution be placed on the regular agenda for the Council Meeting on July 28th. Water Treatment Plant Dedication Mr. Nelson stated that he would need some direction from the Council as to whether or not they wanted to consider a separate film for just the Water Treatment Plant, or if they would prefer a film on the Water Plant and the City of Elgin. The Chamber of Commerce would be interested in participating in the cost of the combined film. Councilwoman Nelson stated she had taken the time to look into brochures, which she felt would be appropriate. Mrs . Nelson stated she was not in favor of the films and she did not like the recommended name "Foxwater Treatment Plant" , Councilman Kirkland stated that water will be the main issue throughout the country for the next 20 years and he felt a combined film about the water treatment plant and the city of Elgin should be considered because this would save money. Councilman Hansen did not think a program was needed since the city has the water customers locked in. Mr. Hansen stated there was no need for a heavy P/R program, but he would consider some good P/R and a few pictures. Councilman Hansen made a motion, seconded by Councilman Kirkland for the Council to consider a slide program dealing with just the new water treatment plant. Yeas : None. Nays : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. The Council asked the staff to continue discussions with the Chamber regarding a slide program for the City of Elgin/Chamber of Commerce. Adjournment of the Committee of the Whole Meeting to go into Executive Session. 11 : 40 p.m. Councilman Gilliam made a motion, seconded by Councilman Kirkland to adjourn the Committee of the Whole Meeting and to go into Executive Session for the purpose of discussing acquisition of elk property, appointments to boards and commissions and litigation. Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Marie Yearma City Clerk Committee of the Whole Meeting "''` July 21 , 1982 The Committee of the Whole Meeting was called to order on Wednesday, July 21 , 1982, at 7 : 15 p.m. , in the Council Chambers of City Hall . Members present: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Absent: None. Also present : Nelson Yearman and members of staff. Discussion with the Building Commission of the City of Elgin Mayor Verbic: The idea of having this meeting arose several weeks ago when we had a zoning text amendment before us regarding modular homes and at that time several of the Councilmen thought it would be nice to have a meeting with the Chairmen of the various Building Commission members . As most of you know we have not had many homes built since 1980, in fact the last good year that we had was in 1979, when we had 162 single family homes built . In 1980 we went down to 47, last year was 39 and this year it will probably be around the same number . Naturally, the Council , financial institutions and those people in the industry who have been laid off have been looking to stimulating home building. We probably feel more inclined to ask you questions in regard to the possibility of ways that you can see where some of the home building costs can be modified in order to stimulate home construction and provide affordable housing for the young people and senior citizens. This basically is why we are here this evening and we hope there can be an exchange of ideas and something constructive can come out of the meeting. Councilman Schmidt : I would like to open the meeting with a question that I have regarding the amendment in Section 103-0, which states that any building or structure in Fire Zone 1 , which is enlarged, altered, raised, built upon, or replaced due to partial destruction from any cause, to an extent exceeding an expenditure of 30% of the physical value of such structure. I am wondering if that 30% is low and should it be 50% or more if something is destroyed by fire or an Act of God of some sort. My other question would be along the same line, would this 30% also apply to single family housing or duplexes or apartment buildings . John Schmidtke: The BOCA Code, as we refer to it, applies to all structures which are not one or two family dwellings . The SBOC Code applies to one or two family dwellings . The specific answer to your question would be that the dwellings would be included if they were in the No. 1 Fire Zone. Committee of the Whole Meeting July 21 , 1982 Page 2 folik The 30% is a carryover from older versions of the code. The amount of the building destroyed by whatever means has varied in the codes from 30% - 33%, they try to define it in different manners and this is the current 1981 situation and the 30% is inherited. It could be 50% or whatever the Council might chose. Councilman Hansen: This applies to enlargements or alterations also, not just fire, and might that stipulation not inhibit business expansion in our City. I can think of a businessman who might want to enlarge his operation and be inhibited by the 30% figure, and does that apply to just Fire Zone 1 . John Schmidtke: The Section 103 at the top of the page applies to all structures . The amendments below reflects restrictions in Fire Zone 1 . Councilman Hansen: So we follow the BOCA Code on the entire City with the amendment applying to Fire Zone 1 . Councilman Waters : As I recall the discussion in which the decision was made to call this meeting this evening there was some concern expressed at that meeting that our ordinances had followed the BOCA Code as the basis , but we had made amendments, we had made exceptions, which in most instances seemed to be more stringent than the BOCA Code itself, and I would address my question to you John, I would like you to address the question of why the City would be addressing amendments to a Code that from my knowledge seems to be universally accepted across the Country, and adding to that in a more stringent way than was accepted nationally. John Schmidt : There are four basic code organizations in general throughout the United States . The codes are primarily the same and most communities in some States adopt a version which is in vogue with their part of the country. In this section of the midwest the BOCA Code is the one used by most communities . The Codes are rewritten every three years, or amended, and with supplements issued in between. Historically the codes have evolved primarily from the standpoint of property protection, but that is rapidly changing now and we are seeing much more emphasis on protection of life as well as property. I have gone through this many times and I think that with one or two exceptions, and the one exception that comes to my mind, and I feel very strongly about it, is our local sprinkler ordinance, which I am highly supportive of. I think you will find many more instances in the amendments where we have in fact been less stringent than the BOCA Code, and as I say I have gone through them. Most communities , I would guess from the seminars we have attended, do not in total just adopt the Code, there are certain local conditions which require amendments . Committee of the Whole Meeting July 21 , 1982 Page 3 One of the values of our Commission as we have it established now is that we have members who have expertise in different fields and it makes for a good commission in my opinion. Fox example if someone here has a question on one and two family dwellings there are certain commission members here to whom I wish you would direct your attention. In like manner if your questions involve electrical , plumbing, warm air, we have the experts on that . I don ' t believe that our amendments are even 50% more restrictive. Chief Van De Voorde: I just can ' t go by the No. 1 Fire Zone without a few comments . Elgin has a history of having bad fires . We have wiped out blocks at a time in the past and so those that proceeded us have always been interested in the number 1 Fire Zone and to my knowledge we have had restrictions in the No. 1 Fire Zone for 35 or 40 years minimum. There are very good reasons for this Zone and the more restrictive codes . If you will look downtown, which is primarily the No. 1 Fire Zone in the immediate area, you will find that buildings are built immediately adjacent to one another, sometime sharing a common wall . A barrier to fire can be a wall or it can be distance and since we don' t have the distance it is obvious the reason we have tougher fire codes and restrictions in the No. 1 area is so that we don ' t have a configuration that will take a whole section of the town. Mayor Verbic: I participated with U.S . Shelter with the building of the home at 164 Joslyn Drive, and I think the members of the Council , Community Development and Administration, all had an opportunity to see the so-called affordable home, which was constructed by U.S . Shelter. This was a home that was stick built and we gave them certain leeways as far as construction was concerned, and probably all of you out there are aware of the restrictions that were lifted. Now I would like to have some comments from perhaps the plumbing and electrical experts in regard to the lower of house construction by using a polyethylene for plumbing, romax for electric, and closed wall construction. How much effect would that have if these restrictions were lifted in building a stick built home as far as costs are concerned. Fred Smith: The best handle that the Commission could get on the cost difference between a house wired with romax and a house wired with thin wall , which our code calls for, varies (ow between $60.00 and $ 100.00 for the total house. Committee of the Whole Meeting July 21 , 1982 Page 4 The problem is not with building the house, the problem comes in what is going to happen to that home. If you are going to build it for 5 years that ' s fine, and it is interesting to note the National Electric Code says the purpose of this code is the practical safeguarding of persons and property from the hazards arising from the use of electricity. We put people first that is of prime importance to us . Our cry is you build a house and you wire it for a developer. He does not care about who is going to live in it. That home will stand for 25 or 30 years, hopefully 50. The ampacity comsumption per capita, which doubles every 4 to 6 years, so that by the time that house is then resold the new person that buys it buys it and they don ' t have enough power in it and if they want to change something in the walls then it is going to cost them a fortune. Now the biggest fires that the Chief fights are overloading or not enough ampacity for the electrical that is being used. With a thin wall you can upgrade the ampacity of that building tremendously, without altering the physical structure. Frank Sweeney: The State asked me several years ago to get involved in the portable housing situation in order to help ` young people get a house. I have spent the last 32 years �'° visiting every prefab, precut sites, talked to union leaders, including the President of the Electrical Union, and the modular and mobile home people. I saw the house over here at $67,900, an 1100 sq. ft. house, one bath. We are going to be building houses , selling them under FHA with a subsidy program. In Batavia a 9500 sq. ft. house, three bedrooms, two full baths, the price on those will be $53,000. Carpeted, storms and screens , meeting BOCA Code, meeting the Batavia Building Code, landscaped with everything on it. It will be sold by local realtors and local contractors will be doing the work and this is basically what we need. Mayor Verbic: These are modular homes you are talking about. Mr. Sweeney: They are modular homes, they are built under BOCA Code, FHA minimum property standards approved by them. Mayor Verbic : Has the City of Batavia lifted any restrictions for this type of construction. Mr. Sweeney: The only thing that they have done is , they were concerned with the plastic plumbing, but because there is State approval on it they were willing to go along with it. The house meets all of their building codes . Geneva, it meets their esk building code. Mayor Verbic: What kind of wiring do they have in these houses . Mr. Sweeney: It ' s romex pipe. Committee of the Whole Meeting July 21 , 1982 Page 5 We are paying FHA discount points of 9% to get a 131% mortgage. We are subsidizing in addition to that $ 100.00 per month. We are paying 5% to the realtor. We are paying $3, 000 to their Building Department, School Board and tap on fees . The lots are costing us a total of $ 13, 500. The profit in this, and we are trying to work together, is around $4, 000, so there is not a lot of profit but it is trying to get and show people what can be done, and it is a community working together. Ask youself where are our kids going to go and where is the industry going to come from. I want to build a plant here, I want to move my people here, I can ' t do it, why, my people don ' t make enough money to be able to afford that $70, 000 house. You complain about the new things that are coming out, take a look at the older buildings down there that are fire traps . There are new things on the marked and the only thing I am saying is look at them, don ' t sit here and say this is right and this is the only thing. Councilman Kirkland: Any general construction people in the audience that have some views on this trend of modular homes . Ralph Tiber' : In 1971 -72 we took a good hard look at putting up fabricated buildings . I think we did about 23 or 24 of them at that time, although they were not prewired. We found, and we still feel that we can build a stick building cheaper on site than a prefab building. I think we have a lot of questions to be answered in order to come up with a portable house. There is no question about it with technology there are a lot of new things coming to the market and I agree we should look at a lot of these things, I don' t think we should be closing our eyes to it. We are in hard times now and it might be a good time to sit down and take a good look at making some changes . Councilman Hansen: I have in front of me two articles that refer to polyethylene plumbing and one of these articles indicates that the polyethylene plumbing installed in a house would beat the copper cost by 44% and the other one which appeared in the Chicago Tribune indicated that it would reduce the cost of a certain size installation by 41%. You know polyethylene plumbing was not available 15 years ago, I don ' t think it was available even ten years ago. Its new technology that is approved by BOCA and I guess I would like to see us address the question of how we can make sure that our local codes keep up with modern technology on all fronts, not just plumbing, electrical or anything else, and this would apply to modular housing as well . I think we have to look at these new developments and technology with an open mind and at least address them with the pure cost savings that could result in housing using it . Committee of the Whole Meeting July 21 , 1982 Page 6 George Elliott: I would think that our biggest concern on Om" the plastic pipe, or polyethylene, is that it is only rated for 180 degrees . A lot of times you could have 200 degree water and what happens to it then, would it burn somebody or kill somebody. If it is inside the wall there will be additional cost to replace it . Ralph Tiberi : We like plastic, we think it is a good product and the only problem we see with it is that it took Elgin too long to finally approve it . Councilman Hansen: Where is plastic pipe allowed and not allowed right now. Jerry Deering : The waste pipes are plastic, we don ' t allow any water service inside to be plastic. Fred Ledebuhr: You allow the plastic sewer pipe and plastic sewer stubs in the sewer service to the building, its a small item, but I would like to know why the code says that we have to have a 5 foot piece of cast iron to go under the footing. I think this is arcade, it was carried over from when they built stone foundations . It is a small item, about $50.00 to $75.00 per building, but we run a 6 inch plastic pipe to within 5 feet of the building and then we have to make a transition to the 4 inch iron and it does ' nt make sense, yet ehl that is what the code says . Mayor Verbic: John, do you have any answer to that . John Schmidtke: Not specifically. Councilman Waters : I guess the only argument that I have heard against plastic pipe is the temperature range, is that the only argument. George Elliott: What happens in the case of a fire in care it does not burn but where it melts the plastic out of the wall and then slowly becomes a chimney . Chief Van De Voorde: We live in a plastic world and it really does ' nt make that much difference if the house is full of plastic. I would be concerned if we used plastic in high rise buildings without properly enclosing it, but in a residential home from a fire standpoint I don ' t see that it would add materially to a problem that is there already. If it was the only piece of plastic in the place it might . George Elliott: I would be concerned about the temperature reaching 200 degrees which is not unusual when the water heater gets to be 10 or more years old. The plastic industry has not told us yet that it is suitable for 200 degree water and this '" is our concern. Committee of the Whole Meeting July 21 , 1982 Page 7 emik Mayor Verbic: What I would like to have done is to send copies of all the material sent to us by the Community Development Department in regards to the modular home building to the members of the Building Commission, and after you have had the opportunity to digest this perhaps we could meet again informally. 1 believe that we are all interested in getting the trades busy, get affordable housing and keeping the communication lines open. Adjournment Mayor Verbic adjourned the meeting at 9: 00 p.m. Marie Yea m , City C er< r r Committee of the Whole Meeting July 28, 1982 The Committee of the Whole Meeting was called to order on Wednesday, July 28, 1982, at 6: 35 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Absent: None. Also present: Nelson, Yearman, Jentsch and members of staff. Spiess Deck Repairs Councilman Hansen stated that he was making a motion to direct the staff to proceed with a lawsuit against the responsible parties in an attempt to recover the cost the City is currently expending to repair the deck. Councilman Schmidt stated he would second said motion. Counsel Jentsch stated that he was aware of inclination of the Council regarding this matter and that he was in the process of developing an analysis, which he would prefer discussing with the Council in a closed session at a future date. Councilman Waters made a motion, seconded by Councilman Kirkland to table this matter until the Corporation Counsel has all of the information together. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Request by the Greater Elgin Senior Center for a grant of $45,000 and authorization for an additional $30, 000 line of credit from the First Nationa T Bank. Mr. Nelson introduced Bette Schoenholtz, Interim Executive Director of the Greater Elgin Senior Center, Inc. Ms. Schoenholtz outlined outstanding debts amounting to $54, 394.00. In order to pay these debts the Center is requesting that they be given a grant of $45, 000 from the City and that they be given permission to obtain an addition $30, 000 line of credit from the 1st National Bank of Elgin. The $45, 000 grant would be paid directly to the 1st National Bank. Councilwoman Nelson made a motion, seconded by Councilman Hansen to approve the request by the Senior Center. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Bridge replacements at Kirk Avenue and Kramer Avenue. The Council reviewed a recommendation from staff for bridge replacements at Kirk and Kramer Avenue. The design would be similar to the bridge connecting the two islands north of Highland Avenue (Walton Island. The total estimated cost of replacement of each bridge is $4, 030.00, or a total of $8, 060.00, Committee of the Whole Meeting July 28, 1982 Page 2 exlcuding labor for a Public Works crew to install walkways . Councilman Gilliam stated that he had received several calls from John Mink, Principal of Huff School , regarding the safety of children using the bridges in their present condition. Councilman Schmidt stated he would like to see the wolmanized lumber in this construction. Councilman Schmidt made a motion, seconded by Councilwoman Nelson to approve the staff ' s recommendation and proceed with this project . Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Review of the current ordinance which regulates the operation of air rifles . Mayor Verbic stated that he had requested that this matter be discussed because he had received several telephone calls regarding youngsters firing air rifles from their backyards into other yards . Counsel Blondin stated that although he believed the current ordinance is generally adequate, it does not require the shooter to be a certain age nor does it generally require adult supervision. Mayor Verbic suggested that maybe the ordinance should be amended to provide that an adult must be present to supervise. Councilwoman Nelson stated that he saw nothing wrong with the present ordinance. Councilman Waters suggested that the ordinance be amended to add with the supervision of an adult present. The balance of the Council agreed with this suggestion and directed that staff prepare the amendment. Recommended reduction in the cost to be paid by property owners for the McLean Boulevard street improvement. The staff advised the Council that the bid price for this project came in $45, 743.55 below the engineer ' s estimate, and they felt some of this savings should be passed along to the property owner. Mr. Nelson stated that the property owners involved in this project were most cooperative and to keep good faith this reduction should be passed along to them. Mr. Nelson pointed elm out it would be premature to do this until after the job is done, but the City could express the intent to the property owners that the assessment would be reduced upon completion. Committee of the Whole Meeting July 28, 1982 Page 3 Councilman Hansen made a motion, seconded by Councilman Schmidt to approve the staff ' s recommendation to reduce the assessment. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Recommendation to develop a slide show presentation for the Water Treatment Plan openhouse and, further, that a name for the new plant be selected. The Council reviewed the staff ' s recommendation for a dual projector slide presentation to be developed in house at a cost of $3500.00 to $4000.00. Mayor Verbic stated that a slide program does a good job and makes an excellent presentation. Councilman Schmidt asked if the estimated $3500.00 to $4000.00 would include all of the costs . Mr. Nelson stated yes . Councilman Waters stated he would support the slide presentation and since it will also be an educational program, U-46 might be able to assist through their audio program. eft. Mayor Verbic stated that this was one of his hobbies and he has quite a bit of equipment, which he would be happy to use in assisting with this project . Councilman Waters stated that he would make a motion to accept the staff ' s recommendation on a new name for the water treatment plant. The staff recommended City of Elgin Foxwater Treatment Plant. Councilman Kirkland stated he would second this motion. Councilman Schmidt stated he was opposed to using the word Fox. Councilwoman Nelson stated he did not like using the word Fox and suggested the Council consider Riverside Water Treatment Plant as a name. Councilman Kirkland stated he had no objection to using Fox and he was proud that we had the foresight to take the water from the river. Mayor Verbic stated that he liked Councilwoman Nelson ' s suggestion. The Council called for a vote on the name Foxwater Treatment Plant . Yeas: Councilmen Gilliam, Kirkland and Waters . Nays : Councilmen Hansen, Nelson, Schmidt and Mayor Verbic. Committee of the Whole Meeting July 28, 1982 Page 4 Councilwoman Nelson made a motion, seconded by Councilman Gilliam to name the plant Elgin Riverside Water Treatment Plant. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Waters and Mayor Verbic. Nays : Councilman Schmidt . Discussion of the landfill operated by Woodruff & Edwards on City owned property along the west bank of the Fox River . The staff advised the Council that this involves some land that is north of Kimball and is between the west bank of the Fox River and the Milwaukee Railroad property. Said land was given to the City and it was then leased to Woodruff & Edwards to be used as a site to dispose of their sand waste, which they have been doing for many years . The Illinois EPA did not have any problems with Woodruff & Edwards dumping on the land when they owned it , however, now that the City owns it they are requiring a permit . The lease between the City and Woodruff & Edwards for this land provides that Woodruff & Edwards will comply with all laws and apply for any permits. Woodruff & Edwards has informed the City that the cost to obtain such a permit would be in excess of $ 12, 000. Richard Hempel of Woodruff & Edwards advises that through conferences with the EPA, it was their suggestion that Woodruff & Edwards ask the City if they would return the property and then they would not be required to obtain a permit. The staff requested that should the City Council authorize the transfer, that it be conditioned on the property being returned to the City at the end of the original lease period and they would be prohibited from placing any fill over a 16 inch watermain that crosses the river and this property from the Slade Water Pland and provides water to a portion of the west side. Councilwoman Nelson made a motion, seconded by Councilman Schmidt that the staff proceed to effect this transfer of property, subject to the staff ' s recommendations . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Commendation made to Fire Department . Chief Van De Voorde reported that 25 firefighters and officers volunteered 273 hours of their time to conduct physical agility tests for the Board of Fire and Police Commissioners , and that more than $3, 000 was saved in overtime compensation. Councilman Waters made a motion, seconded by Councilman Gilliam commending these volunteers . Yeas : Councilmen Gilliam, Hansen Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. • Committee of the Whole Meeting July 28, 1982 Page 5 e" Future RTA projects . Mayor Verbic advised the Council that he had met with Lou Hill from the RTA today and had gone over with him all of the pending RTA projects planned for this area. In this connection a bus tour was made to the various sites involved for these projects . The Mayor was advised the transportation facility should be commenced around the middle of September. The Big Timber parking facility project is presently in negotiations with the Milwaukee Railroad. The 6 acres on South State Street intended for the bus garage was also viewed and hope was expressed that these projects would start moving. Adjournment Councilman Hansen made a motion, seconded by Councilman Gilliam to adjourn the Committee of the Whole Meeting and go into Executive Session to discuss appointments to Boards and Commissions . The meeting was adjourned at 7: 55 p.m. r Marie Yearman, City Clerk r Committee of the Whole Meeting July 29, 1982 The Committee of the Whole Meeting was called to order on Thursday, July 29, 1982, at 7 :00 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Absent : None. Also present: Nelson, Yearman, and members of staff. Discussion re net levy for the 1982 general fund. Councilman Hansen stated that the country was experiencing very difficult times . Many people were out of jobs and many who were working would not be receiving any raises . Mr. Hansen stressed that the Council should recognize the position the taxpayers are in and that increases in the taxes must stop. Mr. Hansen further stated that he was not proposing that the budget be reduced, but that the Council just hold the line and keep the 1982 levy the same as the 1981 levy. Councilman Hansen made a motion, seconded by Councilman Schmidt to adopt a net levy for the 1982 general fund that is the same as the 1981 levy. Yeas : Councilmen Hansen, Schmidt and Mayor Verbic. Nays : Councilmen Gilliam, Kirkland, Nelson and Waters . Councilman Gilliam stated that he agreed with half of the statement made by Councilman Hansen but he had a problem with keeping the levy the same because of the fact that the Council had passed a 7% wage increase for City employees and this would effect the general fund. Councilman Gilliam pointed out that it would be difficult to hold the line with a collective bargaining increase of one million dollars, when you are talking about cutting roughly $900, 000 from the proposed levy. Councilman Schmidt stated that he felt there were areas of overtime that could be reduced. Councilman Hansen stated that he knew of businesses that had reduced overtime down to every last nickel of it, and he thought a realistic goal in reducing the city ' s overtime could be one- third of it . Councilman Gilliam stated that three-quarters of the city' s personnel expenses are for the police, fire and public works departments, and overtime incurred in those departments are for services needed most by the community . Committee of the Whole Meeting July 29, 1982 Page 2 Councilman Gilliam asked if there was a snowstorm do we tell the public works employees not to go out. Councilman Hansen stated that much of the snow plowing could be left until daytime hours, or working shifts could be established, so that regular hours could be used instead of overtime. Mayor Verbic stated that last year he had asked for a 5% increase for all employees, including management and he had supported reductions in the budget as much as possible. Mayor Verbic further stated that he had been receiving telephone calls and people were concerned about rising taxes and he throught the Council should look to reducing the tax levy amount by other reductions that can be made. Councilman Gilliam stated that if we do that we end up cutting bodies . A 1% cut is $ 160, 000 and Mr. Gilliam indicated he felt an experienced employee is worth $32, 000. Councilman Schmidt wondered if the overtime could be reduced by offering comp time. eft. Councilman Gilliam stated this was not feasible when labor contracts are involved. Mayor Verbic stated the Council should designate areas it wanted cut and then tell the stall to implement the cuts . The Mayor suggested the first cuts should be considered in parks and recreation, the legal department and community development. Mayor Verbic also pointed to $325, 000 in the unencumbered cash fund that was over and above what is required, and perhaps this amount could be deducted from the tax levy. Mayor Verbic also called attention to the fact that perhaps the city is over funding the pension funds . Dave Jepson stated that he believed the city has been ahead in its pension requirements , which are regulated by state law, but he would have to look into this and bring the information back to the Council . Councilman Gilliam stated he would be willing to look into both of these items for a possible reduction of the levy. Councilman Schmidt stated the staff should be able to show where deductions could be made because they now make up all the increases . Councilman Waters stated that he was dismayed that the meeting started with a motion such as had been made tonight and with all the discussion of overtime why was the assumption being made that Committee of the Whole Meeting July 29, 1982 Page 3 it is used for the benefit of employees or the citizens. Mr. Waters said he was confident that our chief executive officer, Leo Nelson, has assured it is for the citizens and why do we assume our staff is irresponsible and acting contrary to our directives. Councilman Waters further stated that he was satisfied with the staff' s recommendations during the budget process and felt it was not the Council ' s directive to tell specific departments which areas to cut . Councilman Hansen stated that if we were to take Mr. Waters literally, than we could all resign our offices . We were not elected to rubber stamp a budget that is brought to us and I have a responsibility to give direction to our staff of what our citizens want as a tax levy. Ihq. staff ' s job is to implement our policy, and I don ' t/ R Council ' s responsibility at all of accepting what the staff tells us what the level of services should be. Councilman Kirkland stated that he disagreed with Hansen and the disagreement begins with what the level of services should be. The Council has done that in the budget and now we are elk trying to do that with contracts that are so much of the increase. The personnel represents the levels of services and cutting services is synonymous with cutting employees . Councilman Hansen stated that people today cannot cough up and additional 22% for this level of services . Councilman Waters made a motion, seconded by Councilwoman Nelson that tonight ' s meeting be limited to 9: 30 p.m. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Councilman Gilliam made a motion to reduce the proposed tax levy by $325, 000 from the unencumbered cash fund and after further advice from the staff to look at a possible reduction in the pension funding . Councilman Kirkland seconded said motion. Yeas : Councilmen Gilliam, Kirkland, Nelson, Schmidt, and Waters. Nays : Councilman Hansen and Mayor Verbic. Councilman Gilliam suggested that the Council make no further cuts until after the information on the pension funding is received to ascertain what reduction that might amount to. Mayor Verbic recommended that the staff and the City Manager explore other areas for further reductions to reduce the tax levy. Councilman Hansen stated he would put that in a form of a motion, and Councilman Schmidt stated he would second said motion. Committee of the Whole Meeting July 29, 1982 Page 4 Yeas : Councilmen Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : Councilmen Gilliam and Nelson. Adjournment Councilman Kirkland made a motion, seconded by Councilman Schmidt to adjourn the meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 9:40 p.m. Marie Yearman City C erk r r S Committee of the Whole Meeting August 11 , 1982 The Committee of the Whole Meeting was called to order on Wednesday, August 11 , 1982, at 6:40 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Absent : Councilman Waters . Also present: Nelson, Yearman, Jentsch and members of staff. Discussion re bids covering $2, 950, 000 City of Elgin, Corporate Purpose Bonds, Series 1982. Mr. Nelson stated that the bids for the bond issue were received today from Speer Financial , Inc. , and staff was very pleased at the 9. 78711 interest rate. If the Council would recall we were looking at 11% but now with this interest rate, if you are looking at savings in the first year it ' s near $50, 000. The Ordinance covering this bond issue appears on tonight ' s Council Agenda as Item H (9) . Mayor Verbic asked when these bonds would go on sale. Mr. Bolerjack stated that over half of them have been sold, but the distribution would not be made until the middle of September. Councilman Hansen asked if there were any legal fees incurred in this transaction. Counsel Jentsch stated the fee would be approximately $5, 000. Councilman Hansen asked if this fee was based on a percentage of the bond issue or an hourly fee. Counsel Jentsch stated that on GOB issues this is what he has charged and it covers the number of hours spent in connection with the bond issue. Chapman & Cutler, who will represent the purchaser, will charge the same amount and all of these costs come from the bond issue. Proposed 1982 property tax levies for pension funds . Mr. Bolerjack advised the Council that as of the December 31 , 1980 actuarial statement, which is the most recent, the largest so called liability for Elgin taxpayers is the police and fire pension funds . This liability amounted to $21 , 357, 023, but over one-half or $ 10, 941 , 745 had already been set aside leaving a $ 10,415, 277 actuarial deficiency. Committee of the Whole Meeting August 11 , 1982 Page 2 rek However, the City has until the year 2020 to finance the actuarial deficiency according to Illinois law. With the current investment earnings approaching 12%, the City should be able to increase the percent funded. Mr. Bolerjack made the following recommendation for reductions of the property taxes for pension purposes : 1982 1982 Budget Recommended Decrease Police Pension $698,900 $500, 000 $ 198, 900 Fire Pension 754, 900 654, 900 100, 000 IMRF 481 , 625 401 , 625 80, 000 Total Reduction $378, 900 Mr. Nelson stated that this $378, 900 together with the reduction of the general fund tax levy of $325, 000, have reduced the budgeted net tax levy by $703, 900. According to the Truth in Taxation Act, which excludes debt service, the increased taxes are only 4.3% above the 1981 tax levy, and therefore it will not be necessary to advertise in the newspaper of the anticipated increase since the gross levy is $43, 561 . Mr. Nelson further advised the Council that on Monday he met with the staff and he asked that they submit a memorandum to him by next Monday outlining any budget cuts they thought could be made in their departments, especially in personnel . Mr. Nelson stated he would have this information to share with the Council on August 25th, and the Council might want to wait until the September 8th meeting to act on the appropriation ordinance. Mayor Verbic stated that he would like to wait for the City Manager ' s report on August 25th. Up to this point we have not really had any reductions and what we are thinking in terms of is the possibility of additional cuts, which the City Manager could recommend. Councilman Gilliam stated that so far staff has done a good job at the direction of the Council to cut money, he was hesitant to add to the unemployment of Elgin at this point . Councilman Hansen stated this was no excuse to keep employees if the services can be performed. Councilman Gilliam stated his position all along has been to be willing to make cuts as long as it does not effect the operation of the City. Committee of the Whole Meeting August 11 , 1982 Page 3 Councilman Hansen stated that the fact that we are reducing our contingency fund and reducing our pension contribution fund we have not reduced the proposed spending . We are really playing with numbers here. Councilman Schmidt suggested that the Council hold up further discussion of this matter until the City Manager has his report ready on August 25th . Request for Computer Equipment Proposals . Dave Jepson advised the Council that the lease agreement for the computer in the Finance Department and most of the associated computer equipment expires on November 15, 1982. Originally the lease was entered into with Memorex Corporation which supplied both the Memorex and the IBM components of the computer system and which also provided maintenance services . However, early in 1981 , the lease was assigned by Memorex to Computer Leasing, Inc. with the maintenance being transferred to Olivetti Corporation. Since that time, service has been less than satisfactory, and although there are certain benefits that can be gained by renewing our present lease, I believe that the City can realize appreciable savings by seeking competitive proposals to replace our present computer system. rik Mr . Jepson further stated that due to the present market conditions he believed the City would be better off to ask for new proposals , rather than negotiating the lease which we have. Councilman Hansen made a motion, seconded by Councilwoman Nelson to accept Mr. Jepson ' s memorandum of recommendation for computer equipment . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Request from the Hispanic Parade Committee to conduct a parade on Sunday, September 19th. Councilman Schmidt made a motion, seconded by Councilman Hansen to approve the request for a parade using the proposed Route 1 . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic . Nays : None . Discussion relative to replacing parking on the north side of Chicago Street between Douglas and Spring. Mr. Nelson stated that this is a matter that some of the Council have mentioned from time to time and there have been requests from some of the downtown merchants , who would like to add to the parking at the above location. Mayor Verbic stated that he had been asked repeatedly by the merchants to consider replacing the parking and in looking over the traffic volume on Chicago Street, there has been a significant drop in the traffic flow. Committee of the Whole Meeting August 11 , 1982 Page 4 Councilman Schmidt made a motion, seconded by Councilman Hansen to put the parking back on the north side of Chicago Street, with a one hour limit. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Report on Alternate Fuel for the City Fleet . The Council reviewed a report prepared by the Energy Committee dealing with alternate fuel for the City fleet. Mr. Nelson stated the police cars were the main issue because they are the largest consumers . Mr. Nelson also stated that Harvey Eisner from U-46 had called him and stated that they too were looking at the possible conversion for their buses to compressed natural gas fuel and they wondered if we wanted to consider a jointly operated station. Mr. Nelson advised that Council that Ni -Gas had converted some of their fleet to the compressed natural gas and if the Council were interested in pursuing this they could be invited in on August 25th, and perhaps they would bring one of their cars with them. eft Frank Holden, who is with Ni -Gas was present and stated that he would have his car available for inspection on August 25th, at 6: 30 p.m. Recommendation to accept a proposal from Carswell ' s to carpet the office area occupied by the Bureau of Inspection Services . Councilwoman Nelson made a motion, seconded by Councilman Hansen to approve the staff ' s recommendation to award the installation contract to the low bidder, Carswell ' s for their Belmont carpet at $ 12. 70 per square yard. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Committee of the Whole Meeting recessed at 8: 03 p.m. Councilman Gilliam made a motion, seconded by Councilman Hansen to recess the Committee of the Whole Meeting to go into the regular Council Meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Resumption of the Committee of the Whole Meeting - 8: 50 p.m. Grant application for recreational Van Mr. Nelson stated that the staff was recommending that this grant application be discontinued because it is a non-revenue producing program and they did not have the staff to operate it . Committee of the Whole Meeting August 11 , 1982 Page 5 Mayor Verbic stated that initially he had spoken against applying for this grant because of the cost of maintenance and staffing. Councilwoman Nelson made a motion, seconded by Councilman Hansen to discontinue the grant application for the recreational van. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Proposed slide presentation of city park in Alton, Illinois . Mayor Verbic stated that while he was attending a league meeting in Alton, Illinois , he had occasion to visit one of the city parks . The Mayor remarked that the park was beautiful and well maintained and he was advised by the city officials that the park was maintained through volunteer work and there was no city money used. The Mayor stated he would like an opportunity at some future meeting to show the Council the appearance of this park with a slide presentation. Otter Creek Project . Mr. Nelson advised the Council that the City had not been issued a permit in connection with the Otter Creek improvement because the State,or the people in the Department of Transportation, are asking you to consider an ordinance, which we just got yesterday, and we are somewhat offended by the ordinance, because what they are trying to do is place all the liability for any future drainage problems downstream on the city. This contradicts the five party agreement. Mr. Nelson stated that he had a call in to the Department of Transportation to protest their delaying tatics , they are just dragging this thing on unnecessarily. Mr . Nelson further stated that what the staff would like to do is pursue either the change order to the existing contract, . there is sufficient money to complete the project on the north side, and in order to get the project underway get the bids. What the staff would like to do is bring the change order to the Council for approval or go to bids . Councilman Hansen made a motion, seconded by Councilman Schmidt to pursue possibility of change order through Division of Water Resources, to include spur improvement and failing this to seek bids. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. r . ti Committee of the Whole Meeting August 11 , 1982 Page 6 Leaf Burning Ordinance. Mr. Nelson stated that earlier this year the Council had asked the staff to look at the leaf burning ordinance and what I have here tonight is just raw information gathered by the Police Department, Fire Department and Public Works. We have also tried to give you some idea of the various costs involved. There is no recommendation, just information for your consideration. We can try to bring this back on the 25th for discussion. Spiess Deck Repairs The Council reviewed a recommendation from staff that the original $31 , 000 contract with Wiss, Janney, Elstner and Associates, Inc. , be increased by $4, 500 to a new total of $35, 500. The original estimate for the work was underestimated and their expertise at the job site to assure consistency in the work is necessary. Councilman Gilliam made a motion, seconded by Councilman Hansen to approve the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Sale of Water to surrounding communities . Mayor Verbic stated that one thing he would like, as he mentioned at the meeting two weeks ago, he would hope that the Council could be furnished with a complete evaluation from the City Manager and Ron Zegers as to the City ' s commitment for the sale of water. Mayor Verbic further stated that he picked up the NIPC review today and noticed that West Dundee had applied for $897,000 for a 6 inch - 3 mile pipeline and the Mayor would like to know just what we are getting involved in. What the total cost factors are and how many communities are interest so the the Council will know a little bit more about the overall pattern. Adjournment of the Committee of the Whole Meeting to go into Executive Session. 9: 20 p.m. Councilman Gilliam made a motion, seconded by Councilman Kirkland to adjourn the Committee of the Whole Meeting and go into Executive Session to discuss acquisition of property, litigation and appointments to Boards & Commissions . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays ; None. Marie YearmA , City C er Committee of the Whole Meeting August 25, 1982 The Committee of the Whole Meeting was called to order on Wednesday, August 25, 1982, at 6: 30 p.m. , in the Council Conference room of City Hall . Members present: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Absent : None. Also present : Nelson, Yearman and members of Staff. Presentation of compressed natural gas fuel systems. Prior to the meeting Frank Holden of Northern Illinois Gas Company provided a vehicle,which had been converted to operate on compressed natural gas, for inspection by the Council . Following the inspection of said vehicle, Mr. John Sayre, representing Advanced Fuel Systems, presented a slide program which illustrated the use of compressed natural gas by various companies and municipalities . Request to purchase eagle carved by Mr. Buck Warren. Mr. Buck Warren exhibited to the Council the eagle which he carved from a piece of timber while riding in the Pride in Elgin Week Parade. Mr. Warren stated that while he felt the eagle was worth at least $5, 000, he was willing to sell it to the city for $2500.00. The Council deferred any action . Recommendation to close Center Street and to extend Barclay Park. In 1980 the HCD Hearing Committee recommended to the Elgin City Council the closure of Center Street (between North Street and Dundee Avenue) and the extension of Barclay Park as an HCD project. The staff advised the Council that the proposed project has progressed to the point that a decision needs to be made on whether or not to proceed with the project . The Council was furnished with the following material : ( 1 ) a background synopsis of the Barclay Park project ; (2) a plan and cost estimates for the proposed park extension; (3) the recommendation of the Traffic Committee on the closure of Center Street ; (4) a list of property owners contacted concerning the closure of Center Street and extension of Barclay Park; and (5) responses received from property owners . Committee of the Whole Meeting August 25, 1982 Page 2 Councilman Schmidt stated he would approve the project subject to the following stipulations : ( 1 ) that Center Street be made two-way from Kimball to North Streets and (2) that more radius be given when turning onto Dundee from North Street . Councilman Hansen stated he could see the logic of cutting off the tip of the park and establishing a parking area. Mr. Hansen did express concern for those people residing on Center Street having sufficient egress from their property. Mr. Nelson stated that he would like to bring this matter back to the Council , after the staff has prepared a sketch reflecting what the proposed project would look like. Adjournment of Meeting to go into the Council Meeting . - 8 :00 p.m. Councilman Hansen made a motion, seconded by Councilman Gilliam to adjourn the Committee of the Whole Meeting to go into the Council Meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Resumption of the Committee of the Whole Meeting - 8 : 55 p.m. Proposed Pilot Program between City and Illinois Department of Human Rights. Walter Blalark advised the Council that Elgin is one of five cities selected to participate in this pilot program. The purpose of the program is to authorizae local government in Illinois to create local agencies to promote nondiscrimination and equal opportunity and permit the Department of Human Rights and local government to cooperate in the resolution of complaints alleging civil rights violations. To give local government more control in the resolution of complaints of alleged civil rights violations . Councilman Gilliam made a motion, seconded by Councilman Hansen approving said proposed program. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Discussion of alternative methods for leaf disposal . The staff furnished the Council with procedures , or methods that could be used for leaf disposal . ( 1 ) A burning procedure at a cost to the city of $39, 200. (2) A collection in the street procedure at a cost to the city of $ 119, 200. (3) A collection by refuse crews ( leaves would be placed in plastic bags) at a cost to the city of $51 ,800. r Committee of the Whole Meeting August 25, 1982 Page 3 Councilwoman Nelson stated the recommendation reflects that they can burn on the apron, in her neighborhood there is a policeman who burns in the street and everybody has to drive through all of that ash. Mr. Nelson stated that the present ordinance says you are suppose to burn on private property and if we are going to continue to burn we should have better enforcement. Mayor Verbic stated that with the figures facing us there is a tremendous cost and the Council is trying to lower the cost of government and this is a heavy load to go ahead with the alternatives to burning which have been approached. I don ' t approve of the April burning because the leaves are wet and you would have more problems than in the Fall and I think we should try to keep it down to a minimum as far as time is concerned. Councilman Hansen stated that he would like to make a motion that we ban the burning of leaves this Fall and that we do the collection by our refuse crews, per the staff ' s memo, which would only cost $ 12, 000 more than what we are presently spending. Councilman Hansen stated that the reason he would support this is because the burning ban is a lot easier to enforce than all the restrictions associated with the burning ordinance. (Motion died for lack of a second) Councilman Gilliam stated that he thought the posture of the Council has been to conserve money and this was not being reversed in this instance. Mr. Gilliam stated we should hold the line and do it as inexpensively as possible. Councilman Hansen stated we should look at the summary of leaf fires. We are spending $25, 000 to put sprinklers in the Hemmens Building for fire safety. In 1981 we had four structural fires and citizens could lose more than $ 12, 000 in loss of property. Councilman Waters stated St . Charles has an ordinance where they do permit burning but it is restricted to a container. The rationale given at the time was two-fold. One you contain the fire but you also create a chimney effect so that the air is up and out and not hanging like it does when you are burning off the street . Councilwoman Nelson stated she would like to make a motion that we donot have burning, that we all bag our leaves and put them out on the treebank for pickup. Councilman Hansen stated he would second that motion. Yeas : Councilmen Hansen and Nelson. Nays : Councilmen Gilliam, Kirkland, Schmidt, Waters and Mayor Verbic. Committee of the Whole Meeting August 25, 1982 Page 4 Beverly Goldenstein stated that as far as the $ 12,000 from my tax dollars is peanuts. The City of Elgin has spend thousands calling in experts to revitalize downtown and you think nothing of throwing away $ 100, 000 and you sit here and squeal about $ 12, 000, which is a matter of life and death. Let us put our tax dollars where it does the most good. Councilman Kirkland stated that he was still for leaf burning, and he would make a motion for leaf burning as stated in the ordinance. Councilman Gilliam stated he would second the motion. Mr. Nelson stated the present ordinance reads that burning is permitted during the months of October and November on private property. Not before 7: 30 a.m. , or after 3 :00 p.m. Councilman Kirkland moved to withdraw his motion and Councilman Gilliam withdrew his second. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Councilman Kirkland stated that he would now like to make a motion to call for a change in our ordinance to go along with burning according to the procedures described in the staff' s memo dated August 19, 1982. Councilman Waters seconded said elk motion. Yeas : Councilmen Gilliam, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : Councilmen Hansen and Nelson. Review of water treatment plant capacity. Ron Zegers informed the Council the two most important factors to be considered in the possible sale of water to the communities of Bartlett and West Dundee were the Elgin Water Treatment plant capacity to serve an expanded population and the cost of water treatment to the citizens of Elgin. The Finance Department set forth the following scenarios : Sale of water to Elgin and Sleepy Hollow only. This plan has a minimal effect on plant capacity, but will produce a contri - bution toward fixed costs of $2, 125,400 from 1983 - 2000. Sale of water to Elgin, Sleepy Hollow and Bartlett (Cook County portion) for 1983 - 2000, and West Dundee for ten years . Ynder this plan, plant capacity would be adequate to the year 2000 and the total contribution to fixed costs for the period of 1983 - 2000 would be $ 10, 350, 200. Sale of water to Elgin, Sleepy Hollow, Bartlett and West Dundee. Under this plan, the Riverside Treatment Plant would need to be expanded by 1993 . However, the total contribution to current eft fixed costs would be $ 12, 079, 200 for the period of 1983 - 1993. At that time, the annual contribution to fixed costs on a conti - nuing basis will be at a level of $ 1 , 297, 100. Committee of the Whole Meeting August 25, 1982 Page 4 Councilman Hansen stated that he had a letter from the Administrator of West Dundee who predicts their needs currently and for the year 2000, and this would include West Dundee and the Spring Hill Mall area, and in the year 2000 this fellow is predicting that they will need a maximum daily capacity delivered to them of 2.9 MG per day. Our new plant has a capacity of 16 MG, and we are sure it would serve them up to the year 2000. Why don ' t we approach them with the proposal that they contri - bute a capital amount equal to their requested delivery guarantee that they are asking for and why don' t we commit to give them that, and then have them come up front with the capital funds . That would reduce the burden upon our taxpayers in an equitable way and we would use up excess capacity. Mr. Nelson stated that we are sitting here in an open meeting telling them how we are going to approach them. There is really no negotiation that can go on. Mayor Verbic stated that he thought there were advantages to that approach as far as getting the money up front . Councilman Gilliam asked if we get that commitment are we creating a marriage situation that they will be ours forever. Councilman Waters stated that the Council has been provided with the information that was asked for, and it might be disadvantageous at this point to continue a public discussion. We have directed the staff to meet with the representatives of these communities, find out what their needs are and to continue that discussion and bring this back to us. It may be to our disadvantage to continue our public discussion of our position at this point. Mayor Verbic stated he thought it was important for the Council to have this information before the decisions are made. Proposals for deleted work in the Carrizo Contract. Mr. Nelson stated that at the last meeting the Council authorized a change order to reduce Carrizo' s contract by some $55,000 on the basis we were fearful that he was going to file for bankruptcy and we did not want to get caught with that money in his contract and then not be able to finish the job. We sought some proposals from both Hydraulic and Gluth and they were both higher than we liked and as your memo indicates we have decided to do some of the work ourselves in order to keep the Change Order down to the proposed $55, 000. rik What we need to do is authorize Gluth to proceed and make the connections on the Slade Avenue side so we can get well water from the Slade Avenue side over to the Treatment Plant . Committee of the Whole Meeting August 25, 1982 e.. Page 5 Councilwoman Nelson made a motion to enter into the contract with Gluth Bros for $55, 000 . Councilman Kirkland seconded said motion. Yeas: Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Adjournment Councilman Waters made a motion, seconded by Councilman Kirkland to adjourn the Committee of the Whole Meeting and to go into Executive Session to discuss Litigation, Appointments to Boards and Commissions, Acquisition of Property and Personnel . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 10 :40 p.m. • � Marie Yearman, City C erk r r Committee of the Whole Meeting September 8, 1982 The Committee of the Whole Meeting was called to order on Wednesday, September 8, 1982, at 6 : 30 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Absent : None. Also present : Nelson, Yearman, Jentsch and members of staff. Petition requesting the improvement of Alfred Avenue from Wing Street to Demmond Avenue and Demmond Avenue from Alfred Avenue to Wing Park Boulevard by creating a special assessment district. The Council reviewed a signed petition requesting that the Board of Local Improvements consider the above mentioned street improvements. Mr. Nelson stated that a majority of the homeowners have asked for improvements similar to those made in Area I on a smaller scale. Mayor Verbic stated this is a bad area especially in the winter time. Councilman Waters stated this project should be supported and the staff should discuss the project with the people living in the area. Councilman Hansen stated the people who did not sign the petition should also be notified. Mr. Nelson stated that this project could be handled with the homeowner in the same manner as was the McLean Boulevard improvement. The staff went to the property owners and showed them what the cost would be on a voluntary basis as opposed to an assessment district, but in this case the city would have to front end the money. Gary Miller stated the preliminary engineering could be done so the dollar amount could be ascertained and then a meeting with the homeowners could be arranged, with the project being bid next year. Mayor Verbic felt this was a good approach. Councilman Gilliam made a motion, seconded by Councilman Schmidt to refer this matter to Public Works to follow the outline set forth by Gary Miller. Yeas : Councilmen Gilliam, Hansen, Kirkland, (ow Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting "'' September 8, 1982 Page 2 Decision relative to the recommended conversion of certain vehicles to compressed natural gas. Mr . Nelson stated that the Council has discussed this program and a presentation by the manufacturer of the equipment has also been made and we are at a point where a decision should be made. Councilman Hansen raised two points . Are there other energy saving projects where the payback would be quicker and again the Council would be considering committing capital funds without going to the capital improvement program. Mr. Nelson stated that other energy saving projects had been discussed and the Council was furnished with a capital improvement program but it had not been reviewed by the Council as a whole. Tom Baker stated that if we were only considering dollars this project would have to wait because there are other programs where the payback would be quicker. Councilman Waters stated that when the Sears bond issue was being discussed he sensed that a commitment was made that the energy saving projects would be included in the 1983 budget as first line items. Councilwoman Nelson stated she was sold on the compressed gas conversion but energy saving projects for the buildings should come first. Councilman Gilliam stated that if the city has the opportunity to join in with U-46 on the gas conversion and possibly save $30,000 to $40, 000, it should be done now. Councilman Schmidt stated that we have higher priorities right now. Councilman Gilliam stated then the Council should stop right now with everything until the Council goes over the priority list . Councilman Gilliam made a motion, seconded by Councilman Kirkland to set a special meeting to review the capital improvement program on Wednesday, September 15, 1982, at 7:00 p.m. . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. eft Committee of the Whole Meeting September 8, 1982 Page 3 Policy of establishing parking fees for commuter parking lots . Mr. Nelson asked the Council that since the RTA is going to take over the commuter parking lots, does the city still want to charge the people for parking . Mr. Bolerjack stated that Hanover Park charges 50 daily and $ 10.00 monthly. Councilman Hansen stated that he was in favor of recouping any maintenance charges, but since the taxpayers were already paying for these lots he did not want to make any profit off them. Mr. Nelson stated there was no place to make a profit . Councilman Schmidt made a motion, seconded by Councilwoman Nelson to tentatively approve parking fees and to await the staff ' s recommendation as to the actual amount of the charge. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None . eft. Replacement of Overhead Doors at Bus Garage The staff advised the Council the RTA has approved the city ' s request to replace two of the overhead doors at the bus facility. Three companies were solicited and two of them submitted proposals : Overhead Door Co. , $9, 124.00 and Elgin Door Co. $9, 352. 50. The staff recommendation is to award the contract to the low bidder Overhead Door Co. Councilman Hansen made a motion, seconded by Councilwoman Nelson to approve the staff ' s recommendation and to have this item placed on the Council ' s Agenda for formal passage. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Decision relative to the art work developed by Mr. Buck Warren. Mr. Nelson stated he had received several telephone calls from Mr. Warren to see if the Council had made any decision re purchase of the wooden eagle which he carved. Councilman Hansen felt that due to the present economic times the city should decline Mr. Warren ' s offer. Councilman Hansen and Mayor Verbic felt Mr. Warren should approach some of the service e"` clubs to see if they would be willing to make the purchase. Councilman Hansen stated he would put this in a form of motion. Councilman Waters stated he would not like to see it confined Committee of the Whole Meeting September 8, 1982 Page 4 to service clubs, but it should be a community project . Councilman Gilliam seconded Councilman Hansen' s motion. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Status report on the Poplar Creek Levee `project. Mr. Nelson stated the State is still willing to build the facility but they need a commitment from the city indicating they are willing to buy the land for said facility. The Council directed that the staff proceed to initiate an agreement with the State and bring same back for their review. Douglas Hotel Water Arrearage. Mr. Nelson advised the Council a letter would be sent to the operators of the Douglas Hotel informing them the water was going to be shut off because of delinquent water bills . Mr. Nelson further advised the Council the staff was preparing a response to HUD' s denial of the 202 application for the Douglas Hotel . Adjournment Councilman Waters made a motion, seconded by Councilman Gilliam to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss acquisition of property, litigation and appointments to boards and commissions . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 10: 50 p.m. 1 a 4 Marie Yearma ' City er Committee of the Whole Meeting September 22, 1982 The Committee of the Whole Meeting was called to order on Wednesday, September 22, 1982, at 5 :40 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Absent : None. Also present : Nelson, Yearman, Jentsch and members of staff. Slide presentation by Mrs . Carla Roberts, Chairperson, Citizens Advisory Board of Alton, Illinois, of the development of the Gordon F. Moore Community Park. Mrs . Carla Roberts presented a slide program showing the initial and present development of the Gordon F. Moore Community Park. Mrs. Roberts informed the Council that in 1970 a Bill was passed by the legislature enabling the State of Illinois to sell 735 acres of Alton State Hospital excess farm land to the City of Alton for $375, 000 (or $510.20 per acre) . In 1971 the citizens of Alton voted not to purchase the land and a group of citizens initiated an effort to have the State donate the land. In 1975 the State of Illinois gave the land to the City of Alton authorized by an amendment to the Bill giving the Edgewater Beach Golf Course to the Chicago Park District. In 1977 the State gave an additional 58 acres to the City of Alton. Between 1978 and 1980 Alton received $ 1 ,482, 092 in federal funding for the park and the value of donations by the citizens of Alton, in the form of labor, equipment and cash amounted to $ 1 ,035, 959. Mrs. Roberts stated that more than 2, 200 volunteers have contributed more than 100, 000 hours of their time since 1978. Recommendation to add public official liability coverage to the City ' s insurance program. The staff advised the Council that four proposals for adding Public Officials Liability Insurance to the City ' s Risk Management Program had been received. Both the City' s insurance broker, Arthur J . Gallagher and Company and insurance consultant, Corporate Policyholders Counsel Inc. , recommended accepting the low proposal from Midland Insurance company for our new policy year beginning October 1 , 1982, at an annual premium of $8930.00. Committee of the Whole Meeting September 22, 1982 flow Page 2 Councilwoman Nelson made a motion, seconded by Councilman Gilliam to approve recommended proposal and have same placed on the Council agenda for passage. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Recommendation to replace the boiler at Fire Station #5 . The staff advised the Council that the boiler at Station #5 was inspected this summer and it was found that it was no longer repairable and would have to be replaced. Three firms were contacted and they all submitted proposals. Hans & Sons submitted a low bid of $3, 790 .00. Councilman Waters made a motion, seconded by Councilman Hansen to approve the low bid and to have this placed on the Council Agenda for formal passage. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Continued discussion of Barclay Park project . As a result of previous questions raised by the Council , the elk staff reported that the Legal Department researched the procedure for closing Center Street. Center Street would be closed rather than vacated because by closing a street the city retains its property rights whereas vacating a street results in the city relinquishing its property rights. Upon review of the dedication of Barclay Park it was determined that the park land could not be used for street purposed. Presently there are four parking spaces located on the west side of the park. After development one parking space would be retained. Parking is also available along North Street. Councilman Hansen asked that the radius on the northeast corner be improved and that cost figures be furnished. Pat Damler stated there would not be enough funds from the Block Grant program to cover this . Mel Dahl stated these funds could come from some other funds . Councilman Waters made a motion, seconded by Councilwoman Nelson to proceed with the Barclay Park project . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. r Committee of the Whole Meeting September 22, 1982 Page 3 telk Recommendation from Energy Committee. That an energy conservation component be created in the building maintenance operating budget. This component could be funded with city revenues for two years at $ 15, 000 each year. After the initial two year period funding for the energy component would be determined by the amount of money saved through these conservation measures . The building department and energy committee would work together in identifying conservation measures for the city ' s buildings, using the technical assistance reports and knowledge gained from prior projects . The building department would then be responsible for getting the actual work done, either with city staff or through hired labor. Finally, the energy committee would be responsible for monitoring the program' s success . Communications from ECC indicating that the college has requested from the Illinois Community College Board the authority to enter into a ten year lease agreement and to exercise the option to purchase the building . The Council reviewed a letter from Lynn Willett, Acting President of Elgin Community Collection, directed to the Illinois Community elk College Board, seeking permission to enter into a ten-year agreement to lease the premises ; to exercise the option to purchase the building and to spend $35, 910 in alternate construction required for college use. Public Hearing on Sewer Overflow Study Mr. Nelson announced the public hearing would be held on Monday, September 27th, at 7 :00 p.m. Consolidated Cable Untilities, Inc. -v- the City of Aurora, et al . Mr. Jentsch advised the Council that the Illinois Appellate Court had reversed the findings and decision of Judge Krause that Consolidated Cable is entitled to use public utility easements located on private property in Aurora and Elgin. When all further opportunities for appellate review have been exhausted, the matter will be returned to the Circuit Court of Kane County and it is anticipated that the plaintiff will exhaust its opportunities for further review. Mr. Jentsch stated he would keep the Council advised of any further developments. r Committee of the Whole Meeting September 22, 1982 Page 4 Damaged Caisson at Bluff City Cemetery. Mr. Nelson advised the Council that the Caisson at the Bluff City Cemetery had been vandalized and the American Legion has taken on the job of repairing it. In this connection the Legion would like permission to replace the unit with metal wheels as opposed to the wooden wheels because they can do this at no cost . Councilman Waters made a motion, seconded by Councilman Gilliam to replace the unit with metal wheels . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Proposal for contract programming. In connection with the merger of the data processing operations of the Finance Department and the Police Department, the staff is recommending acceptance of the proposal from Priority Systems, Inc. , to provide 350 hours of programming time between October 1 , 1982 and January 31 , 1982 at $28.75 per hour. Councilwoman Nelson made a motion, seconded by Councilman Gilliam to approve the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Easement along Gifford Road. Ery Scheflow advised the Council this easement is necessary in order to provide sewer service to the Safety Klean and Schroeder properties. The agreement between the City and the Sanitary District has been revised per imput by Counsel Jentsch and Gary Miller and Mr. Scheflow requested that he be permitted to take said agreement to the Sanitary District for their review. Councilman Hansen made a motion, seconded by Councilman Schmidt to approve the agreement subject to final review by the Sanitary District and the City of Elgin. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Adjournment Councilman Waters made a motion, seconded by Councilman Schmidt to adjourn the Committee of the Whole Meeting to go into a Board of Local Improvement Meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 7 :45 p.m. oL. .4 Lamm ix vane 'earman,wCity C er Committee of the Whole Meeting October 13, 1982 The Committee of the Whole Meeting was called to order on Wednesday, October 13, 1982, at 6 : 35 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Absent : Councilmen Kirkland and Schmidt . Also present : Nelson, Yearman, Jentsch and members of staff. Recommendation to purchase a traffic signal controller for Route 31 and Lawrence Avenue. The staff advised the Council this traffic signal controller is overloaded and frequently malfunctions and therefore it is necessary to replace it with a new solid state controller with harness for Fire pre-emption unit for future use. The staff recommended the city purchase the controller from Eagle Signal Corporation through their dealer, Bell and Gustus, Inc. , of Elk Grove Village. The present signal inventory consists primarily of Eagle replacement parts and the Electrical Department personnel are sent to school to keep up with Eagle equipment. The proposal for this replacement from Bell & Gustus is $9, 857. 57. This item was included in the 1982 MFT budget . Councilman Waters made a motion, seconded by Councilwoman Nelson to approve the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Change Order No. 7 with Lamp, Inc. for the Spring Street Parking Facility. This change order involves additional work at the facility for a net increase of $7,438.00 to the contract price. The original contract amounted to $2, 255, 569.00. Change Orders 1 -7 increase that price by $40, 617.00 to a new total of $2, 296, 186. The resolution covering formal approval of this Change Order is included on tonight ' s Council Agenda. Change Order No. 2 with Leininger-Mid States Paving Company for Otter Creek improvements . This change order represents unexpected work which was encountered during construction and which result in an increase of $ 13,866.36 to the original contract amount. The resolution covering formal approval of this Change Order is included on tonight ' s Council Agenda. Committee of the Whole Meeting October 13, 1982 r Page 2 Request from the Policemen' s Benevolent and Protective Association, Unit 54 of Elgin, to use a portion of the City of Elgin' s official city seal for the Association' s logo. The Council reviewed a request for the Association ' s use of a logo, which has been designed by Patrolman Jesse Rouse, which employs as its central focal point a portion of the city seal . Councilman Hansen made a motion, seconded by Councilman Gilliam to approve said request. Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Recommendation from the Traffic Committee to change South Crystal Avenue from West Chicago Street to South Street from a none-way southbound street to a two-way street and, further, to remove parking from the west side of this section of South Crystal Avenue. The Council reviewed the following recommendations from the Traffic Committee: 1 . Changing South Crystal Avenue from West Chicago Street eimk to South Street back to two-way. 2. Removal of parking from the west side of South Crystal Avenue between West Chicago Street and South Street . 3. STOP sign for northbound traffic on South Crystal Avenue at West Chicago Street . 4. RIGHT TURN ONLY for northbound traffic on South Crystal Avenue at West Chicago Street . The residents and business establishments have requested that this block of Crystal be reverted back to two-way traffic and a letter survey indicates that a majority of the people are in agreement. Mr. Parker and Mr. Hesselgrave, owners of the Talk of the Town Beauty Salon, 14 South Crystal , were present at the meeting and endorsed the aforementioned recommendations . Councilman Hansen made a motion, seconded by Councilman Gilliam to approve the above recommendations and to have an ordinance prepared reflecting same. Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Request from the Elgin Area Performing Arts, Inc. to resurface the Hemmens stage floor prior to the adoption of the 1983 budget. Councilwoman Nelson made a motion, seconded by Councilman Hansen to approve the aforementioned request. Yeas : Councilmen Gilliam, Committee of the Whole Meeting October 13, 1982 Page 3 Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Request from the Gifford Park Association that you co-sponsor the nomination of the Elgin Historic District to the National Register of Historic Places . The staff advised the Council that the primary reason for applying for National Register designation beyond the distinction such recognition confers, is that depreciable residential property located within the district would become eligible for tax credits contained in the Economic Recovery Tax Act of 1981 . Councilman Hansen made a motion, seconded by Councilman Waters to approve said request and directed that a resolution be prepared to reflect same. Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Proposed entryway signs to the Elgin Historic District. The Council reviewed the proposed design for the Elgin Historic District entryway signs and expressed their gratitude to Charles Burnidge who donated his time and expertise in designing the signage, accomplishing the various drawings required and compiling the specifications . Councilman Hansen made a motion, seconded by Councilman Waters to approve the proposed design. Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Request from Kane County that the City of Elgin participate in a hydrogeologic study by the Illinois State Water Survey. The staff pointed out the following disadvantages to the city in supporting the regional groundwater study : 1 . The City of Elgin is just completing 20 million dollars worth of improvements which should meet Elgin ' s needs for 20 years . 2. Previous shallow well investigations seem to indicate that thick outwash deposits and the buried Newark Valley are not present in the City of Elgin area. Elgin ' s share of the proposed study is $24, 119 and would be spread over two years. The staff did not recommend that Elgin participate in this study. Councilman Hansen made a motion, seconded by Councilman Gilliam rik to accept the staff ' s recommendation not to participate in the study. Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting October 13, 1982 Page 4 Change Order No. 4 to Contract No. 1 with Illinois Hydraulic for the construction of the Riverside Water Treatment Plant. The Council reviewed the proposed change order which contained 12 items with a total increase of $39, 761 .00, and will increase the total change order amount for Contract No. 1 to $95, 369.50. Councilman Hansen questioned Item 12 for garage door modifications in the amount of $9, 195 .00. Gary Miller advised the Council that to allow vehicles to enter the garage area to unload their material directly onto the dock facilities as originally intended, the height of the garage doors must be extended to provide a minimum clearance of 13 ' -6" . The Council felt that Black & Veatch should have considered this in their original design and they should be responsible for the $9, 195.00 modification cost. Mr. Nelson stated that he intended to bring this matter to the attention of Black & Veatch. Councilman Waters made a motion, seconded by Councilman Hansen mow. to have a resolution prepared covering the subject change order and having same placed on the October 27th Council Agenda. Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Discussion of recent legislation which provides for the creation of enterprise zones . The Council reviewed a memorandum from Roger Dahlstrom who advised them the Illinois Enterprise Zone Act provides primarily indrect public sector benefits to induce private sector investment in a specified depressed, geographic area. These investments are expected to stimulate the revitalization of the area and provide jobs for zone residents . Councilman Hansen stated that he would like some handle on the number of staff hours that might be required and what tax concessions might be involved. Mr. Dahlstrom stated a meeting had been scheduled in Chicago to go over the format for the preparation of applications and he would perhaps have further information for the Council after this meeting. Councilwoman Nelson made a motion, seconded by Councilman Waters for the staff to proceed with the implementation of the application by the December 31st deadline. Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting October 13, 1982 Page 5 Special Assessment - Larkin Avenue Sewer Counsel Jentsch advised the Council that on October 12, 1982, Judge Krause entered an order confirming the amended assessment roll which includes no assessment for public benefit . Counsel Jentsch stated that Board of Local Improvements should convene for the purpose of directing that proposals for bids be sought and he request that a special meeting be held on October 27, 1982, for this purpose. Councilman Waters made a motion, seconded by Councilwoman Nelson that the required notice be prepared for a meeting on October 27, 1982. Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Hansen to adjourn the Committee of the Whole Meeting and go into Executive Session to discuss acquisition of property, litigation, appointments to boards and commissions and personnel . Yeas : Councilmen Gilliam, Hansen, Nelson, Waters and Mayor Verbic. The Committee of the Whole Meeting was adjourned at 7: 50 p.m. Lick h-a-IL Marie Yearman, City Cler < r a t Committee of the Whole Meeting October 27, 1982 The Committee of the Whole Meeting was called to order by Mayor Verbic on October 27, 1982, at 6 :40 p.m. , in the Council Conference Room of City Hall . Members Present : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. (Councilman Gilliam arrived at 7 : 50 p.m. ) Also present : Nelson, Yearman, Jentsch and members of staff. Proposed fire alarm system for the computer room. The staff advised the Council that one of the recommendations received from the auditors in prior years was to install a separate fire alarm system in the computer room. Accordingly, $ 1 , 750 was included in the 1982 budget for this purpose. This recommendation was reinforced by the computer study that was conducted earlier this year. The staff recommended the approval of the following proposal which was received from Fox Valley Fire Equipment Company: Fire Alarm Detection System $2, 078 .00 (2) Halon Fire Extinguishers $2, 168.80 Councilman Hansen made a motion, seconded by Councilwoman Nelson to approve the staff ' s recommendation. Yeas : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Ordinance creating a Class K liquor license for the sale of beer and wine in restaurants. Mayor Verbic stated that a number of requests for this type of license has been referred to the Liquor Commission and at their meeting two weeks ago the Commission agreed to recommend to the Council that a Class J license be established providing for the sale of beer and wine in conjunction with the sale of food in establishments with less than 150 seating capacity. The Commission recommended a yearly fee of $750.00 for said license. Marty Cook, owner of Cassidys on Dundee Avenue, advised the Council that this type of license would put a hardship on the existing licensees and that business today in itself was not good. Mayor Verbic stated that the people who were interested in such a license were not going to be able to have a full bar service and this would more or less just allow them to serve a glass of wine or bottle of beer with a meal and it should not put them in competition with any of the A license holders . Councilman Kirkland made a motion, seconded by Councilwoman Nelson to have the proposed ordinance placed on the Council Committee7of1the Whole Meeting October Page 2 Agenda. Yeas : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed ordinance adding a nonrefundable $ 12.00 processing fee for liquor license applicants . The Council reviewed a proposed ordinance that would amend the Code to provide for a $ 12.00 processing fee for all liquor license applicants. The $ 12 .00 fee is to be paid to the Federal Bureau of Investigation as their cost to process the application. Councilman Schmidt made a motion, seconded by Councilman Hansen to place the proposed ordinance on the Council agenda. Yeas : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed changes for permit parking in the Spring Street Parking Deck. The Council reviewed a recommendation from staff which would allow each permit holder to park on whatever level they want to. This would increase the feeling of security in the lower levels of the deck and it would also reduce the current level of enforcement. r The staff further recommended that the ordinance be changed to provide that the Finance Director may lease each parking space of the facility at a monthly rate of $25 .00. Councilman Hansen suggested that the staff secure some imput from the Special Service District taxpayers and merchants relative to the proposed changes. Mr. Nelson stated that normally the staff does go to them and they could obtain this imput and present same to the Council . Councilwoman Nelson made a motion, seconded by Councilman Hansen for the preparation of an ordinance to include the aforementioned changes. Yeas : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed lease of the Hawthorn Hills Lodge to the Center for American Archeology at Northwestern University. The Council reviewed a proposed lease with the Center for American Archeology which provided for the use of the lodge for a headquarters for their Fox Valley explorations. The Center intends to use the lodge and possibly the cabin as a field headquarters, office, workshop, and classroom. The Center does a considerable amount of teaching primarily with Junior and Senior High students . They also train and teach adults. Committee of the Whole Meeting October 27, 1982 Page 3 The nature of what the Center is engaged in dictates the use of this facility both day and evening and probably some weekends. This type of use will very probably put an end to the vandalism, or at least reduce it . The lease agreement provides that the Center would complete the repairs and renovations to the lodge and that they would be responsible for maintenance, in return they would receive use of the building and parking area. Mr. Nelson stated that they are interested in at lease a five year lease. Mayor Verbic stated it might be better to let them have one year with an option to renew. Mr. Nelson pointed out that their costs for repairs would be up front. Mr. Bennett added that it would probably take from five to eight thousand to bring the building up to code and that due to the amount of vandalism the building should be used because as fast as it is repaired it is being destroyed. Councilman Hansen asked if this purchase of this site was part of the Park' s Master Plan and if so what was the intended use (Pk of same. Mr. Bennett stated the land was bought prior to the Master Plan development but the intent was to use it as a day camp. Councilman asked if there could be any alternate use because there is $ 107, 000 local and $ 107, 000 federal funds generated by our taxpayers and he did not think that leasing the premises there would be any large benefit to the city. Councilman Hansen thought the staff should find some other use or possibly try to sell the land. Mr. Bennett stated the Center would be teaching students and adults and they would also be making artifacts available for public inspection. Councilman Hansen stated that teaching is the responsibility of the school system but in this instance he thought the city was in a trapped situation, but he agreed with the Mayor about the length of the lease. Mr. Nelson pointed out that the land could not be sold without the return of $ 107, 000 to the federal government and that by just renting the lodge the grounds would still be available to the public. Councilwoman Nelson thought it would be an enrichment to the community to have this project here. Committee of the Whole Meeting October 27, 1982 Page 4 Councilman Waters thought a short term lease could be viable to them and to the city, but if the city took the long term they should reassess the situation and see what is the best use of that property. Mayor Verbic suggested that there was the possibility of returning the $ 107, 000, selling the property for development and putting the property back on the tax rolls. Councilman Waters disagreed and stated that it would take five years for reassessment of the use. Mayor Verbic stated that five years might preclude other uses . Councilman Kirkland thought that if the lease is for less than five years the city should be responsible for some of the up front money for repairs. Councilwoman Nelson made a motion, seconded by Councilman Waters to approve the lease as prepared. Yeas : Councilmen Nelson and Waters. Nays : Councilmen Hansen, Kirkland, Schmidt and Mayor Verbic. Abstain : Councilman Gilliam. Councilman Schmidt made a motion, seconded by Councilman Hansen to offer a lease for two years with an option to renew and a negotiated payback. Yeas : Councilmen Hansen, Schmidt, Waters and Mayor Verbic. Nays : Councilwoman Nelson. Abstain : Councilman Gilliam. Review of recommendations of Speer Financial , Inc. and Duff and Phelps, Inc. regarding industrial revenue bonds for Universal Chemicals and Coatings, Inc. The Council reviewed a report from Speer Financial which stated that at the present time the Council should not go ahead with a Comfort Resolution for Universal Chemicals because a large portion of their business is automotive and their expansion will depend heavily on the depressed automotive industry. The credit analysis finds that the company ' s current financial position is fair and would be heavily burdened with an additional $3, 500, 000 debt financing . Mr. Nelson stated the city had not received a resolution of intent and there is the possibility that Universal Chemical might want to reduce the amount of funding. This information should be available at the next Council meeting. Adjournment Councilman Waters made a motion, seconded by Councilwoman Nelson to adjourn the Committee of the Whole Meeting to go into the Board of Local Improvement Meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting October 27, 1982 Page 5 eft Committee of the Whole Meeting reconvened at 9: 50 p.m. Proposal to establish the BOCA Basic Property Maintenance Code Board of Appeals . Mr. Dahlstrom advised the Council that in connection with the Neighborhood Housing Services program and the provision for a systematic housing code inspection by the city, an element of this program calls for the establishment of a Property Maintenance Code Board of Appeals. This Board would consist of a property manager, a general contractor, an architect, a resident owner and a resident renter. The Board would hear petitions for variances from the BOCA Basic Property Maintenance Code. The variances would be limited to the designated Neighborhood Housing Services area and the application of a systematic code enforcement program. Only buildings or structures constructed prior to 1950 will be eligible for variances. Councilman Hansen stated that if we are going to put this mechanism in the Neighborhood Housing Area, what about outside this area. Flexibility should be there for all of the citizens and we should have the staff address this and make a recommendation. Mr. Nelson stated it would be possible to broaden the Board to cover other areas . Councilman Waters stated that there will be an annual review that goes along with this and at that time we can address this. Councilman Waters asked who would make the appointments to this Board. Mr. Nelson stated the Council would make the appointments in Executive Session. Discussion re Enterprise Zone Application. Roger Dahlstrom reported that he had attended a briefing in Chicago on October 21st in connection with the Enterprise Zoning Development Plan and he noted there was a small attendance at said briefing . There is a December 31st deadline for filing an application indicating involvement in the program, which would include determining size and boundaries, documenting economic distress, determining basic economic and planning objectives, outline of local redevelopment incentives, estimate of zone ' s economic impact, and public hearings. Councilman Hansen stated that he did not think the city was in bad enough shape to qualify and pointed out that the city is doing many of things on their own and the State is not offering anything concrete. Committee of the Whole Meeting October 27, 1982 Page 6 (ow Councilman Waters indicated he was ready to go into the program and get in on the ground floor. Councilwoman Nelson stated the city should not back off from any opportunity. Councilman Gilliam stated that he did not see any advantages for all the effort it would take and he reminded the Council that in one instance they had already offered the keys to the city. Councilman Kirkland stated that the city should not stop the staff at this point and they should let them look into the program further to see where it would lead us to. Ed Kelly stated the city should realize the long term nature of commitments and expected results. Councilman Hansen felt that a lot of of this work is the same as what Trkla was paid to do Mayor Verbic felt that this is a new program and perhaps some initial investigation should be done. Councilman Waters made a motion, seconded by Councilwoman Nelson for the staff to develop a feasibility evaluation and report same to the Council . Yeas : Councilmen Kirkland, Nelson, Waters and Mayor Verbic. Nays : Councilmen Gilliam, Hansen and Schmidt . Change Order No. 5 to Contract No. 1 for the construction of the Riverside Water Treatment Plant. The Council reviewed a memo from staff which indicated the proposed change order contains 4 items with a total increase of $38, 158.00 in the contract amount. These items cover a revised plant access road, additional electrical work, modification of the intercom system; improvements involving the furnishing and installation of instrumentation for telemetry systems and the present elevated tank level indicators shall be replaced with recorders. Councilman Hansen remarked that this looked like a design as you go project and he would vote for this change but he was not overjoyed with it . Councilman Gilliam made a motion, seconded by Councilman Kirkland to have the subject Change Order placed on the Council agenda. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting October 27, 1982 Page 7 Proposed repair of a leaking construction joint at the Wing Park Pool . Councilman Kirkland made a motion, seconded by Councilman Waters to accept the offer from Lance Construction Supplies to perform the above mentioned work for the sum of $4400.00 which includes a one year guarantee. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson , Schmidt, Waters and Mayor Verbic. Nays : None. Proposed resurfacing of Hemmens Stage Floor. Councilman Waters made a motion, seconded by Councilwoman Nelson to accept the offer from Turk Floor Company to perform the above mentioned work for the sum of $2220.00. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Kimball Street/Grove Avenue Radius Improvement. Councilman Gilliam made a motion, seconded by Councilman Hansen to authorize the execution of a contract with Wayne Zimmerman Co. , for the concrete work at Kimball Street and Grove Avenue for the proposal price of $6,875.00. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Material Purchase from Kane County - Traffic Signals. Mel Dahl advised the Council that the city had to the opportunity to purchase some traffic signal equipment from the County, which they had salvaged from some intersection where they made some roadway changes. The material is being offered is at about one- third the cost of new material and it is in good condition. Councilman Hansen made a motion, seconded by Councilman Kirkland to approve the material purchase. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Proposal from the Pitometer Associates to update the water distribution system analysis. The Council reviewed the aforementioned proposal which included engineering services of $490.00 per day, not to exceed $20, 000. The staff stated this information should provide an evaluation of certain proposed distribution improvements as well as provide a plan for sizing water mains for future growth and expansion. Councilman Hansen made a motion, seconded by Councilman Gilliam rik to approve the Pitometer proposal . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting October 27, 1982 Page 8 Replacement of the Heating System at the Public Works Garage. The staff advised the Council that the 2 existing oil furnaces in the garage area were inspected and were found to be no longer repairable and they would have to be replaced before this winter. Councilman Hansen made a motion, seconded by Councilman Schmidt to award the bid for a Roberts-Gordon Co-Ray-Vac radiant gas heating system to the low bidder, R. L. Wagner & Son for $ 15, 788.00. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Kirkland to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss the acquisition of property, litigation, appointments to boards and commissions and personnel . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 11 : 15 p.m. 1..k D Marie Yearma City C erk r Committee of the Whole Meeting November 10, 1982 The Committee of the Whole Meeting was called to order on Wednesday, November 10, 1982, at 6 : 35 p.m. , in the Council Chambers of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Also present : Nelson, Yearman, Blondin and members of staff. Resolution endorsing call to halt nuclear arms race. Councilwoman Nelson asked the Mayor to read the following letter: "The Elgin Herald carried a front page article dealing with the nuclear freeze movement and the intentions of seeking a resolution from the Elgin City Council for a nuclear freeze. First of all I am not and who do you know that is pro nuclear war, I can' t think of anyone. One needs to look very closely to the nuclear freeze movement and it ' s origins . The freeze movement was designed to reach a crescendo just as the U.N. Special Session on disarmament was to take place in June of this year. The freeze movement was developed by professional organizers following a carefully designed strategy. It is in no coincidence that this strategy serves to implement the aims of the Soviet Union. Leonid Brezhnev would like nothing better than a nuclear freeze at the moment. There are other valid objections to the idea of an immediate nuclear freeze. One is the realistic fact that a freeze of all nuclear arms really does not correspond to the Soviet ' s desire at this point from what I know and read, in spite of Brezhnev ' s apparent willingness. The Soviet Union wants more military advantage, not a freeze. I see it as a device to scare and confuse the United States and the public. I believe the United States should look to negotiate, but we must avoid any delusions of the past twelve years of Salt. I would ask you and the Council members to study the freeze issue further, before you consider supporting your resolution calling for a nuclear freeze. William J . Diamond 1170 Bellvue " Councilwoman Nelson : I have had phone calls from people asking me if I was elected to run the business in Washington and I said no I was not. I am going to vote no on it tonight, I was already eft. Committee of the Whole Meeting November 10, 1982 Page 2 to sign up for it when this group was here before but I have had second thoughts. I feel that if this is what you want to do this is fine but I was not elected to make the judgment that you are asking of us. I happen to be against the nuclear warheads just like everyone else is,, but if we are playing into the hands of anyone we don ' t want to be guilty of that and if I have disappointed you I am sorry. Councilman Gilliam: I have a tendency to disagree with Councilwoman Nelson, I feel that the nuclear arms race is something that is important to all of us, we are all effected by it. What I like about this is it says mutual agreement and not just a one-sided agreement and I assume that if it is not mutual that we would not participate in it. That is why I will support this resolution. Ralph Westberg, Genoa, Ill . : I am outside the city limits, however this is a national issue and not just limited to Elgin, and I thought it would be worthwhile to attend your meeting. The nuclear freeze talks about nuclear weapons and I don ' t think there is a person in this room that wants nuclear war. This is something that every American wants to avoid, at all costs, this is what we want. The nuclear freeze purports a simple solution, they say no nuclear war by eliminating nuclear weapons. Well r that is one solution to the problem, the problem is nuclear war and there are many potential solutions to it, nuclear freeze is but one. I think that we have to learn from past history if we are to be wise and not relive it and World War II was a big one and if we look at what happened before World War II , during World War II and after World War II I think we can learn quite a bit about this issue. Prior to World War II the United States began to disarm, we let our Navy go down, we let our Air Force go down, we let our Army go down to very low levels. Now as we let our levels go down in these areas this did not deter Japan and Germany. They built, and in fact because we were weak at the beginning of World War II it encouraged Japan and Germany to try and take over the world. So the fact that we disarmed did not deter war, it brought it on. Weakness does not deter war it brings it on. During World II we were fortunate that we had several years to rebuild our military strength because of the type of weapons that were in use. So we had two or three years to build the strongest military machine in the world that allowed us to win the war. Now in the type of warfare we are talking about now we do not have two or three years, it ' s over in a matter of weeks. So if we are weak and we invite nuclear attack it ' s over there is no time to rebuild. Committee of the Whole Meeting November 10, 1982 Page 3 We should not look through some rose colored glasses at the world we should really see the world as it is and the fact that we are going to disarm in this freeze does not mean Russia will . They have not and they will not and as they become stronger, this does not bring peace it brings war. Reverend Clark: Comparing the issue before us and World War II is really apples and oranges . The issue that we are trying to address is the timeliness of it that we are in a situation now where if we do not act on this particular issue we are moving toward a time where the very survival of life itself will be decided by computers . The issue is not strength or weakness the issue is really technology that is continuing to move us toward a situation where the decision for war against war is really decided by computers . The arms race is in fact out of our control and that is the critical issue before us. John Westberg, Sycamore, Ill . : I used to be a resident of Elgin and ran a business here for 21 years . I think we need to keep in mind that we are all Americans and I think that we all have the same fundamental desire, the desire for peace and desire for freedom for all . The question is not nuclear freeze or nuclear war that is a misconception that is being promoted. I think what we have to say is do we want nuclear freeze or some other approach to avoiding nuclear war and what does nuclear freeze bring. We need to face the issues of today but I think we need to leave these kinds of decisions in the hands of people who have the expertise to know what is going on. As we talk about this issue we need to try to leave our emotions out of this thing and begin to leave the decisions in the hands of the experts . Technology has advanced to the point where the average American cannot comprehend what is going on. I have been in that area, I am not familiar with everything they are doing today but I have a good appreciation because I have been in it . Through the history of man there has always been some terrible offensive weapon that has come to the forefront and given somebody some tremendous power over other nations but there has always become a defense along later and then a new offense. The terrible offense that we are so aware of today, nuclear war, there is a defense against that type of warfare and so here we sit talking about disarming ourselves of our offensive capability when instead maybe we should be thinking about defending ourselves . Our government believes and still is operating on the policy that if we have no defense and we as American people are hostages that rik we won' t start a war and if Russia has no defense then they won ' t start a war. Well that sounds good but the only problem is that America is the country that has abided by that and Russia has not. Committee of the Whole Meeting November 10, 1982 Page 4 Russia has been actively for many years building up their defense. We sit here as a disarmed, or undefended population. We should be asking our leaders why are we undefended, why are we sitting here in this day of nuclear warfare with no defense whatsoever. Reverend Greg Skiba : We are not here to put pressure on the Council . I believe that what we are here for is to let you know there is a tremendous outpouring of feeling and thinking which is behind the mutual and verifiable freeze resolution. It is important that within this nation that we continue to realize that we are a nation that is democratic by it ' s design, that we are by design a nation whose pentagon, whose military establishment enforces are under the rule of civilan government and it is the responsibility of those of us who see ourselves participating in a democracy it is our responsibility to study the issues and back up what we say with clear reasons and clear thinking and come forward and let our elected leaders and the experts who are in a position to advise those experts know what we think. The mutual and verifiable freeze is not merely a slogan, as it was recently called in our newspaper to rally simplistic Americans, it is a carefully thought out logical first step in a very complex and real world where two powerful enemies ePk have been singly mindly flexing their nuclear muscles for too long. Charles Boyer, 1216 Countryside Drive : I see this as extremely important simply because we are at a time in history when we have to decide whether we are going to continue a race that is almost already out of hand. I have a feeling that if something were happening in our nation ' s capitol that was causing Elgin to lose industry or business, you folk assembled here tonight would not hesitate for a minute to try and get a word to the nation ' s capitol . Mayor Verbic : There will be an opportunity for further discussion at 8 o' clock, but we would like to get through our regular agenda and if there is someone who would like to add to the agenda they will have that opportunity at our regular Council meeting. This item will be number one under Other Business. Report entitled Analysis and Evaluation of Combined Sewer Overflows. Leo Nelson : This is a report from representatives of the Sanitary District and Donohue & Associates on the analysis and evaluation of the combined sewer overflows report which you received last week. I believe that Al Pagorski , General Manager of the Sanitary District and Tom Rowlett of Donohue & Associates want to briefly summarize that report for you and ask you to entertain a resolution at your next meeting. Committee of the Whole Meeting November 10, 1982 Page 5 Al Pagorski : I am here tonight to ask the Council to review the report that was prepared by Donohue & Associates on the combined sewer overflows and to accept the recommendation. As you know this report is the second one that was prepared We prepared one earlier in 1975, which had to be changed because the standards had changed and we spent approximately $80, 000 for that study. This one here cost approximately $293, 000 and we now have a $400, 000 study and the recommendation is to do nothing . I have brought Tom Rowlett to answer any questions that you have. Tom Rowlett : I was project manager in charge of preparing this report and conducting the field surveys which were undertaken to present the data. Our report recommends that no work be done on the existing combined sewer system, that the system be operated as it is, that it is currently contrary to State regulations, however, it is in compliance with Federal regulations . Therefore, we recommend that the Council seek a permanent variance from the State water pollution regulations to allow the system to function as it exists. Al Pagorski : All we are asking right now is for you to accept the report and approve it ' s conclusion and then the Sanitary District Board will do the same and then if a resolution is needed asking for a variance we will come back to you. Councilman Waters made a motion, seconded by Councilman Hansen accepting the findings and recommendations of the report prepared by Donohue & Associates. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Extension of Memorandum of Agreement with the Brock Hotel Corporation. Leo Nelson : This agreement will extend the period of time that they will have to issue their industrial development bonds for the improvements made and the improvements expected. Apparently they still expect to go ahead with their plans for the Holidome. We are not really sure when that is going to happen but they have already gone past their one year deadline and they are asking for an extension of the industrial development bond amount which I believe is ten million dollars. Councilman Hansen made a motion, seconded by Councilwoman Nelson to extend the memorandum of agreement with the Brock Hotel Corporation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. r Committee of the Whole Meeting November 10, 1982 Page 6 Proposed amendment to the financing agreement with the Elgin Labor Temple Association industrial revenue bond issue. Leo Nelson : Apparently the amendment is directed at some language that was included in the original agreement that is not clear. It was the intention of both parties that an annual audit not be a requirement in this particular agreement and apparently someone has raised a question about the language in the agreement and that it seems unclear. The intention of this amendment is clarify that point that an annual audit not be required in this particular financing agreement. The resolution and the amended agreement are included on your regular agenda. Councilman Hansen : I would think that as long as the lending institutions were satisfied to not have an audit that would be in order, and apparently they made that agreement at the time the bond issue was issued. Mayor Verbic : This will be on the regular agenda and you will have the opportunity to vote on it at that time. Agreement between the RTA and the City to lease the new bus station to be built on land presently owned by the First National Bank between Highland and Chicago on the west bank of the Fox River. Leo Nelson : This is somewhat different rather than being a lease it is an agreement to lease. Essentially what is happening as you know the RTA is presently acquiring the property from the First National Bank of Elgin for the construction of a new bus terminal . It is expected that the transaction will take place by the end of this month. I understand the bidding is going to be offered in December, and the RTA Board expects to award the contract sometime in January, with construction to begin late winter or early Spring. Before they go ahead with those bids and contracts to build the bus terminal they thought it would be nice that we have a lease with them to operate the terminal and that is the purpose of the agreement. Councilman Hansen : In the event that the RTA failed to fund the bus transportation system for it ' s entire shortfall I presume we would be free of this lease. Attorney Blondin : We have to cover the lease for six months, whether or not our operating expenses would be refunded would be under the grant agreement that we have with the RTA, it is really not under this agreement. • Committee of the Whole Meeting November 10, 1982 Page 7 r Councilman Schmidt : The personnel that will be running the bus station, do I understand correctly that we will be reimbursed for their wages. Leo Nelson: We are now. The RTA pays for all of the costs of our present small terminal on North Grove and they will continue to fund that. The RTA has already approved this lease. Mayor Verbic: This also is on our regular Council agenda. Change Order No. 2 to the contract with P. B . Verdico, Inc. for work at ECC ' s Fountain Square Campus building. Leo Nelson : Chuck Cassell is here this evening to answer any questions you may have about this Change Order and I think he also has an emergency item to talk about following the discussion of the Change Order, it has to do with the boiler. Chuck Cassell : Item #1 is providing lighting for the parking lot in the southwest corner of the property which is to be improved ultimately as part of the streetscape improvement which is outside of this construction contract and is to be done in the Spring. We want to provide lighting now so that when the building is occupied in its first phase in January that we have adequate lighting for that parking lot. rft. We want to provide that lighting now, it was originally planned to be part of the Spring Streetcape construction, so we are asking that lighting now be paid for out of the construction budget and not out of the streetscape budget . It is a reallocation of funds. Councilman Schmidt : How many poles are you anticipating . Mr. Cassell : There are two with four heads on each pole, a total of eight fixtures off of two poles. Councilman Schmidt : For $ 10, 114. That seems rather impractical to spend $ 10, 000 for two light poles with three fixtures coming off of each one. Councilman Hansen : If this is going to be reallocated funds from Spring Streetscape to the construction fund, was ' nt the streetscape originally conceived to be a shared cost between the landowners and the city, and if so, are these poles all on the city ' s side. Leo Nelson : They would have been paid by the city in any event. That is our property and we are paying for the streetscape on our side. Mr. Cassell reviewed Items #2 through #12 with the Council . Mr. Cassell : We have one additional item that has just surfaced since preparing this information. We have two boilers in the Committee of the Whole Meeting November 10, 1982 Page 8 rft. building, one for the original north wing and one for the south wing. Both boilers were tested at the time that we prepared the working drawings. The boilers were tested under pressure to make sure that they were tight, that they were not leaking. The boilers both passed the test, I have those test results. Now that the work has begun on the boilers and they have stripped away the insulation and the piping around them and we have access to them, there is evidence of deterioration to those boilers . They are tight in terms of holding the pressure, but it is obvious that they have some major structural imperfections and the question is would they last, certainly the length of the lease and the opinions that we have is that they would not . We have looked at what it would take to bring that one particular boiler up to snuff and we have two possible options. One is to repair the boiler and overhaul it, that is at a cost of $4, 839. The cost of a new boiler is $ 10, 109. Ourselves and our engineers are recommending to the Council that the repair be done rather than the new boiler. I bring this to you, it will come to you in a form of Change Order No. 3 two to four weeks from now, but I need a verbal direction from you so the work can proceed and we won' t be running the chance of delaying the project. Councilman Gilliam made a motion, seconded by Councilman Hansen to approve Change Order No. 3 covering the repair of the boiler. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, and Mayor Verbic. Nays : None. Abstain: Councilman Waters. Councilman Gilliam made a motion, seconded by Councilwoman Nelson to place Change Order No. 2 on the regular agenda. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt and Mayor Verbic. Nays : None. Abstained : Councilman Waters. Roof repairs to the building at 138 South Grove Avenue. Leo Nelson : This is a recommendation to make certain roof repairs to a city owned building at 138 S . Grove Avenue, which is currently lease to School District U-46 . Councilman Waters made a motion, seconded by Councilman Schmidt to authorize the staff to proceed with the awarding of this contract to Owen Gill Roofing for $3, 580, for the repair of this roof. Yeas : Councilmen Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Abstained : Councilman Gilliam. Spring Street Parking Deck. Leo Nelson : At the last Committee of the Whole Meeting we had a recommendation before you to do two things to the Spring Street Parking Deck. Number one was to change the monthly parking fee from a dual system, now that we have a $25 .00 monthly fee for those people who would park in the deck and would be parking their cars in an area that would be under cover and then a Committee of the Whole Meeting November 10, 1982 Page 9 $20.00 per month fee for those people who would park on the top of the deck. Also we recommended that monthly parkers be allowed to park any where within the structure. Some of you felt that we ought to talk to business people in the special tax district No. 2, who are paying the taxes for that deck and also also the merchants whose customers use it to find out if they would agree with that kind of a policy. Earlier this week we met with George Perucco, Paul Zumkeller, Ron Kilgore, and Daivd White. Ron Kilgore indicated to us that he had also talked to some other merchants and it is their feeling that they would support the $25 .00 per month fee for all monthly parkers and not make a distinction between those who rent a space undercover and those who would park on top. Further, they would also agree that monthly parkers ought to be able to park any where in the structure. We would ask that we bring this back to you in ordinance form on November 23rd. Mayor Verbic: I think that should be adequate and you should have the ordinance prepared for the 23rd. Sherman Hospital For those of you who were here and enjoyed the discussions about Sherman Hospital parking deck they are now pursuing a medical arts building and as the letter indicated those same letters had already been delivered to the residents of the area so they are involved in the process and are aware of the feasibility study for a medical arts building in the Sherman complex. Adjournment Councilman Kirkland made a motion, seconded by Councilman Waters that the Committee of the Whole Meeting be adjourned to commence the Elgin City Council Meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting reconvened at 10: 10 p.m. Spring Productions - Performing Arts for Young People The staff advised the Council the following productions have tentatively been booked for the Spring 1983 Performing Arts for Young People Series : Slim Goodbody in Galactic Health Adventure, total fee $4,000 Androcles and the Lion, total fee $3,400 Maria of Sesame Street, total fee $4, 000 In addition the staff is currently negotiating with the Elgin Symphony Orchestra regarding a Saturday Family Concert . Committee of the Whole Meeting November 10, 1982 Page 10 mb. The total number of performances for the Spring series is twelve, a decrease from last Spring ' s eighteen. This change is in response to the lower attendance figures shown over the past two years for the Spring programs. Total average attendance per performance for the current fall series is projected at 670. Total number of performances in the fall series is fifteen. Councilman Waters made a motion, seconded by Councilman Gilliam to authorize the staff to enter into contracts for the aforesaid programs. Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Review of City ' s policy relative to refuse collection. Mayor Verbic stated that when this policy was reviewed in 1976 it was the opinion of the Council majority that residents living in a PUD benefited by lower purchase costs, zero lot lines, and lower real estate taxes, as opposed to residents living in R- 1 Districts. Leo Nelson stated that he has always been troubled by this city ' s policy and he noted there had been a number of suits in other cities but the cities have always prevailed. Mr. Nelson stated there are people paying the same amount of taxes who do not get these services, such as business and industrial establishments and it seems like an inequitable arrangement. Mr. Nelson felt the people who get the service should pay and those who donot should not pay. Councilman Hansen stated he did not feel it was practical to pickup industrial garbage but for homes it is a positive thing. Mr. Nelson pointed out that in Ohio, where he was previously employed, garbage pickup was run like a business and those who had the service were billed with a utility tax. Councilwoman Nelson stated that one of the biggest problems we have are the unsightly dumpsters. Councilman Schmidt felt that with a utility tax the city would be putting the private scavengers out of business . Councilman Waters felt there might be some merit to a user tax because the citizens would know exactly what they are buying, just as they do now for water. Councilman Gilliam, Hansen, Schmidt and Mayor Verbic indicated they were in favor of keeping the policy the same. Committee of the Whole Meeting November 10, 1982 Page 11 flow Continued discussion of enterprise zones . Mr. Nelson stated that one of the advantages of this project would be the work that would be going into the application because that information would be needed in order to develop goals for the downtown. Don Wagner stated that the basic purpose of the Enterprise Zone Program is to stimulate business development, create jobs, increase employment and increase ownership poortunities for tesidents and workers in a depressed area. The advantages of the Enterprise Zone Program would be the states tax incentives, the services provided by designated Enterprise Zone organizations, the development, jobs, increased employment and sales taxes that may occur and a major advantage is the formalization of concerted effort to revitablize the central area of Elgin. The Council agreed to have the staff proceed with the application and they requested that they be given a status report at each Council meeting. Sanitary Easement along Bluff City Cemetery. Mr. Nelson advised the Council there is a need to drop the sewer line because of a fuel line presently located in the easement and the City needs to grant an easement along this line in order to meet up with the present line. Councilman Hansen made a motion, seconded by Councilman Schmidt to grant the easement . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. Budget Sessions The Council agreed to meet on November 17, 1982, at 6 :00 p.m. , and on December 4, 1982, at 1 :00 p.m. , to review the proposed budgets. Adjournment Councilman Waters made a motion, seconded by Councilman Gilliam to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss acquisition of property, litigation, appointments to boards and commissions and personnel . Yeas : Councilmen Gilliam, Hansen, Kirkland, Nelson, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 11 : 05 p.m. r qr.° n J (mot Marie Yearm .. a City C erk - � --•.,,,cU a c1a i �falna the ed$ Cu d i�p }pr. 1 Ill�le ia1 . It Was also recommended tha be \IICInSed 6 inures . 1� Committee of the Whole Meeting November 23, 1982 The Committee of the Whole Meeting was called to order on Tuesday, November 23, 1982, at 6:40 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Schmidt, Waters and Mayor Verbic. Absent : Councilmen Kirkland and Nelson. Also present : Nelson, Yearman, Jentsch and members of staff. Relocation benefits due to Ms. Bernice Plote. Mrs . Plote was displaced from 1266 Cedar Avenue subsequent to the City ' s purchase of the property with the Land-Water Conservation funds and she is entitled to replacement housing payment of $4, 000 and moving expenses of $235.00, or a total reimbursement of $4, 235.00. Roger Dahlstrom stated that the County may contribute and he hoped the City would only have to pick up 25% of this cost. Mayor Verbic stated that the relocation portion should right- fully be a part of the County ' s cost . eft. This item is on the Council Agenda for a formal vote. Change Order No. 2 to the contract with Wm. Zeigler & Son, Inc. for the river intake structure. The additional changes and contract amounts were as follows : Electrical work within switchgear vault . $ 1 , 336.00 Relocation of valve boxes 235.93 Electrical handhole sump modifications 980.00 Pump discharge valve modifications 2, 705.35 Total addition to the contract amount $5, 257.28 In addition Gary Miller stated that Black & Veatch have agreed to pay for the door replacement in the loading area of the water treatment plant. The Council indicated their approval of the subject change order. Change Order No. 1 with E . M. Melahn Construction Com.an for t e cLean Boa bvar• wi •ening project . Site inspection was made at the above project, the purpose was to check soft areas in the cut section. The result of the inspection was that some areas contained a clay which appeared to be high in silt content and the recommendation is that the areas containing these materials be cut an additional 12 inches and replaced with a granular material . It was also recommended thAt the depth of the curb be increased 6 inches . 1 Commi page mi. whole Meeting sh 2982 This Ch, IncreasEer covering the two aforementioned items will Counc11i ginal contract price by $ 11 , 908 .06. the ProPe m asked if this increase would be shared by Mr. Ne )so -rs. h Csttii ounci a ; they would share in this increase but there The vings on the whole project. l Pro ose +ted their approval of the subject change order. Mr. dWatei ement with the Village of West Dundee the Nelson star the policy hat this agreement had been drafted following Councilman s directed by the Council . Dundee could ex paragraph 3 which provided that of water should o prorata share of water if a scarcity r. Mr. del son s toted have some obit if Elgin is to become their utility we bass • This ration to serve them on at least a prorata their Wellsystem. W°uld so depend on whether or not they retained Councilman serve because Schmidt ;Iced how many others is the city going to mare beta because areement provides that Elgin will tender and to Vast Dundee, water for the entire area served by the Village of est Dundee. Mr. Nelson stated that the agreement provides that the volume of water to be used by West Dundee will not exceed a maximum daily demand of 770,000 gallons per day. Councilman Schmidt asked if selling water to West Dundee would set any precedent for other communities . Mr. Nelson stated that any water we can sell will reduce the City of Elgin' s costs, but these requests would be handled on a case by case arrangement with the Council . asked if there had been any discussion by West Mayor Verbic bond issue, the funds to Dundee regarding the issuance of any D line or if there was an alternative is their construct the water h they had having a bond issue• discussed, althoug 198 3 ust 1 , be able to wait until Aug Nelson Mr. Nelson stateouldawant' to was no 1 Elgin terms . Mr • he process indicated thether or not to accept they are still � n the P• to decide w was made because of their wells and other water felt this request useage investigating the future resources . eilk 4 ---..°1-..- -..--.1.---------7 ' s Committee of the Whole Meeting November 23, 1982 Page 6 (Pk The Council received the following for their review: 1 . Letter from IDOT authorizing the award of the contracts for the Big Timber and National Street commuter parking facilities. 2. Budget proposal submitted by the Elgin Human Relations Commission. 3 . A memo from the Corporation Counsel relative to the case of Elgin National and Carlson -v- the City. 4. A Memo comparing Elgin and Aurora ' s refuse collection and disposal costs and a recent Chicago Sum Times article comparing the costs for trash pickup in selected suburban communities . Adjournment to Executive Session Councilman Schmidt made a motion, seconded by Councilman Waters to adjourn to Executive Session to discuss property acquisition, litigation, appointments to boards and commissions and personnel . Yeas : Councilmen Gilliam, Hansen, Schmidt, Waters and Mayor Verbic. Nays : None. The Committee of the Whole was adjourned at 10 :00 p.m. r aMarie YearCity Clerk r (ow Committee of the Whole Meeting December 8, 1982 The Committee of the Whole Meeting was called to order on Wednesday, December 8, 1982, at 6 : 50 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Absent : Councilwoman Nelson. Also present : Nelson, Yearman, Jentsch and members of staff. Final payment for repairs to the Spiess Deck. The staff advised the Council that the work at the Spiess Deck has been completed and an application for final payment has been received from the contractor, Monson Nicholas , Inc. The final contract amount has been adjust to a new total of $266, 785 .00, or $5 ,673 .00 less than the bid amount and the staff recommends that a final payment of $31 ,973 .00 be made. Councilman Kirkland made a motion, seconded by Councilman Gilliam to approve the staff ' s recommendation. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : None. City ' s participation in a local lead poisoning prevention program. Marlene Shales, Executive Director of the Well Child Conference, spoke to the Council and stated the purpose of the program is ( 1 ) to identify children who have elevated blood lead levels before they begin to exhibit symptoms of lead poisonings and ( 2) to take steps that will keep the child from further lead consumption and the resulted brain damage. Mrs. Shales asked the Council to consider entering into a co-operative agreement with the Illinois Department of Public Health to be able to do the environmental inspections for the lead poisioning prevention program. Fred Carlson stated that the staff has met with state and local representatives involved in the administration of the program and believe that all environmental follow-ups could be conducted using the present housing staff. Councilman Hansen made a motion, seconded by Councilman Waters to have a resolution prepared entering into an agreement with the State for this program. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : None. Further discussion of the Illinois Enterprise Zone Act . Roger Dahlstrom advised the Council that the submission of an Enterprise Zone application has intrinsic value in that it offers a concise, logical framework for developing basic revitalization strategies . Such strategies must be developed if Elgin' s downtown is to be stabilized and improved. If downtown redevelopment is Committee of the Whole Meeting December 8, 1982 Page 2 is indeed an objective of the community, the success or failure of the EZ application cannot be viewed as a singular turning point. Enterprise Zone designation would function as a supportive component of a comprehensive approach to downtown revitalization. A preliminary definition of this core area follows the boundaries of Kimball Street on the north, Geneva Street on the east, Prairie Street on the south and the Fox River to the west . Mayor Verbic stated that the more he read about this project the more he thought it was a step in the right direction for Elgin. Councilman Hansen asked how many additional hours would be required by the staff for this project. Mr. Dahlstrom stated two to three hours per week for one person. Councilman Waters made a motion, seconded by Councilman Schmidt to have an ordinance prepared and placed on the Council agenda. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed amendments to the 1982 budget The staff advised the Council the auditors had advised the city of a change in accounting principles for reporting property tax revenues . The National Council on Governmental Accounting has issued a pronouncement requiring that property taxes be recognized by local governmental units as revenue in the fiscal year in which they are due and collected, as compared to the fiscal year levied, if that fiscal year is different than the fiscal year in which the taxes were levied. This would apply to the city ' s fiscal year of January 1 , 1982 - December 31 , 1982. The overall effect of these changes is a reduction of the 1982 budget from $36, 337, 750 to $36, 125,945, or a total of $211 , 805 . The change does not affect the financial position of the City but is merely an accounting change. Councilman Gilliam made a motion , seconded by Councilman Schmidt to have an ordinance prepared and placed on the Council agenda reflecting the aforementioned changes to the 1982 budget . Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : None. The Hemmens Advisory Board ' s recommended rates for 1983. Councilman Hansen made a motion, seconded by Councilman Waters to approve the proposed 1983 rates and that an ordinance be flimk prepared to reflect same. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Committee of the Whole Meeting December 8, 1982 Page 3 Barclay Park Expansion Assistant Corporation Counsel Blondin advised the Counsel that he had reviewed the authority of to city to close part of Center Street to accommodate the expansion of Barclay Park. A title search shows title in the street to David F. Barclay, who died over fifty years ago and whether he has living heirs is unknown. Mr. Blondin concluded that the city ' s use of the property as a street absent title or formal dedication is based upon a common law dedication. A common law dedication does not vest title in the city, but rather gives the city an easement to use the property in a manner consistent with the dedication. Thus the city has an easement to use the property in question as a street. The use of the property in a manner inconsistent with our easement would give Mr. Barclay' s heirs the right to seek to extinguish our easement . Although this appears to be remote, it is a possibility. Councilman Waters made a motion, seconded by Councilman Gilliam to proceed with the expansion of the park. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : eft None. Proposed 1983 water rates . The Council reviewed a memo from the Finance Department setting forth the proposed water rates for 1983 . Councilman Hansen stated that he thought Black & Veatch really missed the boat when they did not consider that when you raise the rates the consumers tend to use less water. Mr. Nelson stated that the proposed rates would be about one-half of what communities to the east of the city are paying and if the city decides to sell water the rates would come down. Councilman Waters made a motion, seconded by Councilman Kirkland to approve the rates as proposed. Yeas : Councilmen Gilliam, Kirkland, Waters and Mayor Verbic. Nays : Councilmen Hansen and Schmidt. Proposal to retain W. E . Coates & Associates Ltd. to complete the work on the Elgin Mental Health Center project. The Council reviewed a proposal submitted by Bill Coates which outlines the scope of services to be furnished. The cost for this work is quoted at $ 10,480, Canadian funds , or approximately $8,455 at the current exchange rate. Committee of the Whole Meeting December 8, 1982 Page 4 Mr. Nelson stated that if the proposed gas tax is increased it will provide revenue for some large road improvements and it would generate the use of gravel . Councilman Hansen asked if there was any interest on the part of the Council to get a handle on how much the cost was going to be to develop this park because this could have a serious impact on the capital improvement program. Councilman Kirkland asked if we ever expected the mining of gravel to cover all the development costs . Mr. Nelson stated you would not know this until the city received a bid for the gravel , but a lot of the developing would be done by the gravel producer, but this would not include the baseball diamonds. Councilman Hansen asked if anybody had any idea of what the maintenance costs would be. Councilman Hansen stated he would only vote yes if someone could tell him what the cost to the city is going to be and this should be able to be developed in house. Mayor Verbic stated he thought we were talking about a lot of money for the citizens to undertake and if a town like Alton could do what they have done on a volunteer basis then why can ' t Elgin. Councilman Kirkland made a motion, seconded by Councilman Waters to pay W. E . Coates estimate No. 3 and ask him to come in and explain what the total costs might be. Yeas : Councilmen Gilliam, Kirkland, Waters and Mayor Verbic. Nays : Councilmen Hansen and Schmidt. Committee of the Whole Meeting recessed to go into Council Meeting 8 : 10 p.m. Councilman Gilliam made a motion, seconded by Councilman Kirkland to recess the Committee of the Whole Meeting to go into the Council Meeting . Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting reconvened at 9:40 p.m. Preliminary plans and cost estimates for a roadway through Fountain Square Plaza. Mr. Nelson stated that for the past eight or nine months different merchants and property owners have approached the city about having the opened up through the Mall . Mr. Nelson said he had met with members of the Central Elgin Corporation and one one seemed to elk be willing to share in the cost of this project. Mr. Nelson also pointed out there could be a problem in forming an assessment district for property that was already in one assessment district. Committee of the Whole Meeting December 8, 1982 Page 5 em Gary Miller exhibited sketches to the Council citing costs as follows : Alternate #1 201 , 000 #1A 208, 000 #2 203, 000 2A 206,000 #3 461 , 500 Councilman Schmidt stated he thought this should be put to the public in the form of a referendum. Mayor Verbic stated the cut-off date for a referendum is February 12th, and something should be done to get the public' s imput. Mr. Nelson stated it could be sent out on the water bills but this would take two months to get any results . Councilman Kirkland stated he was against any referendum and was also against spending that money which could be spent on better things. Councilman Hansen stated it was important to do what the people emk want us to do and he would like a real good reading from the people who are going to pay for it and live with it. Mr. Hansen did not feel that the Council was in any position to decide on this tonight . Continued discussion of the proposed agreement to sell water to West Dundee. The staff submitted to the Council a memo reflecting alternate methods of payment of capacity. Mayor Verbic felt the city should make the best deal possible and there should be some protection built in for the operation and maintenance expenses . Mr. Nelson stated that although they want the water he did not think the would be willing to pay up front for the capacity charge. We could ask them to pay this charge over a period of 15 years . Councilman Hansen stated he was just asking for a fair price for the water and he would like to see a guaranteed minimum amount of water to be purchased. If they can ' t come up with one million then at least there should be an amortized contract in today' s dollars . el"" Councilman Waters stated he would be willing to go with an agreement for ten years and then ask for equity in the plant if they requested an extension of the agreement. Committee of the Whole Meeting December 8, 1982 Page 6 "'' Councilman Schmidt asked if Mr. Nelson could not take some of this discussion back to Dundee so they might be aware of the different positions taken by the Council and then we could see what their reaction would be. Councilman Hansen felt the agreement should provide for a guaranteed amount of water to be bought within a year plus up front money to be amortized over 15 years . Councilman Hansen stated he would make a motion to have staff negotiate for $935,000 up front, to be amortized over 15 years and a guaranteed amount of water to be bought within each year. Councilman Schmidt seconded said motion. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : None. Storm Water Drainage The staff proposed and easement agreement from Northern Illinois Gas which would permit the city to install a pipe across NIG property. This is necessary to eliminate storm water ponds at the rear of 1214 Forest Avenue. Councilman Hansen made a motion, seconded by Councilman Waters to have this agreement placed on the Council Agenda for formal vote. Yeas : Councilmen Gilliam, Hansen, Kirkland Schmidt, Waters and Mayor Verbic. Nays : None. Illinois Bell Telephone ' s request for space. The staff advised the Council that Illinois Bell has asked to be allowed to work out of the telephone equipment room in the basement of the Municipal Building. In addition the Telephone Company is requesting that free parking spaces be available for two vehicles . The advantage to the city would be that a service representative would be available to the city on a daily basis for telephone repairs and technical assistance. The Council approved this request . Flender Corporation Tour Mr. Nelson reminded the Council that on Wednesday, January 5th, from 12 :00 to 1 :00 p.m. , a tour of the Flender Corporation had been scheduled. Adjournment to Executive Session Councilman Hansen made a motion, seconded by Councilman Waters to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss property acquisition, litigation, appointments to boards and commissions and personnel . Committee of the Whole Meeting December 8, 1982 Page 7 Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 11 : 20 p.m. Marie Yea rma City C ierk �'J Budget Meeting December 15, 1982 Capital Improvements Consolidation of Fire Station Councilman Hansen stated that he did not have any problem with the consolidation concept, but to take something of this nature on you have to examine the present economy and the number of people out there that are unemployed, because this will involve a tax increase. Mr. Hansen suggested that perhaps this could be put off for a year to see if the economy turns around. Mr. Hansen stated that he considered both the new fire station and the communication center both viable projects, but this is the wrong time economically. Councilman Gilliam asked when the taxpayers would see this increase in their tax bills . Mr. Bolerjack stated that in 1983, four cents on the fire station and four cents on the communication center. Councilman Hansen stated that the Council should look at a 5 year capital improvement plan. 1983, 84, 85, and 86 reflect $ 13. 3 million capital improvements and this does not include any street resurfacing . All of the projects are important, but they should be prioritized. Mayor Verbic stated that in looking over the capital improvement list you are talking about $56 million. Councilman Hansen stated that some items have already been committed. Councilman Gilliam pointed out that $2 million has already been committed for the North End Bridge. Councilman Schmidt stated he thought the communication center should be put over at this time. Councilman Gilliam asked if the new fire station was delayed what the consequences might be. Leo Nelson stated that something would have to be done with Station 3 and there would not be the savings in overtime and manpower hours. Mr. Nelson suggested that the property could be acquired and designed in 1983 and the property designated for a fire station on Congdon could be sold and the money used for the purchase and design work for the new station. eft Councilman Hansen stated that this sounded like a good concept and it would give the Council a chance to analyze the capital improvement program because he felt the Council should pick and choose what is best affordable for the community. Budget Meeting December 15, 1982 Councilman Gilliam stated that we commit the North End Bridge money. Councilman Hansen stated that the Council had their backs up against a wall , and we were going to lost $5 million in committed funds . Mayor Verbic stated that the Council did discuss putting money aside out of federal revenue sharing funds for this and he agreed that some priorities should be set. Councilman Waters stated that if the construction of the fire station were commenced it would put some people back to work and that he was ready to go ahead with this because it was foolish to put off the project with the savings that are there. Councilman Waters reminded the Council that he voted against the bridge project, there is no return on that or any possible revenue to match the savings on the consolidation of the fire station. Councilman Hansen stated that he has been on record to establish a 5 year capital improvement program. Mr. Hansen suggested that the staff seek a site for the new station and then see the property on Congdon. Councilman Gilliam stated that although he voted for the bridge we had not even gotten to purchasing property for the corridor as yet so he would support a bond issue for the new fire station. Chief Baird pointed out that the present communication system was 14 years old and is 2 years over its limit. The systen could fail entirely and the present frequency is defective by all the interferences . Chief Van DeVoorde stated that he would concur that the communication system is bad. Councilman Waters stated that he is not against a 5 year project program and he would continue to support it, but he would make a distinction on this project because of the payback on the project. Mayor Verbic suggested that we proceed with a bond issue to cover the new fire station, the Alfred & Demmond street project, and the retirement of the fire department ladder indebtedness. Councilman Gilliam made a motion, seconded by Councilman Kirkland to pass a bond issue for $ 2.430, 000 for the fire station, communication center, Alfred & Demmond project and the Ladder Truck loan retirement. Yeas : Councilmen Gilliam, Kirkland and Waters . Nays : Councilmen Hansen, Schmidt and Mayor Verbic. r Budget Meeting December 15, 1982 Page 3 Councilman Waters made a motion, seconded by Councilman Schmidt to pass a bond issue for $ 1 , 340, 000 for the fire station, Alfred & Demmond project and the Ladder truck debt retirement. Yeas . Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Contribution to NIPC Councilman Gilliam made a motion, seconded by Councilman Hansen to reduce the amount requested for 1983 ($5100. ) by 50%. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt and Mayor Verbic. Nays : Councilman Waters . Adjournment Councilman Schmidt made a motion, seconded by Councilman Gilliam to adjourn the meeting. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. The meeting was adjourned at 10: 15 p.m. Marie Yearman, ity C er r Committee of the Whole Meeting December 22, 1982 The Committee of the Whole Meeting was called to order on Wednesday, December 22, 1982, at 6 : 35 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Absent : None. Also present : Nelson, Yearman, Jentsch and members of staff. Public Hearing Notice for the North End Bridge Project. Mr. Nelson advised the Council that Wednesday, January 26, 1983, at 7: 30 p.m. , had tentatively been selected as a public hearing date for the North End Bridge Project . The hearing will be conducted by personnel of the City of Elgin and H. W. Lochner, Inc. If the Council approves this date it will be necessary to make publication of the hearing, once thirty days prior to the hearing and once 15 days prior to the hearing. The Council indicated their approval of this date and the Mayor stated that a motion should be made at tonight ' s Council meeting reflecting said approval . Schedule of Public Information Meetings for the Comprehensive Plan. Renard Jackson, Chairman of the Planning Commission stated that four public hearings had been scheduled for the Comprehensive Plan, which are as follows : December 28, 1982 City Hall 7 : 30 p.m. January 4, 1983 Larsen School 7 :00 p.m. January 11 , 1983 Ellis School 7 :00 p.m. January 18, 1983 Kimball School 7 :00 p.m. February 25, 1983 Abbott School 7 :00 p.m. Mr. Jackson further stated that the meeting on December 28th, would be held in conjunction with the League of Women Voters and the Council would be expected to attend this meeting. The Comprehensive Plan has been digested into a newspaper supplement which will be hand delivered in Elgin on Monday, December 27th. Mr. Jackson stated that the Plan had been broken down into sections and members of the Commission would be present to answer questions on the section designated to each Commission member. Committee of the Whole Meeting December 22, 1982 Page 2 Proposal lease renewal with Duchaj Service. Mr. Sarro advised the Council that Duchaj Service has been leasing from the City since 1969 for parking purposes that portion of Wing Street extended, which lies directly south of the Station at the intersection of Wing and N. State Street. The current 5 year lease expired September 30, 1982. The recommendation is to renew the lease for another 5 years re- troactive to October 1st with the rent being increased to $ 125 .00 per year. There has nevery been any interest expressed in purchasing this small parcel because Mr. Duchaj is not the owner of the service station, it is owned by Amoco Oil Company. Mayor Verbic suggested that the staff determine what the land is worth and contact the owner to see if there is any interest in purchasing the land. The Council indicated approval of the lease. Said lease and resolution appear on tonight ' s Council agenda for formal approval . Proposed transfer of City property. Assistant Corporation Counsel Blondin advised the Council that a proposed plat of vacation had been prepared transferring a portion of the City right of way on Gifford Avenue near Michigan Street. Attorney James Hallock stated that he had appeared before the Council previously, representing Mr. and Mrs. O ' Day, who are the property owners. Currently the garage at that location encroaches on the City right of way. This vacation would transfer that portion of the City right of way upon which the garage is located to the property owners . Mayor Verbic stated that when Attorney Hallock appeared before the Council previously the Council had indicated their approval of this vacation. Mr. Blondin further advised the Council the proposed transfer of certain riverfront property to Woodruff and Edwards is to avoid the necessity of requiring Woodruff and Edwards to obtain an Illinois Environment Protection Agency permit. The quit claim deed from the City provides that the property will automatically revert to the City on October 31 , 1989, or 30 days after Woodruff and Edwards discontinues the use of the property for landfill purposes, whichever occurs first. An agreement between the City and Woodruff and Edwards, to be Committee of the Whole Meeting December 22, 1982 Page 3 executed simultaneously with the quit claim deed, provides some protection for our watermain on the property and also requires Woodruff and Edwards to cover and seed the property prior to its reversion to the City. Councilman Hansen made a motion, seconded by Councilman Gilliam to place both land conveyances on the January 10, 1983 Council Agenda. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed snow and ice control agreement with Kane County for Big Timber Road from State Street to Randall Road. Mr. Nelson stated that last year the Council authorized an agreement with Kane County for Elgin to provide snow and ice control on Big Timber Road from State Street to Randall Road. The county reimburses Elgin for material , labor and equipment costs and they are again asking the City to consider doing it for this winter season. The Council indicated approval and asked that this matter be placed on the January 10, 1983 Council agenda. Acceptance of an easement for watermain construction. Mr. Ally advised the Council this easement is for the installation , of a 24 inch watermain from an existing watermain near Slade Avenue Water Treatment Plant to another existing watermain at Waverly Drive. It is part of the overall Water Works Improvements for the City of Elgin. The Council indicated approval and asked that this matter be placed on the January 10, 1983 Council agenda. License from the Chicago and Northwestern Transportation Company for the purposes of constructing a 24 inch watermain under the Company ' s tracks approximately 1 , 200 feet north of Slade Avenue. Mr. Ally advised the Council this watermain will connect with an existing 24 inch watermain north of Summit Street at Waverly Drive and is also a part of the overall Water Works Improvement plan . The Chicago and Northwestern Transportation Company have asked the City to pay a one-time $600.00 charge or an annual $60.00 license fee, and the staff recommends the one-time payment of $600.00. Mayor Verbic suggested that the Council consider the annual fee of $60.00 because of the uncertainty of the Chicago and Northwestern Company remaining in business. Committee of the Whole Meeting December 22, 1982 Page 4 Councilman Gilliam made a motion, seconded by Councilman Hansen to pay a yearly fee of $60.00 to the Chicago and Northwestern Transportation Company for the subject license, and to have this matter placed on the January 10, 1983 Council agenda. Proposed removal of certain parking restrictions from the north side of Jefferson Avenue between Liberty and Preston. The staff advised the Council that the November through March restriction was put into effect sometime ago when buses were routed on Jefferson Avenue from Liberty Street easterly to Chippewa. Later on it was changed, thereby eliminating the block of Jefferson between Liberty and Preston from the bus route. The residents consider it a hardship not to be able to park in front of their home. Since the street section in question is not a bus route, the Traffic Committee recommends that the November through March parking restriction on Jefferson Avenue between Liberty Street and Preston Avenue be lifted. It will still continue as a snow route. The Council indicated their approval and asked that this matter be placed on the January 10, 1983 Council agenda. Proposed removal of NO TURN ON RED signs at the intersection of Dundee Avenue and Summit Street . At the present time the westbound traffic on Summit Street is not allowed to make a right turn onto Dundee Avenue on red signal indication. This hampers traffic movement and causes undue backup on Summit Street. With the Summit Street-Dundee Avenue-Gifford Street improvement and traffic flow pattern, making right turns from westbound Summit Street on red signal would not be hazardous. The IDOT personnel is agreeable to this proposal and the Traffic Committee is recommending that right turn movements be allowed on red signal indication from westbound Summit Street onto northbound Dundee Avenue. The Council indicated their approval and asked that this matter be placed on the January 10, 1983 Council agenda. Proposed removal of certain parking restrictions on the south side of Bent Street between Grace Street and Arlington Avenue. A request was received by the Traffic Committee from Immanuel Baptist Church at the intersection of St. Charles and Bent Streets, to make some changes in the parking restrictions on '' Bent Street. Committee of the Whole Meeting December 22, 1982 Page 5 In order to alleviate the problem of Immanuel Baptist Church the Traffic Committee is recommending that parking be allowed on the south side of Bent Street between Grace Street and Arlington Avenue on Sunday mornings between the hours of 9 :00 a.m. and 12 :00 noon. The Council indicated their approval and asked that this matter be placed on the January 10, 1982 Council Agenda. Proposed 1983 golf rates. The Council reviewed the suggested golf rates for 1983 and also a comparison of rates charged by the City of Elgin, Bonnie Dundee, Burr Hill , Randall Oaks, Villa Oliva, Crystal Woods and Potowatomi . Councilman Schmidt stated he would like to make a motion to keep the golf rates for 1983 the same as they were in 1982. Councilman Schmidt stated that from reports he had received Randall Oaks was a much better maintained course and he did not feel some of the other courses were good comparisons, because many of the others had facilities for dining and gave a country club atmosphere. (This motion died for lack of a second) Mr. Nelson stated that people have told him that Spartan and Wing Park are two of the best maintained courses in the area, and he would be interested in talking to the people who had spoken to Councilman Schmidt. Councilman Waters stated that he could support the proposed golf fees but he would like to have the staff look at making some differential between the fees charged to non- residents and residents because this could offset some of the increases to the residents . Councilman Kirkland made a motion, seconded by Councilman Gilliam to approve the golf fees as proposed by the staff. Yeas : Councilmen Gilliam, Hansen, Kirkland, Waters and Mayor Verbic. Nays : Councilman Schmidt. Rental of 89 parking spaces to Elgin Community College. Mr. Nelson stated that the Council had asked for some imput from IDEA and the Senior Citizen Board on the proposed parking rental to ECC. IDEA is not opposed to the rental of these spaces to ECC and the Senior Center Board did not object, but they did ask for 4 designated spaces in the Crocker lot . Councilman Hansen asked if the IDEA objects to the four hour meter. Mr. Nelson stated he would have to check with Ron Kilgore. Committee of the Whole Meeting December 22, 1982 Page 6 Mayor Verbic suggested that Mr. Nelson contact the IDEA to see if the 4 hours was objectionable. Mayor Verbic did not think the City should consider a 10 hour meter. Councilman Gilliam stated that anything longer than 4 hours could turn out to be all day parking. Mr. Nelson stated that the IDEA had asked for 2 hour parking under the deck. Councilman Kirkland made a motion, seconded by Councilman Hansen to approve the rental of the 89 spaces to ECC for a period of one year at a rental of $7500.00. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt and Mayor Verbic. Nays : None. Abstained : Councilman Waters . Proposed sale of water to West Dundee. Mr. Nelson advised the Council that he had met with the West Dundee officials relative to a proposed agreement for the sale of water to West Dundee. Mr. Nelson stated that Dundee is willing to extend an agreement to 15 or 20 years and although they are not interested in any equity in the water treatment plant they are willing to pay a capacity charge. eik The staff prepared the following projections for the Council ' s review: West Dundee Water Agreement - Contribution to fixed costs - August 1 , 1984 - December 31 , 1999. Monthly Annual Term of agreement Capacity Charge $8, 116 $97, 395 $ 1 , 501 , 500 Meter Charge 140 1 , 680 25 , 900 0 & M Charge 1 , 582 18, 980 292,600 $9,838 $ 118, 055 $ 1 ,820, 000 Mr. Nelson stated the Legal Department is working on a draft agreement and he expected to have same available for the next meeting. Adjournment There being no further business to come before the Committee of the Whole, Councilmen Gilliam made a motion, seconded by Councilman Kirkland to adjourn said meeting and go into Executive Session to discuss Property Acquisition, Litigation, and Appointments to Boards and Commissions. Yeas : Councilmen Gilliam, Hansen, Kirkland, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 7 :40 p.m. arse Yearma , City C er