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HomeMy WebLinkAbout1994 Committee of The Whole Meeting (2) COMMITTEE OF THE WHOLE MEETING SEPTEMBER 14, 1994 The regular Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 6 : 35 p.m. at Hemmens Auditorium in Exhibition Hall . Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Approval of Minutes Councilwoman Popple made a motion, seconded by Councilman Walters, to approve the minutes of the August 24, 1994, Committee of the Whole meeting. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Miscellaneous Mayor VanDeVoorde made an announcement regarding the request of 12-year old Joshua Halpern-Givens for support in his fund-raising efforts for the Elgin Public Museum. Wal-Mart has promised him that they will match every dollar he raises up to $2, 000 . The Mayor also said that Karen Blatt from Elgin Cooperative Ministry had informed him that there will be a panel on housing on Wednesday, October 19 , 1994, from 8 : 30 a.m. to 12 : 30 p.m. at the Holiday Inn. She would like to have a Councilmember speak on what Elgin' s housing needs are and the positive things this community has already done regarding housing. Presentation by Antique Radio Club of Illinois The Antique Radio Club of Illinois presented a check in the amount of $2 , 130 to the Explorer Scouts in appreciation for their volunteer assistance to the radio club at their annual event held at the Holiday Inn. Prequalification Process for the Law Enforcement Facility A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Proposed Ordinance Adding a Class N Liquor License An ordinance will be presented at tonight' s Council meeting for passage by the City Council . Water Service Contract for the FAA Facility A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Committee of the Whole Meeting September 14 , 1994 Page 2 City Council Discussion Regarding the Big Timber/Summit Street Bridge The following comments were made by Councilmembers and the City Manager. Councilman Gilliam stated that he thought there had been a good representation by the public at the special meeting held two weeks ago and that there was no need for a lot of additional discussion. He stated that he didn't think the City had the finances to build the bridge and he didn't want to destroy the neighborhoods . He commented that this was a radical change for him in that he had been one of the proponents of the bridge. He believes the money which would be spent on a bridge can be better spent on infrastructure and to do other things for the community that are a higher priority at this time. Councilwoman Popple stated that if it is the decision of the Council not to build a north end bridge, the questions that were raised about what the alternatives are for improvement of intersections, mainly Kimball and Route 31, should be answered. She hears a lot of complaints from residents who live in the northwest part of the City. She also stated that the people in favor of a bridge should be told that there are some serious issues which could tie this proposal up for a long time. For her, there were three red flags that were very serious that were brought up in the response to the draft of the reevaluation of the Environmental Impact Statement. Those items have to do with socioeconomic levels of the people in the neighborhood, historical designation, and whether or not we consider that type of highway proper in a residential area. She asked that the staff be prepared to suggest alternatives . City Manager Helwig: "It ' s obvious to me as a newcomer that there are numerous improvements that could be made at our intersections and in our thoroughfare pattern of existing streets . It would be our desire as staff to include suggestions for your consideration in the 5-year plan for improvements in the near term to expedite the flow of traffic. Clearly, there is at least the perceived, if not the real need, for better flow of traffic in the community. " He said that Public Works Director Kristiansen could comment on those suggestions now or at the September 28 meeting. Mayor VanDeVoorde stated that he and other Councilmembers had already discussed and were aware of some possible improvements . Councilman Fox said that he will support programs for improving traffic flow and targeting the neighborhood for improvements . He believes these programs are important and where the City' s money should be spent and directed. Committee of the Whole Meeting September 14 , 1994 Page 3 r Councilman Schock stated that he thinks it' s important when discussing the 5-year plan to identify and prioritize our traffic needs . Make a commitment to spend our money wisely and resolve to provide for the best flow of traffic without doing the kind of destructive things that this bridge would do. "I think we can do a lot to improve the traffic flow without the baggage of the negative impact of this bridge corridor. " Mayor VanDeVoorde: "I 've been a proponent of a bridge across the river for many years . I first entered the fray as the fire chief. The reason I supported the bridge, wherever it went, was it would enable us to provide better fire and ambulance service. I still believe that 's the case. I also believe it would assist the police somewhat. When I look at that, it ' s not so much the lack of bridges, it' s the lack of railroad crossings . You can get across the bridge, but I don' t know how many times emergency equipment has gotten across the bridge and sat there waiting for a train. So I 'm speaking as a strong proponent. I also said that I would keep an open mind on the subject when we had the public meeting a couple weeks ago, and I did that. I agree that times have changed. The study pointed out the damage that would be done to the historical district. The neighbors were concerned about the destruction of their neighborhood. I agree with those that say we don' t have the money to build, and even if we had the money, it wouldn't happen very soon. The County' s broke. They don 't have any money for their share. . . . I 'm going to vote to put this to rest . I would like to stress that we have to look for alternative solutions, and maybe we haven ' t looked hard enough in some of the places we should. I 'm encouraged by the neighborhood groups fighting back-Gifford Park Association, Neighborhood Housing Services, and the neighbors that came down here on their own. I 'm going to expect you to take more pride in your neighborhood from tomorrow on and help clean up, restore, and renew that area. Because I don't think you 're going to have any excuse. . . . I 'm going to be watching you. I hope you support me as I 'm supporting you now. Let' s take the money that we would spend for the studies, and let ' s use that on alternate solutions to improve traffic, code enforcement, and fighting crime. I will vote to put the bridge to rest. I 'm done fighting the battle. I 've fought it for enough years . One closing comment, we would be better off for providing fire, police, and ambulance service if we had one more bridge. Maybe we can get an underpass or overpass over the railroad tracks . " Councilman Gilliam made a motion, seconded by Councilman Schock, to go with the "No Build" option and not build a bridge in the Summit Street/Big Timber corridor. Yeas : Councilmembers Fox, Committee of the Whole Meeting September 14 , 1994 Page 4 Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Amendment to the Purchase of Service Agreement with Elgin Area Convention and Visitors Bureau City Manager Helwig stated that with the Elgin Riverboat Resort complex coming on line, Elgin has a very unique opportunity to tell the Elgin story: to market our community, places to eat, lodging, public sites to enjoy yourself, our neighborhoods, and all the other good things about Elgin. The development agreement between the City and Elgin Riverboat Resort required that space be provided in the riverboat pavilion for a visitor' s center. The Elgin Area Convention and Visitors Bureau has come forward with a request to be the City' s agent to program and operate the visitors center, which is in a prime location in the pavilion. The proposed one-year Purchase of Service Agreement between the City and the Elgin Area Convention and Visitors Bureau (EACVB) provides that the City give the Bureau the sum of $200,000 to furnish and staff the visitors center. In part, the Bureau agrees to staff the center for a minimum of 70 hours a week, spend a minimum of $35, 000 of the $200, 000 on promotional material/advertising, develop a matching grant program with $35, 000 of the $200,000, and provide activity and financial reports for review by the City. Councilwoman Yearman made a motion, seconded by Councilman Schock, to approve the proposed Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of City's 1994/1995 Limited Self-Insurance Renewal Proposal from Hanchette Insurance Councilman Gilliam made a motion, seconded by Councilman Fox, to approve the proposal from Hanchette Insurance. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Discussion of a Local Option Sales Tax City Manager Helwig reviewed the preliminary list of immediate and five-year plan financial goals which were developed by staff after early input from the Council in May and the input received during the 37 meetings with various community groups . He stated rik that he'd heard "No cuts ! " from the Council and from the community in these meetings . Committee of the Whole Meeting • September 14, 1994 Page 5 City Manager Helwig: All Illinois communities presently receive one percent sales tax proceeds as part of the intergovernmental revenue sharing in Illinois . Many communities in Illinois have had a local sales tax option for several years . The deadline under state statute for enacting a local sales tax option is October 1 . It must be implemented in 1/4% increments , and it ' s been the strong guidance of this council that it not apply to automobiles and some other items . We have examined the pros and cons of sales tax, utility tax, park district levies, user fees for households for waste hauling, and what the comparable real estate tax rates would need to be to generate this type of revenue. Staff ' s recommendation is for a 3/4% local sales tax. This is based upon looking at our sales tax rate structure and looking at our property tax rate. We are ideally suggesting to you tonight that this would be the last time, unless there are severe economic circumstances, that you would discuss taxes during this five-year period. We are suggesting that the property tax rate not be increased during the next five-year period, that we not look at waste hauling fees, and not consider a utility tax during that period. Under present trends and scenarios, we face a $2 . 1 million deficit in our general fund. We must do something about. If there are no additional revenue sources, we can cut. However, it will not produce the type of community that you and the citizens have cited in the community needs statement. Mayor VanDeVoorde pointed out that if no additional revenues are generated, it will be necessary to cut approximately 40 employees, which would most likely be from the police and fire departments . This would be at a time when we need additional personnel . Councilwoman Yearman: We have about $80 million out in bonding, and we are paying principal and interest on that. I thought when this Council sat down in 1993 that we were going to pay off the TIF bonding. Now I understand there is a prepayment penalty, so we can' t do that. I was enthusiastic about having the riverboat here because I thought that was going to pay off the TIF district. If that' s not possible, then we should still concentrate on paying some of the other bonding off, which would give us funds to put into the general fund to pay for personnel . Budget Officer Pearson stated that it is projected that the TIF District will pay for itself beginning in 1996 . City Manager Helwig: This community is extremely deficit in its cash reserves . I 've tried to low key that. We have not yet arrived at a council policy of what those cash reserve levels should be. But a community certainly should be thinking six to ten weeks of cash reserve and that is up to 19% of general Committee of the Whole Meeting • September 14, 1994 Page 6 fund. This community has no cash reserve for what I have always referred to in municipal finance as a bond retirement fund for issuing debt in an emergency. I am in the process of asking staff for cash reserve policies for litigation judgment trust fund, for workers ' compensation exposure fund, and for the risk management fund. Many of these funds have been drawn in the red through intergovernmental fund borrowing that I just cannot condone. I would not recommend paying off debt early to cover operations . That is a false sense of balance. Issuing debt is a prudent public policy. We have a 'AA' bond rating with the debt we have issued. That is outstanding. What we have is a systematic imbalance between revenues and expenditures . I urge you to solve this inherent imbalance once and for all and not put this issue of our financial integrity onto another Council or another year. Councilwoman Yearman: I can' t see how we can justify sales tax when we expect $10 million a year in gaming revenue. In the past year, we 've raised the water and sewer rates 19%, raised the golf fees, and raised the cemetery fees . The building permits went up 100% . We've also levied a property transfer tax, yard waste fee, and two weeks ago we mandated rental licensing fees . I think we have to look at deferring some of the capital projects . We have to get spending under control . Mayor VanDeVoorde stated that deferring capital projects would not balance the budget. Councilman Gilliam asked the City Manager to prepare a list of what items would have to be cut if the Council doesn ' t enact a local sales tax option. He stated that he thinks people have to know what happens if the Council doesn't pass the sales tax. City Manager Helwig stated that rather than compiling a list of what cuts would have to be made, when the Council and the community have said they want no cuts, he 'd really like to spend the time painting a picture of the condition of the City's funds . He stated that the City is a very lean organization, and he asked that staff be able to use their energies to produce positive results for the community. Councilman Fox stated that prior to approving the riverboat and in the last six months, he called communities that have riverboats to find out how they spend their riverboat proceeds . Every one of them has said that every penny has gone into capital improvements, and they strongly recommended that Elgin do the same. He stated that he believes the Council is committed to that but the point needs to be made to those people who believe that the City will be able to pay for everything from riverboat revenue. Other Councilmembers made remarks in support of the recommendation to adopt a 3/4% local sales tax option. Committee of the Whole Meeting September 14 , 1994 Page 7 Councilman Fox made a motion, seconded by Councilwoman Popple, to direct staff to prepare an ordinance enacting a 3/4% local sales tax option. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, and Mayor VanDeVoorde. Nays : Councilwoman Yearman. Adjournment Councilwoman Yearman made a motion, seconded by Councilman Fox, to adjourn and go into the regular Council meeting. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Meeting recessed at 8: 00 p.m. Meeting resumed at 9 : 00 p.m. Approval of Small Increase in Equipment and Personnel to Public Works for Basic Services Councilwoman Popple made a motion, seconded by Councilman Schock, to proceed with the acquisition of equipment and hiring of personnel as recommended by staff . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Discussion of Off-premise Signs for Elgin Riverboat Resort This item was removed from the agenda. Approval of Management Information Services Contractual Services Councilwoman Popple made a motion, seconded by Councilman Walters, to approve the recommended MIS Contractual Services Contracts . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Change in the Hemmens Performing Arts for Young People Series Councilman Walters made a motion, seconded by Councilman Fox, to approve the recommendation to replace "The Chipmunks" with "Ella Jenkins" and "Jolly Old St. Nick. " Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Agreement with Burnidge Cassell Associates for Working Drawings for Soccer Complex Construction Councilwoman Yearman made a motion, seconded by Councilman Fox, to approve the agreement with Burnidge Cassell Associates in the Committee of the Whole Meeting September 14 , 1994 Page 8 amount of $51, 000 . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Subrecipient Agreement with Mother Goose Child Development Center Councilman Fox made a motion, seconded by Councilman Walters to approve the aforementioned agreement. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Final Payment and Acceptance of the Church/ Tollgate 1994 Street Repair Project Councilwoman Yearman made a motion, seconded by Councilman Walters, to accept the completed project and authorize the final payment of $704 ,566 . 79 to Central Blacktop. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Composting Site Access Permit Councilwoman Popple made a motion, seconded by Councilman Walters, to authorize the city manager to accept and execute the composting site access permit. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Emergency Repairs for Booster Pump Councilwoman Yearman made a motion, seconded by Councilwoman Popple, to authorize payment for the emergency repairs for the Bluff City in-line booster pump in the amount of $12 ,595 . 00 . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval for Preparation and Mailing 1995 Vehicle License Applications Councilwoman Popple made a motion, seconded by Councilman Fox, to approve the preparation and mailing of the 1995 Vehicle License Applications . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Change Order #3 for the North Randall Road Interceptor Sewer Councilman Walters made a motion, seconded by Councilman Fox, to approve Change Order No. 3 with Abbott Contractors in the amount '' of $214 ,468 .41 . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Committee of the Whole Meeting • September 14 , 1994 Page 9 Approval for Stop Sign on Leawood at Hunter Drives Councilman Schock made a motion, seconded by Councilwoman Popple, to authorize 2-way stop signs on Leawood Drive at Hunter Drive. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Acquisition of College Green Park Site Councilman Walters made a motion, seconded by Councilwoman Popple, to accept the College Green park site from the College Green Homeowner' s Association. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Bode Road Right-of-way Dedication by St. Paul Missionary Baptist Church Councilman Fox made a motion, seconded by Councilman Walters, to accept the proposed dedication. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Approval of Request to Amend New Century Partnership Board Membership Councilwoman Popple made a motion, seconded by Councilman Schock, to amend the number of New Century Partnership Board members from 30 to 29 . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Schock, to adjourn and go into Executive Session for the purpose of discussing acquisition of property and board/commission appointments . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. The meeting adjourned at 9 : 25 p.m. c.(..� September 28, 1994 Dolonna Mecum, City Clerk Date Approved r SPECIAL COMMITTEE OF THE WHOLE MEETING SEPTEMBER 21, 1994 The special Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 5: 00 p.m. in the Elgin Academy Sears Gallery. Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Further Discussion of Five-Year Financial Plan City Manager Helwig stated that the Council met on May 18, 1994, to provide early input for the 1995 Budget and the 1995-1999 Financial Plan. Since then, 37 community meetings have been held to gain additional input. The input from those meetings and city departments was compiled into the Community Needs Statement, which was distributed to the Council, city departments, and participants in the 37 community meetings . Tonight ' s meeting is for the purpose of "checking in" with the Council before drafting the five-year financial plan. The following goals were reviewed and discussed: Immediate Financial Goals Balanced 1995 Budget. Start replenishing the General Fund cash reserve. No reductions in present level of service. No increase in the property tax rate. Maintain the 'AA' bond rating for the 1994 Bond Sale. Pay off and not renew the short-term $3 million borrowing. Repay the $1 million note to the Working Cash Fund with Fourth Quarter 1994 riverboat gaming receipts . Award contracts by December 16 to build the law enforcement facility. Provide small increases in equipment and personnel to Public Works for basic services . Financial Goals for the Five-Year Plan Balanced annual budgets . Maintain General Fund cash reserves at minimum level established by City Council . Adopt a debt policy. Maintain service levels . No increase in the property tax rate. Maintain the 'AA' bond rating. Smaller, more regular, and justifiable increases in user fees . Use riverboat proceeds for one-time expenses . Provide flexibility for needed capital improvements and expansion of services . No short-term cash flow borrowing. Special Committee of the Whole Meeting September 21, 1994 Page 2 A discussion was held concerning the City' s bond rating. City Manager Helwig said he believes it ' s the closest thing there is to a national report card. Elgin having an 'AA' bond rating is outstanding. There are tentative plans to visit Moody's Investor's Services in late October for a 1994 bond sale presentation. The following themes which emerged from community dialogue were then reviewed and discussed: Sound financial base. Provide quality services effectively and efficiently. Build the civic infrastructure. Safe neighborhoods. Youth initiatives . Parks and open space/the environment. Image is almost everything. Education. City Manager Helwig stated that expedited improvements to the City' s roadway system, in view of the "no build" decision regarding the north-end bridge, should be an additional, separate item to the above list. The Mayor and Councilmembers were in agreement with the aforementioned proposed goals and Community Needs Statement summary. Councilman Gilliam left the meeting at 6 : 13 p.m. Councilmembers made the following suggestions: Look for ways to provide the kinds of amenities in our community that will allow us to attract middle and upper income people which will, in turn, increase the City' s wealth. Work with the school district to find ways to make Elgin a more attractive place to live. Riverboat proceeds should be used to improve the city. Elgin should not be the cheapest place to live within 50 miles . Enact ordinance establishing minimum cash balances . To be more attentive to collecting various fees . Hire a communications specialist. Seek ways to communicate more effectively with non-English speaking citizens . Explore possibility of using Spanish radio and cable television stations and newspapers . Special Committee of the Whole Meeting September 21, 1994 Page 3 Work in partnership with the schools to develop programs and recreational opportunities for the youth and particularly the "at-risk" youth. Establish year-around recreational facility in a central location. Explore the possibility of using existing school buildings and Y' s rather than building a new recreational facility. Include plans for the Fox River in the five-year plan. Review the recommendations contained in the Fox River Corridor Plan. Area K should be made into a riverfront park. Determine what plans the Kane County Forest Preserve has for the $750,000 they will receive annually from the riverboat and whether some of those funds will be used to make improvements in the Elgin area. Include completion of Shales Parkway in the five-year plan. Explore ways the City can become more involved in enhancing economic development. Improve communication with the City' s social agencies . Adjournment Councilwoman Yearman made a motion, seconded by Councilwoman Popple, to adjourn the meeting. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Meeting adjourned at 6 :55 p.m. September 28, 1994 Dolonna Mecum, City Clerk Date Approved r SPECIAL COMMITTEE OF THE WHOLE MEETING SEPTEMBER 21, 1994 The special Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 5 : 00 p.m. in the Elgin Academy Sears Gallery. Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Further Discussion of Five-Year Financial Plan City Manager Helwig stated that the Council met on May 18, 1994 , to provide early input for the 1995 Budget and the 1995-1999 Financial Plan. Since then, 37 community meetings have been held to gain additional input. The input from those meetings and city departments was compiled into the Community Needs Statement, which was distributed to the Council, city departments, and participants in the 37 community meetings . Tonight' s meeting is for the purpose of "checking in" with the Council before drafting the five-year financial plan. The following goals were reviewed and discussed: Immediate Financial Goals Balanced 1995 Budget. Start replenishing the General Fund cash reserve. No reductions in present level of service. No increase in the property tax rate. Maintain the 'AA' bond rating for the 1994 Bond Sale. Pay off and not renew the short-term $3 million borrowing. Repay the $1 million note to the Working Cash Fund with Fourth Quarter 1994 riverboat gaming receipts . Award contracts by December 16 to build the law enforcement facility. Provide small increases in equipment and personnel to Public Works for basic services . Financial Goals for the Five-Year Plan Balanced annual budgets . Maintain General Fund cash reserves at minimum level established by City Council . Adopt a debt policy. Maintain service levels . No increase in the property tax rate. Maintain the 'AA' bond rating. Smaller, more regular, and justifiable increases in user fees . Use riverboat proceeds for one-time expenses . Provide flexibility for needed capital improvements and expansion of services . No short-term cash flow borrowing. Special Committee of the Whole Meeting September 21, 1994 Page 2 (11"* A discussion was held concerning the City' s bond rating. City Manager Helwig said he believes it' s the closest thing there is to a national report card. Elgin having an 'AA' bond rating is outstanding. There are tentative plans to visit Moody' s Investor' s Services in late October for a 1994 bond sale presentation. The following themes which emerged from community dialogue were then reviewed and discussed: Sound financial base. Provide quality services effectively and efficiently. Build the civic infrastructure. Safe neighborhoods . Youth initiatives . Parks and open space/the environment. Image is almost everything. Education. City Manager Helwig stated that expedited improvements to the City' s roadway system, in view of the "no build" decision regarding the north-end bridge, should be an additional, separate item to the above list. The Mayor and Councilmembers were in agreement with the aforementioned proposed goals and Community Needs Statement summary. Councilman Gilliam left the meeting at 6 : 13 p.m. Councilmembers made the following suggestions : Look for ways to provide the kinds of amenities in our community that will allow us to attract middle and upper income people which will, in turn, increase the City' s wealth. Work with the school district to find ways to make Elgin a more attractive place to live. Riverboat proceeds should be used to improve the city. Elgin should not be the cheapest place to live within 50 miles . Enact ordinance establishing minimum cash balances . To be more attentive to collecting various fees . Hire a communications specialist. Seek ways to communicate more effectively with non-English speaking citizens . Explore possibility of using Spanish radio and cable television stations and newspapers . Special Committee of the Whole Meeting September 21, 1994 Page 3 Work in partnership with the schools to develop programs and recreational opportunities for the youth and particularly the "at-risk" youth. Establish year-around recreational facility in a central location. Explore the possibility of using existing school buildings and Y' s rather than building a new recreational facility. Include plans for the Fox River in the five-year plan. Review the recommendations contained in the Fox River Corridor Plan. Area K should be made into a riverfront park. Determine what plans the Kane County Forest Preserve has for the $750,000 they will receive annually from the riverboat and whether some of those funds will be used to make improvements in the Elgin area. Include completion of Shales Parkway in the five-year plan. Explore ways the City can become more involved in enhancing economic development. Improve communication with the City' s social agencies . Adjournment Councilwoman Yearman made a motion, seconded by Councilwoman Popple, to adjourn the meeting. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Meeting adjourned at 6 :55 p.m. G September 28, 1994 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING SEPTEMBER 28, 1994 The regular Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 6 : 30 p.m. in the Council Conference Room. Present: Councilmembers Fox, Gilliam (arrived at 6 : 32 p.m. ) , Popple, Walters, Yearman, and Mayor VanDeVoorde. Absent: Councilman Schock. Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Fox, to approve the minutes of the September 14, 1994, regular Committee of the Whole meeting and the September 21, 1994, special Committee of the Whole meeting. Yeas : Councilmembers Fox, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Extension of Lao Outreach Worker Employment Agreement A resolution will be presented at tonight 's Council meeting for adoption by the City Council . Successorship of TIF Redevelopment Agreement A resolution authorizing execution of a termination agreement with Capital Ventures Development Corporation and a resolution authorizing execution of a redeveopment agreement with TLC Redevelopment Group will be presented at tonight' s Council meeting for adoption by the City Council . Proposed Ordinance Providing for Teen Night Permits in Liquor License Establishments A discussion was held concerning the provision in the proposed ordinance which prohibits smoking during the teen night events . Since the ordinance provides that the teen night events will be limited to people between the ages of 18 and 20 years, the Council indicated that it would delete the "No Smoking" provision from the proposed ordinance. Carlos Villanueva also questioned the provision in the proposed ordinance which prohibits traffic in a parking lot after all the tickets for admission to the teen night club have been sold in that his night club is located in a shopping center where other businesses also use the same public parking lot. An ordinance will be presented at tonight' s Council meeting for passage by the City Council . Committee of the Whole Meeting September 28, 1994 Page 2 Proposed False Alarm Ordinance Deputy Burns reviewed the background for the proposed ordinance and stated that 98 percent of the police alarms are false alarms . Councilwoman Popple made a motion, seconded by Councilman Fox, to approve the proposed false alarm ordinance. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Experimental Street Closure - Percy and Villa Streets Councilman Gilliam made a motion, seconded by Councilman Walters, to authorize the closure of Percy at Villa on an experimental six-month basis. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. North Lyle Avenue Bridge Feasibility Study It was reported that the feasibility study of extending North Lyle Avenue by bridging Tyler Creek and the Metra and Soo Railroad tracks indicated that the cost would be approximately $6, 140, 000 . Councilman Fox made a motion, seconded by Councilwoman Popple, to authorize transmitting the results of the Alfred Benesch & Company feasibility investigation to Metra E and request their consideration of other more cost-effective alternatives . Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Final Acceptance of Slade Pump Station Site Work Councilwoman Popple made a motion, seconded by Councilman Walters, to accept the completed improvements to the Slade pump station improvements . Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Authorization of Change Order No. 1, Final Payment, and Acceptance of West Zone Phase II Water Main Councilwoman Popple made a motion, seconded by Councilman Walters, to approve the aforementioned change order, authorize final payment, and accept the completed project. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Financial Assistance for Producing "The Nutcracker" Councilman Walters made a motion, seconded by Councilman Gilliam, to approve the proposal for the Cultural Arts Commission to pay the sum of $3,500 to defray the costs of guest artists for "The Nutcracker. " Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Committee of the Whole Meeting September 28, 1994 Page 3 Change Order No. 1 with Robi Excavating, Inc. Regarding 1994 Neighborhood Sidewalks: City-wide and Villa Street Councilman Fox made a motion, seconded by Councilwoman Popple, to approve the aforementioned change order. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Waste Management-West Second Year "Pilot" Leaf Collection Program Councilman Walters made a motion, seconded by Councilwoman Popple, to approve the recommendation that the leaf collection pilot program be expanded as outlined in the September 23, 1994 , agenda memorandum. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Northern Illinois Gas Big Timber Sewer Easement Councilman Walters made a motion, seconded by Councilwoman Yearman, to authorize the aforementioned easement. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Emergency Repair of Collapsed Sanitary Sewer on Lincoln [ Avenue at Cedar Avenue Councilwoman Popple made a motion, seconded by Councilman Fox, to authorize payment to Illinois Hydraulic in the amount of $25, 062 for the aforementioned emergency repair. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Authorization of Change Order No. 1, Final Payment, and Acceptance for Hiawatha Reconstruction - Summit/Grand Project Councilman Walters made a motion, seconded by Councilman Fox, to approve the aforementioned change order, authorize final payment, and accept the completed project. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Phase One Engineering for Hopps Road Councilwoman Popple made a motion, seconded by Councilwoman Yearman, to authorize the city manager to negotiate an intergovernmental agreement with the Village of South Elgin for the design engineering of Hopps Road between McLean Boulevard and Randall Road. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Committee of the Whole Meeting September 28, 1994 ��•► Page 4 Recommendations Regarding Parking Restrictions Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the following recommendations of the Neighborhood Services Committee: a. NO PARKING on the north side of Jefferson Avenue between Center Street and Spring Street b. NO PARKING on the west side of Edison Avenue between Larkin Avenue and West Chicago Street c. NO PARKING on the southwest side of Villa Street between Prairie Street and Gifford Place d. Two-way STOP at: 1 . Weston Avenue at Shuler Street 2 . Weston Avenue at Carr Street 3 . Clifton Avenue at Shuler Street 4 . Clifton Avenue at Carr Street Yeas: Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilwoman Popple, to go into executive session for the purpose of discussing sale of property, litigation, appointments to boards and commissions, and personnel appointment, employment, or dismissal . Whereupon, at 7 : 25 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 : 58 p.m. , the corporate authorities returned to open session. No further business was transacted. Councilwoman Yearman made a motion, seconded by Councilman Fox, to adjourn the meeting. Yeas : Councilmembers Fox, Gilliam, Popple, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. 61A9wv.-41-- October 12. 1994 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING OCTOBER 12, 1994 The rescheduled regular Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 7 : 10 p.m. in the Council Conference Room. Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Absent: None. Approval of Minutes Councilwoman Popple made a motion, seconded by Councilwoman Yearman, to approve the September 28, 1994 minutes as published. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Resolutions Authorizing Leases for Signs on Public Rights-of-way Resolutions will be presented at tonight 's Council meeting for adoption by the City Council . Ordinance Changing Douglas Avenue to a Two-way Street Between Highland Avenue and Chicago Street An ordinance will be presented at tonight 's Council meeting for passage by the City Council . Speed Limit Reduction on Bode Road Councilwoman Yearman made a motion, seconded by Councilman Schock, to approve the reduction in speed limit on Bode Road between Chicago Street and Highbury Drive. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Special Assessment Area II 1994 Motor Fuel Tax Resolution Councilwoman Popple made a motion, seconded by Councilman Walters, that the Supplemental Resolution appropriating $205, 187 of Motor Fuel Tax funds be adopted for the payment of certain principal and interest charges on the Special Assessment Area II project. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Authorization of Change Order No 2, Final Payment and Acceptance of Center City Parking Lot Project (CC40) Councilman Fox made a motion, seconded by Councilwoman Yearman, to approve Change Order No. 2 and to accept the completed Committee of the Whole Meeting Page 2 project and authorize final payment to Tri-On Construction Co. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Authorization for Change Order No. 2 and Final Acceptance of North McLean Boulevard Improvements Councilwoman Popple made a motion, seconded by Councilman Walters, to approve Change Order No. 2 and to accept the completed project and authorize final payment to Palumbo Brothers . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Tyler Creek Sewer Project Consent Decree Councilman Schock made a motion, seconded by Councilman Walters, to approve the consent decree and authorize the City Manager to execute the stream survey contract with Guillou and Associates, Inc. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Lease Agreement with the Elgin Housing Authority for 355 Dundee Avenue Councilwoman Yearman made a motion, seconded by Councilman Fox, to authorize the City Manager to enter into a Lease Agreement with the Elgin Housing Authority for 355 Dundee Avenue. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Payment to Children's Theatre of Elgin for "Peter Pan" Councilman Walters made a motion, seconded by Councilwoman Popple, to approve the exception to the on-going agreement with Children' s Theatre of Elgin to cover production costs for the fall production of "Peter Pan. " Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Adjournment Councilwoman Yearman made a motion, seconded by Councilman Walters, to recess and go into the regular Council meeting. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. The meeting recessed at 7 :50 p.m. October 26, 1994 Sue yn Los eputy City Clerk Date Approved SPECIAL COMMITTEE OF THE WHOLE MEETING OCTOBER 19, 1994 The special Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 5 : 12 p.m. in the Council Conference Room. Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Absent: None. Review and Discussion Regarding Draft of Five-Year Financial Plan Finance Director Nowicki reviewed the proposed general fund cash reserve policy. Councilman Gilliam made a motion, seconded by Councilman Walters, to have a resolution prepared for presentation at the next Council meeting adopting the general fund cash reserve policy as proposed. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Finance Director Nowicki reviewed the elements of the proposed debt policy. Councilman Gilliam made a motion, seconded by Councilwoman Popple, to have a resolution prepared for the next Council meeting adopting a formal debt policy as proposed. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. The Council discussed the process to be used to review the draft of the five-year financial plan. They agreed to continue discussion of the plan as follows : Monday, October 24, 1994, at 5 : 00 to review Key Issues 1 through 5 . Wednesday, October 26 , 1994, at 5 : 00 p.m. to review Key Issue 6 . Tuesday, November 1, 1994 , at 5 : 00 p.m. to review Key Issues 7 through 10 and Water and Sewer Funds . Adjournment Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to adjourn the meeting. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Meeting adjourned at 6 :58 p.m. October 26 , 1994 Dolonna Mecum, City Clerk Date Approved SPECIAL COMMITTEE OF THE WHOLE MEETING OCTOBER 24, 1994 The special Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 5 : 15 p.m. in the Council Conference Room. Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Absent: None. Continued Review and Discussion Regarding Draft of Five-Year Financial Plan The Council reviewed proposals under the following key issues: Sound Financial Base Quality Services Civic Infrastructure Safe Neighborhoods Youth Initiatives Parks/The Environment Image Economic Development Discussion was held regarding the following: Eliminating several proposed personnel positions . Federal crime bill and how it could relate to additional police officers as well as funding other programs . Cost of the proposed communications system. Allocating more money to programs regarding multi-family housing conversion and architecturally significant structures . Commencing funding for God' s Gym and Boys and Girls Club in 1995 rather than 1996 . Summer youth employment program. Fox River east bank improvements . Meeting with Kane County Forest Preserve Board to discuss allocation of their share of riverboat proceeds for river projects in Elgin. Landscaping City' s property on the northeast corner of State and Kimball Streets . Including Trout Park plan in the five-year plan. Improving existing swimming pools as much as possible. Central or neighborhood recreational centers . Funding for entryway corridor improvements, including a matching fund program to assist corridor businesses with cleanup. Future of Children' s Discovery Museum. Committee of the Whole Meeting October 24, 1994 Page 2 City Manager Helwig stated that an inventory of open issues would be prepared and presented to the Council at the October 26, 1994 , and a revised draft of the five-year financial plan will be presented for review at the November 1 meeting. Adjournment Councilman Schock made a motion, seconded by Councilman Gilliam, to adjourn the meeting. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Meeting adjourned at 8 : 05 p.m. h4MAA4 /111L.C.(kow November 16. 1994 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING OCTOBER 26, 1994 The regular rescheduled Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 5 : 15 p.m. in the Council Conference Room. Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Absent: None. Approval of Minutes Councilman Fox made a motion, seconded by Councilwoman Yearman, to approve the minutes of the October 12, 1994 , Regular Meeting and the October 19, 1994, Special Meeting Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Continued Discussion of Five Year Financial Plan The Council reviewed proposals under the following key issues : Economic Development Education Discussion was held regarding the following: Changing the Hemmens north entrance Extending Shales Parkway north as far as possible depending on funding Working with various agencies such as Welcome Wagon, Chamber of Commerce, Elgin Area Convention and Visitors Bureau, etc. to make Elgin citizens aware of restaurants and attractions to Elgin Results of METRA Task Force discussions to date Adjournment Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to go into executive session for the purpose of discussing property acquisition and leasing and appointments to boards and commissions . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Whereupon, at 5 :52 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 : 00 p.m. , the corporate authorities returned to open session. emk Committee of the Whole Meeting October 26, 1994 Page 2 Neighborhood Services Committee: Various Stop Sign Installations An ordinance will be presented at tonight' s Council meeting for passage by the City Council . Discussion of Expansion of Historic District Boundaries to Include Both Sides of Villa Street At Councilman Schock' s request, a discussion was held concerning expanding the Historic District boundaries to include both sides of Villa Street. Councilman Schock stated that currently Villa Street is the only boundary street in the district which doesn't include both sides of the street, and he recommended that both sides of Villa Street now be included in the district. It was the consensus of the Council to direct staff to explore this recommendation and to furnish the Council with information regarding the procedures necessary to accomplish this . Increase in Sworn Police Officer Strength Councilwoman Yearman made a motion, seconded by Councilman Walters, that the additional officers be authorized for hiring at the earliest opportunity. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Purchase of Sculpture Councilman Walters made a motion, seconded by Councilwoman Popple, to authorize the purchase of the "Mother Sky" sculpture for permanent display in the Civic Center Plaza. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Outdoor Pools Consultant Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to approve the contracting of Burbach Municipal & Civil Engineers to provide renovation recommendations for Wing and Lords Park pools . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Construction Permits to be Posted Councilman Walters made a motion, seconded by Councilman Schack, to approve requiring the posting of construction permits and to direct staff to prepare the appropriate legislation. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Committee of the Whole Meeting October 26, 1994 Page 3 Long Term Rehabilitation Procedures Councilman Walters made a motion, seconded by Councilwoman Popple, to direct the staff to prepare the necessary legislation to enable Long Term Rehabilitation. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Expansion of the Property Maintenance Board of Appeals Councilwoman Yearman made a motion, seconded by Councilman Schock, to expand the Property Maintenance Board of Appeals to add two citizens at large. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Employment Contract for El Protector Program Councilman Fox made a motion, seconded by Councilman Walters, to authorize an employment contract with Dorlissa Black for the El Protector Program. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Purchase of Local Area Network Software Licenses Councilman Walters made a motion, seconded by Councilwoman Popple, to purchase a 100 User License for Novell 3 . 12 at $3, 700 . 00 and 100 licenses of ELITE/400 at $33,500 .00 . Yeas: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Traffic Engineering Services Councilman Schock made a motion, seconded by Councilman Walters, to authorize the utilization of Smith Engineering for various traffic signal coordination and timing services on a time and material basis . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Computer Consulting Services Councilman Fox made a motion, seconded by Councilwoman Yearman, to accept the contract with Integrated Computer Solutions ( ICS) to perform the Utility Billing application conversion for $12,000 . 00 . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Adjournment Councilman Fox made a motion, seconded by Councilwoman Yearman, to adjourn and go into Executive Session for the purpose of discussing appointments to boards and commissions . Yeas : Committee of the Whole Meeting October 26 , 1994 Page 4 Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Whereupon, at 7 :40 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matter. At 7 : 55 p.m. , Councilman Walters made a motion, seconded by Councilwoman Yearman, to adjourn the executive session. Thereafter, the Council returned to open session and commenced the regular Council meeting. C7 November 16 . 1994 Dolonna Mecum, City Clerk Date Approved SPECIAL COMMITTEE OF THE WHOLE MEETING NOVEMBER 1, 1994 The special Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 5: 05 p.m. in the Council Conference Room. Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Absent: None. Continued Review and Discussion Regarding Draft of Five-Year Financial Plan City Manager Helwig reviewed the second draft of the five-year financial plan that was based on the three previous policy work sessions . Councilman Fox complimented the staff on their sensible approach to the budget and also for following the Council ' s wishes regarding the allocation of Riverboat dollars only for capital improvements . Councilman Fox requested staff look into the allocation of Riverboat money toward gambling addiction before final approval of the budget. Discussion was held regarding the feasibility of deferring some of the projects in the water and sewer major capital projects (Appendix K) portion of the five-year financial plan. Public Works Director Kristiansen, Water System Superintendent Deibert, and Finance Director Nowicki explained what effect a delay in the proposed projects would have on the community' s water service. Responding to Council ' s concerns over the proposed rate increases and what the effect of delaying some of the projects might be, City Manager Helwig stated that staff will prepare alternatives for the Council to consider. Adjournment Councilwoman Popple made a motion, seconded by Councilwoman Yearman, to adjourn the meeting. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. The meeting adjourned at 6 : 35 p.m. o,� November 16 , 1994 Su llyn Losih, Deputy City Clerk Date Approved RESCHEDULED COMMITTEE OF THE WHOLE MEETING NOVEMBER 16, 1994 The rescheduled regular Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 5 : 05 p.m. in the Council Conference Room. Present: Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Absent: Councilmember Gilliam. Discussion of 1995 Budget and Program Strategies The proposed 1995 Budget is comprised of three parts . Part I - Financial Plan for 1995-1999 City Manager Helwig summarized the process which has been used for developing the five-year financial plan and the 1995 budget. A line item budget was also made available to Councilmembers . The Five-Year Financial Plans for the General Fund and Sewer Fund were reviewed and discussed at prior budget meetings, and no additional comments were made. However, pursuant to Council 's request at the last budget rift meeting, a revised Water Fund Five-Year Financial Plan was prepared and discussed at this meeting. It contains a reorganization of capital projects and a rate structure which provides for rate increases of 8% annually for the five years 1995 through 1999 . The revised program does not provide for the availability of water from the Riverside Treatment Plant 's upgrade and expansion until 1999 . Mayor VanDeVoorde and Councilwoman Yearman stated that they could not support a rate increase for 1995 . Other Councilmembers stated that they believe the proposed annual increases are fair. Part II - 1995 Program Strategies Budget Officer Pearson highlighted four program strategies to be implemented in 1995 : They are: 1) Mayor' s Call to Action to Build Safe Neighborhoods 2) Sound Financial Base 3) Transportation Improvements 4) NHS New Target Area - A Model for Neighborhood Development Committee of the Whole Meeting November 16, 1994 Page 2 Part III - 1995 Budget Budget Officer Pearson reviewed issues highlighted in the proposed 1995 Budget and major changes from the 1994 Budget. Staffing additions contained in the Five-Year Financial Plan are included in the 1995 Budget plus the addition of three positions in the Water Division. Special Revenue Funds were discussed with highlights including the Dundee Tax Allocation Fund which is projected to begin 1995 with a $750,000 deficit. The Elgin Riverboat Fund is a new fund established to specifically identify revenues and expenditures associated with riverboat proceeds . A User Fee Review was presented, including rate changes proposed for 1995 Parks Recreation Fees, Cemetery Fees, Golf Fees, Monthly parking pass at Civic Center Plaza Lot, and Water Hydrant Meter Policy. Separate ordinances will be prepared for each rate type. A discussion was also held regarding the City becoming more proactive regarding state legislation and the possibility of hiring lobbyists to represent the City of Elgin' s interest. Mayor VanDeVoorde stated that he will be joining a group comprised of the riverboat cities to support the existing riverboat gaming license legislation. It was the consensus of the Council that a meeting with Senator Rauschenberger and Representatives Hoeft and Lindner should be scheduled in the near future. City Manager Helwig advised the Council that he will be bringing a proposal to them establishing a procedure and policy for keeping police and fire departments at the authorized strength. Approval of Minutes: Councilman Schock made a motion, seconded by Councilwoman Popple, to approve the following minutes. Yeas: Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. October 24, 1994, Special Meeting October 26, 1994 , Regular Meeting November 1, 1994, Special Meeting Authorization of 1994 Bond Sale A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Committee of the Whole Meeting November 16, 1994 Page 3 Establishment of a Public Hearing for Tax Levy Under the Truth in Taxation Statutes A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Neighborhood Services Committee Various STOP Sign Installations and Removal of Existing Signage An ordinance will be presented at tonight 's Council meeting for passage by the City Council . Change Order No. 2 with Environmental Science and Engineering for Environmental Services at the New Law Enforcement Facility Site A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Policy Resolution Endorsing the Safe Neighborhoods Bill A resolution will be presented at tonight's Council meeting for adoption by the City Council . Letter to the the Illinois National Guard From the City Suggesting a Prohibition of Liquor Sales for Rentals Councilwoman Popple made a motion, seconded by Councilman Schock, to approve the communication to the Illinois National Guard regarding the city's position regarding the prohibition of serving alcohol at the Elgin Armory during rental events . Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Distribution of Holiday Gifts to Employees and Board and Commission Members Councilwoman Yearman made a motion, seconded by Councilman Schock, to approve the distribution of gift certificates to employees and gift baskets to board and commission members as has been done in previous years . Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Letter of Understanding with Sherman Hospital for Slade Avenue Improvements Councilwoman Yearman made a motion, seconded by Councilwoman Popple, to authorize the city manager to execute the proposed Letter of Understanding with Sherman Hospital for the Slade Avenue Improvements project. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Committee of the Whole Meeting November 16, 1994 Page 4 Water Main Replacement, Resurfacing Areas and Repair of Sanitary Service at 770 Murray Avenue Councilwoman Popple made a motion, seconded by Councilman Fox, to authorize the payment of $8, 001 . 88 to Gerardi Sewer and Water Company and direct staff to invoice the homeowner for this same amount. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Revision of the Elgin Historic Preservation Ordinance (Title 20) Councilwoman Yearman made a motion, seconded by Councilman Walters, to authorize appropriate revisions to the Elgin Historic Preservation Ordinance to advance consideration of Elgin' s status as a Certified Local Government, including pending grant preapplications . Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Procedure for Expansion of Historic District Boundaries to Include Both Sides of Villa Street Councilwoman Popple made a motion, seconded by Councilman Schock, requesting that the Heritage Commission consider additional properties for inclusion in the existing historic district. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Petition for Exception to Water Well Setback Zone Requirements by Illinois Pollution Control Board Councilwoman Yearman made a motion, seconded by Councilman Fox, to comply with the required notification provisions and authorize execution of the petition for exception. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Authorization of Change Order No. 1, Final Payment and Acceptance for Bowes Road Final Surface Project Councilman Fox made a motion, seconded by Councilwoman Yearman, to authorize execution of Change Order No. 1 in the amount of $1, 628 . 00 and final payment in the amount of $5, 771 . 24 . Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Authorization of Change Order No. 1, Final Payment and Acceptance for 1994 Pavement Marking (Thermoplastic) Program Councilman Walters made a motion, seconded by Councilman Schock, to authorize execution of Change Order No. 1 in the amount of $1, 739 . 64 , and final payment in the amount of $3, 121 . 47 . Yeas : Committee of the Whole Meeting November 16, 1994 Page 5 Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Acceptance of Surface Public Improvements in Units 8 through 11 of Cobbler's Crossing Subdivision Councilwoman Yearman made a motion, seconded by Councilwoman Popple, to accept the improvements in Units 8 through 11 of Cobbler' s Crossing Subdivision. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Authorization to Execute a Cook County Application for Highway Permit at Cobbler's Crossing Unit #14 Councilman Walters made a motion, seconded by Councilman Schock, to authorize execution of the aforementioned application and to accept maintenance of certain improvements within Cook County' s right-of-way. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Authorization of Change Order No. 1, Final Payment and Acceptance for 1994 Traffic Signal/Overhead Sign Assembly Painting Project Councilwoman Popple made a motion, seconded by Councilman Walters, to authorize execution of Change Order No. 1 in the amount of $5,500 . 00, make final payment, and accept the completed project. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Emergency Watermain Repairs by Illinois Hydraulic Construction Co. Councilman Walters made a motion, seconded by Councilman Fox to approve payment to Illinois Hydraulic Construction Company in the amount of $9,200. 00 for emergency watermain repairs . Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Lime Residue Transfer Pump Emergency Repairs Councilman Fox made a motion, seconded by Councilwoman Yearman, to authorize payment of $6,542 . 03 to Dreisilker Electric Motors for the emergency repair and installation of No. 2 lime residue transfer pump. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. r Committee of the Whole Meeting November 16, 1994 Page 6 Schedule of 1995 City Council Meetings Councilman Fox made a motion, seconded by Councilman Walters, to approve the proposed schedule of 1995 City Council meetings . Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays: None. Cultural Arts Commission Regrantinq Program Councilman Walters made a motion, seconded by Councilwoman Yearman, to award the grants as proposed. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Change Order No. 2, Final Payment and Acceptance of 1994 Sidewalk Program Councilman Fox made a motion, seconded by Councilwoman Popple, to approve Change Order No. 2 in the amount of $17,401 . 39 and accept the completed project. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Councilwoman Popple also requested that the topic of "fill-in" sidewalks in new subdivisions after a certain length of time be placed on a future Committee of the Whole agenda. Final Payment and Acceptance of Micro-Surfacing Project Councilwoman Popple made a motion, seconded by Councilman Fox, to authorize the final payment in the amount of $122,450 .42 and accept the completed work for the 1994 Micro-Surfacing and Crack Sealing project. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Mainframe Computer Upgrade Councilman Walters made a motion, seconded by Councilwoman Popple, to approve the purchase of computer upgrade equipment subject to review of the lease by the law department. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Professional Services Agreement with Charles H. Schrader and Associates Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the 1994 and 1995 agreements with Charles Schrader and Associates for $9 ,000 . 00 per year. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Committee of the Whole Meeting November 16, 1994 Page 7 Adjournment Councilman Schock made a motion, seconded by Councilman Walters, to adjourn the meeting and go into Executive Session for the purpose of discussing litigation and property acquisition. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Whereupon, at 7 :40 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 :55 p.m. , the corporate authorities returned to open session and commenced the regular Council meeting. The meeting adjourned at 7 : 35 p.m. 914443Aka )91-e■t„*•"- December 7, 1994 Dolonna Mecum, City Clerk Date Approved (P. SPECIAL COMMITTEE OF THE WHOLE MEETING DECEMBER 7, 1994 The special Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 7 : 30 p.m. in the Council Conference Room. Present: Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Absent: Councilmember Gilliam. Approval of Minutes Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the minutes of the November 16, 1994, meeting. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Community Development Block Grant (CDBG) Public Hearing Dates for FY-95 Councilman Walters made a motion, seconded by Councilwoman Popple, to accept the proposed dates as follows : February 7, 1995 First Public Hearing March 1, 1995 Council Work Session April 26, 1995 Final City Council Action Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Review of the Public Works Department Ice and Snow Control Procedures Manual There was discussion concerning the procedure used for plowing cul-de-sacs and the problem of driveways being closed by snow plows. Staff will review these issues and determine whether there are alternate procedures which can be used to alleviate some of the problems . The manual will be brought back to the Council for their consideration after review and possible revision. Recess Councilwoman Yearman made a motion, seconded by Councilwoman Popple, to recess and go into the regular Council meeting. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. The meeting recessed at 8 :05 p.m. The meeting resumed at 8 :50 p.m. Committee of the Whole Meeting Page 2 r Experimental Odd/Even Parking Restrictions on Near East Side Streets Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the recommended parking ban on certain near east side streets for a six-month trial period beginning January 1, 1995 . Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Outline of 1995 Special Census Procedures and Benefits Councilwoman Popple made a motion, seconded by Councilman Walters, to authorize the staff to contact the Census Bureau and arrange for an specific estimate of contract cost for a 1995 special census . Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Proposal from PACE for Local Participation in the Dial-A-Ride Program Councilwoman Yearman made a motion, seconded by Councilwoman Popple, to approve the local share agreement as revised by the Law Department with a maximum cost to the City of $15,0543 . Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Third Quarter Budget Report and 1994 Budget Amendments Councilman Walters made a motion, seconded by Councilwoman Popple, to accept the Third Quarter 1994 summary budget report as presented and to have a budget amendment prepared for the December 14, 1994, regular Council meeting. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Police and Fire Pension Actuarial Reports Councilman Walters made a motion, seconded by Councilman Fox, to accept the police and fire pension actuarial reports for the period ending December 31, 1993, and place them on file. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Extension of Agreement with Colliers, Bennett and Kahnweiler for Marketing of the Fox Bluff Corporate Center Councilwoman Popple made a motion, seconded by Councilwoman Yearman, to approve the proposed extension of the agent agreement with Colliers, Bennett and Kahnweiler. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Committee of the Whole Meeting Page 4 Councilwoman Yearman made a motion, seconded by Councilwoman Popple to adjourn the meeting. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : December 14, 1994 Dolonna Mecum, City Clerk Date Approved fek COMMITTEE OF THE WHOLE MEETING DECEMBER 14, 1994 The regular Committee of the Whole meeting was called to order by Mayor VanDeVoorde at 6 : 32 p.m. at Hemmens Auditorium in Exhibition Hall . Present: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Absent: None. Approval of Minutes Councilman Schock made a motion, seconded by Councilman Walters, to approve the minutes of the December 7, 1994, Committee of the Whole meeting. Yeas : Councilmembers Fox, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Councilman Gilliam voted present. Interior Design Services - Law Enforcement Facility A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Acceptance of 1994 G.O. Bond Sale rft. Kevin W. McCanna from Speer Financial, Inc. made a presentation describing the bond sale. Speer Financial, Inc. recommends that the City Council accept the low bid of 6 .2905 percent submitted by Harris Trust & Savings Bank, Chicago. An ordinance providing for the issuance of $6,500, 000 General Obligation Corporate Purpose Bonds, Series 1994 will be presented at tonight's Council meeting for passage by the City Council . Draft Ordinance Providing for Various Revisions to the City's Liquor Code Mayor VanDeVoorde said he supports the proposed ordinance but questioned how burdensome the addition of a written notice requirement would be on the staff. Planning Director Dahlstrom reported this would not be a burden on the staff since addresses are obtained from water billings and a listing is supplied by MIS. Corporation Counsel Jentsch informed Council that the applicant sends out the notices, not city staff . Councilwoman Popple stated that the addition of a written notice requirement is in line with other public hearings and gives the added assurance that everyone concerned will be notified. Committee of the Whole Meeting December 14 , 1994 Page 2 Councilman Fox made a motion, seconded by Councilwoman Popple, to approve the aforementioned draft ordinance. Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Landscaping Project at Fox Bluff Corporate Center Councilman Walters made a motion, seconded by Councilman Schock, to authorize an agreement with Olive Can Company whereby $32,815 . 00 is credited against Olive Can' s annual payment and the City of Elgin is authorized to remove the existing dirt pile from the Olive Can site. Yeas: Councilmembers Fox, Gilliam, Popple, Schock, Walters, Yearman, and Mayor VanDeVoorde. Nays : None. Adjournment Councilwoman Yearman made a motion, seconded by Councilwoman Popple, to adjourn and go into Executive Session for the purpose of discussing land acquisition and board/commission appointments . Yeas : Councilmembers Fox, Gilliam, Popple, Schock, Walters , Yearman, and Mayor VanDeVoorde. Nays : None. The meeting adjourned at 7 : 00 p.m. January 11, 1995 Sue yn Losc Deputy City Clerk Date Approved a