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HomeMy WebLinkAboutMay 27, 1987 COW T Committee of the Whole Meeting May 27 , 1987 Mayor Van De Voorde called to the meeting to order at 5 :35. Members present : Councilmen Fox, Moylan, Popple, Shales and Mayor Van De Voorde. Councilman Gilliam arrived at 6 :05 p.m. Councilman Walters was not appointed to the Council during the first half of the Committee of the Whole Meeting. Consideration of small bus lease agreement . The City Manager advised the Council Pace, the Two Rivers Head Start Agency, and the City of Elgin are involved in funding and providing Dial-A-Ride bus service for the residents of Elgin. The vehicles utilized in the service are provided by Pace. Presently the City Utilizes three 15-passenger lift- equipped buses in the Dial-A-Ride service. Following the signing of the agreement Pace will provide a fourth vehicle for the Dial-A-Ride Service. Eventually the City will receive a total of four new buses for the Dial-A-Ride program. The proposed agreement updates a previous agreement between the City and Pace. The staff is recommending that the City enter into the proposed agreement which is on the Council Agenda for formal passage. Consideration of ordinance amendment adding position to City Pay Plan. The City Manager stated in the budget for 1987 , Council authorized the addition of a position to the Human Relations staff to set up the files and learn the process for administering the new Fair Housing Ordinance. This position, with fringe benefits and other costs, will be a portion of the total $26 , 000 in grants that we have applied for and had approved. For 1987-88, there is no local expense anticipated. Failure of subsequent grant renewal applications could mean that this would be a city expense at some point in time. This item appears on the Council agenda for formal passage. Consideration of possible amendments to the Board of Fire i Commissioners and Police Co ss ioners ordinance The City Manager reviewed with the Council and members of the Board of Fire and Police Commissioners , changes recommended by the Human Relations Commission and the City Staff. Councilwoman Moylan stated the cooperation from the Human Relations Commission, Fire and Police Board and the Staff has been excellent . The Council should discuss these recommendations and make a direction as to which ones should be incorporated in an ordinance. i Committee of the Whole Meeting May 27 , 1987 Page 2 Councilwoman Popple stated that if the Council felt strongly about some of the recommendations , they should be put in ordinance form. Councilman Fox stated that the Council spent a long time in selecting the members of the Fire and Police Board and the Council should let them see what they can do. If they don' t deal with the problems effectively, then the Council will have to do something. Councilman Fox said he had faith in these people and believed they would do a good job. Councilman Gilliam stated it was time to bite the bullet and make some changes within an ordinance. Councilwoman Shales stated she would like the Personnel Department to have custody of all the Board' s records, and the Personnel Director appointed as a non-voting member of the Board. Councilwoman Moylan stated the Personnel Director should not be a part of the decision making, and the records should be sealed and kept under lock and key. Mayor Van De Voorde stated he would like to see these changes presented as guidelines as opposed to being put in ordinance form. Councilwoman Shales made a motion, seconded by Councilman Gilliam that an ordinance be prepared making the Director of Personnel the non-voting Secretary of the Board with the responsibility of maintaining all Board records. Yeas: Councilmen Fox, Gilliam, Moylan, Popple , Shales and Mayor Van De Voorde . Nays: None. Chairman Miller advised the Board the oral examination has been changed so it IS now job related. Councilwoman Popple stated if the Personnel person is trained property it would not be necessary to put this in ordinance form. Councilman Gilliam asked how anyone would know if this is followed through. Councilman Gilliam made a motion, seconded j by Councilman Fox that professional assistance be obtained through the Personnel Department , to establish a valid oral test process for the Board, including preparation of questions, establishment of grading systems and training in accepted methods of conducting oral test sessions . Councilwoman Moylan made a motion, seconded by Councilman Gilliam that each new member of the Board complete Phase I of the state association training program during their first year on the Board and complete Phase II by the end of their first term on the Board. In addition, all Board Members are requested to attend at least one seminar on Committee of the Whole Meeting May 27 , 1987 Page 3 on affirmative action. Yeas: Councilmen Fox, Gilliam, Moylan, Popple , Shales and Mayor Van De Voorde. Nays: None. Councilwoman Shales made a motion, seconded by Councilwoman Popple to amend the ordinance to allow the Fire Chief to select his own deputies. Yeas: Councilmen Fox, Gilliam, Moylan, Popple and Shales. Nays: Mayor Van De Voorde. Councilwoman Popple made a motion, seconded by Councilman Gilliam to change the grading system on promotions to reflect 30 percent written test , 30 percent Board oral test ,30 percent department evaluation and 10 percent years of service, and the passing grade on the written examination remain at 72%. Yeas : Councilmen Fox, Gilliam, Moylan, Popple, Shales and Mayor Van De Voorde. Nays: None. Councilman Fox made a motion, seconded by Councilwoman Popple to keep the passing score on written tests for new applicants at 72%. Yeas: Councilmen Fox, Gilliam, Moylan, Popple, Shales and Mayor Van De Voorde. Nays: None. Consideration of recommendations on the South Grove development negotiations. Councilwoman Moylan made a motion, seconded by Councilwoman Shales to direct staff to negotiate a development agreement with Harris Properties, Inc. , on Phases I and II . Yeas: Councilmen Fox, Gilliam, Moylan, Popple Shales and Mayor Van De Voorde. Nays : None. Consideration of a request for waiver for Hemmens rental from the Elgin Community College. Councilman Fox made a motion, seconded by Councilwoman Popple to amend the current ordinance to give Elgin Community College a thirty—five percent discount off the base rental and rehearsal for the Auditorium and exhibition hall. Yeas: Councilmen Councilmen Fox, Moylan, Popple, Shales and Mayor Van De Voorde. Nays: None. Consideration of an agreement regarding maintenance of state routes in Elgin. The City for many years entered into an agreement with IDOT for the maintnenace of State highways in Elgin. The City will receive $57 ,274 .00 for the period July 1, 1986 to June 30 „ 1987 . IDOT is proposing to increase the amount paid to the City by $5 ,019 . 00 , or $62 , 293. 00, which the City will receive in quarterly payments of $15 , 573 . 25. I Councilwoman Popple made a motion, seconded by Councilwoman Popple to approve the proposed agreement . Yeas: Councilmen Fox, Moylan, Popple, Shales and Mayor Van De Voorde. Nays: None. Committee of the Whole Meeting May 27 , 1987 Page 4 Consideration of an ordinance authorizing City work in Cook County right-of-way. Each year City crews perform work within the right-of-way of Cook County highways. The work may be in the form of route maintenance or of an emergency nature. There is no cost involved, however, there is a saving since the ordinance permits the City crews to perform the work without delay and without any performance bond. Councilwoman Shales made a motion, seconded by Councilman Fox to approve the proposed ordinance. Yeas Councilmen Fox, Moylan, Popple, Shales and Mayor Van De Voorde. Nays: None. i Consideration of a proposed change in the ten hour parking zone on Highland Avenue. The bus deport at its present location has been in operation for two years. There is a lack of short time parking space in the area for patrons of Greyhound buses. Sometimes the passengers who come a little earlier than the bus arrival have no place to wait , and people who want to pickup passengers have the same problem. j The curbside spaces on the south side of Highland Avenue Bridge have a ten-hour time limit and they are occupied by others who park all day. Councilwoman Moylan made a motion, seconded by Councilwoman Popple to approve the staff'e recommendation that the time limit on the two westerly curbside parking spaces on the south side of Highland Avenue bridge be changed from 10 hours to 15 minutes. Yeas: Councilmen Fox, Moylan, Popple , Shales and Mayor Van De Voorde. Nays: None. Consideration of a request for rotational voting at City Council Meetings. I Councilman Fox requested that Council consider amending the procedure by which the roll call vote is taken alphabetically on every vote. He proposed some type of rotational voting which would not require him to be the first to vote on each issue. Available options are : 1. To change the roll call on each item. 2 . To change the order of roll call each meeting so that it would revolve but the Clerk would not have to remember who was called first on each previous motion. 3. Some other means of rotation. I Committee of the Whole Meeting May 27, 1987 Page 5 Councilwoman Shales made a motion, seconded by Councilman Fox to change the voting procedure to Option 2 . Yeas: Councilmen Fox, Moylan and Shales. Nays: Councilmen Gilliam, Popple and Mayor Van De Voorde. I Consideration of proposed parking restrictions on Jefferson Avenue A request was received from Aldi Food Store at 611 Dundee Avenue for 6 : 00 a.m. - 6: 00 p.m. , Monday through Saturday, parking restriction adjacent to 443 Jefferson Avenue. The entrance to Aldi 's loading dock is on Jefferson Avenue. They claim that their delivery trucks have a problem backing to their dock due to the parked cars and quite often they have to locate the car owners and ask them to move the vehicle. Martin Carlson, 443 Jefferson objected to the proposed parking restriction in front of his house and stated this would not solve the problem. Mr. Carlson stated that most of the trouble there is because of the way the trucks are driven. There are instances of damage to cars and the curbs, all of which has occurred since Aldi moved there. Councilwoman Popple pointed out that the staff recommendation called for a parking restriction from 6; 00 to 6; 00 , and further on in the memo it recommends no parking. Councilman Walters felt someone from Aldi should be present to give their position. Councilman Fox made a motion, seconded by Councilman Walters to table this matter for further imput . Yeas : Councilmen Fox, Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays: None. Consideration of parking restrictions for bus parking on Ann Street . Councilwoman Moylan made a motion, seconded by Councilman Fox to approve the Traffic Committee' s recommendation that the south side of Ann Street between Douglas and Brook, where parking is prohibited,be designated for bus parking only. Yeas: Councilmen Fox, Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays: None. Councilman Gilliam left the meeting at 10 :00 p.m. Committee of the Whole Meeting May 27 , 1987 Page 6 Consideration of ro osed parking restrictions on Lovell P P P g Street . the principal of McKinley Elementary School requested that the curbside space on the North side of Lovell Street east of the entrace to the school parking lot be designated for school bus parking and parent pickup. At times, some of the residents park on the north side of the street . Due to the parked cars, some of the parents double park to pick up their children and this is a hazardous situation. The Traffic Committee recommended that for the safety of school children a special use as follows be permitted on the north side of Lovell Street on school days only between the hours of 8:00 a.m. and 5 :00 p.m. : 1. Loading Zone for parent pick up of students from the west right-of-way line of Prospect Blvd. westerly for a distance of 123 feet . I 2 . Bus parking only from 123 feet from the westerly right- of way line of Prospect Bovd. westerly for a distance of 65 feet . Councilwoman Popple made a motion, seconded by Councilman Walters to approve the Traffic Committee' s recommendation. Yeas : Councilmen Fox, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays: None. Consideration of recommendations for consultant inspection of the concrete reservoir on Slade Avenue. Councilwoman Shales made a motion, seconded by Councilman Fox to approve staff' s recommendation to request proposals to do the investigative work to determine the useful life of the Slade Avenue reservoirs and detail major needed repairs. Yeas : Councilmen Fox, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays : None. Consideration of an easement from Kane County for access i to Tyler Creek detention facility. Councilman Walters made a motion, seconded by Councilwoman Popple to approve the proposed easement . Yeas : Councilmen Fox, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays: None. Consideration of a proposed recapture agreement for a water line to PACE bus garage facility. Councilwoman Moylan made a motion, seconded by Councilman Fox to approve the proposed recapture agreement . Yeas: Councilmen Fox, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays: None. Committee of the Whole Meeting May 27 , 1987 Page 7 I Consideration of a consultant selection for the Lyle Avenue watermain extension. Councilman Walters made a motion, seconded by Councilwoman Popple to approve the recommendation to authorize the design of the Lyle Avenue Watermain Extension to be completed by JAS and Associates for the amount of $8,400. 00. Yeas: Councilmen Fox, Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays : None. Consideration of a three party agreement with Neighborhood Housing Services and residential lenders for a residential rehabilitation loan on Dundee Avenue. Councilman Walters made a motion, seconded by Councilwoman Moylan to approve the proposed agreement . Yeas: Councilmen Fox, Moylan, Popple , Shales , Walters and Mayor Van De Voorde. Nays:None. Consideration of a rehabilitation loan on Dundee Avenue. Councilwoman Shales made a motion, seconded by Councilwoman Popple to approve a proposed loan for exterior remodeling at 741 Dundee Avenue. Yeas : Councilmen Fox, Moylan, Popple , Shales , Walters and Mayor Van De Voorde, Nays: None. Ratification of approval of commission attendance at training seminars . Councilwoman Moylan made a motion, seconded by Councilwoman Popple to approve the attendance of the Civil Service Commission and the Human Relations Commission at two different conferences , subject to their filing reports on the conferences. Yeas: Councilmen Fox, Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays: None. Consideration of a recommendation for leassing of garden plots on the unused area adjacent to the Big Timber Station. Councilwoman Popple made a motion, seconded by Councilwoman Moylan to approve proposed lease agreements with persons interested in leasing farm plots. Yeas: Councilmen Fox, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays: None. Consideration of a proposal for 1987 Elgin Summer Theatre contracts . Councilwoman Shales made a motion, seconded by Councilwoman Popple to approve the proposed contracts with Samuel French, Inc. , and Tams-Witmark Music Library, Inc. Yeas: Councilmen Fox, Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays : None. Committee of the Whole Meeting May 27 , 1987 Page 8 Consideration of a proposal for contracts for Performing Arts for Young People fall series at Hemmens . Councilwoman Shales made a motion, seconded by Councilwoman Popple to approve the proposed contracts and grant applications. Yeas : Councilmen Fox, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays: None. Consideration of a proposal to sell 107-109 South Chapel. Costs associated with the sale of this property would be covered by the Community Development Block Grant Program. Proceeds from the sale would be returned to the CDBG Program for future projects. Councilman Walters made a motion, seconded by Councilwoman Popple to proceed with the sale of this property. Yeas: Councilmen Fox, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays: None. Consideration of admissions tax on Hemmens ticket sales. Councilwoman Popple made a motion, seconded by Councilman Walters to direct the staff to prepare an ordinance authorizing the City to collect a ten percent admissions tax on ticket sales at the Hemmens. All ticket sales from not-for-profit groups would be exempted from this tax. Yeas : Councilmen Fox, Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays: None. Criteria for rent waiver of the Hemmens Building. Councilwoman Moylan made a motion, seconded by Councilwoman Popple for staff to prepare an ordinance setting forth the following amendment to Section 3. 65 .040 of the Municipal Code: 3. 65. 040 Powers and duties . The Hemmens advisory board shall have the following powers and duties , in addition o any other which may be granted by the City Council: C ) To waive building rentals when the event is : 1. Sponsored by a not-for-profit corporation or association headquartered in Elgin. 2 . No admission is charged, and 3. The event is open to the general public. 4 . The event must occur on a week-day (Monday-Thursday. 5. The event may be booked no sooner than one year in advance 6 . The rent waiver must be requested in writing at the time of booking. Committee of the Whole Meeting May 27 , 1987 Page 9 7. No single lessee shall have no more than twelve hours of building rent waived in any single calendar year. 8. Lessee shall pay for the cost of clean-up (normally included in the rental fee) . Yeas : Councilmen Fox, Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays: None. Consideration of a meeting change request from the Hemmens Advisory Board. Councilwoman Popple made a motion, seconded by Councilman Walters to have an ordinance prepared modifying ordinance 3. 65. 030 to allow the Board to meet on the second Thursday of each month. Yeas: Councilmen Fox, Moylan, Popple , Shales , Walters and Mayor Van De Voorde. Nays: None. Consideration of a report on Elgin Jaycees ' 1987 community event . There was no recommended action at this time for the above. The material provided is for City Council members ' information. Consideration of a report on City of Elgin solid waste investigations. Summary report to summarize the key elements of a Solid Waste Report. Consideration of a report on the 1987 Clean-A-Thon. A report to the City on the outcome of the second annual Clean-A-Thon. Consideration of a report on Clark Street cleanup. A report to update the status to clear the deadend right- of-way of Clark Street north of Goethe. I I Consideration of public property list #3 . This report covers 14 properties listed in the Public Property Report . I Enterprise Street Deadend. Public Works has recommended that a maintenance free ground cover such as wood bark chips be applied to the area to reduce maintenance responsibility. Esmerelda Place. Staff recommends that D.C. Cook Publishing be contacted to determine their level of interest in maintaining the property. I Committee of the Whole Meeting May 27 , 1987 Page 10 Fire Station #1. This property will be used as a fire station for a number of years. Fire Station #2 . This site will probably use used as a fire station for a number of years . Currently, a portion of the site is used for departmental training purposes . No burning exercises are performed on the site, but the training tower is used. Staff recommendation is to determine which areas of the site will remain suitable for departmental training purposes. Station #4 . The property is zoned R-4 General Residence District , and is located in an area of business and office zoning districts. Staff recommendation is to complete a study of the station in relation to surrounding land use and zoning to determine possible alternative uses for the property. Growth is taking place in the area of study needs to be undertaken which evaluate the need for relocating the station to deal with hazards and response times. Station #5 . A portion of the property has been dedicated for use as a city park. Currently, the Fire Department maintains this park area as well as the fire station property. The property is currently zoned R-3 Two Family Residence District , There is adequate lot area for the conversion of the station into a single family or two family residence. Maintenance costs for the property show the following: 1 full time man/9 mos . /partime 3 mos . 1 full time man/6 mos. = $20 , 581. The area maintained includes the parking deck and sidewalks leading to it . Mall assessments will continue for the next eight years. Staff recommendation is to encourage the organization of a downtown mall association as a means of maintaining the mall property. It is also recommended that consideration be given to the study of the restoration of a through street from east to west , leading from Spring Street west to the parking deck. Frazier Park The park is located next to a housing development . Maintenance costs are: 2 men, 20 minutes/weekly - $150.00 annually. There is no specific recommendation for this property. Committee of the Whole Meeting May 27 , 1987 Page 11 Fulton Street Lot . The parking lot is heavily used by Elgin Community College students and adjacent businesses. Parking is free with a ten hour restriction. Maintenance costs are: 2 men, 30 minutes/weekly - $125. 00 annually. Staff recommendation is to analyze this lot , in conjunction with all existing parking lots in the downtown area, to determine parking needs of ECC and Businesses. A policy should be formulated which directs ECC student parking away from the Crocker Theater lot and curb-side spaces in the downtown and to lots which would serve long term student parking more fully. G.A.R. Park. This triangular parcel is primarily used for flag raising ceremonies. Maintenance costs are: 2 men, 30 minutes/weekly = $220.00 annually. There are no specific recommendations for this property. Geneva Street Parking Lot . The parking lot is used by ECC students and by residents of the apartment building located adjacent to the parking lot . This lot also provides the only means of access for trash pickup for the adjacent apartment buildings. Maintenance costs are: 2 men, 20 minutes/bi-weekly = $85. 00 annually. The recommendation is to include this property in a study of the parking needs of the downtown area. George Street Triangle. This parcel is located at the intersection of tree streets. Maintenance costs are: 2 men, 10 minutes/bi-weekly = $45,00 annually. Staff recommendation is to pave this triangular parcel to reduce mowing costs . Gifford Park. This park is a heavily utilized neighborhood park. The city has used $90,000 in Block Grant funding to improve the park. Maintenance costs for the property are: 2 men 2z hours weekly 2 men 1 1-2 hours monthly for shrubs= $1250. 00 There is no specific recommendation for this property. Grolich Park. The park is used as both a neighborhood park and for Little League fields. The Little League currently leases the ball diamonds for play. Block Grant funds were recently used to landscape the area. Maintenance costs are: Committee of the Whole Meeting May 27 , 1987 Page 12 Mowing 1 man , 6 hours weekly Trimming 2 men 4 hours weekly Refuse collection 2 men, 3 hours weekly = $3875. 00 Staff recommendation is to approach the Little League to renegotiate their contract with the city to have the Little League accept a portion of the maintenance responsibility for the property. Also, the recommendation is to continue landscaping the area to control neighborhood children running into the street and to place more play equipment on the premises to encourage use of the area as a neighborhood park. Adjournment Councilman Fox made a motion, seconded by Councilman Walters to adjourn the Committee of the Whole Meeting to go into Executive Session to discuss Acquisition of property, litigation, personnel and boards and commissions. Yeas: Councilmen Fox, Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays : None. The meeting adjourned at 11:00 p.m. Marie Yearma , City Clerk I i