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HomeMy WebLinkAbout1983 Committee of the Whole Meeting Committee of the Whole Meeting January 10, 1983 The Committee of the Whole Meeting was called to order on Monday, January 10, 1983, at 6: 35 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Hansen, Schmidt, Waters and Mayor Verbic. Absent : Councilman Gilliam. Also present : Nelson, Yearman, Jentsch and members of staff. Proposed contract with the Clark Outdoor Spraying Company. Mr. Nelson stated that at the Council ' s direction the mosquito control program had been reduced by eliminating the larviciding treatment of catch basins, which results in a savings of approxi - mately $2900.00. The staff, pursuant to this direction, negotiated with Clarke Outdoor Spraying and a proposed contract is on the agenda for tonight ' s Council Meeting. Councilman Waters stated that in reading over the proposal there is no provision for Clarke to notify the City when they will be making this application, nor is there any provision for them to report back to the City with any results of the application. elk Fred Carlson stated that when the application is made depends upon the weather and in the past Clarke has made a telephone call to the city advising them of the application. in the past there has been no follow-up on the effectiveness of the application but this could be stipulated in the contract. The Council voted formally on this issue at the Council meeting. Recommendation to accept a eroposal from Acme Visible Records for a new photo identification system for the Police Department. This proposal will consolidate the contents of five different cabinets into one filing device in one file folder in one location. The equipment cost is $6,455 .00, plus freight costs estimated at $650.00 making the total estimated cost $7, 105.00. Councilman Hansen asked if the fact that the police records were presently being programmed into the City computer system lessen the need for this equipment down the road. Chief Baird stated these files consist of fingerprint cards, arrest cards, pictures and other information that must be handled manually. Councilman Schmidt made a motion, seconded by Councilman Waters to approve the purchase of this equipment. Yeas : Councilmen Hansen, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting January 10, 1983 Page 2 Change Order No. 4 to the contract with P.B . Verdico, Inc. for Phase 1 of the ECC Fountain Square Campus Building. Chuck Cassell of Burnidge, Cassell and Associates stated that his memo and letter under date of January 4, 1983, summarized the construction costs to date and the content of Change Order 4. Mr. Cassell further informed the Council that last summer they had secured approval from the Council to have both boilers tested. Subsequently they discovered that the results of this testing was somewhat less than useful . Mr. Cassell stated that his firm was going to deduct the cost of this testing, in the amount of $862.00, from the cost of the project and they would negotiate this item with the Testing Company. The change orders todate represent three per cent of the contract and the construction work for Phase 1 is proceeding on schedule as required for classes to begin on January 17th. Councilman Hansen made a motion, seconded by Councilman Schmidt to approve Change Order No. 4 in accordance with the Architect ' s letter and memo of January 4, 1983. Yeas : Councilmen Hansen, Schmidt and Mayor Verbic. Nays : None. Abstain : Councilman Waters. Proposed license agreement with the Chicago and Northwestern Transportation Company. Mr. Nelson stated that although this agreement had received the approval of the Council on the basis that the City would pay the railroad company $60.00 per year instead of a one time payment of $600.00, the staff is now pointing out that on each anniversary date for billing the railroad could revise the agreement . Such revisions could include an increase in the rate, or they could ask that the facility be removed. Gary Miller pointed out that the $600.00 up front would not be for ten years, but it would be forever and through the years he had not heard of a case where a municipality had been forced to remove a facility. Councilman Hansen stated that he did not understand from previous discussions that the $600.00 charge was forever, and he would be willing to support this payment up front. Councilman Waters made a motion, seconded by Councilman Hansen to table this item to the January 24th meeting in order that the agreement can be revised to provide for the $600.00 payment. Yeas : Councilmen Hansen, Schmidt, Waters and Mayor Verbic. Nays : None. Water service charges to be levied against owners of vacant land along the recently improved section of McLean Boulevard. Mr. Nelson stated that the staff was recommending that an ordinance be prepared so that the costs for this work may be recovered from the various property owners. This ordinance would be the same as Committee of the Whole Meeting January 10, 1983 Page 3 the reimbursement ordinance covering the improvements in Area 1 . The property owners would not pay under this improvement until the hooked onto the water service. Councilman Schmidt made a motion, seconded by Councilman Hansen to have an ordinance prepared for the January 24th meeting. Yeas : Councilman Hansen, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed lease agreement with the Continental Little League. Mr. Nelson informed the Council that the proposed lease agreement had been submitted to Bob Edwards and they indicated their approval of same. Councilman Waters made a motion, seconded by Councilman Schmidt to place this agreement on the January 24th Council agenda. Yeas : Councilmen Hansen, Schmidt, Waters and Mayor Verbic. Nays : None. Change Order No. 2 and final payment to Contract No. 3 with Gluth Brothers Construction for the construction of transmission mains. Change Order No. 2 covers final adjustments to estimated unit quantities that were installed during the project. The unit adjustments result in a net increase of $2,814.50 to the contract amount . The staff recommendation is to approve the additional $2,814.50, making the final contract amount $595, 049.50. Councilman Hansen made a motion, seconded by Councilman Waters to approve the staff recommendation. Yeas : Councilmen Hansen, Schmidt, Waters and Mayor Verbic. Nays : None. Use of former Trykes & Cykes site, 156 South Grove, for bating cage by teener league. Councilman Waters made a motion, seconded by Councilman Schmidt to approve the request of Bob Nelson, Manager of the leaner League to use the premises at 156 S . Grove as a bating practice area. Yeas : Councilmen Hansen, Schmidt, Waters and Mayor Verbic. Nays : None. Use of Slade Avenue Water Treatment Plant for set building by the Independent Players. The Council gave their approval for the aforementioned use by the Independent Players. Volunteers presentation for assisting homeless Elgin citizens in the recent flooding. Mr. Nelson asked permission to have these volunteers present at the January 24th meeting for recognition of their assistance during the recent flooding in Elgin. The Council approved same. Committee of the Whole Meeting January 10, 1983 Page 4 Adjournment Councilman Hansen made a motion, seconded by Councilman Schmidt to adjourn the Committee of the Whole meeting and to go into Executive Session to discuss (a) acquisition of property; (b) litigation; (c) appointments to boards and commissions and (d) personnel . Yeas : Councilmen Hansen, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 7 : 10 p.m. Marie Yearman, ity Clerk r r f Committee of the Whole Meeting February 14, 1983 The Committee of the Whole Meeting was called to order by Mayor Verbic on February 14, 1983 at 6:40 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Absent : Councilman Schmidt . Also present : Nelson, Yearman, Jentsch and members of staff. Proposed contract with Stetson Pools, Inc. to operate the Wing and Lords ParlZ Po6Ts. The Council reviewed the proposed agreement and were informed by the staff that the contract provides that Stetson will operate the pools this summer, providing managerial and lifeguard staff, and performing ordinary maintenance such as cleaning and minor operating adjustments to equipment . The city will do extraordinary maintenance, such as response to major equipment failure. In short, the city will be responsible for major physical plant maintenance and repair. The Finance Department has analyzed the contract expense and the city ' s projected associated pool expenses for 1983 against our 1982 actual expenses and has forecast a savings of $ 19, 000. Mayor Verbic asked what the loss amounted to for last year. Mr. Nelson stated it was $60, 000, and the Parks and Recreation Board is currently considering several options to increase this revenue. They expect to be able to make a recommendation to the Council on this in early March. Councilman Hansen asked what department would be monitoring the performance of the proposed agreement with Stetson. Mr. Nelson stated that the entire cashiering procedure would be under the direction of the Finance Department and the balance of the program would be under the Parks and Recreation Department . Councilman Castillo asked if this agreement would also cover the operation of the concessions . Mr. Nelson stated this would remain separate from the pool operation and that the same firm who had the concession operation last year has shown an interest in obtaining the same this year. Councilman Castillo asked if any injuries occurred during the time that Stetson was using the facilities for their own gain would the city be liable for such injuries . Dan Blondin, Assistant City Attorney, stated any injuries would come under the city ' s insurance coverage. Committee of the Whole Meeting February 14, 1983 Page 2 Councilman Waters referred to Article V of said Agreement which provided for aquatic instruction. Such instruction program to be at the Manager ' s option. Councilman Waters stated he would hate to lose this type of program. Mr. Nelson stated that this program would be subject to the weather and the attendance at classes . Councilman Waters also pointed out that he would hope the Manager would hire the lifeguards and other employees in Elgin. Joan Schaffer, General Manager of Stetson Pools stated this had already been discussed and in most instances they would be hiring personnel who worked for the city last season. Mayor Verbic stated the city had been looking for alternatives in order to reduce the losses and this looked like a step in the right direction. Councilman Waters made a motion, seconded by Councilman Rauschenberger to place this agreement on the February 28th Council Agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Request for funds by Messrs . Doug Steensland and Robert Frisch to underwrite approximately one-half of the cost of four summer band concerts at Wing Park in 1983 . Mayor Verbic asked what the attendance was like last year for these concerts . Mr. Steensland stated that if the weather is good the attendance is good and also it does give high school and college students the opportunity to play. Councilman Hansen stated that it might be more worthwhile to sponsor this program than the fireworks . Councilman Hansen made a motion, seconded by Councilman Waters to approve underwriting one-half the cost of the four concerts. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Proposed use of Federal Aid Urban Funds for various roadway improvement projects, including Phase d Engineering for Big Timber Road from Randall Road to State Street and a recommendation to seek engineering proposals to complete preliminary engineering design work for McLean Boulevard from Larkin Avenue to Bowes Road. emk Mel Dahl advised the Council that the Federal Government has given the Kane Urban Council of Mayors approximately $ 1 , 000, 000 in Committee of the Whole Meeting February 14, 1983 Page 3 additional roadway funds in fiscal 1983 , which must be spent in fiscal 1983 . The Council will be meeting to prioritize the projects and Mr. Dahl asked for the Council ' s permission to submit the following projects: Five projects, three involving construction and two for Phase I Engineering. The two projects which involve Phase I Engineering are Big Timber Road and McLean Boulevard from Larkin to Bowes Road. The construction projects are the widening and resurfacing of McLean from Royal to the C & N W tracks ; the resurfacing and curb and gutter replacement on Wilcox from South Street to Chicago Street and the resurfacing, replacement of curb and gutter and storm sewer on Wing Street from State to Garden Crescent . Mr. Nelson stated there is $290, 000 in the budget and the FAUS monies could be matched. It is encouraging to have this money available to us and the city should take advantage of this. Mayor Verbic felt this was a tremendous opportunity and the staff should proceed. Councilman Rauschenberger made a motion, seconded by Councilman Waters to have the staff proceed to request funds for the aforementioned projects . Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Recommendation to accept a proposal from Soil and Material Consultants, Inc. to conduct materials testing for the Big Timber Road and National Street Commuter Parking Lot projects . Councilman Rauschenberger made a motion, seconded by Councilman Waters to have this proposal placed on the February 28th Council Agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Request from certain employees that the Council adopt the ICMA Retirement Corporation ' s deferred compensation plan as an alternative to the current PEBSCO deferred compensation plan. Councilman Hansen made a motion, seconded by Councilman Gilliam to offer the ICMA compensation plan to the employees . Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Recommendation to acquire a telephone monitoring system for fire and ambulance calls. Chief Van De Voorde advised the Council that Fire Stations #1 , #2 and ##4 have the ability of monitoring incoming fire and Committee of the Whole Meeting February 14, 1983 Page 4 ambulance calls when they are received by Communications . This has been a tremendous asset and response time has been significantly reduced for those companies with the monitoring capability. The original installation was at Station #1 and then expanded to Station #2 and #4. This work was done by Illinois Bell . When station #2 and #4 were added, the quality of the message received in the fire stations was materially reduced and we were told that Illinois Bell could not exand the system to Station #3 and #5 . When gathering information for the consolidation of Station #1 and #3, we found that Scan-Am of McHenry, Illinois, could not only supply us with an intercom for the new stations, but they could also provide the ability to monitor incoming emergency calls at all five of our fire stations . The Department would agree that an approved item such as fire hose replacement be deferred for another year so that we might proceed with this valuable and needed capability. The cost would be a little more than $6, 000 and we have $8, 200 budgeted for fire hose. It is a difficult choice to make, but the value of the monitoring system is extremely important . Time is a critical consideration in supplying emergency service and this ( system will give us that valuable time. Councilman Hansen made a motion, seconded by Councilman Gilliam to authorize the staff to acquire the subject system. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Proposed parking lot lease with the Elgin Community College for the parking lot located between Futon and Prairie Streets . Mr. Nelson stated that the agreement covering the subject lease was on the Council ' s Agenda for formal vote tonight, and unless there were questions by the Council no action would be required at this meeting. West Dundee Water Agreement Mr. Nelson stated a further draft of this agreement provided for the following the changes . West Dundee would like to have the agreement extended for twenty years to commence in August, 1983. The language relating to the boundary agreement eliminated. The provision that the agreement did not include West Dundee selling water to any other community. That West Dundee would have the right to re-negotiate after twenty years for the 775 gallons of water. Mayor Verbic asked if they have the money available for the pipeline. Mr. Nelson stated they have indicated they have the money set Committee of the Whole Meeting February 14, 1983 Page 5 and they are expecting financial help from Homart . Mr. Nelson stated the staff would try to have the revised contract language ready for the next Committee of the Whole Meeting. The following items were distributed to the Council : 1 . Memo from Ery Jentsch relative to the case involving the Elgin National Bank, as Trustee, et al . -v- A. Corilla Rowcliff, et al . (Complaint which sought to subject otherwise exempt property located in Special Service Area Two ( Spring Street Parking Facility) to special service area taxes . The only further relief in this matter available to the plaintiffs is to petition the United States Supreme Court to review the matter. Review is rarely granted and such a proceeding must be commenced within ninety days. 2. Memo from Ron Zegers relative to plans for using the Fox River for water supply purposes beginning the week of February 14th. emik 3. Police Department annual report . 4. Municipal Financial Health Study of Elgin, prepared by the Illinois Department of Commerce and Community Affairs at the Council ' s request. Adjournment Councilman Waters made a motion, seconded by Councilman Gilliam to adjourn the meeting to go into Executive Session to discuss acquisition of property, litigation, appointments to boards and commissions and personnel . Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 7: 55 p.m. ,ate Q J ...e..d�-4i✓yC.er���' Marie Yearman, City Clerk e""` Committee of the Whole Meeting February 28, 1983 The Committee of the Whole Meeting was called to order by Mayor Verbic on February 28, 1983 at 6 : 35 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Mayor Verbic. Absent : Councilman Waters . Also present : Nelson, Yearman, Jentsch and members of staff. Public Hearing date for the proposed Comprehensive Plan. The Community Development Department passed out to the Council the entire package representing the Comprehensive Plan together with a brief summary of how the plan should be presented to the citizens of Elgin. Renard Jackson, Chairman of the Elgin Planning Commission stated that his Commission would like to hold a formal hearing on the proposed Plan on March 16, 1983, at 8 :00 p.m. Roger Dahlstrom advised the Council they would have ninety days following the hearing to adopt or reject in whole or in part the submitted plan. The Council indicated their approval of the March 16th date and agreed to make a formal motion of same at the regular Council meeting . Illinois Department of Commerce and Community Affairs report on Elgin ' s Financial Health Report. Leo Nelson stated that last Fall the Council had asked for such a report and Richard Rynke from the Illinois Department of Commerce and Community Affairs, author of said report was present to go through the report and answer any questions. Mr. Rynke stated that the data source for the information compiled in his report came from the City' s annual audit of statement of revenue and expenditures. Mr . Rynke' s report covered revenue indicators, expenditure indicators, operational position indicators, debt indicators and enterprise fund indicators. In going through his report Mr. Rynke indicated that real estate taxes had decreased in 1979 and in subsequest years had increased between 7% and 5%. State Income Tax had declined just one year and these amounts are determined by population and average about $ 18.00 per person. Sales tax has declined for the last three years. Motor Fuel Tax shows a decline. Revenue Sharing Funds ''" shows a decline and intergovernmental income has remained constant. Committee of the Whole Meeting February 28, 1983 Page 2 Mr. Rynke concluded his report by stating that the report does not draw conclusions as to the financial condition of Elgin. The responsibility of actually interpreting the data properly rests with the municipal officials because they are in a better position to reach conclusions than individuals outside the community. Adjournment of Committee of the Whole Meeting to commence Regular Council Meeting . - 8: 10 p.m. Councilman Gilliam made a motion, seconded by Councilman Rauschenberger to adjourn the Committee of the Whole Meeting and commence the regular Council Meeting. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Mayor Verbic. Nays : None. Committee of the Whole Meeting reconvened at 8 :40 p.m. Review of proposals for survey work associated with the acquisition of property for the Tyler Creek Detention Facility. Gary Miller advised the Council he had been contacted by the firm of Burnidge and Westphal , Inc. , regarding the survey work for the subject property. They indicated their firm had been e hired by Burnidge Bros . Farms to survey the properties adjacent to the Tyler Creek Detention Facility and they could perform the survey work for the City at a much lower cost since they were to be in the immediate area anyway. The Burnidge and Westphal , Inc. proposal amount is $4,821 .00 and a proposal from W. A. Rakow and Associates amounts to $ 12,460.00. The staff recommends that the bid from Burnidge and Westphal be accepted. Councilman Hansen made a motion, seconded by Councilman Gilliam to place these bids on the Council Agenda for formal action. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Mayor Verbic. Nays : None. Proposed water purchase agreement with the Village of West Dundee. Mr. Nelson stated that Bill Sommers, Mayor of West Dundee, had received a copy of the latest agreement and he indicated any changes might be just editorial . Councilman Castillo asked if the city could not forsee problems in the future if and when other communities might want to use river eater. r Committee of the Whole Meeting February 28, 1983 Page 3 Mr. Nelson stated that the State of Illinois had issued the permit to Elgin to use the river water and if other communities were to apply for the same use, he assumed it would be on a case by case basis and if there were any problems they would be down river from Elgin. Mayor Verbic stated that the city would continue the use of their deep wells because there were some dry years when you could walk across the river. Councilman Schmidt stated that the West Dundee Newsletter indicated they were leaning toward using their shallow wells. Leo Nelson stated that they have asked to have until August, 1983 to enter into the proposed agreement because they are still looking into other alternatives. Councilman Rauschenberger stated that Carpentersville is operating on their shallow wells and they seem to have adquate water. Mayor Verbic stated that if West Dundee goes into this agreement he could see them becoming dependent on our water supply. Mr. Nelson stated that if the Council had no further revisions to the proposed agreement he would meet with West Dundee and then have the agreement placed on the Council Agenda. Councilman Gilliam made a motion, seconded by Councilman Hansen to have the proposed agreement placed on the Council Agenda if it is found to be satisfactory with West Dundee. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger and Mayor Verbic. Nays : None. Request from the West Dundee Police Department to have the Elgin Police Department participate in its second Annual Law Enforce- ment Appreciation Day at Spring Hill Mall . Chief Baird pointed out to the Council that there would be no overtime involved nor any depletion in the regular shifts if they are allowed to participate in this event. Councilman Hansen made a motion, seconded by Councilman Gilliam to approve the aforementioned request. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Mayor Verbic. Nays : None. Past Due Water Accounts The Council reviewed a memorandum from Jim Bolerjack who pointed out that current economic conditions, increased water consumption, Committee of the Whole Meeting February 28, 1983 Page 4 folk increased water rates and more consumers would normally increase the amount of delinquencies in water receivables. The city maintains an active follow-up on past due water accounts. Many of our customers have rarely been delinquest and we make every effort to collect the bills rather than discontinue water service or file liens against their property. A phenomenon that is also hampering the collection process is the increased number of bankruptcies. While we continue to collect on these accounts, the process takes longer. As the economy improves the number of delinquent accounts should decline. In the meantime, the City is collecting a larger amount of past due penalties as reimbursement for lost investment income and collection costs. Status report on the Spring Street streetscape project. Mr. Nelson stated that a meeting had been held between the Engineering Department and the property owners. The property owners were offered the same cost breakdown as the Douglas Avenue Streetscape, with a payback of ten years. Gary Miller stated the project would include resurfacing of streets, curb replacement, trees and paving brick. The Engineering Department has already received eight agreements back from the property owners. Mr. Ally stated the entire project would run around $210, 000 and the city would be ready to bid within six weeks. Request for use of the Slade Avenue water treatment facility by the Independent Players group. Councilman Gilliam made a motion, seconded by Councilman Rauschenberger to approve the aforementioned request. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Mayor Verbic. Nays : None. Park Development at the Elgin State Hospital Site. Mayor Verbic stated that he had recently met with Leo Nelson, Bob Malm and Phil Bennett regarding the development of the subject park and he felt very strongly about the way the City of Alton was developing their park. The Mayor also met with George Burger and Bob Hoffer relative to setting up a commission made up of dedicated people who would seek out both money and volunteer work donations. Mr. Hoffer and Mr. Burger indicated they would give full support and the Mayor indicated there was already one donor who did not Committee of the Whole Meeting February 28, 1983 Page 5 want his name made public at this time. Mayor Verbic suggested that the Council submit names of people whom they felt might be interested. Mayor Verbic felt that if a town like Alton could produce the park they did, the same could be done in Elgin and it would relieve the burden on the taxpayers. Bluff City Cemetery Councilman Schmidt stated that he had received a call from Don Sleeman and it would seem that the Legion is ready to expend some sums of money and they have a project in mind for Bluff City Cemetery. Councilman Schmidt suggested that Mr. Sleeman be invited to speak to the Council regarding this project. Adjournment Councilman Gilliam made a motion, seconded by Councilman Schmidt to adjourn the Committee of the Whole Meeting and go into Executive Session. Yeas : Councilmen Castillo, Gilliam, Rauschenberger, Schmidt and Mayor Verbic. Nays : None. The meeting was adjourned at 9 : 26 p.m. arse Yearman, ICity C er r ' - • Committee of the Whole Meeting March 14, 1983 The Committee of the Whole Meeting was called to order by Mayor Verbic on March 14, 1983 at 6:36 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Absent : None. Also present : Nelson, Yearman, Jentsch and members of staff. Change Order No. 6 to the contract with P.V . Verdico, Inc. for ECC ' s Fountain Square Campus. The Council reviewed the subject Change Order which provided for 15 changes and resulted in a net increase to the contract of $958,000. 49So.o0 Charles Cassell , architect for the project, stated that the present status of the project reflected the cost to be $300,000 less than the original estimate. Mr. Cassell also stated that the contract with Verdico provided for liquidated damages, and although the contractor did not complete Phase 1 by January 15th, there was no delay in opening ECC ' s classrooms and no one was hurt financially. Mr. Cassell further stated that the contractor has done an exceptional job and he would ask that the liquidated damages be waived in this instance. The Council indicated their approval of Mr. Cassell ' s recommendation, and agreed to waive the liquidated damage clause in the contract for Phase 1 . Councilman Rauschenberger made a motion, seconded by Councilman Gilliam to approve Change Order No. 6. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Mayor Verbic. Nays : None. Abstained: Councilman Waters . Proposed agreement with Adventures Unlimited for selected recreation programming services . The staff advised the Council this firm provides a wide variety of programs on a contractual basis to cities and park districts. The idea in employing such a firm is to have their broad base of offerings available to a community without the local agency having to expend substantial resources to make the same number or quality of offerings. Mr. Nelson stated this firm has programs that we cannot offer because of lack of equipment or employees. The firm would only receive a fee when enough people sign up for the programs. The Committee of the Whole Meeting March 14, 1983 Page 2 ro- City Recreation Department would establish the cost of the programs and this firm would be paid x amount of dollars for each person attending a particular program. The programs would have to pay for themselves . Phil Bennett stated this proposal had been presented to the Parks and Recreation Board and they indicated their approval of same. Councilman Rauschenberger stated that in reading the newspaper he had seen an ad for lifeguards by Stetson Pools and yet when the contract for the pools was awarded to Stetson they indicated they would keep the help that the city had hired the previous year. Jim Aydt stated they have other pools under contract and they could be hiring help for these other places . Mr. Aydt stated he would contact Stetson and see what the status is . Councilman Schmidt asked if any other communities were using the services provided by Adventures Unlimited. Mr. Bennett stated they had checked with four park districts who use these services, namely, Aurora, Lyle, Streamwood and rm. Hanover Park. Councilman Hansen asked if there would be any staff labor savings. Mr. Bennett stated the purpose of the proposal would allow his staff to expand the offerings without expanding any manpower. Councilman Hansen stated that he would have a problem with an outside management coming in and competing with local people, such as the YMCA. Mr. Nelson stated that in order to participate in the programs offered by the YMCA you have to be a member. The city would be careful not to overlap these programs. Councilman Hansen stated that he liked the concept but thought it should be handled so it would not compete with the private sector. Councilman Waters stated he would be concerned because this is a profit making firm and he would hope the community would not be priced out of participation in the programs because of the fees. Councilman Castillo stated he had the same concern and the city really needed a place for the children to go. Committee of the Whole Meeting March 14, 1983 Page 3 Mr. Nelson stated the city will still offer other programs, these programs cannot be offered by the city. Councilman Castillo stated that was not the impression he got from reading the memorandum. Mr. Bennett stated the staff does not intend to drop anything. The intent was to expand offerings without expanding personnel . Mayor Verbic stated the city had nothing to lose and we should try this arrangement to see how it worked out. Councilman Rauschenberger made a motion, seconded by Councilman Hansen to have the agreement placed on the next Council Agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed agreement with the RTA for the continued fundin• of e Daratransit program operate. .y P us, ncorporate• . This item is H ( 10) on the regular Council Agenda. Proposed agreement with the Mid-America Chapter of the American Red Cross. Councilman Waters made a motion, seconded by Councilman Schmidt to place this agreement on the next Council agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. Proposed agreement with Kane County for the improvement of Big Timber Road from Route 31 to Randall Road. Mr. Nelson stated this improvement had been discussed previously with the Council and the County is interested in participating. The work would be done in two phases and the city' s share would be 122%. Councilman Waters made a motion, seconded by Councilman Rauschenberger to place this agreement on the next Council agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. Request from the Elgin Junior Women ' s Service Club that the Police Department be authorized to be a co-sponsor with the club for the purpose of receiving funds for the acquisition of infant safety seats. Mr. Nelson stated that this project is being financed by 50% from the Women ' s Club and 50% by IDOT. The infant seats would be available through St. Joseph Hospital for rental to those people who cannot afford to purchase same. The city would not emb. be contributing any funds nor any time involving police personnel . Committee of the Whole Meeting March 14, 1983 Page 4 r Councilman Waters made a motion, seconded by Councilman Schmidt to approve this request and that a letter of appreciation be sent to the Women ' s Club for asking the city ' s participation in this project. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. Review of our 1983 contribution to NIPC . Mike Sarro advised the Council that during the budget review there was considerable discussion as to what the 1983 NIPC contribution should be. Based upon the 1982 payment, the 1983 estimate presented in the proposed budget was $5100, which the Council reduced by one-half. Since the actual request is only $4638, the staff has some question as to the amount the Council wanted contributed. Mayor Verbic stated he thought it was the intent of the Council to contribute $2319, which is one-half of the actual request. The Council concurred with the Mayor and the staff indicated they would place this item on the next Council agenda. Proposal from Motorola, Inc. for radio equipment. The Council reviewed a memorandum from Mike Sarro which provided a description of the equipment requested by each department, current pricing, negotiated amounts and the available funds . The negotiated amounts reflected a 10% across the board discount from Motorola ' s current pricing, which is consistent with previous agreements . This item is on the regular Council agenda for formal action. Proposed removal of existing parking restriction for Sherman Hospital . The staff advised the Council that Sherman Hospital had requested they be allowed emergency parking north of the exit from their parking deck. The Traffic Committee members feel this is a reasonable request. It will not hamper traffic movement and it will alleviate a problem for those who use the emergency room of Sherman Hospital . Elgin Police Officers will not be able to monitor the use of this parking space and Sherman Hospital officials have agreed that their security guards will assume this responsibility. Councilman Rauschenberger made a motion, seconded by Councilman Hansen to place this matter on the next Council agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting March 14, 1983 Page 5 Request that the Elgin chapter of the VIP Council of Illinois "" that the City waive the cost of labor for the 'Council' s two events scheduled for March 23rd and May 3rd. Mr. Nelson stated the two events consist of a card party and an arts and crafts exhibit. In previous years the labor cost has been waived. Councilman Gilliam made a motion, seconded by Councilman Schmidt to waive the cost of labor for these two events . Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. Status Report from the Central Elgin Corporation Jack Shales reported to the Council that Don Wauchope, who is presently involved in computer systems and word processing equipment, has accepted an offer from Joseph Spiess for the purchase of the Penny Building. Mr. Wauchope would use the first floor for the sale of computer and word processing equipment and would rent the second floor out. Mr. Shales stated he is presently concentrating on the Woolworth Building and contacts have been made with Walgreen' s because they are once again placing their stores in downtown areas. flow The Council was also furnished with a written report from Harry Seigle, Secretary of Central Elgin Corporation, which report reflected a distillation of the major efforts and activities of CEC since January, 1982. Unfinished medical building on Airlite Street Councilman Hansen stated that he had received several calls regarding this building and it was pointed out to him that in it ' s present condition it could be regarded as a hazard. Mr. Hansen if anything was being done by the city to eliminate this situation. Counsel Jentsch stated that the developers of the medical building had been tied up in the courts for several years and it was his understanding some settlement had been reached and construction could be completed within the next couple of months. Capital Improvement Program Councilman Hansen requested that this project be placed on the Council agenda after the April election. Committee of the Whole Meeting recessed for the regular meeting of the Council - 8 : 1O p.m. ew Councilman Schmidt made a motion, seconded by Councilman Hansen to recess the Committee of the Whole Meeting and go into the regular Council Meeting. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting March 14, 1983 Page 6 Committee of the Whole Meeting reconvened at 8 :35 p.m. Consolidated Fire Station Mr. Nelson stated the staff was at a point where they needed some direction because he felt the city would soon be bombarded by architects who would be interested in the project. Mr. Nelson asked the Council if they would prefer to stay with a local architect . Councilman Schmidt stated he would like to see at least two from outside Elgin and four from the Elgin area, with experience in the development of a fire station. Councilman Hansen stated he would like to see four and four proposals from firms within Elgin and outside Elgin. Mr. Nelson stated the staff would ask for a proposal and fee structure and Chief Van De Voorde could investigate firms who have designed other stations. Dedication of Riverside Water Treatment Plant C Mr. Nelson advised the Council the dedication will be held on Saturday, April 9th commencing at 9:30 a.m. A tour is scheduled followed by a luncheon. Tom Corcoran is the speaker and a open house will follow. Adjournment Councilman Waters made a motion, seconded by Councilman Schmidt 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 Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 9 :00 p.m. 1,C / Marie Yearman, City Clerk r Committee of the Whole Meeting March 28, 1983 The Committee of the Whole Meeting was called to order on March 28, 1983 at 6 :40 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Castillo, Hansen, Rauschenberger, Schmidt and Waters. Absent : Mayor Verbic. Also present : Nelson, Yearman, Jentsch and members of staff. Summary of the Comprehensive Plan. Renard Jackson, Chairman of the Planning Committee, stated that the Council had been furnished with a Summary of the Comprehensive Plan, minutes of the public information meetings, transcript of the public hearing and other related materials, and he was present tonight to answer any questions the Council may have. Mr. Jackson also pointed out to the Council that they would have until June 14th to either reject the Plan or act upon it. Councilman Rauschenberger asked if the requests from the Sanitary District had been taken into consideration. Roger Dahlstrom stated these have been incorporated into this document. Councilman Hansen asked if it would be fair to say that the Planning Commission, Sanitary District and the Community Development Department were in agreement on the proposed Plan. Roger Dahlstrom stated yes . Councilman Waters asked Mr. Jackson if after all the various sessions this document represented his final determination. Mr. Jackson stated yes . Councilman Gilliam felt a special meeting should be scheduled just to discuss the summary Plan. Mr. Nelson asked if the Council wanted to wait until after the election for such a meeting. Councilman Rauschenberger stated that he had about eight questions to raise concerning the Plan. Councilman Waters stated that since a new Council will be implementing the Plan, they should also be a part of approving said plan, and it would seem more appropriate to wait until after the election. Councilman Hansen stated that at the time the appointments were made to the Council , the Council had agreed that any major issue C1oommlittee of the Whole Meeting 28, 1983 Page 2 would be put off until after the election. Mr. Hansen further stated that he would still be interested in hearing Councilman Rauschenberger ' s questions. Councilman Gilliam made a motion, seconded by Councilman Schmidt to delay the meeting on the Plan until the new Council was seated. Yeas : Councilmen Castillo, Hansen, Schmidt and Waters . Nays : Councilmen Gilliam and Rauschenberger. Recommendation to remove parking meters in front of 310 and 321 Division Street. The Council reviewed a staff recommendation to remove 2 meters at 310 Division and 1 meter at 321 Division Street . These 3 meters serve a minor protective role, so the impact on parking revenues will be negligable. Mr. Nelson stated that the neighbors are in favor of the removal , although one of the disadvantages is other people will park there. Jeff Holmgren, who resides at 304 Division Street, stated that he is unable to park in front of his residence without putting money in the meter, and his neighbor who was unable to be present tonight has the same problem. Mr. Holmgren suggested that these meters be removed also. Mr. Nelson pointed out that this might not solve the problem because someone else may park there. Mr. Holmgren suggested that the meters be removed and a parking permit be issued to the resident, with signage that resident only parking was allowed in this area. Mr. Nelson stated that this arrangement would not be enforceable. Councilman Gilliam made a motion, seconded by Councilman Hansen directing the staff to prepare an ordinance for the removal of 4 meters west of Tennyson Ct. , on the north side of Division, and 1 meter west of Tennyson Ct. , on the south side of Division. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Waters. Nays : None. Proposal to amend the Human Relations Ordinance and final approval of a cooperative agreement with the State Human Rights Department. The Council reviewed the proposed amendments and Walter Blalark, Human Relations Coordinator, stated that he had received a letter from the Department of Housing and Urban Development, which indicated that the present ordinance is not equivalent to the federal laws (Title VIII ) because of the language difference between our ordinance and the Title VIII 1968 fair housing laws. Committee of the Whole Meeting March 28, 1983 Page 3 Councilman Waters made a motion, seconded by Councilman Gilliam authorizing the staff to prepare an amended ordinance and place this and the Cooperative Agreement with the State Human Rights Department on the April 11th Council Agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Waters. Nays : None. Recommendation from the Park Board that the City enter into an agreement with the Elgin Public Museum Inc. for the operation of the Lords Park Museum. Nancy Epping, current manager of the Museum and several members of the Museum Advisory Board, proposed to the Council that The Elgin Public Museum Inc. , would like to enter into a contract with the City of Elgin to take over the general operation of the Elgin Public Museum. Phil Bennett advised the Museum operation and maintenance costs for 1982 were about $ 15, 700 and under this proposal from the Board the city' s obligation would be roughly $ 12, 000, or a savings of $3, 700. More importantly an enthusiastic, well organized group of volunteers could be on their way to total operation and support of a very fine public facility. The Park Board has considered this proposal and recommends it to the Council for its approval . Councilman Hansen stated this looked like a positive step and he liked the volunteer basis. Mr . Nelson asked the Council if they would like to have the agreement brought back to them in final form. Councilman Waters made a motion, seconded by Councilman Hansen authorizing the staff to draft an agreement and bring it back to the Council . Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Waters. Nays : None. Recommendation from the Park Board to replace the season pool passes with a discount coupon system. Mr. Nelson stated this matter had been discussed with the Council previously during the negotiations with Stetson Pools Inc. The Park Board felt that eliminating the season pass and implementing the coupon book system to be the most economical procedure. Mr. Nelson further stated that he had talked with people who did not like the system but in talking with season pass holders from last year they did admit this system would be more equitable. Councilman Hansen stated that in view of the $58, 000 loss from last year this was worth a good try. Councilman Waters stated he had some concern with the proposal because last year the season pass for a family of two was $40.00, • Committee of the Whole Meeting March 28, 1983 r Page 4 with $ 1 .00 additional for each additional family member. This coupon system will have some families paying considerably more than they have in the past and we could be pricing the larger families out. Mr. Waters said he would like the staff to develop some kind of family package. Mr. Nelson and Mr. Bennett pointed out that in the past the city had problems with parents signing up neighborhood children as their families to get more use from the passes . The city institued a photo identification system last year to verify the swimmers, which worked well but was an expensive item. Mr. Nelson stated that he did not think the low income families were the purchasers of the season passes. Councilman Hansen stated that he agreed with Mr. Waters ' concerns but on the other hand the city is providing the swimming and lifeguards for about 62 , which amounts to playing a video game. Councilman Rauschenberger asked how a family package would be monitored. Councilman Waters suggested staying with the photo system. Councilman Rauschenberger stated the staff has said this was expensive and we are trying to reduce the $58, 000 lost last year. Mr. Bennett stated he could not give actual figures on the cost of the photo identification system. Councilman Gilliam made a motion, seconded by Councilman Hansen to approve the Park Board' s recommendation for a coupon system. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger and Schmidt. Nays : Councilman Waters . Councilman Waters made a motion, seconded by Councilman Gilliam directing the staff to prepare a proposal for $60.00 per year for a family pass in addition to the coupon system. Councilman Castillo asked that the staff also bring back the costs for the photo identification system. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Waters. Nays : None. Review of the proposed street improvements on Alfred from a point south of Demmond to Wing Street and on Demmond between Aldine and Wing Park Boulevard. Mr. Nelson reminded the Council that this project was brought to the Council because Wally Rakow, who was a resident in the area, had secured over one-half resident signatures indicating they approved participating in this improvement. Committee of the Whole Meeting March 28, 1983 Page 5 Gary Miller stated that his department had completed the design work for the project which includes curb and gutter, new pavement and storm sewer. The breakdown of costs for these improvements is as follows : Property Owners $ 157,653 Public Benefit 29, 222 Total Cost $ 1b6,875 The average cost of the project is approximately $4,600 per property owner. Mr. Miller stated he would like to be able to schedule a meeting with the property owners to explain the details of the agreement and have them signed. Mr. Nelson stated that even though we have the signed petitions there may be some objectors and should the city be prepared to tell them that if they do not go along on the voluntary basis the project may become a special assessment. Councilman Hansen stated that at least one-half of the residents should be on board, they have to make that judgment. The staff should sell them on the cheaper cost of doing it on a voluntary basis and find out how many are willing to go along with it. Councilman Schmidt made a motion, seconded by Councilman Waters for the staff to proceed to negotiate the agreements for this improvement. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Waters. Nays : None. Review of a water main project along Dixon Avenue from St. Charles to Cookane, north along Cookane to Bluff City Boulevard, and east on Bluff City Boulevard to Ludlow extended. Gary Miller informed the Council the Engineering Division has completed the construction plans for this project. The estimated cost for this project is $211 , 151 .32, and includes the cost of in-house design and construction inspection. Permits for this work are in the approval stage with the Division of Water Resources . The Illinois Environmental Protection Agency permit was just received and we expect all permits within the next 30 days. After the permits are received, we will proceed with the bidding for the creek crossing and pipe. Mr. Nelson stated this was merely a status report to the Council on the project. Committee of the Whole Meeting recessed to go into the regular Council Meeting - b :05 p.m. Committee of the Whole Meeting March 28, 1983 Page 6 Committee of the Whole Meeting reconvened - 8 :56 p.m. North End Bridge The Council was furnished with Progress Report No. 12. Status Report on the City ' s current medical insurance program. The Council was furnished with a report prepared by the Personnel Department reflecting the expenditures and percent changes in medical insurance costs from the current and prior budget years. Mr. Nelson stated the insurance committee would be looking into other cost savings medical programs. Report relative to the staffing of the Lord and Wing Park Pools by Stetson Pools, Inc. This report was prepared by Jim Aydt in response to concerns raised by the Council in response to an ad placed by Stetson Pools for lifeguards . Contact was made with Joan Schaffer regarding the hiring process as it related to last year' s staff and the ad. Mr. Schaffer stated that last year' s staff will be considered not only for the Elgin pools but for the staffing of other pools or services managed by Stetson. The ad had been placed because in addition to the Elgin pools they staff 12 other pools ; provide a substitue guard service and they conduct swim lessons at several other pools. Mrs. Schaffer will provide the city with a report as to the placement of last year' s staff when this has been completed the latter part of April . Resolution of appreciation to members of the Planning Committee Councilman Waters stated that he had asked that this resolution be prepared and placed on the Council Agenda because he felt that this Committee had made a significant contribution of their time and expertise in the development of the Comprehensive Plan. Councilman Waters made a motion, seconded by Councilman Gilliam to send each member listed in the resolution a copy of same. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Waters. Nays : None. Law Enforcement Accreditation Program for the Elgin Police Department Chief Baird informed the Council that Elgin has been slected as one of five test sites in the nation for accreditation of law enforcement eft agencies. The purpose of the testing is to determine what nationally • r Committee of the Whole Meeting March 28, 1983 Page 7 accredited standards will be applied to departments nationwide and the net effect would be to improve efficiency, reduce burglaries and increase apprehensions of suspects. Contract No. 2, Section I River Intake The Council reviewed a cost estimate from Ziegler to furnish two additional differential pressure switches in the screen and wetwell bubbler cabinet at the River Intake. The cost of the work is estimated at $3,800. The two alarms are necessary to monitor ice build-up and/or trash build-up across the rotating bar screens. Councilman Rauschenberger asked why this was not done when the plant was built. Gary Miller stated he believed it was an oversight . Councilman Gilliam made a motion, seconded by Councilman Hansen to approve the above change order. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Waters. Nays : None. 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 Castillo, Gilliam, Hansen, Rauschenberger, Schmidt and Waters. Nays : None. The meeting was adjourned at 9 : 10 p.m. Marie Yearman, City Clerk r Committee of the Whole Meeting April 11 , 1983 The Committee of the Whole Meeting was called to order at 6 :40 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Absent : Councilman Schmidt. Also present : Nelson, Yearman, Jentsch and members of staff. Recommendation from Speer Financial , inc. for approval of a comfort resolution in favor of Universal Chemical and Coatings, Inc. , for the issuance of industrial revenue bonds. The Council reviewed a recommendation from Speer Consultants dated April 4, 1983, which could make the financing acceptable if a letter of credit was provided from a reputable financial institution which would provide a guarantee of timely payment of principal and interest on the bonds . Universal has made arrangements for such a letter of credit from the First Wisconsin National Bank of Milwaukee. As of June 30, 1982, the First Wisconsin reported total assets of $3.5 Billion and combined capital , surplus, and undivided profits of $ 182 Million. eft Allan Carroll of Carroll Financial Group, representing Universal Chemical , stated that this project may go as high as $4 Million and no bonds would be sold until the letter of credit is issued. Counsel Jentsch stated that the resolution authorizing the Memorandum of Agreement is on tonight ' s Council Agenda and said resolution provides for not exceeding $4 Million in revenue bonds and the Agreement is subject to receipt of the letter of credit. Mayor Verbic asked if the bank will guarantee the bonds that will be issued. Council Jentsch stated this was correct and he had no problem with the foregoing terms . The Council agreed to act upon the resolution at the Council meeting. Recommendation from the Parks Board to offer season swimming pool passes. The Council reviewed a recommendation from the Park' s Board that we sell family only Photo I .D. Season Passes at $75 .00, that they be sold on 2 Saturdays only, the dates and times to be established by the staff. Committee of the Whole Meeting April 11 , 1983 Page 2 Marilyn Burge of 871 Highland stated that coupons will encourage people who are only occasional users of the pools to come more often, but for those who use the pool a lot, larger families, or single parent families using coupons would mean not being able to go nearly as often. Mrs. Burge suggested the following fee schedule: Families $50.00 Children 25.00 Adult 35 .00 Councilman Waters stated that he had no problem with a $60.00 family pass, but the staff should publicize the fact that these passes would only be sold on 2 Saturdays from 9:00 A.M. until 4 :00 P.M. Mayor Verbic asked if the staff had any figures yet on the photo I .D. cost. Phil Bennett stated it averaged about 94 per card and most of this is the cost of labor. Councilman Gilliam stated that he could live with the $60.00 pass. Councilman Hansen stated he also could live with $60.00 but he wondered what the Park' s Board rational was in recommending $75 .00. Phil Bennett stated they wanted to reduce the costs and encourage the coupon use. Mrs. Gross stated the city is asking for a 50% increase and since this is a program for children it should be subsidized. Councilman Castillo made a motion, seconded by Councilman Hansen to offer the family pass for $60.00. Said passes to be sold on two Saturdays only and a notice reflecting same be placed in the newspapers . An Ordinance providing for these changes is to be prepared for the next Council Agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Mr. Nelson stated the staff would also send out notices to last summer' s season pass holders . Recommendation to accept the proposal for Phase 1 Engineering for South McLean Boulevard from Larkin Avenue to Bowes Road. Seventy-five percent of the project cost ($25,858.83) will be from FAU funds through the Kane Urban Council of Mayors . The twenty- five percent share by the City ($8,619.61 ) will come from the resurfacing program. Committee of the Whole Meeting April 11 , 1983 Page 3 A request for proposals was sent to four engineering firms and the staff is recommending the firm of Hampton, Lenzini & Renwick to complete the work at a cost of $34,478 .44. Councilman Hansen noted that each firm that was contacted had asked the city to furnish different information and he wondered if this made any difference in the cost . Mr. Nelson stated that the city has aerial photographs, traffic counts and field surveys available so there would be no additional work in this area. Councilman Waters made a motion, seconded by Councilman Hansen to direct the staff to place this proposal on the next Council Agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Recommendation to accept the proposal for Phase 1 Engineering for North McLean Boulevard from Royal Boulevard to the Chicago and Northwestern railroad tracks . Seventy-five percent of this project cost ($4, 125) will be from FAU funds through the Kane Urban Council of Mayors . The twenty- five percent share by the city ($ 1 , 375) will come from the resurfacing program. The staff advise that again proposals were sent to four engineering firms and the staff recommends the firm of Hampton, Lenzini & Renwick to complete the work at a cost of $5 , 500.00 Councilman Waters made a motion, seconded by Councilman Gilliam to direct the staff to place this proposal on the next Council Agenda. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Status report on the proposed bus station facility on the west side of the Fox River between Highland Avenue and Chicago Street . Mr. Nelson stated this report was just a matter of information and although all along our people have been told there would be no problem with funding, now that the project is ready to bid, the RTA has advised there is a shortfall in approved funding for the facility . The RTA further advised that additional funds have been programmed in Fiscal Year 1983 and a grant application will be submitted within the next few weeks to the federal and state governments for additional funding. Although they are proceeding to go out for bids, awarding of a contract will have to wait until full funding is approved. Mr. Nelson stated they may ask the city to go to the Kane County Council to seek some of the gas tax money to meet the construction cost of this facility. • Committee of the Whole Meeting April 11 , 1983 Page 4 Change Order No. 1 to the contract with Ryan Inc. for the lime residue lagoon project. The staff advised the Council the proposed change order contains two items with a total decrease of $3,080.00 in the contract amount, and it will decrease the total amount of Contract No. 3 from $861 ,000 to $857, 920. The change order also includes a time extension to the project . The Council requested that this item be placed on the next Council Agenda. Award of approximately $ 165, 000 from the Department of Conservation for the artial develo ment of the softball facility at the Elgin Menta Hea t Center site. The staff advised the Council that as a result of the jobs bill the Conservation Department notified the city we had been awarded $ 165,000 based on an amendment to the city ' s initial application for funds to develop the State Hospital ball fields. Mr. Nelson stated the city had also been told they might be considered for another grant in July if we could scale the grant application down. Receipt of these funds is based on our ability to match the grant and complete the work by October, 1984. Mr. Nelson suggested that in order to match the funds the city could use the $ 105, 000 in federal revenue funds put aside to convert the city fleet to natural gas and by the next meeting the staff could advise the Council where the balance might come from. Mayor Verbic stated he thought this might be a good start to obtaining the ball fields about which the city had so many complaints, and he would concur with using the $ 105,000 for this project because of the way the natural gas prices are rising. Councilman Waters stated he was not ready at this point to give up on changing the fleet to natural gas . Councilman Hansen stated he shared Councilman Water' s reluctance to give up on the fleet conversion and felt it only reinforces that all capital projects be prioritized before making fifty cercent commitments if we happen to get two grants. Mr. Nelson stated we could take this one and stop. If we don' t act on this one they may give it to someone else. Councilman Gilliam stated we should go ahead with it because we have made a commitment to the Elgin Health Center and we should take advantage of any costs that could be defrayed. Councilman Hansen stated he would be opposed to this because he has always been opposed to a 400 acre park at an estimated cost of $3 Million and in addition the maintenance and operating costs . The Council has never looked at this as a total impact on capital resources . Committee of the Whole Meeting April 11 , 1983 Page 5 Councilman Waters stated he felt there was a great need for these facilities in the community, we should accept this grant, apply for the second grant in July, and the staff should invite the officers of the baseball leagues to help with the planning and possible additional revenue. Councilman Waters felt it was premature to think about the total impact cost of the entire project at this time. Councilman Hansen asked if the staff was aware of any additional funding. Phil Bennett stated the league members have said they would be willing to help construct the diamonds, providing cash, labor, which can all be counted as in-kind contributions. Councilman Gilliam made a motion, seconded by Councilman Castillo to accept the proposed grant. Yeas : Councilmen Castillo, Gilliam, Rauschenberger, Waters and Mayor Verbic. Nays : Councilman Hansen. Status report on the Wing Street project from Route 31 to Weston. Gary Miller informed the Council that when the city was informed by the Kane Urban Council of Mayors that money would be available for miscellaneous street improvements initial field work was done on Wing Street as a simple resurfacing job with an estimated cost of $400,000. The City has now been advised that in order to qualify for federal money the following would have to be addressed: Three intersections along Wing Street (McLean Boulevard, Garden Crescent Drive and State Street require a capacity analysis, which is usually performed by a traffic engineering consultant . A survey is necessary to determine if the existing street lighting meets current Federal standards. The C. & N.W. Railroad grade crossing, just west of State Street will have to be improved with a rubberized material . Also the warning signals for the tracks should be upgraded. The staff is unable to proceed with the project in-house due to the additional work as outlined above. The options include the services of a consultant, or simply drop the project. The staff recommends that a request for proposal be prepared such that engineering proposals could be reviewed and then the city could decide to proceed with Phase 1 Engineering Studies (with 75% Federal participation) or drop the project. Councilman Waters made a motion, seconded by Councilman Castillo to authorize staff to request proposals for engineering . Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting April 11 , 1983 Page 6 Mr. Nelson distributed the following for the Council ' s information: 1 . Annual natural gas usage report for 1982 for the City Hall and Hemmens Building. 2. City' s Youth Soccer Brochure for the Spring Program. 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 personnel , Boards and Commissions, Litigation and Acquisition of Property. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 7 :55 p.m. Marie Yearma , City Clerk Committee of the Whole Meeting April 25, 1983 The Committee of the Whole Meeting was called to order at 6: 35 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Absent : None. Also present: Nelson, Yearman, Jentsch, and members of staff. Change Order No. 1 to the contract with Irving Construction Company. The Council reviewed the proposed Change Order and Mr. Nelson stated that Chuck Cassell was present to answer any questions the Council may have. Included in the proposed Change Order, revision of the ceiling treatment in Classrooms 2, 3,4 & 5, from exposed ductwork and pendant lighting to a new lay- in ceiling system with recessed lighting. This change also includes a change in the type of insulation specified. The construction contract requires that the General Contractor provide a temporary meter and pay for the electrical power used during the construction. Due to the unanticipated, high cost of the temporary metering, it is recommended that this requirement be eliminated, and that the General Contractor pay ECC $500.00 for the power used during construction. The electrical engineer has suggested that the fluorscent fixtures in Classroom #1 and Single Skills Labs #1 and 2 be changed from the standard 4 lamp to 2 lamp fixtures . The contract sum will be increased by this Change Order $4, 512.00 and the new contract sum including this Change Order will be $727, 362.00. This Council took no action because this item appears on the regular Council Agenda for approval . Proposals for work to be completed at FCC ' s Fountain Square Campus. The Council reviewed the following proposals for work in addition to the construction contract : Ricter Awning Company - $5, 226.00 This work was originally part of the Phase 1 construction contract but was deleted by change order so that the installation of the awnings could be deferred until completion of the Phase 11 window replacement . Committee of the Whole Meeting April 25, 1983 Page 2 Automatic Fire Systems, Inc. - $ 11 ,444.00 This proposal includes the sprinkler work necessary to complete the system for the second floor of the north wing which was installed as a part of Phase 1 . This work was not included in the Phase 11 bidding to avoid having two sprinkler contractors work on the same system which would negate the guarantee. Councilman Schmidt pointed out that it would make good sense not to have to awnings installed until after the streetscape work was completed because of the amount of dirt and dust that would be created. Mr. Cassell stated this was a good point and he would talk with the contractor regarding this matter. The Council approved the foregoing proposals . Well motor repairs and replacements . The Council reviewed a recommendation from Ron Zegers to proceed with the following well repair expenditures : Well 5A $29, 123 Well 3A 9,493 Well #6 including rebuilt motor 37, 141 Spare Motor and Pump 19, 296 $95, 053 Councilman Hansen asked if there would be a maintenance problem with the wells out of service. Mr. Zegers stated that by using river water the production from the wells will be reduced, and there should not be any problems . Councilman Rauschenberger made a motion, seconded by Councilman Hansen to approve Mr. Zeger ' s recommendation. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. An Ordinace creating a Park and Reclamation Commission. Mayor Verbic stated that this ordinance spells out what is needed to get this project going. The Commission will advise, assist and recommend policy guidelines to the Council for the reclamation and development of this park land. The appointments to this Commission can be discussed later in Executive Session. Councilman Waters asked if it was the Mayor ' s intent to act as m. Chairman of the Commission. Mayor Verbic indicated this was his intent because he thought this would establish better communications, which is very important to other Council members . Committee of the Whole Meeting April 25, 1983 Page 3 Councilman Hansen stated that his position on the park re- development had not changed because he felt that the city had embarked upon this program without any financial plan and now they were ready to go into a financial feasibility plan, without knowing what the city ' s contribution would have to be. Mayor Verbic stated the city must act quickly in order to qualify for the grant programs . Councilman Hansen stated he thought the idea of the commission was fine but a hurried plan is not always the best plan and there is no free lunch. Mayor Verbic stated that he agreed with Councilman Hansen but he felt the grants were necessary as a stimulus to the project. Councilman Schmidt stated he hoped this project would not get bogged down like the Old Main did. Councilman Waters stated that he was encouraged to see these people who have come forward and he was looking forward to working with the commission and the development of this park. The Council agreed to act formally on this ordinance at the regular Council meeting The Housing and Community Development Block Grant Hearing Committee ' s recommendations for 1983. Councilman Gilliam stated that he thought this discussion should be brought before the new Council . Mr. Nelson stated the Council would not have to make a decision tonight, but a decision would have to be made on May 9th and the new Council might want to consider a special meeting. Mayor Verbic stated that this matter will require a lot of questions and discussion and the Council might want to set up a special meeting for this purpose. Councilman Gilliam made a motion, seconded by Councilman Rauschenberger to postpone discussion on this matter until May 9th, when the new Council would be seated. Yeas : Councilman Gilliam and Mayor Verbic. Nays : Councilmen Castillo, Hansen, Rauschenberger, Schmidt and Waters . Councilman Castillo stated that he had a question to ask of the Chairman of the HCD Block Grant Hearing Committee. Mr. Castillo stated that the notice for the first public hearing stated it was at this time proposals from individuals and groups would be heard and the Committee closed this hearing by stating that no further proposals could be submitted after the April 4th hearing. Mr. Castillo stated it was his understanding that a proposal was submitted and accepted after the April 4th hearing. Committee of the Whole Meeting April 25, 1983 Page 4 "'' Margaret Krueger, Chairman of the HCD Hearing Committee stated that she would defer that question to Roger Dahlstrom. Roger Dahlstrom stated that he had contacted each of the Committee members by telephone and had asked them if they would be willing to accept the late proposal from the Elgin Housing Authority providing for emergency housing sites . Mr. Dahlstrom stated that each member indicated they would be willing to do this . Councilman Castillo stated there were other groups who wanted to come in but could not because they were unable to prepare their proposals by the deadline set by the Hearing Committee. Committee member Ed Schock told the council the late proposal was accepted because of its apparent need and because the deadline was not legally binding but had merely been set by the committee. Councilman Rauschenberger stated that either you have rules or you don ' t have them. Attorney Jerry Braska stated that he was told the proposal could be submitted because it was for emergency housing . Joan Abram, of the Elgin Housing Authority, stated the request r for funding came from a need for emergency housing in Elgin. At the present time there are no facilities for this type of housing and many times people have to be referred to Aurora. Mayor Verbic stated that this type of funding would be a deviation from prior years , when these funds have been used for capital expenditures . The Mayor stated that in July the Job Plan Program would be implemented and the Elgin Housing Authority should be in a position to ask for a grant. Ms . Abram stated that the Job Plan Program would not help because this provides for an expansion program of existing facilities and not the establishment of a facility. Councilman Castillo stated that the Council in the future should review all the city commissions to make sure they are responsive to the Elgin people because it looks like the community development block grant program is turning out to be an arm of the United Way. Each year more come in to be considered, taking money from the Neighborhood Housing Services to give to agencies who have other avenues of revenue. Low income families can ' t get money for housing rehabilitation any other way. Mayor Verbic thought perhaps the Council should set a special meeting for discussion of this matter. '' Councilman Hansen made a motion, seconded by Councilman Schmidt for the Council to hold a special meeting on May 4, 1983, at 7: 00 p.m. , to discuss the foregoing matter. Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting April 25, 1983 Page 5 Proposed agreement with Charles H. Schrader & Associates for grant writing services . Councilman Hansen stated that he was still opposed to sending tax dollars to Springfield and Washington and then hiring somebody to get it back. Councilman Waters made a motion, seconded by Councilman Schmidt to have staff prepare a resolution authorizing the agreement with Schrader & Associates . Yeas : Councilmen Castillo, Gilliam, Schmidt, Waters and Mayor Verbic. Nays : Councilman Hansen. Abstained: Councilman Rauschenberger. Committee of the Whole Meeting recessed to go into Executive Session. 7: 58 p.m. Councilman Castillo made a motion, seconded by Councilman Rauschenberger to recess the Committee of the Whole Meeting and go into Executive Session to discuss acquisition of property, litigation and appointments to boards and commissions . Yeas : Councilmen Castillo, Gilliam, Hansen, Rauschenberger, Schmidt, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting reconvened - 9: 12 p.m. Police Awards Presentation Chief Baird asked the Council ' s permission to make award presentations to men in his department at the May 9th Council Meeting and the Council indicated their approval of same. Letter from Ted Clark, the City ' s Labor Relations Attorney, regarding various collective bargaining bills currently being discussed in Springfield. The Council reviewed a memorandum prepared by Mr. Clark which set forth the provisions of three bills which have been introduced during the current session of the General Assembly, and deal with public sector collective bargaining. Senate Bill 536 - a comprehensive bill sponsored by Senators Collins, Dawson, Smith, and Rock that would cover the entire Illinois public sector. House Bill 1530 - a bill sponsored by Representatives McPike, McCauley, Stuffle, Greiman and Bullock that would cover the entire educational sector. House Bill 767 - a bill sponsored by, among other, Representatives Marovitz and Stuffle that would cover "peace officers" employed by all units of state and local government. Committee of the Whole Meeting April 25, 1983 Page 6 elm Mr . Clark stated that two of the three bills discussed in the memorandum would have a direct impact on the City of Elgin. Bill 536 is a comprehensive act which would cover all public employers in the State of Illinois, including the City of Elgin. Bill 767 would cover the police department and provide for compulsory arbitration, among other things . Councilman Hansen stated that the city' s concerns over these proposed bills should be made known to our legislators . Councilman Waters stated that the Illinois Municipal League may have additional information and it might be well to know what their position might be. Mr. Nelson stated that the League has constantly opposed collective bargaining, but up to now they have not been able to offer any substitution. Councilman Hansen made a motion, seconded by Councilman Waters that a letter be prepared by the Mayor, stating the city ' s opposition to the proposed bills, and that the same be sent to the State Legislators and the Sponsor of the bills . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Adjournment Councilman Waters made a motion, seconded by Councilman Hansen to adjourn the meeting. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 9: 25 p.m. (.(f-k-AJLATt-ef.-A/L--- Marie Yearman City Clerk r Committee of the Whole Meeting May 9, 1983 The Committee of the Whole Meeting was called to order at 6 : 35 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Also present : Nelson, Yearman, Blondin and members of staff. Request for Water Show on the Fox River on June 26, 1983, between the hours of 1 : 00 p.m. and 3: 00 p.m. The Council reviewed a request from Galen Knaak, Commodore of the Elgin Marine Club, for permission to hold a water show on the Fox River at the Club site on the above specified date and time. Mr. Knaak ' s letter stated that insurance would be provided, security police and a clean-up crew. The Council approved this request. Recommendation from the Parks Board to accept a proposal submitted by Leisure Concepts and Design to prepare a site plan and plans and specifications tor fhe construction of the proposed softball complex. Mr. Nelson supplied the Council with copies of a resolution and contract with Leisure Concepts and Design,and stated that if the same met with Council ' s approval , this item could be added to the Council Agenda this evening. The Parks and Recreation Board recommended that Leisure Concepts be employed to do the necessary design work for the ball fields, and stated their fee structure of $64, 720 was competitive and its references were the best of those firms making proposals. Mayor Verbic stated that it would have helped the Council if the contract could have been given to them when the agenda was sent out and he asked that in the future the Council be given all the details prior to the Council meeting. Councilman Schmidt asked who was going to design the ingress and egress . Mr. Nelson stated that the roadways would be the last thing to construct because you would not want people in there until the diamonds were completed. Councilman Hansen noted that the cost of the baseball complex was now down to 12 million and he still wanted to know where Committee of the Whole Meeting May 9, 1983 Page 2 the money was going to come from. Mayor Verbic stated that we know we now have $330,000 because of this grant and hopefully in July there will be an additional $ 180,000 in grant money. A committee has also been established to seek financial aid and volunteer work in meeting construction obligations . Councilman Hansen stated the city is still matching these grants in the amounts of $ 165,000 and $ 185,000. Mayor Verbic stated that he knew the city will be short but he hoped the grants and pledges will eliminate any tax money for the project. The Mayor also pointed out that the ball players come from all the trades and they are more than willing to donate their time and equipment. Councilwoman Shales asked if their time and equipment could be used as a contribution in kind. Mr. Nelson stated this could be done but it all must be documented. Councilman Hansen pointed out that the city spent $60, 000 for the master plan, which included baseball diamonds and he wondered why this was being duplicated. Phil Bennett stated the city has a rough site plan but we need something more detailed. Mayor Verbic asked if there was anybody locally who could do this design work. Mr. Bennett stated not that he was aware of. Councilman Schmidt asked if non-union people would be able to work from this plan. Mr. Nelson stated this will have to be considered when the work is bidded out. A majority of the Council asked that this item be added to the regular Council agenda. Report relative to a request for sanitary sewers along_ Lyle Avenue and Second Street in the McIntosh subdivision. Fred Carlson provided the Council with a status report of residential sewage disposal systems along South Lyle and Second Street . Said report reflected that except for two new homes, all of the residences along South Lyle and Second Street are 30 to 35 years old or older. Most homes were equipped with a well in the front yard and a septic tank with seepage pit in the rear yard. Seven homes have currently failing septic systems and eleven homes were classified as having setic systems with potential problems based on frequent tank pumping due to slow fixture Committee of the Whole Meeting May 9, 1983 Page 3 draining or present or past periodic flooding of lots . Mr. Harold Holtz of 181 Second Street submitted a list of residents who are interested in having sanitary sewers . Some of these property owners are within the City but are not in the Sanitary District . Mel Dahl stated that out of 57 homes 32 have agreed to participate in having sanitary sewers installed. Mr. Dahl stated this would involve a special assessment project and at this point he did not have any cost estimates . Mayor Verbic stated that over the years he had received numerous complaints about the flooding in the area and the unhealthy situation that exists with the septic systems . The Mayor felt this project should be pursued. The Mayor also pointed out the increase in property values that would be accomplished by this undertaking . Councilman Hansen asked if there were any figures available as to the cost of the preliminary engineering and if this project had a higher priority than Area 2. Mr. Dahl stated that the preliminary engineering could be done in house. Mr . Nelson stated that he would meet with the Sanitary District to establish some costs and to see if they would be willing that the resident not be charged until they actually hooked onto the line. Councilman Hansen made a motion, seconded by Councilwoman Shales for staff to proceed with this project. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Proposed storm sewer along Maple Street from Larkin Avenue south to the proposed Otter Creek Detention Area. The staff advised the Council that IDOT is in the process of preparing plans for widening Larkin Avenue between McLean Boulevard and the Route 20 By-Pass . Construction is scheduled to commence during the latter part of 1984. The staff requested authorization from the Council to pursue a joint City/ IDOT drainage modification whereby a storm sewer will be installed along Maple Street, from Larkin Avenue south to the Otter Detention Area that is presently being designed in house. Mr. Nelson stated that this is something that will have to be done anyhow but we could try to get some help from the State. Councilman Waters made a motion, seconded by Councilman Schmidt giving the staff authorization to negotiate this project with IDOT. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting May 9, 1983 Page 4 Recommendation to retain the firm of Hampton, Lenzini & Renwick to complete Phase 1 engineering for the improvement of Wing Street from Route 31 west to Weston Avenue. The firm of Hampton, Lenzini & Renwick have submitted a proposal in the amount of $9, 600 to complete Phase 1 engineering for this project. The City participation amounts to 25% or $2,400. Federal participation of 75% amounts to $7, 200, and the staff is recom- mending this firm be given the contract, subject to the receipt of Federal funds . Councilman Hansen made a motion, seconded by Councilman Waters to approve the staff ' s recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Recommendation to retain the firm of Hampton, Lenzini & Renwick to complete Phase 1 engineering for the improvement of Big Timber Road from Route 31 to Randall Road. The engineering and constructions costs for this project will be split 75% FAU, 12.5% County and 12.5% City, and the County concurs with the selection of Hampton, Lenzini & Renwick to perform the engineering services because of their experience. Councilman Waters made a motion, seconded by Councilman Gilliam to approve the staff ' s recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Status report relative to the proposed street improvements to Alfred and Demmond. Mr. Nelson stated that out of 31 property owners which would be included in the project only 10 have signed agreements with the city for the project to proceed. Mr. Nelson said it would be necessary for the Council to decide if they would want to go ahead with the project on a special assessment basis, or they could wait for May 28th, which is the deadline for returning the signed agreements . Councilman Schmidt suggested that we wait until May 28th because some of the people could be out of town. Mayor Verbic asked how much higher would the project be if it was to go special assessment. Dave Jepson stated it would be almost $60, 000 more. Councilman Hansen stated he felt uncomfortable threatening this amount of majority and the city should wait until May 28th before making any decision. Committee of the Whole Meeting May 9, 1983 Page 5 Councilman Hansen asked what the cost per homeowner would be under the agreement arrangement. Ralph Ridley stated it would be $4200.00 per homeowner and this amount could be spread over a ten year period. Mr. Nelson stated he would bring this matter back to the Council at the first meeting in June. Request from H. W. Lochner, Inc. to select either the City ' s Preferred Alternate or the Bypass Design Variant for the North End Bridge project. Mr. Nelson stated the question is not whether or not the bridge is going to be built, but the consultant needs to have an answer on the route in order to finsh the environmental impact statement. Bernie Guentner of H.W. Lochner stated there is a 22million dollar difference between the City' s Preferred Alternate and the Design Variant. Mayor Verbic stated in order to have a better aesthetic approach the Preferred Alternate, which provided for the elimination of the railroad tracks and Elgin Salvage. The Mayor stated that he had talked with Mr. Roth and Mr. Roth stated that thus far no one had contacted him regarding any move. The Mayor felt that someone should talk to the various individuals who might be involved to find out what their needs might be. Councilman Hansen stated that he remembered be told by the consultant that since the Federal government would be putting up the largest sum of money, they might want to have their say as to what route should be taken. Mr. Guentner stated this was true and it might be that the city would have pick up the additional expense if they chose the more expensive route. Councilman Hansen stated if this meant that the city would have to pay the 375, 000 additional for the more expensive route without any help from the county, it would effect his vote on the project. Councilmen Hansen and Shales indicated a concern for other businesses in the area that might have to move and Councilman Hansen asked if this matter could be placed on the next agenda in order that the consultant could work out cost estimates on the route variance. Councilman Hansen made a motion, seconded by Councilman Andersen to table this matter for two weeks . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting May 9, 1983 Page 6 Request from H. W. Lochner, Inc. for additional compensation to comelete all work on Phase 1 engineering for the North End Bridge project. The Council reviewed the request for additional compensation from Bernard Guentner. The original engineering agreement for $ 165, 520 would be increased to a total of $ 183, 836. The city would pay 15% or $2, 747.40, Kane County would pay $2, 747.40, while the Federal share would be $ 12,821 .20. Councilman Gilliam made a motion, seconded by Councilman Hansen to approve the request for additional compensation. Yeas: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Request from the Kane County Forest Preserve Commission that the City waive its right in favor of the Commission to acquire that portion of the Chicago and Northwestern Transportation Company ' s right-of-way being considered for abandonment. Mayor Verbic stated this would be a good opportunity for a bike path which will go all the way into McHenry County, with no cost to the City of Elgin. Mr. Nelson stated he and the Mayor had met with Phil Elfstrom regarding this matter and there were several items that needed to be checked into. To make sure we have the rights for watermains, also the Slade Avenue buildings might be in the right-of-way and we would not want to land lock ourselves . Councilman Waters made a motion, seconded by Councilman Schmidt to have this item placed on the next Council Agenda providing the above mentioned restrictions have been resolved. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting recessed to go into the regular Council Meeting. 8: 00 p.m. Councilman Gilliam made a motion, seconded by Councilwoman Shales to recess the Committee of the Whole Meeting and to commence the regular Council Meeting. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays: None. The Committee of the Whole Meeting reconvened at 10:42 p.m. Recommendation to retain the firm of Professional Service Industries to perform material testing services for the Spring DuPage and Fulton Street Streetscaping project. Councilman Gilliam made a motion, seconded by Councilman Waters to accept the proposal from Professional Service Industries for $2, 398 .91 . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays: None. Committee of the Whole Meeting May 9, 1983 Page 7 Recommendation to use "trench backfill " where necessary for the Big Timber Commuter Parking Lot project at an estimated cost of $5,400. Councilman Hansen made a motion, seconded by Councilman Schmidt to approve the staff ' s recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Proposed agreement with the Illinois Deeartment of Transportation for the maintenance of state highways within the City. Councilman Waters made a motion, seconded by Councilwoman Shales to approve the proposed agreement. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Recommendation to renew the farm lease on the EMHC property with Collins Brothers . This item appeared on the regular Council Agenda and was approved. Audit Mr. Nelson passed out the annual audit report and advised the Council the auditors would be here on May 23rd to address their report and findings . Home Builders Association of Greater Chicago Mr. Nelson advised the Council this Association has completed their report on the City Code (building regulations) and they would submit same to the Council on May 23rd. Comprehensive Plan The Council scheduled a meeting on May 16th at 5: 00 p.m. , to review the comprehensive plan and tentatively set June 13th for passage of the Plan. Capital Improvement Program The Council scheduled a meeting on June 6th to review the capital improvement program. Said meeting is to commence at 5: 00 p.m. Collective Bargaining Bills before the State Legislature Mayor Verbic was requested to send letters to all local representatives opposing the various collective bargaining bills. r Committee of the Whole Meeting May 9, 1983 Page 8 Adjournment Councilman Gilliam made a motion, seconded by Councilman Andersen to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss acquisition of property, appointments to boards and commissions, litigation and personnel . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : The meeting was adjourned at 11 : 10 p.m. Marie Yearm71 , City C er r Committee of the Whole Meeting May 16, 1983 The Committee of the Whole Meeting was called to order at 5: 15 p.m. , in the E . O.C . Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Absent : None. Also present : Nelson, Yearman and members of staff. Proposed Comprehensive Plan Roger Dahlstrom stated that he would try to keep the discussion brief and that he and Doug Dotson would try to answer any questions that the Council may have. Mr. Dahlstrom pointed out that the Plan is an analysis of where we are, how we want to go and how we are going to get there. The idea in a sense, is to set up a framework for the Council ' s decision making. If there are going to be revisions to the code, if we are going to implement programs, it ' s very beneficial for the Planners to know what kind of an approach to take. telk The Plan provides to strive for a sound tax base and a strong diversified local economy; to improve existing housing and provide and adequate supply of varied housing types, as well as providing a suitable living environment for all Elgin residents ; to preserve and enhance the natural aesthetic qualities of the community and develop a more favorable community image and identity; to develop an efficient street and transportation system for movement of people and goods within, as well as to and from the community ; to provide a healthful community environment and a full range of municipal of public amenities and services that will meet the needs and requirements of both present and future residents of Elgin; and to develop a pattern land use which is based on appropriate relationships among land uses, as well as on environmental factors and criteria of community-wide efficiency, compatibility, harmony, function and scale. Mr. Dotson walked the Council through the following exhibits : The Community Planning Process Household Trends Elgin ' s Growth in retail sales - 1970 through 1981 Residential construction in Elgin - 1970 through 1981 Housing affordability in Elgin - 1970 through 1980 Park and Open Space System Elgin Water System Plan - 2000 Sewerage System Plan - 2000 Percentage increase for Transportation-Related Variables Committee of the Whole Meeting May 16, 1983 Page 2 Thoroughfare System Plan Mass Transit and Freight System Plan Bicycle and Pedestrian System Plan The Urban Village The Neighborhood Neighborhood Center Urban Neighborhood Boundaries and Treatment Areas Planning Subareas Generalized Land Use Plan Land Management Plan Mr. Dotson stated that we need to have an efficient long term capital improvement program. A plan to attract new businesses and retain present businesses . Preservation of the character of housing stock in the old neighborhoods . Establish a city-wide energy conservation program. Preserve the riverfont as a recreation source and improve entryways to the City. Councilwoman Shales stated that under the Transportation System Issues there were some inconsistent views on the need for the North End Bridge. Mr. Dahlstrom stated that the Plan neither recommends or disapproves the bridge, but the Plan would recommend that if the City is going to spend the money for a bridge, then it should maximize the benefits by looking more closely at design and location before proceeding . Councilman Waters asked if once the Council votes on the Plan is this the official Comprehensive Plan. Mr. Dahlstrom stated this was true, but the Plan was not cast in stone and he did not think this Council or any other Council has the ability to commit the City to anything twenty years down the line. There is an implied level of commitment otherwise there' s no point in going through this process . Councilman Hansen stated the Plan is a wish list and it ' s going to be the job of the legislative body to implement the parts they feel the citizens want and to try and commit to everything in this document is an impossibility. Councilman Schmidt asked if anyone had responded to the letter received from South Elgin regarding the proposed Plan. Mr. Nelson stated that the Mayor has the letter on his desk for his signature. (Mr. Nelson passed out copies of said response) Councilman Waters stated he thought the letter should also contain the fact that this particular part of the Plan was Committee of the Whole Meeting May 16, 1983 Page 3 already adopted over a year and a half ago. (ow Mayor Verbic agreed that this should be explained to them. Councilman Gilliam stated that most of the information being presented tonight had already been furnished through numerous other meetings and he was ready to move that the Council accept the Plan. Mayor Verbic stated there were new people on the Council and they should have the opportunity to ask questions . Councilman Waters questioned the policies set forth on Page 46 of the Plan relating to the maximum employment opportunities, such as the establishment of municipal job training and summer employment programs and cooperating with public and private institutions and firms in assessing job training need and in developing vacational training programs . Councilman Waters pointed out that these needs have already been established and are being provided by an educational institution. Mr. Dahlstrom stated that some of the things within the Plan are subject to the availability of money and nothing in the Plan is cast in bronze. Councilman Waters indicated he hoped that once the Plan is (ow. adopted it would not be disgarded and that it would be kept up to date. Councilwoman Shales asked if the Plan provides the type of guidance that is needed. Mayor Verbic stated that this is a guide to go by but he would hope the Council would not let the developers think that every- thing is cast in stone because it must be flexible. Councilman Hansen objected to a policy statement on Page 56, which reads as follows : "A city-wide systematic housing inspection program should be conducted in Elgin" . This could be viewed as an invasion of property rights and we should take a neighborhood at a time as it is needed. Councilman Waters said it is the Council ' s responsibility to address neighborhood concerns . Councilman Hansen made a motion, seconded by Councilwoman Shales to remove the words "City-Wide" . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Mr. Nelson stated that he could put the Comprehensive Plan on the Committee of the Whole Agenda scheduled for May 23rd and if the Council had any other changes or questions they could be brought up at that time. . • Committee of the Whole Meeting May 16, 1983 Page 4 r Mr. Nelson also pointed out that the Plan would have to be adopted at the June 13th Council Meeting. The Council agreed to discuss the Plan further on May 23rd. Councilman Gilliam made a motion, seconded by Councilman Schmidt to adjourn the meeting. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 7: 15 p.m. , I. Mane Yearman, City Clerk r r elk Special Meeting of the Elgin City Council June 2, 1983 The Elgin City Council met on June 2, 1983, at the David C . Cook Publishing Company. Members present: Councilmen Andersen, Gilliam, Hansen, Shales , Waters and Mayor Verbic. Absent: Councilman Schmidt . Representatives of the David C. Cook Publishing Company present: David C. Cook, Lee Vance, Donald Kruse, Joseph Bayley, Lee Lueck, Larry Awie and Dave Mehlin. Purpose of Meeting : ( I ) Introduction and explanation of David C . Cook Company. (2) Explanation of concerns regarding the North End Bridge project. (a) Truck traffic - already heavy and will increase with loss of railroad use. Cost of paper would increase when delivery is made by truck. r (b) Parking for employees - would eliminate 80 to 137 spaces, need to keep employees from parking in street, need for convenient and safe parking space. Loss of cafeteria. (c) Financial impact - loss of parking spaces, cost to replace $ 163,000. Moving cafeteria is $35, 000 and will lose more parking space if cafeteria is moved onto existing parking lot. Cost of erecting a parking garage $200, 000, plus cost of land. (3) Question and answer period with representatives and employees of the D.C . Cook Company regarding their concerns about the bridge, it ' s location, impact on Cooks and the Northeast Neighborhood. (4) Lunch with the David C . Cook officers . s/ Marlene Shales Marlene Shales r ‘777-1-7 e- — t-v7",r1 / ij -, 1 --er""r/-r,/ 774-s" /7-1j.") r-2-2 ,0-420 /.3 17 6a.)77/ ( (.1? --,a a • 77-.) .3) ,) 2-r + r-zr•1 4".-..,r)•0-777t ?'"?-347 "--)111-?-y r9 12-I.'2 t: _ s? 7"75-. j171--1,2—(' '7/" 7 / (t7 v4, 4 217.3-01 7);,--7-1XV 1,11, ,0 (2,17/47 r-p-v 2.4 ) /2 , ., 4. /7-7- _77 ....„..,-2752.4 .2 _ .7? _ --,r2„ „D 1, / '-V-2e37( - ' <-7y,72._9.9y • • (.7 - 7 p ' .5 I -,?f ny_ _ 4, ---- • .z•-• j),:2 z (e") Committee of the Whole Meeting June 6, 1983 The Committee of the Whole Meeting was called to order at 5 : 25 p.m. , in the E .O.C . Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Absent: None. Also present: Nelson, Yearman and Members of staff. Review of proposed Capital Improvement Program for 1984- 1988. The Council reviewed a summary of capital improvement proposals and improvement financing for the years 1984 through 1988. The staff also furnished the Council with a 1984 capital improvement projects priority list as follows : Communications Center South Grove/Outlet Mall Redevelopment Chicago Street Commuter Lot Otter Creek Detention North End Bridge Prairie Path Improvement Street Lights at Intersection Street Lights at Mid-Block Tyler Creek Detention Wright Avenue Park Rehabilitation Morningside East Subdivision Land Acquisition for Public Works Expansion Lords Park Manor Park Development Councilman Hansen stated that in looking at the overall proposals there are some 84 projects being proposed and before these could be considered it would be important and necessary to have a 5 year plan and some indication of the funding for these projects . Mr. Hansen suggested that perhaps the Council could look at the requests from the Police, Fire and Public Works Departments , as a start . Councilman Gilliam stated there is more to the City than Police, Fire and Public Works and the Council should look at everything that is going to cost money. Councilman Hansen stated in that case we need a comprehensive list covering the next 5 years . Mr. Nelson suggested that with the limited amount of time for the preparation of the 1984 budget the Council might want to look at the 1984 improvement list and decide if they would want to include the funds for the communication center in the bond issue for the consolidated fire station. Committee of the Whole Meeting June 6, 1983 r Page 2 Councilman Waters stated that a number of the projects call for GOB issues and it would be helpful to know what the impact of these issues would be and also it would be helpful to know if there is a possibility of revenue from some other source. Mr. Nelson stated the staff could prepare a debt schedule and show the various tax rates . Councilman Hansen stated that with this information the Council could decide how much local funding to finance through bonds, taxes and HCD funds and then fit the capital improvements into the funds that are available. The Council should find the revenue first. Mayor Verbic stated that the revenue income could only be estimated because nobody knows what will be coming in. Councilman Hansen stated that if we do get less then we should lower our expectations . Councilman Hansen asked why the Morningside East Subdivision was given more priority than the ambulance bay at Station 5 . Mr. Nelson stated the Morningside property consists of approximately 4 acres behind the fire station on Big Timber, This land is not needed by the City and the proposal was to subdivide the land into lots and sell same to generate revenue. Mayor Verbic thought the land should be sold as is and let someone else subdivide it. Mr. Nelson stated that if the Council would looked under the budget requests they would see the Morningside project was not recommended for 1984. Mayor Verbic asked who decided the point system allocated to the 1984 priority list. Mr. Nelson stated that this was done by the Planning staff and the budget committee was not involved. Councilman Waters said the staff should be given time to give information on needs , which projects have financing, which would raise their priority. Councilman Hansen said we need to know what we are committed to now in dollars, when these commitments will drop off, the staff ' s best estimate on grants, and then we can see what kind of a tax levy we want to improse on our citizens . Committee of the Whole Meeting June 6, 1983 Page 3 E. Mayor Verbic stated he had been around here for ten years and he compared this project with the Comprehensive Plan. The Mayor pointed out that the Communications Center and South Grove/Outlet Mall Redevelopment will be difficult to assess for 5 years or even 1 year. Councilman Gilliam asked if the Mayor was saying that we should take 1 year at a time. Councilman Hansen stated that when you deal with emergencies that crop up you lose sight of whats going to happen down the road and this is an important policy making function of the Council . Councilman Waters stated he agreed with Councilman Hansen and the program will also give some general direction to the staff in pacing projects and financing. Mr. Nelson stated that if you have a capital improvement program in place you have something to measure by. Mayor Verbic stated that it would be impossible to estimate the cost of the South Grove/Outlet Mall and the North End Bridge, which would also make it difficult to prioritize. The Mayor said he was willing to go along with the program but he just wanted to point out the pit falls . Councilman Hansen stated he did not know if the South Grove/ Outlet Mall should really be on this list because if there is no developer there would be no need to accomplish this . Councilman Waters stated that this could be phased so its not all done in 1984. Councilman Hansen made a motion, seconded by Councilman Waters for the staff to be allowed from 4 to 6 weeks to complete a 5 year plan, using the Nominal Group Survey Process, providing for revenue and debt financing, predicted amount of HCD, revenue sharing and grant funds . The Council is to prepare a list of their individual priorities and turn this information into the staff. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Review of proposal for the next phase of the Tyler Creek Detention Facility. Mr. John Guillou reviewed the following proposal with the Council for the next phase of the Tyler Detention Project : 1 . Agreement must be reached with the Chicago and North Western Railroad regarding protection of their embankment on the north side of the detention reservoir. 2. An environmental assessment of the reservoir site needs to be accomplished to support application for a Section 404 permit under the Clean Water Act. Committee of the Whole Meeting June 6, 1983 Page 4 (Pk 3. Soil borings need to be completed to finally evaluate the borrow area, and to more adequately define the foundation conditions at the embankment and spillway. 4. Application should be made to the Chicago District of the Corps of Engineers, for the Section 404 permit . The estimated cost of the proposed work is $28, 900 and is broken down as follows: Chicago and North Western Railroad $ 7,800 Environmental Assessment Report 3 ,500 Soil Borings and Location Survey 11 , 250 Section 404 Permit Application 6, 350 Councilman Hansen made a motion, seconded by Councilman Schmidt to proceed with this project and place this proposal on the next Council Agenda. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Consideration of changing the Corporation Counsel ' s position from part-time to full -time. Mayor Verbic stated that he had asked the City Manager to place this on the agenda for the Council ' s consideration after looking at the costs involved with special assessments, bond and industrial revenue issues . Councilwoman Shales stated that she had four questions : Would the change provide better service at a reduced cost. Would this provide better quality of service. What would a full -time counsel do that the part-time counsel is not doing now, and what qualifications and salary are being considered for a full -time counsel . Mayor Verbic stated that a full -time counsel could provide more availability, more efficiency, which is needed in view of the size of our city and the number of suits pending against the city. Councilman Gilliam asked if there had been any lack of response time on the part of the present counsel . Leo Nelson stated not to his knowledge and he was not aware that there were any problems . Mayor Verbic stated that a full -time counsel could address our current problems and the increase in population and case load. Councilman Hansen suggested that the Council look into the financial arrangements . We have lost industrial revenue bonding because of the front end costs, including attorney fees, which is unknown. Mr. Hansen said he knew of three instances where companies would not row go ahead with the bonding because of the fees and one who stated they would not do it again. Mr. Hansen felt these costs should all be under one umbrella, which would provide better relationships with citizens in assessment districts and it would also save money on other bonding issues . Committee of the Whole Meeting June 6, 1983 Page 5 Councilman Gilliam pointed out that the present counsel ' s salary averages out to about $40, 000 per year. What kind of salary is the Mayor considering. Mayor Verbic stated that $50, 000 would actually be $90, 000 to someone in private practice when you figure in their overhead, or $60, 000 would be $ 105,000. Councilman Schmidt asked what the fringe benefits amount to. Councilman Hansen asked if the counsel was a part of the salary plan. Mr. Nelson stated the counsel is not under the salary plan and there have been changes over the years as far as retainer and fringe benefits . Mayor Verbic stated that the last agreement he remembered seeing was in 1975, and he did not recall any discussion since then regarding these items . Mayor Verbic also stated that for the last three years at budget discussions he has asked to Council to consider a full -time corporation counsel . Councilwoman Shales stated she would rather wait and see a new budget provide for a full -time counsel . rik Councilman Waters stated that it has not been demonstrated there is need for additional time on the part of the legal counsel and he could not see any economy in having a full -time counsel . Mr. Waters also stated it was his firm belief that the Council did not consider this as a full -time position until they were advised the corporation counsel works under the City Manager. Mr. Waters said the he had a list of names and if any of these individuals were proposed to take the position of corporation counsel , then this is the hidden agenda. Mayor Verbic stated that he did not think Mr. Waters had listened to the list of cases that are now pending against the city and the Council should look at the trial load and economics . Councilwoman Shales stated that she was not against a full -time counsel but felt a need to plan for this and she would vote no on the issue this evening. Councilman Schmidt suggested a salary of $52, 500 for a full -time counsel . Councilman Andersen agreed that this figure was in the ballpark . Councilman Gilliam said he would like to keep it on a part-time basis . Councilwoman Shales said somewhere between 50, 000 and 65, 000. Councilman Hansen said between 50, 000 and 65 ,000. Committee of the Whole Meeting June 6, 1983 Page 6 folk Councilman Hansen made a motion, seconded by Councilman Schmidt to have an ordinance prepared changing the position of the part- time counsel to full -time counsel , with a salary range between $50,000 and $65, 000. All bond issues , special assessments and court time to be considered as regular duties. Yeas : Councilmen Andersen, Hansen, Schmidt and Mayor Verbic. Nays : Councilmen Gilliam, Shales and Waters . Committee of the Whole Meeting recessed - 8 : 10 p.m. Councilman Andersen made a motion, seconded by Councilman Gilliam to recess the Committee of the Whole Meeting to go into the Regular Council Meeting. Councilman Gilliam stated he would have to leave to attend a school board meeting. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting reconvened 9: 20 p.m. Proposed agreement with the Elgin Public Museum Corporation for the operation of the Lord ' s Park Museum by the Corporation. Councilman Hansen made a motion, seconded by Councilman Schmidt to approve the proposed agreement and to have same placed on the next Council agenda. Yeas : Councilmen Andersen, Hansen, Schmidt, rft Shales, Waters and Mayor Verbic. Nays : None. Request from Larkin Home that the City adopt a resolution waiving the City' s rights to apply for certain grant funds . Councilman Waters made a motion, seconded by Councilwoman Shales to approve this request and to have a resolution prepared and placed on the June 27th Council agenda. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Status report on the proposed Alfred-Demmond street improvement project. Mr. Nelson stated that there is only one couple who have not signed agreements to join in this project and they are an elderly couple who have said they do not have the ability to pay the costs . They, did say, that if everyone else signed, they would in order to avoid the additional costs if the project went into an assessment district. Lois Rakow stated that majority should rule and there is a flooding problem and she would like to see the Council approve this project. Mr. Nelson stated he would have the staff talk to this couple again and advise them it is the Council ' s intention to proceed. Councilman Schmidt made a motion, seconded by Councilman Andersen rft to have the agreements placed on the next Council agenda for acceptance by the Council . Yeas : Councilmen Andersen, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays: None. Committee of the Whole Meeting June 6, 1983 Page 7 Proposed Change Orders #2, 3 and 4 with Irving Construction Co. , for Phase 11 work at the Fountain Square Campus Facility. The Council reviewed the following proposed Change Orders : Change Order No. 2 - to be reimbursed by E .C .C. $ 13, 292.00 Change Order No. 3 - to be reimbursed by E .C.C . 1 ,430.00 Change Order No. 4 2, 679.00 Councilman Hansen made a motion, seconded by Councilwoman Shales to approve Change Orders 2, 3 and 4 with Irving Construction Co. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Abstained: Councilman Waters . Chan e Order to the contract with P.B. Verdico, Inc. for the completion of Phase 1Painting to be completed at the Fountain Square Campus Facility. Councilwoman Shales made a motion, seconded by Councilman Schmidt to approve Change Order No. 7 to the contract with P.B . Verdico. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Abstained: Councilman Waters . Proposed revisions to the Residential Rehabilitation Rebate Program. The Council reviewed a staff memorandum from the Planning Department, which recommended the following changes to the rebate program: $2, 000 grant at 80% of very low income and $3,000 at 60% of very low income. The $ 1 , 000 grant provision would remain unchanged and apply to those households at 100% of the very low income category. Councilman Hansen made a motion, seconded by Councilman Waters to approve the requested changes and an ordinance prepared for the June 27th Council agenda. Yeas: Councilmen Andersen, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Designation of hearing body and date, time and place for the public hearing required by the additional H.C . D. funds that the City will receive under the Jobs Bill appropriation. Mr. Nelson noted the Council acted upon this matter in the regular Council Meeting. The Council would act as the hearing body, the hearing will be held on Wednesday, June 22, 1983 , commencing at 5: 00 p.m. The Council indicated they would like to try and include under this program some of the projects deleted from the original HCD program, such as resurfacing in the southeast area, energy conserving projects and the NHS exterior painting. Councilman Hansen suggested that the staff prepare a list of projects that would fall within the Jobs Bill appropriation. Committee of the Whole Meeting June 6, 1983 Page 8 Request from the Police Department that we allocate approximately $3, 100 to acquire appropriate signs for the Neighborhood Watch Program. Chief Baird stated he was requesting an advance of $3100.00 to acquire the appropriate signage for existing and future Neighborhood Watch areas. The Department proposes to sell the signs at a nominal fee to the areas involved. The signs will act as a deterrent and will be useful in expanding the Neighborhood Watch areas . Councilman Waters made a motion, seconded by Councilman Hansen to approve this request and for staff to report back to the Council in one year regarding the status of this program. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Request by Mr. Jack Collins that the City contribute $500 to the Scholarship Fund for the Miss Illinois Pageant to be held at the Hemmens Auditorium. Councilman Schmidt made a motion, seconded by Councilman Hansen to approve this request. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Status report on the North End Bridge project. Mr. Nelson stated that he had spoken briefly with Bill Carter regarding any additional costs that the County may pickup should the city decide to take the preferred bridge route. Mr. Carter stated he thought a meeting would have to be set up for all parties concerned. Mr. Nelson also pointed out that a meeting with Mr. Guenter should be scheduled to discuss appraisal costs . Mel Dahl is to contact an individual at the Tollway office who has some expertise in the appraisal field. Mayor Verbic asked that the staff establish a line of communication with Cook' s Publishing Company on the progress of this project. Executive Session Minutes Councilman Hansen asked that the Executive Session Minutes be placed on the next Council agenda for the approval of same. Adjournment Councilman Schmidt made a motion, seconded by Councilman Andersen to adjourn the Committee of the Whole Meeting to go into a Board of Local Improvement Meeting . Yeas : Councilmen Andersen, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 10: 00 p.m. Marie Yearman, City Clerk Committee of the Whole Meeting June 27, 1983 The Committee of the Whole Meeting was called to order on Monday, June 27, 1983, at 6: 45 p.m. , in the Council Chambers of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , and Mayor Verbic. Absent: Councilman Waters. Also present: Nelson, Yearman, Jentsch and members of staff. Discussion of the State ' s proposed closing of the Elgin Mental Health Center. Mayor Verbic: The City has received letters regarding this matter from Mr. Herb Gross , who is present tonight , and from the Elgin Chamber of Commerce , and members of the Council have received letters and telephone calls . As you probably know several years ago there was talk of this facility being used as a minimum security prison. At that time the Council members and myself wrote letters to the Governor and to the individual in charge of the Mental Health Operations and we objected to the proposed closing. We talked in terms of the jobs factor at the hospital at that time and we vigorously opposed the closing of the Mental Health Facility and the proposed minimum security prison. After this was done it appears that decisions were made whereby two additional State prisons were built in Danville and Carbondale and nothing more was heard about closing the facility here in Elgin. I know that a majority of you people here tonight are employees of this facility and you have been there for a long time. You are concerned with the State ' s directive at this particular time, which states they were going to think in terms of closing the facility and transferring patients to other facilities . As you probably know this is a State decision, one that we can vigorously oppose and we can decide on a policy to be followed. I have already spoken to the State Senator and State Representatives regarding this matter. I have had no communication from anyone in Springfield in regard to what they intend to do. I would like at this particular point for your spokesman to come up and talk to us relative to your concerns . Herb Gross, 833 Prospect: I want to thank the Mayor and the members of the City Council for giving me this opportunity to speak. I am a homeowner and I have been a resident of Elgin for over 19 years . I am here to ask you to pass a resolution requesting the State of Illinois and the Department of Mental Health to keep the Elgin Mental Health Center open. Committee of the Whole Meeting June 27, 1983 Page 2 risk First let me say that I am not here in any official capacity to speak for the State of Illinois, the Department of Mental Health or the Elgin Mental Health Center. Originally I was going to speak in my own behalf, but since then I have been asked by several employee organizations to speak for them as well , although there may be other people here who wish to speak. Most of you may be aware of the Department of Mental Health position which was stated in a June 1st article in the Courier- News. I have included a copy of this article. The information given by the Department contains some partial truths which are misleading. I would like to present some additional information which can easily be verified through official sources . I will first read the original statements . Mr. Belletire said: "The Center has not been accredited since 1974 and its current fiscal year budget is 25 .9 million." Numerous proposals to meet standards for accreditation have been consistently rejected by the Department of Mental Health. Of the 25 .9 million more than 22 million is spent locally in salaries and purchases of commodities and supplies from local businessmen. From a fiscal standpoint it is important to understand that this 22 million represents new outside money coming into Elgin. We are different from most hospitals and local businesses in which their expenditures reflect mostly recycled local money. The 22 million we spend comes from outside and it stays here. The withdrawal of this large amount of money, in such a short period of time, especially at a time when our economic climate is so hard hit, will seriously hurt Elgin. This money will not even be saved by the State of Illinois . Most of it will simply be transferred to other communities such as Manteno, or Chicago. Only some of our former patients will be left behind, because of accelerated discharge procedures as the State Hospital closes . Senator Friedland acting under information supplied by Mr. Belletire said: " If plans go ahead with the phasing out of some programs , employees will be given ample time to make applications for transfers within the system. " There will be almost no positions for employees to transfer into. During the last few years there have been repeated layoffs from State facilities in Northern Illinois . The Elgin Mental Health Center was able to absorb only 50 of the employees who lost jobs due to layoffs and readjustments . Most were put on recall lists in this general area. If openings should become available they would have to be given to employees who are already waiting, and even their prospects are bleak. Committee of the Whole Meeting June 27, 1983 Page 3 This will mean just one thing for Elgin, a greatly increased unemployment rate. According to the State Labor Department, as of April 30, 1983 , Elgin had an unemployment rate of 12.5% based on a workforce of 31 , 503 with 3 , 923 unemployed. An addition of 935 laid off Mental Health Center Employees would make the rate climb to 15 .5%. This would be one of the highest in the area and very high nationally. Even if employees could transfer to other parts of the state, it would not help Elgin. Just think of the effect on the housing market if a large number of homes should go up for sale during the same period of time. New housing starts would also be affected. It should be understood that over 90% of our employees live within 15 miles of our hospital , 70 to 80% with the corporate limits of Elgin. These figures can be checked to the state personnel files or through our hospital personnel files . Mr. Belletire stated the Department " is spending 30% of its budget in Community based programs which reduce institutionalized care." This has not been reflected in our admissions which, excluding the discontinued alcoholism program, have not changed significantly in the last 10 years . The Ecker (formerly Fox Valley) Mental Health Center, which does a really excellent job, despite under- funding by the State, really helps those with less severe problems . Those needing residential care are on our grounds . emk In terms of community residential facilities , approximately 25% of the people we consider ready for placement are totally rejected by these facilities . Of those accepted, at least 30 to 35% are returned to us in less than a year. Mr. Belletire implies that the cost of Mental Health care would be less with more emphasis on community treatment. The Douglas Hotel was one community based facility where because of the Department ' s emphasis and budgetary constraints we were forced to discharge many patients to seek treatment in the community. If it were not for the action by this City Council , we would have increasing numbers of people living under those unsuitable conditions . We don ' t think that Elgin or any community needs more. Elgin is not unique in taking this action. Right on our grounds is a 10 bed halfway house maintained by Northwest and Leydon for people they don ' t believe should be in their community. I would like to give some additional information about an industrial park. There have been many rumors that if the Center is closed down the property may become an industrial park. Even if this were so the development would not take place until long after economic conditions had deteriorated. It would also have to be an unusual industrial park to replace over 900 jobs and 23 million dollars of new money. I think that all of you have seen the 1983 directory from the Chamber of Commerce that was put in the Courier a week before last. Committee of the Whole Meeting June 27, 1983 Page 4 On the flyleaf you will see they put a statement that during the last 5 years, because of the work that they did, they had encouraged 1 , 123 additional jobs in Elgin and I think they stated it was 17 million nine hundred additional payrolls . I have been around a long time and I have seen the Elgin Commerce and I think they do good work, if our hospital closed it would close out 5 years of their work because our payroll is at least 20 million and we are talking about 930 jobs . The fact is that there is very little liklihood of an industrial park being developed. According to state laws the disposition of surplus real property is rather stringently defined. This is why surplus property previously has gone to U-46 for storage, the City of Elgin for recreation, the State Department of Transportation and to a non-profit corporation for a rehabilitation workshop. The laws state that surplus real property must first be offered for free transfer to any other state agency requesting it. There are currently two other state agencies on the hospital grounds, the Racing Commission and the Department of Children and Family Services . If either of these agencies want part of all of the land it must be transferred. Next it must be offered to local government units for their purposes . This includes cities , townships , school districts , and even library districts . This is how Elgin and U-46 received Mental Health Center property previously. eimik Next it is offered for public sale but it has been the practice in the past to give priority to not-for-profit or charitable agencies , such as AIDS for a rehabilitation workshop. Currently there are three not-for-profit organizations using our grounds . The Ecker ( formerly Fox Valley) Mental Health Center, Respite Center, the Leyden and Northwest Respite Center and across the Route 31 Highway in our former superintendent ' s house is a branch of CCADA. Because of all of this use and interest, the liklihood of it becoming an industrual park is somewhat remote. In summary, I would appreciate it if you would vote for a resolution to keep the Mental Health Center open. If not just for the residents so that they would have adequate care, rather than to be thrown out on the streets , and it is not just for our employees , whose loss of jobs would cause massive unemployment, but it is of great importance to the City of Elgin to prevent economic decline. In the Courier ' s local report this evening there were two comments of people who felt the hospital should be closed and the reasons they gave. The reasoning is such a distortion that I thought I might bring it up this evening because I am sure that other people must believe similarly. One person said that if the closing of the Center will help Elgin ' s downtown by not having a lot of patients lingering in the Mall , it would be a good idea. Committee of the Whole Meeting June 27, 1983 Page 5 Our patients don ' t linger in the Mall because they are on our grounds . Now maybe there are some of our ex-patients , if this is the case, there have been numerous laws regarding the civil rights of patients and of all people, that can sometime hinder what you are trying to do. Unless you can show that a person is virtually an immediate danger to himself or to others , or totally unable to take care of their needs, this does not mean not having a job, this means not being able to feed themselves or something like that. If they don ' t want to be hospitalized they cannot be held in the hospital against their will . Every Friday we have a court on our hospital grounds and they rigorously discharge people who according to the law cannot be held against their will . The people lingering in the Mall are not ours and I think the solution to that problem has to be found elsewhere. Another person said I understand there are about 600 patients and 2000 employees , I wish this was true because maybe there would be less accidents involving the employees and patients . Bill Condell : I have worked at the Elgin Mental Health Center since 1965 and have been a renter in Elgin for 9 years . I am director of the community linkage which is a team that follows along recipients that have left the hospital independently. To close the hospital in my opinion will be the greatest dis- service to the clients from the Fox Valley area and the north suburban county area. My team of four follows patients who come in independentialy with the emphasis to get them back into their home community. It has taken approximately ten years as a centralized team to develop person to person relation- ships . My hands go out to the community agencies now that are working with the clients , but you need both programs in order to have an efficient out-patient program. You need strong hospital based programs and relationship. The system will be in a shambles if they close Elgin Mental Health Center. Jean Person: I am a former employee of the Elgin Mental Health Center and I am here tonight at the request of many of the patients at the Center, to represent some of their views in regard to the closing. The Elgin Mental Health Center has one of the lowest per diem rates in the region, in terms of patient care when you compare like services . It also has one of the lowest per diem rates in the State, particularly when you consider the fact that the Elgin Center has an acute treatment facility and a very good medical services section as opposed to Manteno, which has been one of the places that has been suggested for transfer of patients . In other words despite what one can read in some newspapers it is one of the most economically run facilities in the State. It also has one of the lowest after patients ratios in the State. Committee of the Whole Meeting June 27, 1983 Page 6 eimb. In regard to the unemployment rate to which Mr. Gross referred, in the Elgin area there is a 17.6% rate of unemployment in the manufacturing end of Elgin and only a 8% unemployment rate in the service area, which would led me to believe that the idea of a industrial park, would be a difficult thing to achieve. Many of the patients feel that their feelings, their rights in this issue are not being considered. I think it is very difficult for me ever to have understood some of the crass attitude of the Elgin community towards a lot of the patients in reference to the so-called hanging around the Mall and just simply blaming a lot of Elgin ' s problems on the presence of the Mental Health Center being in the area. I think it is important for all of us to realize that anyone of us , whether you are City Council people, or whether you are anyone in this room, or anyone in the community, we could be in the position that those people are in out there. It is a service that Elgin has provided for many years which the community should be proud of and not ashamed of. By transferring these patients to other facilities you negate a lot of the very fine treatment that they do receive there. You would be sending them to overcrowded and understaffed facilities , perhaps many away from their homes , families and support groups , all the things that we ourselves value, because these patients are seen as non-human by the community. It is important to keep the facility here and to encourage some educational process which would make people much more aware of what really does go on out there and not what rumors abound in terms of what people think goes on out there. Sharon Hoyle: I am a registered nurse at the Mental Health Center and President of the Local Unit of the Illinois Nurses Association, representing over a hundred nurses at the facility. I was born and raised in Elgin and I have spent the last 20 years working at the Elgin Mental Health Center. As a registered professional nurse, I am very much concerned about the care that the patients will receive going back into the community. I work the Admission Units , I see them going back to the communities and they come back to us because the communities cannot provide the necessary follow-up care. We are the only group of professional people out there that provide twenty-four hour per day, seven days a week care. We are very much concerned about the safety and welfare of the recipients going back into the community . Councilman Hansen: I have a question for Herb Gross . Does your group support the idea that was submitted by the Chamber of Commerce to have a public informational meeting. I get the feeling that a lot of your concerns and questions should be addressed to the State elected officials and administrative Committee of the Whole Meeting June 27, 1983 Page 7 personnel and I think that forum would permit you to do that and I am just asking if you would support a meeting of that nature. Herb Gross : Yes, I would, although I think there should be a public hearing before any place would be closed or before there is any radical change in the personnel or programs of an established institution. The State House has just passed a House Bill 619 and 620, requiring legislative oversight and approval of future facility closings and giving them the authority to stop it if they don ' t like it, this is currently in before the Senate and I have written some letters and made some phone calls requesting that this be done. I feel that unless we can find out what the political reasons for closing the facility are, the concerns we bring to this meeting will not change their decision, and I don ' t know what the political reasons are. Councilman Shales : If not a public informational meeting then what. Herb Gross : No, I said I would like to see this . Councilman Shales : We should have the people who are responsible for this decision come and say in public, with everyone there, including the press , to hopefully hear the same thing, saying why they want to do it and what they plan to do, if they can convince us that is the best course of action, with all of the things that we have left such as unemployed people, empty land and boarded-up buildings . Councilman Gilliam: I think we should do a couple of things . One, I think we should have a public meeting , but I think they are going to tell us what we already know that they are going to make an attempt to close this , but I think we should take it a step further, that the City and the staff should act as a catalysis and send letters to all our representatives, Zwick, Kirkland, Friedland and Grotberg, expressing our concern and to the Governor, and also I think we should try and get a meeting with these individuals on a face to face basis , if we have to go to Springfield or have them come up here. 1 think that in conjunction with that, that we as a body should go to the representatives along with the people from the business community and also some representatives from the employee groups, and express our concerns and do some arm twisting and make them do some soul searching and put some pressure on them. I think that is the name of the game. Councilman Shales made a motion, secondered by Councilman Andersen, to conduct a public informational meeting and to rft. include in such meeting the Governor, and local representatives , so that they may be present to answer questions regarding the future plans for the patients, unemployment of the personnel and the economic blow to the community. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Committee of the Whole Meeting June 27, 1983 Page 8 Councilman Gilliam left the meeting at 7: 40 p.m. , to attend a school board meeting. Lisa Martin of International Systems , Inc. re renewal of the Grant Assistance Program offered by International Systems . Ms . Martin pointed out that the terms are the same in the renewal agreement and their services are limitless,and they will now be looking into private foundations for funds . Mayor Verbic stated that since there are two new members on the Council it might be appropriate for International to submit a summary reflecting the number of grants sumitted, the amounts of those grants and the specific grants which have been approved. Ms . Martin stated she would be happy to furnish this material to the Council . Proposed weight limit for vehicles using Bent Street between St. Charles and Villa Streets . The Traffic Committee advised the Council that an excessive number of heavy trucks , including semi -trailers , are using Bent Street as a bypass to go east in order to avoid the traffic signal and take advantage of the shorter travel distance. Bent Street goes through a residential area and the street was not designed to carry a large number of heavy trucks . In order to prevent structural damage to the street and for safety reasons , a load limit of 5 tons is recommended on Bent Street between Liberty Street and Villa Street . Councilman Hansen made a motion, seconded by Councilwoman Shales to approve the recommendation and to have the appropriate ordinance prepared for the Council agenda. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales and Mayor Verbic. Nays: None. Proposal from Kane County to participate in a Hydrogeologic Study to investigate potential shallow Groundwater resources for future development. The Council reviewed a proposal to conduct a shallow groundwater resource investigation in Kane County. Elgin ' s share of the proposed study is $24, 119 and this amount would be spread over two years . Ron Zegers stated the value of the study for long term planning and a basis for economical analysis of water supply would be a benefit to the City of Elgin. Committee of the Whole Meeting June 27, 1983 Page 9 The short term advantage of finding shallow groundwater supply for immediate development is not a priority unless the barium sulfate precipitation problem that is occurring in Well 3A cannot be controlled and the problem developes in the other wells . Mr. Nelson stated that the City previously turned this project down and the County is now asking that we reconsider it because we should not be the only municipality to not participate, and there may be some long range benefits . Mayor Verbic pointed out that Elgin has expended funds to see if the river water is feasible and they could look to us for this information. The Mayor also recalled that Elgin joined in with Aurora for the study on waste and nothing came of it. Councilman Hansen stated that by the time we would need this information it would be old and outdated and we should wait until the information is needed. Councilman Schmidt recalled that in 1982 the staff did not recommend that Elgin consider this study. Ron Zegers stated that he would support it now and he did not feel the information would become obsolete. The study would provide a tool to locate water. Councilman Hansen stated he did not perceive needing this information for the next 25 years . Councilman Schmidt made a motion, seconded by Councilman Hansen not to participate in this project. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Proposal to enter into contracts with three companies for the Fall Performing Arts for Young People Series . The Council reviewed the following proposed productions for the Fall Performing Arts for Young People Series: The Ring of The Fettuccines (The Brogue Opera Co. ) Fee - $2, 740 The Ice Maiden (Joffrey Ballet Concert Group) Fee - $5, 500 Sara Crewe, The Orphan Princess ( Part Foundation) Fee - $3,800 Councilwoman Shales made a motion, seconded by Councilman Schmidt to approve the aforementioned productions . Yeas : Councilmen Andersen, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Proposal to modify the City ' s Pavement design and construction specifications in new subdivisions . Gary Miller advised the Council that the staff believes the requirement that construction be 75% complete before the streets Committee of the Whole Meeting June 27, 1983 Page 10 tow are finished is a sound engineering practice. Repairs due to damage or failure are made prior to the placement of the final bituminous course and a longer lasting pavement results . However, no one anticipated such a lengthly housing construction slowdown and the negative aspects which are beginning to materialize. The staff requested that the City Council review the pavement construction requirement in view of the building slowdown and that consideration be made to reduce the 75% completion requirement in specific situations where deemed appropriate. The staff could be flexible to help the developer, while at the same time achieving a high quality new street system. Any disagreement between staff and developer, should they arise, could be resolved ultimately by the City Council . Councilwoman Shales made a motion, seconded by Councilman Hansen to approve the staff ' s recommendation. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales and Mayor Verbic. Councilman Hansen asked when the Council would be discussing the Greater Chicago Area Builder ' s Report. Mr. Nelson stated he did not think the staff had the opportunity as yet to review this matter. Mayor Verbic stated that perhaps the staff could get this done and a meeting could be scheduled to review this report. Recommendation to remove the prohibition of left turn movements by westbound Highland Avenue traffic onto southbound Crystal Avenue. Councilman Hansen made a motion, seconded by Councilman Schmidt to approve the staff ' s recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt , Shales and Mayor Verbic. Nays : None . Status report on the North End Bridge Project. Leo Nelson advised the Council that Mel Dahl and Gary Miller had met with representatives from the FHWA, IDOT and Lochner, and as a result of said meeting it would appear that the project under the City ' s Preferred Alternate cannot receive design approval unless the C&NW track is abandoned. The C&NW must serve their existing customers (mainly Elgin Salvage and Wholesale) . However, Elgin Salvage cannot be acquired for the project, until the project receives design approval . It was determined it would be almost impossible to proceed with the City ' s Preferred Alternate, given these constraints . Even if the City relocated Elgin Salvage and convinced the railroad to file for abandonment, the abandonment procedures could take a Committee of the Whole Meeting June 27, 1983 Page 11 long time. Additionally, the ICC could approve the abandonment and legal action by some user could tie it up in court for an additional amount of time, perhaps years . Mr. Nelson further stated that he had met with Bill Carter and Mr. Shoop and they indicated they were in full support of the project and they would be willing to schedule a meeting to discuss financing . Mr. Nelson pointed out that the City has the following options . Total withdrawal of the project. To proceed with the Preferred Alternate, in which case the City would have to pick up the entire cost of removing Elgin Salvage, or to proceed with the by-pass design variant. Mayor Verbic stated that it looked like the only choice was the design variant. Councilman Hansen stated he was disappointed that the consultant has spent some $500,000 on the project and they did not come up with this decision until now. Mel Dahl stated that if the Council could decide on the design tonight the consultant could complete the EIS in two weeks . Mr. Nelson stated it was really important that the Council make a decision tonight . Councilman Hansen made a motion, seconded by Councilman Andersen to proceed with the design variant. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Approval of Executive Session minutes of various meetings . Councilman Hansen made a motion, seconded by Councilman Schmidt to have the Executive Session minutes for 1982 placed on the Council agenda for approval . Councilman Hansen also suggested that approval of the subject minutes be made by the Council on a regular basis , perhaps every six months . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays: None . Adjournment Councilman Hansen 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, appointments to board and commissions and litigation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays: None. The meeting was adjourned at 11 : 05 p.m. \ r • 4i A .A..- Marie Yearman,\ City C er Committee of the Whole Meeting July 11, 1983 The Committee of the Whole Meeting was called to order at 6:37 p.m. in the Council Conference Room of City Hall. Members present: Councilmen Andersen, Gilliam, Hansen, Shales, Waters and Mayor Verbic. Absent: Councilman Schmidt. Also present: Nelson, Roll, Jentsch and members of the staff. Committee of the Whole Meeting Recessed Councilman Gilliam made a motion, seconded by Councilman Andersen, to go into Executive Session. Yeas: Councilmen Andersen, Gilliam, Hansen, Shales, Waters and Mayor Verbic. Nays: None. Committee of the Whole Meeting Reconvened at 7:39 p.m. Councilman Gilliam stated he would have to leave to attend a school board meeting. Review of Proposed Sludge Disposal Facility at McLean Boulevard and Route 31 Lyle Brown, attorney for the Sanitary District of Elgin, asked for the support of the City of Elgin for a pollution control facility at the intersection of McLean Boulevard and Route 31. The Sanitary District proposes to use the site for approximately 20 years, at which time the restored site will be conveyed to the Forest Preserve District of Kane County. Councilman Hansen made a motion, seconded by Councilman Andersen, to support the proposed Regional Pollution Control Facility proposed by the Sanitary District of Elgin at McLean Boulevard and Route 31. Yeas: Councilmen Andersen, Hansen, Shales, Waters and Mayor Verbic. Nays: None. Review of Services Offered by the National Center for Municipal Development Barbara McCall of the National Center for Municipal Development discussed the services provided for cities by her organization. She stated that her organization will spot federal fundings, identify potential problems and opportunities reflected in upcoming legislation, establish relationships between the City and congressional representatives and provide information and technical assistance. She stated her work is an extension of the City staff by searching for ways to maximize City resources. Mr. Nelson stated that the significant difference between the National Center for Municipal Development and ISI is that the National Center does not assist in writing grants. Mayor Verbic stated that the Council will probably make a decision on this matter at its next regular meeting. Committee of the Whole Meeting July 11, 1983 Page 2 elk Change Order No. 5 for Phase II Work at the ECC Fountain Square Campus Chuck Cassell stated that the project was progressing on schedule. There were some electrical changes that needed to be made in order to stay on schedule. The Council authorized Change Order No. 5. Review of Proposals for the Design of the Proposed Fire Station on Summit Street The Council reviewed the proposals for the design of the new fire station. The lowest proposal was from John A. Wabich, who has had experience in the design of approximately 40 fire stations to date since 1974. He stated he will work directly with the fire department to achieve the precise results the City of Elgin desires. Mr. Wabich anticipated that this project will be ready for bid by October 1, 1983. Councilman Shales made a motion, seconded by Councilman Andersen, to place the proposal of John A. Wabich on the regular City Council agenda. Yeas: Councilmen Andersen, Hansen, Shales, Waters and Mayor Verbic. Nays: None. Request from the Human Relations Commission to Send a Delegate to the National Urban League Convention in New Orleans el` Mr. Nelson stated that from time to time board members have gone to conferences. It is not done often, but does require the approval of the City Council. The National Urban League deals with youth, housing problems and other human needs. The Human Relations Commission feels it is important for a delegate from Elgin to attend to assist in the organizing efforts of an Urban League of Elgin. Councilman Hansen made a motion, seconded by Councilman Waters, to send a delegate from Elgin to the National Urban League Convention in New Orleans. Yeas: Councilmen Andersen, Hansen, Shales, Waters and Mayor Verbic. Nays: None. Discussion of Bid for East Side Water Transmission Main The City Council reviewed the bids for the east side water transmission main. The low bidder, Neri Construction Co. , Inc. , received some unfavorable recom- mendations concerning their past performance in other cities. It was the concensus of the Council to invite Neri Construction Co. , Inc. to attend its next regular meeting so the Council may discuss the proposed project and determine if they are the lowest responsible bidder. The item will be tabled at the regular Council meeting. Committee of the Whole Meeting Recessed - 8:40 p.m. Councilman Shales made a motion, seconded by Councilman Andersen, to recess the Committee of the Whole Meeting to go into the Regular Council Meeting. Yeas: Councilmen Andersen, Hansen, Shales Waters and Mayor Verbic. Nays: None. . l Committee of the Whole Meeting July 11, 1983 Page 3 eft Committee of the Whole Meeting Reconvened - 11:30 p.m. Discussion of Proposed Amendment to the Zoning Ordinance Relative to Off-Street Parking Lot Requirements The City Council discussed a request from the Planning Department to bring an amendment of the off-street parking lot requirements before the Planning Committee. The staff cited that the requirements of the parking lot ordinance may place an unnecessary hardship on owners of older, vacant commercial and industrial properties. Councilman Hansen stated that he favored more stringent control on new structures, but less stringent control on rehabilitated structures. He stated that the City has to be willing to be flexible in the administration of its parking lot code. The staff must be encouraged to recognize exceptions or in the alternative amend the form of the ordinances. The Council directed the staff to make recommendations to the Planning Committee for their review. Review of Recommendation to Use City Funds for Phase I Engineering on North McLean Boulevard Mr. Nelson stated that originally the City of Elgin planned to do the engineering in-house, so Phase I engineering was not included in the request for FAU funding. The project became more complicated and cannot be performed by City staff. The staff requests that the Council authorize Phase I engineering with City funds, then the City will request funds from FAU for Phase II design engineering in August. The City Council authorized the utilization of City funds for Phase I engineering on the North McLean Boulevard improvement. Discussion of Maintenance of Passenger Platform and Shelter at the Almora Station Mr. Nelson presented a letter from the Northwest Suburban Mass Transit which requested that the City maintain a passenger platform and shelter at the new Almora Station. The District will construct and own the facility if the City will agree to maintain the facility. Councilman Shales made a motion, seconded by Councilman Gilliam, to accept the responsibility of maintaining the facility. Yeas: Councilmen Andersen, Gilliam, Hansen, Shales, Waters and Mayor Verbic. Nays: None. Miscellaneous Mr. Nelson informed the Council of a communications system by Motorola for police and fire departments. The Council directed Mr. Nelson to invite representatives from Motorola to its August 8th meeting at 5:00 p.m. for a review of the system. Committee of the Whole Meeting July 11, 1983 Page 4 eft Adj ournment Councilman Gilliam made a motion, seconded by Councilman Andersen, to adjourn the Committee of the Whole Meeting. Yeas: Councilmen Andersen, Gilliam, Hansen, Shales, Waters and Mayor Verbic. Nays: None. The meeting was adjourned at 11:58 p.m. Nancy -Roll, -Acting City Clerk rik Committee of the Whole Meeting August 8, 1983 The Committee of the Whole Meeting was called to order on Monday, August 8, 1983, at 6: 45 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Absent: None. Also present: Nelson, Yearman, Jentsch and members of staff. Proposed street improvements to South Weston from Larkin to Van. Mr. Nelson stated that several weeks ago Councilman Schmidt had inquired as to the possibility of creating a Special Agreement project for the above street improvements . This proposed project would be similiar to the Alfred-Demmond improvements and would include a storm sewer and street improvements . Gary Miller stated that if the Council directed this one block could be isolated from the Area II project. There would be fourteen lots involved and the preliminary estimate of cost' amounts to $ 108, 000. The cost would amount to roughly $72 per front foot. However, the cost for each parcel would be determined on an individual basis and would vary as they did on the Alfred- Demmond project. Councilman Schmidt stated that at one time there was mention of making a cul -de-sac in this area, and in talking with some of the people residing in the area they indicated this would be their preference. Councilman Schmidt made a motion, seconded by Councilman Gilliam to have the staff proceed to conduct meetings with the residents in this area to ascertain if a special agreement for the improvements could be accomplished and at that time also discuss the dul -de-sac proposal . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays: None. Request for traffic control devices at Elm and Washburn Streets . The Traffic Committee advised the Council this request was made through a letter from Michael Horwitz, a resident of 334 Elm Street. The letter was followed within a few weeks by a petition with 25 signatures from residents close to the intersection. Both of these streets carry low traffic volumes - 200 vehicles on Elm and 400 vehicles on Washburn per day. Accident records in the Police Department indicate there was only one accident in each of 1981 , 1982, and up to the middle of the current year. All the accidents were minor in nature. This matter was discussed twice at the Traffic Committee, and both times the committee members denied the request . The installation of Stop or Yield signs at Elm and Washburn would serve as a justi - Committee of the Whole Meeting August 8, 1983 Page 2 fication for similar signs at any of the surrounding intersections, which the Traffic Committee does not believe to be necessary. This matter is being brought to the attention of the Council since it has generated so much interest to the neighbors . Councilman Hansen made a motion, seconded by Councilman Andersen to support the staff ' s recommendation and deny the request. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays: None. Recommendation to accept a proposal submitted by Donohue & Associates, Inc. for the television inspection of selected sanitary and storm sewers . The 1983 Budget includes a figure of $24, 000 for cleaning and televising sewers in various locations throughout the City. It had been estimated that approximately 24, 000 feet of sewer could be televised in order to determine if repairs or replacement was necessary. The proposal submitted by Donohue & Associates , Inc. , provided for the sewer cleaning and televising at the unit prices of $0.200 per foot and $0.345. The staff recommended to the Council that the proposal from Donohue be accept and that they be permitted to expand the project and televise additional lengths of sewer utilizing the unit price of $0.545 per foot up to a maximum total of $24, 000. The Council indicated their approval of the staff ' s recommendation. This item appears on the Council agenda for formal passage. Proeosed temporary access easement to the Willard Avenue Detention Basin. For the last six months the staff has been negotiating with McGrath Buick to obtain a temporary access easement to the east side of the Willard Detention Area. The staff has now obtained a signed agreement from the McGrath attorneys and they are recommending approval of same. The Council indicated their approval and will give formal passage to same at the regular Council Meeting. Change Order No. 3 to the contract with William Zeigler & Son, Inc. for the construction of the river intake structure. The Council reviewed the proposed Change Order covering seven items with a total increase of $5, 122. 24 in the contract amount. The Council indicated their approval of same and noted this item is on the Council Agenda for formal approval . Committee of the Whole Meeting August 8, 1983 Page 3 Discussion relative to the proposal submitted by International (ow Systems, Inc. and the National Center for Municipal Development. Mr. Nelson stated that the Council has had the opportunity to appraise the contracts submitted by both companies and to talk with their representatives . One of the major differences is that International Systems does provide the City with grant writing service, while National Center for Municipal Development does not. Mayor Verbic stated that if the City could assume the responsibility of writing the grant applications he felt the National Center firm could provide a more personalized service in Washington. The Mayor went on to say this firm ' s representatives are very close to our elected representatives and they could be very effectual in lobbying for various grants . The Mayor insisted the money is there but it takes a good job of lobbying with our local representatives to get anything. Councilman Hansen stated that he felt that International Systems , who work on a contingency basis , had sought funds for projects , which the City should not even start because they cannot afford them. If the City would write their own grant applications it would enable the City to apply for those grants which were affordable. Mr. Nelson stated that without reflection on the City ' s staff, they do not write grant applications . Mr . Nelson pointed out that when the City first started with International Systems they were sending each Council member correspondence which indicated the status of grants that were available and they asked for direction from the Council as to which grants the City felt were applicable to their needs . The then Council asked that this correspondence be stopped because of the volume of mail that it entailed. Councilman Hansen felt these directions from the Council were necessary and there should be some communication on the selection of grants to be sought. Councilman Waters made a motion, seconded by Councilman Gilliam to continue with International Systems for one year. Yeas : Councilmen Andersen, Gilliam, Schmidt, Shales , Waters and Mayor Verbic. Nays : Councilman Hansen. Councilman Hansen stated that it might be a good idea to hire National Center also because if they were successful in obtaining money for the North End Bridge it would be worth the $25,000 fee. Mayor Verbic felt this would be a duplication of service, but the National Center proposal should be held in obeyance and looked at in the future. Committee of the Whole Meeting August 8, 1983 Page 4 Councilman Hansen made a motion, seconded by Councilwoman Shales to engage National Center for one year on a trial basis . Yeas: Councilmen Andersen, Hansen, Schmidt. Nays ; Councilmen Gilliam, Shales , Waters and Mayor Verbic. Proposal submitted by Tom Skiles & Associates to continue the Employee Assistance Program. Mr. Skiles informed the Council that after 12 months his association has provided assistance to 21 city employees . Of that total the breakdown is as follows : Alcoholism ( 7) ; Marital (4) ; Emotional (4) ; Drug Abuse (3) ; Financial /Legal ( 1 ) ; Medical ( 1 ) and Family ( 1 ) . Four of these individuals were supervisory referrals , one came directly from the Personnel Office, and the remainder were self-referred through use of the 24-hour hotline. Councilman Gilliam asked if these individuals were referred to other agencies . Mr. Skiles stated that they are first evaluated and then referred. Councilman Schmidt asked why a majority came from one department. Mr. Skiles stated this was an indication of stress in the department because of the nature of the job. Mr. Skiles also pointed out that there is a need to intensify the role of supervisors and to teach them how to deal with these problems . Supervisors will again be trained in how to use the Assistance Program. Councilman Waters asked if any of the referral agencies had been contacted to see what feelings they had relative to this referral system. Mr. Nelson indicated this had not been done. Councilman Waters felt there was very little accountability shown and these agencies should be contacted and their imput made a part of this report. Councilman Hansen asked if there was any documented material as to days off or less days off as a result of this program. Mr. Aydt stated this would be hard to measure because they could only do this in a case where the individual required supervisory monitoring. Those in the program who remain unidentified would fall in a questionable area. Councilman Hansen stated that he liked Councilman Water ' s idea and in addition he would like to see some figures as to the amount of time off in 1981 and 1982 for those individuals referred by supervisors . Mayor Verbic asked Mr. Skiles if it would be possible to charge a fee just for each employees who is assisted in the program as opposed to basing the fee on the total number of city employees . Committee of the Whole Meeting August 8, 1983 Page 5 Mr. Skiles stated he would bring this information back to the rCouncil . Councilman Waters made a motion, seconded by Councilman Hansen to table this matter until such time as the requested information is available. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Recess of Committee of the Whole Meeting - 8 : 05 p.m. Councilman Hansen made a motion, seconded by Councilwoman Shales to recess the Committee of the Whole Meeting to go into the regular Council Meeting. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting reconvened - 11 : 05 p.m. Status report on the Communications Center. Mr. Nelson advised the Council the meeting with the Motorola representatives had been re-scheduled to August 29th at 5 : 00 p.m. The staff is seeking a negotiated cost and they have been advised by Motorola there is a possibility the equipment could be available by the end of the year. Councilman Schmidt asked where the proposed center might be rm. located. Mr. Nelson stated the location will be somewhere within the space which will be vacated by the Fire Department . Chief Van De Voorde has indicated if their move has not taken place when this equipment is installed, his department would work around it . Status report on the Fire Station project. Chief Van De Voorde advised the Council there is a twelve man building committee working with the Architect, who anticipates a bid opening around November 1st and the commencement of construction the last of November or the first of December. Chief Van De Voorde reviewed with the Council preliminary designs for the new fire station. Report on the composite ranking of the Capital Improvement Projects . Mr. Nelson handed out an updated City Council Composite ranking of capital improvement projects . Mr. Nelson stated this item would be discussed at the August 29th Committee of the Whole Meeting. General Fund 1984 Budget Projections and Tax Levy requirement. The Council reviewed a memorandum from the Finance Department which reflected the General Fund 1983 property tax requirement is projected at $4, 592, 000 compared to the 1982 levy of $4,531 .60. Committee of the Whole Meeting August 8, 1983 Page 6 This represents an increase of $60, 240, or 1 .3% from 1982 to 1983. The property tax requirements for other funds (Police and Fire Pensions , IMRF Pension, Public Benefit and Bonds and Interest) are being reviewed and will be submitted in a separate report. Truth in Taxation Tax Levy Information. The staff advised the Council the Truth In Taxation Act requires the publication and a public hearing, if the tax levy (excluding debt service) will exceed , 105% of the previous year ' s tax levy. Current projections show 1983 tax levy requirements of $6,613,030 or 103 .8% compared to $6, 369, 050 levied in 1982. Therefore, no publication nor public hearing should be required in 1983. Request from Home Federal Savings & Loan to remove the No Parking Zone on the south side of Highland west of Spring Street . The staff advised the Council the pavement is 36 feet wide at this section of Highland. There is parking allowed on the north side, which takes about 8 feet. If parking was replaced on the south side, there would be about 20 feet remaining to move traffic. It would give us two 10 foot lanes , which is rather narrow and less than what is recommended. This section of Highland is still a State highway and so IDOT would have to be consulted in anything we do should the Council decide to replace the parking. Councilman Schmidt and Councilman Andersen felt the no parking should remain as it is because Home Federal has a parking facility right across the street. Mayor Verbic stated it is a convenience for people to run in and complete a small transaction. Councilman Gilliam made a motion, seconded by Councilwoman Shales to approve the request from Homes Federal Savings & Loan. Yeas : Councilmen Gilliam, Hansen, Shales, Waters and Mayor Verbic. Nays : Councilmen Andersen and Schmidt. Elgin Historic District Mr. Nelson furnished the Council with newspaper articles that appeared before and after this year ' s Historic Home Tour . This second annual home tour celebrated the placement of the Elgin Historic District on the National Register of Historic Places . National Street Parking Lot Mr. Nelson stated that back in September, 1982, the Council discussed charging people to park in the commuter lots . At ""'' this time both the National Street lot and the Almora lot were discussed, but the parking fees proposed at that time were to be allocated to the Almora lot only. Committee of the Whole Meeting August 8, 1983 Page 7 Through a misunderstanding, Mr. Bolerjack thought the commuters at the National Street lot were to be charged also and to date 17 spaces out of 81 have been rented. Mr. Bolerjack pointed out that most of the other communities do charge for parking in the commuter lots and since the maintenace of these lots are the city ' s responsibility, the parking fee would help to off-set this expense. Councilwoman Shales pointed out that many of the commuters would use the streets to park on in order to avoid the fee and it might create problems in an another area. Councilman Waters made a motion, seconded by Councilman Gilliam not to charge a parking fee at the National Street lot. Yeas : Gilliam, Shales and Waters . Nays : Councilmen Andersen, Hansen, Schmidt and Mayor Verbic. Councilman Waters pointed out how difficult it would be to enforce, requiring additional staff to do so and the income might not cover the cost of administration. Councilman Hansen made a motion, seconded by Councilman Andersen to reconsider the previous vote. Yeas : Councilmen Andersen, Gilliam, Hansen, Shales , Waters and Mayor Verbic. Nays : Councilman Schmidt. (Pk Councilman Gilliam made a motion, seconded by Councilwoman Shales not to charge a parking fee at the National Street commuter lot. Yeas : Councilmen Andersen, Gilliam, Hansen, Shales, Waters and Mayor Verbic. Nays : Councilman Schmidt. The following items were given to the Council for their review and comment: 1 . A letter from Speer Financial relative to the Industrict Revenue Bond issue for the Sherman Hospital project. 2. A Memo relative to the revisions to Sherman Hospital ' s parking lot south of Slade Avenue. 3 . A progress report on the North End Bridge project. Mayor Verbic requested that Gary Miller meet with Bernie Guentner for more updated material . The report submitted this evening represents work completed through April 29, 1983. Discussion re certain conditions at 102 South State Street . Councilman Schmidt stated that he had received several calls from the residents of 102 South State Street complaining about the heat in the halls and the leaks on the 10th floor. Councilman Schmidt eink stated he paid a visit to this housing facility and the ventaliation was so bad that the temperature in the hall was over a hundred degrees . Committee of the Whole Minutes August 8, 1983 Page 8 Councilman Schmidt also confirmed the leakage on the 10th floor, and he stated he thought the Council should call these conditions to the attention of the Housing Board. Mayor Verbic stated that he had also received telephone calls and had talked with several of the Board members . The problem seems to be a lack of funds , but the Board members stated they would look into this situation. Councilman Hansen stated the Board is accountable to the Mayor. Councilman Schmidt stated he would like the staff to check into this matter and report back to the Council . Chicago Area Homebuilders . Mr. Nelson reported that he and members of the staff did meet with the Chicago Area Homebuilders Committee. Mr. Nelson wondered if the Council wanted this Committee to meet with the City' s Building Commission, or if they wanted them to come directly to the Council . Mayor Verbic stated he thought the meeting should be with the Council and the City ' s Building Commission should be invited to said meeting. r Councilman Waters stated the Building Commission should be furnished with a copy of the Homebuilders ' recommendations prior to the meeting. Councilman Gilliam felt the Council should not by-pass the process just because we may hear something we do not like and that matter should be discussed by the Building Commission prior to a meeting with the Council . Councilman Hansen stated he would like a copy of the report and recommendations given to the Building Commission for their review, and then invite them to attend the meeting with the Builder ' s Association. Elgin State Hospital Councilman Gilliam stated he would still like to see a meeting set up with all of the up coming election candidates and the Governor, to discuss the possible closing of the Elgin State Hospital . Mayor Verbic stated that he had been in contact with the Governor' s office, but as yet nothing definite had been achieved. The Mayor said he would renew efforts to arrange such a meeting. Special Service Area II Property Tax Requirements . (ow Mr. Nelson furnished the Council with a memorandum from the Finance Department setting forth the revised projections of Committee of the Whole Meeting August 8, 1983 Page 9 tax rates and levy requirements for 1983- 1989, together with an explanation of the revised projections . Adjournment Councilman Hansen 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, appointments to boards and commissions and litigation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt Shales , Waters and Mayor Verbic. Nays: None. The meeting was adjourned at 12:45 p.m. Marie Yearman, ity Clerk r r Committee of the Whole Meeting August 29, 1983 The Committee of the Whole Meeting was called to order at 5:40 p.m. , in the E .O.C . Room of City Hall . Members present: Councilmen Andersen, Gilliam, Schmidt, Shales , Waters and Mayor Verbic. Councilman Hansen arrived at 7: 15 p.m. Absent: None. Also present: Nelson, Jentsch, Yearman and members of staff. Presentation by Motorola, Inc. , to provide a new communications system for the Fire and Police Departments . Mr. Bernie Schaeffer and Dennis Harding, representatives from Motorola, reviewed with the Council their proposal for a new communications system. Mr. Schaeffer stated the present system was unreliable, had an overworked frequency, crowded and insufficent dispatch center, the age of the system technology and the manual status changes which require time and effort to update. Mr. Schaeffer then pointed out the advantages provided in the new proposal such as , city-wide coverage from a portable radio, exclusive frequencies , automatice status updating, police unit ID and emergency, fire dispatch processor, fire paging, police motorcycle operation, and security voice privacy adapters in administrative vehicles . All dispatch consoles would communicate on the following channels : both police channels , fire channels , fire mutual aid, police point to point, police data channel , and Elgin Public Works . Councilman Gilliam asked what the anticipated life span for this system would be. Mr. Schaeffer stated from 10 to 12 years . Mayor Verbic asked what changes in technology would be expected. Mr. Schaeffer stated he saw no technical changes during this time period. Mayor Verbic asked for the names of some other municipalities presently using this system. Mr. Schaeffer stated Palatine, Hoffman Estates , Joliet, Calumet City. There are close to fifty systems throughout the Chicagoland area. Councilwoman Shales asked who would instruct the city personnel as to the use of this equipment. Mr. Schaeffer stated that Motorola would train the personnel . Committee of the Whole Meeting August 29, 1983 Page 2 Councilman Schmidt asked if these other systems were as elaborate as the system being proposed. Mr. Schaeffer stated that some are and some do it piece-meal . Councilman Schmidt asked what happens to the old equipment. Mr. Schaeffer stated that if it is salvagable he would suggest that it be turned over to the Public Works Department and then some of the equipment can be adapted to the new system. Councilman Waters made a motion, seconded by Councilman Schmidt, to approve the staff ' s recommendation as outlined and to have the staff negotiate and bring back a firm contract. Yeas : Councilmen Andersen, Gilliam, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Proposal from Poison Architects to conduct a Needs Assessment andPresue of space currently occupied by Fire Station #1 for the Police Department. Mr. Steven Polson advised the Council that his firm deals with law enforcement centers only and he indicated the most successful police facility is one developed as a tool for daily operations . This proposal would provide a layout for the immediate development of an improved communications center as well as the subsequent expansion of police space. Mr. Nelson pointed out that the communications center will be ready for installation prior to the Fire Department moving to their new station. However, the Fire Department has indicated they would be able to make room and work around the center. Councilwoman Shales asked if the city would be furnished with architectural drawings . Mr. Polson stated no, these would not be construction plans , but they would be area plans which are visible and could be reviewed. Councilwoman Shales stated that it would then be necessary to obtain construction plans . Mr. Polson stated this was correct and this was the reason the fee for his services was low. Councilman Schmidt noted that the Poison firm also provided for architectural design and he asked what rates might be anticipated for these services . Mr. Poison stated the rates could be the same per hour or they could be based on a lump sum. Committee of the Whole Meeting August 29, 1983 Page 3 Councilman Waters made a motion, seconded by Councilman Schmidt, to accept the proposal from Polson Architects for specified services at the rate of $40.00 per hour, with the total fee not to exceed $6, 240.00. Yeas : Councilmen Andersen, Gilliam, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Report from A. S . Hansen, Inc. , on the results of valuation for the Police Pension Fund. Mr. Larry Dowling of A. S . Hansen reviewed with the Council the results of their valuation of the actuarial status of the Police Pension Fund as of January 1 , 1983 . This valuation is based upon employee statistics as of that date, appropriate actuarial methods and assumptions, and the schedule of benefits provided in the Illinois Pension Code, Illinois Revised Statutes . Mr. Jepson pointed out that the levy for the police and fire department pension funds have been reduced $447, 000 as a result of these studies . Proposal for an actuarial valuation of the Firemen ' s Pension Fund Mr. Dowling of A. S . Hansen submitted a proposal for an actuarial valuation of the Firemen ' s Pension Fund. The cost of doing this study would be between $2, 500 and $3,000. eft. Councilman Waters made a motion, seconded by Councilwoman Shales to approve this proposal . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Proposed downtown business assistance demonstration project using Block Grant Funds . Roger Dahlstrom advised the Council a total of $75, 000 is in the budget for business incentives and building rehabilitation. During the past three months the city staff has been working with Central Elgin Corporation and officials of the First National Bank to formulate an HCD funded reduced interest rate loan program applicable to downtown Elgin. The program would provide loans at an effectively reduced interest rate through the principal reduction technique. Such loans would be available for business start-up, expansion or building rehabili - tation. The program would allow for the establishment of maximum borrowing costs to begin and operate a business as well as creating potential for code complaint availability of low rent floor space for new small business ventures . Applications which meet the criteria would be reviewed by a committee consisting of members of the financial community, associated with Central Elgin Corporation, city staff and a member of the Planning Commission. Committee of the Whole Meeting August 29, 1983 Page 4 Mr. Dahlstrom further stated that Al Berg, who plans to open Al ' s Ice Creamery, will be the first recipient of the new loan program. Joe Giambelluca, owner of Beer n ' Brat Deli did not feel it was fair to just pick one business for this type of break because there were others who would like the opportunity to participate. Mr. Dahlstrom stated that CEC had handled this request and the 1st National Bank felt the request fit the criteria. Mr. Giambelluca, or any other business owner in the target area can submit requests to see if they meet the specifications . Mayor Verbic stated this would be a shot in the arm to many small business ventures and he suggested that Renard Jackson be appointed from the Planning Commission to serve on the Review Committee. Councilman Waters made a motion, seconded by Councilwoman Shales to approve this project and appoint Renard Jackson to the Review Committee. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays: None. Recommendation from the Traffic Committee to install stop signs at certain intersections along Blackhawk Drive. Councilwoman Shales made a motion, seconded by Councilman Gilliam to approve the Traffic Committee ' s recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Request by the Greater Elgin Senior Center for authority to secure a $30,000 loan by placing a mortgage lien against the property at 101 South Grove Avenue. The Council reviewed a request from the Greater Elgin Senior Center to reinstate the $30, 000 loan from the First National Bank. The original loan was temporarily repaid to the First National Bank with a questionable grant from the Region II Area Agency on Aging . This loan repayment savied considerable interest costs to the Senior Center. However, Region II should make a determination on the grant before October 1 , 1983 and there is a strong possibility that the grant was made in error. If the grant was made in error, the Senior Center will need a $30,000 loan to repay this grant . The First National Bank has requested a resolution from the City for the Senior Center to acquire a loan for this repayment. Councilwoman Shales asked how the Senior Center would repay this loan. Bette Schoenholtz, Executive Director of the Senior Center stated they have three fund raisers slated for the Center and they felt they could pay the loan off in three years . Committee of the Whole Meeting August 29, 1983 Page 5 Councilman Hansen made a motion, seconded by Councilman Schmidt, to approve the loan application and to direct staff to prepare the necessary resolution. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Proposal to enter into a lease agreement with Elgin Dodge for an Administrative vehicle. Included in the Transportation Department ' s 1983 capital budget was a replacement vehicle for Ray Moller. Instead of a purchase, the RTA authorized a 3-year lease of a vehicle at a cost of approximately $275.00 per month. The recommendation is to award this lease agreement to the low bidder, Elgin Dodge at the monthly cost of $229.09/month, this amount is completely reimbursible through our RTA Operating Grant. Councilman Schmidt made a motion, seconded by Councilman Hansen, to approve the staff ' s recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Discussion relative to the accreditation of the Elgin Police Department. Chief Baird informed that Council that representatives from the National Commission on Police Accreditation will be in Elgin on Monday, September 12, 1983 , for purposes of test site evaluation of the department. Chief Baird reminded the Council that Elgin was one of five communities nationwide selected to participate in this program. The program is designed to evaluate the presenting operating procedures and promote a more efficient police department. Chief Baird also pointed out there would be no cost to the City for this evaluation and a public hearing was scheduled for September 12, 1983 at 9: 00 a.m. Recommendation from the Fire Chief and Police Chief relative to the need for a full -time director of the Public Safety Communications Center. The Council reviewed a recommendation from Chief Van De Voorde and Chief Baird, relative to the communication system. Said recommendations consisted of the following: ( 1 ) That a new city department, to be called the Department of Communications , be created; ( 2) That a full -time director be hired to manage the Department of Communications ; (3) That the director be responsible for all aspects of public safety communications for the City of Elgin; (4) The director would report directly to the City Manager, or his designee, for matters of a routine, supervisory, and/or Adminis- trative nature; and (5) In matters of procedure or policy jointly involving both public safety agencies , the director would report to and receive guidance and direction from a Communications Policy Board, to be comprised of members of the police and fire departments and city staff. Committee of the Whole Meeting August 29, 1983 Page 6 rThe salary for the Director of Communications would be in the f range of $26,448 to $32, 532, exclusive of benefits . These figures correspond to salary range 43 C of the City of Elgin Management "C" Group Salary Plan. Councilman Gilliam asked if this position would be included in the 1984 budget process . Leo Nelson stated that it could be. Councilwoman Shales stated that she liked the idea of this being a separate department and felt that it would avoid a lot of problems . Deputy Connors stated that the Council has voted to go ahead with the new Communications system and it was also important to have proper control of said system. Councilman Gilliam stated that he looked favorably upon this recommendation but he preferred to look at it in total budget. Mayor Verbic stated that he assumed that one of the present operators might be qualified for this position, with additional training. Councilman Gilliam questioned if this would take the individual away from other duties they might be performing presently. Councilman Hansen stated he thought with the installation of the new system that it might help reduce the manpower needed to operate same. Councilman Gilliam felt the Council should wait to look at this in the context of the forthcoming budget . Mayor Verbic stated the Council should look at the overall assess- ment and the total impact on the budget . Councilman Andersen stated that each time you create a department it is escalated to hiring an assistant and an assistant to the assistant, etc. Councilman Waters made a motion, seconded by Councilman Gilliam, to approve the idea of a non-uniform person to be in charge of the communications systems and to have the City Manager bring back a proposal with the budget process , reflecting any increase in personnel and salaries . Yeas : Councilmen Gilliam, Shales and Waters . Nays : Councilmen Andersen, Hansen, Schmidt and Mayor Verbic. Councilman Gilliam made a motion to evaluate the position and r prioritize same at budget time. Councilwoman Shales seconded said motion. Yeas : Councilmen Gilliam Shales and Waters . Nays : Councilmen Andersen, Hansen, Schmidt and Mayor Verbic. Committee of the Whole Meeting August 29, 1983 Page 7 eft Recommendation to amend certain sections of Chapter 18 of the Municipal Code relative to subdivision regulations . Mel Dahl advised the Council that the staff had met with the representatives of the Home Builders Association of Greater Chicago to review their comments relative to the City of Elgin' s Building Codes , Subdivision Regulations and Zoning Ordinance. As a result of said meeting the staff prepared a memorandum containing 27 recommendations , which the Council also reviewed. Councilman Gilliam stated that these changes should be referred to the Building Commission for their imput before any action is taken by the Council . Councilman Hansen stated he thought that after the staff met with the HBAHC representatives they were going to meet with the Building Commission to pass on this imput. Councilman Hansen asked how the city could avoid taking un- developed park land, which it could not afford to develop or maintain. Roger Dahlstrom stated we could ask for a smaller conveyance of land, request that said land be improved, and/or cash donations . Mayor Verbic stated that he would like to see the problem of detention land that is donated to the city addressed. Roger Dahlstrom stated the city could consider what the cost of developing the land might be, the cost of maintenance and then decide whether or not they wanted to be the owners of said land. Councilman Hansen stated that he would prefer not owning the land. Mayor Verbic stated that perhaps staff could come back with further recommendations regarding the donation of park and detention area land. Staff was also requested to furnish the Building Commission with all the imput received thus far. Proposal to prepare a comprehensive amendment to the parking lot ordinance. Mr. Nelson stated that the Planning Department has prepared a conceptual framework for a comprehensive amendment to the parking lot ordinance, and the staff is at the point where they need direction from the Council regarding the various elements of their conceptual proposal , and regarding the timing of a compre- hensive amendment in view of other on-going planning programs and the Agenda for Action for the Comprehensive Plan. r Committee of the Whole Meeting August 29, 1983 Page 8 Mayor Verbic stated that he has received many complaints about the curb island requirement because of the upkeep factor and perhaps this should be eliminated except for approaches and access drives . Councilman Hansen stated the city should protect the health and welfare of it ' s citizens , but he felt since this is private property the market place should decide whether they want the curb islands . Mr. Nelson stated the staff is asking for general directions as to how the changes should be made. Mr. Anthony A. Bonavolonta, developer of Tyler Creek Plaza, stated that he definitely was against the curb islands , which were costing $ 100,000 more in landscaping. Mr. Nelson stated that relief could not be granted in this instance unless the ordinance is changed. Councilman Waters stated that he was comfortable with the proposed changes, as outlined in the staff' s memorandum. Councilman Hansen pointed out that if the curb islands are not eliminated there is a good possibility that the Eagle Store scheduled for the Tyler Creek Plaza will not situate there. Councilman Hansen made a motion, seconded by Councilman Andersen, to delete from the ordinance the requirement for interior curbing, islands and landscaping thereon. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales and Mayor Verbic. Nays : Councilmen Gilliam and Waters . Councilman Andersen made a motion, seconded by Councilman Hansen to have the Planning Department present the recommendations made to the Council this evening to the Planning Committee. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales and Mayor Verbic. Nays : Councilmen Gilliam and Waters . Councilman Hansen made a motion, seconded by Councilman Andersen to have the staff prepare the recommendations to the parking lot ordinance on a high priority. Yeas : Councilmen Andersen, Hansen, Schmidt and Mayor Verbic. Nays : Councilmen Gilliam, Shales and Waters . Proposed 1983 G .O. Bond Issue. The Council reviewed the following list of items proposed by staff to be included in the 1983 G .O. Bond Issue: Fire Station and Site Acquisition $ 950, 000 Communicaton Center Equipment 770,000 Alterations to Police Department 200,000 Alfred-Demmond Street Improvement 140,000 Ladder Truck - final payment 100,000 Financing costs 20,000 $2, 180,000 Committee of the Whole Meeting August 29, 1983 Page 9 Councilman Hansen made a motion, seconded by Councilman Andersen, for the staff to proceed with the bond issue as herein set forth. Yeas ; Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays: None. Adjournment Councilman Gilliam made a motion, seconded by Councilwoman Shales to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss acquisition of property, appointments to boards and commissions and litigation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays: None. The meeting was adjourned at 11 : 05 p.m. Marie Yearman, City Clerk r r Committee of the Whole Meeting September 12, 1983 The Committee of the Whole Meeting was called to order at 6: 35 p.m. , in the Conference Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Absent: None. Also present: Nelson, Jentsch, Yearman and members of staff. Authorization for Home Federal Savings and Loan to collect payment Tor water bills . The Council reviewed a recommendation from staff to give Home Federal Savings of Elgin the authority to receive payments for Elgin water bills . At the present time Gromers is the only outside authorized agent to receive water bill payments . Gromers may also charge the customer an additional 10 per bill and Home Federal would like the same authority. This is particularly beneficial since the City is no longer open on Saturdays . Councilman Hansen made a motion, seconded by Councilwoman Shales, to approve the staff ' s recommendation. Yeas: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Change Order No. 1 to Contract No. 5 with Seagren/Shales , Inc. for improvements to the West Side Water Treatment Plant. The proposed change order contains five items with a total increase of $36,818.00 in the contract amount. The approval of Change Order No. 1 would increase the total amount of Contract No. 5 with Seagren/ Shales, Inc. , from $758, 200 to $ 795, 018 . Councilman Gilliam made a motion, seconded by Councilman Waters, to approve the subject Change Order. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Waters and Mayor Verbic. Nays : None. Abstained: Councilwoman Shales . Proposed agreement with Central Elgin Corporation. The Council reviewed the proposed contract which provided that the City would agree to pay C .E .C . $ 1 .00 for every $ 1 .00 raised by C .E .C . from funds received through voluntary contributions , from financial institutions , owners of property and retail merchants for the purpose of aiding continued economic productivity of the central business district. Mr. Nelson stated that to date they have indicated they have raised $ 14, 325 and they expect to raise that to $ 18,000. They have a receivable with the city of $ 16, 500 and if we wrote them a check for $ 16, 500 they would then pay the receivable. Committee of the Whole Meeting September 12, 1983 Page 2 Councilwoman Shales stated that she felt there was a need for better representation of Elgin people on the C .E .C . Board and she furnished the Council with a proposal for the formation and function of said Board. Mrs . Shales further stated that she would not be willing to support this Board unless something was done. Councilman Waters stated that some of the proposed members to the Board might have a technical problem in qualifying. Roger Dahlstrom pointed out that the Statutes require that members either own or lease property within the district. Mayor Verbic complimented Mrs . Shales on her proposal and felt some good ideas had been expressed. The Mayor asked Mr. Nelson to call a meeting with CEC members and present this proposal to them, and to have the Legal Department check out the legality of suggested board members to hold such office. Councilman Hansen stated that he felt the accountability of this committee was lacking and at the present time there are 5 such groups working with the central business district, with no direction or unified structure. e Councilman Waters stated there are two Councilmen and the City Manager on the CEC Board so he did not feel there was no accountability. Councilman Schmidt stated the Council has taken most of the initiative as far as the development of the South Grove area. Mayor Verbic felt that maybe more people should be involved Councilman Gilliam made a motion, seconded by Councilman Waters, to fund the C.E .C. Corporation as proposed by staff not to exceed $ 18,000. Yeas : Councilmen Gilliam, Schmidt, Shales, Waters and Mayor Verbic. Nays : Councilmen Andersen and Hansen. Continued discussion of the Capital Improvement Programs . The Council reviewed a memorandum from staff wherein the Council ranked the top 20 projects of the 40 projects submitted by department heads to form the 5 year Capital Improvement Program. The staff also included the projected bonds issues and special assessments, projected annual debt requirements and long term debt projections . Councilman Hansen stated that in addition to this information he would be interested in a comparison of the tax levy, tax rate and G .O. Bond issues for the last 5 years , because he felt this would be helpful in deciding where the Council wanted to go with Committee of the Whole Meeting September 12, 1983 Page 3 rates in the future. Councilman Hansen said that he feared if we spend all the money now it will deprive future Councils and generations of any capital improvements they may want. Councilman Waters stated he would agree except that if you looked at this plan only the first year ' s projects would be implemented and the balance of the projects would not be cast in stone. Mr. Nelson stated that he felt the Council was looking at a spending level and he could bring in a schedule of how the projects could be finances with a not to exceed amount to be levied for capital improvements . Mr . Nelson stated this data could be available within two weeks . The Council agreed to re-discuss this matter at the Committee of the Whole Meeting on September 26th. Said meeting to commence at 5 : 30 p.m. Adjournment Councilman Gilliam made a motion, seconded by Councilman Waters , to adjourn the Committee of the Whole Meeting and go into Executive Session to discuss acquisition of property, appointments to boards and commissions and litigation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 7:40 p.m. Committee of the Whole Reconvened: 10: 15 p.m. Discussion re parking in downtown area Councilman Hansen stated that he had been approached by a citizen who wanted to bowl at Schneider' s on a week night and was unable to find a parking space and the Spiess Deck was closed. Mr. Hansen said that since we have just spent $265, 000 to repair the deck he felt the deck should be kept open in the evening for parking. Mr. Nelson stated he would check into this . Councilman Schmidt asked if the students using the lot across from Schneiders were being ticketed. Mr. Nelson stated they must be parking there during the day, staying beyond the meter time and not feeding the meters because the metermaids are not out in the evening. Councilman Andersen also pointed out that the students are parking in private lots and they may find their cars being towed out. Someone at ECC should pass the word out at the school as to the proper parking. • ., Committee of the Whole Meeting September 12, 1983 Page 4 Councilman Hansen stated that two years ago he proposed that the city eliminate all the parking meters , and he was making this proposal now. Councilman Andersen stated that then there would be a problem with employees taking the spaces and parking all day. Councilwoman Shales stated why would the employees take these spaces away from customers . Mayor Verbic stated that it would be necessary to look at dollars and cents and the impact on the parking deck and controlled lot. Councilman Hansen pointed out that in another year the Council will have to deal with the parking deck because it is not going to generate enough revenue to pay for maintenance and other costs . Mayor Verbic suggested this matter be brought up for consideration during the budget process . Adjournment Councilman Waters made a motion, seconded by Councilman Gilliam, to adjourn the Committee of the Whole Meeting and reconvene the Executive Session. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays: None. The meeting was adjourned at 10: 25 p.m. Marie Yearman City Clerk r Committee of the Whole Meeting September 26, 1983 The Committee of the Whole Meeting was called to order at 6: 00 p.m. , in the E .O.C . Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Absent: None. Also present: Nelson, Yearman, and members of staff. Discussion of the five year capital improvement program. The Council reviewed Exhibit 1 which ranked the top twenty projects to form the Capital Improvement Project. The projects were listed in the order selected by the Council , but the year each project is to be constructed is substantially that recommended by the department heads . Several projects were contingent upon the City receiving grants from the federal , state and county governments . However, only the City ' s share of the cost is shown. Using the project list from Exhibit 1 , the projected annual debt requirements are on scheduled on Exhibit 11 . The annual debt requirements are scheduled differently for 0.0. Bonds and Special Assessments , so these are shown separately. All debt matures over ten years at 8% interest The projected annual long term debt requirements including both existing debt and new debt were shown on Exhibit 111 . In addition the estimated tax rates and projected assessed valuations are shown. This exhibit provides an overview of future property tax levies by year. Mr. Nelson pointed out that the Otter Creek project will have to be included in the proposed bond issue for the new Fire Station and Communications Center, because instead of completing this project in 1985, it is now necessary to complete it in 1984 in order to facilitate the State work on Larkin Avenue. Mayor Verbic asked how much money we were talking about adding to this bond issue. Mr. Nelson stated $720, 000. Councilman Hansen asked if Exhibit 111 reflected any contributions out of the General Fund for the Capital Improvement Fund. Mr. Bolerjack stated no, this does not go into the five year plan. Councilman Hansen noted that five years of projects financed over a ten year period would increas the tax rate to 64 cents by 1987, and might prevent future councils from have much room to move, if a five year plan is established. Committee of the Whole Meeting September 26, 1983 Page 2 Mayor Verbic stated that this just gives you an idea of what the projects are but it is not cast in stone because in any given year it ' s going to depend on the economy and things could change as you go along. Two years from now you may back an entirely different view of what is a priority. The Mayor further stated that the South Grove Redevelopment, Mid-Block Street Lighting, North McLean Blvd. , improvements, Wing Street Improvements , were all committed priorities at this point in time. Councilman Hansen suggested that the Council decide what tax rate the public could afford in these times , since we are up to 292 cents already. Councilman Waters stated he was not sure the average figure is accurate of what the public is willing to bear and he was not willing to stay below what is considered average and delay projects . Councilman Gilliam stated he thought the Council would pick out four or five projects to be spread out over two or three years and he felt five years was to long a period. Mayor Verbic stated the Council could look at this each year because we must look at the sign of the times and the money that is available. Councilman Hansen stated that we should also stop any staff time or consulting time on projects that are not affordable. Councilman Hansen further stated that he was not comfortable taking one year at a time, but that he liked Councilman Gilliam' s suggestion to look at two or three years . Councilman Waters stated that perhaps the staff could sort these projects out and show funding levels for a ten year period. Councilman Gilliam asked that the staff identify the items . Mr. Nelson stated the staff could provide a list of the items and show the various rates which would be incurred. Councilman Hansen stated the Council should have the final selection of these items . Mayor Verbic stated the Council could use the staff recommendation and then they would decide the spending level . Councilman Hansen made a motion, seconded by Councilman Waters, to have the staff establish a tax schedule from 31 to 35 to cover a ten year period and to project out which projects could be included at different funding levels . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting September 26, 1983 Councilman Hansen made a motion to make the Bay for Fire State 5 a high priority. The Council indicated their approval , but no roll call was taken. Recommendation to amend our agreement with the State in order to secure an X-Ray Flurescent Instrument for the Lead Poisoning Prevention Program. The staff advised the Council that research by International Systems determined that grant monies are not available for the purchase of a monitor, but the State could put a monitor on full loan if we assumed responsibility for the $ 1 , 200 yearly maintenance cost. Councilman Waters asked if there was any financial commitment beyond the $ 1 , 200. Mr. Nelson replied no. Councilman Waters made a motion, seconded by Councilman Hansen, for the staff to proceed to the loan of this monitor under the terms provided herein. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Additional information relative to the claim for payment by the Richter Awning Company. Councilman Andersen stated that he raised the original question on this matter because he was confused as to why we offer something for bid and then we accept something less and if a change was necessary why was this not done in the form of a Change Order. Councilman Andersen stated this was not fair to the other people who bid and the actual cash difference, with no labor, was $423 .54. Mr. Nelson stated the city did not bid this item because the general contractor took the proposal for awnings out of Phase 1 because of the street work which was taking place. The architect recommended this work be handled through a city purchase order. Councilman Waters felt the issue had been resolved and he did not think payment should be withheld. Councilman Andersen stated there is $453 .84 difference in the material used and in fairness to the other bidders this should be deducted. Councilman Hansen asked when this was taken out of the Verdico Contract, who was responsible for the material and installation. Mayor Verbic replied the architect. Committee of the Whole Meeting September 26, 1983 Page 4 Councilwoman Shales made a motion, seconded by Councilman Gilliam, to pay the Richter bill less $ 158 . 16, said amount being the difference quoted by the architect . Yeas : Councilmen Gilliam, Shales, and Waters . Nays : Councilmen Andersen, Hansen, Schmidt and Mayor Verbic. Councilman Hansen made a motion, seconded by Councilman Andersen to pay the Richter bill less the $423 .54. Yeas : Councilmen Hansen and Mayor Verbic. Nays : Councilmen Andersen, Gilliam, Schmidt, Shales and Waters . Councilman Gilliam asked Councilman Andersen where he had obtained the $425 .54 figure. Councilman Andersen stated this was from the second lowest bidder. Councilman Gilliam did not feel the Council should take the figures from someone who has lost the contract. Councilman Andersen made a motion, seconded by Councilman Schmidt, that Cassell and Burnidge should appraise the matter and establish the difference in cost of the materials . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Discussion and review of the preliminary annexation agreement submitted by the developers of the airport property. Roger Dahlstrom submitted to the Council the following summary of unique requests by the petitioners in connection with their proposed annexation to the city: 1 . Relocation and improvement of Airport Road at no expense to the developer, from the State Route 31 intersection through the subject property, east and south under the tollway bridge to West River Road. 2. Improvements to the State Route 31 /Airport Road intersection at no expense to the developer. 3. Abatement of the City ' s portion of the property tax until the issuance of individual occupance permits . 4. Rebate to the developer of a presently unspecified percent of all retailers ' occupational taxes , service occupation taxes , and hotel /motel rental taxes for a presently un- specified period of time. Mr. Dahlstrom stated that the State will only tell you the sales tax which is paid when fifty or more sale ' s tax licenses are applied for and this present agreement does not address this fact. Committee of the Whole Meeting September 26, 1983 Page 5 Mr. Nelson stated that if these concessions were considered it would be setting a policy for other developments . Mayor Verbic stated that we must be careful not to set a precedent and there is a need to see a financial impact study to see what income there will be to the city. The Mayor also pointed out that what is fair for one is fair for all . Councilman Hansen stated that as a government unit we have a responsibility to provide roads and utilities and he would think that the State would also be involved with Route 31 . Mayor Verbic stated that all you had to look at was Spring Hill wherein the developers bore the cost of the intersection improvements, and after the Woodfield development I . D.O.T. stated they would not finance any more accesses for shopping centers . Counsel Jentsch stated there is a great deal of doubt as to whether the concessions relating to the tax abatements could be accomplished legally and this should be researched. This could take a great deal of time and he would not want to do this unless it is determined that the project is going to proceed. Mr. Nelson stated that in any case only 25% of the property tax could be abated. Charles Burnidge stated there are 185 acres here being considered for commercial , research and development and industrial use and he would urge the Council , staff and developers to set up discussions in an effort to work out these matters . Mr. Burnidge stated that Barton & Aschman are developing a financial impact study for the project. Councilman Waters stated that he agreed we would be setting a precedent, but the city should be open to this type of project and we have to be willing to make that precedent. Councilman Hansen stated that he was comfortable with the public works aspect because we have provided arterial streets to other developments and we should try to get some help from the State. Mr. Hansen further stated that he did have problems with the other requests because of legistics in dealing with other developments . Mayor Verbic stated he felt the financial impact study and legal research was needed in order for the Council to come close to any decision regarding the project. Mr. Burnidge state he would furnish the Council with the impact study as soon as it was available and he would have Attorney Heimberg contact Ery Jentsch. Committee of the Whole Meeting Spetember 26, 1983 Page 6 Communications Center Mr. Nelson advised the Council that a meeting was scheduled tomorrow with Sachs/Freeman to discuss the specifications for the communications center and he was going to stipulate to the consultants that either Sachs/Freeman or the low bidder for the project accept responsibility for the overall system once it is installed, and also that a performance bond be posted as a guarantee for such performance. Councilman Gilliam stated he would still like to see the city go with Motorola because he felt they will still be the low bidder and we will not find anyone who wants to guarantee a piecemeal system. Special Council Meeting The Council agreed to hold a special meeting on October 31 , 1983, at 7: 00 P.M. , to open the fire station bids . Halloween Hours The Council agreed to set October 31 , 1983, for Halloween Trick or Treat and to suggest to the parents that 9: 00 p.m. , end said activities . Adjournment Councilman Schmidt made a motion, seconded by Councilman Andersen, to adjourn the Committee of the Whole Meeting and go into Executive Session to discuss acquisition of property, appointments to boards and commissions and litigation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 9: 30 p.m. Marie Yearman, ity Clerk r 1 Committee of the Whole Meeting October 10, 1983 The Committee of the Whole Meeting was called to order at 6: 40 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Andersen, Shales , Waters and Mayor Verbic. Councilman Schmidt arrived at 7: 28 p.m. Absent: Councilmen Gilliam and Hansen. Also present: Aydt, Yearman, Jentsch, and members of staff. Recommendation relative to the proposed sanitary sewer for sections of Second Street and Lyle Avenue in the McIntosh Subdivision. Gary Miller advised the Council that a meeting was held on July 14th to discuss this project with the property owners . Thirty-five property owners attended this meeting and prior to the start of that meeting, staff received a petition signed by twenty-four owners who were opposed to the sanitary sewer project. A considerable amount of time was spent attempting to explain the overall project, including cost estimates , pay-back plans rk and procedures , but the staff was confronted with much criticism and opposition, but did receive some support for the project from those in attendance. The staff is now recommending that the project be scaled down to deal with only twenty property owners , of which only two object at the present time. We could eliminate one-third of the failing septic systems , which are in the low area and in most need of a remedy. More importantly we will have completed a major portion of the ten inch downstream sanitary sewer, which could then be extended at a later date as owners become more receptive to the concept of a sanitary sewer project. The preliminary cost of this modified sewer project totals $97,451 .00 and the City' s share could amount to approximately $48, 725 .00 as public benefit. Councilwoman Shales asked what the property owners objected to. Mr. Miller stated money seemed to be the main issue and then there were some who had just installed new septic systems . Mr. Aydt stated that the smaller proposal would take care of those who really needed the relief. Councilman Andersen made a motion, seconded by Councilman Waters , to approve the staff ' s recommendation and proceed with the modified plan. Yeas : Councilmen Andersen, Shales, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting Oactober 10, 1983 Page 2 Recommendation to proceed with additional engineering for the eroposed improvement to South Weston Avenue between Larkin and Van. Mr. Miller advised the staff had a meeting with the residents in this area and 12 of the 13 residents attended the meeting. The majority of the property owners are in agreement that they would like to have the street improvement completed. The staff discussed the two possible design varients : ( 1 ) leave the street open as it is , or ( 2) install a cul -de-sac at the north end of Weston Avenue. A vote was taken and it appeared there is a 50-50 split for and against the cul -de-sac. Mr. Miller recommended that the Council authorize staff to proceed with the preliminary engineering and cost breakdowns . The staff would also like to prepare a questionaire and poll the surrounding area affected by this project, and bring same back to the Council . Councilwoman Shales made a motion, seconded by Councilman Waters , to proceed with the staff ' s recommendation. Yeas : Councilmen Andersen, Shales, Waters and Mayor Verbic. Nays : None. Recommendation to retain Fluid Conservation Service of Austin, Texas to conduct a water leak survey. The staff advised the Council that proposals were sought from two firms who do leak survey work by the method of sound level measurements . Based on previous work three areas of the distribution system have been selected for the initial survey consisting of about 300, 000 feet of watermain. It is believed that these areas have the greatest potential for leaks . The proposals consist of two phases of work, the first is the sound survey of approximately 300,000 feet of watermain and the second is the pin pointing of leaks where indicated by the sound survey. Fluid Conservation Service submitted a proposal in the amount of $9,890 and Associated Technical Services submitted a proposal of $ 10, 160. The staff recommended that Fluid Conservation be authorized to proceed based on their proposal . There is $ 10,000 in the 1983 budget for leak survey. Councilman Waters made a motion, seconded by Councilwoman Shales, to approve the staff ' s recommendation. Yeas : Councilmen Andersen, Shales , Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting October 10, 1983 Page 3 Report from Charles Cassell relative to the difference in cost between 3/4" I . D. pipe and fittings and 1 " I . D. pipe and fittings for the ECC Fountain Square Campus Awnings . The Council reviewed a letter from Charles Cassell in which he stated that the total cost savings of using 3/4" I . D. pipe is as follows : Pipe $ 158. 16 Fittings 70. 20 Total $228 . 36 Mr. Cassell further stated that he had discussed these costs with Richter Awning and while he agrees with the estimate, if it will help resolve the issue, he is willing to deduct the greater amount of $423 .54 from his contract, the $423 .54 is the amount discussed at the previous Council meeting. Councilman Waters read the following prepared statement: "The Council has now publicly debated the isue of the contractor for the awning at Fountain Square Campus on at least 3 occasions since the opening of the new facility. In addition, Council members have gone to the press to provide additional information for additional exposure. This Council committed over $4.5 million to the renovation of a vacant department store, a project which created a broad base of enthusiasm in the community. Now that the work is completed, what has the Council focused public attention to, what has the Council conveyed to citizens of Elgin in terms of its reaction ? A negative hassle that represents less than 1 / 10th of 1% of the total project. Nearly everyone who has toured or now utilizes the new facility has been simply amazed at the renovation, especially those who remember the building in the latter years of Sears ' occupancy. FSC has become a source of community pride in the downtown area, and a radiating source of influence on the owners of buildings surrounding it. It is a job well done that must be recognized even by those who may have opposed it in the first place. It is a project this Council should share with others , a pride in accomplishment. An yet where have been the acknowledgments and accolades ? When did the Council publicly thank the firm of Cassel and Burnidge for their vision and innovation ? When has the Council publicly thanked the contractors who worked double duty to meet the short time constraints while maintaining concerns for quality workman- ship ? When did the Council congratulate the manager and his staff for a job well done ? When did the Council convey to its public their pride in the project ? Committee of the Whole Meeting October 10, 1983 Page 4 Instead of these acknowledgments, the Council has focused the public attention upon its criticism of a sub-contractor whose only error was he worked in good faith and cooperation with the architect supervisor in trading off improvements rather than demanding change orders which again would have represented less than 1 / 10th of 1% of the total project. Not content with publicly damaging this person' s reputation once, the Council has kept the issue alive with spurious figures and accusations which have been provided by the man ' s competitor, the competitor who is sore because he didn' t get the bid. I do not know Mr. Richter personally, but I am convinced that the actions of this Council have cost him far more than what some feel he has gained by building his project under speci - fications . In my opinion, the Council should be gratefl to the supervising architects for exercising of their professional judgment in weighing the trade-offs between the dimension of pipe and the added end pieces and support brackets . Hindsight says a change order should have been made, but in the time frame considered and within the context of the size of the contract compared with the total project, it is understandable why judgment was exercised instead. The Council should be thankful that Mr. Richter cared enough about the project to offer adjustments, based upon his experience, which improved the plans drawn up by the architects . We showed our gratitude by entertaining a motion to deduct from Mr. Richter ' s contract an amount flippantly suggested by his competitor. We have show our gratitude by keeping the issue alive, by further sullying the professional reputation of Mr. Richter. What more could a competitor ask for ? And why ? Because we want to make an example ? Because we believe all persons working for the city are intent upon cutting corners and now we have an example to say, "See I told you so ?" Fellow council members, please, enough is enough: We have cheapened ourselves in the eyes of others and we have damaged too many others enough . I won ' t ask that an apology be extended to all I personally believe deserve an apology, but I implore you to put this to rest, to end this charade, to end this abuse of authority, and pay the man his full due. The example has been made, if this is the issue, and there is nothing more to gain, but lots to lose." Mayor Verbic stated that he felt there was a valid issue to this matter and in the future any variation of the specifications should come to the Council in the form of a change order. Councilman Andersen made a motion to pay the Richter statement deducting the $423 .54 as proposed in Mr. Cassell ' s letter. (This motion died for lack of a second. ) A Committee of the Whole Meeting October 10, 1983 Page 5 Councilman Waters made a motion, seconded by Councilwoman Shales to pay the full amount of the contract with Richter Awning. Yeas : Councilmen Shales , Waters and Mayor Verbic. Nays : Councilman Andersen. Recommendation from Mel Dahl to replace sections of curb, gutter and sidewalk and driveway approaches as part of the Bluff City watermain project . The staff advised the Council this work was required in connection with the installation of the watermain. Two quotes for this work were received from Quindell Construction for $2, 985.00 and Zimmerman Construction for $3, 011 .00. Mr. Dahl asked permission to award the contract for this project to Quindell Construction. Councilman Waters made a motion, seconded by Councilwoman Shales to award the contract to Quindell Construction for $2, 985 .00. Yeas : Councilmen Andersen, Shales , Waters and Mayor Verbic. Recommendation for painting the trim on Fire Station #5 . Acting on the Council ' s direction to solicit proposals for painting the exterior of Station #5, the city received the following proposals : Michael T. Joy Painting & Decorating $3, 285.00 Ron Baker Painting & Decorating 3, 350.00 The staff is recommending that the contract be awarded to the low bidder, Michael T. Joy Painting. Councilwoman Shales made a motion, seconded by Councilman Waters , to award this contract to Michael T. Joy Painting. Yeas : Councilmen Andersen, Shales , Waters and Mayor Verbic. Nays : None. Proposal to replace the concrete pad over the fuel tanks at the Crystal Street Bus Garage. Based upon the RTA ' s letter of authorization, the staff requested that the Council authorize a contract with the low offeror, Wayne E . Zimmerman Construction, for a total cost of $4,490.00 for the replacement of the concrete pad over the diesel fuel tanks at the Bus Garage. Councilman Waters made a motion, seconded by Councilwoman Shales, to award the contract to Wayne E . Zimmerman Construction for $4,490.00. Yeas : Councilmen Andersen, Shales, Waters and Mayor Verbic. Nays : None. Committee of the Whole Meeting October 10, 1983 Page 6 r Halloween Trick or Treat Hours Councilman Andersen made a motion, seconded by Councilwoman Shales to set 8: 00 p.m. as the curfew for trick or treating on Halloween. Yeas : Councilmen Andersen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Groundbreaking for new RTA Transportation Facility. Mayor Verbic announced this groundbreaking for this facility would be held on November 2nd, at 10: 00 a.m. Special Council Meeting Schedules The Council agreed to meet on the following dates : Thursday, October 20, 1983 at 7: 00 p.m. , for preliminary discussion on the airport property annexation. Monday, October 31 , 1983 at 7 : 00 p.m. , for the opening of the new fire station bids . Adjournment Councilman Schmidt made a motion, seconded by Councilman Waters to adjourn the Committee of the Whole Meeting to go into the regular Council Meeting . Yeas: Councilmen Andersen, Schmidt, Shales , Waters and Mayor Verbic . Nays : None. The meeting was adjourned at 8 : 00 p.m. Marie Yearman City Clerk r Committee of the Whole Meeting October 20, 1983 A Special Committee of the Whole Meeting was called to order at 7: 10 p.m. , in the Council Conference Room of City Hall . Members present : Councilmen Andersen, Gilliam, Schmidt, Shales, Waters and Mayor Verbic. Absent: Councilman Hansen. Also present : Jentsch, Yearman and members of staff. Preliminary discussion of annexation agreement submitted by the developers of the airport property. Charles Burnidge stated that after meeting with the staff, the Mayor and Mr. Nelson, he felt the Council should meet to go over the changes proposed in the annexation agreement which is set for public hearing on October 24th. Mr. Burnidge also felt the Council should know more about the depth of the project. Mr. Burnidge explained that the Melvin Simon Company, which is the second largest owner of shopping center businesses, with businesses located in eighteen different states , is to be the prime investor in this project. Mr. Burnidge displayed a preliminary draft of the project which reflected the proposed sites for a hotel , restaurant, reasearch and development, light industrial and commercial development, for a total of 250, 000 square feet. Negotiations have been completed with the Elgin Sanitary District, and the developer, Dr. Sullivan, and the Simon Company would like to have the first phase of the project consisting of 120, 000 square feet completed by next Fall . The project should generate $400, 000 in sales tax annually. The land and improvement costs to the developers is from nine to ten million. Mr. Burnidge stated that the developers were looking for the following relief from the City: ( 1 ) The redesigning and improvement of the intersection at Route 31 and Airport Road. The approximate cost to the City $400,000, unless the developer could buy the Wonder Bread distribution center, which would provide an ideal location for the intersection, then the costs are estimated at $700, 000. ( 2) Relocation and construction of the present Frontage Road to take it through the development at an estimated cost of $ 1 . 2 million to $ 1 .4 million. (3) That the City would endeavor to have the State widen Route 31 into a four- lane highway up to the improvements which have been made at the Chateau Louise Resort. Committee of the Whole Meeting October 20, 1983 Page 2 Mr. Burnidge stated that he had asked why the State had not included this stretch of highway when the improvements were made to Route 31 north of Elgin. Mr. Ziejewski of IDOT informed Mr. Burnidge this had not been done because the City of Elgin had discouraged this because of Spring Hill . Mr. Burnidge asked that the City induce the State to install these improvements in order that the traffic from the north would have a good highway to travel to the proposed project. The developer would furnish the up-front money for these projects , excepting therefrom the Route 31 improvements , and they would ask the city to reimburse them over an extended period of time out of tax revenues from the project. Mr. Burnidge stated that at this point in time they were proposing 100% reimbursement, but they would be willing to negotiate the amount of the reimbursement and the period of time for same. Mr. Pat Ryan of Baird and Warner advised the Council that his firm had mailed out nationally 25, 000 brochures to corporations showing what Elgin has to offer. Mr. Ryan stated that Venture is interested in the site and they are presently trying to market the property to a major hotel chain such as Sherton, Hilton, Mariott or Stouffers, and to large corporations . Councilman Schmidt asked where the money would come from to provide such services as police and fire protection if the city agreed to the 100% reimbursement. Mr. Burnidge stated that was the reason for the meeting tonight, to try and satisfy the needs and perhaps they could talk about a longer payback period. Councilman Schmidt stated he would like to see the reimbursement reduced and the payback period extended. Mr. Burnidge stated the impact study reflected the employment of 5700 employees with 100 to 300 needed to build the project. Mayor Verbic stated that the Council needs to ask themselves if they are willing to participate in the improvements and if so how much and for how long. Councilman Schmidt stated this would really blow the South Grove Redevelopment to the wind. Mr. Ryan pointed out that if Venture does not go into this project they will go to Spring Hill . Councilman Waters stated that he would be willing to participate and that he was excited about the project. Committee of the Whole Meeting October 20, 1983 Page 3 Mayor Verbic stated the Council should look at this concept step by step. The Annexation agreement is set for Monday evening and there will be revisions to that agreement. Does the Council want to participate in the requested improvements and how much participation, and does the city want to set this precedent for other developers . Councilman Schmidt indicated the city should participate to some extent. Councilman Gilliam stated he was at zero participation but he would be willing to discuss or negotiate this matter. Councilwoman Shales stated that she was willing to discuss the matter. Councilman Andersen stated that the Council has been stampeded into decisions they have lived to regret and he was not going to give away the farm. Counsel Jentsch stated that the Council would be holding a public hearing for an annexation agreement which would have to be revised and in view of this the public hearing could be opened and closed and a new date set for a hearing on the revised agreement. Mayor Verbic stated that the Council had been supplied with all the latest information and it would now be up to them as to how they wanted to proceed. The Mayor called for adjournment of the meeting at 8:45 p.m. c�J Marie Yearman, ity Clerk Committee of the Whole Meeting October 24, 1983 The Committee of the Whole Meeting was called to order at 6 :40 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Absent: None. Also present: Nelson, Yearman, Jentsch, and members of staff. Discussion regarding the hardship being created by the application of the city' s sign ordinance to the proposed relocation of the McDonalds sign. Attorney Peter Bazos stated that he was representing Jerry Bear owner of the McDonalds franchise at 1480 Larkin Avenue. Mr. Bear has been notified by IDOT that as part of the widening of Larking Avenue, the Illinois Department of Transportation has determined that the McDonald ' s sign will overhand the widened right-of-way, and therefore they plan to condemn the sign. Mr. Bear would like to move the existing sign so that it will not overhand the public right-of-way, but under the existing provisions of the city' s community graphics ordinance, the movement of this sign is not permitted. Mr. Bazos suggested the following as a solution to his client ' s problem: 1 . The abatement provision in Section 19.45 . 260 should be repealed. This would grandfather in all signs which were in existence prior to the adoption of the ordinance and which are not in conformity to the ordinance as lawful , non-conforming uses . 2. Section 19.45 . 260 ( the non-conforming use provision) should be amended to provide that a non-conforming sign can be moved to another location on the same parcel when the sign in its existing location becomes subject to condemnation through eminent domain. Jerry Deering from the city ' s planning staff, submitted the following summary in a memorandum dated October 24th: The existing nonconforming Larkin MacDonald ' s sign is 393 square feet in surface and 32 feet in height . The sign ordinance permits a sign 80 square feet in suraface and 22 feet in height . Committee of the Whole Meeting October 24, 1983 Page 2 The abatement provision must undoubtedly be eliminated. However, the elimination of the abatement provision should be accompanied with a re-evaluation of the continuation of nonconforming graphics provision for the purpose of reinforcing the eventual elimination of all remaining nonconforming graphics . It should be noted that the overwhelming majority of free- standing signs on Larkin Avenue between Airlite Street and McLean Boulevard are in conformance with the sign ordinance, and that the Larkin MacDonalds will receive damages for the condemnation of the subject sign. The damages will cover the cost of a new conforming sign. Mr. Bazos stated that his client wants to retain the present sign because of business visibility and he is not interested in the compensated damages . Mayor Verbic stated he would be inclined to go with a text amendment to allow the removal of the sign as a variation. Councilman Hansen stated he could support the Mayor ' s suggestion but he would also like the staff to work on the sign ordinance, and bring their recommendations to the Council . Councilman Andersen made a motion, seconded by Councilman Hansen that a text amendment to the ordinance be recommended to the Planning Commission. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales , and Mayor Verbic. Nays : Councilman Waters . Abstained: Councilman Gilliam. Proposed traffic signals for Illinois Route 25 ( Liberty Street) and Park Street. Mr. Nelson stated that the State is ready to proceed with this project next year and the staff has prepared a list of nine comments and questions relative to the project, which they will pursue with the State. The staff agrees that all parking along Liberty Street between Lillie and Addison should be eliminated and that the city should proceed with this project. Councilman Hansen made a motion, seconded by Councilman Schmidt, to proceed with this project. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Proposal for an adult crossing guard at Lawrence Avenue and Jackson Street. Approximately 25 children use the cossing on Lawrence at Jackson four times a day and with the volume and speed of traffic as well as the street curvature it is extremely difficult for the children to cross the street. The Traffic Committee is recommending that an adult school crossing guard be placed at this intersection. Committee of the Whole Meeting October 24, 1983 Page 3 Councilman Schmidt made a motion, seconded by Councilman Waters, to proceed with the Traffic Committee ' s recommendation. Yeas: Councilmen Andersen, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Abstained: Councilman Gilliam. Proposal from IDOT to install a new traffic signal at Illinois Route 25 ( Liberty Street) and Bluff City Boulevard and to modernize the traffic signal- at Illinois Route 25 (St. Charles Street) and Bluff City Boulevard. The Council reviewed the foregoing proposal which provided for the city ' s participation in the amount of $ 12,000, ( Ill . 25 Liberty and Bluff City Blvd. , $6, 000 and Ill . 25 St. Charles and Bluff City Blvd. , $6,000) . Councilman Waters made a motion, seconded by Councilwoman Shales , to have staff proceed with this project. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Discussion re proposed changes in the Dahlquist annexation agreement. Attorney Frandsen stated that his clients were asking for a delay in recording the annexation for eighteen months . The purpose in requesting this delay is to give his clients the opportunity to seek financing and to market the project. Gary Miller stated that the objections he had raised in his October 17th memorandum had now been satisfied and he had no problem with the revised agreement. Mayor Verbic stated it was his understanding that construction would commence this Fall . Mr. Dahlquist stated the project was scheduled for this Fall , but because of delays in getting the matter approved by the Council , and problems in obtaining the easements , this was not possible. Councilman Hansen made a motion, seconded by Councilman Andersen, to proceed with the amendment to the annexation agreement to provide that the actual annexation and zoning would not occur until the earlier of 18 months after the agreement is signed or 21 days after a certified request from the owner. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Proposed agreement with Kane County authorizing the City to provide for snow and ice control on Big Timber Road between Route 31 and Randall Road. Committee of the Whole Meeting October 24, 1983 Page 4 Kane County is again asking 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 . The staff have experienced no operational difficulties the past two winters and recommend that the city enter into an agreement for this service this year. Councilman Hansen made a motion, seconded by Councilman Waters , to approve the staff' s recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Proposed sto. signs at Waverly Drive and Hunter in the Parkwood subdivision and Jamestown Lane at North Lyle Avenue in the Williamsburg subdivision. The Council reviewed a recommendation from the Traffic Committee to install Stop signs at the aforementioned intersections . Councilman Schmidt made a motion, seconded by Councilwoman Shales to approve the Traffic Committee' s recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. Proposed adoption of the BOCA fire prevention code and the BOCA basic mechanical code. Mayor Verbic stated that it was his understanding that this would go to the building commission first for their evaluation. Deputy Knust stated that his department would like to have the revisions as they relate to electrical , plumbing and building reviewed by the commission members who have the expertise in these areas . Councilman Hansen made a motion, seconded by Councilman Gilliam, that the revisions be reviewed by the Electrical , Plumbing, Building commissions , together with representatives from the Greater Chicago Home Builders Association at a joint meeting. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Signage relative to drunk driving. Councilman Waters made a motion, seconded by Councilman Gilliam, to mount signs at the entrance to the city indicating the city 11 is involved in the State DUI Program. The signs are to be furnished by the State. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. , . Committee of the Whole Meeting October 24, 1983 Page 5 (lib‘ Offer to purchase city property behind Fire Station #2 The Council reviewed a letter from Leo Goldschmidt in which he indicated an interest to purchase the 4. 7 acres owned by the city to develop either with townhouses as an addition to Tyler Bluff, or with single family homes . Mr. Nelson stated that the city has always followed the statute in selling any real estate by using the bidding process . Counsel Jentsch stated that on previous occasions the city has had the property appraised and has used that appraisal figure as the minimum bid. Councilman Gilliam stated we should do it as has been done before. Have it appraised and put out for bid. The remaining council members agreed with Councilman Gilliam. Mr. Nelson stated he could include the property on Congdon and Hiawatha, which is also surplus and have staff work up a minimum bid. Capital Improvement Program Mr. Nelson furnished the Council with Schedule 1 of a Capital Improvement Program using $0.31 / 100 A.V . property tax levy and Schedule II using $0.35/$ 100 A.V . Property Tax levy. Adjournment to Executive Session Councilman Gilliam made a motion, seconded by Councilman Schmidt, to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss acquisition of property, litigation, appoint- ments to boards and commissions and personnel . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 10: 20 p.m. tl�� �..2�OC.�-CI�V�-- Marie Yearma , City Clerk r Committee of the Whole Meeting November 7, 1983 The Committee of the Whole Meeting was called to order at 6 : 20 p.m. , in the EOC Room in City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic . Absent: None. Also present: Nelson, Yearman and members of staff. Budget briefing on the proposed 1984 Budget. Mr. Nelson and Mr. Bolerjack reviewed with the Council the proposed 1984 budget, including means of financing, sales tax receipts , general fund expenditures , general fund budget summary, general fund personal services , general fund workforce, property tax process , property tax information, tax rates and tax levies . Mr. Nelson pointed out that the recommended 1984 General Fund budget totals $ 17, 359, 780, or 4. 1 percent more than the one adopted for 1983 . Mr . Nelson stated that in the preparation of said budget the staff had tried to be very conservative. Community Development Councilman Hansen questioned the proposed part-time staff. Jim Aydt stated a full -time typist had gone part-time and there were plans to have a part-time intern next year. Councilman Hansen asked if the purchase of a microcomputer and printer would reduce any employee hours . Roger Dahlstrom stated that presently he had to reassign duties in order to get the clerical work done. Councilman Hansen stated he could support the project in view of the projected plans to computerize an inventory of all the businesses in town. Mayor Verbic asked if there would be any possibility of putting the Economic Development Commission within the management of the city. Mr. Nelson stated that Community Development is doing a large part of this work now and there is a need to coordinate this with the Chamber of Commerce, and this type of change would necessitate another staff person. Committee of the Whole Meeting November 7, 1983 Page 2 Councilman Hansen stated that when the Council is listening to the Chamber presentation they should consider that the city is presently giving the Economic Development Commission $21 , 000, the Chamber of Commerce $25 , 000 and $ 10, 000 to the Central Elgin Corporation. Councilman Andersen stated the Council should also consider that the Chamber also works for towns outside of Elgin, such as Dundee and South Elgin. Mayor and Council Group - no questions City Manager ' s Office Councilman Hansen asked what the proposed increase was for the non-contract people . Mr. Nelson stated 4% across the board. Councilman Schmidt asked if there was any possibility that the Council members could be included in the city ' s hospitalization plan. Mr. Aydt stated this could be done. Councilman Schmidt asked that this be looked into. Mayor Verbic asked the Council how they felt about increasing the Council ' s salary in 1985 since we are the lowest in the area. Mr. Nelson stated the staff could bring back figures as to what is being paid in other cities of similar size. Purchasing Councilman Hansen noted the regular employee earnings was up 6 .4%. Mr. Sarro stated he has one employee who is in range and is also entitled to a 52% increase under contract. Mr. Hansen stated if this employee is described as a purchasing assistant it sounds like she should be in the salaried group. Mr. Nelson stated this position has always been in the Clerical /Technical Group. Personnel Councilman Waters asked if there were any competitive companies who offered testing for the police and firemen. Chief Baird stated these prices are comparable and the vendors are selected by the Police and Board Commission. Committee of the Whole Meeting November 7, 1983 Page 3 Councilman Andersen stated this reminded him that the Council had said they wished to meet with the Police and Fire Commission. Mr. Nelson stated he would arrange the meeting. Mayor Verbic noted $4,000 budgeted under Personnel / Legal Services . Mr. Aydt stated these are services rendered in connection with labor relations and it was more appropriate to show this in Personnel as opposed to showing it under Legal Department. The contract with the employee groups will start again next year and as yet the full ramifications of Bill 536 are unknown. Councilman Hansen mentioned that he thought the handling of the workmen ' s compensation matter should be through the personnel department as opposed to the purchasing department handling same. Councilman Hansen also noted that he has never seen a position posted for help wanted. Mr. Nelson stated in the past couple of years there have just been openings for part-timers and notices have been sent out to the departments for these positions. Mr. Aydt stated only two civil service examinations had been given this year and these lists are good for one year. Councilman Hansen stated that there doesn ' t seem to be a big turn over of personnel and since there are three people in the personnel department there may be room for some cost reductions . Mr. Aydt stated the receptionist takes care of all the telephone and in person informational matters and in effect works for the entire city staff. All of the day to day health insurance claims are handled through the personnel assistant. Legal Department Mayor Verbic questioned Personal Services Recovered. Mr. Nelson stated this is for work charged back to other city departments . Councilman Hansen stated there was no longer any fee charged in connection with industrial revenue bond issues . Committee of the Whole Meeting November 21 , 1983 Page 4 Mr. Nelson stated that is correct. Councilman Hansen stated he would be in favor of a word processer for the Legal Department because all of the lawyers sueing us have them at their disposal . Mr. Nelson stated that further on in the budget the Council would see that the staff is suggesting this equipment for the Finance Department but it would also be available to the Legal Department. Human Relations Commission Councilman Waters stated that under the Special Events Expense there is an increase of $840.00 and when this was set up last year the Council was told the revenue would exceed the expenses . Mr. Nelson stated this request comes from the Commission. Councilman Waters stated he would still like to see the staff at the Hemmens handle these events . Mayor Verbic stated he would like to know more about the programs . Councilman Gilliam suggested that the Chairman of the Commission and Walter Blalark be asked to address this matter at a meeting . Finance Department Councilman Hansen noted a 14. 3% increase in personal services . Mr. Nelson stated this provides for the upgrading of the vacant Programmer position to that of Analyst/Programmer and the filling of that position. Councilman Hansen stated that unless you are turning out more data, why another body. Mr. Nelson stated there is need for technical assistance in planning . Adjournment The Council agreed to meet at 5: 30 p.m. on November 14th, for further discussion of the budget. The meeting was adjourned at 9: 30 p.m. Marie Yearman, ity Clerk Committee of the Whole Meeting November 7, 1983 The Committee of the Whole Meeting was called to order at 6 : 20 p.m. , in the EOC Room in City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Absent: None. Also present: Nelson, Yearman and members of staff. Budget briefing on the proposed 1984 Budget. Mr. Nelson and Mr. Bolerjack reviewed with the Council the proposed 1984 budget , including means of financing, sales tax receipts , general fund expenditures , general fund budget summary, general fund personal services , general fund workforce, property tax process , property tax information, tax rates and tax levies . Mr. Nelson pointed out that the recommended 1984 General Fund budget totals $ 17, 359, 780, or 4. 1 percent more than the one adopted for 1983 . Mr . Nelson stated that in the preparation of said budget the staff had tried to be very conservative. Community Development Councilman Hansen questioned the proposed part-time staff . Jim Aydt stated a full -time typist had gone part-time and there were plans to have a part-time intern next year . Councilman Hansen asked if the purchase of a microcomputer and printer would reduce any employee hours . Roger Dahlstrom stated that presently he had to reassign duties in order to get the clerical work done. Councilman Hansen stated he could support the project in view of the projected plans to computerize an inventory of all the businesses in town. Mayor Verbic asked if there would be any possibility of putting the Economic Development Commission within the management of the city. Mr. Nelson stated that Community Development is doing a large part of this work now and there is a need to coordinate this with the Chamber of Commerce, and this type of change would necessitate another staff person. Committee of the Whole Meeting November 7, 1983 Page 2 Councilman Hansen stated that when the Council is listening to the Chamber presentation they should consider that the city is presently giving the Economic Development Commission $21 ,000, the Chamber of Commerce $25 , 000 and $ 10, 000 to the Central Elgin Corporation. Councilman Andersen stated the Council should also consider that the Chamber also works for towns outside of Elgin, such as Dundee and South Elgin. Mayor and Council Group - no questions City Manager ' s Office Councilman Hansen asked what the proposed increase was for the non-contract people. Mr. Nelson stated 4% across the board. Councilman Schmidt asked if there was any possibility that the Council members could be included in the city' s hospitalization plan. Mr. Aydt stated this could be done. Councilman Schmidt asked that this be looked into. Mayor Verbic asked the Council how they felt about increasing the Council ' s salary in 1985 since we are the lowest in the area. Mr. Nelson stated the staff could bring back figures as to what is being paid in other cities of similar size. Purchasing Councilman Hansen noted the regular employee earnings was up 6.4%. Mr. Sarro stated he has one employee who is in range and is also entitled to a 52% increase under contract. Mr. Hansen stated if this employee is described as a purchasing assistant it sounds like she should be in the salaried group. Mr. Nelson stated this position has always been in the Clerical /Technical Group. Personnel Councilman Waters asked if there were any competitive companies who offered testing for the police and firemen. Chief Baird stated these prices are comparable and the vendors are selected by the Police and Board Commission. Committee of the Whole Meeting November 7, 1983 Page 3 Councilman Andersen stated this reminded him that the Council had said they wished to meet with the Police and Fire Commission. Mr. Nelson stated he would arrange the meeting . Mayor Verbic noted $4, 000 budgeted under Personnel / Legal Services . Mr. Aydt stated these are services rendered in connection with labor relations and it was more appropriate to show this in Personnel as opposed to showing it under Legal Department. The contract with the employee groups will start again next year and as yet the full ramifications of Bill 536 are unknown. Councilman Hansen mentioned that he thought the handling of the workmen ' s compensation matter should be through the personnel department as opposed to the purchasing department handling same. Councilman Hansen also noted that he has never seen a position posted for help wanted. Mr. Nelson stated in the past couple of years there have just been openings for part-timers and notices have been sent out to the departments for these positions. Mr. Aydt stated only two civil service examinations had been given this year and these lists are good for one year. Councilman Hansen stated that there doesn ' t seem to be a big turn over of personnel and since there are three people in the personnel department there may be room for some cost reductions. Mr. Aydt stated the receptionist takes care of all the telephone and in person informational matters and in effect works for the entire city staff. All of the day to day health insurance claims are handled through the personnel assistant. Legal Department Mayor Verbic questioned Personal Services Recovered. Mr . Nelson stated this is for work charged back to other city departments . Councilman Hansen stated there was no longer any fee charged in connection with industrial revenue bond issues. Committee of the Whole Meeting November 21 , 1983 Page 4 Mr. Nelson stated that is correct. Councilman Hansen stated he would be in favor of a word processer for the Legal Department because all of the lawyers sueing us have them at their disposal . Mr. Nelson stated that further on in the budget the Council would see that the staff is suggesting this equipment for the Finance Department but it would also be available to the Legal Department. Human Relations Commission Councilman Waters stated that under the Special Events Expense there is an increase of $840.00 and when this was set up last year the Council was told the revenue would exceed the expenses . Mr. Nelson stated this request comes from the Commission. Councilman Waters stated he would still like to see the staff at the Hemmens handle these events . Mayor Verbic stated he would like to know more about the programs . Councilman Gilliam suggested that the Chairman of the Commission and Walter Blalark be asked to address this matter at a meeting. Finance Department Councilman Hansen noted a 14.3% increase in personal services . Mr. Nelson stated this provides for the upgrading of the vacant Programmer position to that of Analyst/Programmer and the filling of that position. Councilman Hansen stated that unless you are turning out more data, why another body. Mr. Nelson stated there is need for technical assistance in planning . Adjournment The Council agreed to meet at 5: 30 p.m. on November 14th, for further discussion of the budget. The meeting was adjourned at 9: 30 p.m. Marie Yearman, ity Clerk Committee of the Whole Meeting November 14, 1983 The Committee of the Whole Meeting was called to order at 5:40 p.m. , in the Council Conference Room of City Hal ) . Member present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Absent: None Further discussion re proposed 1984 Budget. Police Department Councilman Hansen noted a 27% increase in photocopy cost, Deputy Heine stated there had been a substantial increase in the basic rental of this machine and the useage of the machine by other departments has increased. Deputy Heine out the $21 ,000 in revenue for copying reports . Mr. Nelson stated these funds go into the General Fund and the fee does not cover labor or the paper. Mayor Verbic noted the amount set aside for civil defense. Chief Baird stated this was just a minimal amount to start with Fire Department Councilman Waters asked if there was not a hazardous material unit on the state or federal level . Chief Van De Voorde stated these units of government will furnish advice, but it is up to the local fire and police officers to respond immediately and get the job done. Councilman Waters asked if there was any current information on larvaciding. Chief Van De Voorde stated that Fred Carlson would have this information and he was unable to be present tonight. Councilman Hansen noted the request for a new van for the Bureau of Inspection. Chief Van De Voorde stated this was replacing an old van which they now have. Deputy Knust stated the van was used to haul all their equipment and it could also be used by the Fire Department personnel . r Committee of the Whole Meeting November 14, 1983 Page 2 Public Works Mayor Verbic noted a 37% increase in meeting and conference expense. Mr. Nelson stated the cost depends on where the conferences are held. The person attending these meetings is still only allowed $ 15 .00 per day maintenance. Mayor Verbic stated this should be addressed as well as the current gas allowance. Review of bids for the proposed fire station. Mike Sarro reported to the Council that things were beginning to look more optimistic. By eliminating the basement, using an alternate fill material and lowering the elevation of the building, a substantial amount of money could be realized. Mr. Sarro stated that the staff is asking permission to continue to negotiate the construction contract. Mayor Verbic asked what the estimated savings was to eliminate the basement. Mr. Sarro stated it was in the neighborhood of $ 100,000. Mayor Verbic asked what use had been planned for the basement. Chief Van De Voorde stated a museum for fire equipment memorabilia, tours and space to make equipment repairs . Verbic and Councilman Hansen stated they did not llike to see the basement eliminated. The city is eliminating an 83 year old fire station and if this new one is built Hight it should stand 80 or 90 years . Mayor Verbic suggested that general revenue sharing funds could be used on this project because this has been done in the past. Councilwoman Shales stated that she would prefer that the basement be included. Mike Sarro pointed out that the city would have to look for $ 100,000 from some other source of revenue. Mr. Nelson stated landscaping, fences and equipment would probably call for another $50,000. Mike Sarro stated he did not have the figures for the alternate fill and the elevation changes . Committee of the Whole Meeting November 14, 1983 Page 3 Mayor Verbic suggested that the staff develope the costs after determining the changes for the fill and elevation, and include the basement. Mr. Nelson stated he would bring this matter back after staff has had the opportunity to obtain this information. Petition from a group of businessmen requesting a 30 minute parking zone on both sides of Spring Street from the Chicago' and Northwestern Railroad tracks south to Fulton Street. Mr. Nelson stated that he had received a letter from Dr. Charles , who requested that the Council delay a decision on this matter until a meeting with the school officials and businessmen could take place. Said meeting could be scheduled for this week. Mr. John Schalz of John ' s Market stated that he had a petitipn signed by all the merchants on Spring Street requesting that a change be made in the parking arrangements along South Spring Street. Students are parking on Spring Street while they attend Elgin Community College and there are no parking spaces available for customers . Mr. Schalz asked that the City not wait for ;any meeting with ECC because they needed the help now. Councilwoman Shales stated that there are plenty of spaces for longer parking and she was in favor of 30 minute parking on Spring Street. Councilman Hansen stated he would also prefer the 30 minute parking because these signs are presently available. Councilwoman Shales stated the Council could make this decision tonight and then still talk to the ECC officials . Councilwoman Shales made a motion, seconded by Councilman Andersen, to have staff prepare an ordinance to provide for the 30 mi ute on both sides of South Spring Street. Yeas : Councilmen Andersen, Hansen, Shales and Mayor Verbic. Nays : None. Abstained: Councilman Waters . (Councilman Gilliam left the meeting at 7: 25 p.m. ) Recommendation from the Chief of Police to appoint two Reserve Police Officers . The Council reviewed a memorandum from Chief Baird recommending that Elizabeth Rivers and William Linder be appointed Reserve Police Officers . Mr. Linder is on the current police eligibility list for appointment as an Elgin Police Officer. He has been employed as a Community Service Officer for about 3 years . Mrs . Rivers has served as a Community Service Officer for the past 22 years . Prior to that assignment she served as a Parking Control Officer for 14 years . The additional two officers will bring our reserve strength to 22 personnel . Committee of the Whole Meeting November 14, 1983 Page 4 Councilman Waters made a motion, seconded by Councilwoman Shales, to approve the recommendation and to have staff prepare the appropriate resolution. Yeas : Councilmen Andersen, Hansen; Shales , Waters and Mayor Verbic. Nays : None. Pro?osal from Tom Skiles & Associates to continue the Employee Assistance Program. Mr. Nelson pointed out that the revised proposal provides f6r a fee of $5800.CO, payable monthly, instead of a fee of $6900.00. Councilman Hansen asked that of the 21 referrals how many were instigated by supervisors . Mr. Skiles stated that 7 were supervisory referrals and 14 were self-referrals . Mayor Verbic asked what the major problems were. Mr. Skiles replied alcohol . Councilwoman Shales stated there are several agencies who handle this type of problem, but this program would provide education to the supervisors , which would help make them aware of employee problems . Councilman Hansen stated there are already agencies here providing these services and if the supervisory employees are doing their job they should have a handle on this . Mayor Verbic stated that supervisory employees are not trained to recognize these problems and he would like to see the program continued for a second year. Councilman Waters stated he would consider another year, bit he would like to see if this money could be obtained elsewhere, and he would like a third party audit of the program, one independent of the city staff and Tom Skiles Associates . Councilman Hansen stated he would go along with the program for one year with the suggestion made by Councilman Waters . Approval of Executive Meeting Minutes The Council agreed to review the executive session minutes semi -annually or in January and June of each year. Report on the final costs for the public improvements on Alfred and Demmond. The staff reported to the Council that this project has been completed and the final payment has been made to the contractor. As expected the project was completed for less than the estimated cost. The Estimated Cost $ 186,875 .00 and the Actual Cost of $ 141 , 533.88. • Committee of the Whole Meeting November 14, 1983 Page 5 The staff recommended that the City Council direct the Finance Department to adjust the original assessments to reflect the lower costs for each property owner. Councilman Hansen made a motion, seconded by Councilman Waters , to approve the staff ' s recommendation and assess the actual costs . Yeas: Councilmen Andersen, Gilliam, Hansen, Shales , Waters and Mayor Verbic. Nays : None. (Councilmen Gilliam returned to the meeting at 9: 55 p.m. ) Proposed contracts with various artists for the Performing, Arts for Young People Spring 1984 series. The Council reviewed a staff recommendation to book the following programs for the Spring Young People Series : T . Daniel in Fantasmia Producers Association - The Wind in the Willows Elgin Symphony Orchestra Family Concert Danny Orleans The Magic of Spring Councilman Waters made a motion, seconded by Councilman Hansen, to approve the proposed contracts . Yeas : Councilmen Andersen, Gilliam, Hansen, Shales , Waters and Mayor Verbic. Christmas Decorations for downtown Mr. Nelson stated that the Greater Downtown Commission had requested an expenditure of $2, 000 for Christmas Decorations in the downtown area. The Commission and the City to share this cost on a 50 - 50 basis . Councilman Hansen made a motion, seconded by Councilman Gilliam, to approve this request. Yeas : Councilmen Andersen, Gilliam, Hansen, Shales , Waters and Mayor Verbic . Nays : None. Adjournment Councilman Waters made a motion, seconded by Councilwoman Shales , to adjourn the Committee of the Whole Meeting and go into Executive Session to discuss acquisition of prope ty, appointments to boards and commissions and litigation. Yeas : Councilmen Andersen, Gilliam, Hansen, Shales , Waters and Mayor Verbic. Nays: None. The meeting was adjourned at 10: 05 p.m. arse Yearm , City Clerk Committee of the Whole Meeting November 21 , 1983 The Committee of the Whole Meeting was called to order at 6: 15 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Shales , Waters and Mayor Verbic. Absent: Councilman Schmidt. Also present: Nelson , Yearman and members of staff. Continued discussion re proposed 1984 Budget . Public Property, Parks & Recreation Mayor Verbic suggested that an explanation of the conference and meeting expense be made for the benefit of the new Council members . Mr. Nelson stated these expenses cover attendance at the local meetings and conferences which are held out of the city. Councilman Gilliam noted the budget provided the swimming pool operations would continue to be contracted out and he asked if some of the complaints from this summer had been resolved. Mr. Nelson stated that most of the complaints dealt with the restroom and dressing room facilities and the staff had met with Stetson regarding these problems . The city will be asking for additional personnel in the restrooms . Councilman Gilliam stated that some of the complaints he had dealt with the fee structure and the quality of the water. Councilwoman Shales stated she had turned in a list of the complaints she received to the staff. Councilman Hansen suggested that because of the extremely warm weather there may have been overloading in the pools , which may have caused some of the problems . Mr. Bennett stated that he could not recall having to close off admittance at any time due to overloading. Councilman Hansen asked how the city stood financially on the pool operations . Mr. Bennett stated that the loss in 1982 was $60, 000 and this year there was a $24, 000 loss . There was a 13 , 731 net gain in attendance and the sale of the coupons was very successful . Councilman Hansen noted that the unusual hot weather would account for the gain in attendance. Committee of the Whole Meeting November 21 , 1983 Page 2 Mayor Verbic asked the staff if they were pleased with Stetson ' s services . Mr. Bennett stated that Stetson was very responsive to the problems which arose and the staff was basically satisfied. Councilman Hansen asked if Stetson employed any of the employees previously hired by the City for the pool operations . Mr. Bennet replied yes . Mayor Verbic stated the Council should set up the fee structure for next year and then provide a longer period of time for the public to purchase passes . Mayor Verbic noted that it would be nice if the City could find some organization to finance and operate the annual fireworks display. (The budget provides for $5, 700 for this event) . Mayor Verbic asked how the Valley Fox Trot event did financially this year. Mr. Nelson stated the revenue was $9, 014 and we spent $6, 798. Councilman Hansen asked if the 1984 budget included any maintenance expense for the new ball diamonds . Mr. Bennett stated that these diamonds will not be open in 1984 and they did not anticipate any labor costs . Councilman Hansen asked if the Parks Board had considered the fee for ball players who live outside Elgin. Mr. Bennett stated that presently non- residents are paying an additional $ 10.00. Councilman Hansen noted the increase from 33% to 50% the amount of the Mall Coordinator' s time charged to Hemmens Auditorium operations . Betsy Armistead stated that due to the increase in programming at the Hemmens this change was necessary. Councilman Hansen asked if there was any revenue to offset any of this expense. Mr. Nelson replied no and pointed out that the Hemmens operations have never been selfsupporting . C Committee of the Whole Meeting November 21 , 1983 Page 3 Mayor Verbic asked if anything could be done to put some playground equipment in the Zayer ' s Park. The Mayor stated he has been getting numerous complaints from a resident about this matter. Mr. Bennett stated that swings and slides could be provided for approximately $ 10,000. Councilman Hansen stated that from the beginning he has been in favor of neighborhood parks and he asked if there would be any support to spending $ 15 , 000 for this park. Mr. Bennett state he could buy modified version of the equipment at the Ryerson Park. Mr. Nelson pointed out that this site is earmarked as a future park site in the Master Plan, but it is not a park at the present time and the Council should consider the possibility of a 72" storm sewer having to go through this site. Mayor Verbic suggested that perhaps $5 , 000 could be spent for some equipment just to start with. Councilman Hansen stated he would like to make a motion that something be put in this budget not to provide for landscaping, but just equipment. Mr. Nelson asked that the staff be allowed to bring back some figures on this matter. Councilman Hansen asked what the projected income for the Hemmens Building was . Betsy Armistead stated in 1983 it is $72, 000 and $86,000 is anticipated for 1984. Councilman Hansen stated that as we use it more the loss should decrease. Mr. Bennett stated that it was . Mayor Verbic stated we must be careful not to price outselves out of the market and if the building had a capacity of 2, 000 it might pay for itself. Mayor Verbic asked if the North end of the building pavement might be finished this Fall . Mr. Nelson stated the Hemmens ' Advisory Board had opted to wait until Spring. r Committee of the Whole Meeting November 21 , 1983 Page 4 Boards & Commissions - Elgin Economic Development Commission Edward Kelly, Executive Director of the Chamber of Commerce, a division of the Elgin Economic Development Commission, represented to the Council the economic development in Elgin from 1977 to and including 1983 . Mr. Kelly reviewed the increase in firms , additional jobs , more payrolls , more retail sales and additional property taxes . Mr. Kelly stated the need to strengthen the program for recruitement of firms , retention of firms and in connection therewith the following budget was adopted by the Commission: Marketing $50,000 Assistant 30,000 Office staff 15, 000 Other expenses 5 , 000 74% of this expense would be paid by the Chamber of Commerce and 26% by the City. Councilman Gilliam stated it looked like the Commission was asking for $ 13, 500 in addition to the $21 ,000 proposed in the budget . Mr. Nelson stated that the Central Elgin Corporation Board has indicated their $ 10, 000 provided in the budget could be funneled to the Economic Commission, but this amount would not be matched by the City. Mayor Verbic stated the Council should consider the degree of accountability to the City from the Chamber ; the formation and structure of the Economic Commission; and the number of meetings by the Economic Commission should be increased. Councilman Waters stated that one of his concerns was the Chamber should take more leadership in meeting the challenge to the flank to the east of Elgin. Councilman Hansen stated he had been concerned that five organizations are doing the same thing and if this was going to be reduced he felt it was a step in the right direction. The program is also committed to encourage development for the entire city and the Commission should be willing to show outside downtown property as well as downtown property . The Council should also have further discussions with the Commission on how to improve the business climate by eliminating costs in connection with the issuance of industrial revenue bonds . Committee of the Whole Meeting November 21 , 1983 r Page 5 Councilman Hansen stated he would also like to know to whom the assistant would report to and to what committee he was accountable. Water Department Councilman Hansen stated that he was suprised that with the high technology machinery provided in the new water treatment plant there were no labor savings reflected in this proposed budget. Councilman Hansen asked what funds remained in the water bond issue. Mr. Bolerjack stated there was $480, 000 which would be used up in 1984, and then the plants would be operating out of revenues . Mayor Verbic asked if the city were only using river water what would the anticipated electrical charges be. Ron Zegers stated that he hoped to maintain 60% river and 40% well water and he anticipated the annual electrical charge between $350, 000 to $400,000. Mayor Verbic asked how many employees were at the Riverside Plant. Ron Zegers replied there were 4 employees . Cemetery Department The staff advised the Council the upkeep of the cemetery had continued to improve, however, revenue was down because of less lot sales and less burials . Bob Malm suggested that the Council might want to take another look at contracting the sale of lots to a private party. Golf Fund Mr. Nelson stated the city has had another good year and $50, 000 will be transferred to repay a portion of the $305 ,000 loan from the General Fund. However, the principal and interest payments on the golf course bonds will be paid with the investment income from the Corporate Bond Fund. Councilman Hansen objected to this form of accounting because the taxpayers were not supposed to be involved in the support or function of the golf courses , which were supposed to be selfsupporting. Committee of the Whole Meeting November 21 , 1983 Page 6 Adjournment Councilman Waters made a motion, seconded by Councilman Hansen to adjourn the meeting. Yeas : Councilmen Andersen, Hansen, Shales , Waters and Mayor Verbic. Councilman Gilliam left the meeting at 8: 15 p.m. The meeting was adjourned at 9:40 p.m. Marie Yearman City Clerk r Committee of the Whole Meeting hr December 5 , 1983 The Committee of the Whole Meeting was called to order at 5:40 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Absent: None . Also present: Nelson, Yearman, Jentsch, and members of staff. Continued discussion of the proposed 1984 Budget . Transportation Department Mayor Verbic asked how many bus shelters were now available and did the RTA plan to add any more. Ray Moller stated we presently have 8 shelters and there are only two other locations where these would be desirable. Councilwoman Shales asked if there was any possibility of the system obtaining smaller buses. Mr. Moller stated that the larger buses are needed during the peak hours . Councilwoman Shales stated that additional smaller buses could be used during the peak hours because the public is irritated when they see the empty large buses . Councilman Schmidt asked if the overtime was also picked up by the RTA. Mr. Moller stated this was paid by the RTA. Non-Departmental - no questions Human Relations Commission Mr. Nelson stated that Mr. Gus Vaughn, representing the Human Relations Commission was present this evening to answer any questions regarding the Commission ' s proposed cultural heritage events . Mr. Vaughn stated that the programs involve youngsters in school , providing them with exposure to the different ethnic and back- grounds. On February 2nd a program featuring Ella Jenkins and the Clemente Steel Band, will be presented to the children attending 3 Elgin Schools, and it is anticipated enough revenue will be generated to cover all costs of the program. Field trips on school time are also being planned. Committee of the Whole Meeting December 5, 1983 Page 2 Mayor Verbic wondered if the City should be involved in this type of programming , or should it be within the jurisdiction of the school system. Mr. Vaughn stated the Human Relations Commission should promote good positive relationships . Councilwoman Shales stated he had no problem with the programs as long as they strived to make them pay for themselves . Councilman Waters stated that he did not disagree with the Commission ' s intent, but he was concerned when the Commission becomes the Contractor, when the city already has an experienced staff to do this . Mr. Vaughn stated that the Commission was only requesting a budget appropriation of $ 1600.00, which they thought would be sufficient to cover special events expense. Mayor Verbic thanked Mr. Vaughn for his presentation. Chamber of Commerce Visitors and Convention Bureau. Marianne Nelson reviewed with the Council the Economic Impact of Elgin Convention Visitor Business 1983 Recap of Major Events Bringing in Outside Dollars, which indicated an estimated economic impact total of $969, 500. These figures were calculated by multiplying number of attendees by estimated expenditure per person (e. g. whether they stay overnight, number of meals , etc. ) For the total economic impact on the Elgin area the multiplier of 2.8 times the primary dollar is used. This is because the original dollar spent at the motel , restaurant , etc. , is spent again and again. The total economic impact shown in said review $2, 714,600. Mrs . Nelson and David Harman, Chairman, Elgin Convention/Visitors Bureau proposed the hiring of a consultant, Wayne C . Dunham of Dunham/Nikolich Communications , Inc. , to increase convention usage of Hemmens Memorial Building. The consultant would target 100 association and organizations that could meet in Elgin' s Hemmens Building and from these 100, convince a minimum of three to hold a convention or trade show in the facility. Mr. Harman stated that $200, 000 could be projected from just one trade show. The cost of hiring such a consultant is $7500.00. Mr. Nelson stated that with this additional amount it would bring the Conventions/Visitors fund to $28 , 000. Committee of the Whole Meeting December 5, 1983 Page 3 Councilman Hansen asked what the projected revenue was for hotel /motel tax. Mr. Bolerjack stated $90,000. The Council indicated their approval of the $28, 000 request. Special Revenue Fund Spring Street Parking Deck - Mr. Bolerjack advised the Council that all of the bond proceeds would be used up in 1984 and the Council might want to look to an increase in parking fees in order to prevent a shortfall . Councilman Hansen stated that if the place is not filling up now the market would not call for an increase and somewhere down the road the city is going to have to find $308 ,000 yearly to pay the interest. Councilman Hansen suggested that this matter be reviewed at the time the Council considers the parking meter situation. Federal Revenue Sharing Fund Councilman Hansen stated that ongoing upkeep and improvements should be included under each Department ' s budget and figured into the capital improvement list. Review of the bids , including various alternates , for the proposed fire station and a recommendation to proceed. The Council reviewed the following summary: Alternate 1 Alternate 2 Original Bid $ 1 ,069,825.46 $ 1 ,069,825.46 Assured Reduction - 104, 782 .69 - 104, 782.69 Leave basement unfinished - 41 , 110. 17 Eliminate Basement - 89, 047.60 $ 923 ,932 .60 $ 675,995. 16 Brick Construction Option 7,000.00 7,000.00 Option total $ 930, 932.60 $ 882,995. 18 In addition to the construction cost, a total of $ 130, 500.00 has been spent on soil boring, purchase of the land, and architect fees ; and, an additional $40, 000 is needed for landscapting, cabinets , kitchen appliances, furnishing, fencing and construction testing. Therefore, total project costs are: Alternate #1 Alternate #2 $ 1 , 094,432.00 $ 1 ,046,495 .00 or or $ 1 , 101 ,432.00 with brick option $ 1 , 053 ,495.00 with brick option Committee of the Whole Meeting December 5, 1983 Page 4 The Council requested a comparison of brick vs . block construction cost. To construct the station with exterior brick and a com- bination of brick, painted block, and paneling for the interior walls instead of the specified decorative block would add $7, 000 to either alternate. Councilman Hansen indicated he wa disappointed in the plans and estimated costs and that he did not go along with the original score, but as long as the city was in this deep he was not for constructing a cheap station and for the amount of money the city is going to have to expend they should have a building that will stand for 90 years . Mayor Verbic stated that he agreed with Councilman Hansen. Councilman Hansen stated that we need a quality brick structure, with the basement and additional fill . We did not have the mechanism within the staff and consultant to estimate the cost of such a structure and we should find the money for this project. Councilman Gilliam stated that the Fire Chief and staff are satisfied with the proposed building and he was concerned about spending an extra $ 100, 000 unnecessarily. Councilman Waters stated he would go with the block construction, eliminate the basement and get the additional fill . Mayor Verbic stated he would consider keeping the basement and leaving it unfinished. Councilwoman Shales made a motion to go with Alternate #1 , with the decorated block for $923, 932 . ( said motion died for lack of a second) Councilman Hansen made a motion to go with Alternate #1 , with brick construction and the additional fill . (said motion died for lack of a second) Councilman Gilliam made a motion to go with Alternate #2 for $875, 995. 18. ( said motion died for lack of a second) Councilman Hansen made a motion to go with Alternate #1 , with brick construction and additional fill to the street grade. Councilwoman Shales seconded said motion. Yeas : Councilmen Hansen, Shales and Waters . Nays : Councilmen Andersen, Gilliam, Schmidt and Mayor Verbic. Councilman Waters made a motion, seconded by Councilwoman Shales to amend Councilman Hansen' s motion to eliminate the brick construction. Yeas : Councilmen Gilliam, Schmidt, Shales , Waters and Mayor Verbic. Nays : Councilman Hansen. Present: Councilman Andersen. Committee of the Whole Meeting December 5, 1983 Page 5 Councilman Gilliam made a motion, seconded by Councilman Schmidt to go with the original bid and include a finished basement for $965,000. Yeas : Councilmen Gilliam, Schmidt and Mayor Verbic. Nays : Councilmen Hansen, Shales and Waters . Present: Councilman Andersen. Councilwoman Shales made a motion, seconded by Councilman Gilliam to go with Alternate 1 , with brick construction for $923, 932. Yeas : Councilmen Gilliam, Schmidt, Shales, Waters and Mayor Verbic. Nays : Councilman Hansen. Present: Councilman Andersen. Information relative to the proposed sale of Fire Station Sites . The Council reviewed a staff memorandum setting forth a summary appraisal for 1083 Hiawatha, 1097 Hiawatha, 1084 Iroquois, and 1098 Iroquois ; Morningside Drive and 820 Dundee Avenue. The staff pointed out that in order to realize some of the values it would be necessary to consider rezoning the property. The Council asked the staff to consult with the people across the street from the Congdon properties relative to rezoning that property to R-3 , and to leave the R- 1 zoning on the Morningside property. The staff was instructed to proceed with the sale of these properties . Additional information relative to the proposed traffic signals to be installed at the intersection of Liberty and Park. The staff advised the Council that total cost breakdown for this improvement is as follows : Federal $ 182, 752, State $23 ,624 and City $ 17,824. The ordinance which eliminates parking along Liberty Street must be passed before signing a formal agreement with IDOT, and because the project is within a "Historical Area" a one year delay may result in obtaining design approval . The Council approved proceeding with the above project in accordance with the conditions set forth in IDOT ' s letter. Information relative to the cost and installation of play equipment at the Zayre site. The Council reviewed a staff recommendation that we consider one slide and two swings for the above site. Installation by a contractor could be between $5500.00 and $6400. If the work was done in house the cost would be about $5, 000. There is $3700.00 in the budget for park equipment. The Council approved the staff ' s recommendation for equipment, and requested that the installation be done in house. Committee of the Whole Meeting December 5, 1983 Page 6 Status Report on Communications Center Mr. Nelson advised the Council the staff had met with Sachs/Freeman last Thursday and they expect the final specifications to be ready on December 15th, and the bids could be opened in February. Approval of gifts and gift certificates for board and commission members and City employees . The Council approved the expenditure of $7,650.00 for employee gift certificates and fruit baskets for members of boards and commissions . Adjournment Councilman Gilliam made a motion, seconded by Councilman Waters to adjourn the Committee of the Whole Meeting . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. The meeting was adjourned at 11 : 05 p.m. Marie Yearman, City Clerk %•-•-•AA An Executive Session was not held on this date. r Committee of the Whole Meeting December 12 , 1983 The Committee of the Whole Meeting was called to order at 5 : 50 p.m. , in the Council Conference Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Absent: None. Also present: Nelson, Yearman, Jentsch, and members of staff . Continued discussion of proposed 1984 budget. Illinois Municipal Retirement Section - no questions . Motor Fuel Tax Section - no questions Corporate Bond Fund Section. Councilman Waters stated that he thought the golf fund would be retired this year with the interest that was earned. Mr. Nelson stated that over the years money has been loaned to this fund from the general fund without any interest and these funds are now simply going from the golf fund to the general fund. Councilman Andersen asked how many more years there were to go on the Mall debt. Mayor Verbic replied 20 years or 1995 . Councilman Hansen asked if any legal inquiry had been made of Elgin Community College to see if they have submitted an application for a 10 year lease. If this has not been done Councilman Hansen suggested that same be followed up. The orginal agreement specifies the College would apply for the 10 year lease and if this was not approved they would then request a one year extension. Counsel Jentsch stated he would follow through on this . Capital Improvement Section. Councilman Schmidt stated that he thought $200,000 was a realistic figure for the sale of the three fire station sites . Mike Sarro stated this figure could change because the city must consider rezoning at one of the fire station sites . Councilman Waters asked if there was any danger that the city would not receive the advance paid on the Tyler Creek project from the State. Committee of the Whole Meeting December 12 , 1983 Page 2 Mr. Nelson stated that the consultant has made application for these funds and it is his understanding that the funds are locked in Councilman Hansen asked what the city could accomplish with 35 /$ 100 property tax levy over a 12 year period. Mr. Nelson stated the South McLean Improvement ($78, 000) , EMHC Ball Diamonds ($74, 000) , Wing Street Improvements ($ 17,000) , and North McLean Improvements ( $8, 000) . Mr. Nelson further stated that the staff had worked out schedules for 30c and 35 , but the Council did not adopt either plan, and if we followed either schedule South Grove Avenue would have to go until 1987 . Councilman Hansen stated that if we were realistic about the 35 schedule we would preclude any other projects . Mr. Bolerjack stated this does not include any public benefit. Councilman Hansen stated that he was concerned about spending all of our money early on one years capital improvements and tying our hands for 1985, 86 , and 87. Mr. Nelson stated this would be the case if the Council adopted the 35 schedule. Councilman Hansen stated the Council should address this and make a final decision because it is germain to this budget. Parking Meter Operation Section. Councilman Hansen stated that Spiess should still be responsible for the $ 1300.00 yearly income from the Deck even though he plans to move in the Spring . Mayor Verbic stated he thought they would retain the corporate headquarters here and there was mention of other plans for the first floor of the store. Councilman Hansen stated the city should find out what his intentions are for the parking deck and the income therefrom. Mayor Verbic stated that he and Leo would discuss this with Mr. Spiess . Councilman Hansen stated he recalled asking the staff to evaluate the metered parking. Mayor Verbic stated that most of the loss is in personnel . Committee of the Whole Meeting December 12, 1983 Page 3 Councilman Hansen noted that $60, 000 is taken in off the lots and streets , but a good share of personal services are spent in the production of that revenue. Councilman Hansen suggested that taking the meters out would improve the image of downtown and we would still need help to mark the tires and enforce the parking . Mayor Verbic stated this is food for thought, but the staff still needs to bring in additional information. Councilman Hansen stated that the day will come when the city may have to declare the Spring Street Parking Facility a public benefit. Councilman Andersen stated that if we had proper enforcement people would be parking in this facility. Councilman Hansen stated he was all for taking the meters out. Mayor Verbic stated he would like to see an impact report from the staff first. Pension Fund - no questions . Risk Management Fund - no questions . Municipal Garage Fund Councilman Andersen asked if there was any miscellaneous income. Mr. Nelson stated about $300.00. Transportation Fund. Ray Moller stated that the RTA has provided for a 10% reduction in rail fares and an increase in bus fares , which will probably decrease the use in ridership. The RTA has scheduled a public hearing for December 20th, at 4: 30 p.m. , in the Kane County Government Center. Mr. Nelson stated the Council may want to prepare something to present at said meeting. Mayor Verbic suggested that the staff call Aurora to see what they are going to do and then we could take a position. Proposal from the Elgin Jaycees to develop the Hawthorne Hills Camp into a tacility which would provide recreation and education programs for children and other community activities . Committee of the Whole Meeting December 12, 1983 Page 4 Mr. Nelson: We have a proposal of the Elgin Jaycees , I think you have all had the opportunity to read the material that was sent out with your agenda. Mayor Verbic: I congratulate the Jaycees for their interest in the city and the youngsters , but we have had discussion in the past about the expendability of this piece of property. At the time it was purchased it was half city money and half federal money and during initial discussions it was thought that it would be nice if we could get permission to sell the property and put it back on the tax rolls . As you know we do have a lot of parks within the city itself, with another 400 acres being added. Councilwoman Shales : I know there are costs involved, but do we know what these would be. Mayor Verbic: I don' t know the current conditions of the buildings but I do know they need a lot of work from what I have been told. Roger Klemm: It is pretty laid out in the proposal as to what exactly needs to be done. The building interior is in fairly decent shape and structurely the building is quite sound. Leo Nelson: We could probably get a pretty good handle on most of these repair costs , the difficult one is Item 5 , to continue to pay for an provide all utilities . We have talked to people at the utility companies and that would be a difficult one. Phil Bennett: For the furnace, hot water heater and windows approximately $4600.00. Councilman Schmidt: The thing that bothers me with all of the repairs they expect the city to take care of and the cost to do that when here a few months ago we were able to have someone come in there, an archaeologist group, that was going to take care of all the repairs at no cost to the city, and we turned it down. Mayor Verbic: One of the thoughts at that time was the possibility of selling this property to a developer. I talked with Mr. Nelson about this and we could sell the property but one-half of the cost would have to be used to pay for another comparable piece of park property. Roger Klemm: Do not consider $4600.00 a lot of money in order to utilize the property. Other organizations have indicated interest in camping and seeing it developed. Committee of the Whole Meeting December 12, 1983 Page 5 Councilman Hansen: Before the city acquired this property another local organization owned it and they were in the business of providing camping, but they saw fit to dispose of the property. If they couldn ' t make a success of it why did they abandon it. Mr. Nelson: They bought a larger piece of property. Mayor Verbic: Thinking about the 400 acres at the Elgin Mental Health Center and would like to see all of this activity under one roof. A new building could be put up there for this type of program. Roger Klemm: How many years are we talking about. Mayor Verbic: Not a matter of years , matter of selling this property and putting it back on the tax rolls and then using the money for a new building. The Council directed the staff to prepare a report showing the cost of upgrading the facility, utility costs and program costs . Said report to be ready for the December 19th meeting . Councilman Hansen stated he would like the legal staff to investigate the possibility of whether it is legal or not to dispose of that property, and the conditions of the grant. Councilman Andersen stated he would like to see these people come back next week with a list of potential users of this facility and the kind of income it is going to generate. Proposal to install sanitary sewers in certain sections of Lyle Avenue and Second Street in the Mclntosch subdivision. Mr. Nelson: I think that most of you remember this project started many months ago with a larger area and I think Mel Dahl ' s memo attempts to summarize the status of the project and the meetings that we have had with the residents in the area, and we have tried to scale it down to make it manageable, although apparently not everybody at this point agrees . I don' t know what will happen if we do as we have done with these other projects where we would go into special agreement in lieu of a special assessment, to use that as pressure from the other residents for those who are yet reluctant to join in this project to get the sanitary sewers at least started out there. Mel Dahl : We would like to suggest a change also. Since my memo we had a system sewer that should be on Lyle going to the north toward Larkin Avenue. I believe there are two existing houses and one vacant lot and we would like to provide them with the same sewer service. Mayor Verbic: I would like to see this approached like we did with Alfred/Demmond. This would save them a lot of money and be a real benefit to them in view of the failure of their septic systems . Committee of the Whole Meeting December 12, 1983 Page 6 Recommendation to change the City ' s method of payment to the State Unemployment Insurance program. Mr. Nelson: I think that most of you are aware that State- wide, business sector, private sector and the unions across the State of Illinois , have arrived at an agreement as to how to pay for all the unfunded and borrowed money from the federal government to keep the program afloat in Illinois , and it has been drawn on for many years and it is now time to pay the piper, and that includes us . We are suggesting that we move off this contributing employer payment plan and go to the reimbursement plan which we believe will be cheaper. In spite of the fact that our costs did go up in 1981 /82, when we had to lay off a number of bus drivers , but that would be the only reason our costs under the reim- bursement program would go up. Mayor Verbic: I think the reimbursement method is the best bet. It will save you money in the long run, we are faced with doing something , and I think this is the best approach to take. Recommendation to obtain an easement and construct a 10 inch storm sewer from the east end of Cherry Street east for approximately 180 feet to an existing manhole. Council indicated their approval . Councilman Hansen made a motion, seconded by Councilman Schmidt, to approve the staff ' s recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. The Hemmens Advisory Board ' s recommended increases in rent and equipment charges at the Hemmens Building for 1984 and 1985. Councilman Gilliam made a motion, seconded by Councilman Hansen, to approve the recommended increases . Yeas : Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays : None. The Park and Recreation Board ' s recommended golf rates for 1984. Councilman Gilliam made a motion, seconded by Councilman Hansen, to approve the proposed golf rates . Yeas: Councilmen Andersen, Gilliam, Hansen, Shales , Waters and Mayor Verbic. Nays : Councilman Schmidt. r Committee of the Whole Meeting December 12, 1983 Page 7 Recommendation for added insulation for New Fire Station #1 . The staff advised the Council that after meeting with the architect in an effort to increase the energy efficiency of the new Fire Station there are two alternatives for the Council ' s consideration. We can increase the R-Value of the outside walls from 8 . 25 to 13. 25 by changing the type of masonry block used for all the exterior walls to a new thermal insulated block. Further, we can increase the R-Value of the roof from 12 to 20 by increasing the insulation thickness from 12" to 22" , to 24 by increasing the insulation to 3" . Councilman Waters made a motion, seconded by Councilman Hansen, to go with Alternative #2, providing for the R-Value of roof with 3" insulation, added cost of $7900.00, and annual fuel saving of $660.00 or 9%. Yeas : Councilmen Gilliam, Hansen, Schmidt, Shales, Waters and Mayor Verbic. Nays : None. Present: Councilman Andersen. Further discussion of proposed 1984 Budget Planning Department Mayor Verbic stated that he would be in favor of the purchase of a microprinter and computer, since this equipment would be used in conjunction with the Economic Commission to keep an up dated list of all the businesses in the City of Elgin. Councilman Hansen stated that he could also support this purchase. Cable TV Franchise Fee Mayor Verbic asked if there would be any possibility of increasing this revenue. Counsel Jentsch stated the city would have to attempt re-negotiating the present 20 year agreement, which is in force until 1987 and has an option to renew. Medical insurance coverage for elected officials . Councilman Schmidt asked if the present Council and future elected officials could not be covered under the same policy providing coverage for all city employees , and if so what is the approximate yearly cost. Mr. Aydt stated that this could be done and the cost would be approximately $ 13 , 260 per year. Councilman Andersen asked if this might not be construed as voting ourselves a raise. Committee of the Whole Meeting December 12, 1983 Page 8 Mr. Nelson stated this would be adding to the existing package now carried by the city, and it would not be increasing any salary. Councilman Hansen stated that if other cities are doing this he could support it. Added compensation for elected officials in 1985 . Councilman Hansen stated this would not impact the present budget and it should be discussed at a later time. Codifying ordinances in house. Mr. Nelson stated this could not be done until the city obtains a word processor. Counsel Jentsch stated this was only part of the job, there would be the printing and placement in the code. It would also be necessary to have some done in house and some outside until the city' s system was completed. Mike Sarro stated there is revenue generated through the sale of the code books by local attorneys . Capital Improvement Fund The Mayor suggested that this could be reduced by $250, 00, either by removing the CAT Program $38, 000, the Television Sewer Program $25 , 000, Laurel Street Improvement $ 100, 00 and the dredging of the lagoons $50,000, or let the City Manager make the $250, 000 reduction at his discretion. Councilman Gilliam agreed to the reduction but felt the staff should make the choice. Councilman Schmidt questioned the overtime which he stated ran between $6, 000 and $7, 000 over and above salary. Councilman Hansen stated he would like some idea of the overtime cost. Mr. Nelson stated $651 ,000 . Councilman Andersen asked if it was true policemen were working out of their homes on the accreditation program. Councilman Andsersen also asked if it were true that two policemen and one captain were devoting fulltime to this program. Chief Baird said he had one man working at home who was presently "' disabled . Committee of the Whole Meeting December 12, 1983 Page 9 Councilman Andersen stated that when the Chief brought this program to the Council he told them it would not cost anything. Councilman Hansen suggested that the Police Department bring in a report covering the cost of labor involved in the accreditation program. Mayor Verbic stated he would like to see a concerted effort to bring down the overtime 10%. Chief Van De Voorde stated that with the new consolidated station he expected to reduce his overtime by $75, 000 in 1985. Councilman Hansen made a motion, seconded by Councilwoman Shales to reduce the overtime hours across the board by 5%. Yeas : Councilmen Andersen, Hansen, Schmidt, Shales and Mayor Verbic. Nays : Councilmen Gilliam and Waters . Councilman Gilliam made a motion, seconded by Councilman Schmidt, that the budget be cut $250,000 at the City Manager ' s discretion. Yeas : Councilmen Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays : Councilman Waters . Present: Councilman Andersen. Adjournment Councilman Gilliam made a motion, seconded by Councilman Andersen, to adjourn the Committee of the Whole to go into Executive Session to discuss acquisition of property, appoint- ments to boards and commissions, litigation and personnel . Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales , Waters and Mayor Verbic. Nays: None. The meeting was adjourned at 10:40 p.m. • A .ice. r Committee of the Whole Meeting December 19, 1983 The Committee of the Whole Meeting was called to order at 6 :40 P.M. , in the Council Conference Room of City Hall . Members present: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Absent: Councilman Waters . Also present : Nelson, Yearman, Jentsch, and members of staff. Continued discussion of the Jaycees ' proposal for the develop- ment of Camp Hawthorn Hills as a day camp and facility for other community functions . Mr. Nelson stated that in accordance with the Council ' s direction the staff prepared a list of immediate needs for occupancy which amounted to $8976 .00, this would include ordinary maintenance for the first year of operation. The annual cost of maintenance would be approximately $3900.00. Councilman Gilliam pointed there was no provision for manpower to maintain or staff. Mr. Nelson stated the memo provided by the staff included a contingency of $ 1000.00, but there would be no staff for the programs . Roger Klemm representing the Jaycees stated they hoped to gain public support by community recognition of a site that a lot of people in Elgin don ' t even know about. The day camp is only one phase of what they want to do. The facility could be used as a meeting site for other organizations . Councilwoman Shales asked Mr. Klemm if the Jaycees had looked into the American Camping Association standards . Mr. Klemm stated he thought they would be able to get such an accreditation. Councilwoman Shales pointed out that if this was not the case the Easter Seal Foundation would not be able to use the facility. Councilman Schmidt questioned if $ 11 , 000 was spent in 1982 to repair the lodge. Mr. Klemm stated this was spent over a two year period, 1981 -82. Mayor Verbic expressed concern over the past history of vandalism and he did not feel the proposed project would end the vandalism. Mr. Klemm stated that if you make people aware there is activity going on there will be no vandalism. Committee of the Whole Meeting December 19, 1983 Page 2 Mayor Verbic asked if Counsel Jentsch had been able to determine whether or not the city could sell the property without purchasing a like piece of property providing for the same intended use. Counsel Jentsch stated that he was in the process of corresponding with the federal agency in Washington and he did not think he would have this information before sometime in January. Councilman Schmidt asked if this proposal would be contingent upon a year to year basis . Councilman Gilliam stated he preferred that it be on a year to year basis . Councilman Gilliam stated we already have $ 122, 000 in the site and for another $8, 000, it may become a useful site for community use. Councilman Gilliam stated he would make a motion to proceed with the Jaycees proposal . Councilwoman Shales stated she would second the motion. Mayor Verbic stated he preferred to await further information relative to the possibility of the city selling the property. Councilman Hansen stated he would make a motion to table the matter until the Corporation Counsel can advise what can be done relative to the sale of the property. Councilman Andersen stated he would second this motion. Yeas : Councilmen Andersen, Hansen, Schmidt and Mayor Verbic. Nays : Councilmen Gilliam and Shales . Councilman Hansen stated he was concerned with the following: ( 1 ) If we went into a full blown park what would be the cost for police protection; ( 2) What would the insurance coverage cost be, and ( 3) We already have the Lord 's Park Pavilion available for group meetings . Mr. Klemm stated the parking is poor at the Pavilion. Councilman Hansen stated the Hemmen ' s Building also afforded meeting rooms . Counsel Jentsch stated he would have further information for the Council in January. Proposed amendment to the engineering agreement with Hampton, Lenzini and Renwick, Inc. for Phase 1 engineering of South McLean Boulevard between Bowes and Hopps Roads . The Council reviewed a memorandum from staff indicating that IDOT had required that the southerly limits of this project be Committee of the Whole Meeting December 19, 1983 Page 3 extended south to Hopp Road. Kane County has suggested a joint agreement between the City and County and that the County would be responsible for that portion of the work along McLean Boulevard between Bowes Road and Hopp Road. The staff recommended that the Council pass a resolution authorizing Amendment No. 1 for an increase of $ 10,004.08 to the original contract amount of $34,474. 13 with Hampton, Lenzini and Renwick. It was also recommended that the staff prepare a joint agreement between the City and Kane County. Councilman Hansen made a motion, seconded by Councilman Schmidt, to approve the staff ' s recommendation and proceed with this project. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Recommendation to install a voltage loss detection system. at the Riverside Plant. The Council reviewed a letter from Black & Veatch, together with staff recommendation for the proposed installation of two separate voltage loss detection systems for the above plant. It was their opinion that the addition of these dection systems is the best method for resolving the operational problems due to the momentary voltage surges or losses from the Commonwealth Edison power supply system. Councilman Hansen made a motion, seconded by Councilwoman Shales to approve the recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Memorandum from Ray Moller summarizing the RTA ' s proposed 1984 budget. Mr. Moller pointed out that the two key issues that effect Elgin and Kane County in the budget are the possibility of a fare increase during peak service hours and the loss of accumulated surplus restricted funds . Mr. Nelson stated the hearing on the budget is scheduled for December 20th at the Kane County Government Center. Mr. Nelson said the last word he had from Aurora concerning this matter was they were not going to appear at the hearing and they did not care about the increase. Mr. Moller stated the budget includes the fare increase and in Elgin the impact will fall on students and senior citizens , or riders who are locked into the peak hours . Mr. Moller indicated he would be attending the hearing and from what he has learned other counties who have a surplus are being very vocal . Committee of the Whole Meeting December 19, 1983 Page 4 Councilman Hansen made a motion, seconded by Councilman Schmidt, to oppose the two tier fare increase, leave the fare rate as it presently is , and oppose the lifting of restrictions on tax funds and removal of said funds to other areas . Yeas: Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Recommendation to increase auto allowances and per diem meal allowances . Mr. Nelson stated it has been 5 years since there was any change in mileage and meal allowances . A survey made by Mike Sarro reflects that Elgin is among the lowest of the area governmental units . The recommendation provides that Elgin increase its allowances to 20 /mile and/or $20 per day meal allowance. Councilwoman Shales made a motion, seconded by Councilman Gilliam, to approve the recommendation. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Proposed change order to the contract for insulation of the Hemmens Building. The Council previously awarded a contract to Larry Koesche Builders to construct a wall with l2" thick insulation for the west wall of the Hemmens Auditorium from the stage floor to the bottom of the steel facia. Since the west wall is the only one where scaffolding is required, the staff requested Koesche ' s Builders to submit a price for extending the insulated wall to the roof line since scaffolding is required for his contract anyway. The staff recommendation is to approve Change Order #1 with Koesche Builders for $ 1 ,604, which will reduce the payback period for the entire project by one-half year. Councilman Gilliam made a motion, seconded by Councilman Andersen, to approve the staff recommendation and proceed with this project. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Appointment of an auditing firm for 1984. Mr. Nelson stated that the city has used the firm of Fox & Company for the last five years , and we currently have a proposal from them for another three year term. Mr. Bolerjack would prefer to stay with Fox for an additional year and then solicit the market for a three year bid. Committee of the Whole Meeting December 19, 1983 Page 5 Councilman Gilliam indicated he would go along with keeping Fox for one more year, but after that he thought the city should change companies because five years is long enough with one company. Councilman Gilliam made a motion, seconded by Councilman Hansen, to approve the one year extension with Fox & Company, and then obtain proposals for the following year. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Proposed sale of the Police Department ' s Data General computer. This equipment ceased to be operated when the Police Department stopped using their Data General computer when they converted on- line to the City computer in the Finance Department. Mr. Bolerjack advised the Council an offer of $2, 000 to purchase the computer and peripheral equipment was made to the City of Elgin by the City of Springfield. They will also pay all shipping costs and acquire federal approval to transfer the equipment. Councilman Andersen made a motion, seconded by Councilman Gilliam, to sell the computer equipment to the City of Springfield. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays : None. Summary of Mosquito Control Program - 1983 The Council reviewed a memorandum from Fred Carlson which outlined the 1983 mosquito control program. Mr. Carlson remarked that larviciding ' is still the best means of control . Councilman Gilliam asked that staff check into the contract with Clark to see what could be terminated for the forthcoming year. Proposed contract with Stetson Pools Councilman Gilliam stated that judging from the content and number of calls he received this past season he felt the city was getting second best. Mayor Verbic felt that a lot of individualization is lacking and the contract should be re-addressed. Mr. Nelson suggested that the Council table the resolution authorizing the contract tonight and he would bring in the Stetson people on January 9th for further discussion of the contract. Committee of the Whole Meeting December 19, 1983 Page 6 Discussion of the model resolution for Taxpayers Relief Act Admisory Referendum submitted by the Coalition for Political Honesty. Ed Kelley advised the Council that the Illinois State Chamber of Commerce is opposing this proposition because the proposal would significantly harm Illinois competitive economic position with other industrial states and would more accurately be characterized as the Anti -Jobs Act of 1984. In order to place this proposition on the ballot for a local referendum, the Coalition must gain approval from the various local city councils or county boards , or provide signatures on petitions requesting a local referendum. Councilman Hansen stated he was opposed to this form of proposal , but he would hope future councils might consider alternatives . Mayor Verbic felt the General Assembly should be the one to address these situations . Councilman Gilliam made a motion, seconded by Councilwoman Shales , to put the referendum on the primary ballot. Yeas : None. Nays : Councilmen Andersen, Gilliam, Hansen, Schmidt, (pow Shales and Mayor Verbic. Adjournment Councilman Gilliam made a motion, seconded by Councilman Andersen to adjourn the Committee of the Whole Meeting, to go into the Council Meeting. Yeas : Councilmen Andersen, Gilliam, Hansen, Schmidt, Shales and Mayor Verbic. Nays: None. The meeting was adjourned at 8: 00 p.m. Marie Yearman City Clerk C