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HomeMy WebLinkAbout1998 Committee of the Whole Meeting (2) SPECIAL COMMITTEE OF THE WHOLE MEETING COMMUNITY DEVELOPMENT BLOCK GRANT PUBLIC HEARING JANUARY 7, 1998 The special 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, and Mayor Kelly. Absent: Councilwoman Yearman. Presentation from the Planning Department Providing an Overview of the Community Development Block Grant (CDBG) Program and Citizen Review Process Planning Director Dahlstrom gave the history of the program which now comprises the Community Development Block Grant program. The City expects to receives an allocation of $984, 000 this year. 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 no more than 30% is to be used to reduce blight. Mr. Dahlstrom described in general terms the types of activities funds can be used for. Receipt of Comments from Citizens Regarding the CDBG Program - Past, Present, and Future Activities, and Needs of the Community Dan Miller, 155 S . Gifford, stated that he had addressed the Council at the 1994 public hearing and had requested that the Secretary of Interiors standards be adopted for rehabilitation work done through the residential rebate program. He believes that if participants are going to use taxpayer money to rehabilitate their homes, the City should require that the aforesaid guidelines be followed for preservation of historic homes . Dee Johnson, 603 Jefferson Avenue, Kevin Clark, 42 Julian, and Tom Span, 909 Prospect, stated that economic development assistance is clearly needed for the establishment of businesses in the black community, and they urged the Council to fund the proposal being presented by Elgin Economic Action and Development Group. Presentation of Proposals by Individuals and Organizations for Funding Under the 1998-99 Community Development Block Grant Program Elgin Economic Action and Development Group Willie Spates, Vice President of the Elgin Development Group, presented a proposal for funding in the amount of $75, 000 for operational support for a program for economic development and job creation for economically disadvantaged residents , primarily in the black community. Committee of the Whole Meeting January 6 , 1998 Page 2 Public Works Department Gary Miller, Assistant Public Works Director, presented a proposal in the amount of $16 ,500 to develop a pilot program for a curbside door-to-door collection program for household hazardous waste, initially targeted at the elderly and handicapped. This would be in partnership with Curbside, Inc . , a Safety-Kleen Company. Planning Department Planning Director Dahlstrom submitted a proposal for continued funding of the Residential Rehabilitation Program. It is estimated that an allocation of $650, 000 would be required to sustain program operation throughout the 1998/1998 program year without revisions to program content. Parks Department Parks and Recreation Director Meyers presented the following funding proposals : ( 1 ) $ 26, 160 for Right-of-Way Tree Maintenance/Area E . 3 . ( 2 ) $153, 100 for Gifford Park Renovation. ( 3) $132 , 000 for Abbott School Area Park Development. (4 ) $132 ,000 for Ryerson Park Renovation. (5 ) $ 39, 120 for Right-of-Way Tree Maintenance/Area W. 2 . Channing YMCA Pat Nelson, Director of the Elgin YMCA, submitted a proposal in the amount of $300, 000 to continue the infrastructure repairs and replacement identified in the Burnidge Cassell study. This proposal is primarily for boiler replacement, fire alarm system replacement, and contaminate removal . Housing Authority of Elgin Sandra Freeman, HAE Executive Director, submitted a funding proposal in the amount of $118, 000 for replacement of street approaches, sidewalks, and parking lots for 311 and 314 Washington Street Prairie State Legal Services A proposal in the amount of $25, 575 was submitted to provide legal advocacy services to low income and elderly Elgin residents regarding fair housing and quality of housing problems . ), Committee of the Whole Meeting January 6 , 1998 Page 3 Kane County Court Services Phil Dailing, Assistant Project Manager for Court Services, submitted a proposal for financial assistance towards establishing a Juvenile Aftercare Supervision and Reporting Center, which is estimated to cost $2 , 340, 000 . Senior Services Associates Beth McClory presented a proposal in the amount of $25 , 344 for building improvements to complete the renovation of the building at 101 South Grove Avenue. Sheri Buttstadt presented a funding proposal in the amount of $44 , 054 for the Neighbor to Neighbor Program. Larkin Center Group Home Rehabilitation Karen Beyer, Executive Director, and Boardmember Kerin Kelly, presented a proposal for funding in the amount of $62, 640 to improve the exterior and interior of the Larkin Center Group Home located at 59 Park Row. The Literacy Connection Scott Ebaugh, Interim Executive Director, submitted a proposal for funding in the amount of $35,000 for the Workplace Improvement Initiative. Centro de Informacion A proposal in the amount of $43, 190 was submitted for service coordination and support for Hispanic at-risk families . Elgin Public Action to Deliver Shelter (PADS) Karen Blatt, Executive Director, presented a proposal in the amount of $200, 000 for rehabilitation and buildout of a permanently sited overnight shelter. Save Our Streets (SOS) A proposal in the amount of $232 , 100 was submitted for the acquisition and demolition of 435 and 485 Fremont Street. Well Child Center Beverly Cohen Saiz, Executive Director, presented a proposal in the amount of $71, 760 for building rehabilitation to make their facility at 5 N. Geneva Street handicap accessible and for installation of an air ventilation system. j Committee of the Whole Meeting ,Tanuary 6 , 1998 Page 4 Community Crisis Center Gretchen Vapnar, Executive Director, presented a proposal for funding in the amount of $33, 550 for renovation of three bathrooms in the Community Crisis Center building. Kane-Kendall Case Coordination Services Joyce Helander, Executive Director, presented a proposal for funding in the amount of $5, 000 to develop a readiness program for residential housing needs for persons with developmental disabilities . Boys and Girls Club of Elgin A proposal in the amount of $73, 150 was submitted for preparation of preliminary design drawings and contractor bid permit drawings for a new facility. Announcements Mayor Kelly announced that the City Council will hold CDBG work sessions on February 5 and 19, 1998, at 6 : 30 p.m. in the Council Chambers . The final public hearing will be at the regular City Council meeting on April 8, 1998, at 7 : 30 p.m. Adjournment Councilman Gilliam made a motion, seconded by Councilman Gavin, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : None. Meeting adjourned at 7 : 55 p.m. &47114,--6-1, February 5, 1998 Dolonna Mecum, City Clerk Date Approved j COMMITTEE OF THE WHOLE MEETING JANUARY 14, 1998 The 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, Schock, Walters, Yearman and Mayor Kelly. Absent: Councilmembers Gilliam and McKevitt . Approval of Minutes Councilman Schock made a motion, seconded by Councilman Walters, to approve the minutes of the December 17 , 1997 , meeting. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Ordinance Amending City's Liquor Code Discussion was held regarding Section 1 of the proposed ordinance which related to increasing the number of Class B-1 liquor licenses and decreasing the number of Class B liquor licenses . It was pointed out that four affirmative votes are required in order to pass any ordinance. Because Sections 2 through 4 of the proposed ordinance were routine matter, it was suggested that those sections be voted on at tonight ' s Council meeting and that action on Section 1 be deferred until a full Council is present. Elgin Boys and Girls Club 1998 Purchase of Service Agreement Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve the proposed agreement. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Elgin Recreation Center 1998 Purchase of Service Agreement Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed agreement. Councilwoman Yearman made a motion, seconded by Councilman Schock, to table consideration of the motion to approve the proposed agreement until the next meeting. Yeas : Councilmembers Schock, Walters, Yearman and Mayor Kelly. Nays : Councilmember Gavin. Channing YMCA 1998 Purchase of Service Agreement Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the proposed agreement. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. to- Committee of the Whole Meeting January 14 , 1998 Page 2 Elgin Symphony Orchestra Support and Purchase of Service Agreement Councilman Schock made a motion, seconded by Councilwoman Yearman, to approve the proposed agreement. Yeas : Councilmembers Gavin, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Oakwood Hills Subdivision - Unit 3 and Varsity Drive Councilman Walters made a motion, seconded by Councilman Schock, to accept all of the public improvements in the Oakwood Hills Subdivision - Unit 3 and Varsity Drive. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Consideration of Amendments to Building Codes Councilman Schock made a motion, seconded by Councilman Walters, to place the new building codes, with amendments, as proposed by the Building Commission, on file as required prior to adoption. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Assignment of Development Agreement with Ashwood Corporation for Shoe Factory Homes Development Councilman Schock made a motion, seconded by Councilwoman Yearman, to approve the proposed Assignment and Assumption Agreement to provide for the assignment of the development Agreement from the Ashwood Corporation to Shoe Factory Homes LLC. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Request from Starro Precision Products for an Additional $1 Million in Industrial Revenue Bond Capacity Councilman Gavin made a motion, seconded by Councilman Walters , to approve the request from Starro Precision Products for an additional $1, 033, 050 in Industrial Revenue Bond capacity. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays: None. Grease Trap Incentive Program Mayor Kelly explained the purpose of the proposed grease trap incentive program and briefly outlined the suggested terms . Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposal in concept and direct staff to develop program details and recommendations for implementation. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting ',:itnuary 14, 1998 Page 3 rAdjournment Councilman Gavin made a motion, seconded by Councilman Schock, to adjourn and go into Executive Session for the purpose of discussing the following matters : Purchase of Lease of Real Property for the Use of the Public Body - exempt under Section 120/2 (c) ( 5) of Open Meetings Act Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - exempt under Section 120/2 (c) of Open Meetings Act Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Whereupon, at 6 : 37 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 : 30 p.m. , the corporate authorities returned to open session for the Council meeting. The meeting adjourned at 6 : 37 p.m. r _____40412-__Theiletti ______ January 28, 1998 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING JANUARY 28, 1998 The 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, 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 January 14 , 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman McKevitt voted present. 1998 Elgin Recreation Center Purchase of Service Agreement Councilman Schock made a motion, seconded by Councilwoman Yearman, to remove this item from the table. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilmembers Yearman, Gavin, and Mayor Kelly expressed their concerns and reasons for not supporting the proposed purchase of service agreement. John Schwan, Chairman of the Board of ERC, responded to inquiries . Councilman Gavin made a motion, seconded by Councilwoman Yearman, as follows : 1 ) have staff prepare a report of all public dollars being spent on gang prevention and at-risk youth programs; and 2) have Council identify a targeted amount to be spent for these purposes in the future. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilwoman Yearman asked that the report also include an analysis of renting the Elgin Recreation facility as opposed to ownership. A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Project Leadership Team Update for Proposed Sports Complex Golf Course Councilman Schock gave a status report on the above project. He said it has been determined that the most cost effective approach regarding the additional sludge lagoon issue was to construct two additional lagoons . Public Works is reviewing the possibility of relocating the compost site. Requests for proposals have gone out for a hydrologist to determine whether the proposed lake can • Committee of the Whole Meeting January 28 , 1998 Page 2 hold water. Staff has contacted Elgin Community College officials regarding renegotiating the road construction time line. Purchase of Service Agreement with Elgin Proud and Beautiful Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the Purchase of Service Agreement with Elgin Proud and Beautiful, Inc . in the amount of $5,800 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Purchase of Service Agreement with Renz Addiction Counseling Center Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the Purchase of Service Agreement with Renz Addiction Counseling Center in the amount of $24 ,200 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1998 Purchase of Service Agreements with Neighborhood Housing Services of Elgin Councilman Schock made a motion, seconded by Councilman Walters, to approve the 1998 Purchase of Service Agreements with Neighborhood Housing Services of Elgin. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Terrace Avenue Improvements/Park Bluff Development Councilman McKevitt made a motion, seconded by Councilman Gilliam, to approve Option #2 for the proposed improvements, which would include the developer of Park Bluff contributing 20 percent for improvement to Terrace Avenue and the City being responsible for the remaining balance. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Yearman. Nays : Mayor Kelly. Request for Authorization to Submit a Zoning Petition for the Dundee/Summit Redevelopment Area Councilman Gavin made a motion, seconded by Councilman McKevitt, to authorize filing the development application for the Dundee/Summit TIF District. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. • Committee of the Whole Meeting January 28, 1998 Page 3 Amendments to Taxicab Licensing Ordinance Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the proposed amendments to the Taxicab Licensing Ordinance. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Solid Waste Garbage and Refuse Contract Payments to Waste Management-West Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to increase the number of stops listed in the contract with WMW by 174 to a new total of 20, 163 , which will remain in effect from January 1998 through June 1998 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Parks and Recreation Youth Representative Appointment Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the appointment of Sarah Goldman and John Schori to the Parks and Recreation Advisory Board. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. el.. Authorization of Final Payment and Acceptance of City Hall Handicap Ramp Project Councilman Gavin made a motion, seconded by Councilman Gilliam, to accept the completed project and authorize final payment of $10, 379 . 24 to Alliance Contractors. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Change Order No. 1 with Joseph J. Henderson & Son, Inc. for the Lime Residue Storage Lagoon Project at Airlite Street Water Treatment Plant Councilman McKevitt made a motion, seconded by Councilman Gavin, to authorize execution of Change Order No. 1 in the amount of $88, 864 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Change Order No. 3 with River City Construction Co. for the Riverside Water Treatment Plant Expansion Councilman Walters made a motion, seconded by Councilman McKevitt, to authorize the execution of Change Order No. 3 in the amount of $181 , 602 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting January, 28, 1998 Page 4 Development Contribution for Poplar Creek Interceptor Sewer Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize execution of an agreement; with U. S. Shelter for a $260, 000 payment for phase two of the Poplar Creek Interceptor Sewer, accept the prepayment of $260, 000 and place the funds in an account to be used to fund the interceptor sewer portion of the Shales Parkway construction project. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Authorization of Engineering Services for Design and Construction Phase Services for South McLean Lagoon Facilities Expansion Councilman Gavin made a motion, seconded by Councilman Schock, to approve the agreement. with Black & Veatch at a fee not to exceed $112 , 705 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Utility Easement Agreements - Airlite Street Subdivision Councilman McKevitt made a motion, seconded by Councilman Schock, to accept the proposed easement agreements . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Authorization of Final Payment and Acceptance of Kimball Street Parking Lot Councilman Gavin made a motion, seconded by Councilwoman Yearman, to accept the completed project and authorize final payment of $10, 850 to Peter J. O ' Brien and Company. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Utility Easement Agreements IDI/Elgin Corporate Center-Nicor Easements Councilman Walters made a motion, seconded by Councilman McKevitt, to authorize execution of the proposed easement agreements . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Contract with Children's Theatre of Elgin to Co-sponsor a Production of The Little Mermaid at The Hemmens Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve the proposed agreement . Yeas : Councilmembers Gavin, Gillian, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. • Committee of the Whole Meeting January 28, 1998 Page 5 Reassignment of Bike Path Design (Route 20) to BRW from Dames & Moore, Inc. Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve the proposed contract assignment. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Mayor Kelly adjourned the meeting at 7 : 20 p.m. 71.v.-c /91-12,1a44.,_ February 11, 1998 Dolonna Mecum, City Clerk Date Approved r • SPECIAL COMMITTEE OF THE WHOLE MEETING COMMUNITY DEVELOPMENT BLOCK GRANT WORK SESSION I FEBRUARY 5, 1998 The special Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 40 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, Schock, Walters, Yearman, and Mayor Kelly. Absent: Councilman McKevitt. Approval of Minutes Councilman Walters made a motion, seconded by Councilman Gilliam, to approve the minutes of the January 6 , 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Review of 1998 CDBG Proposals and Budget Alternatives Mayor Kelly suggested that the Council conduct a "straw vote" regarding each proposal to determine whether there is sufficient interest to give further consideration to the proposal . Councilman Gilliam made a motion, seconded by Councilman Schock, to conduct a "straw vote" and give further consideration to those proposals which receive at least two votes . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. The result of the "straw votes" regarding the 23 proposals received is as follows : Requested Yes Proposed Project Funding Votes Economic Development Operations Support $ 75, 000 0 Household Hazardous Waste Collection Program 15, 000 0 Residential Rebate Grant 650, 000 6 R.O.W. Tree Maintenance E. 3 . 26 , 160 1 Gifford Park Renovation 153, 100 0 Abbott School Area Park Development Ineligible Ryerson Park Renovation 132 , 000 2 R.O.W. Tree Maintenance W. 2 . 39 , 120 1 Channing YMCA Infrastructure Repairs 300, 000 6 Committee of the Whole Meeting - February 5, 1998 Page 2 HAE Washington Street Site Reconstruction 118, 000 0 Prairie State Legal Advocacy Services 25,575 0 Juvenile Facility Construction 2 , 340,000 0 Senior Services Building Renovation 31, 344 6 Senior Services Neighbor to Neighbor Program 44 , 054 0 Park Row Group Home Rehabilitation 57 ,420 5 Literacy Workplace Improvement Initiative 35, 000 0 Hispanic Community Service Coordinator 43, 190 0 PADS Building Rehabilitation 200, 000 1 SOS Building Acquisition and Demolition 232 , 100 0 Well Child Center Building Rehabilitation 71 , 760 6 Crisis Center ADA & Building Renovation 30,060 0 Kane Kendall Readiness Program 5, 000 0 Boys & Girls Club Architectural Services 73, 150 2 A decision will be made regarding the seven proposals which received at least two votes (totaling $1 , 315, 674 ) at the February 19 , 1998, work session. Announcements Mayor Kelly made announcements about the second work session on February 19 , 1998, and the final public hearing on April 8, 1998 . He also announced that the One Year Action Plan and all proposed projects will be available for public review on or before March 2 , 1998 . Adjournment Councilman Walters, made a motion, seconded by Councilwoman Yearman, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, and Mayor Kelly. Nays : None. Meeting adjourned at 6 : 55 p.m. 1/4 /1/4uc�v. February 19, 1998 Dolonna Mecum, City Clerk Date Approved 4 • COMMITTEE OF THE WHOLE MEETING FEBRUARY 11, 1998 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 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 January 28, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Discussion with Members of Planning and Development Commission Bob Siljestrom, Chairman of the Planning and Development Commission, introduced members of the commission and presented a Mission/Vision Statement to the City Council . He reported that the commission would like to have each Councilmember evaluate the performance of the commission. Councilmembers expressed their gratitude, for the dedication and thoroughness of the commission and thanked them for their efforts . Spring Street Parking Deck Security System A bid will be presented at tonight ' s Council meeting for consideration by the City Council . Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau Councilman Walters made a motion, seconded by Councilwoman Yearman, 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, Yearman and Mayor Kelly. Nays : None. Elgin Area Chamber of Commerce Support and Purchase of Service Agreements Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the Purchase of Service Agreements with the Elgin Area Chamber of Commerce. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting February 11, 1998 Page 2 Historic Architectural Rehabilitation Grant Program Ordinance Amendment Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed amendments to Chapter 20 . 15 of the Elgin Municipal Code to be retroactively applied to all grant recipients currently participating in the program. Councilwoman Yearman made a motion, seconded by Councilman Walters, to amend the proposed ordinance to reflect that a presiding member of a commission shall abstain from voting on a grant they are applying for. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilwoman Yearman stated that she wants to see both the Historic Architectural Rehabilitation Grant Program and the Residential Rehabilitation Grant Program handled fairly and code compliance required of all persons who receive grants . The vote on the original motion, as amended, was as follows : Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Lillie Street Overnight Parking Ban emb- Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the proposed Lillie Street overnight parking ban. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. LIFEPAK 10 Cardiac Monitor Councilman Gilliam made a motion, seconded by Councilman Gavin, to approve the purchase of a LIFEPAK 10 Cardiac Monitor from Physio-Control Corporation for the bid price of $7 , 195 . 50 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Vacation of Oakley Right-of-Way Councilman Gilliam made a motion, seconded by Councilman McKevitt, to approve the vacation of the Oakley right-of-way and require that School District U-46 pay the $670 . 00 vacation fee as well as the fair market value of the vacated right-of-way. Councilwoman Yearman requested that the record reflect that she objects to Councilman Schock and Councilman Gilliam voting on this issue. Councilman Gilliam withdrew his motion and Councilman McKevitt withdrew the second. Committee of the Whole Meeting February 11, 1998 Page 3 run Councilman McKevitt made a motion, seconded by Councilman Gavin, to approve the vacation of the Oakley right-of-way and require that School District U-46 pay the $670 . 00 vacation fee as well as the fair market value of the vacated right-of-way. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman Gilliam abstained due to a conflict of interest. Assignment of Additional Officer to Auto Theft Task Force Councilman Gavin made a motion, seconded by Councilman Walters, to authorize the transfer of one over-hire position into the Kane County Auto Theft Task Force for a one year trial period. Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Renewal of Kane Count Auto Theft Task Force Grant and Agreement Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the proposed grant extension and interagency agreements . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1998 Vehicle Replacement Criteria Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve Alternate B for the proposed vehicle replacement criteria . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Motor Fuel Tax Appropriation for 1998 Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to authorize adoption of the Appropriation Resolution for MFT Funds in the amount of $2 , 338, 310 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Dedication of Right-of-Way for Maroon Drive Councilman Gavin made a motion, seconded by Councilman Walters, to approve the acceptance of the dedication of the right-of-way for Maroon Drive from U.S . Shelter, Inc. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting February 11, 1998 Page 4 er- Proposed Zoning Map Amendment at Fox Bluff Corporate Center Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the request of IHC to have the City submit an application for rezoning. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Group Health Insurance Renewal Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the renewal of the HMO Plan with HMO Illinois and to award the self-funded insurance plan to Trustmark. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Reconsideration of Board and Commission Appointment Authority Mayor Kelly referenced the opinion issued by the Attorney General of the State of Illinois and asked if Councilmembers Gilliam, McKevitt, Schock or Walters would reconsider their vote on this matter. Councilmembers Gilliam, McKevitt, Schock and Walters stated they did not wish to reconsider. ft Adjournment Councilman Schock made a motion, seconded by Councilman Gavin, to adjourn and go into Executive Session for the purpose of discussing Purchase of Property, exempt under Section 120/2 (c) (5) of the Open Meetings Act . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 10 p.m. 4101 . _ oak/ L February 25, 1998 Suel yn Lo h, Deputy City Clerk Date Approved SPECIAL COMMITTEE OF THE WHOLE MEETING COMMUNITY DEVELOPMENT BLOCK GRANT WORK SESSION II FEBRUARY 19, 1998 The special 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 Gavin made a motion, seconded by Councilwoman Yearman, to approve the minutes of the February 5, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Continued Review of 1998 CDBG Proposals and Budget Alternatives Councilman Schock made a motion, seconded by Councilman Walters, to fund the following projects from the 1998 Community Development Block Grant program: Grant Administration $ 75, 000 YWCA Allocation 175, 000 Residential Grant Program 503,476 Channing YMCA Facility Improvements 70, 000 Senior Services Building Rehabilitation 31, 344 Park Row Group Home Rehabilitation 57 ,420 Well Child Center Building Rehabilitation 71, 760 Total $984 , 000 Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Announcements Mayor Kelly announced that the final public hearing will be held at the regular City Council meeting on April 8, 1998, at 7 : 30 p.m. He also announced that the One Year Action Plan and all proposed projects will be available for public review on or before March 2 , 1998, through April 7 , 1998 . Adjournment Councilman McKevitt, made a motion, seconded by Councilman Schock, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, and Mayor Kelly. Nays : None. �r�► Meeting adjourned at 6 : 35 p.m. /11 February 25, 1998 Dolonna Mecum, City Clerk Date Approved • .. COMMITTEE OF THE WHOLE MEETING FEBRUARY 25, 1998 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 02 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam (arrived at 7 : 42 p.m. ) , McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve the minutes of the regular February 11, 1998, meeting and the special February 19, 1998, CDBG Work Session meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Termination of the Community Development Block Grant Subrecipient Agreement with Elgin YWCA A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Designation of the Teeple Barn as Local Elgin Landmark e"` Councilman Gavin made a motion, seconded by Councilman Walters, to designate the Teeple barn as a local Elgin landmark. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Grease Trap Incentive Program Councilman Schock made a motion, seconded by Councilwoman Yearman, to offer a 50 percent reimbursement program with a maximum cost per project of $7 ,500 (50 percent of $15, 000 project cost) for installation of a grease trap by businesses within the the Center City. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Hydrologic Engineering Services for Elgin Sports Complex Councilman Schock made a motion, seconded by Councilman Walters, to approve Phase I of the engineering agreement with SDI Consultants in the not-to-exceed amount of $24, 591 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Jayne Shover Easter Seals Rehabilitation Center 1998 Purchase of Service Agreement Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to approve the Jayne Shover Easter Seal Rehabilitation Center 1998 Purchase of Service Agreement to provide $20, 000 Committee of the Whole Meeting - February 25, 1998 Page 2 toward special recreation services and to approve the 1998 Van Use Agreement. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation of Neighborhood Services Committee for Establishment of No Parking Tow-away Zone on Poplar Creek Drive Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve the proposed parking restriction. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Special Event Agreement with Elgin Fest Committee Councilman Walters made a motion, seconded by Councilman Schock, to approve the preparation of a cost sharing agreement for this event as presented in option #1 to include a financial contribution of $2 ,400 toward the police and paramedic services only and approval for a liquor license. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Service Agreement with Hey and Associates for Modification to Elgin Municipal Code "" Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve the proposed agreement in a not-to-exceed amount of $15, 700 to provide language for Elgin' s floodplain and stormwater detention ordinances to incorporate the recommendations made in Section 4 of the Tyler Creek Management Plan. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Revision to Standard Annexation Agreement Councilman McKevitt made a motion, seconded by Councilman Walters, to authorize the staff to amend and implement the standard annexation agreement to involve the open space policies of the Far West Area Plan. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adopt-A-Highway Agreements with IDOT, City of Elgin, and Elgin Junior Women's Club Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the proposed Adopt-A-Highway agreements . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting . February 25, 1998 Page 3 eiw Proposal for 1998-99 Mosquito Control Program Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve a contract with Clarke Outdoor Spraying Company for the 1998 and 1999 season. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. BRW (Dames and Moore) CMAQ US 20 Bike Path Project - Construction Engineering Contract Councilman Gavin made a motion, seconded by Councilman Walters, to approve the proposed contract in the amount of $18, 350 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment No. 2 to Agreement with Baxter and Woodman Councilman Gavin made a motion, seconded by Councilman Walters, to approve the proposed amendment to the agreement with Baxter and Woodman to modify the fee for design services associated with the Tyler Creek Interceptor Sewer-Phase V (TCIS-V) and add design services associated with Phase VI (TCIS-VI ) . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Establishment of Parking Restrictions in the Vicinity of Sheridan School Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the proposed parking restriction. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Establishment of Parking Restrictions in the Vicinity of St. Laurence School Councilman Gavin made a motion, seconded by Councilman Walters, to approve the proposed parking restriction. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Collection of Used Motor Oil Councilman Walters made a motion, seconded by Councilman McKevitt, to approve the agreement with Kane County for a used motor oil collection event to be held on September 19 , 1998 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting - February 25, 1998 Page 4 Recess Councilman McKevitt made a motion, seconded by Councilman Gavin, to go into executive session for the purpose of discussing the following matters . Discussion of Minutes of Meetings Lawfully Closed under this Act - Exempt under Section 120/2 (c) ( 21) of Open Meetings Act Purchase or Lease of Real Property for the Use of the Public Body - Exempt under Section 120/2 (c) ( 5 ) of Open Meetings Act Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Whereupon, at 6 : 22 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 : 22 p.m. , the corporate authorities returned to open session. Allocation of Parking Spaces at Spring Street Parking Deck Discussion was held concerning whether the City is obligated to designate the 130 spaces for Donnelley under roof . The Mayor stated that Donnelley will feel the City is going back on its previous agreement unless their spaces are under roof . Other potential parking areas were also discussed. Councilman Gilliam arrived during the discussion at 7 : 42 p.m. Councilman McKevitt made a motion, seconded by Councilman Schock, to approve Alternate #1, which is as follows : Allocate parking spaces as follows : R. R. Donnelley 130 Home Federal 50 Ten hour 101 Two hour 65 Handicap 8 Official 2 Diagram #1 Yeas : Councilmembers Gilliam, McKevitt, Schock, and Mayor Kelly. Nays : Councilmembers Gavin, Walters, and Yearman. Demolition of Borden Building Councilman McKevitt made a motion, seconded by Councilman Gavin, to direct staff to present bids as soon as possible for demolition of the Borden Building. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Committee of the Whole Meeting -February 25, 1998 Page 5 Parking Lot North of City Hall Councilman McKevitt made a motion, seconded by Councilman Walters, to have an item placed on the agenda for discussion of the design and awarding of a construction contract for a parking lot north of City Hall . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Adjournment Councilman Gavin made a motion, seconded by Councilman McKevitt, to adjourn and go into the City Council meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 48 p.m. 914140104— )/141.444,1"-- March 11, 1998 Dolonna Mecum, City Clerk Date Approved low COMMITTEE OF THE WHOLE MEETING MARCH 11, 1998 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 05 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 Councilwoman Yearman, to approve the minutes of the February 25, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Illinois Arts Council Grant Request Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to approve the grant application request as proposed. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Authorization for 1998 Sale of Bonds for Various Sewer/Water Capital Projects and Refunding of Certain Previously Issued Bonds A resolution will be presented at tonight' s Council meeting for adoption by the City Council . 75/25 Historic Architectural Rehabilitation Grant Program Councilman Schock made a motion, seconded by Councilman McKevitt, to approve the proposed guidelines for the new 75/25 architectural rehabilitation grant program. Discussion was held regarding the proposed point system and whether residents whose income is more than the guidelines established by the United States Department of Housing and Urban Development for low and moderate income should be included in this grant program. Councilman McKevitt made a motion, seconded by Councilman Gavin, to change the proposed grant program guidelines to provide that only low and moderate income residents would qualify for this 75/25 grant program. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The vote on the original motion as amended was as follows : Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting - March 11, 1998 Page 2 r'' 1998 Statewide Preservation Conference in Elgin Councilman Walters made a motion, seconded by Councilman Gavin, to approve the request to match or exceed the grant amount of $5, 000 to endorse Elgin' s hosting of the 19th Statewide Preservation Conference. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Household Hazardous Waste One-day Collection Event Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the City' s participation in a one-day HHW collection event. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Services Agreement for Spring Street Parking Facility Condition Assessment Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the agreement with Walker in a not-to-exceed amount of $33,450 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Supplemental Resolution for Motor Fuel Tax Appropriation - 1997 rm. Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve the proposed supplemental resolution in the amount of $2 ,052 , 602 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Evidence Tracking and Computer Equipment Councilman Walters made a motion, seconded by Councilman Schock, to reject the two bids for evidence programs, authorize the purchase of the equipment from Intermec as an exception to the Procurement Ordinance as sole source, extend the bid award to DTK Computer for computer equipment for 1998 and authorize the purchase of the requested equipment. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. LiveScan Intergovernmental Agreement with County of Cook Councilman Gavin made a motion, seconded by Councilman Walters, to enter into an agreement with Cook County and authorize the payment of the local match of $20, 000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting March 11, 1998 Page 3 Amendment No. 1 to Agreement with Crawford, Murphy and Tilly, Inc. - Shales Parkway Section 2 Construction Services Councilwoman Yearman made a motion, seconded by Councilman Gavin, to authorize execution of Amendment No. 1 to the agreement with Crawford, Murphy and Tilly, Inc . , in a not-to-exceed amount of $198,870 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Services Agreement with HNTB Corporation for 1998/1999 Bridge Inspections and Bridge Rehabilitation Councilman Walters made a motion, seconded by Councilman Gilliam, to approve the engineering agreement with HNTB Corporation. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Change Order No. 4 to Contract with R. W. Dunteman Co. for Kimball Street Improvement Project Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize execution of Change Order No. 4 to the contract with R.W. Dunteman Co. in the amount of $430 . 89 and that the substantial completion date be revised to July 17, 1998, and the final completion date be revised to August 7 , 1998 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Final Payment and Acceptance of McLean Boulevard - Larkin Avenue to Kaskaskia Avenue Street Improvement Project Councilman Gavin made a motion, seconded by Councilwoman Yearman, to accept the completed project and authorize final payment of $34 ,524 . 44 to R. W. Dunteman Co. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to adjourn and go into Executive Session for the purpose of discussing Sale of Property (setting price) - exempt under Section 120/2 (c) ( 6 ) of Open Meetings Act The meeting adjourned at 6 :47 p.m. March 25, 1998 t'o"" Do onna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING MARCH 25, 1998 The 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, Schock, Walters, Yearman and Mayor Kelly. Absent: Councilmembers Gilliam and McKevitt. Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Walters , to approve the minutes of the March 11, 1998, meeting. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Graziano Partners Purchase of Lot 43 at Fox Bluff Corporate Center Graziano Partners have requested an extension until May 31, 1998, for payment of their mortgage note held by the City of Elgin. A resolution granting the request will be considered for adoption at tonight ' s Council meeting. Abatement Ordinances Annual ordinances abating taxes for the 1997 property tax levy will be considered for passage at tonight ' s Council meeting. Resolution of Support for the Continued Viability of the Northwest Suburban Mass Transit District Ed Kelly, the City' s representative on the board of the Northwest Suburban Mass Transit District, requested the City' s support to allow the District to keep approximately $6 million in funds it has accumulated through prudent investing to be used for further transportation improvements in the communities in the District rather than having the funds added to the State of Illinois ' s general fund. Councilwoman Yearman made a motion, seconded by Councilman Gavin, to have a resolution prepared in support of the request for adoption at the next Council meeting. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Facade Project for 56 South Grove Avenue Councilman Schock made a motion, seconded by Councilwoman Yearman, to approve the request for the proposed facade project. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting March 25, 1998 Page 2 Public Works Facility Needs Assessment Presentation Howard Pederson, Senior Project Manager for Rust Environmental and Infrastructures, made a presentation regarding the assessment prepared by Rust E & I regarding Public Works facilities . The presentation included the purpose of the study, review of existing facilities, review of the proposed use of the Seigle property, population projections, community issue, space needs projection, design criteria, various schemes, and recommendations for immediate needs and projected needs for the Year 2020 . The Council discussed various aspects of the assessment and the recommendations . City Manager Parker suggested that the City Council accept the report and give staff the opportunity to review it again in light of comments made by Councilmembers and to provide additional information to the Council before a decision is made. Councilman Walters made a motion, seconded by Councilwoman Yearman, to accept the report of Rust Environment & Infrastructure regarding the Public Works Needs Assessment. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Services Agreement for Willard Avenue Reconstruction and Capital Street Construction Councilman Gavin made a motion, seconded by Councilman Walters, to approve the agreement with Stanley Consultants in the not-to-exceed amount of $147 , 357 for preparation of plans, specifications, and costs estimates for the two aforesaid projects . Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment No. 1 to Agreement with Hampton, Lenzini and Renwick for Liberty Street (Route 25) Rehabilitation Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve Amendment No. 1 to the agreement with Hampton, Lenzini and Renwick for construction-related engineering and inspection services for the Liberty Street project. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Extended Hours Permits for Liquor License Establishments Councilman Gavin made a motion, seconded by Councilman Schock, to continue with the Extended Hours Permits for one year. Yeas : Councilmembers Gavin, Schock, and Mayor Kelly. Nays : Councilmembers Walters and Yearman. 'Committee of the Whole Meeting • March 25, 1998 Page 3 r Authorization of Change Order No. 4 with River City Construction Company for the Riverside Water Treatment Plant Expansion Councilman Walters made a motion, seconded by Councilman Schock, to approve Change Order No. 4 in the amount of $133, 344 . Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Consideration of Proposals Regarding Strategic Planning Councilman Walters made a motion, seconded by Councilwoman Yearman, to retain the firm of Lyle Sumek Associates, Inc. to facilitate a leadership goal setting and strategic planning workshop to be held April 17 and 18, 1998 . Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 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 : Setting of a Price for Sale or Lease of Property Owned by the Public Body - Exempt under Section 120/2 (c) ( 6 ) of Open Meetings Act Purchase or Lease of Real Property for the use of the Public Body - Exempt under Section 120/2 (c) ( 5) of Open Meetings Act Pending or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt under Section 120/2 (c) ( 11 ) of Open Meetings Act Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 05 p.m. April 8, 1998 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING APRIL 8, 1998 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 05 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 March 25, 1998, meeting. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilmembers Gilliam and McKevitt voted present. Intergovernmental Agreement with Kane County Regarding Access to Randall Road Councilmembers expressed concerns regarding the equitableness of the proposed agreement . Although they agreed to approve the agreement, they requested that their concerns and request for reconsideration be conveyed to the Kane County Board. Recreation Center Feasibility Assessment Councilman Schock made a motion, seconded by Councilman Gilliam, to approve the proposed contract with Williams Associates Architects, Ltd. for Phase I Recreation Center Development Master Plan at a not-to-exceed fee of $15, 000. Yeas : Councilmembers Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : Councilmembers Gavin and Yearman. Cultural Arts Commission General Grants Councilman Walters made a motion, seconded by Councilwoman Yearman, to fund the 1998 arts programs as approved by the Cultural Arts Commission. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. It was suggested that consideration be given to funding the projects proposed by the Parks and Recreation Department from the department' s operating budget rather than having the department apply for Cultural Arts Commission grants . Walton Islands Landscape Plan Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed landscape plan for Walton Islands . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. . Committee of the Whole Meeting •April 8, 1998 Page 2 rik Change Order No. 1 to Contract With Illinois Hydraulic Construction Group for Walton Island Pathway System Councilman Schock 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. Approval of Construction Contract with IDOT/CMAQ Grant for U.S. 20 Bike Path Project Councilman Walters made a motion, seconded by Councilman Gavin, to approve the joint agreement with IDOT for the construction phase of the Sports Complex/Elgin Community College Bike Path. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Amendment No. 3 to Agreement with Crawford, Murphy & Tilly, Inc. for Engineering Services for the Central Business District Highland Avenue Street Lighting and Sidewalk Replacement Project Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve the proposed amendment in the not-to-exceed amount of $42, 182 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Grant Awards for Youth Sports Organizations Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the youth sports grant requests for facility capital improvements as recommended by the Parks and Recreation Board. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Discussion Regarding Strategic Planning Because all Councilmembers are not available for the dates previously scheduled for the planning session, alternate dates were considered. Staff was directed to contact the facilitator to obtain other possible dates . Adjournment Councilman McKevitt made a motion, seconded by Councilman Gilliam, to adjourn the meeting and go into Executive Session for the purpose of discussing the following matters : Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2 (c) ( 11) of Open Meetings Act - Committee of the Whole Meeting -April 8, 1998 Page 3 Purchase or Lease of Real Property for the use of the Public Body - exempt under Section 120/2 (c) ( 5) of Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 6 :47 p.m. C)014hUft-42_ April 22 , 1998 Dolonna Mecum, ity Clerk Date Approved • COMMITTEE OF THE WHOLE MEETING APRIL 22, 1998 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 10 p.m. in the Council Chambers . Present: Councilmembers Gavin (arrived at 6 :25 p.m. ) , McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: Councilman Gilliam. Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the minutes of the April 22, 1998, meeting. Yeas: Councilmembers McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Request for Permit from IDOT to Close Portions of State Routes for Valley Fox Trot A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . School District U-46 Easements Resolutions will be presented at tonight ' s Council meeting for 00. adoption by the City Council . Proposed Sanitary Sewer Service Agreement - City of Elgin, Fox River Water Reclamation District and Wispark Corporation A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Request from Amax Plating, Inc. for $1 Million in 1998 Industrial Revenue Bond Funding A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Fourth of July Parade Councilman McKevitt made a motion, seconded by Councilman Walters, to authorize preparation of a cost sharing agreement for this event as presented in Alternative #1, which provides for financial participation by the City estimated at $3,591 and $6, 100 by Elgin Citizens on Parade. Yeas : Councilmembers McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None. Committee of the Whole Meeting April 22, 1998 Page 2 Proposal Award for Architectural/Engineering Services for YWCA of Elgin Facility Improvements Councilman Walters made a motion, seconded by Councilman Schock, to award the contract for architectural/engineering services for the YWCA facility improvements to Sutter & Schroeder Architects in the amount of $18,800 . Yeas : Councilmembers McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Sale of Golf Course Dog Councilman McKevitt made a motion to sell the golf course dog to Jim Vogt for $1 . The motion and second were withdrawn. Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to sell the golf course dog to Jim Vogt for the sum of $170 . 75, which represents one-half the cost of the dog plus the cost of neutering. Yeas : Councilmembers McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman Gavin arrived at 6 : 25 p.m. Spartan Meadows Alcoholic Liquor Sales Councilman McKevitt made a motion, seconded by Councilman Walters, to approve an amendment to the Class G liquor license to allow for the sale of alcohol on the Spartan Meadows golf course. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, and Mayor Kelly. Nays : Councilwoman Yearman. State Street Facade Program Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the New Century Partnership recommendation to increase the benefit to the program participant by providing a $3,000 grant to property owners for making approved exterior improvements . Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : Councilmember McKevitt. Overtime Parking Fines Discussion was held regarding the public ' s vehement reaction to the $25 fine for overtime parking, which was enacted when all parking was made free. It was the consensus of the Council to revert the amount of the fine to $10 and to encourage employers to strongly urge their employees to use long-term parking facilities rather than using the one-hour on-street parking. Councilman Gavin made a motion, seconded by Councilwoman Yearman, to reduce the overtime parking fine from $25 to $10 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting April 22, 1998 Page 3 Ordinance Prohibiting Parking of Vehicles Carrying Trash, Recyclables, Lawn Material Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed ordinance regulating the parking of vehicles carrying junk, recyclables, scavenged material, or yard waste on public streets or on public property. Councilman Schock made a motion, seconded by Councilwoman Yearman, to amend said motion by including language which would exclude trucks actively involved in construction activities, cleanup operations, or landscaping projects . Councilman McKevitt made a motion, seconded by Councilman Gavin, to amend the motion to include a provision that a warning ticket be issued to a person for his or her first offense regarding this regulation. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. The vote on the original motion as amended was as follows : Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Recess Councilman Schock made a motion, seconded by Councilman McKevitt, to recess and go into executive sessions for the purpose of discussing the following: Setting of a Price for Sale or Lease of Property Owned by the Public Body - Exempt under Section 12012 (c) ( 6) of the Open Meetings Act Purchase or Lease of Property for the Use of the Public Body - Exempt under Section 120/2 (c) ( 5) of the Open Meetings Act Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2 (c) ( 11 ) of Open Meetings Act Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Whereupon, at 7 : 24 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 :42 p.m. , the corporate authorities returned to open session and commenced the City Council meeting. Committee of the Whole Meeting April 22, 1998 Page 4 The Committee of the Wholemeeting resumed at 8 : 33 p.m. Engineering Services Agreement for MFT Maintenance Activities Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the subject agreement with Hampton, Lenzini & Renwick, Inc. for the estimated amount of $20, 000 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment to Development Impact Fee Ordinance for Park Improvements Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the proposed amendment to Title 17 , Development Impact Fees, by providing an alternative to the standard land dedication or cash payment by permitting a developer to construct a park improvement in combination with land dedication. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Grant Agreement for Forestry Software and Tree Inventory Councilwoman Yearman made a motion, seconded by Councilman Gavin, to award this contract to the overall low bidder, Davey Resource Group, for a total of $17,500 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Engineering Services Agreement 1998 Tyler Creek Management Project Gary Schaefer of Hey & Associates answered various questions . He stated that adding flood storage will not help prevent flooding. He said the key is protecting the current storage and implementation of the Gilberts and Kane County ordinances . Mayor Kelly stated he is concerned that the proposed agreement relates to the issue of water quality rather than flooding and suggested waiting to proceed. Other Councilmembers stated they believe the information to be received from Hey & Associates is necessary in order to fairly analyze what modifications and improvements to Tyler Creek should be undertaken. Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed agreement with Hey & Associates for the design, permit issuance, and bid preparation and evaluation for improvements to the main branch of Tyler Creek and to include the Level 3 projects . The motion and second were withdrawn. Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the agreement with Hey & Associates in the not-to-exceed amount of $171, 340 for the design, permit issuance, and bid preparation and evaluation for improvements to the main _ ,Cpmmittee of the Whole Meeting April 22, 1998 'Page 5 e" branch of Tyler Creek. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters and Yearman. Nays : Mayor Kelly. Professional Environmental Services Proposal Wetland Mitigation Management and Monitoring at Fox Bluff Corporate Center Councilman McKevitt made a motion, seconded by Councilman Schock, to enter into a professional services agreement with SDI Consultants for the Fox Bluff Corporate Center wetland monitoring and mitigation services for 1998 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None,'. Adjournment Councilman Schock made a motion, seconded by Councilman Walters,,' to adjourn the meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 9 : 38 p.m. May 13 , 1998 Dolonna Mecum, City Clerk Date Approved • COMMITTEE OF THE WHOLE MEETING rft. MAY 13, 1998 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 05 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, and Mayor Kelly. Absent: Councilmembers Walters and Yearman. Approval of Minutes Councilman Schock made a motion, seconded by Councilman Gavin, to approve the minutes of the April 22, 1998, meeting. Yeas : Councilmembers Gavin, McKevitt, Schock and Mayor Kelly. Nays : None. Councilmember Gilliam voted present. Agreement with Al 's Cafe & Creamery for Outdoor Tables A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Presentation of Proposed Marketing Program by Image Advisory Commission Michael Powers, on behalf of the Image Advisory Commission, made a presentation regarding the Commission' s recommendation that the Council support and fund an advertising campaign developed by the Commission. The objective of the campaign is to create a favorable image of Elgin for potential residents and to generate leads for Elgin realtors . Drafts of advertisements showing the ad campaign' s concept were displayed. An aggressive marketing plan costing $22 ,533 and a basic plan costing $7 , 368 were outlined. Councilmembers expressed support for a marketing campaign but felt that School District U-46 and the Elgin Area Chamber of Commerce should also be involved, so that it could be coordinated and more aggressive. Discussion was also held regarding the proposed ads and suggestions made for ad content. It was stated that a comprehensive marketing plan needs to be developed and included in the budget on an annual basis . Commission Chairman Berkey stated that the Commission will review the Council ' s suggestions, involve City staff, school district, and chamber of commerce and bring back another proposal for the Council ' s consideration. Presentation on Safe Summer Program Chief Gruber presented a detailed plan for the City' s 1998 Safe Summer Program, which includes suppression, education and prevention/recreation activities . . Committee of the Whole Meeting May .13, 1998 Page 2 Agreement with R. R. Donnelley Councilman Schock made a motion, seconded by Councilman Gavin, to approve the proposed agreement between the City, R.R. Donnelley and the owners of the Highland Lofts and to authorize staff to negotiate and bring to Council a change order to the contract with Walker Parking Consultants/Engineers, Inc. to provide for an additional monitoring station to be located at the police department or other appropriate City facility. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Award of Professional Service Contract for System Network Services Councilman Schock made a motion, seconded by Councilman McKevitt, to award this contract extension to Kissane Business Services, Inc. for a not-to-exceed amount of $20, 000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Facade Project for 53-65 Douglas Avenue Councilman Schock made a motion, seconded by Councilman McKevitt, to approve participation in the Facade Improvement Program for the property at 53-65 Douglas Avenue. Yeas : Councilmembers eft Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Criminal History Background Checks for Liquor License Applicants Councilman Gavin made a motion, seconded by Councilman Schock, to approve the recommendation of the Liquor Commission to implement nonfingerprint conviction information requests for liquor license applicants with the cost of the background checks to be paid by applicants . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Special Event Co-sponsorship Agreement with Prairie Rock Brewing Company Councilman McKevitt made a motion, seconded by Councilman Gavin, to approve the proposed agreement with Prairie Rock Brewing Company. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Safety-Kleen Corporation Acceptance of Sanitary Sewer, Recapture Ordinance and Easement Councilman Gavin made a motion, seconded by Councilman Schock, to accept the Safety-Kleen sanitary sewer and easement and to adopt an ordinance whereby Safety-Kleen Corporation may recover the . Committee of the Whole Meeting May . 13, 1998 Page 3 construction costs of the sanitary sewer from benefitting parcels . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Acceptance of Country Trails Subdivision - Unit 3 Councilman McKevitt made a motion, seconded by Councilman Schock, to accept the public improvements in Country Trails Subdivision - Unit 3 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Acceptance of Right-of-way for Point Boulevard Councilman Gavin made a motion, seconded by Councilman Schock, to authorize execution of the proposed agreement, accept the warranty deed and direct staff to record with the County all necessary documents . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Amendment No. 4 to Agreement for Engineering Services with Black & Veatch for Airlite Water Treatment Plant Improvements Councilman Schock made a motion, seconded by Councilman McKevitt, to approve the proposed amendment for additional engineering services for the Airlite water treatment plant improvements . rft Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Engineering Service Agreement for Inspection of Off-site Water and Sewer for Northwest Corporate Park Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed agreement with Baxter & Woodman Consulting Engineers for engineering construction services for Northwest corporate Park in the not-to-exceed amount of $50, 000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Stop Signs at Various Uncontrolled Intersections Councilman Gilliam made a motion, seconded by Councilman Schock, to approve the proposed stop intersections for the area bordered by May Street, Cookane Avenue, Hastings Street, and Harrison Street. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Councilman Gavin requested that the residents in the affected neighborhood be surveyed to determine whether they are in agreement with the establishment of stop stops at the proposed intersections prior to the stop sign ordinance being presented to the Council for passage. Committee of the Whole Meeting May . 13, 1998 Page 4 Intergovernmental Service Agreement with the U.S. Immigration and Naturalization Service Councilman Gilliam made a motion, seconded by Councilman Gavin, to approve the proposed agreement with the U. S . Immigration and Naturalization Service for housing detainees in the Elgin Police jail facility. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Disposal of Surplus City Equipment Councilman McKevitt made a motion, seconded by Councilman Gilliam, to authorize the staff to dispose of surplus office furniture. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : None. Adjournment Councilman Gilliam made a motion, seconded by Councilman Gavin, to adjourn and go into Executive Session for the purpose of discussing the following matters : Pending, or Probable or Imminent Litigation Against, Affecting or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt under Section 120/2 (c) ( 11) of the Open Meetings Act rft Setting a Price for Sale or Lease of Property Owned by the Public Body - Exempt under Section 120/2 (c) ( 6 ) of the Open Meetings Act Purchase or Lease of Real Property for the Use of the Public Body - Exempt under Section 120/2 (c) (5) of the Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock 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 7 : 43 p.m. , the corporate authorities returned to open session and commenced the City Council meeting. (;09e4b4.".42 � May 27, 1998 Dolonna Mecum, City Clerk Date Approved • COMMITTEE OF THE WHOLE MEETING MAY 27, 1998 The 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, McKevitt, Walters, Yearman and Mayor Kelly. Absent: Councilman Schock. Approval of Minutes Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve the minutes of the May 13, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Yearman and Mayor Kelly. Nays : None. Councilman Walters voted present. Proposed Amendment to Class I Special Event Liquor License Councilwoman Yearman made a motion, seconded by Councilman Gavin, to amend the Class I license to allow not-for-profit corporations or associations registered with the State of Illinois to conduct sales of alcoholic liquor at special events without requiring that a separately licensed vendor conduct the alcohol sales . Yeas : Councilmembers Gavin, Gilliam, Walters , Yearman and Mayor Kelly. Nays : McKevitt. Adopt-A-Highway Agreement Renewals with Blue Knights, Baha'i Community and Morning Kiwanis Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve the proposed Adopt-A-Highway agreements . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Elgin BMX Purchase of Service Agreement Councilman Gavin made a motion, seconded by Councilman Walters, to approve the 1998 Purchase of Service Agreement with the Elgin BMX Association to provide a BMX (bicycle moto cross) facility at the Elgin Sports Complex. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Architectural Services for a Facade Improvement Project at 28 North Grove Avenue Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the proposal submitted by Berna Architect for a fixed rate fee of $3,675 for architectural services . Yeas: Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting , May 27 , 1998 Page 2 Acceptance of Water Accountability Evaluation Report Councilman McKevitt made a motion, seconded by Councilwoman Yearman, to accept the Water Accountability Evaluation Report prepared by Alvord Burdick & Howson. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Authorization for Final Payment and Acceptance of 1997 Water System Leak Detection Project Councilman Gavin made a motion, seconded by Councilman Gilliam, to accept the completed 1997 water distribution leak survey project and authorize a final payment of $6,426 to Pitometer Associates . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Code Violation Escrow Agreement for 603 Raymond Street and 629 Wellington Avenue Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve the code escrow agreement with Hayward Hughes for 603 Raymond Street and 629 Wellington Avenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Yearman and Mayor Kelly. Nays : None. Councilman Walters abstained due to a conflict of `' interest. Park Contribution and Development Agreement with Pulte Home Corporation Councilman McKevitt made a motion, seconded by Councilman Walters, to enter into a Park Contribution and Development Agreement with Pulte Home Corporation which provides park impact fee credit for the value of the land and the cost and expense of constructing the improvements associated with the tot lot. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Neighborhood Improvement Grant Program Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to table consideration of this item to the June 10, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Amendment No. 1 to Agreement with Stanley Consultants for West River Road Reconstruction Project Councilman McKevitt made a motion, seconded by Councilman Walters, to approve Amendment No. 1 with Stanley Consultants in ��.. the amount of $75, 000, which includes engineering services for both bid alternatives . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. `Committee of the Whole Meeting . • - May 27, 1998 Page 3 Temporary Easement for Shales Parkway Construction Project Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve execution of the temporary easement agreements with Commonwealth Edison for the Shales Parkway Construction Project. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Williamsburg Commons Subdivision - Unit 3 Councilman Walters made a motion, seconded by Councilman Gavin, to accept the public improvements in Williamsburg Commons Subdivision - Unit 3 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters , Yearman and Mayor Kelly. Nays : None. 1998 Cultural Arts Commission General Grants Councilman Walters made a motion, seconded by Councilman McKevitt, to approve the following Cultural Arts Commission General Grants for a total of $18, 000 : Grantee Amount Project Talisman Theatre $15, 000 "Tell Me About Ireland" tow Art in Public Places $ 2, 000 Purchased Art Award "Redwood Crossing" Art in Public Places $ 1,000 Sights & Sounds Show Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Organizational Restructuring Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the proposed departmental reorganization. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman Gavin made a motion, seconded by Councilwoman Yearman, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 6 : 32 p.m. June 10, 1998 Dolonna Mecum, City Clerk Date Approved 1 COMMITTEE OF THE WHOLE MEETING JUNE 10, 1998 The 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, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the minutes of the May 27, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Status Report Regarding the Wing Park Pool The City Council received and discussed a progress report regarding the Wing Park family aquatic center project. The consensus after consideration of alternate sites for the aquatic center was that the current site is the only feasible location. City Manager Parker stated that the additional cost for flood proofing is estimated at approximately 5 percent. A recommendation regarding site location and project scope will be forthcoming in approximately 30 days . Presentation by Williams & Associates on the Feasibility of Locating a Recreation Center North of City Hall Williams & Associates showed slides of recreation centers located in other municipalities . Various site layout schemes were presented for the City-owned lot between Grove/Douglas and Kimball/North Streets, which includes the Borden Building property. Mike Williams stated that the City' s recreational center needs could range from a 70,000 to 150, 000 square foot facility. Parks and Recreation Director Meyers described the process to be followed, which includes Williams & Associates reviewing and analyzing other potential sites throughout the City, develop program requirements, prepare preliminary building design, and proposed budget for construction and operating costs . Input will be sought from the Recreation Center Needs Assessment Task Force, the Parks and Recreation Board as well as other organizations such as the YMCA, YWCA, United Way, senior citizen organizations, etc. The two hospitals will be contacted to determine whether they would be interested in making the proposed recreation center a joint project. Williams & Associates believes that the potential site north of City Hall is an extremely dynamic site and appropriate for a recreation center because of its central location. Committee of the Whole Meeting June 10, 1998 Page 2 Neighborhood Improvement Grant Program Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to remove consideration of the above program from the table. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Walters, Yearman, and Mayor Kelly. Nays : None. Councilman Schock abstained. 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 two votes . Councilwoman Yearman made a motion, seconded by Councilman Schock, to conduct a preliminary vote and give further consideration to those proposals which receive at least two votes . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schack, Walters, Yearman, and Mayor Kelly. Nays : None. Mayor Kelly and Councilman Gavin stated that requests have been submitted by Cobblers Crossing, which is where they reside. Due to a possible conflict of interest, Mayor Kelly will abstain from voting on any of the submissions . Councilman Gavin will abstain from voting on the requests submitted by Cobblers Crossing. The following is the result of the preliminary vote which was held regarding the 34 grant applications : Grant Straw Organization Submission Title Request Vote Central Park Towers Beautification Project 6 ,290 6 Tenant Association Cobbler' s Crossing Entry Flowers for 1, 810 1 Eight Locations Cobbler' s Crossing Stone Entry Monuments 15,00 0 (one of two) Cobbler' s Crossing Wind Break 10,575 0 Downtown Neighborhood Newsletter 4 , 714 4 Association Fire Barn #5 Museum Museum Sign 2 ,500 6 Fire Barn #5 Museum Restore Historical 7 , 000 1 Fountain in Firefighter Memorial Park Larkin Parents Assoc . Beautification Project 10,000 5 k Committee of the Whole Meeting June 10, 1998 Page 3 Larsen Middle School Larsen/Dundee Avenue 6 , 140 4 PTO Renovation to Significantly Enhance the Neighborhood Lords Park Association Roundabout-Grand Ave. 15,000 0 (Priority 1) and Grand Blvd. Lords Park Association Roundabout-Grand Blvd. 15, 000 0 (Priority 2 ) and Preston Ave. Lords Park Association Roundabout-Grand Blvd. 15, 000 0 (Priority 3) and Franklin Blvd. 0 Lords Park Association Roundabout-Grand Blvd. 15,000 0 (Priority 4 ) Park Ct. Lords Park Association Roundabout-Preston Ave. 15,000 0 (Priority 5) and Oakland Ave. Michigan Triangle Traffic Calming 15, 000 0 Near West Neighborhood Clean Streets 3, 008 5 Association em. Near West Neighborhood Playground Improvements 2 ,450 6 Association for Knollwood Apartments Near West Neighborhood Safe Streets, Safe Kids 15,000 0 Association Near West Neighborhood Softball Equipment 8, 008 5 Associiation and T-Shirts for Neighborhood Team NorthEast Neighborhood Common Grounds Phase 12, 000 4 Association II Fencing NorthEast Neighborhood Quarterly Newsletter 5,900 2 Association and Monthly Bulletin Original East Side Traffic Circle-Gifford 15, 000 0 Neighbors and Park Street Parkwood Homeowners Cul-de-sac Tree 6, 000 0 Association Trimming Parkwood Homeowners Lighting Project 15, 000 1 Association Save Our Streets Clara Howard Park 5,000 5 Landscaping Project }Committee of the Whole Meeting June 10, 1998 Page 4 Save Our Streets Neighborhood Retaining 15,000 2 Wall Revitalization SouthEast Elgin Avenue Display Banners 4 ,000 0 Neighbors SouthEast Elgin Clock Tower Replica 10,650 0 Neighbors SouthEast Elgin Deconversion Program 3,000 2 Neighbors Advertising SouthEast Elgin SEEN-Neighborhood Plan 10, 000 0 Neighbors SouthEast Elgin Wright Avenue Park 3,000 6 Neighbors Landscaping Valley Creek Seawater' s Park 15, 000 0 Village of College College Green 15, 000 0 Green Roundabout Washington Elementary "Preserve Our History" 14,090 4 PTA eimk Councilman Gilliam made a motion, seconded by Councilman Schock, to eliminate from consideration those projects that only received two votes . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Councilman Walters made a motion, seconded by Councilman Schock, to approve the following 12 remaining grant requests after making the following reductions : Downtown Neighborhood Association request from $8, 300 to $4 , 714 ; Larkin Parents Association request from $15,000 to $10, 000; and NorthEast Neighborhood Association request for Common Grounds Phase II (Fencing) from $15,000 to $12 ,000 . Organization Project Grant Central Park Towers Beautification Project $ 6 ,290 Tenant Association Downtown Neighborhood Newsletter 4 ,714 Association Fire Barn #5 Museum Museum Sign 2,500 Larkin Parents Assoc . Beautification Project 10,000 Committee of the Whole Meeting June 10, 1998 Page 5 Larsen Middle School Larsen/Dundee Avenue 6 , 140 PTO Renovation to Significantly Enhance the Neighborhood Near West Neighborhood Clean Streets 3,008 Association Near West Neighborhood Playground Improvements 2 ,450 Association for Knollwood Apartments Near West Neighborhood Softball Equipment 808 and T-Shirts for Neighborhood Team NorthEast Neighborhood Common Grounds Phase 12 , 000 Association II Fencing Save Our Streets Clara Howard Park 5, 000 Landscaping Project SouthEast Elgin Wright Avenue Park 3,000 Neighbors Landscaping rft Washington Elementary "Preserve Our History" 14,090 PTA TOTAL $70, 000 Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. The meeting recessed at 7 : 28 p.m. The meeting resumed at 8 : 25 p.m. Trout Park LAWCON/OSLAD Grant Application (Trails and Treasures) Councilman Walters made a motion, seconded by Councilman Schock, to approve the LAWCON/Oslad grant application for Trout Park. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Sleepy Hollow Ravine Councilwoman Yearman made a motion, seconded by Councilman Gavin, to authorize Charles Schrader & Associates to pursue grant funds up to $400, 000 to offset costs associated with preserving and protecting the Sleepy Hollow Ravine. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting June 10, 1998 Page 6 City Mainframe Computer Upgrade Councilman Gavin made a motion, seconded by Councilman Walters, to enter into a lease agreement with IBM Credit Corporation for the purchase of computer upgrade equipment. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Refinancing of Leasehold Mortgage by Center City Place Limited Partnership Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize execution of the estoppel certificate consenting to the proposed refinancing. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Elgin Symphony Orchestra Fine Arts Festival Concert Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the proposed performance agreement with the Elgin Symphony Orchestra for a performance at the August 21, 1998, Fine Arts Festival in the amount of $15,000 . Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Request for Funding Under State Street Facade Improvement Program (7 South State Street) Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve the proposed request for participation in the State Street Facade Program and a rebate of up to $3, 000 be obligated for payment upon approved completion of the demolition activity. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1998 Fine Arts Festival Parking Hours Amendment Councilman Walters made a motion, seconded by Councilman McKevitt, to approve unlimited parking at the Spring Street parking deck and the Civic Center parking lot on Saturday, August 22 and Sunday, August 23 in conjunction with the Fine Arts Festival . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for a One-hour Parking Restriction on Highland Avenue in Front of Ideal Ride Councilman Gavin made a motion, seconded by Councilman McKevitt, to authorize a One-hour Parking Zone on the south side of Highland Avenue from 84 feet east of Crystal Street to 166 feet west of State Street. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting June 10, 1998 Page 7 Recommendation from Neighborhood Services Committee for a Stop Sign on Oakwood Boulevard at Bode Road Councilman Walters made a motion, seconded by Councilman Schock, to authorize a stop sign on Oakwood Boulevard at Bode Road. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Prevailing Wage Rate Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to approve establishing prevailing wage rates on public works projects in accordance with the Illinois Department of Labor's rate schedule. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Appointment to Economic Development Council Mayor Kelly nominated Allen Anderson for reappointment. Councilwoman Yearman made a motion, seconded by Councilman Walters , to reappoint Allen Anderson to the Economic Development Council . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Appointments to Elgin Area Convention and Visitors Bureau Councilman Walters made a motion, seconded by Councilwoman Yearman, to reappoint James Nowicki and Janice Musial to the Elgin Area Convention and Visitors Bureau. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Appointments to Housing Authority of Elgin Mayor Kelly nominated Cindy Blakely for reappointment to the Housing Authority of Elgin. Councilman Gilliam made a motion, seconded by Councilman Schock, to table consideration of appointments to the Housing Authority of Elgin. Mayor Kelly stated that he was ruling Councilman Gilliam' s motion out of order in that there is no motion on the floor. What is pending is his nomination to reappoint Cindy Blakely. Councilman Schock made a motion, seconded by Councilman Gilliam, to challenge Mayor Kelly' s ruling. After discussion, Councilman Gilliam and Mayor Kelly agree to meet in an attempt to resolve the issues . The Mayor' s nomination to reappoint Cindy Blakely and all subsequent motions and actions were withdrawn. Committee of the Whole Meeting June 10, 1998 Page 8 emb. Adjournment Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to adjourn and go into Executive Session for the purpose of discussing the following matters : Selection Of A Person To Fill A Vacant Office, Or Removal Of A Person From An Office, When The Public Body Has The Power To Do So By Law Or Ordinance - Exempt under Section 120/2 (c) ( 3) 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. The meeting adjourned at 9 : 00 p.m. June 24 , 1998 Dolonna Me m, ity Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING STRATEGIC GOAL SETTING WORKSHOP JUNE 13-14, 1998 The special Committee of the Whole meeting/retreat was called to order by Mayor Kelly at 9 : 40 a.m. at the McGraw Wildlife Foundation, Pond Cottage meeting room. Present: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Absent: None. The City Manager and City Clerk were also in attendance. The workshop was conducted by Lyle Sumek. He presented information regarding what makes effective councils, understanding and appreciating individual contributions to teamwork, suggestions for soliciting citizen input and reducing the number of boards and commissions and appointing task forces instead. House rules for conduct were developed by Councilmembers . Department Directors joined the Mayor and Council for the afternoon session. Groups were formed to discuss what the community' s assets are, what forces will shape the City in the next 5-10 years, how the profile of the community is changing, and what impact that will have on City government. The workshop was recessed at 3 : 35 p.m. on June 13, 1998 . The workshop resumed at 8 : 35 a.m. on June 14 , 1998, with the Mayor, Council, City Manager, City Clerk, and Department Directors in attendance. Groups were formed to discuss targets for action in 1998 and 1999 . The Mayor and Council prioritized these items as reflected on Exhibit A, which is attached hereto. Long-term (next five years) goals for the community were then identified by the groups and prioritized by the Mayor and Council, as shown on Exhibit B. Councilman McKevitt left the meeting at 11 : 15 a.m. Adjournment Councilman Walters made a motion, seconded by Councilwoman Yearman, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Meeting adjourned at 12 : 00 p.m. igit-eolog„.4sz. July 22, 1998 Dolonna Mecum, City Clerk Date Approved P8-116 ELGIN • TARGETS J999 TOP 1. Code Enforcement 6 2. Gangs: Action Plan 6 3. Recreation Center: Direction 5 4. Zoning/Development/Comprehensive Plan Ordinance S 5. Riverfront Plan/Blueprint 4 6. North Center City Redevelopment: Direction 4 UGH 7. Golf Course: Direction 3 6 8. Financial Plan and Policy: Review 3 5 9. Growth: Plans for Future/Ongoing - 5 10. Public Works Facility: Direction 1 4 11. Communication/Public Information Strategy 1 4 12. Neighborhood Strategy Refinement 1 4 PENDING—IN3ERT 16 1. Downtown Plan and Project/Implementation Strategy 2 3 2. Randall Road/West Development: Direction 2 3 3. Strategy for Upper Income HomesfEstates 1 3 4. Multi Culturalism and Economic Strategy 1 3 - 5. Departmental Evaluation and Direction 2 2 6. Crocker Building: Direction 1 2 7. Tax Relief: Policy and Action 1 2 8. Street/Sidewalk Improvements - - 2 9. Comprehensive Parks Plan: Update - 2 10. Regional/National Image: Market the"City of Elgin" 2 1 11. Legislation Program: 1999 1 1 12. Entrance Beautification Projects - 1 13. Aquatic Center - 1 14. Technology Upgrade Plan - 1 15. Homeless: Strategy and Action Plan - - 16. Funding Non-Profits: Policy Direction - - EXHIBIT A • .Long-Term (2004) Goals for the Community: Top Priorities: 1 - Safe Community A- Reduction/elimination of gang activities and presence - increase public support. B - People feeling safe - anywhere, anytime in our city. C - Reputation as a "safe city" - statistics to prove our city is safe. D - Trained citizens involved as partners in community safety. E - Achieve police/fire presence in the commonity - optimal resource deployment. F - Timely response to emergency situations. f' 2 - Recreational, Leisure and Cultural Opportunities for All Citizens A - Improve number and quality of recreational facilities/amenities (public/private). B - Increase recreational programs and cultural activities. C - Respond to the diversity needs: age, cultures, including needs of middle class. D - Maintain quality of parks and playing fields. E - Work in partnership with community organizations and private sector. 3 - Enhanced Neighborhood Vitality A- Diverse neighborhoods with the "uniqueness" preserved. 1 EXHIBIT B . B - Improve city infrastructure/public rights-of-way and facilities serving the neighborhoods - streets, street lights, trees, sidewalks. C - Active neighborhood associations as responsible partners with the city. D - A place for families: a feeling E - Sustaining and improving code enforcement and assisting residents through education and grants: more attractive and quality buildings - including overcrowding. F - Preventive approach to preserving homes, working with residents and landlords. G - Support for neighborhood business - incorporation of neo-classical design in new neighborhoods. 4 - Balanced Economic Growth - Expanding and Diversifying our City Tax Base A - Attracting quality businesses with family wage or higher jobs. B - Active retention of current businesses. C - Providing quality infrastructure to support development. D - City working with various business groups. E - Expanded retail and restaurant opportunities. F - Sustaining retail businesses - long-term. r 2 • High Priorities: 5 - Range of Quality Housing Opportunities A - Maintain and improve the quality of existing homes. B - Retain first-time home owners - housing available to move up. C - Increase number of homes - quality for middle and upper incomes. D - Positive reputation: Realtors, outside world; value of our homes - "quality of community" and "education". E - Amenities available for families. F - Quality education. 6 - Alive Downtown r A - Improved physical appearance and quality of buildings. B - A community focal point - our living room - a destination for entertainment, business, housing, shopping. C - Diverse activities and events for drawing people to the downtown. D - Corporate partners working responsibly with the City. E - Increase number of businesses, housing units and events. F - Appropriate parking. 7 - River as a Community Resource A - Public access to the river for use by our citizens. 3 B - Enhance appearance of the river throughout our community, reduce amount of unattractive areas. C - Amenities for people along the river. D - Citizens recognize the river as a community-wide asset. E - A focal point for community pride. 8 - Financially Stable City Government: Providing Efficient Services, Having a Quality Infrastructure A - Cost effective service delivery, responsive to citizens. B - Increase financial reserves. C - Maintain or lower property tax rate - diversifying our tax base. D - Maintain or increase bond rating. E - Maintain and improve quality of existing infrastructure. F - Planned infrastructure for new development. G - .Define criteria for economic development incentives. H - Positive,- stable labor - management - employee relations - ownership and participation. rik 4 COMMITTEE OF THE WHOLE MEETING JUNE 24, 1998 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 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 June 10, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Request for Approval of Recommendations from Task Force Regarding Bureau of Justice Assistance Grant Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the recommendation of the task force to fund the following projects and program from the grant: Disc imaging in the amount of $67 ,800; security cameras in the amount of $16,515; and Hispanic intervention program/Centro in the amount of $25,751 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The Council indicated its approval to have the City provide the ten percent grant match on behalf of Centro de Informacion. Extension of Solid Waste Contract with Waste Management West Discussion was held regarding the benefits of extending the contract with Waste Management West, which include cost savings in 1998 and 1999 and free collection of garbage from the City's parks . Councilman McKevitt stated that he believes the waste disposal contract should be put out for bid. Councilman Schock raised the issue of whether using the Consumer Price Index regarding increases was appropriate. Mayor Kelly suggested that BFI be given an opportunity to determine whether they can meet Waste Management West ' s price. Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve the proposed solid waste disposal contract extension with Waste Management West. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : Councilmember McKevitt. Public Action to Deliver Shelter (PADS) Purchase of Service Agreement Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the proposed Purchase of Service Agreement with PADS. Committee of the Whole Meeting June 24 , 1998 Page 2 Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Conversion of Center Street to Two-way Traffic from Kimball Street to North Street Councilman Gavin made a motion, seconded by Councilman Gilliam, to approve the change to two-way traffic from Kimball Street to North Street. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Permanent Easement for Shales Parkway Construction Project Councilman Gavin made a motion, seconded by Councilwoman Yearman, to accept the permanent easement agreement for the Shales Parkway improvements on the Commonwealth Edison right-of-way adjacent to Shales Parkway. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for No Overnight Parking on Ash and Birch Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the recommendation that No Parking from 12 a.m. to 6 a.m. be adopted for Ash and Birch Streets . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Enhanced Initiatives to Combat Gang and Drug Crime Discussion was held regarding the recommendation to hire five additional police officers and one civilian employee to replace a sworn officer to bolster the Police Department' s gang unit, drug unit, and to provide two additional school liaison officers for the middle schools . Councilman Walters made a motion, seconded by Councilwoman Yearman, to accept the proposed staffing and organizational plan for the Police Department and to authorize the immediate implementation of Phase I . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Reestablishment of Groundcover Ordinance Requirements Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve the reestablishment of groundcover requirements for exterior property areas within the city. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting June 24 , 1998 Page 3 Update to Citation List Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed ordinance to update the citation list. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None. Architectural Services for a Facade Improvement Project - 11-15 Douglas Avenue Councilman Gavin made a motion, seconded by Councilman Walters, to approve the proposal of C. O 'Neil Designers, Inc. for architectural services at a fixed fee of $9,450 for 11-15 Douglas Avenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . 1998 Congdon/Page Resurfacing Project Change Order No. 1 Councilman Walters made a motion, seconded by Councilman McKevitt, to approve Change Order No. 1 to the contract with Arrow Road Construction in the amount of $22, 188. 05 to rehabilitate Dexter Court west of Douglas Avenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Discussion of Roberts Rules of Order Council Gilliam stated that he wanted to point out the fact that the material furnished to the Council from Roberts Rules of Order and Elgin Municipal Code City Council Rules of Procedure reflect that there is a procedure for handling the Mayor' s refusal to acknowledge a Councilman' s motion to table. Adjournment Councilman McKevitt made a motion, seconded by Councilman Gavin, to adjourn and go into Executive Session for the purpose of discussing the following matters, which are exempt under the pertinent sections of the Open Meetings Act: Establishment of Reserves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immunity Act - Exempt under Section 120/2 (c) ( 12) of Open Meetings Act Selection Of A Person To Fill A Vacant Office, Or Removal Of A Person From An Office, When The Public Body Has The Power To Do So By Law Or Ordinance - Exempt under Section 12012 (c) ( 3) of Open Meetings Act Setting of a Price for Sale or Lease of Property Owned by the Public Body - Exempt under Section 120/2 (c) (6 ) of Open Meetings Act Committee of the Whole Meeting .rune 24, 1998 Page 4 Collective Bargaining Issues of Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt under Section 120/2(c) (2) of the Open Meetings Act Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 17 p.m. AJLeINA4w-- July 8, 1998 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING JULY 8, 1998 The regular Committee of the Whole meeting was called to order by Mayor Kelly at 6 : 05 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 24 , 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Request for Funding from Elgin Heat Girls Softball Teams Matt Schacht and Howard Bierman, Managers of the Elgin Heat Girls Softball teams, ages 14 and under and 18 and under, stated that both teams qualified for the 1998 Girls Youth Fastpitch World Series in Jupiter, Florida. This is the first traveling team from Elgin that 's ever gone to the Girls Softball World Series, and it 's the largest youth tournament in the country. They are conducting various fund-raising activities and are also rm. requesting financial assistance from the City. Councilman Schock made a motion, seconded by Councilman Gavin, to contribute the sum of $5,000 to each of the two teams, to be applied towards their expenses for going to Florida for the tournament and further to give them a supply of the "Elgin" pins to give to members of competing teams . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Change Order No. 2 with Certified Midwest Construction Incorporated for Hemmens Roofing Paving Project Councilwoman Yearman made a motion, seconded by Councilman Schock, to approve the second and final change order for the Hemmens paving contract with Certified Midwest Contractors in the amount of $10, 017 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grants, June 1998 Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the following 1998 arts programs and expenditures as recommended by the Cultural Arts Commission for a total of $28, 946 : • Committee of the Whole Meeting July 8 , 1998 Page 2 GRANTEE AMOUNT PROJECT Children' s Theatre $6,000 Retro Rock & Roll of Elgin (Children' s Summer Theater Art in Public Places $1,000 1996/1997 Purchased Art Showcase "Best of the Best" Art in Public Places $3,000 Sights & Sounds Show Chicago' s Best Artists Cultural Arts Commission $1,800 Purchased Art Award "Gershwin Night" Elgin Area Childcare $5, 646 "Success by 6" Initiative (Youth Art projects and activities) Talisman Theatre $8, 000 Performance Promotion - Elgin Fest (Entertainment: Lonnie Brooks : American Children' s Artistic Performances) Cultural Arts Commission $2 ,000 Authorization for art purchase at the Fine Arts Festival Cultural Arts Commission $ 500 Food Voucher for artists at the Fine Arts Festival Cultural Arts Commission $1,000 Piano Rental for Pinetop Perkins performance at the Fine Arts Festival Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Intergovernmental Agreement with Hanover Township Regarding Youth Program Councilman Walters made a motion, seconded by Councilman Gavin, to approve the proposed agreement with Hanover Township for the new youth program known as Second Chance. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting July 8, 1998 Page 3 Intergovernmental Property Use Agreement for Fire Department Training Councilman Gavin made a motion, seconded by Councilman Walters, to approve the proposed agreement and authorize the fire department to conduct training evolutions at 358 Griswold Street from July 9, 1998 through August 9, 1998 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for New Stop Sign Placements Councilman McKevitt made a motion, seconded by Councilman Walters, to approve the placement of stop signs on Bowen Court at Sherman Avenue, on Bowen Court at Regent Street, on Regent Street at Arlington Avenue and on Arlington Avenue at Sherman Avenue. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Intergovernmental Agreement with Kane County for Improvements to South McLean Boulevard Councilman Walters made a motion, seconded by Councilman Gavin, to approve the proposed agreement. Yeas : Councilmembers Gavin, fow Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1998 Historic Architectural Rehabilitation Grant Program Councilman Schock made a motion, seconded by Councilman Walters, to approve the recommended grant recipient eligibility list and fund the program at a level of $134 ,243 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The suggestion was made that the Heritage Commission review the point criteria and consider lowering the number of points assigned for painting alone. Declaration of Public Nuisance Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the proposed resolution declaring the properties located at 710 East Chicago Street, 1042 Bellevue Avenue, 271 Villa Street, 153 Highbury Drive and 476 Fremont Street to be public nuisances which must be repaired or demolished. Yeas: Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. .Committee of the Whole Meeting July 8, 1998 Page 4 Insurance Consulting Services Councilman Schock made a motion, seconded by Councilman McKevitt, to accept the proposal from Risk Resources to provide insurance services at a cost not to exceed $10,000 . Yeas: Councilmembers Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : Councilmember Gavin. Adjournment Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to adjourn the meeting and go into Executive Session for the purpose of discussing the following matters: Establishment of Reserves or Settlement of Claims as Provided in the Local Government and Governmental Employees Tort Immunity Act - Exemption under Section 120/2 (c) ( 12 ) 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 the Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. efth The meeting adjourned at 6 : 32 p.m. July 22, 1998 Dolonna Mecum, City Clerk Date Approved A . COMMITTEE OF THE WHOLE MEETING JULY 22, 1998 The 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, 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 13-14 , 1998, Strategic Goal Setting Workshop and the July 8, 1998, regular meeting. Yeas: Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Report from Mayor on Recent Attendance at U.S. Conference of Mayors Mayor Kelly reported on his recent attendance at the U. S. Conference of Mayors at which he was invited to speak on the topic of gaming and its effect on the City of Elgin. He showed the video of his presentation at the conference. City Council Schedule for 1999 Budget and Financial Planning Process Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to adopt the proposed timetable for budget meetings as follows : August 12, 1998, 5 p.m. City Council Early Input August 26 , 1998, 5 p.m. Community Input October 14, 1998, 5 p.m. City Council Budget Discussions October 21, 1998 Special City Council Budget Meeting, if necessary October 28, 1998, 5 p.m. City Council Budget Discussion November 4, 1998, 7 : 30 p.m. Adopt 1999 Budget and 1999-2003 Financial Plan Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Proposed Ordinance Amending City's Liquor Code Regarding Number of Class B and B-1 Liquor Licenses An ordinance will be presented for passage by the City Council at tonight' s Council meeting. Committee of the Whole Meeting July 22 , 1998 Page 2 Proposed Ordinance Amending the City's Liquor Code to Provide for Auctioneer Liquor License Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve the proposed ordinance establishing a liquor license class for the sale of wine by an auction business and setting the annual fee for $1, 000 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Ordinance Authorizing Modification Agreement to Lower Interest Rate for Economic Development Revenue Bond for Elgin Corrugated Box Company Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve the proposed ordinance authorizing the modification agreement to reduce the interest rate for the economic development revenue bond for Elgin Corrugated Box Company. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Purchase of Service Agreement with New Century Partnership A resolution will be presented for adoption by the City Council at tonight ' s Council meeting. Acceptance of Grant from Bureau of Justice Assistance A resolution will be presented for adoption by the City Council at tonight' s Council meeting. Puerto Rican Day Parade Co-sponsorship Agreement A resolution will be presented for adoption by the City Council at tonight' s Council meeting. Proposed Ordinance Amendment for Massage Establishments Councilwoman Yearman made a motion, seconded by Councilman Gavin, to remove the bathing facility requirement for massage establishments, correct the referenced code section error, and require proof of professional liability insurance. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Rental Agreement with Neighborhood Housing Services for Southeast Resident Officer A discussion was held regarding the basis for the amount of the proposed rent. Additional information will be provided to the Council, and this matter will be on the August 12 agenda. Committee of the Whole Meeting July 22, 1998 Page 3 Architectural Services for Facade Improvement Project at 160 North Street Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve the proposal by Greg Berna for architectural services for 160 North Street at a fixed fee of $8, 880 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Letter of Intent for Improvement to Illinois Route 19 Councilman Gavin made a motion, seconded by Councilman McKevitt, to authorize execution of a Letter of Intent committing city funds in the amount of $750,300 but excluding any cost responsibility for right-of-way acquisition until further notice. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. License Agreement with Union Pacific Railroad Company Associated with Tyler Creek Interceptor Sewer - Phase V Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve the license agreement with Union Pacific Railroad and authorize execution of the agreement at a total cost of $1,000 . Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Stop Sign on Washington Street at North Crystal Street Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the request for the proposed stop sign. Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cook County Class 6b Real Estate Tax Incentive - Ozinga Brothers, Inc. Councilman McKevitt made a motion, seconded by Councilman Schock, to approve the request for a 6b Real Estate Tax Incentive for Ozinga Brothers, Inc. Yeas : Councilmembers McKevitt, Schock, Walters and Yearman. Nays : Councilmember Gavin and Mayor Kelly. Jones Intercable Television Franchise Extension Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the extension of the cable television franchise with Jones Intercable to December 9, 2002 . Yeas : Councilmembers Gavin, McKevitt, Schack, Walters, Yearman and Mayor Kelly. Nays : None. ' Committee of the Whole Meeting • July 22, 1998 Page 4 Adjournment Councilwoman Yearman 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 120/2 (c) (5) of the Open Meetings Act Litigation - exempt under Section 120/2(c) ( 11) of Open Meetings Act Yeas : Councilmembers Gavin, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 6 : 43 p.m. Q104440v.AL ille■VAAmo%■ August 12, 1998 Dolonna Mecum, City Clerk Date Approved (ow ___________ • COMMITTEE OF THE WHOLE MEETING AUGUST 12, 1998 The regular rescheduled Committee of the Whole meeting was called to order by Mayor Kelly at 5 : 15 p.m. in the Council Chambers . Present: Councilmembers Gavin, McKevitt, Schock (arrived at 5 : 17 p.m. ) , Yearman and Mayor Kelly. Absent: Councilmembers Gilliam and Walters . Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman McKevitt, to approve the minutes of the July 22, 1998, meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Designation of Professional Building and Elgin Tower Building as Local Elgin Landmarks Ordinances will be presented at tonight ' s Council meeting for passage by the City Council . Intergovernmental Agreement with Kane County to Assist in Funding Truancy Program rk Councilwoman Yearman made a motion, seconded by Councilman Gavin, to authorize execution of the Intergovernmental Cooperative Agreement with the Kane County Regional Office of Education for a $20, 000 grant to assist in funding the Truancy Program. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Establishment of 25 MPH Speed Zone on North Airlite Street Councilman Schock made a motion, seconded by Councilwoman Yearman, to authorize the establishment of a 25 mph zone on North Airlite Street from Larkin Avenue to Country Knoll Lane. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for Two-hour Parking on Ford Avenue Councilman Gavin made a motion, seconded by Councilman Schock, to authorize the establishment of a two-hour parking zone along both sides of Ford Avenue from Dundee Avenue to Preston Avenue. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. elk • Committee of the Whole Meeting August 12 , 1998 Page 2 Recommendation from Neighborhood Services Committee for Stop Signs on Salem Road at Jamestown Lane, Raymond Street at Gifford Place and Valley Creek Drive at North Airlite Street, No Parking on North Airlite Street Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize stop signs on Salem Road at Jamestown Lane, on Raymond Street at Gifford Place, on Valley Creek Drive at North Airlite Street, and to establish a "No Parking from 8 a.m to 3 p.m. During School Days" on North Airlite Street between Woodridge Court and Valley Creek Drive. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Solid Waste Garbage and Refuse Contract Payments for Waste Management-West Councilman Gavin made a motion, seconded by Councilwoman Yearman, to authorize an increase in the number of Stops listed in the contract with Waste Management West by 72, for a new total of 20,235, which will remain in effect from July 1998 through December 1998 and to authorize payment for an additional 136 multi-family units, for a total of 2, 012, at 75% of the contract rate for the next six months . Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. elk Adopt-A-Highway Agreement Renewals with Elgin Breakfast Rotary Club and Noon Kiwanis Club Councilman Schock made a motion, seconded by Councilman McKevitt, to approve the renewal of the Adopt-A-Highway agreements with Elgin Breakfast Rotary Club and Noon Kiwanis Club. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Easement Agreement with Metra for North McLean Boulevard Sidewalk Construction Councilwoman Yearman made a motion, seconded by Councilman Schock, to authorize execution of the easement agreement with Metra for North McLean Boulevard sidewalk construction and to authorize payment to Metra for the $800 documentation fee. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Amendment No. 1 with Walker Parking Consultants for a Design/Build Engineering Agreement for Spring Street Parking Deck Security System Councilman Schock made a motion, seconded by Councilman McKevitt, to approve Contract Amendment No. 1 with Walker Parking Consultants in the not-to-exceed amount of $18, 125 . Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. ' Committee of the Whole Meeting August 12, 1998 Page 3 Fire Protection Agreements for 1998 Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the proposed Fire Protection Agreements with Elgin O'Hare Commerce Center, Illinois Tool Works, DMS Desotech, St. Charles Properties and Eagles Club. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Authorization of Change Order No. 5 with River City Construction Company for the Riverside Water Treatment Plant Expansion Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize execution of Change Order No. 5 in the amount of $88,993 . Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Amendment No. 3 to an Agreement with Baxter & Woodman for the Tyler Creek Interceptor Sewer Phase V Project Councilman McKevitt made a motion, seconded by Councilman Schock, to approve Amendment No. 3 in the amount of $180,000 with Baxter & Woodman. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. telk Amendment No. 1 to an Agreement with Baxter & Woodman for the Otter Creek Lift Station Councilman McKevitt made a motion, seconded by Councilman Schock, to approve Amendment No. 1 to the agreement with Baxter & Woodman in the amount of $36,492 . Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Amendment to Elgin Municipal Code Section 2.24 .420 Currently Prohibiting Motorcycles in Bluff City Cemetery Councilman Gavin made a motion, seconded by Councilwoman Yearman, to delete paragraph J of Section 2 . 24 . 420 of the Elgin Municipal Code which prohibits motorcycles from Bluff City Cemetery. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. City Council Early Input for 1999 Budget and 1999-2003 Financial Plan Individual Councilmembers requested that consideration be given to the following items and suggestions when the 1999 budget and 1999-2003 financial plan are developed: Evaluate Emergency Medical Dispatch Services proposed last year by the Fire Department and Police Department. few Allocate funds for open lands acquisition for recreation on the west side of Elgin. Committee of the Whole Meeting AugUst 12, 1998 Page 4 Provide technological assistance for the Planning Department to enhance their capabilities for future planning. Identify all the potential funding sources for a community recreation/family health center so that a priority level can be assessed. Review proposals from the past several years that have not been included or have been eliminated from the budget and financial plan. Reexamine those items before considering new items . Have staff provide a report giving the status on projects included in the 1998 budget and the financial plan for 1999 . Information concerning what projects came in under budget and what projects had cost overruns should be included in this report. Continue rebuilding infrastructure, including streets and combined sewers, rather than considering luxury items . Consider additional anti-gang measures, particularly suppression. Make decisions early in the budget process regarding a recreation center, public works facility, and the Spartan Meadows uncertainties . Consider tax rebate for all homeowners . Rebuild older neighborhood sidewalks and streets . Consider moving forward more quickly on special assessment projects . Include Tyler Creek flood control measures in future planning. Contact Kane County to investigate the possibility of working jointly on this project. Update the zoning ordinance in that the Far West Area Plan cannot be implemented under the current zoning ordinance. City Manager Parker recommended that an economic development incentive policy be formalized, guidelines developed, and a specific amount allocated. Further, she stated that it is their intention to incorporate the 1999 work plan and five-year goals developed at the strategic goal setting retreat into the 1999 budget and five-year financial plan. If there are any changes in this regard, she said it would be helpful to get that direction soon. Mayor Kelly announced that citizens will have an opportunity to express their opinions regarding what they think the City' s priorities should be at the next Committee of the Whole meeting on August 26 , 1998, at 5 p.m. In response to comments made and questions she has received, City Manager Parker asked Planning Director Dahlstrom to give a report regarding Hoffman Estates annexations . Mr. Dahlstrom stated that the area east of the City has experienced some restraints to growth, principally due to the sewer and water systems, which were designed 25 to 30 years ago. He said there are many more complicating factors regarding eastside annexations than the City simply being receptive to annexation. Committee of the Whole Meeting Augdst 12, 1998 Page 5 rft Wing Park Family Aquatic Center Project Options Parks and Recreation Director Meyers reviewed the history of the project. She stated that after meeting with the neighbors and the Parks and Recreation Board, the conclusion was to rebuild at the present site and to include floodproofing measures in the project. She stated that there are two development options . Pool consultant, Burbach Municipal and Civil Engineers, gave a slide presentation of facilities very similar to what is proposed for Wing Park. He described in detail what is included in the two options and the additional amenities that are available. In option #1, the existing bathhouses, concession building and cashier booth to the east of the creek would be floodproofed and a new pool and mechanical building would be built west of the creek. Option #2 involves demolishing the existing bathhouses, concessions and cashier booth and building the pool and a new combination bathhouse/concession/cashier building west of the creek. Because of the cost, option #2 as proposed does not include a sand volleyball area or sand play area and equipment. These sand areas could be added later. Councilman Schock made a motion, seconded by Councilman McKevitt, directing staff to present funding options regarding the following amenities : sand play area and apparatus-$79 ,500; sand volleyball area-$28,500; sunning areas and furniture-$56 ,500; and diving hopper assembly-$329 ,500; total-$494, 000, and to defer final selection of amenities until the next meeting. Councilman Gavin made a motion, seconded by Councilman Schock, to amend the aforesaid motion to approve site option #1 to rebuild the family aquatic center at its current location and renovation option #2 to build a new combination building to the west of the creek for the bathhouses, concessions and cashier with the new 22 ,000 square foot pool and mechanical building. Mechanical building to be constructed above the 100 year flood level and multipurpose building to be built above the 50 year flood level . The existing structures to the east of the creek would be demolished and the area returned to green space. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. The vote on the original motion as amended was as follows : Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Hey and Associates Contract for Aquatic Center Permits Councilman McKevitt made a motion, seconded by Councilman Schock, to authorize Hey and Associates to process the required flood plain permits for the Wing Park Family Aquatic Center as specified in option 1, at a total cost of $9 ,500 . Yeas : eft Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting Augdst 12, 1998 Page 6 eft Sewer Lateral Assistance Program Councilman Gavin made a motion, seconded by Councilman McKevitt, to approve a Sewer Lateral Assistance Program, retroactive to January 1, 1998, for repairs within the public right-of-way, funding 50 percent of the repairs up to $5, 000 maximum reimbursement with no household income qualification requirement. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. Request from Elgin Beverage Association for Changes to the Sign Ordinance Kevin McCarty, Attorney for Elgin Beverage Association, stated that the two issues the association is concerned about is inconsistent enforcement of the sign ordinance and confusion concerning interpretation of the sign ordinance. They would like consideration to be given to amending the sign ordinance to allow one neon sign per window pane, one outside advertising banner, decorative flags four times a year not to exceed 14 consecutive days, and no tax or fees associated with the foregoing. Discussion was held regarding sign enforcement practices and the requested changes to the sign ordinance. Mr. McCarty stated that he had been advised by the Corporation Counsel that in order to have an amendment to the zoning ordinance considered it would be necessary to file an application with the Planning Department, hold a public hearing before the Planning and Development Commission, which will make a recommendation to the City Council, which would then take action on the application. The association will file the appropriate application as required. Adjournment Councilman McKevitt made a motion, seconded by Councilman Schock, to adjourn the meeting. Yeas : Councilmembers Gavin, McKevitt, Schock, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 30 p.m. (Teat-4,— August 26 , 1998 Dolonna Mecum, City Clerk Date Approved a COMMITTEE OF THE WHOLE MEETING ... AUGUST 26, 1998 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Kelly at 5 : 08 p.m. in the Council Chambers . Present: Councilmembers Gavin, Gilliam (arrived at 6 : 18 p.m. ) , McKevitt (arrived at 5 : 35 p.m. ) , Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve the minutes of the August 12 , 1998, meeting. Yeas : Councilmembers Gavin, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Public Input on 1999 Budget and 1999-2003 Financial Plan The City Council received the following input from citizens and representatives from various organizations regarding the City' s spending priorities . Acquire property at the intersection of Liberty Street and East Chicago Street in order to straighten out the Liberty Street jog at that intersection. Acquire property on the west side of the riverbank. Acquire Elgin Salvage property and construct a Roth/Seigle Park. Funding for Main Street Program to assist in revitalization of the downtown. Provide $20,000 to fund a volunteer program to assist in various ways including participating in the city-wide cleanup effort and helping homeowners become code compliant. Provide funding to the library to acquire the Meadows property. Provide additional tax incentives for projects similar to the Douglas Hotel development. Provide additional parking downtown by building a parking deck rather than a parking lot. Funding for traffic plan for the near westside neighborhood. Funding in the amount of $150, 000 to fund additional staff for Boys and Girls Club due to the rapid growth in membership. Improve the entryways to the City by eliminating weeds, crumbling sidewalks, and providing other improvements that leave a lasting impression. Make a commitment regarding the riverfront, including moving Public Works off the river, building a parking deck and festival park, expand the banner program, and design an intercity bikeway system to bring people into the downtown area. Investigate resolving problems caused by Starro Products being located in a residential area. Have City acquire part of the Starro property and create a neighborhood park. Establish a policy and provide funding to replace every tree that is removed from the tree bank. Committee of the Whole Meeting Ppgust 26, 1998 Page 2 Develop a plan for the east side of Elgin. Survey what exists and what is lacking. Encourage location of retail businesses and consider annexing unincorporated areas . Provide funding a systematic procedure for informing buyers regarding occupancy regulations prior to closing. Enact additional legislation to address the overoccupancy problems . Provide for an additional zoning officer that can get out into the field and monitor what is happening throughout the City. Provide assistant for the Historic Preservationist and translate various brochures into Laotian as well as providing interpretation for the hearing impaired. Provide additional ROPE officers in the downtown area and the Michigan Triangle. Establish bike paths through the neighborhoods . Provide recreational facilities . Hire retirees to work in the parks . Include funding for Lord ' s Park improvements . Repair storm drain at Gifford and Fremont Streets and repair streets . Perform a city-wide traffic study and fund improvements . Improve traffic light timing. Increase funding for the Neighborhood Grant Program and provide additional staff to administer the program. Create a separate Department of Neighborhoods to provide assistance to citizens and neighborhood organizations . Take aggressive action to lower the number of properties which have been converted to multifamily. Initiate an incentive program for realtors who sell homes that will be deconverted and increase the amount of funding for the conversion program. Invest in more parks and open space as the City expands . Develop a five-year financial plan for parks, which increases opportunities for grants . Allocate funds to implement the parks plan and acquire property. Consider acquiring the Eagles property for a park. Install a traffic calming device on Michigan Street. Place a ROPE officer in the Michigan Street neighborhood. Install new street, sidewalks and other improvements on Michigan Street in conjunction with their participation in the NHS Model Block. Purchase abandoned rail spur. Repair retaining walls, such as the one on Michigan Street. Perform St. Charles Street improvements sooner than currently scheduled because of the very poor condition of the street. Address the serious traffic problem on Route 20 at Rose Lane by encouraging cooperation between the Illiois Department of Transportation, the City of Elgin, and various developers . Budget funds for an incentive to negotiate consolidation of the Rose Lane and trucking company entry points into one entry point and provide part of the funding for signalization. eullk Review the inventory of existing but little used parks . Review condition of streets in the Mill Street area. Double the funding for Boys and Girls Club and PADS. , Committee of the Whole Meeting 'Apgust 26 , 1998 Page 3 f 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 : Purchase or Lease of Real Property for the Use of the Public Body - Exempt Under Section 120/2 (c) ( 5) of the 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 the Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting recessed at 6 :20 p.m. and resumed at 7 : 10 p.m. Rental Agreement with Neighborhood Housing Services for Southeast Resident Officer A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . em. Authorization to Enter into an Agreement for Pipeline Crossing with Union Pacific Railroad Company and I & M Rail Link Discussion was held regarding certain provisions contained in the agreements . It was suggested that consideration of these agreements could be held until the two companies could be contacted to determine whether the terms of the agreements could be modified. Cook County Class 6b Real Estate Tax Incentive (Chicgoland Paving) A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Wing Park Family Aquatic Center Discussion was held regarding whether to include additional options to the proposed aquatic center. Councilman McKevitt made a motion, seconded by Councilman Schock, to approve option #1 to build the new mechanical building and multipurpose building, demolish existing buildings to the east of the creek and return the area to green space. In addition, include options costing $494, 000 in the project for a total project cost of $5,538, 000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters and Mayor Kelly. Nays : Councilmember Yearman. . Committee of the Whole Meeting August 26, 1998 Page 4 Status Report on Proposed Recreation Center Williams Associates Architects, Ltd. stated that they have met with the Recreation Center Needs Assessment Task Force which was formed in 1995, held a meeting at Hemmens for public input, and met with both hospitals which have indicated interest in being involved in a wellness center at the proposed recreation facility. Two proposed site plans were shown on the Borden property - one with the Borden Building remaining and the other without the Borden Building. It was generally agreed that the Borden Building should be demolished if the recreation center were to be at this site, and staff was directed to put the bid for demolition on the next meeting agenda. Items discussed included the following: smaller facilities in various locations throughout the City; building the center at the Sports Complex; sources of funding for construction and operation; holding an advisory referendum; parking on the site and other nearby locations; Elgin being the only community of its size in the area that does not have a recreation center; the proposed recreation center being cross-generational and not in competition with private sector recreational facilities; concern that this location and opportunity might not be available 15-20 years from now. It was suggested that a proposal could be prepared to proceed with tearing down the Borden Building and putting in the parking lot as proposed in Scheme A for the proposed recreation center. This would provide much-needed parking for Hemmens, the Gail Borden Library, Appellate Court, and Police Facility even if the recreation center isn' t built later. Councilman McKevitt made a motion, seconded by Councilman Schock, to accept Scheme A, for both the site and proposed building, as a rough conceptual plan and ask the architects and staff to continue moving forward with the analysis, the pro forma, and discussions with the hospitals, based on the recreation center as roughly outlined in the Scheme A proposal . Yeas : Councilmembers Gilliam, McKevitt, Schock and Walters . Nays : Councilmembers Gavin, Yearman and Mayor Kelly. Request by Pancor Development for Development of the Burritt Building Discussion was held regarding various possible conflict of interest issues . At the end of the discussion, Councilman McKevitt stated that he would be abstaining from taking part in any discussion or vote regarding the above matter. Councilwoman Yearman made a motion, seconded by Councilman Gavin, to direct staff to work with Pancor Development to prepare a proposed development agreement as recommended in the August 25, 1998, agenda memorandum and to put the proposed agreement on both . Committee of the Whole Meeting August 26, 1998 Page 5 the Committee of the Whole and Council agendas for the September 9, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilmember McKevitt abstained due to a conflict of interest. Proposed Ordinance Amending the City's Liquor Code to Provide for Nightclub Liquor License Councilman Gilliam made a motion, seconded by Councilman Gavin, to approve the recommendation of the Liquor Commission to amend the Liquor Code to provide for a nightclub liquor license. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock and Mayor Kelly. Nays : Councilmembers Walters and Yearman. Cook County Class 6b Real Estate Tax Incentive Request from GE Capital Councilman Gavin made a motion, seconded by Councilman Schock, to approve the request from GE Capital . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Solid Waste Contract Amendment #10 with Waste Management-West Councilman Schock made a motion, seconded by Councilman Walters, rto approve the proposed contract amendment. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adopt-A-Highway Agreements with IDOT, the City of Elgin and Admirers of Beautiful Old Dwellings of Elgin Councilman McKevitt made a motion, seconded by Councilman Gilliam, to approve the proposed Adopt-A-Highway agreements . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Intergovernmental Agreement for a Grant for the GREAT Program Councilman Schock made a motion, seconded by Councilman McKevitt, to authorize execution of the Intergovernmental Cooperative Agreement with the Department of Treasury, Bureau of Alcohol, Tobacco and Firearms . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Four-Way Stop at College Green at Aronomink/ Muirfield Councilman Schock made a motion, seconded by Councilman Gavin, to approve the proposed four-way stop. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting Augutt 26, 1998 Page 6 Engineering Services Agreement with Walker Parking Consultants/Engineers, Inc. for the Riverside Deck Emergency Repairs Councilman Gavin made a motion, seconded by Councilman Walters, to approve the engineering service agreement with Walker for the inspection and preparation of specifications for the repairs necessary to stabilize the Riverside Parking Deck in the not-to-exceed amount of $10, 300 and authorize bids to be taken for the deck repairs . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Fire Barn Pole Loan Councilman Gavin made a motion, seconded by Councilwoman Yearman, that the fire station pole be loaned to Mr. Conti as outlined in his signed agreement with the City. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None . Appointment to Elgin Area Convention and Visitors Bureau Councilman Schock made a motion, seconded by Councilman Walters, to appoint Jennifer Lennert as a member of the Elgin Area Convention and Visitors Bureau with a term to expire December 1, 2000 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Public Improvements in Woodbridge South Subdivision - Unit 2 Councilman Walters made a motion, seconded by Councilman Schock, to accept all of the public improvements within the Woodbridge Subdivision - Unit 2 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Final Payment and Acceptance of the 1998 Elma/Ford Neighborhood Street Rehabilitation Project Councilman Schock made a motion, seconded by Councilman Walters, to accept the completed project and authorize final payment in the amount of $61, 972 . 88 to A-Lamp Concrete Construction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization of Final Payment and Acceptance of the 1998 Edison/DuBois Neighborhood Street Rehabilitation Project Councilman Gavin made a motion, seconded by Councilman Schock, to accept the completed project and authorize a final payment of $50, 157 . 12 to Triggi Construction. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays: None. • Committee of the Whole Meeting A,ugu.st 26, 1998 Page 7 Change Order No. 1 to the Contract with H. W. Kuhn, Inc. for the Shales Parkway - Section II Construction Project Councilman Schock made a motion, seconded by Councilman McKevitt, to authorize Change Order No. 1 to the contract with H. W. Kuhn, Inc . in the amount of $36, 951 . 75 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman Gavin made a motion, seconded by Councilman McKevitt, to adjourn the meeting and go into the regular Council meeting. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 9 : 33 p.m. /kJ..e444 . September 9 , 1998 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING SEPTEMBER 9, 1998 The 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, 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 26, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Abrogation of Detention Easement - Randall Lakes Crossing A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Request from Grand Victoria Casino to Amend Class N Liquor License An ordinance will be presented at tonight ' s Council meeting for passage by the City Council . Development Agreement with PanCor Regarding Redevelopment of Burritt Building (21-29 South Grove Avenue) Councilmembers stated that they believe the proposal would be beneficial to the downtown area. However, concern was expressed by several Councilmembers regarding the requirement in the proposal that 82 parking spaces be dedicated to PanCor and whether that is fair to existing downtown businesses . Discussion was held regarding the need for evaluating the parking needs and developing a comprehensive plan for the entire downtown area. PanCor and the owner of the Burritt Building agreed to extend the time frame for their tentative agreement in order to provide the City Council with additional time to make a decision regarding the proposed agreement between PanCor and the City. Councilman Gavin made a motion, seconded by Councilman Walters, to table consideration of the agreement with PanCor for two weeks so that staff will have an opportunity to gather information regarding the cost of building a parking lot or deck to provide additional parking in the downtown area. Yeas: Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting .September 9 , 1998 Page 2 1998/1999 Self-Insurance Renewal Program Councilwoman Yearman made a motion, seconded by Councilman Schock, that Lundstrom Insurance place the following limited self-insurance coverages for the period October 1, 1998 through September 30, 1999, as follows : a. To accept the St. Paul Option III $75,000/occurrence SIR with $350,000 "All Lines" aggregate SIR proposal for a total excess premium and claims administration cost of $377 , 686 . b. To accept the Illinois National Option II $250, 000/occurrence compensation proposal for a total excess premium cost of $21 ,300. c . To accept the Cannon Cochran Management Services proposal for worker' s compensation claims administration services for $30, 875 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Children's Theatre of Elgin Rental of Hemmens Cultural Center for Production of "Winnie the Pooh" Councilman Walters made a motion, seconded by Councilwoman Yearman, to enter into a Purchase of Service Agreement with the Children's Theatre of Elgin for the October 29-31, 1998, production of "Winnie the Pooh. " Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Elgin Fire Barn No. 5 Museum Lease Agreement Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve the proposed lease agreement with the Elgin Fire Barn No. 5 Museum. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Public Works Department Reorganization Councilman Schock made a motion, seconded by Councilwoman Yearman, to approve the proposed Public Works reorganization plan. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cooperative Service Agreement with the Community Crisis Center Councilman Walters made a motion, seconded by Councilwoman tow Yearman, to approve the Cooperative Service Agreement with the Community Crisis Center, Inc . related to the Elgin Police Committee of the Whole Meeting .September 9 , 1998 Page 3 rm. Department curfew program. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grants, August 1998 Councilman Schock made a motion, seconded by Councilwoman Yearman, to fund the 1998 arts programs recommended by the Cultural Arts Commission as follows : Grantee Amount Project Elgin Symphony Orchestra $5, 642 Symphony Broadcasts on WFMT Radio Bubotto Fine Art Salon $2,300 Period Costume Ball Fox Valley Arts Council $5, 000 Fox Valley Arts-Beat publication full page ad and contribution Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Amendment No. 1 to an Agreement with Collins Engineers for the Kimball Street Dam Rehabilitation Project Councilman Gavin made a motion, seconded by Councilman Schock, to approve Amendment No. 1 to the agreement with Collins Engineers in the amount of $56,402 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Master Reimbursement Ordinance for Sanitary Sewer Collection System Councilman Schock made a motion, seconded by Councilman Gavin, to approve the proposed ordinance. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Quotations for Bituminous Patching Mixtures for Motor Fuel Tax Purchases Councilman Gavin made a motion, seconded by Councilman Walters, to authorize Public Works personnel to purchase Bituminous Patching Mixtures, Group I and II , from all suppliers enabling the department to purchase the correct product as the needs arise . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. License Agreement with I & M Rail Link Company Associated with the Tyler Creek Interceptor Sewer - Phase V Councilman Schock made a motion, seconded by Councilwoman Yearman, to approve the proposed license agreement with I & M • Committee of the Whole Meeting .September 9 , 1998 Page 4 Rail Link for the installation of a 36-inch sanitary sewer within their right-of-way. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Acceptance of Public Improvements in the Valley Creek Unit 12 Subdivision Two residents of Valley Creek expressed concern about the City accepting these public improvements now in view of the fact that there are still a number of unbuilt lots in Unit 12 . General Services Manager Lawry explained that if a home builder causes damage to the public improvements during construction, no occupancy permit will be issued until the damage is repaired. Councilman Gilliam made a motion, seconded by Councilman Schock, to accept all the public improvements within the Valley Creek Unit 12 Subdivision. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Randall Road Easement Agreements for Galvin Property/ Northwest Corporate Park/Wispark Councilman Schock made a motion, seconded by Councilman Walters, to accept the Easement Agreement to extend City utilities north along the Randall Road right-of-way adjacent to the subject development. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Wireline Easement Agreement with METRA Associated with Highland Avenue CBD Lighting Project Councilman Gavin made a motion, seconded by Councilwoman Yearman, to approve the Wireline Crossing Easement with METRA for the purpose of installing a 3-inch conduit and electrical wire within their right-of-way for a total cost of $600 . 00 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Leaf Program Expansion Equipment Councilman Walters made a motion, seconded by Councilman Gilliam, to purchase leaf equipment to provide improved City-wide leaf pickup service as follows : 1 Leaf Vacuum Bruce Municipal Equipment Co. $27, 957 2 Grapple Buckets West Side Tractor Sales Co. $20, 190 Leasing of 4 trucks Waste Management West $51, 840 720 hours @ $72/hour Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman elk and Mayor Kelly. Nays : None. Committee of the Whole Meeting . September 9, 1998 Page 5 Appointments to Housing Authority Mayor Kelly nominated Albin Pagorski, seconded by Councilwoman Yearman, to fill the vacancy created by Cindy Blakely' s resignation from the Housing Authority of Elgin. Yeas : Councilmembers Gavin, Yearman, and Mayor Kelly. Nays : Councilmembers Gilliam, Schock, and Walters . City Council Vacancy Councilwoman Yearman made a motion, seconded by Councilman Gilliam, to solicit applicants for the City Council vacancy by having resumes submitted no later than September 30, 1998, and to have an advertisement placed in the newspaper indicating the required qualifications . Yeas : Councilmembers Gavin, Gilliam, 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, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 20 p.m. September 23, 1998 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING fek SEPTEMBER 23, 1998 The 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, Schock, Walters, Yearman and Mayor Kelly. Absent: None. Approval of Minutes Councilman Walters made a motion, seconded by Councilwoman Yearman, to approve the minutes of the September 9 , 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Spring Street Parking Facility Repairs At the City Manager' s request, this item was removed from the agenda. Approval of Agreement with PanCor for Redevelopment of the Burritt Building Councilman Schock made a motion, seconded by Councilman Gavin, to eft. approve the proposed development agreement as outlined in the August 25, 1998, agenda memorandum. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. City Manager Parker requested Council direction regarding whether to just proceed at this time with developing a parking lot at the former NBD site or to also proceed with developing a parking lot at the Borden Building site and making improvements to the Spring Street parking deck. The Council directed her to proceed with a parking lot at the NBD site but to wait until after the parking needs study is completed before proceeding with the other parking issues . The Council also discussed criteria for development incentives . Request for Perry Street Vacation by St. Edward's High School A presentation was made regarding the proposed plans for expansion of St. Edward' s High School . Councilman Walters made a motion, seconded by Councilman Schock, to enter into an agreement with St. Edward' s High School to vacate Perry Street between Locust Street and Crosby Street as outlined in Option #1 in the September 18, 1998, agenda memorandum. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. emb' Committee of the Whole Meeting . September 23, 1998 Page 2 Facade Project for 28 North Grove Avenue Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed facade improvement project at 28 North Grove Avenue. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 1998 Pavement Marking Thermoplastic Program Final Payout Councilman Gavin made a motion, seconded by Councilwoman Yearman, to authorize final payment to A. C. Pavement Striping Company in the amount of $2, 992 . 19 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Cultural Arts Commission General Grant Councilwoman Yearman made a motion, seconded by Councilman Gavin, to approve the recommendation of the Cultural Arts Commission to fund the following projects : Grantee Amount Project David Powers $10, 000 Design and engineering phase of "Raise the Flag" sculpture Independent Players $10, 000 Performances of "Barefoot in the Park" and "Nutcracker Suite" Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization for Agreement with Union Pacific Railroad Company Councilman Schock made a motion, seconded by Councilman Gilliam, to remove consideration of the above agreement from the table. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Councilman Schock made a motion, seconded by Councilman Gavin, to approve the aforesaid agreement. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Authorization Agreement for Pipeline Crossing with I & M Rail Link Councilman Gavin made a motion, seconded by Councilman Gilliam, to remove consideration of the above agreement from the table. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. ' Committee of the Whole Meeting . September 23, 1998 Page 3 Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to approve the aforesaid agreement. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Bid Extension of 1996 Contract for Desktop Computers Councilman Walters made a motion, seconded by Councilwoman Yearman, to award a contract extension to DTK Computers, Inc. for the purchase of 34 PC ' s at a total cost of $48,640 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for New Stop Sign Placements at Uncontrolled Intersections in College Green Councilman Gilliam made a motion, seconded by Councilwoman Yearman, to approve the recommendation from Neighborhood Services Committee for placement of stop signs as outlined in the September 18, 1998, agenda memorandum. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Recommendation from Neighborhood Services Committee for No Parking on South Crystal Street Councilman Schock made a motion, seconded by Councilman Walters, to approve the recommendation to install "No Parking from 2 a.m. to 6 a.m. " signs on South Crystal Street south of South Street to the intersection of West Chicago Street and "No Parking Anytime" be designated on South Crystal Street at the intersection of South Street. Representatives from two businesses in the affected neighborhood stated that it would be detrimental to their business . A representative from the Near West neighborhood group requested that this matter be referred back to the Neighborhood Services Committee to give all parties an opportunity to express their views on the proposals . Councilman Gavin made a motion, seconded by Councilman Schock, to table the pending motion until all parties have had an opportunity to give their input. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. ' Committee of the Whole Meeting • September 23, 1998 Page 4 Recommendation from Neighborhood Services Committee for No Overnight Parking on Stonehurst Drive, Highbury Drive, Woodview Drive and Woodview Circle Councilman Schock made a motion, seconded by Councilman Walters, to approve the recommendations as outlined in the September 17, 1998, agenda memorandum. Yeas : Councilmembers Gavin, Gilliam, 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 Purchase or Lease of Real Property for the Use of the Public Body - exempt under Section 120/2 (c) (5 ) of the Open Meetings Act. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 7 : 03 p.m. October 14 , 1998 Dolonna Mecum, Ci y Clerk Date Approved eft. Aw •• COMMITTEE OF THE WHOLE MEETING OCTOBER 14, 1998 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, 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 September 23, 1998, meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Discussion of Proposed 1999 Budget and 1999-2003 Financial Plan The proposed 1999 Budget and 1999-2003 Financial Plan were reviewed by the Council , and the following items were identified as requiring additional information or consideration and will be discussed at the October 28, 1998, meeting: Additional phases for Lords and Wing Parks Area IV Special Assessment e"`' Boys and Girls Club support Buy-down existing debt CBD Parking (Year 2000 ) Deputy clerk return to full-time Economic development initiatives Elgin Recreation Center Forester Lords Park aquatic center Far west area fire station construction and apparatus purchase Information system hardware enhancements Mobile community policing van Multi-family housing conversion Neighborhood traffic studies/demonstrations Phase II initiatives to combat gang and drug crime Public Works facility and debt buy down Randall Road Corporate Center development Senior Services support Spartan Drive extension - Phase I Traffic calming construction Upgrade Elgin program (net) Funding to downtown organizations Recess low Councilman Gilliam made a motion, seconded by Councilman Gavin, to recess the meeting and go into Executive Session for the purpose of discussing the following matters : Committee of the Whole Meeting October 14 , 1998 Page 2 ! ft. Setting of a Price for Sale or Lease of Property Owned by the Public Body - Exempt Under Section 120/2 (c) ( 6 ) of the 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 the Open Meetings Act Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Whereupon, at 6 : 42 p.m. , the corporate authorities convened in executive session for the purpose of discussing the above-stated matters . At 7 :40 p.m. , the corporate authorities returned to open session and commenced the City Council meeting. The Committee of the Whole meeting resumed at 8 : 10 p.m. Neighborhood Business Improvement Program Councilman Gavin made a motion, seconded by Councilman Schock, to approve the proposed Neighborhood Business Improvement Program guidelines which provide for a 50% match of project cost, up to $15,000 City contribution per address, and limited to the Neighborhood Business (NB) and Residence Business (RB) zoning few districts . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman, and Mayor Kelly. Nays : None. Architectural Services for Facade Improvement Project - 19 South Spring Street Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposal submitted by Berna Architect at a fixed rate fee of $4 ,275 for the aforementioned services . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters , Yearman and Mayor Kelly. Nays : None. Request from Prairie Rock Brewing Company for Development Incentive Relating to Proposed Banquet Facility Expansion At the request from Prairie Rock Brewing Company, it was determined that discussion of this item would be postponed until the October 28, 1998, meeting. Designation of Ora L. Pelton Residence as Local Elgin Landmark Councilman Walters made a motion, seconded by Councilwoman Yearman, to designate the Ora L. Pelton Residence as a local landmark. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. eft Committee of the Whole Meeting October 14, 1998 Page 3 Upgrades to City's Emergency Warning Siren System (Phase III) Councilman Walters made a motion, seconded by Councilman Schock, to accept the sole source proposal from Braniff Communications for $47 , 851 . 68 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Application for Center City Special Business Loan Program for 17 North Grove Avenue Councilman Gavin made a motion, seconded by Councilman Schock, to approve the participation in the Center City Special Business Loan Program for JR Properties . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Metra Agreement for National Street Improvements Councilman Schock made a motion, seconded by Councilwoman Yearman, to enter into an agreement with IDOT and Metra for improvements to the National Street parking lot. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Proposed Amendment to the Community Development Block Grant (CDBG) Programs low Councilman Schock made a motion, seconded by Councilman Walters, to approve the proposed amendments to the Community Development Block Grant Program by providing additional funding to the Community Crisis Center and the Residential Rehabilitation Grant Program. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Community Development Block Grant Public Hearing Process for 1999-2000 Councilman Schock made a motion, seconded by Councilman Walters, to set the hearing and work session dates for the 1999-2000 CDBG Program as follows : January 6 , 1999 (Wednesday) 6 : 30 p.m. First Public Hearing February 2 , 1999 (Tuesday) 6 : 30 p.m. First Special City Council Work Session February 15, 1999 (Monday) 6 : 30 p.m. Second Special City Council Work Session March 24 , 1999 (Wednesday) 7 : 30 p.m. Final Public Hearing e Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting . October 14 , 1998 Page 4 Engineering Services Agreement for 1998 Combined Sewer Overflow NPDES Permit Compliance Project Councilman Schock made a motion, seconded by Councilman Gavin, to approve the agreement with D. Carroll Engineering in the not-to-exceed amount of $69, 860. 00 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Commonwealth Edison "Customer Work Agreement" for Additional Compensation for Relocation of Utilities on Kimball Street Councilman Schock made a motion, seconded by Councilman Gilliam, to approve the "Customer Work Agreement" with ComEd in the amount of $58, 708 . 25 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Kimball Street Dam Right of Access/Entry Agreements Councilman Gavin made a motion, seconded by Councilman Gilliam, to to approve the proposed access/entry agreements . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. North McLean Boulevard Metra Crossing Councilman Gilliam made a motion, seconded by Councilman Schock, to authorize the proposed agreement with Metra and the State of Illinois for the City' s participation in the replacement of the at-grade crossing at North McLean Boulevard just south of Big Timber Road. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. New Stop Sign Placements at Shales Parkway Councilman Schock made a motion, seconded by Councilman Gavin, to authorize new stop sign placements as the intersections of Shales Parkway and Bode Road and Shales Parkway and Adler Lane. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. IDOT Funding Agreement for Resurfacing of Larkin Avenue/ McLean Boulevard Intersection Councilman Schock made a motion, seconded by Councilwoman Yearman, to authorize a joint agreement with the Illinois Department of Transportation for the resurfacing of the Larkin Avenue/McLean Boulevard intersection. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Committee of the Whole Meeting . - October 14 , 1998 Page 5 Request for Change Order for Used Administrative Vehicles Councilman Schock made a motion, seconded by Councilwoman Yearman, to amend Bid 98-063 to increase the number of unmarked police cars from six to eight for an amount of $15, 995 for each vehicle for a total cost of $31, 990 . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adopt-A-Highway Agreements with IDOT, City of Elgin and Alpha Delta Kappa Councilman Schock made a motion, seconded by Councilman Gavin, to approve the proposed Adopt-A-Highway agreements . Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. Adjournment Councilman Schock made a motion, seconded by Councilwoman Yearman, to adjourn the meeting. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None. The meeting adjourned at 8 : 23 p.m. October 28, 1998 Dolonna Mecum, City Clerk Date Approved emk