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Home My WebLink About1997 Commitee of the Whole Meeting SPECIAL COMMITTEE OF THE WHOLE MEETING COMMUNITY DEVELOPMENT BLOCK GRANT PUBLIC HEARING JANUARY 7, 1997 The special Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 35 p.m. in the Hemmens Exhibition Hall . Present: Councilmembers Gavin, Gilliam, Walters, Yearman, and Mayor Kelly. Absent: Councilmembers McKevitt and Schock. Presentation from the Planning Department Providing an Overview of the CDBG Program and Citizen Participation Process Planning Director Dahlstrom stated that the Community Development Block Grant program is a federal program which has been in place since 1974 . Approximately 1100 communities in the country are eligible, and the use of the funds is restricted by federal regulation. The primary national objective is that not less than 70% of the funds are to be used to benefit low to moderate income households and 30% is to be used to reduce blight. Public service projects are limited to 15% . Mr. Dahlstrom stated that the City Council has also established criteria which limits the funds for use on major capital improvement projects of $25, 000 or greater. He gave examples of the types of projects which are eligible under the program and f"` stated that the City anticipates receiving $1 million for this program year. Receipt of Comments From Citizens Regarding the CDBG Program - Past, Present and Future Activities and Community Needs No one chose to speak. Presentation of Proposals by Individuals and Organizations for Funding Under the 1997 CDBG Program Jayne Shover Easter Seal Rehabilitation Center Peggy Muetterties , President, stated that this organization began in 1952 and this is the first time they have applied for block grant funds . They are requesting funding in the amount of $273,000 from this program year and an equal amount from the following year to build a leisure/therapy pool to be used by the Center' s clients during the day and to be open to the community in the evenings and weekends . Hillcrest PTH Barb Cable, President, presented a proposal in the amount of $65, 792 to install one of the first wheelchair accessible r playgrounds on the west side of Elgin at the Hillcrest Elementary School . Committee of the Whole Meeting January 7, 1997 Page 2 Planning Department, City of Elgin Planning Director Dahlstrom stated that the Residential Rehabilitation Program has been in existence since 1977 and has been referred to as a model program by HUD. He submitted a request for $500, 000 for continued funding of the program. Y.W.C.A. of Elgin ( 1 ) Carol Elias, Executive Director, stated that Elgin has one of the largest refugee populations in the state with over 4,500 refugees . She presented a request in the amount of $25, 000 to continue the Refugee Crime Prevention Program. ( 2 ) Chuck Cassell presented a request in the amount of $270,657 for Phase I facility improvements identified by the YWCA Facility Assessment. These improvements include mechanical and electrical work as well as repairs to the pool deck area. Prairie State Legal Services Tammie Grossman, managing attorney, presented a funding request "'' in the amount of $25,575 to provide legal advocacy services to low income and elderly Elgin residents regarding fair housing and quality of housing problems . She stated that they have developed a user friendly program which is currently being used in Aurora. Department of Code Administration and Neighborhood Affairs and Public Works Department, City of Elgin, and Gifford Park Association Planning Director Dahlstrom presented a request in the amount of $218, 366 to stabilize and reconstruct the retaining wall along the eastern boundary of the property at 269-275 DuPage Street. Housing Authority of Elgin Rose Oliver, Executive Director, presented the following funding proposals : ( 1) $141,062 for building exterior renovations at Clifford/Owasco Court ( 8 buildings) and Watch Court (5 buildings . ( 2 ) $189, 768 for elevator car enlargement at Central Park Towers . Committee of the Whole Meeting January 7, 1997 Page 3 Parks and Recreation Department, City of Elgin Parks and Recreation Director Bates presented the following funding proposals : ( 1 ) $195 , 144 for renovations to Gifford Park. (2 ) $192, 000 for renovations to Clifford-Owasco Park. (This would be reduced by $12 , 000 if a community-built project. ) ( 3) $144 , 000 for renovations to Ryerson Park. (This would be reduced by $12 ,000 if a community-built project. ) (4 ) $39, 120 for Right-of-Way Tree Maintenance/Area W. 2 . (5) $26, 160 for Right-of-Way Tree Maintenance/Area E. 3 . Elgin Public Action to Deliver Shelter Don Schmidt, Acting President of PADS, stated that the PADS program is in desperate need of a permanent facility. He presented a proposal in the amount of $200,000 to obtain a permanently-sited shelter for the program. Superb Office Services Jeanette Via presented a request in the amount of $75, 000 for a computer training program for Elgin' s low and moderate income population. Friends of Trout Park John Springer presented a proposal in the amount of $37 ,740 to renovate the infrastructure of Trout Park Nature Preserve to correct unsafe conditions . The Literacy Connection Mary Smith, President of the Board of Directors, presented a request in the amount of $30,000 for the Workplace Improvement Initiative. Participating businesses would provide the first 50% of the project cost. Channing YMCA A request was submitted for funding in the amount of $300,000 for building infrastructure improvements . eft Committee of the Whole Meeting January 7 , 1997 Page 4 Boys and Girls Club of Elgin The following funding proposals have been submitted: ( 1 ) $62 ,260 to acquire vacant land adjacent to the Club located at the Southeast corner of Dundee Avenue and Hickory Place. (2 ) $25,000 for a crime prevention liaison to provide crime prevention activities for members and their families . Southeast Elgin Neighbors Terry Wawrzyniak presented a proposal for funding in the amount of $100,00 to expand the Exterior Rebate Grant Program to include an additional area bounded by the Fox River to the west, National Street to Villa Street on the north, city limits on the east and south. Community Crisis Center Lisa Sampson presented a proposal for funding in the amount of $35,000 for a variety of small projects, which include roof repair, gutter adjustment, retread entrance stairs, and fill in an underground vault at the north end of the building. McKinley School PTO Ana Devine presented a funding request in the amount of $100,000 for the McKinley School Yard Project, which is a community-built outdoor environment that includes a new school yard and construction of a play structure. The project is a collaborative effort between McKinley PTO, School District U-46, Neighborhood Housing Services, Northeast Neighborhood Association, Sherman Hospital, and Elgin Parks and Recreation Department. The Larkin Center Mary VanSlyck, Treasurer of the Board of Directors, presented a funding request in the amount of $59, 124 for rehabilitation of the group home located at 59 Park Row. Human Resources, City of Elgin Budget/Public Information Officer Stuckey presented a funding proposal in the amount of $8, 000-10, 000 to have a fair housing audit conducted to test the community' s fair housing compliance record. Mr. Stuckey stated that if this request is approved, the funds would come from the planning and management portion of the CDBG program. Committee of the Whole Meeting January 7, 1997 Page 5 eggmk Senior Service Associates Beth McClory presented a funding proposal in the amount of $41, 559 to complete the project of exterior repairs which was partially completed with 1996 CDBG funds . Centro de Informacion Y Progreso Mary Camacho, a member of the advisory board, presented a funding request in the amount of $60, 000 to conduct Hispanic Life Skills Seminars . Announcements Mayor Kelly announced that the City Council will hold CDBG work sessions on February 13 and 18, 1997 , at 6 : 30 p.m. in the Hemmens Exhibition Hall . The final public hearing will be at the regular City Council meeting on March 26 , 1997 , at 8 p.m. Mayor Kelly also suggested that organizations consider applying to the Grand Victoria Foundation for funding. Adjournment Councilwoman Yearman made a motion, seconded by Councilman Walters, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, Walters, Yearman, and Mayor Kelly. Nays : None. Meeting adjourned at 7 :58 p.m. Pe- F February 13, 1997 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING JANUARY 8, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. at the Hemmens Cultural Center Exhibition Hall . Approval of Minutes Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the minutes of the December 18, 1996 , meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Money Magazine Kick-Off Project Dennis Blank, Marketing Director for Money Magazine, announced that former President and Mrs . Bush will be speakers at the January 29 kickoff event of Money magazine ' s yearlong project to educate Elgin residents about personal finance. He gave information about ticket distribution, future seminars, and reasons why Elgin was selected for this project. Intergovernmental Agreement with Village of South Elgin to House Prisoners on a Temporary Basis A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Employment Agreement with Head Golf Professional Councilman Gavin made a motion, seconded by Councilman Gilliam, to approve the employment agreement of Jim Vogt as Head Golf Professional . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Household Hazardous Waste Collection Event Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the City' s participation in a one-day hazardous waste collection event. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. IDI Development Sewer Projects Councilwoman Yearman made a motion, seconded by Councilman Gavin, to direct staff to issue a letter of notice to IDI indicating the City' s intention to design and construct the TCIS-Phase V and to authorize staff to begin the selection process for an engineer for the TCIS Phase V. Yeas : Committee of the Whole Meeting January 8, 1997 Page 2 Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment No. 2 - Construction Engineering: Northwest Interceptor Sewer Phase I Councilman Gavin made a motion, seconded by Councilman Walters, to authorize execution of Amendment No. 2 to the agreement with Baxter and Woodman, Inc. in the not-to-exceed amount of $310, 000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment No. 3 - Agreement for Water Treatment Plants Engineering Services with Black and Veatch Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize execution of Amendment No. 3 to the agreement for engineering services with Black and Veatch at a fee not to exceed $1, 708, 710 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission Special Project Grant to Independent Players rft. Councilman Walters made a motion, seconded by Councilman Gilliam, to approve a grant of $4,500 for the Independent Players ' production of "The Nutcracker. " Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. A discussion was also held regarding the delay in obtaining approval for payment of this grant and the process regarding payment of grants less than $5, 000 . Extension of Printing Contract for Recreation Brochure Councilman Walters made a motion, seconded by Councilman McKevitt, to extend the contract with Sun Printing for the printing of the four issues of the 1997 Parks and Recreation brochure, along with the upgrades, for a total contract amount of $42 , 964 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Purchase of Service Agreements with Neighborhood Housing Services for Operational Support and Multifamily Conversion Program Councilman Walters made a motion, seconded by Councilman Schock, to approve the Purchase of Service Agreements with Neighborhood Housing Services for operational support and for the Multifamily Conversion Program as part of the City' s plan to address key issues of Safe Neighborhoods and Building a Civic Infrastructure. Committee of the Whole Meeting January 8, 1997 Page 3 Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Ad Hoc Hearing Committee Regarding the Issuance of an Additional Cable Television Franchise Councilman McKevitt made a motion, seconded by Councilman Schock, to accept the finding of the Ad Hoc Hearing Committee that issuance of a second cable television franchise would be appropriate based on criteria established under Illinois state law and the testimony at the November 13, 1996 , public hearing and accept the committee ' s recommendation to authorize staff to continue to negotiate a cable television franchise with Ameritech New Media Enterprises . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Councilmember Walters abstained due to a possible conflict of interest. Discussion Regarding Mandatory Retirement Age for Police Officers Councilman Gavin stated that it had just been brought to his attention that Elgin' s municipal code requires that police officers retire upon reaching the age of 63, whether or not they are still able to perform the duties of a police officer. He is concerned that this policy may be detrimental to the safety of the community. Councilman Gavin made a motion, seconded by Councilwoman Yearman, to place a moratorium on enforcement of that section of the Elgin Municipal Code which mandates retirement at age 63 for police officers and to have staff review this provision to make sure it is the proper thing for the police department and the good of the community. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to adjourn and go into the regular meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 20 p.m. C4/441-V%-.."-te._ irt,„Lekw-- Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING JANUARY 22, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Exhibition Hall at the Hemmens Cultural Center. Present: Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Absent: Councilmember McKevitt. Tribute to Former Mayor Richard Verbic Mayor Kelly announced the former Mayor Richard Verbic died this morning. He asked that a moment of silence be observed in recognition of his contributions to the community. Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve the minutes of the January 8, 1997, meeting. Councilman Gavin made a motion, seconded by Councilwoman Yearman, to amend the aforesaid motion to amend the minutes by deleting the last sentence in the discussion on page 3 regarding mandatory retirement age for police officers . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The vote to approve the minutes as amended was as follows : Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Purchase of Service Agreement with Elgin Symphony Orchestra A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Public Utility Easement in Columbine Subdivision A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Acceptance of Grant from Bureau of Justice Assistance A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . One of the requirements regarding use of this grant money is that an advisory board be formed comprised of representatives from specific groups . Councilman Gavin suggested that the Elgin elk Drug and Gang Task Force serve as the advisory board. Composition of this task force will be reviewed to determine Committee of the Whole Meeting January 22, 1997 Page 2 whether it complies with the grant requirements, and the required advisory board will be appointed at a later date. Presentation by Kent Group Regarding Report on Impediments to Fair Housing Representatives of the Kent Group gave a brief overview of their Impediments to Fair Housing Choice Report, which was prepared pursuant to a requirement of the Community Development Block Grant program. The study indicates that Elgin has its fair share of affordable housing and has a system in place for intake of unfair housing complaints, of which there has only been one in the past two years . However, as one of their recommendations, the Kent Group is suggesting that a fair housing audit be conducted to test the community' s fair housing compliance record. At the recommendation of the Human Relations Commission, the Human Resources Department has submitted a Community Development Block Grant proposal for this purpose. Councilman Schock made a motion, seconded by Councilman Gavin, to accept the report as submitted. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Request from Public Action to Deliver Shelter for Funding the 1997-98 PADS Program Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the request for funding in the amount of $30, 000 by using Option #1 (unallocated 1996 riverboat lease funds ) . Yeas :Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Kimball Street Bridge Possible Design Alternatives A discussion was held regarding possible modifications to the bridge design that could further enhance aesthetic impact of the bridge. Construction costs for the enhancements were estimated to range from $540, 000 to $720, 000 . Councilwoman Yearman stated that although she would like to have more improvements to the downtown area, she believed installation of sidewalks along Summit Street and Randall Road is a higher priority. After further discussion, Councilmembers requested that they be furnished with a breakdown of the costs for the suggested enhancements which include historic lighting on the bridge, lookouts, extending the paver theme across the bridge, handrails, under bridge lighting, and burying utility lines. 1997 Sidewalk Program - Royal Boulevard to Ruth Drive Councilman Gavin made a motion, seconded by Councilman Walters, to approve installation of a sidewalk along vacant property west of Ruth Drive, north and south of Royal Boulevard at an approximate cost of $25,000 and to pay for said sidewalk from Committee of the Whole Meeting January 22, 1997 Page 3 unprogrammed 1996 riverboat funds . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilwoman Yearman also asked that the Legal Department investigate whether it is possible to recover the cost of sidewalk installation for this project and similar projects such as Summit Street and Randall Road when the developers in the beginning should have been required to install sidewalks . Disposition of City-owned property at Lillian and Weston - Funding of Habitat for Humanity Project Councilman Walters made a motion, seconded by Councilman Gilliam, to reimburse the CDBG Fund for the Lillian and Weston acquisition, keep the property as open space, and provide Habitat for Humanity with $25 ,000 in financial assistance for the rehabilitation of property at 620 Brook Street. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters and Yearman. Nays : Mayor Kelly. Historic Architectural Rehabilitation Grant Program 1995 - Status Report and Request for Program Revision Councilman Gavin made a motion, seconded by Councilman Walters, to amend the grant Program to allow 18 months for rehabilitations to be completed by amending Section 20 . 15 of the Elgin Municipal Code entitled Historic/Architectural Rehabilitation Grant Program. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Oversizinq of Gymnasiums for Community Recreation Programs Councilman Walters made a motion, seconded by Councilman Gilliam, to authorize preparation of an Intergovernmental Agreement regarding the City providing funding support to expand the gymnasiums at Channing and Gifford Schools and to continue to negotiate with School District U-46 regarding the details . Discussion was held regarding whether it was necessary to make a decision at this time regarding both of the proposed schools or whether a decision regarding Channing School could be delayed. Councilman Gavin made a motion, seconded by Councilwoman Yearman, to amend the aforesaid motion to remove Channing and discuss it later when additional information and figures are available. Yeas : Councilmembers Gavin and Yearman. Nays : Councilmembers Schock, Walters, Yearman, and Mayor Kelly. Councilman Gilliam abstained. Motion to amend failed. The vote on the original motion was as follows : Yeas : Councilmembers Gavin, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Councilman Gilliam abstained. Committee of the Whole Meeting January 22, 1997 Page 4 Testing Service Agreement with Testing Service Corporation for Various City Projects Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the proposed agreement with Testing Service Corporation. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Solid Waste Garbage and Refuse Contract Payments - Waste Management-West Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to authorize an increase in the number of stops by 76 to a new total of 19 , 888 which will remain in effect from January 1997 through June 1997 , and to authorize payment for 118 additional multi-family units ( for a total of 1,440) at 75% of the contract rate for the next six months . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization for Final Payment and Acceptance of 1996 Micro-surfacing and Crack Sealing Program Councilman Gilliam made a motion, seconded by Councilman Walters, to accept the completed project and authorize the final payment of $7 , 165 . 00 to A. C. Pavement Striping Company. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Extension of Lease with Kane County Forest Preserve for Continental Little League Councilman Gilliam made a motion, seconded by Councilman Gavin, to extend the existing lease between the City and the Kane County Forest Preserve for 15 years, to terminate January 1, 2017 , for use by the Continental Little League. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Auction Sale of Three Surplus 1987 Dump Trucks Councilman Gavin made a motion, seconded by Councilman Gilliam, to authorize the sale of the surplus vehicles by Dunning' s Auction Service at their March 8 general auction. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Renewal of Kane County Auto Theft Task Force Grant and Intergovernmental Agreement Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the renewal of the Kane County Auto Theft Task Force Grant and Intergovernmental Agreement. Yeas : Councilmembers Committee of the Whole Meeting January 22, 1997 Page 5 Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Request for Deferral of Sidewalk Requirements for Grease Guard, Inc. Councilman Schock made a motion, seconded by Councilman Gavin, to enter into a deferral agreement that requires a cash or performance bond covering the cost of the sidewalk installation. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recruitment of an Analyst/Programmer Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to authorize the use of a professional search firm that has experience in filling Management Information Services positions . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters and Yearman. Nays : Mayor Kelly. Adjournment Councilman Walters made a motion, seconded by Councilwoman Yearman, to adjourn and go into the regular Council meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 :55 p.m. February 12, 1997 Dolonna Mecum, City Clerk Date Approved eft COMMITTEE OF THE WHOLE MEETING FEBRUARY 12, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. at the Hemmens Cultural Center Exhibition Hall . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Absent: Councilmember Yearman. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Schock, to approve the minutes of the January 22 , 1997 , meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Performance by Victor Borge at Hemmens A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Amendment of Development Agreement with the Ashwood Corporation for the Shoe Factory Homes A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Annexation of City-owned Property at Tyler Creek to the Fox River Water Reclamation District A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Kimball Street Bridge Additional Improvement Costs Discussion was held regarding the importance and reasons for adding enhancements to the bridge. Dave Kellenberger, President of New Century Partnership, stated that improving the appearance of Center Center is one of the City' s goals . The Riverfront Committee prioritized the proposed enhancements and urged the Council to approve decorative lighting, decorative railing, and entryway monoliths . Concerns were expressed by Mayor Kelly and Councilman Gavin regarding spending additional funds for the Kimball Street bridge project in view of the fact that the bids for the Riverside water treatment plant expansion came in $4 million higher than the estimate and a decision has yet to be made regarding whether or not to expend the funds to bury the electric lines . Committee of the Whole Meeting February 12 , 1997 Page 2 Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize the engineer to commence with Design Option B, parapet modifications with decorative railing, for a fee of $19 ,442 to be funded out of unprogrammed riverboat lease revenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Walters . Nays : Mayor Kelly. Presentation by Elgin Trades Council Regarding Boston Harbor Agreement Attorney David Mathews, representing the Elgin Trades Council, requested that the Council consider an ordinance that any publicly funded construction work would be let to bidders who agree to abide by the terms of a collective bargaining unit, which, in turn, would provide a "no strike" commitment. Councilmembers expressed concerns about the effect of such an ordinance with reference to community built parks and situations where the public funds are a small portion of the overall funding such as the various grant programs for home improvements . Attorney Mathews said he would be willing to work with the City' s corporation counsel to address the concerns which have been raised and present a proposed ordinance for the Council ' s consideration at a future meeting. Cook County Automobile Dealership Incentive Program Application - Ron Hopkins Ford Councilman Gavin made a motion, seconded by Councilman Walters, to enter into a participation agreement with Ron Hopkins Ford for the business retention rebate facet of the Cook County Automobile Dealership Incentive Program. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Proposed Zoning Ordinance Text Amendment Regarding Noncommercial Opinion Signs Councilman Walters made a motion, seconded by Councilman McKevitt, to have the Planning and Development Commission conduct a public hearing on the proposed text amendment to the zoning ordinance governing the placement of "noncommercial opinion signs . " Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Advisory Committee for Department of Justice Grant Councilman Gilliam made a motion, seconded by Councilman Schock, to appoint the members of the Elgin Drug and Gang Task Force, minus City Council participation, to an advisory committee for r. the purpose of advising the City Council on the expenditure of Department of Justice grant funds . Yeas : Councilmembers Gilliam, McKevitt, Schock and Walters . Nays : Councilmember Gavin and Mayor Kelly. Committee of the Whole Meeting February 12 , 1997 Page 3 EJ&E Commuter Rail Feasibility Study Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize city participation in the Phase I of the EJ&E Commuter Rail Feasibility Study. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Change Order No. 1 and Final for IEPA-required Site Improvement Work at Elgin Sports Complex Councilman Schock made a motion, seconded by Councilman Walters, to approve Change Order No. 1 and final payout to Ken Chellberg Excavating for $22 , 005 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Extension of Contract with Air One Equipment for Breathing Air Compressor System for Fire Department Councilman McKevitt made a motion, seconded by Councilman Gavin, to award a contract extension to last year' s overall low, responsive bidder, Air One Equipment, for a total amount of $24 ,500 . 00 ( $25, 000 . 00 less 2%-20 day discount) for their MAKO BOMTHE model system. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Asbestos Abatement Monitoring - City Hall South Wing Councilman Gavin made a motion, seconded by Councilman Walters, to enter into a sole source professional services agreement with Enviro-Kinetics for asbestos abatement services for a sum not-to-exceed $18, 950 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Motion to combine Agenda Items M through T Councilman Gilliam made a motion, seconded by Councilman McKevitt, to combine Items M through T to be approved by omnibus vote. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Omnibus Motion Councilman Gilliam made a motion, seconded by Councilman Walters, to approve Agenda Items M through T by omnibus vote. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Committee of the Whole Meeting February 12, 1997 Page 4 Jayne Shover Easter Seals Rehabilitation Center 1997 Purchase of Service Agreement Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Jayne Shover Easter Seals Rehabilitation 1997 Purchase of Service Agreement to provide $20,000 . 00 toward special recreation services and to approve the Van Use Agreement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Elgin Boys and Girls Club 1997 Purchase of Service Agreement Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the proposed 1997 Boys and Girls Club Purchase of Service Agreement to provide $45, 900 . 00 of funding toward youth programs . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Elgin Recreation Center 1997 Purchase of Service Agreement Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the proposed 1997 Elgin Recreation Center Purchase of Service Agreement to provide $20, 600 . 00 of funding toward youth gang intervention programs . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Channing YMCA 1997 Purchase of Service Agreement Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with the Channing YMCA to provide $30,000 . 00 of funding toward youth programs . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Purchase of Service Agreement with Elgin Proud and Beautiful, Inc. Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with Elgin Proud and Beautiful, Inc . in the amount of $5, 800 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Purchase of Service Agreement with Elgin Area Convention and Visitor's Bureau Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau for a term of one year. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Committee of the Whole Meeting February 12 , 1997 Page 5 Purchase of Service Agreement with Elgin Chamber of Commerce Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with the Elgin Chamber of Commerce. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Purchase of Service Agreement with P.A.D.S. Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with PADS. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Group Health Insurance Renewal Councilman Gavin made a motion, seconded by Councilman Walters, to renew the HMO Plan with HMO Illinois and the excess coverage with Trustmark Insurance Company. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Motor Fuel Tax Appropriation for 1997 Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the appropriation resolution for MFT funds in the amount of $2, 034 . 580 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Amendment and Final Payment for 1996 Thermoplastic Pavement Marking Councilman Walters made a motion, seconded by Councilman Schock, to approve increasing the 1996 Thermoplastic Pavement Marking contract to $48,236 . 70 and to process the final payment of $9 , 326 . 70 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Engineering Services Agreement for West River Road Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize the execution of an agreement with Stanley consultants in the not-to-exceed amount of $77 , 689 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Purchase of Desktop Computers Councilman Walters made a motion, seconded by Councilman Schock, to award a contract extension to last year' s overall, low bidder, DTK Computers, Inc . for a total of $19 ,260 . 00 for fifteen PC ' s which meet all essential bid specifications . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Committee of the Whole Meeting February 12, 1997 Page 6 Code Revisions to List of Streets Designated as Snow Routes Councilman Gavin made a motion, seconded by Councilman Walters, to authorize the proposed amendment to Chapter 11 . 60 . 090 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Gavin, to adjourn and go into Executive Session to discuss the following matters : Appointments to Boards and Commissions and other Public Offices - exempt under Section 120/2 (c) ( 3) of Open Meetings Act Discussion of Executive Session minutes - exempt under Section 120/2 (c) (21) of Open Meetings Act Purchase of Property - exempt under Section 120/2 (c) ( 5) of Open Meetings Act Litigation - exempt under Section 120/2 (c) ( 11) of Open Meetings Act Sale of Property ( setting price) - exempt under Section 120/2 (c) ( 6) of Open Meetings Act Collective Negotiating Matters - exempt under Section 120/2 (c) (2 ) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Whereupon, at 7 : 40 p.m. , the corporate authorities convened in closed session for the purpose of discussing the above-stated matters, followed by adjournment at 8 : 10 p.m. Q February 26 , 1997 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING FEBRUARY 12, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. at the Hemmens Cultural Center Exhibition Hall . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Absent: Councilmember Yearman. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Schock, to approve the minutes of the January 22 , 1997, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Performance by Victor Borge at Hemmens A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Amendment of Development Agreement with the Ashwood Corporation for the Shoe Factory Homes A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Annexation of City-owned Property at Tyler Creek to the Fox River Water Reclamation District A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Kimball Street Bridge Additional Improvement Costs Discussion was held regarding the importance and reasons for adding enhancements to the bridge. Dave Kellenberger, President of New Century Partnership, stated that improving the appearance of Center Center is one of the City' s goals . The Riverfront Committee prioritized the proposed enhancements and urged the Council to approve decorative lighting, decorative railing, and entryway monoliths . Concerns were expressed by Mayor Kelly and Councilman Gavin regarding spending additional funds for the Kimball Street bridge project in view of the fact that the bids for the Riverside water treatment plant expansion came in $4 million higher than the estimate and a decision has yet to be made r regarding whether or not to expend the funds to bury the electric lines . Committee of the Whole Meeting February 12, 1997 Page 2 Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize the engineer to commence with Design Option B, parapet modifications with decorative railing, for a fee of $19,442 to be funded out of unprogrammed riverboat lease revenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Walters . Nays : Mayor Kelly. Presentation by Elgin Trades Council Regarding Boston Harbor Agreement Attorney David Mathews, representing the Elgin Trades Council, requested that the Council consider an ordinance that any publicly funded construction work would be let to bidders who agree to abide by the terms of a collective bargaining unit, which, in turn, would provide a "no strike" commitment. Councilmembers expressed concerns about the effect of such an ordinance with reference to community built parks and situations where the public funds are a small portion of the overall funding such as the various grant programs for home improvements . Attorney Mathews said he would be willing to work with the City' s corporation counsel to address the concerns which have been raised and present a proposed ordinance for the Council ' s consideration at a future meeting. Cook County Automobile Dealership Incentive Program Application - Ron Hopkins Ford Councilman Gavin made a motion, seconded by Councilman Walters, to enter into a participation agreement with Ron Hopkins Ford for the business retention rebate facet of the Cook County Automobile Dealership Incentive Program. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Proposed Zoning Ordinance Text Amendment Regarding Noncommercial Opinion Signs Councilman Walters made a motion, seconded by Councilman McKevitt, to have the Planning and Development Commission conduct a public hearing on the proposed text amendment to the zoning ordinance governing the placement of "noncommercial opinion signs . " Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Advisory Committee for Department of Justice Grant Councilman Gilliam made a motion, seconded by Councilman Schock, to appoint the members of the Elgin Drug and Gang Task Force, minus City Council participation, to an advisory committee for the purpose of advising the City Council on the expenditure of Department of Justice grant funds . Yeas : Councilmembers Gilliam, McKevitt, Schock and Walters . Nays : Councilmember Gavin and Mayor Kelly. Committee of the Whole Meeting February 12, 1997 Page 3 r EJ&E Commuter Rail Feasibility Study Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize city participation in the Phase I of the EJ&E Commuter Rail Feasibility Study. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Change Order No. 1 and Final for IEPA-required Site Improvement Work at Elgin Sports Complex Councilman Schock made a motion, seconded by Councilman Walters, to approve Change Order No. 1 and final payout to Ken Chellberg Excavating for $22 , 005 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Extension of Contract with Air One Equipment for Breathing Air Compressor System for Fire Department Councilman McKevitt made a motion, seconded by Councilman Gavin, to award a contract extension to last year' s overall low, responsive bidder, Air One Equipment, for a total amount of $24 ,500 . 00 ( $25, 000 . 00 less 2%-20 day discount) for their MAKO BOMTHE model system. Yeas : Councilmembers Gavin, Gilliam, e"` McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Asbestos Abatement Monitoring - City Hall South Wing Councilman Gavin made a motion, seconded by Councilman Walters, to enter into a sole source professional services agreement with Enviro-Kinetics for asbestos abatement services for a sum not-to-exceed $18, 950 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Motion to combine Agenda Items M through T Councilman Gilliam made a motion, seconded by Councilman McKevitt, to combine Items M through T to be approved by omnibus vote. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Omnibus Motion Councilman Gilliam made a motion, seconded by Councilman Walters, to approve Agenda Items M through T by omnibus vote. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Committee of the Whole Meeting February 12, 1997 Page 4 Jayne Shover Easter Seals Rehabilitation Center 1997 Purchase of Service Agreement Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Jayne Shover Easter Seals Rehabilitation 1997 Purchase of Service Agreement to provide $20, 000 . 00 toward special recreation services and to approve the Van Use Agreement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Elgin Boys and Girls Club 1997 Purchase of Service Agreement Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the proposed 1997 Boys and Girls Club Purchase of Service Agreement to provide $45, 900 . 00 of funding toward youth programs . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Elgin Recreation Center 1997 Purchase of Service Agreement Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the proposed 1997 Elgin Recreation Center Purchase of Service Agreement to provide $20, 600 . 00 of funding toward youth gang intervention programs . Yeas : Councilmembers /�` Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Channing YMCA 1997 Purchase of Service Agreement Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with the Channing YMCA to provide $30, 000 . 00 of funding toward youth programs . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Purchase of Service Agreement with Elgin Proud and Beautiful, Inc. Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with Elgin Proud and Beautiful, Inc . in the amount of $5, 800 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Purchase of Service Agreement with Elgin Area Convention and Visitor's Bureau Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau for a term of one year. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Committee of the Whole Meeting February 12 , 1997 Page 5 Purchase of Service Agreement with Elgin Chamber of Commerce Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with the Elgin Chamber of Commerce. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Purchase of Service Agreement with P.A.D.S. Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the Purchase of Service Agreement with PADS. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Group Health Insurance Renewal Councilman Gavin made a motion, seconded by Councilman Walters, to renew the HMO Plan with HMO Illinois and the excess coverage with Trustmark Insurance Company. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Motor Fuel Tax Appropriation for 1997 Councilman McKevitt made a motion, seconded by Councilman '' Schock, to approve the appropriation resolution for MFT funds in the amount of $2 , 034 . 580 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Amendment and Final Payment for 1996 Thermoplastic Pavement Marking Councilman Walters made a motion, seconded by Councilman Schock, to approve increasing the 1996 Thermoplastic Pavement Marking contract to $48,236 . 70 and to process the final payment of $9, 326 . 70 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Engineering Services Agreement for West River Road Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize the execution of an agreement with Stanley consultants in the not-to-exceed amount of $77 , 689 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Purchase of Desktop Computers Councilman Walters made a motion, seconded by Councilman Schock, to award a contract extension to last year' s overall, low rik bidder, DTK Computers, Inc. for a total of $19 ,260 . 00 for fifteen PC ' s which meet all essential bid specifications . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Committee of the Whole Meeting February 12 , 1997 Page 6 Code Revisions to List of Streets Designated as Snow Routes Councilman Gavin made a motion, seconded by Councilman Walters, to authorize the proposed amendment to Chapter 11 . 60 . 090 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Gavin, to adjourn and go into Executive Session to discuss the following matters : Appointments to Boards and Commissions and other Public Offices - exempt under Section 120/2 (c) ( 3) of Open Meetings Act Discussion of Executive Session minutes - exempt under Section 120/2 (c) (21 ) of Open Meetings Act Purchase of Property - exempt under Section 120/2 (c) (5) of Open Meetings Act Litigation - exempt under Section 120/2 (c) ( 11 ) of Open rik Meetings Act Sale of Property ( setting price) - exempt under Section 120/2 (c) ( 6 ) of Open Meetings Act Collective Negotiating Matters - exempt under Section 120/2 (c) (2 ) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Whereupon, at 7 : 40 p.m. , the corporate authorities convened in closed session for the purpose of discussing the above-stated matters, followed by adjournment at 8 : 10 p.m. g6L‘1".4---ik-Q " February 26, 1997 Dolonna Mecum, City Clerk Date Approved 9 en- SPECIAL COMMITTEE OF THE WHOLE MEETING COMMUNITY DEVELOPMENT BLOCK GRANT WORK SESSION I FEBRUARY 13, 1997 The special Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Hemmens Cultural Center Exhibition Hall . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Absent: Councilwoman Yearman. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Gilliam, to approve the minutes of the January 7, 1997, meeting. Yeas : Councilmembers Gavin, Gilliam, Walters, and Kelly. Nays : None. Councilmembers McKevitt and Schock answered present . Review of 1997 CDBG Proposals and Budget Alternatives Planning Director Dahlstrom reviewed the timetable and stated that a proposed budget would have to be identified no later than February 18, 1997 . Staff prepared an analysis of each proposal and four proposed budgets for the Council ' s consideration. Mayor Kelly suggested that the Council discuss each proposal and conduct a "straw vote" to determine whether there is sufficient interest to give further consideration to the proposal . Councilman McKevitt made a motion, seconded by Councilman Gavin, to conduct a "straw vote" and give further consideration to those proposals which receive at least two votes . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , and Mayor Kelly. Nays : None. The following is the results of the "straw vote" regarding the 28 proposals : Requested Yes Proposed Project Funding Votes Jayne Shover Therapy Pool $273, 000 0 Hillcrest ADA Playground 78, 950 2 Residential Rebate Grant 500, 000 6 YWCA Refugee Crime Prevention Program Ineligible YWCA Facility Improvements 270, 657 6 Prairie State Legal Advocacy Services 25,575 1 Geneva Street Retaining Wall Reconstruction 218, 366 5 HAE Various Court Exterior Renovations 141,062 0 HAE Elevator Improvements 189 , 768 2 Gifford Park Renovation 195 , 144 6 Clifford-Owasco Park Renovation 192 , 000 1 Ryerson Park Renovation 144 , 000 4 R.O.W. Tree Maintenance W. 2 39 , 120 5 R.O.W. Tree Maintenance E. 2 26 , 160 3 Committee of the Whole Meeting Page 2 PADS Property Acquisition 200, 000 1 Superb Offices Training Program 75, 000 1 Trout Park Renovation Ineligible Literacy Workplace Initiative 30,000 5 Channing YMCA Rehabilitation 300,000 4 Boys & Girls Club Land Acquisition 62,260 0 Boys & Girls Club Crime Prevention Liaison 25, 000 1 Southeast Neighbors Exterior Rebate Grant 100, 000 2 Crisis Center Building & Site Rehabilitation 42, 000 2 McKinley School Playground Renovation 100, 000 4 Park Row Group Home Rehabilitation 59 , 124 3 Fair Housing Audit/Planning & Management 8,000 5 Senior Services Window Replacement 41, 559 4 Hispanic Life Skills Program 60, 000 3 The proposals that received at least two votes were again individually reviewed and discussed. Thereafter, Councilman Gavin made a motion, seconded by Councilman McKevitt, to conduct another "straw vote" and eliminate those proposals which do not receive at least three votes . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : None. The following is the results of the "straw vote" regarding the 18 remaining proposals : Hillcrest ADA Playground $ 78, 950 2 Residential Rebate Grant 500, 000 6 YWCA Facility Improvements 270,657 6 Geneva Street Retaining Wall Reconstruction 218, 366 6 HAE Elevator Improvements 189 , 768 0 Gifford Park Renovation 195, 144 5 Ryerson Park Renovation 144 , 000 6 R.O.W. Tree Maintenance W.2 39 , 120 6 R.O.W. Tree Maintenance E. 2 26, 160 6 Literacy Workplace Initiative 30, 000 6 Channing YMCA Rehabilitation 300, 000 5 Southeast Neighbors Exterior Rebate Grant 100,000 0 Crisis Center Building & Site Rehabilitation 42,000 1 McKinley School Playground Renovation 100 , 000 4 Park Row Group Home Rehabilitation 59, 124 6 Fair Housing Audit/Planning & Management 8, 000 4 Senior Services Window Replacement 41, 559 6 Hispanic Life Skills Program 60, 000 4 As a result of the "straw vote, " the Southeast Neighbors exterior rebate grant and Crisis Center building and site rehabilitation proposals were eliminated from further consideration. A decision will be made on the remaining proposals on the above list (totaling $1, 992, 130 ) at the February 18, 1997, work session. Committee of the Whole Meeting Page 3 Announcements Mayor Kelly made announcements about the second work session on February 18, 1997 , and the final public hearing on March 26 , 1997 . Adjournment Councilman Gilliam made a motion, seconded by Councilman Walters, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : None. Meeting adjourned at 7 : 55 p.m. katlek^^.40! February 26 , 19 9 7 Dolonna Mecum, City Clerk Date Approved r SPECIAL COMMITTEE OF THE WHOLE MEETING COMMUNITY DEVELOPMENT BLOCK GRANT WORK SESSION II FEBRUARY 18, 1997 The special Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Hemmens Cultural Center Exhibition Hall . Present : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Absent: Councilwoman Yearman. Continued Review and Selection of 1997 CDBG Proposals and Budget Alternatives Geneva Street Retaining Wall Reconstruction Councilman Gilliam made a motion, seconded by Councilman Walters, to approve funding the Geneva Street retaining wall reconstruction in the amount of $218, 366 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , and Mayor Kelly. Nays : None. YWCA Facility Improvements Councilman Gilliam made a motion, seconded by Councilman Schock, to approve funding the YWCA facility improvements in the amount of $200, 000 . Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : Councilman Gavin. McKinley School Playground Renovation Councilman Gilliam made a motion, seconded by Councilman Walters, to approve funding the McKinley School playground renovation in the amount of $100,000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : None . Hispanic Life Skills Program Councilman Gilliam made a motion, seconded by Councilman Schock, to approve funding the Hispanic Life Skills Program in the amount of $47 ,000 .00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, and Walters . Nays : Mayor Kelly. Park Row Group Home Rehabilitation Councilman Gavin made a motion to approve funding in the amount of $34 , 520 for the Park Row group home rehabilitation. The + motion died for lack of a second. - Committee of the Whole Meeting February 18, 1997 Page 2 Literacy Workplace Initiative Councilman Gilliam made a motion, seconded by Councilman Schock, to approve funding in the amount of $25, 000 for the Literacy Workplace initiative. The motion and second were withdrawn. Councilman Gilliam made a motion, seconded by Councilman Schock, to approve funding in the amount of $30, 000 for the Literacy Workplace Initiative. Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : Councilman Gavin. Residential Grant Program Councilman Schock made a motion, seconded by Councilman Gilliam, to approve funding in the amount of $374 ,634 for the Residential Grant Program. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : None. Proposed Budget for 1997-1998 Community Development Block Grant Program Councilman Schock made a motion, seconded by Councilman Gilliam, to include the following projects in the proposed 1997-1998 CDBG budget : Geneva Street Retaining Wall Reconstruction $218, 366 YWCA Facility Improvements 200,000 McKinley School Playground Renovation 100,000 Hispanic Life Skills Program 47 , 000 Literacy Workplace Initiative 30, 000 Residential Grant Program 375, 083 Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : Councilman Gavin. Announcements Mayor Kelly announced that the CDBG final public hearing will be March 26, 1997 , and copies of the Action Plan are available from the Planning Department. Adjournment Councilman Gavin made a motion, seconded by Councilman Gilliam, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : None. Meeting adjourned at 6 : 55 p.m. r February 26, 1997 Dolonna Mecum City Clerk Date Approved rm. COMMITTEE OF THE WHOLE MEETING FEBRUARY 26, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 35 p.m. at the Hemmens Cultural Center in Exhibition Hall . Present: Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: Councilmember Gilliam. Approval of Minutes Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the minutes of the February 12, 1997 , regular meeting, the February 13, 1997 , special CDBG meeting and the February 18, 1997 , special CDBG meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters and Mayor Kelly. Nays : None. Councilmember Yearman voted present. Performance by Loretta Lynn at the Hemmens A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . emb. Kimball Street Grade Crossing Easement Agreement with METRA A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Request to Allow Prairie Materials Service to Enter Assignment of Mining Rights as Collateral A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Presentation by Library Task Force Members of the task force outlined the library' s proposed plan to build a new facility north of Kimball Street. This would require acquiring a small part of the Public Works site south of Ann Street. Relocation of that portion of the Public Works facilities can be accommodated within the existing Public Works complex north of Ann Street and by using part of the Seigle' s property recently acquired by the City. Benefits of the proposed plan include keeping the library in Center City, an opportunity to open up more of the riverfront, the chance to enhance the Public Works facility to increase operational efficiency, and favorable use of the Meadows property which would be difficult to develop privately. The library' s first building phase would be in the year 2000 . Expansion onto the eft Public Works site south of Ann Street is anticipated no sooner than 2005 . Committee of the Whole Meeting February 26 , 1997 Page 2 Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize staff to work with the Library to draft an Intergovernmental Agreement for the sale of property south of Ann Street . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Channing YMCA Community Development Block Grant Task Force Report A subcommittee of the aforesaid task force was established last year to implement cooperative relationships between the Channing YMCA, the City' s Parks and Recreation Department, the Boys and Girls Club, and the Salvation Army. The subcommittee' s report regarding facility use, project updates, coordination of programs, etc. was presented to the City Council for their information. Preliminary Design Alternatives for Kimball Street Bridge Hand Rails The staff asked the Council to give feedback regarding the various design options . Councilmembers stated they wanted the cost figures for the different designs before making a decision on the specific design. Recommendation from Parks and Recreation Board for A Tree Ordinance Councilwoman Yearman made a motion, seconded by Councilman Walters, to hold a public hearing before the City Council on the proposed Tree Ordinance. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilmembers also requested that they be furnished with information regarding impact of the ordinance on developers, consideration of including commercial property, and how the regulations would be enforced. Nature Conservancy Agreement to Manage Bluff Spring Fen Nature Preserve Councilman Gavin made a motion, seconded by Councilman McKevitt, to enter into an agreement with The Nature Conservancy for the management of Bluff Spring Fen Nature Preserve from January 1, 1997 , through January 1, 2001 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Purchase of Computer Software for Recreation Program Registration and Scheduling Councilman McKevitt made a motion, seconded by Councilman Schock, to purchase the HTE computer software and system Committee of the Whole Meeting February 26 , 1997 Page 3 r training from HTE, Inc. at a total cost of $31,400 . 00 and enter into a system management service contract. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Fire Protection Agreements for 1997 Councilwoman Yearman made a motion, seconded by Councilman Schock, to approve the 1997 Fire Protection charges for the five properties located outside the city limits . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None . Facade Project for 158 East Chicago Street Councilman Schock made a motion, seconded by Councilman Gavin, to approve the request by Big Brothers/Big Sisters of the Fox Valley to participate in the Facade Improvement Program for 158 East Chicago Street. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Amendment No. 2 to Agreement with RUST Environmental & Infrastructure for Kimball Street Improvements Councilman Gavin made a motion, seconded by Councilman Walters, to approve Amendment No. 2 to the agreement with RUST Environmental & Infrastructure in the not-to-exceed amount of $419 ,940 .00 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Services Agreement for North McLean Boulevard Reconstruction Engineering Councilwoman Yearman made a motion, seconded by Councilman Schock, to authorize execution of an agreement with Crawford, Murphy and Tilly in a not-to-exceed amount of $157 , 651 . 00 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Subrecipient Agreement with Greater Elgin Senior Center Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed subrecipient agreement with the Greater Elgin Senior Center. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Disposition of City-owned Property at 300 Spring Street Councilman Schock made a motion, seconded by Councilman Walters, to transfer the property at 300 Spring Street to Neighborhood Housing Services at no cost with a stipulation that the property . Committee of the Whole Meeting February 26, 1997 Page 4 be kept vacant. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Alternative Dispute Resolution Relating to Property at Florimond Drive and Big Timber Road Discussion was held regarding the use of mediation to resolve the roadway access issues regarding the property located at the northwest corner of Big Timber Road and Florimond Drive. Councilmembers stated that they would prefer that the request for rezoning for the property go through the normal channels prior to attempting to mediate the rest of the issues . Adjournment Councilman McKevitt made a motion, seconded by Councilman Schock, to adjourn and go into Executive Session for the purpose of discussing the following matters : Litigation - exempt under Section 120/2 (c) ( 11 ) of Open Meetings Act Collective Negotiating Matters - exempt under Section 120/2 (c) (2 ) of Open Meetings Act Whereupon, at 7 : 37 p.m. , the corporate authorities convened in closed session for the purpose of discussing the above-stated matters . March 12, 1997 Dolonna Mecum, Ci y Clerk Date Approved r . COMMITTEE OF THE WHOLE MEETING MARCH 12, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 :42 p.m. in Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Absent: None. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Schock, to approve the minutes of the February 26 , 1997 , meeting as distributed. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Cable Television Franchise with Ameritech New Media Public Information Officer Stuckey reviewed the background of this project and highlighted the terms of the proposed agreement. Corporation Counsel Jentsch outlined the legal requirements regarding cable franchises . Councilmembers questioned various aspects of the proposed agreement and expressed concern about whether the proposed agreement elk represented a "level playing field" when compared with the franchise agreement with the current cable provider as required by state law. A discussion was held between Councilmembers and representatives from Ameritech New Media and Jones Cable regarding these issues . Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to continue consideration of this matter to the March 26 , 1997 , Committee of the Whole meeting to give staff and Ameritech the opportunity to visit the issues that have been raised tonight and to come back with a solution the Council can look at fairly. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Councilmember Walters abstained due to a conflict of interest. Revision of Water Fund Capital Program to Provide for Water Treatment Plant Expansion Options Interim City Manager Malm reviewed the status of the expansion of the Riverside Water Treatment Plant, wherein the low bid for the construction was $4 million in excess of the estimate prepared by Black and Veatch, the engineering consultants for the plant. Mr. Malm outlined three options for the City Council ' s consideration which would allow the plant expansion to proceed. Discussion was held regarding the reasons for the difference in the estimate from the bids, the effect on potential economic development of delaying other scheduled water projects, the possibility of using unprogrammed riverboat funds Committee of the Whole Meeting March 12, 1997 Page 2 rather than delaying other projects, and the option of rebidding the project. Councilman Schock made a motion, seconded by Councilman Gilliam, to instruct staff to proceed with restructuring the Water Fund' s Five-Year Capital Program as described in Option #1 in the Agenda Memorandum dated March 7, 1997, and to award the contract for construction in the amount of $17 ,520, 000 to River City Construction at the March 26 , 1997 , Council meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recess Mayor Kelly recessed the meeting and announced that cake and punch would be served in commemoration of using the newly renovated City Council Chambers for the first time. The meeting was recessed at 7 : 50 p.m. and resumed at 8 : 57 p.m. Approval of Elgin Design Guideline Manual Councilman Walters made a motion, seconded by Councilman Schock, to approve the Elgin Design Guideline Manual as recommended. e" Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Utility Options for Kimball Street Project Councilman Schock made a motion, seconded by Councilman Gilliam, to approve staff ' s recommendation for Option #4 at a cost of $305, 000 to be funded from unallocated 1996 riverboat funds . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Change Order No. 1 and Authorization of Final Payment and Acceptance of 1996 Neighborhood Sanitary Sewers Televising and Cleaning Project Councilman McKevitt made a motion, seconded by Councilman Gilliam, to authorize execution of Change Order No. 1 in the amount of $10, 327 . 50, accept the completed project and authorize a final payment to National Power Rodding Corporation in the amount of $34 ,811 . 30 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Amendment to City/County Intergovernmental Agreement Regarding Randall Road Access rb. Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the recommendation the proposal to relocate the planned intersection of Randall Road and Holmes Road. Committee of the Whole Meeting March 12, 1997 Page 3 Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Facade Project for 310 East Chicago Street (Masonic Temple) The owner of the aforesaid property requested that this item be removed from the agenda. Recommendation from Neighborhood Services Committee for Proposed Speed Limit on Mark Avenue and Scott Drive Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to authorize the establishment of a 25 mph speed limit zone as recommended by the Neighborhood Services Committee. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Commonwealth Edison Easement Agreements in Echo Ridge Subdivision Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize execution of the proposed agreements . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Services Agreement for Tyler Creek Interceptor Sewer Phase V Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the agreement with Baxter & Woodman in the not-to-exceed amount of $164 , 000 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment No. 1 to Contract with Collins Engineering for Walton Island Improvements Councilman Gavin made a motion, seconded by Councilman Gilliam, to approve amending the agreement with Collins Engineers, Inc . for additional engineering services relating to Walton Island improvements . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Final Payment for 1996 Neighborhood Sidewalk Repairs Councilman Gilliam made a motion, seconded by Councilman Walters, to accept the completed project and authorize final payment to B. Scavelli Construction in the amount of $20, 295 . 64 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting March 12 , 1997 Page 4 Amendments to Procurement Ordinance Councilman Gavin made a motion, seconded by Councilman Gilliam, to approve the recommendation to amend the procurement ordinance to provide for an additional exception to Section 5 . 02 . 020B and to add Chapter 5 . 26 providing for an appeals process . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman Walters requested that staff also prepare a proposed amendment to the procurement ordinance which would give authority to the Hemmens Cultural Center Director to enter into contracts with entertainers in that timing is frequently very critical in negotiating performance contracts . Appointment to Housing Authority of Elgin This matter was removed from the agenda. Adjournment Councilman Schock made a motion, seconded by Councilman Gilliam, to adjourn and go into Executive Session for the purpose of discussing Sale of Property (setting price) , exempt under Section 12012 (c) ( 6 ) of Open Meetings Act. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 9 : 22 p.m. il/%iLGuA March 26 , 1997 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING MARCH 26, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 33 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Gavin, to approve the minutes of the March 12, 1997 , meeting. Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Extension of Moratorium on Ordinance Regarding Mandatory Retirement for Police Officers A proposed amendment to the Illinois Human Rights Act has been drafted and introduced in the Illinois legislature. This amendment, if enacted, would clarify the ambiguity which currently exists regarding the local mandatory retirement ordinance for police officers . It is recommended that the e'` moratorium be extended so that this matter can be resolved in the legislature. An ordinance will be presented at tonight ' s Council meeting for passage by the City Council . Proposed Cable Television Franchise With Ameritech New Media A representative of Ameritech New Media made a brief presentation to address the concerns raised by Councilmembers at the March 12 , 1997 , meeting. He reviewed the various adjustments they are offering to make to the proposed franchise agreement. He asked that the agreement be looked at in its entirety with reference to the "level playing field" requirement. A representative of Jones Intercable, Inc . addressed the Council regarding why they believe the proposed agreement is more favorable and less burdensome than the Jones franchise. Councilman Gavin stated that he believes that staff has negotiated the best deal possible. Councilman Gilliam stated that he is not convinced that it is a level playing field and he would like negotiations to continue. Councilman Schock believes that the home shopping and advertising revenue, which is not included in the franchise fee payment to the City in the proposed agreement with Ameritech, is a source of revenue that tok would very likely increase in the future. Councilwoman Yearman stated that concerns previously raised with Jones Intercable Committee of the Whole Meeting March 26, 1997 Page 2 have not been addressed. Calls she has received from residents indicate that they want a choice of cable providers . Councilman Gilliam made a motion, seconded by Councilman Schock, to have staff continue to negotiate with Ameritech New Media. Yeas : Councilmembers Gilliam, McKevitt, Schock, Yearman, and Mayor Kelly. Nays : Councilman Gavin. Councilman Walters abstained due to conflict of interest. Discussion of Evaluation of Water Treatment Plant Options Interim City Manager Malm reviewed the history of the Riverside Water Treatment Plant, the City' s long relationship with Black and Veatch, and the contract and amendments entered into with Black and Veatch regarding the City' s water system. Mr. Malm stated that Black and Veatch has identified deferrals or changes in the scope of the project which could result in $500, 000 to $900 , 000 in cost reductions . However, each element has implications for either future costs , operational effectiveness and efficiency, safety, esthetics or zoning. Because of the implications involved, each of these elements must be weighed carefully before a final decision is made. Further, the construction contract for the plant expansion does include a partnering arrangement with the contractor, River City Construction, to explore possible savings during the construction period. Black and Veatch will also continue to provide value engineering services during the two-year construction program in order to save additional funds and provide better value to the City. Representatives from Black and Veatch responded to questions and also advised the Council that the work they have performed to identify the aforementioned possible changes which would result in cost reduction was done at no charge to the City. They will continue to work with the staff and the construction contractor to identify costs savings at no charge to the City as long as it ' s not a complete redesign. They will also provide services at no charge for rebidding those elements of the project which have been removed and delayed from the current project. Several Councilmembers expressed concern about the staff authorizing Black and Veatch to perform engineering services in the amount of $83 , 900 prior to receiving City Council approval of Amendment No. 3 with Black and Veatch and suggested that steps be taken to ensure that in the future work not be performed until the Council approves funding. Discussion was held regarding putting the engineering contract out for bid and rebidding the entire construction project. Councilman McKevitt made a motion, seconded by Councilman Schock, to proceed with award of the construction contract with River City Construction, continue with amendment #3 with Black Committee of the Whole Meeting March 26 , 1997 Page 3 tow and Veatch, undertake aggressive efforts to look at and remove items before the construction contract is awarded, and continue with aggressive efforts regarding value engineering items . Yeas : Councilmembers Gilliam, McKevitt, Schock and Walters . Nays : Councilmembers Gavin, Yearman and Mayor Kelly. Recess The meeting was recessed at 8 : 12 p.m. The meeting resumed at 8 : 55 p.m. Utility Easement from Motorola to the City of Elgin Councilman Walters made a motion, seconded by Councilwoman Yearman, to approved the proposed easement agreement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Use of Credit for Elevator Maintenance Contract Councilman Gilliam made a motion, seconded by Councilman Gavin, to authorize an amended elevator service agreement with Long Elevator, Inc . totalling $24 , 000 . 00 and authorize the payment of olow $4 , 800 . 00 for prior services . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Closure of Portions of State Routes for the Valley Fox Trot Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to approve the proposed resolution requesting a permit from the Illinois Department of Transportation for closure of the designated state routes on May 26 , 1997 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Grant Agreement with the State of Illinois Department of Natural Resources for Forestry Tree Inventory and Software Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to enter into a contract agreement with the Illinois Department of Natural Resources to purchase forestry software for the inventorying of City trees . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting March 26 , 1997 Page 4 Amendments to the City's Liquor Code Councilman Gilliam made a motion, seconded by Councilman Schock, to approve amending the City' s Liquor Code by increasing the public hearing sign bond amount from $50 to $200 and requiring liquor licensees to post the City and State liquor licenses in a conspicuous place . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Limited Parking Area on May Street from St. Charles Street to Grace Street Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the proposed limited parking area. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Services Agreement for Kimball Street Dam Evaluation Councilman Gilliam made a motion, seconded by Councilman Schock, to authorize execution of an agreement with Collins Engineers in the not-to-exceed amount of $59 , 462 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Amendment No. 1 to an Agreement with Pavia-Martinq & Company for Area III Improvements Councilman Gilliam made a motion, seconded by Councilman Gavin, to authorize execution of Amendment No. 1 to the agreement with Pavia-Marting & Company in the not-to-exceed amount of $291 , 238 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Wing Park Pool Engineering Contract Status Report Councilman Walters made a motion, seconded by Councilman Schock, to approve proceeding with Phase II and Phase III of the existing Burbach Municipal & Civil Engineers contract for the renovation of the Wing Park Pool at a cost of $404 , 896 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Illinois Arts Council Grant Request Councilman Gavin made a motion, seconded by Councilman Walters, to approve the application to the Illinois Arts Council for $20 , 000 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. eft Committee of the Whole Meeting March 26, 1997 Page 5 Adjournment Councilman Gilliam made a motion, seconded by Councilman Schock, to adjourn and go into Executive Session for the purpose of discussing the following matters : Purchase of Property - exempt under Section 12012 (c) (5 ) of Open Meetings Act Sale of Property (setting price) - exempt under Section 120/2 (c) ( 6 ) of Open Meetings Act Consideration of Information Regarding Appointment, Employment or Dismissal of Employee - exempt under Section 120/2 (c) ( 1) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 9 : 05 p.m. April 9 , 1997 I)olonna Mecum, City Clerk Date Approved A e COMMITTEE OF THE WHOLE MEETING APRIL 9, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 35 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam (arrived at 6 :42 p.m. ) , McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the minutes of the March 26, 1997, meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Taxable Industrial Development Revenue Bonds (Bailey Development, L.L.C. Project) An ordinance will be presented at tonight' s Council meeting for passage by the City Council . Request from NENA/ABODE for City Support for Preservation Home Showcase Councilman Schock made a motion, seconded by Councilman McKevitt, to contribute $1, 000 . 00 toward the NENA/ABODE Preservation Home Showcase to be held during Preservation Week on May 18 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Public Improvements in the Highland Springs West Subdivision Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to accept all the public improvements within the Highland Spring Subdivision. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilmember Gilliam arrived at 6 :42 . Intergovernmental Agreement with School District U-46 for Gymnasium Expansion and Community Use Councilman Walters made a motion, seconded by Councilman McKevitt, to approve the agreement for expanded gymnasiums at Gifford and Channing Schools . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting April 9, 1997 Page 2 Design Alternatives for Kimball Street Bridge Handrail Councilman McKevitt made a motion, seconded by Councilman Schock, to proceed with Design Alternate #1 and obtain the costs from the contractor for the necessary change order document. Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : Councilmembers Gavin and Yearman. Facade Program for Neighborhood Shopping Areas Councilman Gilliam stated that he has been contacted by a businessman about the possibility of the City offering a program to help outlying businesses similar to the facade improvement program for downtown businesses . He requested that staff investigate the possibility of such a program and bring back guidelines, procedures, structure, method of payment, formula requirements, etc. Councilman McKevitt suggested that staff also explore the possibility of granting a higher percentage of City participation if it involves bringing nonconforming use into conformance and also bringing nonconforming signs into compliance. He also suggested that something similar to the loan program for businesses located in the enterprise zone be considered for this program. Councilman Gavin suggested that something be included to help alleviate parking problems for businesses which would enable them to increase their revenues and pay for their own improvements . Agreement for Serious Habitual Offender's Comprehensive Action Plan (SHOCAP) in Kane County Councilman Gavin made a motion, seconded by Councilman McKevitt, to enter into an interagency agreement with Kane County for the Serious Habitual Offender' s Comprehensive Action Plan (SHOCAP) . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Vehicle Replacement Criteria A discussion was held regarding the report provided to the Council regarding vehicle replacement criteria. Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the City' s Vehicle Replacement Criteria Policy as outlined and to authorize the 1997 replacement of equipment scheduled this year as detailed on Exhibit B. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Setting a Public Hearing Date of Tree Ordinance rft Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to have the public hearing regarding the proposed Tree Ordinance at the May 14 , 1997, Committee of the Whole meeting Committee of the Whole Meeting April 9, 1997 Page 3 beginning at 6 : 00 p.m. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Selection of Interview Date for Executive Search Consultant The Council scheduled a special meeting on May 7 , 1997, at 5 : 00 p.m. for the purpose of interviewing executive search consultant candidates . This matter will be discussed in executive session. Adjournment Councilman Walters made a motion, seconded by Councilman Schock, to adjourn and go into Executive Session to discuss the following matters : Litigation - exempt under Section 120/2 (c) ( 11) of Open Meetings Act Sale of Property (setting price) - exempt under Section 120/2 (c) ( 6 ) of Open Meetings Act Purchase of Property - exempt under Section 120/2 (c) ( 5) of Open Meetings Act Whereupon, at 7 : 13 p.m. the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 8 : 07 p.m. the corporate authorities returned to open session. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. April 23, 1997 Do onna Mecum, City Clerk Date Approved (116' COMMITTEE OF THE WHOLE MEETING APRIL 23, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Absent: None. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Schock, to approve the minutes of the April 9 , 1997 , meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization for 1997 Sale of Bonds for Various Sewer/Water Capital Projects and Refunding of Certain Previously Issued Bonds Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve the recommendation to authorize proceeding with the sale of $4 , 860 , 000 General Obligation Corporate Purpose Bonds and $3 ,400, 000 in Refunding Bonds . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Water Main and Sewer Main for Westfield Business Park A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Proposed Cable Television Franchise With Ameritech New Media Public Information Officer Stuckey outlined the changes made in the proposed franchise agreement since the last meeting. Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the amended proposed franchise agreement as outlined in Agenda Memorandum dated April 23, 1997 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Yearman, and Mayor Kelly. Nays : None. Councilman Walters abstained due to conflict of interest . Request from the New Century Partnership for Elgin for Downtown Beautification Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the request of New Century Partnership to purchase planters and flowers to be placed in selected areas of the Center City. The proposal is in the amount of $25, 000 and includes a maintenance contract. Committee of the Whole Meeting April 23, 1997 Page 3 Special Event Co-sponsorship Agreement with Prairie Rock Brewing Company Councilman Walters made a motion, seconded by Councilman Gilliam, to approve the request of Prairie Rock Brewing Company to have the City cosponsor a Brew Fest on June 13-15, 1997, with the same terms, including financial support, as last fall ' s "Rocktoberfest. " Discussion was held regarding the complaint by the Grand Victoria Casino regarding parking and traffic problems which occurred during the aforesaid "Rocktoberfest. " Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to amend the motion to require that the Grand Victoria Casino sign off on the agreement between Prairie Rock and the City of Elgin before it is presented to the City Council . After additional discussion, the motion and second to amend the motion were withdrawn. The vote on the original motion was as follows : Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None. Facade Projects for 221-223 East Chicago Street, 310 East Chicago Street, and 10-12 Douglas Avenue Councilman Walters made a motion, seconded by Councilman Schock, to approve the aforementioned facade projects . Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None. Authorization for Final Payment and Acceptance of Randall Road Water Main at I-90 Interchange Councilman Gavin made a motion, seconded by Councilman Gilliam, to approve the completed work and authorize final payment to the Illinois State Toll Highway Authority in the amount of $62,238. 37 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Public Utility Easement - Lot 66 of Randall Ridge Subdivision Unit 3 Councilman Gavin made a motion, seconded by Councilman Gilliam, to approve acceptance of the easement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Central Business District Street Lights and Sidewalk Agreement for Engineering Services on Highland Avenue Councilman Schock made a motion, seconded by Councilman Gilliam, to proceed with Amendment #2 to the agreement with Crawford, Committee of the Whole Meeting April 23, 1997 Page 4 Murphy and Tilly, dated February 29, 1996, in a not-to-exceed amount of $60,000 .00 . Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for 30-Minute Parking Zone on South Side of Fulton Street at Gifford Street Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the proposed 30 minute parking restriction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Installation of Two-way Stop Signs at Various Intersections Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the proposed two-way stop intersections. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Installation of All-way Stops at Various School Crossing Intersections Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the proposed four-way stop intersections . Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Yearman. Nays : Mayor Kelly. Riverside Primary Softening Basin No. 1 Spur Gear/Bearing Preventive Maintenance Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the proposed preventive maintenance. Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None. Adjournment Mayor Kelly declared the meeting recessed at 7 :50 p.m. P(2(2 /1 ! m/z/7) May 14, 1997 Dolonna Mecum, City Clerk Date Approved -14 Li 6 (4 COMMITTEE OF THE WHOLE MEETING MAY 14, 1997 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 00 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam (arrived at 6 : 02 p.m. ) , McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Gavin made a motion, seconded by Councilman Walters, to approve the minutes of the April 23, 1997 , meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilmember Gilliam arrived. Performance by Willie Nelson at the Hemmens A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Performance by Air Supply at the Hemmens A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Extension of Intergovernmental Agreement with South Elgin to House Prisoners A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . 1997 Historic Architectural Rehabilitation Grant Program Councilman Walters made a motion, seconded by Councilman Schock, to approve the proposed grant recipient eligibility list. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Vacation of Crosby Street East of Elm Street Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the proposed right-of-way vacation and that only the $670 . 00 fee be paid. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. • Committee of the Whole Meeting May 14 , 1997 Page 2 Lease Agreement for Near West Resident Officer Councilman Gavin made a motion, seconded by Councilman McKevitt, to enter into a lease agreement with St. Edward' s Central Catholic High School to provide housing for a Near West Resident Officer. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Raymond Street On-street Parking Restrictions Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the recommendation that an ordinance be passed prohibiting parking on Raymond Street between National Street and the Route 20 By-Pass . A discussion was held concerning the fact that the temporary 90-day parking ban was only for the portion of Raymond Street between National Street and Bent Street. Councilman Gavin made a motion, seconded by Councilwoman Yearman, to amend the aforesaid motion and instead implement a 90-day parking ban on Raymond Street between National Street and Dwight Street and again survey the neighborhood, including property owners as well as tenants . After additional discussion, the motion and second were withdrawn. Councilman Gavin then made a motion, seconded by Councilwoman Yearman, to make the same motion as above but to change it to 30 days instead of 90 days . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The vote was then taken on the original motion as amended. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment to Procurement Ordinance for Hemmens Performance Agreements Councilman Walters made a motion, seconded by Councilman Schock, to approve the proposed amendment to Chapter 5 . 18, Leases for Designated City Facilities and Performance Contracts for Hemmens Auditorium, of the Procurement Ordinance. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Replacement of Police Canine Councilman Gavin made a motion, seconded by Councilwoman Yearman, to authorize the purchase of a replacement canine from T.O.P. S and authorize the transfer of ownership of "Drago" to Officer Mazzola. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting May 14 , 1997 Page 3 Proposed Code Ordinance Amendment Governing Massage Establishments Councilman McKevitt made a motion, seconded by Councilman Gavin, to approve the proposed amendment to the ordinance governing massage establishments . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Easement with Judson College Councilman Walters made a motion, seconded by Councilman Schock, to approve the execution of the easement agreement with Judson College which provides for relocating a portion of the storm sewer and raising the berm on the college ' s property. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Installation of Two Way Stop Signs at Mountain Street/North Crystal Avenue Councilman Gavin made a motion, seconded by Councilman Walters, to authorize the establishment of a two way stop at the intersection of Mountain Street at North Crystal Avenue. Yeas : eft Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Two-hour Parking Zone-Douglas Avenue/North Street Municipal Lot Councilman Gavin made a motion, seconded by Councilman Gilliam, to authorize the establishment of a Two Hour Parking limit for the municipal parking lot located on Douglas Avenue at North Street. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation of Neighborhood Services Committee for Conversion of "Yield" Intersections to "Stop" Intersections at Various Locations Councilman Walters made a motion, seconded by Councilman Schock, to approve the proposed conversion of Yield Intersections to Stop Intersections . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Services Agreement for Combined Sewer Overflow Monitoring Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the proposed agreement with D. Carroll Engineering & Associates in an amount not to exceed $114, 145 to provide the following services : 1) to assist the City with ongoing efforts to meet its Combined Sewer Overflow (CSO) Committee of the Whole Meeting May 14 , 1997 Page 4 National Pollution Discharge Elimination System (NPDES) permit requirements; 2 ) continue development of the Infrastructure Management System ( IMS) ; and, 3) evaluate the flooding problems in several areas that experience sewer backups during heavy rains . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Change Order No. 1 to Contract with Arrow Road Construction for 1997 Neighborhood Street Rehabilitation - Melrose/ Alfred Project Councilman Gavin made a motion, seconded by Councilman Walters, to approve the proposed change order. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Selection of Property Management Company for City-owned Townhomes Located in Townhomes of Woodbridge Subdivision (Westfield Townhomes on Lancaster Circle) Councilman Schock made a motion, seconded by Councilman Gilliam, to authorize staff to negotiate a management agreement with American Property Management for the property located at 501, 503, 505, 507 and 509 Lancaster Circle. Yeas : Councilmembers em. Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Testing Service Agreement with Professional Service Industries, Inc. (PSI) for Water Works Improvement Projects Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the proposed testing services agreement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Selection of Provider for Employee Assistance Program Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the recommendation to enter into an Employee Assistance Program with St. Joseph Hospital ' s First Choice Employee Assistance Program. Yeas : Councilmembers Gain, McKevitt and Yearman. Nays : Councilmembers Gilliam, Schock, Walters, and Mayor Kelly. Councilman McKevitt made a motion, seconded by Councilman Gilliam, to enter into an Employee Assistance Program with the current provider, Employee Assistance Services (EAS) . Councilman Schock made a motion, seconded by Councilman McKevitt, to table the matter and request staff to furnish a more detailed analysis of the two plans and a more thorough evaluation of the existing plan. Yeas : Councilmembers Gavin, Committee of the Whole Meeting May 14 , 1997 Page 5 McKevitt, Schock, Walters, and Yearman. Nays : Councilmembers Gilliam and Mayor Kelly. Engineering Services to Increase Capacity of Auxiliary Lagoon at South McLean Boulevard Facility Councilman Schock made a motion, seconded by Councilman McKevitt, to approve the proposed agreement with CTE Engineers at a fee not to exceed $11, 300 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recess The meeting recessed at 7 : 08 p.m. The meeting resumed at 7 : 17 p.m. Public Hearing on Proposed Tree Ordinance Mayor Kelly declared the public hearing open. The Council received public comments regarding the proposed Tree Ordinance. Sheri Buttstadt, representing Clean Up and Restore Elgin (CURE) , and Michael Noland on behalf of the Izaak Walton League stated that they appreciate all the time and effort put in by the Parks and Recreation Board and City staff in preparing the proposed Tree Ordinance and are pleased that the City Council recognizes the importance of such legislation. They urged the Council to include commercial property in the ordinance and to enact the ordinance as soon as possible . Dan Kowalewski, Public Affairs Director for Commonwealth Edison, advised the Council that Commonwealth Edison already has a tree replacement provision in its ordinance which provides that Commonwealth Edison will pay the City half for trees it removes . The proposed ordinance would be revenue neutral for Commonwealth Edison, but there would end up being an additional cost to the City. In addition, currently when Commonwealth Edison is doing their trimming, they will remove trees in the parkways which the City has asked them to remove. If the Tree Ordinance is passed as proposed, they will no longer remove those trees, because it would be an additional cost to Commonweath Edison. They are asking that utilities be exempt from the Tree Ordinance and they be allowed to follow their ordinance that has been in place the last five years . Richard Brancik stated that he is the owner of property at the corner of Randall Road and I-90 which has woods on it. He said the requirement to replace tree for tree in areas such as that would be a hardship and makes no sense. If commercial property is included in the ordinance, the provision regarding replacing Committee of the Whole Meeting May 14, 1997 Page 6 tree for tree should be rewritten to be sympathetic to commercial development. Jim McConoughey from the Elgin Area Chamber of Commerce stated that a position paper from the Executive Board of the Chamber of Commerce requests that an analysis be conducted to determine what the economic impact of this particular ordinance would be, not only on the taxpayers, but on individual businesses and commercial properties, which are now proposed to be included in the ordinance. In the event the impact analysis is favorable, the Chamber will support the ordinance. If the impact analysis did not prove to be favorable, then the Chamber would not support it, because it would make the City less competitive among other cities in recruiting businesses . Councilmember Walters raised concerns about the practice in neighboring areas of trees being cut prior to the property being annexed to the municipality. Councilman McKevitt is concerned that the procedure for planting trees in their own tree banks may be burdensome to homeowners . He would like to would like to know what the procedure is going to be for that. Councilman Gavin stated that he doesn ' t believe it is sensible public policy to require inch for inch tree replacement. He questioned the impact on Shales Parkway, Kimball Street parkway, and other public rights-of-way and the ultimate cost to taxpayers . Councilman Gilliam stated that he wants to make sure that everyone, including citizens, utilities, businesses, etc. , have input into the tree ordinance so that there is some compromise and give and take. Councilman Gilliam made a motion, seconded by Councilman McKevitt, to table consideration of the proposed Tree Ordinance for 60 days, and recommend that staff involve the neighborhoods, business community, and utilities in bringing back a report on the questions presented tonight, including but not limited to the impact on businesses , developers, utilities, how to deal with precutting trees prior to annexation, what the cost would be to taxpayers regarding the no net loss policy, the procedures involved in complying with the provisions of the ordinance, the impact on public right-of-way and public land, etc . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman McKevitt made a motion, seconded by Councilman Schock, to adjourn and go into Executive Session for the purpose of discussing the following matters : V. Litigation - exempt under Section 120/2 (c) ( 11) of Open Meetings Act Committee of the Whole Meeting May 14, 1997 Page 7 em- W. Workers ' Compensation Claim - exempt as pending litigation under Section 120/2 (c) ( 11 ) of Open Meetings Act X. Sale of Property (setting price) - exempt under Section 120/2 (c) ( 6 ) of Open Meetings Act Y. Appointments to Boards and Commissions and other Public Offices - exempt under Section 120/2 (c) ( 3 ) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Whereupon, at 7 : 45 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 8 : 00 p.m. , the corporate authorities returned to open session and commenced the City Council meeting. May 28, 1997 Dolonna Mecum, City Clerk Date Approved eimk ?Pk COMMITTEE OF THE WHOLE MEETING MAY 28, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Approval of Minutes Councilman Schock made a motion, seconded by Councilwoman Yearman, to approve the minutes of the May 14, 1997 , meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Single Family Mortgage Revenue Bonds Neighborhood Housing Services has advised the City that it would like to take advantage of a program that issues the State' s Private Activity Bond ( Industrial Revenue Bonds) authority to fund low interest mortgage loans for first-time home buyers . Due to the fact that the City must act as a conduit for the transaction, NHS is requesting that a resolution be adopted tow evidencing the City' s intent to issue these Single Family Mortgage Revenue Bonds, which would not involve any liability or cost on the part of the City. Councilman Gavin made a motion, seconded by Councilman Schock, that the proposed resolution be changed to provide that the mortgage loans only be for single family residences . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman Schock made a motion, seconded by Councilman Gavin, to approve the aforementioned program. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Mayor Kelly stated that the resolution, as revised, will be placed at the end of the Consent Agenda for adoption at tonight ' s Council meeting. 1997 Fine Arts Festival Saturday Concert A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Performance of "Some Like It Hot! " at the Hemmens A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . tow Committee of the Whole Meeting May 28, 1997 Page 2 Performance by Jefferson Starship at the Hemmens A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Performance by Ray Price at the Hemmens A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Neighborhood Storm Sewer Reconstruction Contract Award Councilwoman Yearman made a motion, seconded by Councilman Walters, to make a finding that an exception to the requirements of the Procurement Ordinance regarding the bidding process is necessary and in the best interest of the City and to award the subject project to Illinois Hydraulic Group in the amount of $11 ,400 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Traffic Law Enforcement on Apartment Complex Roads Councilman Walters made a motion, seconded by Councilman Schock, to enter into agreements for the enforcement of traffic laws on private streets at Huntington Park and The Mill, with the apartment complexes paying for the installation of the traffic control signs . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Status Report on "Nonshared" Value Engineering Items for Riverside Water Treatment Plant Expansion Councilman Gavin made a motion, seconded by Councilman McKevitt, to concur with the acceptance and authorization to proceed with two nonshared value engineering items - construction method for the retaining wall in relation to the western berm and clear wells under the new filters . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grant Program Grant to Elgin Symphony Orchestra Councilman Schock made a motion, seconded by Councilman Gavin, to approve the grant of $5, 172 . 00 to support the broadcast of Elgin Symphony Orchestra concerts . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. e Committee of the Whole Meeting May 28, 1997 Page 3 Cultural Arts Commission General Grant Program Grant to Courtney Relihan Councilman Walters made a motion, seconded by Councilman McKevitt, to approve the grant of $1 ,000. 00 in support of the musical revue, "Going Solo. " Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grant Program Grant to Elgin Citizens on Parade Councilman Schock made a motion, seconded by Councilman Walters, to approve the grant of $2 , 000 . 00 in support of Elgin Citizens on Parade 4th of July parade. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grant Program Grant to Elgin Community Theatre Councilman Walters made a motion, seconded by Councilman McKevitt, to approve the grant of $1,250 . 00 for ticket price support for a children' s presentation of Elgin Community Theatre' s The Secret Garden. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman Gilliam briefly left the room. School Crossing Guard Task Force Report Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to accept the School Crossing Guard Task Force Report and endorse its recommendations . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman Gilliam returned. Engineering Services Agreement Amendment No. 1 with Hampton, Lenzini and Renwick (HLR) for Motorola Site Utilities Councilman Walters made a motion, seconded by Councilman McKevitt, to authorize execution of Amendment No. 3 with HLR in the additional not-to-exceed amount of $39, 000 . 00, bringing the total agreement amount to $58,035 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting May 28, 1997 Page 4 Contaminated Soils at 222 Douglas Avenue Councilman Gavin made a motion, seconded by Councilman Walters, to authorize a payment of $6 , 744 . 00 to Metro Environmental Contractors , Inc. and authorize them to remove stockpiled contaminated soil at 222 Douglas Avenue for a cost not to exceed $9,295. 00. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1997 Fireworks Display Councilman Walters made a motion, seconded by Councilwoman Yearman, to award this contract to Melrose Pyrotechnics, Inc. for a total amount of $20,000 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Multi-family Conversion Program Councilman Schock made a motion, seconded by Councilman Gilliam, to place discussion of allocation of additional funds for the aforesaid program on the agenda for the next meeting and to consider various amendments to the program to make it more flexible. It was determined that it was not necessary to have a motion in order to place a matter on the agenda, so the motion and second were withdrawn. 1997 Sidewalk Program Councilwoman Yearman requested that discussion regarding additional funding for the 1997 sidewalk program be placed on the agenda for the next meeting. Lime Residue Lagoons on South McLean Boulevard Councilman McKevitt requested that discussion regarding various options concerning the aforesaid lagoons be placed on the agenda for the next meeting. Adjournment Councilman Gilliam made a motion, seconded by Councilman Schock, to adjourn and go into Executive Session for the purpose of discussing Workers ' Compensation Claim, exempt as pending litigation under Section 120/2(c) ( 11) of Open Meetings Act. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 05 p.m. rak 1 / June 11, 1997 Dolonna Mecum, Cit Clerk Date Approved COMMITTEE OF THE WHOLE MEETING JUNE 11, 1997 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 04 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam (arrived at 6 : 08 p.m. ) , McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Gavin made a motion, seconded by Councilman Walters, to approve the minutes of the May 28, 1997, meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment to Liquor Code - Proposed Expansion of Geographic Area for Class E-1 License A resolution will be presented at tonight ' s Council meeting for consideration by the City Council . few Councilman Gilliam arrived at 6 : 08 p.m. Status of Walton Island Project Councilman Gavin made a motion, seconded by Councilwoman Yearman, to proceed with Alternative #1 (Baseline Project) . Councilman McKevitt made a motion, seconded by Councilman Schock, to amend the motion by adding Alternate #2 (Shoreline Stabilization) to be funded as follows : $160, 000 from the funds remaining in the 1996 resurfacing program; $ 75,000 from the vault loan program; $ 40, 000 from the remaining 1996 riverboat proceeds; $ 46,000 from the State Street incentive program. Yeas : Councilmembers Gilliam, McKevitt, Schock and Walters . Nays : Councilmembers Gavin, Yearman and Mayor Kelly. The vote was then taken on the amended motion as follows : Yeas : Councilmembers Gilliam, McKevitt, Schock and Walters . Nays : few Councilmembers Gavin, Yearman and Mayor Kelly. Committee of the Whole Meeting June 11, 1997 Page 2 Resumption of 1997 Multi-family Conversion Program and Program Enhancements Councilman Schock made a motion, seconded by Councilman Gilliam, to approve funding the aforesaid program with an additional $300, 000 for 1997 and to amend the program by including enhancements and additional administrative fees as outlined in the Agenda Memorandum dated June 5, 1997 . Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : Councilmembers Gavin and Yearman. 1997 Sidewalk Program There was no discussion regarding this item. Funding for Acquisition of Properties in the Illinois/Hammond Flood Plain In lieu of allocating additional funding for the 1997 sidewalk program, Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to allocate the sum of $200,000 to acquire properties in the Illinois/Hammond flood plain. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Yearman. Nays : Mayor Kelly. Recommendation from Neighborhood Services Committee for Restricted Parking Zone - Highland Avenue at Spring Street Councilman Schock made a motion, seconded by Councilman Gavin, to approve the recommendation to establish a 30-minute parking zone on the south side of Highland Avenue at Spring Street. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Restricted Parking Zones - Perry Street Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the recommendation to establish a 30-minute parking zone on the east side of Perry Street as set forth in the agenda memorandum. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Change Order No. 1 Regarding 1996 Outer Ring Street Light Project Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the aforementioned change order. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting June 11 , 1997 Page 3 elak Change Order No. 1 for the Motorola Access Road Construction Project Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the aforesaid change order. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Change Order No. 1 and Authorization of Final Payment and Acceptance of the 1996 Neighborhood Street Rehabilitation Lavoie/Hastings Councilman Schock made a motion, seconded by Councilman Walters, to approve the aforesaid change order, accept the completed work, and authorize final payment to B. Scavelli Construction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Change Order No. 1 and Authorization of Final Payment and Acceptance of the DuPage Street Elevated Sidewalk and Retaining Wall Repair Project Councilman Gavin made a motion, seconded by Councilman Gilliam, to approve the aforesaid change order, accept the completed project, and authorize final payment to Sinnett Builders . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schack, Walters, Yearman and Mayor Kelly. Nays: None. Authorization for Final Payment Regarding 1996 Pavement Marking Paint Program Councilman Walters made a motion, seconded by Councilwoman Yearman, to accept all completed work and authorize final payment to A. C. Pavement Striping Company. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Transfer of License for Illinois Crash Report to IDOT Councilman McKevitt made a motion, seconded by Councilman Gilliam, to approve the aforesaid transfer. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None. Soil Remediation on Lot 43 - Fox Bluff Corporate Center Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed agreement with QST, Inc. for the aforesaid soil remediation. Yeas : Councilmembers Gavin, rik Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. • Committee of the Whole Meeting June 11, 1997 Page 4 Police Mounted Patrol Agreements Councilman McKevitt made a motion, seconded by Councilman Gilliam, to approve the proposed agreements . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Shales Parkway Preliminary Design Public Works Director Lawry and City Engineer Evers gave the historical background, described the project as a neighborhood project not just a roadway project, and stated that benefits of the project will include increased fire and police service as well as reduced traffic through residential neighborhoods . The engineering firm of Crawford, Murphy and Tilly briefly highlighted their design proposal for Sections 2 and 3 of Shales Parkway. Area residents and representatives from several homeowners associations expressed their appreciation that the City involved the residents in this proposed project. However, they expressed concern with reference to whether Section 3 will be built because of the wetlands issue, the safety of children crossing the roadway to go to school, loss of property value due to proximity to the roadway, increased traffic, etc. They asked that the project be delayed so that other alternatives can be rft. explored and plans reviewed further. Schock made a motion, seconded by Councilman Gilliam, to proceed with final engineering as shown in the preliminary design, including the three-span bridge, and with the addition of fencing and landscaping. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Status Report on South McLean Boulevard Lime Residue Lagoons In response to the Council ' s request for a status report regarding the Sports Complex property and lime residue lagoon storage, staff provided Council with a report from the engineers which earlier this year showed that in the near term the the City would need two additional cells which would bring it to a total of six, giving a total capcity of 160,000 cubic yards of sludge material . Any further expansion could be delayed and may not be necessary if that volume is not exceeded. The firm of Clark Dietz has been retained and will be investigating options for alternate sludge handling processes as well as land acquisition options . It was the consensus of the Council to hold off on discussion until the Clark Dietz report is received. Committee of the Whole Meeting June 11, 1997 Page 5 Change Order No. 1 to the Contract with R.W. Dunteman Co. for the Kimball Street Improvements Project Councilman Schock made a motion, seconded by Councilman Walters, to approve the aforesaid change order and proceed with the handrail and parapet wall enhancements . Yeas : Councilmembers Gilliam, McKevitt, Schock and Walters . Nays : Councilmembers Gavin, Yearman and Mayor Kelly. Request for Use of Public Right-of-way for Parking by La Rosita Grocery Joan Vasquez, attorney for the La Rosita Grocery, advised the Council that a variance from the required number of parking stalls had been approved in 1993 for this site, and they are simply asking that the variance be restored. Councilman Walters made a motion, seconded by Councilman Schock, to permit ten straight-in parking stalls and negotiate for landscaping on Villa Street. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendations of Riverside Treatment Plant Project Leadership Team on Nonshared Value Engineering Items Councilman Gavin made a motion, seconded by Councilwoman Yearman, to concur with the recommendations and authorize the engineering consultant to proceed with design of the deductive change proposals and preparation of a future deductive change order. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Selection of Provider for Employee Assistance Program Councilman Gavin made a motion, seconded by Councilman Gilliam, to remove this item from the table. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None. Councilwoman Yearman made a motion, seconded by Councilman Gavin, to enter into an agreement with St. Joseph Hospital ' s First Choice Assistance Program. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Prevailing Wage Rates Because of the wage rates for landscaping workers determined by the Illinois Department of Labor, discussion was held whether to adopt a resolution establishing prevailing wages on public works eigh projects in accordance with the Illinois Department of Labor's rate schedule, as has been done in previous years, or to set a Committee of the Whole Meeting June 11, 1997 Page 6 date for a public hearing to investigate and ascertain prevailing wage rates . Councilman Schack made a motion, seconded by Councilwoman Yearman, to adopt the State ' s rate schedule. Yeas: Councilmembers Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : Councilmembers Gavin and McKevitt. Adjournment Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 8 : 17 p.m. June 25, 1997 Dolonna Mecum, ity Clerk Date Approved r r • COMMITTEE OF THE WHOLE MEETING JUNE 25, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the minutes of the June 11, 1997 , meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Inducement Resolution with Graziano Partners for a Portion of the City's 1998/1999 Annual Industrial Revenue Bond Authority A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Resolution Supporting Illinois Development Finance Authority Industrial Development Revenue Bonds on Behalf of Mechanical & Industrial Fasteners, Inc. A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Agreement with Metra for the Expansion of the Big Timber Lot A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Removal of Underground Tanks Councilman Schock made a motion, seconded by Councilman Walters, to authorize staff to enter into an agreement with Metro Environmental for the tank removals at 250 Dundee Avenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Image Advisory Commission Report Members of the Elgin Image Advisory Commission gave a status report of the Commission' s Top Ten Image Concerns, the corridor reports for Villa Street, Dundee Avenue, and Liberty Street, information about the recent Spring Spruce Up Contest and other activities . Their report included improvements made since their last report and identified problems which still exist. eft Committee of the Whole Meeting June 25, 1997 Page 2 Councilmembers suggested the Commission might also want to find out what other communities are doing regarding ordinances pertaining to appearance, signage, and boarding up buildings on a temporary and long term basis . Discussion of YWCA Request for Funding for Lao Outreach Program Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the YWCA' s request for $26 , 000 to support the Refugee Youth Crime Prevention Project overseen by the Community Services Department Youth Refugee Project. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters and Yearman. Nays : Councilmember Gilliam and Mayor Kelly. Elgin National Watch Historic District Designation Discussion was held concerning the Elgin Heritage Commission' s recommendation to designate the City' s third historic district, the Elgin National Watch Historic District. Concerns about the lack of support for historic district designation in certain areas of the proposed district were expressed. Councilman Gavin made a motion, seconded by Councilwoman Yearman, to delay making a decision on the Heritage Commission' s e'"" recommendation and to instruct staff and the Heritage Commission to develop alternate proposed boundaries for the Elgin National Watch Historic District and present them to the City Council at the second meeting in July. Yeas : Councilmembers Gavin, McKevitt, Yearman and Mayor Kelly. Nays : Councilman Gilliam, Schock and Walters . Request to File Application for Kane County Forest Preserve Commission Funding for Walton Islands Improvements Councilman Schock made a motion, seconded by Councilman McKevitt, to approve the proposed funding request for the Walton Island shoreline stabilization (or for the entire Walton Island project, if possible) and upon approval of the grant, retain the resulting savings from funds allocated for the stabilization project. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Presentation and Request for Randall Road Access from AgTech for Teeple Barn Mary Nagel, AgTech President, and Marianne Nelson, Executive Director, updated the Council regarding stabilization of the Teeple Barn. They also advised the Council of their funding efforts and need to proceed with Phase II of the stabilization project, which is estimated to cost $52 ,482 . They are requesting temporary access to Randall Road and also funding to proceed with the stabilization project. • Committee of the Whole Meeting June 25, 1997 Page 3 Councilman Gavin made a motion, seconded by Councilman Gilliam, to approve the request for temporary access to Randall Road and to direct staff to notify the Kane County Highway Department. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman Schock made a motion, seconded by Councilman Gilliam, to approve up to $26 ,000 to match funds raised through other sources for Phase II stabilization. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Mayor Kelly recessed the meeting at 8 : 00 p.m. The meeting resumed at 9 : 12 p.m. Engineering Services Agreement for Public Works Facility Needs Assessment Councilman Schock made a motion, seconded by Councilwoman Yearman, to approve the proposed agreement with Rust E & I in the not-to-exceed amount of $63,485 for a needs assessment for Public Works facilities . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Yearman. Nays : Mayor Kelly. Report on Unlawful Residential Uses Councilman Gilliam reported on the task force' s results regarding unlawful residential uses . Code Administration Director Pearson outlined the major points of the report prepared by the task force. Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to accept the report of the Unlawful Residential Uses Task Force and refer it to the Planning Commission to make a recommendation to the City Council . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Raymond Street On-street Parking Restrictions Councilman Walters made a motion, seconded by Councilman Schock, to make the experimental parking ban on Raymond Street between National Street and the Route 20 By-Pass permanent by passing an ordinance prohibiting parking as aforesaid. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting June 25, 1997 Page 4 Recommendation from Law Enforcement Block Grant Advisory Committee for Projects Funded by 1996 Bureau of Justice Grant Councilman Gilliam made a motion, seconded by Councilman Schock, to accept the recommendation from the Law Enforcement Block Grant Advisory Group for the following purchases from the grant: Video Bonding System $60, 680 . 13 Nightsight Thermal Scope 10, 600 . 00 Evidence Tracking Software 17, 550 . 00 Computer Equipment 3,469 . 87* Audit Fee 500 . 00 Total $92, 800 . 00 *Any funds not spent on the top 3 areas may be reallocated for computer equipment. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of a Grant from the Bureau of Justice Councilman Gilliam made a motion, seconded by Councilman Walters, to authorize acceptance of a grant from the U. S . Department of fow Justice, approve the necessary matching funds, to use the same process used for the previous grant from the Bureau of Justice, and to again appoint the Gang and Drug Task Force as the advisory board for the grant. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Extended Hours Permit for Liquor License Establishments Councilman Gavin made a motion, seconded by Councilman Schock, to approve Alternate #1, which is to continue to provide for extended hours permits on an additional one-year experimental basis and to have the extended hours permit ordinance expire concurrently with liquor licenses on April 30, 1998. Councilman McKevitt made a motion, seconded by Councilman Gavin, to adjust the fee for the extended hours permit on a prorated basis . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : Councilwoman Yearman. The vote on the amended motion was as follows : Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : Councilmembers Walters and Yearman. Recommendations of Riverside Treatment Plant Project Leadership Team on Nonshared Value Engineering Items Councilman McKevitt made a motion, seconded by Councilman Schock, to accept the recommendation of the Project Leadership Team. Committee of the Whole Meeting June 25, 1997 Page 5 Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation for Golf Course Architect Councilman McKevitt made a motion, seconded by Councilman Schock, to approve a contract with Keith Foster Golf Course Design for Phase I - Concept Plan Phase at a not-to-exceed fee of $25,000 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Request from Elgin Toyota for Use of Funds from Cook County Automobile Dealership Incentive Program Councilman Walters made a motion, seconded by Councilman Schock, to authorize staff to enter into a participation agreement with Elgin Toyota for the business retention rebate facet of the Cook County Automobile Dealership Incentive Program. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Change Order No. 1 for Scale Construction, Inc. - Community Development Block Grant Projects for the Housing Authority of Elgin fow Councilman Gilliam made a motion, seconded by Councilman Schock, to authorize execution of Change Order No. 1 in the amount of $29, 956 . 18 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Text Amendments to the Zoning Ordinance Councilman Walters made a motion, seconded by Councilman McKevitt, to approve the proposed text amendments . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Application for a Variation at Fire Station #5 Councilman Gavin made a motion, seconded by Councilwoman Yearman, to authorize staff to file an application for the requested variation to be considered by the Zoning and Subdivision Hearing Board. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Lease for Illinois Department of Corrections, Parole Division Councilman Gilliam made a motion, seconded by Councilman Gavin, to approve the lease with the Illinois Department of Corrections for use by Parole Officers . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting June 25, 1997 Page 6 1997 Fine Arts Festival Free Parking Request Councilman Walters made a motion, seconded by Councilman Schock, to approve the request for free parking at the Spring Street parking deck and the Civic Center parking lot on Saturday, August 23, 1997 , in conjunction with the Fine Arts Festival . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Grant of Easement to Ameritech for Telephone Line Relocation Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the grant of easement to Ameritech/Illinois which provides for the relocation of the 600 pair telephone cable outside the Riverside Plant expansion construction area. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Councilmember Walters abstained due to a conflict of interest. Change Order No. 2 to the Contract with R. W. Dunteman Co. for the Kimball Street Improvements Project Councilman Schock made a motion, seconded by Councilman Gavin, to authorize execution of Change Order No. 2 to the contract with R. eft W. Dunteman Company in the amount of $21, 099 . 90 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Interdepartmental Employee Transfer Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the interdepartmental employee transfer of a receptionist position from Human Resources to the City Manager' s Office. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grant to Ashlee Keltner Riddle Councilman Walters made a motion, seconded by Councilman Gilliam, to approve the proposed grant. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to adjourn and go into Executive Session for the purpose of discussing the following matters : Sale of Property (setting price) - exempt under Section eft 120/2 (c) ( 6 ) of Open Meetings Act Committee of the Whole Meeting June 25, 1997 Page 7 Purchase of Property - exempt under Section 1202 (c) (5) of Open Meetings Act Workers ' Compensation Claim - exempt as pending litigation under Section 120/2 (c) ( 11) of Open Meetings Act Appointments to Boards and Commissions - exempt under Section 120/2 (c) ( 3) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 9 : 47 p.m. - ►�.. July 9, 1997 Dolonna Mecum, City Clerk Date Approved eift COMMITTEE OF THE WHOLE MEETING JULY 9, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 37 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Gavin made a motion, seconded by Councilman Walters, to approve the minutes of the June 25, 1997 , meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. COPS Ahead Grant Discussion was held regarding the cost to the City of accepting the federal COPS Ahead grant. An analysis will be prepared after the City receives more information regarding the grant restrictions and possibilities . Report on Location and Types of Liquor Licenses Discussion was held regarding the report prepared by the Law Department regarding information concerning location of existing liquor license premises and description of the number and types of liquor licenses allowed and issued. Councilman Schock stated that Elgin has more package liquor establishments per capita than other communities in the northwest suburbs, and it is his goal to remove liquor stores from inappropriate locations . He suggests that the number of package liquor licenses be reduced whenever Class B or B-1 licenses are surrendered. One Class B license and one Class B-1 license have been surrendered and the Walgreens Store at Clock Tower Plaza has indicated that it also intends to terminate the sale of liquor. Councilman Schock made a motion, seconded by Councilman Walters, to reduce the number of Class B licenses by one and the number of Class B-1 licenses by one. Councilman Gavin made a motion to table the aforesaid motion until the matter could be reviewed further. The motion died for lack of a second. The vote on the original motion was as follows : Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : Councilmembers Gavin and Yearman. Committee of the Whole Meeting July 9, 1997 Page 2 Proposed Community Development Block Grant (CDBG) Subrecipient Agreement with Elgin Community Crisis Center for a Health Clinic Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the Community Development Block Grant Subrecipient Agreement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Facade Project for 10 Villa Court (Knights of Columbus) Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve participation in the Facade Improvement Program for the Knights of Columbus at 10 Villa Court. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Highland Avenue/Randall Road Intersection Improvements Intergovernmental Agreement with Kane County Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the proposed intergovernmental agreement with Kane County. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : Councilmember McKevitt. eft Recommendation of Riverside Treatment Plant Project Leadership Team on Nonshared Value Engineering Items Councilman Walters made a motion, seconded by Councilman McKevitt, to concur with the recommendations of the Project Leadership Team and authorize the engineering consultant to proceed with design of the deductive change proposals and future change order. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Purchase of Easement from Commonwealth Edison for Extension of Watermain on Bluff City Boulevard Councilman Gavin made a motion, seconded by Councilman Walters, to approve the acquisition of the easement from Commonwealth Edison for the installation of a water main and pay the $1, 000 . 00 preparation fee. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Award of Professional Services Contract for Historical Architectural Survey of the Southeast Neighborhood Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to award this contract to Historic Certification Consultants for $12,500 . 00 for completing the Historical/Architectural Survey of the southeast neighborhood. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting July 9, 1997 Page 3 Elgin Symphony Orchestra Fine Arts Festival Concert Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the performance agreement for the Elgin Symphony Orchestra to perform at the August 22, 1997 , Fine Arts Festival Concert. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Appointment to Housing Authority of Elgin Mayor Kelly made a motion, seconded by Councilman Walters, to appoint Lorraine Montgomery to fill an unexpired term on the board of the Housing Authority of Elgin. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Jones Intercable Franchise Renewal Process Councilman Walters made a motion, seconded by Councilman McKevitt, Councilman Walters made a motion, seconded by Councilman McKevitt, to authorize and direct staff to commence informal renewal negotiations with Jones Intercable. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Kane County Forest Preserve Grant for Walton Island Project Councilwoman Yearman stated that the Kane County Forest Preserve Board has awarded a grant in the amount of $200, 000 to the City of Elgin for the Walton Island project. She asked staff to come back to the Council regarding reallocation of the funding identified for this project prior to receiving the aforementioned grant. Interim City Manager Malm suggested that discussion regarding the reallocation be done at the time the bids are received for this project. Discussion Regarding Neighborhood Housing Services (NHS) Program Practices and Results Input regarding the Neighborhood Housing Services rehabilitation program was given by Councilmembers, homeowners who have purchased NHS rehabilitated houses, a housing inspector, and representatives from NHS . Issues discussed included complaints that some houses rehabilitated by NHS were not code compliant when they were sold, consideration of requiring competitive bidding and having NHS-rehabilitated houses inspected prior to being offered for sale, possible conflict of interest in having the Director of Code Administration on the NHS Board of Directors, and charges of favoritism by the Code Administration Department regarding NHS properties . Dave Towe, President-elect of the NHS Board of Directors, stated that NHS has grown tremendously in the last two years . It' s a Committee of the Whole Meeting July 9, 1997 Page 4 partnership of financial institutions, government, and citizens . NHS targets the worst of the worst properties in town for their rehabilitation projects . Their goal is to provide safe housing for all levels of people. They are here to address concerns and hear the recommendations of the Council . They recognize there are areas for improvement, and the following recommendations will be made to the NHS Board of Directors : Improved communication with the City Council; Identify additional contractors to bid on projects; Consider establishment of a rehabilitation committee to review all projects and serve as a customer service entity; Consider seeking additional funding to establish a rehabilitation specialist position to oversee the rehabilitation construction projects; Try to seek more partnerships with the real estate community to develop a better relationship and perhaps discontinue use of the in-house real estate license. Executive Director Stuart Wasilowski thanked everyone for their comments and pledged to do everything in their power to address everyone ' s concerns . Mayor Kelly summarized the discussion by stating that its the Council ' s job to make its programs operate as efficiently as possible. If there are concerns people have, its the Council ' s job to hear those concerns and do what it feels is necessary to help and improve the situation. The important thing is how NHS proceeds in the future. They've done tremendous work in the community and that ' s got to continue. We 've got to strive for excellence--not just minimum standards . Adjournment Mayor Kelly adjourned the meeting at 9 : 10 p.m. July 23, 1997 Dolonna Mecum, City Clerk Date Approved elk e COMMITTEE OF THE WHOLE MEETING JULY 23, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Council Chambers . Present: Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: Councilmember Gilliam. Approval of Minutes Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the minutes of the July 9, 1997, meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Inducement Resolution/Starro Precision Products A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Hemmens Proscenium Remodeling A discussion was held regarding the various options and bids for several alternatives . The bids will be considered for award at tonight' s Council meeting. Amended Development Agreement with Motorola Discussion was held regarding proposed amendments to the development agreement as a result of Motorola' s decision to delay the building construction portion of the project due to economic conditions . A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Request from Elgin YMCA to Purchase A Data Tracking System Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve the request to apply the $9, 000 saved from the YMCA lobby project toward purchase of a data tracking system. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Community Development Block Grant (CDBG) Subrecipient Agreement with Elgin YWCA Councilman Gavin made a motion, seconded by Councilman Walters, to approve the proposed agreement for building rehabilitation. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting July 23, 1997 Page 2 Proposed Community Development Block Grant (CDBG) Subrecipient Agreement with the Literacy Connection Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the proposed agreement to continue the Literacy Workplace Initiative Program. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Proposed Development Moratorium in the Tyler Creek Watershed Councilman McKevitt made a motion, seconded by Councilman Gavin, as follows : 1 . Delay consideration of a development moratorium pending receipt of the floodplain maps portion of the Tyler Creek Management Plan; and 2 . Explore all legal avenues to delay issuance of residential permits within or immediately adjacent to the flood plain areas near Royal Boulevard and Ruth Drive. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. tow Ordinance Amending Training Requirements for Part-time Police Officers Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the proposed amendment regarding the training requirements for part-time police officers . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Appointment to Housing Authority of Elgin Mayor Kelly made a motion, seconded by Councilman Walters, to appoint Cindy Blakely as a member of the Housing Authority of Elgin. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee to Establish Various Parking Restrictions on North Street Between Douglas Avenue and North Spring Street Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to approve the proposed parking restrictions . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. eft S Committee of the Whole Meeting July 23, 1997 Page 3 elk Household Hazardous Waste One-day Collection Event Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the proposed event. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Final Payment for 1997 Pavement Marking Program (Paint) Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve a final payment of $63, 725 . 00 to Marking Specialists Corp. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Final Payment for 1997 Thermoplastic Pavement Marking Councilman Gavin made a motion, seconded by Councilman Walters, to approve a final payment of $44 ,513 . 31 to Superior Road Striping, Inc. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Solid Waste Garbage and Refuse Contract Payments to Waste Management West Councilman Walters made a motion, seconded by Councilman Schock, to authorize an increase in the number of stops listed in the contract with Waste Management West by 101 to a new total of 19 , 989 which will remain in effect from July 1997 through December 1997 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment to Purchase of Service Agreement with Neighborhood Housing Services Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the proposed amendment which would require that any property conveyed by NHS to a third party be inspected by the Department of Code Administration and found to be in compliance with applicable ordinances . Councilman McKevitt made a motion, seconded by Councilman Walters, to amend the aforesaid motion to require that a cover letter to the prospective purchaser be provided with the inspection report clarifying exactly what is and is not included in the inspection, stating that the inspection is to determine code compliance only, that it is not a warranty, and suggesting that the purchaser obtain their own home inspection. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. ek The vote on the main motion as amended was as follows : Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting July 23, 1997 Page 4 ersk Interest Subsidy for 10-12 Douglas Avenue and Program Amendment on Special Business Loan Councilman McKevitt made a motion, seconded by Councilman Walters, to approve an amendment to the Special Business Loan for Building Improvement Program providing the City with the ability to approve an interest subsidy on a loan amount up to $150, 000 on new and previously approved projects . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendations of Riverside Treatment Plant Project Leadership Team on Nonshared Value Engineering Items Councilman Walters made a motion, seconded by Councilman Gavin, to approve the recommendation of the Riverside Treatment Plant Project Leadership Team regarding nonshared value engineering items . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Reorganization of the Human Resources Department Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed reorganization. tow Councilman Gavin made a motion, seconded by Councilwoman Yearman, to table this item. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters and Yearman. Nays : Mayor Kelly. Change in Principal Account Clerk Position in the Finance Department Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed change. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposal for Grant Writing Services from Charles Schrader and Associates Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the proposed agreement with Charles Schrader and Associates for $9 ,000 . 00 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman Walters made a motion, seconded by Councilman Gavin, to adjourn and go into Executive Session for the purpose of discussing the following matters : Litigation - exempt under Section 120/2 (c) ( 11) of Open Meetings Act Committee of the Whole Meeting July 23, 1997 Page 5 Appointments to Boards and Commissions - exempt under Section 120/2 (c) ( 3) of Open Meetings Act Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Whereupon, at 7 : 37 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 8 : 00 p.m. , the corporate authorities returned to open session for the City Council meeting. August 13, 1997 Dolonna Mecum, C ' ty Clerk Date Approved emk emk tow COMMITTEE OF THE WHOLE MEETING AUGUST 13, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Schock, to approve the minutes of the July 23, 1997, meeting. Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Access Agreement with Graziano Partners A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Consideration of 1997 Neighborhood Improvement Grant Applications Mayor Kelly suggested that they go through each of the grant submissions, conduct a "straw vote, " and give further consideration to those submissions which receive at least four votes . The following is the result of the "straw vote" which was held regarding the 25 grant applications : Grant Straw Organization Submission Title Request Vote Bubotto Fine Arts Art in the Park $14 , 925 2 Salons Association Eagle Heights Residents Various Improvements 14 , 900 7 Association to Eagle Heights Park (Phase I & II ) Eagle Heights Residents Sign Repair and 1 ,000 2 Association Elgin Fire Barn No. 5 Restore Historic 5, 000 3 Museum Fountain in Firefighters Memorial Park Elgin Fire Barn No. 5 Permanent Exterior 1, 500 3 Museum eft Gifford Park Association Street Name Signs 15, 000 6 Gifford Park Association Street Tree Planting 15, 000 1 Committee of the Whole Meeting August 13, 1997 Page 2 Northeast Neighborhood Tree Replacement 15, 000 1 Association Northeast Neighborhood N.E .N.A. Neighborhood 5, 500 4 Association Newsletter Original Eastside Traffic Circle 15, 000 5 Neighbors Parents and Teachers of Sign Enhancement 9 ,200 1 Hillcrest (PTH) Park Terrace Streambank Erosion 10, 000 7 Condominiums Control Save Our Streets Traffic Calming 15, 000 0 Devices Save Our Streets Neighborhood 5, 000 2 Landscaping Save Our Streets S .O.S . Kids Group 3, 190 6 Sports Equipment Save Our Streets Identify Banners 2 ,481 1 Save Our Streets Safe Neighborhood 2 ,250 0 School Benches Save Our Streets Newsletter Improvement 1 ,440 4 Save Our Streets Neighborhood Signs 1, 338 0 SouthEast Neighborhood Area Promotional 5, 000 0 Brochure SouthEast Neighborhood Avenue Display 3, 625 2 SouthEast Neighborhood Deconversion 3,000 4 Advertisement Program SouthEast Neighborhood Landscaping Wright Park 3,000 3 Vecinos Unidos Neighborhood Trash 6 , 000 1 Receptacles Washington Elementary "Preserve Our History" 13, 690 0 School (PTA) Committee of the Whole Meeting August 13, 1997 Page 3 Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the following eight items which received at least four votes and to fund the the Eagle Heights Residents Association request for sign repair and installation in the amount of $970 . Organization Submission Title Grant Eagle Heights Residence Association Park Improvement $ 14 , 900 Eagle Heights Residence Association Sign Repair/Installation 970 Gifford Park Association Street Name Signs 15, 000 Northeast Neighborhood Association of Elgin Newsletter 5,500 Original Eastside Neighbors Traffic Circle 15, 000 Park Terrace Streambank Stabilization Condominiums and Erosion Control 10, 000 Save Our Streets - S .O. S . Kids Group Sports Equipment 3, 190 Save Our Streets - S.O.S. Newsletter Improvement 1,440 SouthEast Elgin Neighbors Deconversion Advertising Program 3, 000 TOTAL $ 69, 000 Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1998 Budget and Financial Planning Process Discussion was held regarding the structure and timeframe for the City Council ' s early input regarding the budget and financial plan and soliciting citizen input . It was decided to start the August 27 , 1997 , Committee of the Whole meeting at 5 p.m. for City Council early input and to also begin the September 10, 1997 , Committee of the Whole meeting at 5 p.m. for input from citizens and representatives of the business community. Free Parking in the Downtown Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to approve the recommendations for free parking as outlined in the memorandum dated July 17 , 1997 . Yeas : Committee of the Whole Meeting August 13, 1997 Page 4 Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Extension of the Interest-free Period for Area III Discussion was held regarding the feasibility of amending the special assessment procedure to extend the period for interest free full payments beyond the 60-day period dictated in state statutes . Because of past practice and the complexities involved in amending the procedure at this point in the project, no action was taken. Cultural Arts Commission General Grant to Pioneer Memorial Foundation Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the grant to the Pioneer Memorial Foundation to support the printing of The American Eagle. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grant to David Powers Councilman Gavin made a motion, seconded by Councilman Gilliam, tow to approve the grant to David Powers for the installation of 7 At The Gates of Dawn. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grant with Elgin Community College as Fiscal Agent for "Up With People" Concert Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the grant to support the second performance of Up With People. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Community Development Block Grant (CDBG) Subrecipient Agreement - Centro de Informacion Councilman Walters made a motion, seconded by Councilman Schock, to approve the proposed agreement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Amendment No. 1 to an Agreement with Baxter & Woodman (Tyler Creek Interceptor Sewer - Phase V) Councilman Schock made a motion, seconded by Councilman Gavin, to approve the proposed agreement for a not-to-exceed amount of $16 , 000 and adjust the total value of the amended agreement to $180, 000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting August 13 , 1997 �r.. Page 5 E Riverside Drive Ramp Repair Contract Award Councilman Gavin made a motion, seconded by Councilman Schock, to award this contract to the low bidder, Illinois Hydraulic, for $31 , 032 , and to utilize Funding Option #3 (General Fund Contingency) . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Human Resources Department Reorganization Councilwoman Yearman made a motion, seconded by Councilman Walters, to remove from the table the motion made at the previous meeting to approve the proposed reorganization to eliminate the Deputy Director' s position and replace it with two other positions--a Personnel Technician and a Human Resource Generalist I . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Discussion was held regarding the proposed reorganization and affected personnel . The vote on said motion was as follows : Yeas : Councilmembers Gilliam, McKevitt, Schock, and Walters . Nays : Councilmembers Gavin, Yearman, and Mayor Kelly. Leaf Compost Testing Services Agreement Extension Councilman McKevitt made a motion, seconded by Councilman Gilliam, to approve the proposal from Environmental Monitoring and Technologies, Inc. in the amount of $6 , 713 for testing services at the Compost Facility. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1997 Leaf Collection Program Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve Alternate B, which expands the leaf bagging areas . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Schock, to adjourn and go into Executive Session for the purpose of discussing the following matters : Workers ' Compensation Claim - exempt as pending litigation under Section 120/2 (c) ( 11 ) of Open Meetings Act Litigation - exempt under Section 120/2 (c) ( 11) of Open Meetings Act Purchase of Property - exempt under Section 120/2 (c) (5) of Open Meetings Act Committee of the Whole Meeting August 13, 1997 Page 6 Discussion of Executive Session Minutes - exempt under Section 120/2 (c) ( 21) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, . Yearman and Mayor Kelly. Nays : None. Whereupon, at 7 : 45 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 8 : 15 p.m. , the corporate authorities returned to open session for the City Council meeting. ilP6‘,),v4L August 27 , 1997 Dolonna Mecum, ity Clerk Date Approved took. COMMITTEE OF THE WHOLE MEETING AUGUST 13, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Schock, to approve the minutes of the July 23, 1997 , meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Access Agreement with Graziano Partners A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of 1997 Neighborhood Improvement Grant Applications Mayor Kelly suggested that they go through each of the grant submissions, conduct a "straw vote, " and give further consideration to those submissions which receive at least four votes . The following is the result of the "straw vote" which was held regarding the 25 grant applications : Grant Straw Organization Submission Title Request Vote Bubotto Fine Arts Art in the Park $14, 925 2 Salons Association Eagle Heights Residents Various Improvements 14 ,900 7 Association to Eagle Heights Park (Phase I & II ) Eagle Heights Residents Sign Repair and 1,000 2 Association Elgin Fire Barn No. 5 Restore Historic 5, 000 3 Museum Fountain in Firefighters Memorial Park Elgin Fire Barn No. 5 Permanent Exterior 1 ,500 3 Museum enkk Gifford Park Association Street Name Signs 15, 000 6 Gifford Park Association Street Tree Planting 15, 000 1 vi the Whole Meeting August 13, 1997 Page 2 Northeast Neighborhood Tree Replacement 15,000 1 Association Northeast Neighborhood N.E .N.A. Neighborhood 5,500 4 Association Newsletter Original Eastside Traffic Circle 15,000 5 Neighbors �a east- grid Teachers of Sign Enhancement 9 ,200 1 Hillcrest (PTH) 10 ,000 7 Streambank Erosion Park Terrace Control 15,000 0 Condominiums Calming Traffic Save Our Streets Devices 5x000 2 Neighborhood Save Our Streets Landscaping SaVe Our 3 , 190 6 Wt.s Kids GrOUP meat 1 Streets Equip 2 ,481 Identify Banners 0 Ideas 2 ,250 Streets Neighborhood Save Our Safe N 4 Benches Save Our Streets school r Improvement 1 ,444 0 Newsletter 1,338 Streets Signs 0 Save Our Neighborhood 5 `p04 Save Our streets Area promotional 5 2 S Neighborhood Bt°Chute 3 ,625 Neiq � SouthEas Avenue Display 3 ,000 ast Neighborhood Dec nve cement program 3 444 3 SouthE Neighborhood Adverti ing Wtight ?at 6 , 4 1 40 5outhEast Landscap n hood Trash So uthEast eighbor h°od N e eta Uidos Receptacles 0 " g4 veCLos Out Ill story t ve Elementary as 1pTAl "School COMMITTEE OF THE WHOLE MEETING AUGUST 13, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Schock, to approve the minutes of the July 23, 1997, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Access Agreement with Graziano Partners A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Consideration of 1997 Neighborhood Improvement Grant Applications emw Mayor Kelly suggested that they go through each of the grant submissions, conduct a "straw vote, " and give further consideration to those submissions which receive at least four votes . The following is the result of the "straw vote" which was held regarding the 25 grant applications : Grant Straw Organization Submission Title Request Vote Bubotto Fine Arts Art in the Park $14 , 925 2 Salons Association Eagle Heights Residents Various Improvements 14 , 900 7 Association to Eagle Heights Park (Phase I & II) Eagle Heights Residents Sign Repair and 1, 000 2 Association Elgin Fire Barn No. 5 Restore Historic 5, 000 3 Museum Fountain in Firefighters Memorial Park Elgin Fire Barn No. 5 Permanent Exterior 1, 500 3 Museum Gifford Park Association Street Name Signs 15, 000 6 Gifford Park Association Street Tree Planting 15,000 1 , Committee of the Whole Meeting August 13, 1997 Page 2 Northeast Neighborhood Tree Replacement 15 , 000 1 Association Northeast Neighborhood N.E .N.A. Neighborhood 5,500 4 Association Newsletter Original Eastside Traffic Circle 15, 000 5 Neighbors Parents and Teachers of Sign Enhancement 9,200 1 Hillcrest (PTH) Park Terrace Streambank Erosion 10, 000 7 Condominiums Control Save Our Streets Traffic Calming 15, 000 0 Devices Save Our Streets Neighborhood 5, 000 2 Landscaping Save Our Streets S .O.S. Kids Group 3, 190 6 Sports Equipment Save Our Streets Identify Banners 2 ,481 1 Save Our Streets Safe Neighborhood 2 ,250 0 School Benches Save Our Streets Newsletter Improvement 1,440 4 Save Our Streets Neighborhood Signs 1, 338 0 SouthEast Neighborhood Area Promotional 5, 000 0 Brochure SouthEast Neighborhood Avenue Display 3, 625 2 SouthEast Neighborhood Deconversion 3 , 000 4 Advertisement Program SouthEast Neighborhood Landscaping Wright Park 3, 000 3 Vecinos Unidos Neighborhood Trash 6 , 000 1 Receptacles Washington Elementary "Preserve Our History" 13, 690 0 School (PTA) Committee of the Whole Meeting August 13, 1997 Page 3 Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the following eight items which received at least four votes and to fund the the Eagle Heights Residents Association request for sign repair and installation in the amount of $970 . Organization Submission Title Grant Eagle Heights Residence Association Park Improvement $ 14 ,900 Eagle Heights Residence Association Sign Repair/Installation 970 Gifford Park Association Street Name Signs 15, 000 Northeast Neighborhood Association of Elgin Newsletter 5,500 Original Eastside Neighbors Traffic Circle 15, 000 Park Terrace Streambank Stabilization Condominiums and Erosion Control 10, 000 Save Our Streets - S .O. S . Kids Group Sports Equipment 3 , 190 Save Our Streets - S .O.S. Newsletter Improvement 1,440 SouthEast Elgin Neighbors Deconversion Advertising Program 3, 000 TOTAL $ 69, 000 Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1998 Budget and Financial Planning Process Discussion was held regarding the structure and timeframe for the City Council ' s early input regarding the budget and financial plan and soliciting citizen input . It was decided to start the August 27, 1997, Committee of the Whole meeting at 5 p.m. for City Council early input and to also begin the September 10, 1997 , Committee of the Whole meeting at 5 p.m. for input from citizens and representatives of the business community. Free Parking in the Downtown eft Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to approve the recommendations for free parking as outlined in the memorandum dated July 17, 1997 . Yeas : Committee of the Whole Meeting August 13, 1997 Page 4 Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Extension of the Interest-free Period for Area III Discussion was held regarding the feasibility of amending the special assessment procedure to extend the period for interest free full payments beyond the 60-day period dictated in state statutes . Because of past practice and the complexities involved in amending the procedure at this point in the project, no action was taken. Cultural Arts Commission General Grant to Pioneer Memorial Foundation Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the grant to the Pioneer Memorial Foundation to support the printing of The American Eagle. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grant to David Powers Councilman Gavin made a motion, seconded by Councilman Gilliam, olow to approve the grant to David Powers for the installation of 7 At The Gates of Dawn. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grant with Elgin Community College as Fiscal Agent for "Up With People" Concert Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the grant to support the second performance of Up With People. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None . Proposed Community Development Block Grant (CDBG) Subrecipient Agreement - Centro de Informacion Councilman Walters made a motion, seconded by Councilman Schock, to approve the proposed agreement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment No. 1 to an Agreement with Baxter & Woodman (Tyler Creek Interceptor Sewer - Phase V) Councilman Schock made a motion, seconded by Councilman Gavin, to approve the proposed agreement for a not-to-exceed amount of $16 ,000 and adjust the total value of the amended agreement to eft $180, 000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting August 13, 1997 Page 5 Riverside Drive Ramp Repair Contract Award Councilman Gavin made a motion, seconded by Councilman Schock, to award this contract to the low bidder, Illinois Hydraulic, for $31, 032, and to utilize Funding Option #3 (General Fund Contingency) . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Human Resources Department Reorganization Councilwoman Yearman made a motion, seconded by Councilman Walters, to remove from the table the motion made at the previous meeting to approve the proposed reorganization to eliminate the Deputy Director' s position and replace it with two other positions--a Personnel Technician and a Human Resource Generalist I . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Discussion was held regarding the proposed reorganization and affected personnel . The vote on said motion was as follows : Yeas: Councilmembers Gilliam, McKevitt, Schock, and Walters . Nays : Councilmembers Gavin, Yearman, and Mayor Kelly. Leaf Compost Testing Services Agreement Extension Councilman McKevitt made a motion, seconded by Councilman Gilliam, to approve the proposal from Environmental Monitoring and Technologies, Inc. in the amount of $6 , 713 for testing services at the Compost Facility. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1997 Leaf Collection Program Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve Alternate B, which expands the leaf bagging areas . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Schock, to adjourn and go into Executive Session for the purpose of discussing the following matters : Workers ' Compensation Claim - exempt as pending litigation under Section 120/2 (c) ( 11) of Open Meetings Act Litigation - exempt under Section 12012 (c) ( 11) of Open Meetings Act eft Purchase of Property - exempt under Section 120/2 (c) (5) of Open Meetings Act Committee of the Whole Meeting August 13, 1997 Page 6 Discussion of Executive Session Minutes - exempt under Section 120/2 (c) (21 ) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None. Whereupon, at 7 : 45 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 8 : 15 p.m. , the corporate authorities returned to open session for the City Council meeting. ilki7PIA„‹L August 27 , 1997 Dolonna Mecum, ity Clerk Date Approved COMMITTEE OF THE WHOLE MEETING AUGUST 27, 1997 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Kelly at 5 : 05 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam (arrived at 5 : 18 p.m. ) , McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the minutes of the August 13, 1997, meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. City Council Early Input for 1998 Budget and 1998-2002 Financial Plan At the beginning of the budget discussion, Mayor Kelly suggested waiting to sell the 30 acres along Randall Road until after Spartan Drive is completed in that it would be more profitable to sell developed land than raw land. This would mean reprogramming the proceeds from the sale of the land from 1999/2000 to the years 2001/2002 . No one had any objection to this suggestion. Mayor Kelly also pointed out that currently there is a shortfall in the five-year financial plan of approximately $4 . 2 million for the golf course, Shales Parkway and McLean Boulevard. Individual Councilmembers gave their views and priorities regarding the 1998 budget and five-year financial plan. This included but was not limited to the following items : Move the neighborhood storm sewer construction up to begin in 1998 . Additional staffing for Public Works . Add Bluff City Cemetery roadway repairs to the 1998 budget and five-year plan. Improve public infrastructure maintenance and consider using contract services for snow plowing of narrow streets and cul-de-sacs . Update the subdivision code and zoning code to reconcile them with the Far West Area Plan. Also update the comprehensive plan. Consider a 25-year replacement cycle for streets . Allocate additional money towards maintenance and consider use of outside contractors for some things . Support the Police Department ' s request to hire civilians in order to put more sworn officers on the street. Committee of the Whole Meeting August 27, 1997 Page 2 Support the request for additional code inspectors and another Hispanic outreach worker. Consider a funding commitment to implement acceptance of the Unlawful Residential Uses Task Force' s report. Repair Willard Avenue. Restructure North McLean Boulevard. Begin accumulating funds for a new park or golf course on the west side of Elgin. Truancy officer for the Police Department Investigate storm sewer situation and consider recommendations from Hey and Associates . Decision needs to be made regarding the Borden Building and 56 Water Street. More extensive repairs need to be made to Riverside Drive. Joint project with Kane County regarding expanding the bike path. Improved maintenance of parks . Funding relating to the new historic district. Continued funding for the Boys and Girls Club and Elgin Recreation Center. Need to make decision about the current library building if the referendum passes and a new library is built. Fund the $1 million tax rebate again. Allocate funds for 1999 and 2000 for surface parking in the area of the Borden Building and 56 Water Street . Consider allocation of $150, 000 in 1998 and $200, 000 in 1999 for the bike path and $100, 000 towards depot renovation. Additional maintenance staffing and consider the possibility of using outside contractors . Consider allocating funds towards a recreation center or additional swimming pool . Acquisition of open land. Consider raising the amount projected from riverboat revenue. Consider reprogramming the $915,000 currently allocated for METRA improvements and applying toward McLean Boulevard reconstruction. Reconsider need for additional fire station in 2001 . Obtain cost for in-line skating facility. Consider including State Street between Highland Avenue and Chicago Street in the Highland Avenue street lighting project. Elgin Public Museum Discussion was held regarding hiring an architect to evaluate the Elgin Public Museum building and to design improvements to bring it in compliance with ADA and building code requirements in 1998 . It is estimated that those improvements would cost approximately $600, 000 to $700, 000 . If this is done, then the $2 . 7 million designated in the budget for 1999 for the museum can be reprogrammed to offset the shortfall for Shales Parkway, the new golf course, and the McLean Boulevard reconstruction project. Committee of the Whole Meeting August 27, 1997 Page 3 Councilman McKevitt made a motion, seconded by Councilman Gilliam, to analyze making the improvements to the museum in 1998 to make it comply with ADA and building code requirements and reprioritize the funding of $2 . 7 million currently programmed for the museum in 1999 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Gilliam made a motion, seconded by Councilwoman Yearman, to recess the meeting and go into Executive Session for the purpose of discussing the following matters : Litigation - exempt under Section 120/2(c) ( 11 ) of Open Meetings Act Workers ' Compensation Claim - exempt as pending litigation under Section 120/2 (c) ( 11) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Whereupon at 6 :20 p.m. , the Corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 6 : 47 p.m. , the corporate authorities returned to open session. eft Big Timber Road Sewer Extension Easement - IDI Development A resolution to accept the sewer line easement from Industrial Development International will be presented at tonight ' s Council meeting for adoption by the City Council . Consideration of National Watch Historic District Designation A presentation regarding the above was made by the Elgin Heritage Commission which included the following: reasons for designating a historic district, process which has been followed for historic designation, benefits of historic designation, including local and state grant programs, clarification regarding misconceptions with reference to the cost of repairs and improvements to homes in a historic district, implementation of the recently adopted Elgin Design Guideline Manual , and a slide presentation highlighting some of the architecturally and historically significant properties in the proposed district. Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed Elgin National Watch Historic District with the boundaries as originally recommended by the Heritage Commission. Councilman Gavin made a motion, seconded by Councilman Yearman, to amend the aforesaid motion to remand the matter back to the Heritage Commission for a public hearing on Option A as an alternative district . Councilmembers Gavin, Yearman, and Mayor Kelly stated that Option A would exclude the majority of the Committee of the Whole Meeting August 27, 1997 Page 4 homeowners who do not want to be in a historic district but would still include the majority of homeowners who do want to be in a historic district. Councilmembers Gilliam, McKevitt, Schock, and Walters stated they believe that including all the proposed properties will preserve property values, that it will be a benefit and upgrade the southeast area of Elgin, and that sending it back to the Heritage Commission to consider an alternate area would be unfair to those people who followed the rules and participated in the process originally. The vote on the motion to amend (Option A) was as follows : Yeas : Councilmembers Gavin, Yearman, and Mayor Kelly. Nays : Councilmembers Gilliam, McKevitt, Schock, and Walters . The vote on the original motion (boundaries as originally proposed) was as follows : Yeas : Councilmembers Gilliam, McKevitt, Schock, and Walters . Nays : Councilmembers Gavin, Yearman, and Mayor Kelly. Change Order No. 1 and Final - Parr Electric City Hall Remodeling Project Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to approve the proposed change order. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposal for School Liaison Officer for Central High Alternative Program (Gifford High School) Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the proposed partnership with School District U-46 to establish the position of School Liaison Officer at the Central High School Alternative Program. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilmember Gilliam abstained due to a conflict of interest. Councilwoman Yearman: I would like it in the record that I object to Councilman Schock voting on this issue, because I believe it is a conflict of interest . Councilman Schock: I would like to have it inserted in the record that the City of Elgin ' s legal counsel has assured me that it is not a conflict of interest under any stretch of the imagination or definition of the law, and therefore, I have no second thoughts about participating in the vote. Councilman Gilliam: Let me say this . When it comes to a legal issue, I think Councilman Schock is right that there is no conflict. I have voted all along--since I 've been on this Council--on issues connected to the district I have made the Committee of the Whole Meeting August 27, 1997 Page 5 stand that I will not do that. I don' t think that if I voted for it I 'd be illegal . I just do it. That' s just me. It 's not a legality. It ' s a preference I have. Proposal for Truancy Ordinance Councilman Walters made a motion, seconded by Councilman Gilliam, to approve the proposed truancy ordinance and enter into the truancy program partnership with School District U-46 , the Kane County Regional Office of Education and the court system and assign a Police Officer/Truancy Officer to focus on the problem of truancy and juvenile crime. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Installation of Two-way Stop at Intersection of North Worth Avenue and Oakley Avenue Councilman Gilliam made a motion, seconded by Councilman Walters, to authorize the establishment of a two-way stop at the intersection of North Worth Avenue and Oakley Avenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Final Payment and Acceptance of 1995 Neighborhood Street Rehabilitation Project - Augusta/St. John Councilman Walters made a motion, seconded by Councilwoman Yearman, to accept the completed project and authorize a final payment of $6, 078 . 31 to Maneval Construction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Final Payment and Acceptance of the 1995 Slade Avenue Streetscape and Rehabilitation Project Councilman Gavin made a motion, seconded by Councilman Gilliam, to accept the completed project and authorize a final payment of $7,4334 . 39 to Maneval Construction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization to Purchase Equipment - Department of Justice COPS Block Grant 1996 Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the sole source bid from Court Vision Communication, Inc . to purchase a video bonding system for $60,680 . 13 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, emk Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting August 27, 1997 Page 6 fow Approval of Contract with Illinois Department of Transportation for Congestion, Mitigation and Air Quality Program_ Grant for U.S. 20 Bike Path Councilman Gavin made a motion, seconded by Councilman Schock, to approve the C .M.A.Q. Grant contract with I .D.O.T. for the design and construction of the Sports Complex/Elgin Community College bike path. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Approval of Contract with Dames and Moore, Inc. for Engineering Services for Congestion, Mitigation and Air Quality Program for U.S. 20 Bike Path Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the contract with Dames and Moore, Inc. for engineering consulting services for the C.M.A.Q. Route 20 Bike Pat Project for $34 ,453 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilmember McKevitt made a motion, seconded by Councilmember Gavin, to adjourn the meeting. Yeas : Councilmembers Gavin, k Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Meeting adjourned at 7 : 53 p.m. ill September 10, 1997 Dolonna Mecum, City Clerk Date Approved eft COMMITTEE OF THE WHOLE MEETING SEPTEMBER 10, 1997 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Kelly at 5 : 05 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor .Kelly. Absent: None. Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the minutes of the August 27, 1997, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Public Input on 1998 Budget and 1998-2002 Five-Year Financial Plan The City Council received the following input from citizens and representatives from various organizations regarding the City' s spending priorities . Expand the COP on the block. City funding of the curfew program. Additional support for the City' s social work department. Bike path along Randall Road. Additional garbage cans in Lord ' s Park, flower boxes downtown, and additional street lighting on Jefferson Avenue. Suggestion that a new laborer position be created to float between Public Works and Parks and Recreation Departments . Continue the resident officer program and expand the community restitution program. Systematic inspections for all housing--not just rental units . Prioritize projects that were removed last year from the five-year financial plan. Put Lord ' s Park Phase II improvements back into the budget. Improvements to the public alley behind the Bode/Willard apartment complex. Council ' s support of the Gail Borden Public Library referendum and possible use of current library facility for senior citizen housing or art center. Enhancement to entryway corridors by encouraging businesses to improve their properties . Entryway park at Douglas and Kimball . Additional waste receptacles along Dundee Avenue with bilingual signage about respecting the neighborhood. Incentive program to encourage restaurants and other businesses to locate downtown. low Lighting and repairs to alleys in the Northeast neighborhood area. Replace trees that are removed. Committee of the Whole Meeting September 10, 1997 Page 2 Bike lanes in downtown area. Allocation of $300, 000 for historic rehabilitation in that there are now three historic districts . More support for McKinley Park playground project. Two recreational centers and private membership center with more amenities . Completion of Planning Department 1997 objective regarding the Northeast neighborhood. Additional Hispanic outreach workers and use of summer interns to provide education regarding traffic and code regulations . Funding for weekend and evening code inspectors . Additional ROPE officers . Increased traffic enforcement regarding speeding and loud music . Continual funding for various social service agency programs . Additional funding for summer programs in neighborhoods, particularly in the Fremont/Gifford Street area and southeast portion of Elgin. Discontinue support for organization which publishes "The Voice. " City' s participation in preapprentice program for carpentry, plumbing, and electrical for at-risk youth. Aquatic center in Elgin. Resumption of street crack sealing program. Comprehensive development plan for riverfront to include compilation of previous plans . New waste receptacles for Chicago Street area. Additional flower planters for downtown area and purchase of water truck for Park Department. Purchase of NBD Bank Building in order to control the use of the building. Design guidelines for downtown buildings . Improvement of the City' s web page . Additional holiday decorations . Facade project for the building which houses the Parks and Recreation Department, Elgin Symphony Orchestra, and New Century Partnership. Funding flexibility for youth programs because of continually rising costs . Incentives for small businesses for building rehabilitation. Reduce bonded debt to decrease interest costs . Funding for Randall Ridge neighborhood park. Recess Councilman Gilliam made a motion, seconded by Councilman McKevitt, to go into executive session for the purpose of discussing the following matters : Workers ' Compensation Claim - exempt as pending litigation under Section 120/2 (c) ( 11 ) of Open Meetings Act Committee of the Whole Meeting September 10, 1997 Page 3 Litigation - exempt under Section 120/2 (c) ( 11) of Open Meetings Act Purchase of Property - exempt under Section 120/2 (c) (5) of Open Meetings Act Sale of Property ( setting price) - exempt under Section 120/2 (c) ( 6 ) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Whereupon at 6 : 21 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 : 17 p.m. , the corporate authorities returned to open session. The meeting resumed at 7 : 17 p.m. Real Estate Sales Contract with Colonial Enterprises, Inc. for Open Space Property A resolution for execution of the aforementioned sales contract will be considered for adoption at tonight ' s Council meeting. Public Hearing on Proposed Tree Ordinance Mayor Kelly declared the public hearing open. Parks and Recreation Director Meyers highlighted the proposed ordinance considered by the City Council at its May 14, 1997 , meeting. She described the proposed compromise reached by the review committee, which basically involves a change in the tree replacement method. She reviewed the benefits of having a Tree Ordinance . Comments from other members of the review committee and citizens included emphasizing the importance of a systematic approach, urging the City to inventory the trees and devote greater resources to tree programs, need for a forestry inspector to insure that developers take proper inventory, and establishment of a commission to address and raise awareness of environmental issues and perform a tree inventory. The City Council was urged to pass a Tree Ordinance and devote more funding toward tree programs . Mayor Kelly declared the public hearing closed. Councilmembers discussed the proposed Tree Ordinance, the eft compromise regarding tree replacement, and cost associated with enforcing the ordinance. Some Councilmembers questioned why a Tree Ordinance is needed in view of the regulations that already exist . Other Councilmembers stated they did not believe passage Committee of the Whole Meeting September 10, 1997 Page 4 of the proposed Tree Ordinance would have any adverse affect or result in additional costs to the City. Councilman McKevitt made a motion, seconded by Councilman Gavin, directing that staff prepare a tree ordinance which is basically a summation of all the various existing ordinances regarding trees and landscape requirements . There specifically is to be no new reference to mandatory replacement. The provisions in the existing code that call for mandatory replacement may continue to exist . No new restrictions are to be included regarding private property; however, the existing provisions may remain. Further, the proposed Tree Ordinance and the recommended compromise regarding tree replacement should be used as a guideline for developers and the Planning Department to use in their review process . Yeas : Councilmembers Gavin, McKevitt, Yearman, and Mayor Kelly Kelly. Nays : Councilmembers Gilliam, Schock, and Walters . New Liquor License Classification to Allow Liquor Sales Via the Internet Councilmembers discussed the possibility of enforcement problems in prosecuting the possible sale of liquor to minors via the Internet . Councilman Gavin made a motion, seconded by Councilman Gilliam, to establish a new liquor license class which would permit the sale of liquor via the Internet. Yeas : Councilmembers Gavin and Gilliam. Nays : Councilmembers McKevitt, Schock, Walters, Yearman and Mayor Kelly. 1997/1998 Self-Insurance Program Renewal Councilman Gilliam made a motion, seconded by Councilman Gavin, to approve renewal of the City' s limited self-insurance program as proposed by Lundstrom Insurance and outlined in the September 5, 1997 , agenda memorandum. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Proposed Installation of Two-way Stop at 11 Various Intersections Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to approve the recommendation for installation of two-way stop signs . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting September 10, 1997 Page 5 Recommendation from Neighborhood Services Committee for Proposed All-way Stop at West Chicago and Crystal Streets Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the establishment of a four-way stop at West Chicago Street and South Crystal Avenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Big Timber Road Sewer Easement Extension with IDI Development Councilman Gavin made a motion, seconded by Councilwoman Yearman, to accept the sewer line easement from Industrial Development International . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Board-up Requirements for Vacant Structures Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the suggestion contained in the September 2, 1997 , agenda memorandum, exempting the requirement for licensing fees . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. e► Purchase of Bituminous Patching Mixtures - Motor Fuel Tax Purchases Councilman Walters made a motion, seconded by Councilwoman Yearman, to accept quotations for Group I from Central Black Top ( $22/ton) , Allied Asphalt ( $20 . 85/ton) and Harry Kuhn ( $21 . 25/ton) , and to accept quotations for Group II from Harry Kuhn ( $33 . 40/ton) , Allied Asphalt ( $26/ton) and Arrow Road Construction ( $75/ton) . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Proposal for Hauling of Fill Material to Randall Ridge Park Councilman Schock made a motion, seconded by Councilman Walters, to approve the contract with Stan White Trucking and Excavation to move 3, 000 yards of overburden from the mining operation to Randall Ridge Park at a cost of $8,700 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendments to Residential Rehabilitation Grant Ordinance Councilman Schock made a motion, seconded by Councilman Gavin, to approve the amendments as proposed. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting September 10, 1997 Page 6 Access Agreement with Lipton for Environmental Testing on City-owned Property Councilman Walters made a motion, seconded by Councilman McKevitt, to enter into an access agreement with Lipton for environmental testing on City-owned property adjacent to property owned by Lipton at 775 Laurel Street. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting was recessed at 8 : 23 p.m. and resumed at 9 :48 p.m. Project Leadership Team for Sports Complex Golf Course Mayor Kelly made a presentation regarding the Parks and Reclamation Task Force ' s progress to date regarding the proposed new golf course and the various complexities involved in the project. Councilman Gilliam made a motion, seconded by Councilman Walters, to direct the Corporation Counsel to prepare a resolution establishing a Project Leadership Team for the purpose of advising, assisting, and recommending to the City Council policies for the design and construction of a new golf course at the city' s sports complex. The Project Leadership Team for the new golf course should be composed of nine members to include Robert Malm, Interim City Manager; Monica Meyers , Director of Parks and Recreation; Jim Nowicki, Finance Director; Ed Schock, City Councilman; John McKevitt, City Councilman; Robert Hoffer, Parks and Reclamation Task Force; Tom Rakow, Parks and Reclamation Task Force; Craig Lamp, Parks and Recreation Board; and Larry Deibert, Water Director. Members should serve until the termination of the Project Leadership Team with any vacancies to be filled by City Council appointment. The Project Leadership Team should remain in existence until the golf course has been designed, constructed and opened for play. Yeas : Councilmembers Gilliam, McKevitt, Schock, and Walters . Nays : Councilmembers Gavin, Yearman, and Mayor Kelly. Appointing Members to Boards and Commissions Mayor Kelly reviewed the current board and commission appointment procedures and read a July 1995 letter he received from Attorney Stewart Diamond in response to his inquiry regarding the powers of the Mayor and City Manager. Councilman Gilliam made a motion, seconded by Councilman McKevitt, to direct the Corporation Counsel to prepare ordinances which provide for the City Council to make all appointments to the City' s Civil Service Commission, Board of Fire and Police Commissioners , Commission on Human Relations, Elgin Image Advisory Commission, Board of Health, Parks and Recreation Board, Board of Examiners of Stationary Engineers - Stationary Engineer Committee of the Whole Meeting September 10, 1997 Page 7 Licensing, Building Commission, Electrical Committee, Warm Air Heating Committee, Plumbing Committee, Hemmens Advisory Board, Elgin Heritage Commission and Cultural Arts Commission. Mayor Kelly questioned the legality and enforceability of the aforesaid motion and suggested that a determination of the legality under the laws of the State of Illinois be determined prior to taking action. Councilwoman Yearman made a motion, seconded by Councilman Gavin, to amend the aforesaid motion to require that all future board and commission appointments be considered in open session rather than executive session. Yeas : Councilmember Yearman. Nays : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. The vote on the original motion was as follows : Yeas : Councilmembers Gilliam, McKevitt, Schock, and Walters . Nays : Councilmembers Gavin, Yearman, and Mayor Kelly. Adjournment Councilman Gilliam made a motion, seconded by Councilman Schock, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 10 : 45 p.m. September 24 , 1997 Dolonna Mecum, City Clerk Date Approved eift COMMITTEE OF THE WHOLE MEETING SEPTEMBER 24, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 37 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Gavin noted that the vote on the motion to amend on page seven of the draft minutes should be corrected to reflect that the vote was six "yeas" and one "nay. " Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the minutes of the September 10, 1997 , meeting, as corrected. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Cook County Automobile Dealership Incentive Program (Biggers Chevrolet) Councilwoman Yearman made a motion, seconded by Councilman Walters, to enter into a participation agreement with Jerry Biggers Chevrolet, Inc. for the investment grant facet of the Cook County Automobile Dealership Incentive Program. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Lease Agreement with Gail Borden Library for Police Services Councilman Schock made a motion, seconded by Councilman McKevitt, to renew the agreement with the Gail Borden Public Library with the same financial participation. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Izaak Walton League Annual Lease Agreement Councilman Gavin made a motion, seconded by Councilman Walters, to approve the lease agreement with the Izaak Walton League. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Change Order No. 1 for the Riverside Water Treatment Plant Expansion Councilman McKevitt made a motion, seconded by Councilman Gavin, to authorize the execution of the deductive Change Order No. 1 in tow the amount of $293, 120 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting September 24, 1997 Page 2 Change Order No. 1, Final Payment and Acceptance of 1995 Traffic Signal Painting Councilman Gilliam made a motion, seconded by Councilman Walters, to authorize execution of Change Order No. 1, accept the completed project and authorize a final payment of $2 , 800 to Ron Baker Painting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Vacation of Capital Street Right-of-way Access Easement Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the vacation of the Capital Street Right-of-way Access Easement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization to Purchase Equipment from Drug Asset Forfeiture Funds and Department of Justice COPS Grant Councilman Gavin made a motion, seconded by Councilman Walters, to authorize the purchase of 15 personal computers for $17 , 070 from DTK Computers, Inc. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. eft Sale of Cemetery Lots to Congregation Kneseth Israel Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the sale of 350 cemetery lots at Bluff City Cemetery for the sales price of $126 , 000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Cultural Arts Commission General Grant to Renz Addiction Counseling Center for Second Annual Latin American Theatre Festival Councilman McKevitt made a motion, seconded by Councilman Schock, to approve a grant for $1,290 to support Renz Addiction Counseling Center' s Second Annual Latin American Theatre Festival . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Suggestion to Meet with Members of Kane County Board Councilman Yearman stated that Elgin representatives of the Kane County Board would like to meet with the City Council to discuss several matters . Interim City Manager Malm was asked to contact said board representatives to schedule a meeting at one of the City Council ' s regular October meetings . 4 Committee of the Whole Meeting September 24 , 1997 Page 3 Adjournment Councilman Gavin made a motion, seconded by Councilwoman Yearman, to adjourn and go into Executive Session for the purpose of discussing the following matters : Purchase of Property - exempt under Section 120/2 (c) ( 5) of Open Meetings Act Workers ' Compensation Claim - exempt as pending litigation under Section 120/2 (c) ( 11 ) of Open Meetings Act Sale of Property ( setting price) - exempt under Section 120/2 (c) ( 6 ) of Open Meetings Act Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Specific Employees of the Public Body - exempt under Section 120/2 (c) ( 1 ) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Whereupon, at 6 : 47 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 8 : 12 p.m. , the corporate authorities returned to open session and commenced the City Council meeting. October 8, 1997 Dolonna Mecum, City Clerk Date Approved rft. } COMMITTEE OF THE WHOLE MEETING OCTOBER 8, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Absent : Councilmember McKevitt . Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Walters , to approve the minutes of the September 24 , 1997 , meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. MSWR Real Estate LLC - Class 6b Eligibility A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Standards for Temporary Emergency Shelters Councilman Walters made a motion, seconded by Councilman Schock, to adopt the proposed ordinance providing for conditions to low operate temporary overnight shelters . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Architectural Services Agreement for Improvements to the Elgin Public Museum Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed architectural services contract with Dahlquist and Lutzow for an amount not to exceed $60, 937 plus a maximum of $5, 000 reimbursables . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Request to Extend the Expiration Date for Ordinance G56-96 Granting a Conditional Use (221-229 National Street) Councilman Gilliam made a motion, seconded by Councilman Gavin, to approve Alternate #2 , which extends the expiration date of the Conditional Use Ordinance No. G56-96 to April 23, 1998 , with the condition that the recommended aesthetic improvements be completed by October 23, 1997 . Councilman Schock made a motion, seconded by Councilwoman Yearman, to amend the aforesaid motion to provide that the date for making the recommended aesthetic improvements or demolition of the building be extended to November 15, 1997 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting October 8, 1997 Page 2 The vote on the amended motion was as follows : Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Senior Citizen Property Tax Rebate Program Councilman Gavin made a motion, seconded by Councilman Walters, to approve revising the present ordinance regarding the Senior Citizen Mobile Home Rebate Program to authorize payment of the rebate to senior citizens owning mobile homes in the Cook County portion of Elgin, who do not pay the Mobile Home Local Service Tax. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Intergovernmental Agreement with Kane County Regarding Roadway Access to Randall Road Planning Director Dahlstrom reviewed the Intergovernmental Agreement proposed by Kane County for Randall Road access . This agreement would extend a prior agreement with Kane County for include access points from Interstate 90 north to Illinois Route 72 . Mr. Dahlstrom pointed out that the proposed agreement is substantially different from the prior agreement in that intersection improvements would have to be paid for by the City or developers . The various proposed access points, costs, '` impact, and other related issues were discussed by the Council . The Council stated that they did not want to take any action until after discussing this matter with the Elgin representatives of the Kane County Board at the meeting to be held with them on October 22 . Authorization for Final Payment and Acceptance of 1997 South McLean Boulevard Resurfacing Project Councilwoman Yearman made a motion, seconded by Councilman Gavin, to accept the completed project and authorize the final payment of $7 , 894 . 98 to Allied Asphalt Paving Company. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Agreement with Kane County for Temporary Signals at Randall Road and College Green Drive Councilman Gavin made a motion, seconded by Councilwoman Yearman, to authorize sending a letter to Kane County to install traffic signals at the above intersection at the City' s expense and to fund payment of said project from 1997 unallocated riverboat funds . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None . eft Committee of the Whole Meeting October 8, 1997 Page 3 Blanket Utility Easement Agreement for Willow Bay Club Subdivision Councilman Walters made a motion, seconded by Councilman Schock, to accept the proposed easement agreement. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment to Facade Improvement Program Project for 221-223 East Chicago Street Councilman Walters made a motion, seconded by Councilman Gilliam, to approve the proposed amendment to the Facade Improvement Program Project for 221-223 East Chicago Street to provide for a partial restoration project. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1997 Leaf Collection Contract Amendment No. 8 with Waste Management-West Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to table this item to the October 22, 1997, meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. em" CDBG-Funded Architectural Services for Community Crisis Center Health Clinic Councilwoman Yearman made a motion, seconded by Councilman Walters, to award this contract to Dahlquist & Lutzow Architects in the amount of $10, 500. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Mandatory Retirement for Police Officers Councilman Gavin made a motion, seconded by Councilwoman Yearman, to repeal the current mandatory retirement age ordinance. A discussion was held regarding the ramifications of the repeal . No current Elgin police officers will be affected by this ordinance until the year 2004 . It was suggested the City obtain information regarding the State Police Department ' s physical fitness criteria. The Secretary of Health and Human Services is required to submit a report which reviews and examines available ability assessment tests within 2 years and develop guidelines for such test within 3 years . It was suggested that perhaps the current ordinance not be repealed until after these guidelines have been developed. The motion and second were withdrawn. The Council asked that the matter be brought back after additional information has been obtained. Committee of the Whole Meeting October 8, 1997 Page 4 Illinois Municipal Retirement Fund Pension Legislation Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve both programs, IMRF Early Retirement Incentive (ERI ) and Military Service Credit Election. Discussion was held regarding the financial and staffing ramifications of approving the Early Retirement Incentive. The motion and second were withdrawn. The Council directed staff to poll the 45 employees that will qualify to take advantage of the Early Retirement Incentive should the Council approve the program and present additional information to the Council for its consideration. Emergency Medical Service Laptop Computers Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to approve the purchase of four Panasonic CF35 laptop computers from Government Technology Services, Inc. for a total cost of $11 , 784 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters , Yearman and Mayor Kelly. Nays : None. The Council recessed R 7 : 54 P.M. and went into the Council meeting. The meeting resumed at 8 : 20 p.m. Councilman Gavin made a motion, seconded by Councilman Gilliam, to adjourn and go into Executive Session for consideration of information regarding Appointment, Employment or Dismissal of Employee - exempt under Section 120/2 (c) ( 1) of Open Meetings Act, to be followed by immediate adjournment without returning to open session. Whereupon, at 8 : 21 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matter, followed by adjournment at 9 : 05 p.m. without returning to open session. October 22 , 1997 Dolonna Mecum, City Clerk Date Approved • COMMITTEE OF THE WHOLE MEETING OCTOBER 22, 1997 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Kelly at 5 : 42 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Absent: None. Joint Meeting with Elgin Members of Kane County Board The Council met with the following members of the Kane County Board: Mike McCoy (Kane County Board Chairman) , Dennis Kosinski, I)on Wolfe, Cathy Hurlbut, Jackie Tredup, Don Rage, and Jack Cook, (Kane county Forest Preserve Commission Chairman) . Items discussed included the Forest Preserve ' s contribution toward Walton Island improvements, update on the railroad right-of-way for the bike path, consideration by the Kane County Board of acquiring the former NBD Bank Building for the administrative offices of various Kane County Departments, storm water management regarding Blackberry Creek and Tyler Creek, acquisition by the City of property for the Otter Creek lift station, and. Randall Road access for the MCDLF property. It was agreed that more frequent meetings between the City Council and County Board would be beneficial . After a brief recess, the meeting resumed at 6 : 54 p.m. Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Walters , to approve the minutes of the October 8 , 1997 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilmember McKevitt voted present. Request to Set a Public Hearing for an Amendment to the Annexation Agreement between the City of Elgin and Randall Lakes Limited Partnership (PanCor) , Successor to Bartels Farming Corporation A motion to set the requested public hearing will be considered at tonight ' s Council meeting. Discussion of Leaf Collection Program Discussion was held regarding complaints from residents in neighborhoods that were added to the leaf bagging program for 1997 . Councilwoman Yearman made a motion, seconded by Councilman Gavin, that the City again collect leaves by mechanical means in those e'' neighborhoods where mechanical pickup was used in 1996 until the first snowfall . After the first snowfall when Public Works ' Committee of the Whole Meeting October 22, 1997 Page 2 emk trucks are converted for snowplowing, residents will be required to bag whatever leaves are remaining. Those residents who are able to bag their leaves are encouraged to continue to do so, and the program will again be reviewed for 1998 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters , Yearman, and Mayor Kelly. Nays : Councilmember Schock. Central Business District Street Light and Sidewalk Project Acceptance and Change Order No. 1 Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to approve Change Order No. 1 in the amount of $10, 914 . 24 and accept the completed project. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization Final Payment and Acceptance of Raising the Berm at the Temporary Lagoon at the South McLean Boulevard Lime Residue Lagoon Facility Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to accept the completed project and authorize the final payment of $7 , 542 . 90 to Martam Construction, Inc . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Borden Building Fire Damage Report Councilman Walters made a motion, seconded by Councilman Schock, to approve Option 3 (remove bridge structure and fire damaged roof areas and walls) using Funding Option 3 (general fund contingency) . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Discussion of Dates for Public Hearings for the 1998 Community Development Block Grant Program Councilman Walters made a motion, seconded by Councilwoman Yearman, to set the hearing and worksession dates for the 1998-99 CDBG Program for January 6, February 5, February 19 and April 8 , 1998 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Grant Request for Lords Park Improvement Councilman McKevitt made a motion, seconded by Councilman Gavin, to approve the $200, 000 CorLand Grant application for the slough system improvements with Lords Park Zoo. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting October 22 , 1997 Page 3 Engineering Services Agreement for Liberty Street Rehabilitation Project Councilman Gavin made a motion, seconded by Councilman Schock, to approve the agreement with HLR for the Liberty Street Rehabilitation Project . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Intergovernmental Agreement with Illinois Department of Transportation for Liberty Street Reconstruction Project Councilman Walters made a motion, seconded by Councilman McKevitt, to authorize execution of the intergovernmental agreement with the Illinois Department of Transportation for reconstruction of Liberty Street ( Illinois Route 25) from Congdon Avenue to Bluff City Boulevard. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Phase II of the City's Emergency Warning Siren System Councilman Walters made a motion, seconded by Councilman McKevitt, to accept the sole source proposal from Braniff Communications for $40, 728 . 44 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Request for Fire Lane Designation in Alley Behind 2-12 North State Street Councilman Gavin made a motion, seconded by Councilman Schock, to approve the proposed fire lane. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Seven at the Gates of Dawn Loan Contract Councilman Walters made a motion, seconded by Councilman Schock, to approve the proposed contract. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Establishment of Dates for Budget Discussion It was the consensus of the Council to hold budget discussions beginning at 5 p.m. on the scheduled meeting dates of November 5 and November 19 , 1997 . Request from McGrath Buick/Honda for Reimbursement eft Councilwoman Yearman made a motion, seconded by Councilman Gavin, to grant the request of McGrath Buick/Honda for reimbursement in the amount of $5, 000 for a portion of expenses related to parking Committee of the Whole Meeting October 22, 1997 Page 4 lot repairs at the dealership located at 945 East Chicago Street. Yeas : Councilmembers Gavin, Yearman and Mayor Kelly. Nays : Councilmembers Gilliam, McKevitt, Schock and Walters . Adjournment Councilman McKevitt made a motion, seconded by Councilman Schock, to go into Executive Session, immediately after the Board of Local Improvements meeting, for consideration of information regarding the following: Sale of Property (setting price) - exempt under Section 120/2 (C) ( 6 ) of Open Meetings Act Collective Negotiating Matters - Exempt Under Section 120/2 (c) ( 2 ) of Open Meetings Act Appointment, Employment or Dismissal of Employee or Officer - exempt under Section 120/2 (c) ( 1 ) Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Whereupon, at 7 : 48 p.m. , the corporate authorities convened in Executive Session for the purpose of discussing the above-stated matters . At 8 : 08 p.m. , the corporate authorities returned to open session to commence the City Council meeting. %/' /= Ar,_ November 5, 1997 Do onna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING November 5, 1997 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Kelly at 5 : 00 p.m. in the Council Chambers . Present : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Absent : None. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Schock, to approve the minutes of the October 22 , 1997 , meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Introduction of City Manager Mayor Kelly introduced Joyce Parker, who will assume the duties of Elgin City Manager on January 5 , 1998 . Discussion of Proposed 1998 Budget and Five-Year Financial Plan ( 1998-2002) The Council reviewed and discussed highlights of the proposed eik 1998 budget and 1998--2002 financial plan outlined in Interim City Manager Malm' s memorandum, items listed under the key issues , the general fund, riverboat fund, water fund, sewer fund, and other capital funds . Items that were discussed included but were not limited to the following: Using excess over $10 million in riverboat revenue in the year 2000 for Willard Avenue improvements . Riverside Drive deck repair or replacement. Computer system upgrade with emphasis on the GIS system. Public Works facility if the current facility isn' t needed for the library. Goal for multiunit housing deconversion being "worse first . " Consideration of eliminating the zoo and parks ' programs that don ' t have a lot of participants . Timing regarding the new golf course and extension of Spartan Drive . tek Need for planning for future development and its impact on the general fund. • Committee of the Whole Meeting November. 5 , 1997 Page 2 The Council will review the rest of the proposed 1998 budget and five--year financial plan at its meeting on November 19 . Recess Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to recess and go into Executive Session for the purpose of discussing the following matters : Workers ' Compensation Claim - exempt as pending litigation under Section 120/2 (c) ( 11 ) of Open Meetings Act Sale of Property (setting price) - exempt under Section 120/2 (c) ( 6 ) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Whereupon, at 7 : 00 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 : 18 p.m. , the corporate authorities returned to open session and resumed the meeting . Status Report from Project Leadership Team for the Redevelopment of Sports Complex Property Councilman Schock briefed the council regrding the status of the issues involving the mining operation, the sludge lagoons, and timing of the construction of the extension of Spartan Drive. He stated that the mining operator indicated that he would like the contract to stay as it is, which provides that he can mine limestone through the year 2005, although he has indicated that he could complete his mining by the year 2004 . He would require substantial compensation if he were required to terminate mining sooner than 2004 . Representatives from the project leadership team have met with representatives from Elgin Community College to discuss modifying the agreement between the City and ECC to allow the City to delay constructing the Spartan Terrace extension until the year 2005 . Options are being explored regarding the sludge lagoon issue. A determination has to be made whether the lake will actually hold water. Councilman Walters made a motion, seconded by Councilman Schock, to direct staff to present proposals from hydrologists or another expert to determine whether the planned lake will hold water. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Councilman Schock made a motion, seconded by Councilman McKevitt, to authorize staff to renegotiate with Elgin Community College to delay building the Spartan Drive extension until the year 2005 . rft Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Committee of the Whole Meeting November 5 , 1997 Page 3 Acceptance of East Access (Mason) Road from Kane County Councilman McKevitt made a motion, seconded by Councilman Schock, to accept jurisdictional transfer of the aforesaid road from Kane County to the City of Elgin to become effective upon the terms scot forth in revised Attachment B. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1997 Leaf Collection Contract Amendment No. 8 (Revised) with Waste Management West Councilman Gilliam made a motion, seconded by Councilman Mc:Kevitt, to approve revised Contract Amendment No. 8 to the sc avenger agreement with Waste Management-West for the pick up and transport of bagged leaves to the City of Elgin' s leaf compost facility and to lease roll-off trucks . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee to Establish No Parking Zone for Basswood Court Councilman Schock made a motion, seconded by Councilman Gavin, to approve the proposed No Parking Zone. Yeas : Councilmembers esk Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None . Recommendation from Neighborhood Services Committee to Establish No Parking_ Zone on Bent Street between Aller Street and Villa Street Councilman Gavin made a motion, seconded by Councilman Gilliam, to approve the proposed No Parking Zone . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None . Recommendation from Neighborhood Services Committee to Establish One-way Alley Southbound Only Between Villa and Prairie Streets Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize the one-way southbound traffic movement on the alley between Villa Street and Prairie Street . Yeas : Councilmembers Gavin , Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Acceptance of Public Improvements in Highland Springs Subdivision Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to accept the improvements in Highland Springs rft Subdivision. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting November 5, 1997 Page 4 Authorization of Final Payment and Acceptance of Airlite Lime Residue Hauling to Auxiliary Lagoon at South McLean Boulevard Lime Residue Facility Councilman Gavin made a motion, seconded by Councilman McKevitt, to accept the completed work and authorize a final payment of $31 , 699 . 11 to Try R Farms, Inc . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Schedule of 1998 City Council Meetings Discussion was held regarding Mayor Kelly ' s suggestion that Committee of the Whole meetings commence at 6 : 00 p.m. and the Council meeting at 7 : 30 p.m. beginning in 1998 . Councilman Schock made a motion, seconded by Councilwoman Yearman, to approve the proposed dates for 1998 Council meetings and to change the time for Committee of the Whole meetings to 6 : 00 p.m. and Council meetings to 7 : 30 p.m. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposals for 1997 Water System Leak Detection Program Councilman McKevitt made a motion, seconded by Councilman Gilliam, to award this contract to Pitometer Associates for a total price of $11, 900 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Walters, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 55 p.m. November 19 , 1997 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING NOVEMBER 19, 1997 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Kelly at 5 : 07 p.m. in the Council Chambers . Present : Councilmembers Gavin, Gilliam (arrived at 5 : 15 ) , McKevitt, Schock, Walters , Yearman and Mayor Kelly. Absent: None . Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the minutes of the November 5, 1997 , meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Hemmens Roof/Paving Project Councilman McKevitt made a motion, seconded by Councilman Walters, to authorize the additional work related to the Hemmens roof/paving project in the amount of $26 , 637 . 50 as outlined in Business Services and Properties Director Moiler' s memorandum dated November 14 , 1997 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters , Yearman, and Mayor Kelly. Nays : None. Discussion of 1998 Budget and Five-Year Financial Plan 11998-2002) The Council continued their review of the 1998 budget and 1998-2002 financial plan. Discussion included but was not limited to the following items . Elgin Public Museum The Council discussed the plans submitted by Dahlquist and Lutzow regarding the Elgin Public Museum. Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve Plan C, which is the full expansion of the east wing, at a estimated project cost of $878 , 800 . Yeas : Councilmembers Gavin, Schock, Walters , Yearman, and Mayor Kelly. Nays : None. Councilman McKevitt abstained due to a conflict of interest. Councilman Gilliam arrived at 5 : 15 p.m. Mayor Kelly stated that Abbott Park has unofficially been called Abbott Park, and he asked that the Council consider renaming it. Discussion was held regarding reviewing the City' s Comprehensive Plan for possible updating, consideration to be given to adopting rft a program which would allow the City to retain all revenue collected for fines , the impact Governor Edgar' s pending legislation would have on riverboat lease revenue, the police automobile replacement policy and consideration for refurbishing. Committee of the Whole Meeting November 19 , 1997 Page 2 Golf Rates Discussion was held regarding the proposed increase in golf fees for residents and nonresidents . Councilman Schock made a motion, seconded by Councilwoman Yearman, to freeze the daily, weekday fees at their current rates . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman, and Mayor Kelly. Nays : None. Staff is to provide the Council with additional information regarding nonresident rates . Discussion was also held regarding the proposed water rate increases . Willard Avenue Improvements Councilman Schock suggested that engineering for Willard Avenue be included for 1999 and that a notation be added to the plan that the first $1 . 21 million over the $10 million projected riverboat proceeds in 2000 be designated for construction of Willard Avenue improvements . Historic Architectural Rehabilitation Grant Program Councilman Schock made a motion, seconded by Councilman Gilliam, to include the decision package submitted by the Department of Code Administration for an additional architectural rehabilitation grant program funded for $100, 000 for 1998 . Said program would increase the City' s share of rehabilitation costs from the current 50% to 75% . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman, and Mayor Kelly. Nays : None. Elgin Recreation Center Discussion was held regarding the funding request and report received from the Elgin Recreation Center which included summary of accomplishments, summer program overview, attendance demographics, and 1996 line item audit. Councilman Gilliam made a motion, seconded by Councilman Schock, to award the additional sum of $65, 000 to Elgin Recreation Center and the additional sum of $50, 000 to Boys and Girls Club of Elgin. The motion and second were withdrawn, and the items were considered separately. Councilman Gilliam made a motion, seconded by Councilman Schock, to increase funding for the Elgin Recreation Center by $178, 000 in addition to the $20 , 000 included in the base budget . Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters, and Yearman. Nays : Councilmember Gavin and Mayor Kelly. Committee of the Whole Meeting November 19 , 1997 Page 3 Boys and Girls Club of Elgin Councilman Gilliam made a motion, seconded by Councilman Schock, to increase funding for the Boys and Girls Club by $50 , 000 in addition to the $45 ,000 included in the base budget . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman, and Mayor Kelly. Nays : None. Councilman Gilliam left briefly at 6 : 58 p.m. Elgin Area Chamber of Commerce Councilman McKevitt made a motion, seconded by councilman Walters , to grant the Chamber' s request for $15 , 000 additional funding to be used towards the Geographic Information Mapping Computer System they are developing. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Public Action to Deliver Shelter (PADS) Councilman Walters made a motion, seconded by Councilwoman Yearman, to grant the request from PADS for funding in the amount of. $20, 000 towards operations of the PADS shelter for 1998-1999 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Downtown Parking Lot Councilman Schock made a motion, seconded by Councilwoman Yearman , to budget the sum of $350 , 000 towards a downtown parking lot . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters , Yearman, and Mayor Kelly. Nays : None. Mayor Kelly suggested that if less than $4 million is needed for the Public Works facility that consideration be given to designating any excess funds for a future recreation center. By consensus , the Council agreed to continue budget discussions on December 3 , 1997 , at 5 : 00 p.m. Recess Councilman McKevitt made a motion, seconded by Councilman Schock, to recess and go into Executive Session for the purpose of discussing the following matters : Consideration of Information Regarding Appointment, Employment or Dismissal of Employee - exempt under Section 120/2 (c) ( 1 ) of Open Meetings Act Purchase of Property - exempt under Section 120/2 (c) (5) of Open Meetings Act Meeting recessed at 7 : 10 p.m. Committee of the Whole Meeting November 19 , 1997 Page 4 Meeting resumed at 9 : 00 p.m. with all members present . Proposed Change Order No. 2 with Scale Construction - Housing Authority of Elgin CDBG Project Councilman McKevitt made a motion, seconded by Councilman Gilliam, to authorize execution of Change Order No. 2 in the amount of $5 , 615 . Yeas : Councilmembers Gavin, Gilliam, McKevi_t.t, Schock, Walters, Yearman and Mayor Kelly. Nays : None. IMRF Military Retirement Program Councilman Schock made a motion, seconded by Councilman McKevitt, Lo adopt the program allowing qualified employees to purchase military service credits towards retirement under IMRF. Councilman McKevitt made a motion, seconded by Councilman Gilliam, to amend the motion to make the program effective date May 17 , 1998 . Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters, and Yearman. Nays : Councilman Gavin and Mayor Kelly. The vote on the original motion as amended was as follows : Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters , and Yearman. Nays : Councilman Gavin and Mayor Kelly. IMRF Early Retirement Incentive Program Councilman Gavin made a motion, seconded by Councilwoman- Yearman, to adopt the IMRF Early Retirement Incentive Program, effective January 1 , 1998, through December 31 , 1998, with a 10-year amortization schedule . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Yearman. Nays : Mayor Kelly. Gifford Park Association/City Rehabilitation Project - 40 North Gifford Street Councilman Walters made a motion, seconded by Councilman Schock, to approve drafting a revision to the Gifford Park Acquisition and Rehabilitation Agreement with an additional $15 , 000 capitalization for the proposed rehabilitation of 40 N. Gifford. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor. Kelly. Nays : None . Renewal of Elgin Community College Contract for Police Service - 1997/2000 Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the proposed agreement with Elgin Community College for police services . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. elk Nays : None. Committee of the Whole Meeting November 19 , 1997 Page 5 Change Order No. 3 to Contract with R. W. Dunteman Co. for Kimball Street Improvement Project Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed change order in the amount of $37 , 152 . 96 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Public Improvements in the Millcreek Townhomes P.U.D. Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to accept the underground public improvements , including water main and sanitary and all items associated with the improvements in the Millcreek Townhouse P.U.D. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Authorization of Final Payment and Acceptance of the 1997 Neighborhood Street Rehabilitation Project - River Bluff/Ford Councilman Gavin made a motion, seconded by Councilman Walters, to accept the completed project and authorize a final payment of $25 , 388 . 66 to Triggi Construction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. t'' Nays : None. Authorization of Final Payment and Acceptance of the 1997 Neighborhood Street Rehabilitation Project - Melrose/Alfred Councilman Schock made a motion, seconded by Councilman Walters, to accept the completed project and authorize a final payment of $48, 632 . 03 to Arrow Road Construction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Leasing Motor Grader for Three Months during Winter Season Councilman McKevitt made a motion, seconded by Councilman Gavin, to authorize the leasing a motor grader from West Side Tractor for $5 , 000 per month starting mid-December and ending mid-March. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Holiday Gifts for Employees and Board and Commissions Members Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize Mayor. Kelly to select gifts for board and commission members and to give employees $25 Jewel/Osco supermarket gift certificates . Yeas : Councilmembers Gavin, Gilliam, McKevitt, emkSchock, Walters , Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting November 19 , 1997 Page 6 ep. Sewer Main Cleaning Equipment Councilwoman Yearman made a motion, seconded by Councilman Schock, to authorize the proposed purchase of two Buehler Solid Waste Cutters from Poly Rep, Inc . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Recommenddation from Neighborhood Services Committee for Parking Restrictions on North Street and Center Street Councilman Walters made a motion, seconded by Councilman McKevitt, to approve the proposed parking restrictions . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor. Kelly. Nays : None . Authorization of Change Order No. 1, Final Payment, and Acceptance of One Million Gallon Elevated Water Tank at Randall Road Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed change order to CBI Na-Con in the amount of $6 , 690 , accept the completed work, and authorize a final payment to CBI Na-Con in the amount of $77, 245 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman re. and Mayor Kelly. Nays : None. Amendment No. 2 and Final Payment to HNTB Corporation for Engineering Services in Conjunction with the Construction of Randall Road Elevated Tower Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to authorize the execution of Amendment No. 2 to the agreement for engineering services with HNTB Corporation and authorize a final payment for $4 , 500 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Adjournment Councilman McKevitt made a motion, seconded by Councilman Gilliam, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 9 : 25 p.m. eft December 3, 1997 t)olonna Mecum, Ci y Clerk Date Approved COMMITTEE OF THE WHOLE MEETING DECEMBER 3, 1997 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Kelly at 5 : 15 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam (arrived at 5 :25 p.m. ) , McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Mayor Kelly suggested the minutes of the November 19, 1997 , meeting be amended to eliminate the phrase "and to approve all other rate increases as proposed" in the motion pertaining to golf rates . Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve said minutes as amended. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Discussion of 1998 Budget and Five-Year Financial Plan for 1998-2002 ell` Water Rates Councilman Schock made a motion, seconded by Councilman McKevitt, that for planning purposes the water rates for the next five years be increased as follows, with the understanding that the ordinance to be presented for passage only be for three years : 1998-8 . 0%; 1999-7 . 75%; 2000-3 . 0%; 2001-3 . 0%; and 2002-3 . 0% . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Sewer Rates Councilman Walters made a motion, seconded by Councilwoman Yearman, that for planning purposes the sewer rates for the next five years be increased as follows, with the understanding that the ordinance to be presented for passage only be for three years : 1998-9 . 0%; 1999-9 . 0%; 2000-6 . 5%; 2001-4 . 75%; and 2002-4 . 5% . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Golf Fees Councilman McKevitt made a motion, seconded by Councilman Gavin, to approve the revised proposal for the 1998 golf fees . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Oeh Committee of the Whole Meeting December 3, 1997 Page 2 Smokehouse Truck Councilman Gavin made a motion, seconded by Councilman Gilliam, to add $20,000 to the 1998 budget to purchase a utility vehicle to tow the smokehouse. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Tentative Approval of Proposed 1998 Budget Councilman Schock made a motion, seconded by Councilman McKevitt, to direct staff to prepare a budget ordinance as proposed with revised pages 32, 33, 49 , and 51 as contained in memorandum dated November 25, 1997 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Funding to Renz Center for Gambling Addiction Counseling Program Councilman Gavin expressed concerns regarding the above program. Interim City Manager Malm stated that these concerns would be conveyed to the Renz Center and could be addressed at the time the Purchase of Service Agreement is considered by the Council . Intergovernmental Agreement with Kane County for Otter Creek Lift Station Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to approve the proposed agreement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission Special Project Grant to Sister Cities Association Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve a grant of $2 , 000 for Sister Cities Association' s production of "Poteshki . " Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission Special Project Grant Program ( 1998) Councilman Walters made a motion, seconded by Councilman Schock, to award the proposed grants . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Proposed Change of Existing Stop from One Way to Multi-Way/Todd Farm Drive and Braeburn Drive Councilman Gavin made a motion, seconded by Councilman Schock, to eft establish an All Way stop at the intersection of Todd Farm Drive Committee of the Whole Meeting December 3, 1997 Page 3 and Braeburn Drive. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Final Payment and Acceptance of 1997 Neighborhood Street Rehabilitation Project - Forest/Preston Councilman McKevitt made a motion, seconded by Councilman Schock, to accept the completed project and authorize final payment of $49, 902 . 85 to C-A Construction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Final Payment and Acceptance of 1997 Neighborhood Street Rehabilitation Project - Harrison/Hastings Councilman Walters made a motion, seconded by Councilman Schock, to accept the completed project and authorize a final payment of $33, 128 . 05 to Arrow Road Construction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Historical Society Museum Request to Close Old Main Museum during Renovations Councilwoman Yearman made a motion, seconded by Councilman Gavin, elow to approve an amendment to the existing lease to accommodate closing of the museum for January and February 1998 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Grant Request for Lords Park Improvements from U.S. Fish and Wildlife Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the Northeastern Illinois Wetlands Conservation Account (Grant) for the slough improvements within Lords Park Zoo. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Water Main and Sanitary Sewer Easements at 2400 Big Timber Road Councilwoman Yearman made a motion, seconded by Councilman Walters, to accept the proposed easement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Water Main in Randall Lakes Crossing Councilman Gavin made a motion, seconded by Councilman McKevitt, eft to accept the proposed easement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting December 3, 1997 Page 4 Appointments to New Century Partnership Board of Directors Discussion was held regarding restructuring New Century Partnership and the possibility of downsizing the Board of Directors . Any such changes must be made by the NCP Board of Directors by changing its bylaws, which requires a two-thirds vote of the members of the board. Mayor Kelly explained that the board has been unable to get two-thirds of its members to a meeting to make the necessary bylaw changes . The Council requested that Corporation Counsel Jentsch review what mechanism could be used to enable the NCP Board of Directors to change their bylaws if they are unable to get two-thirds of the members to a meeting. Councilman McKevitt made a motion, seconded by Councilman Gilliam, to reappoint the following members to the NCP Board of Directors : Mike Armato, Norm Bartels, Paul Bednar, Richard DeBoer, Judy DiFulvio, John Graham, Frank Halsey, Rich Hirschberg, Ken Moran, and Jamie Smith. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recess Councilwoman Yearman made a motion, seconded by Councilman e"'' McKevitt, to recess and go into Executive Session for the purpose of discussing the following matters : Purchase of Property - exempt under Section 120/2 (c) (5) of Open Meetings Act Litigation - exempt under Section 120/2 (c) ( 11) of Open Meetings Act Appointment, Employment or Dismissal of Employee - exempt under Section 120/2 (c) ( 1 ) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting recessed at 6 : 25 p.m. The meeting resumed at 7 : 35 p.m. Presentation on Tyler Creek Management Plan Gary Schaefer, President of Hey and Associates, Inc . , made a brief presentation of the highlights of their report with reference to attempting to restore flood storage and to develop a management plan for Tyler Creek. He presented a number of w recommendations which include amending the City' s flood plain ordinance, providing stream bank stabilization, building berms to ' Committee of the Whole Meeting December 3, 1997 Page 5 ew prevent flooding, and acquisition of certain properties . He also reviewed the priorities of their recommendations . Councilman Schock made a motion, seconded by Councilman Walters, directing staff as follows : 1) Begin the process of revising the Flood Plain Ordinance to incorporate the changes outlined in the Tyler Creek Management Plan report; and 2) Provide the Council with a timeline and plan of action for implementation of the other recommendations, with involvement by the affected property owners and groups who have had an interest in this issue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman Walters made a motion, seconded by Councilwoman Yearman, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 8 : 07 p.m. .Q•GWr.,•.• December 17, 1997 Dolonna Mecum, City Clerk Date Approved • COMMITTEE OF THE WHOLE MEETING DECEMBER 17, 1997 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 30 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam (arrived at 6 : 47 p.m. ) , McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to approve the minutes of the December 3, 1997, meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Resolution 97-315 Adopted Setting Forth the City's Intent Regarding R. R. Donnelley & Sons Company Establishment of Digital Color Graphics Facility in the Highland Lofts Building Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to adopt the proposed resolution supporting R. R. Donnelley & Sons Company's plan to relocate in Elgin' s Center City. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Financial Support and Participation in Community 2000 Project Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve the request for funding in the amount of $5,000 to help underwrite the next phase of the Community 2000 project. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Additional Appointments to New Century Partnership Board of Directors Councilman Schock made a motion, seconded by Councilman McKevitt, to approve the list submitted by New Century Partnership to fill vacancies on the New Century Partnership Board of Directors and to amend the resolution on tonight' s Council meeting agenda by adding the names on said list. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman Gilliam arrived at 6 : 47 p.m. Authorization of Change Order No. 2 with River City Construction Co. for the Riverside Water Treatment Plant Expansion Councilman Schock made a motion, seconded by Councilman Gavin, to eauthorize execution of deductive Change Order No. 2 in the amount -Committee of the Whole Meeting December 17, 1997 Page 2 emk of $246,208 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Architectural Services for a Facade Improvement Project at 62 South Grove Avenue Councilman Schock made a motion, seconded by Councilman McKevitt, to approve the proposal by Dixon Associates , Ltd. for architectural services at a fixed fee of $3,700 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Architectural Services for a Facade Improvement Project at 56 South Grove Avenue Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the proposal for architectural services at a fixed fee of $3 , 700 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. City Support for PACE Dial-A-Ride Service Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the local share agreement. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor '* Kelly. Nays : None . Water Distribution Computer Mapping System Councilman McKevitt made a motion, seconded by Councilman Walters, to enter into an agreement with Camp Dresser & McKee for engineering services for a price not to exceed $90,000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Services Agreement for 1997 Combined Sewer Overflow (CSO) Mapping Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the agreement with D. Carroll Engineering & Associates in the not-to-exceed amount of $85,760 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Charles H. Schrader and Associates Professional Services Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve the 1998 agreement with Charles H. Schrader and Associates for $9,000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. • -Committee of the Whole Meeting December 17, 1997 Page 3 Engineering Services for Water Accountability Evaluation Councilman Schock made a motion, seconded by Councilman McKevitt, to enter into an agreement with Alvord, Burdick and Howson at a price not to exceed $14,900. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Elgin Rehabilitation Grant Program Funding Councilwoman Yearman made a motion, seconded by Councilman Schock, to approve Option #1, which provides for rebudgeting the YWCA project, utilizing project savings and reprogramming a portion of the Geneva Street retaining wall project in order to meet the residential rehabilitation grant commitments . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The Council also agreed that the YWCA project will be funded in 1998 . Authorization for Final Payment and Acceptance of 1997 Neighborhood Sidewalk Repairs Councilman McKevitt made a motion, seconded by Councilman Schock, to accept the completed project and authorize the final payment in the amount of $51, 325 . 63 to G & M Cement Construction, Inc . e''' Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Services Agreement for Spartan Drive Extension - Phase I Preliminary Engineering and Roadway Location Councilman Schock made a motion, seconded by Councilman McKevitt, to approve the agreement with Clark Dietz , Inc. in the not-to-exceed amount of $118,000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Change Order No. 1 with PRC Public Sector, Inc. Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed change order. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Establishment of No Parking Zone for Elizabeth Street Councilman Gavin made a motion, seconded by Councilman Walters, to establish a No Parking zone on the west side of Elizabeth Street from Hammond Avenue to a point 130 feet north of Hammond Avenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. - Committee of the Whole Meeting December 17, 1997 Page 4 Recommendation from Neighborhood Services Committee to Establish No Parking Zone for Douglas Avenue Councilman McKevitt made a motion, seconded by Councilman Schock, to establish a No Parking zone on both sides of Douglas Avenue from North Street to a point 170 feet north of Kimball Street. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Proposed Change of Existing Stop at Billings and Oak Streets and Griswold and Washburn Streets (Lowrie School) Councilman Walters made a motion, seconded by Councilman Gavin, to establish an All-Way stop at the intersection of Billings Street and Oak Street and the intersection of Griswold Street and Washburn Street. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Sale of Surplus Sign Making Oven Councilman Gavin made a motion, seconded by Councilman Schock, to authorize the sale of the surplus vacuum-heat applicator and the remaining heat-activated material to Moshe Sheinfeld. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment to Chapter 11.48 regarding Use of Skateboards in Central Business District Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed amendment to Chapter 11 .48 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Employment Agreement for Gang Intervention Program Supervisor Councilman Gilliam made a motion, seconded by Councilman Schock, to renew the Gang Intervention Program Supervisor' s contract for 1998 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : Councilmember Yearman. Employment Agreement for Head Golf Professional Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the employment agreement of Jim Vogt as Head Golf Professional . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. -Committee of the Whole Meeting December 17, 1997 Page 5 Adjournment Councilman Gilliam made a motion, seconded by Councilman McKevitt, to adjourn and go into Executive Session for the purpose of discussing the following matters : Purchase or Lease of Real Property for the Use of the Public Body - exempt under Section 12012 (c) (5) of Open Meetings Act Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees - exempt under Section 120/2 (c) (2 ) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Whereupon, at 7 : 45 p.m. , the corporate authorities convened in closed session for the purpose of discussing the above-stated matter. At 8 : 17 p.m. the corporate authorities returned to open session for the City Council meeting. *► January 14 , 1998 Dolonna Mecum, City Clerk Date Approved