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Home My WebLink About2003 Committee of the Whole Meeting COMMITTEE OF THE WHOLE MEETING JANUARY 8, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 5 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Absent : Councilmember Munson. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the December 18 , 2002 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . First Public Hearing for the 2003-2004 Community Development Block Grant Program Presentation From the City of Elgin Planning Department Providing an Overview of the Community Development Block Grant (CDBG) Program and Citizen Review Process few Mayor Schock declared the public hearing open. Community Development Manager Biernacki stated that this is the 29th year that the city will be receiving block grant funds, which is expected to be in the amount of $1, 039, 000 . He reviewed the program regulations and objectives and outlined the process which will be used. Receipt of Comments from Citizens Regarding Current and Past CDBG Programs No one chose to speak. Presentation of Proposals by Individuals and Organizations for Funding Under the 2003-2004 Community Development Block Grant Program The following proposals were presented to the City Council . City of Elgin Planning and Neighborhood Services Department : CDBG Supplemental Program Administration - $149, 000 Residential Rehabilitation Grant Program - $700 , 000 Neighborhood Housing Services, Inc . for First Time Homebuyers' Down-payment Program - $75, 000 Committee of the Whole January 8, 2003 r* Page 2 Prairie State Legal Services, Inc . for legal advocacy services program - $37 , 925 Little City Foundation for Almora CILA Group Home Rehabilitation Project - $29, 118 Easter Seals Jayne Shover Center for child development center public service project - $52 , 500 Creative Assistance Development, Inc . for 300 Senecca rehabilitation project - $75 , 000 Community Crisis Center for exterior rehabilitation project - $40 , 000 Bethesda Community Development Center for community development center public service project - $50, 000 PADS of Elgin, Inc . for overnight emergency shelter operations - $25, 000 Boys and Girls Clubs of Elgin for property acquisition/clubhouse project - $100, 000 HOPE Fair Housing Center for fair housing education, outreach and enforcement program - $50 , 000 Senior Services Associates, Inc . for building accessibility and maintenance - $38 , 520 Ecker Center for Mental Health for completion of kitchen and dining room at inpatient facility- $70 , 669 Announcement Regarding Future CDBG Meetings Mayor Schock announced that the City Council will hold a CDBG work session on February 19, 2003 , at 5 p.m. in the Council Chambers . The final public hearing will be at the regular City Council meeting on April 9, 2003 , at 7 p.m. in the Council Chambers . Mayor Schock declared the public hearing closed. Consideration of a Development Agreement with InnoTech Laboratories, Inc. A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Committee of the Whole January 8, 2003 Page 3 Consideration of Amendment No. 2 to the Agreement for Engineering Services with Metcalf & Eddy Concerning Additional Engineering Services for Lyle Avenue and Riverside Pump Station Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski , to approve the proposed amendment for a total amount of $22, 600 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . Consideration of a Second Amendment to the Facade Improvement Program for 53-63 Douglas Avenue Councilmember Figueroa made a motion, seconded by Councilmember Yearman, to approve the proposed amendment with the Ben G. Corn Trust in the amount of $8 , 380 . 05 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . Consideration of a Reassignment of License Agreement with Ameren Energy Councilmember Gilliam made a motion, seconded by Councilmember Walters to approve the reassignment of the license agreement to the Ameren Energy Generating Company. Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of an Intergovernmental Agreement with the Village of Bartlett Concerning a Boundary Amendment, De-annexation, and a Water Main Connection Councilmember Figueroa made a motion, seconded by Councilmember Yearman, to approve the proposed agreement . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Adjournment Councilmember Wasilowski made a motion, seconded by Councilmember Figueroa, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schack. Nays : None . elk Committee of the Whole January 8 , 2003 Page 4 e 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 the 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 120/2 (c) (3) 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 Meeting Act The meeting adjourned at 5 :27 p.m. / - January 22 , 2003 rm. Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING JANUARY 22, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 05 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Absent : None . Approval of Minutes Councilmember Wasilowski made a motion, seconded by Councilmember Figueroa, to approve the minutes of the January 8, 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Councilmember Munson voted present . Consideration of Issuance of General Obligation Refunding Bonds, Series 2003 An ordinance will be presented at tonight' s Council meeting for passage by the City Council . Consideration of Approval of a Sole Source Purchase of Ambulance Video Systems from Digital Safety Technologies Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the purchase of three DigitalMedic Video Data Systems from Digital Safety Technologies as sole source procurement for $21, 500 . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of an Amendment to Parking Restrictions on City Owned Property Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve the proposed amendment . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Phase 2 of Fiber Optic Network Construction Councilmember Wasilowski made a motion, seconded by Councilmember Figueroa, to approve the phase two contract with Acrux Cabling, LLC in the amount of $563 , 230 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. • Committee of the Whole January 22, 2003 Page 2 Consideration of a Proposed Highway Authority Agreement Limiting Access to Potentially Contaminated Soil or Groundwater in the Public Right-of-Way at 390 Sadler Avenue Councilmember Yearman made a motion, seconded by Councilmember Walters, to enter into the proposed agreement . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Consideration of an Engineering Service Agreement with Burns & McDonnell for the Central Business District Historic Street Lighting Councilmember Munson made a motion, seconded by Councilmember Wasilowski, to approve and agreement with Burns & McDonnell in the not-to-exceed amount of $64 , 937 . 62 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of an Agreement Amendment No. 1 with Marketplace Media Group, Inc. for Phase Two Marketing Services for The Highlands Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve the proposed amendment at a cost not to exceed $50, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Consideration of an Amendment to the Scope of Project Work Located at 11 N. State Street under the State and National Street Facade Improvement Program Councilmember Walters made a motion, seconded by Councilmember Munson, to approve the request to allow for additional work in the amount of $14, 160 . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of a 2003 Purchase of Service Agreement with the Boys and Girls Club of Elgin Councilmember Yearman made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of $150, 000 . Upon a roll call vote : Yeas : Councilmembers flow Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . • Committee of the Whole January 22 , 2003 Page 3 Consideration of a 2003 Purchase of Service Agreement with Easter Seals Jayne Shover and Van Use Agreement Councilmember Walters made a motion, seconded by Councilmember Yearman, to approve the proposed agreement in the amount of $34 , 000 towards special recreation services and to approve the 2003 Van Use Agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Consideration of a 2003 Purchase of Service Agreement with the Elgin Recreation Center Councilmember Wasilowski made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement to proved $200, 000 of funding toward youth gang intervention programs . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Consideration of Adoption of an All-Facility Daily Use Fee for The Centre Councilmember Walters made a motion, seconded by Councilmember Wasilowski, to approve an all facility daily use fee of $11 for residents and $13 for nonresidents . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn the meeting and go into Executive Session for the purpose of discussing the following matter. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Munson, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Specific Employees of the Public Body - Exempt Under Section 120/2 (c) (1) of the Open Meeting Act The meeting adjourned at 6 : 12 p .m. emiK February 12, 2003 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING FEBRUARY 12, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 05 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Absent : None . Approval of Minutes Councilmember Wasilowski made a motion, seconded by Councilmember Figueroa, to approve the minutes of the January 22 , 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of a Request for a City Council Resolution Regarding U.S. Military Action in Iraq (Presentation by the Fox Valley Citizens for Peace) Reverend Peter Boeve, Mary Shesgreen, and Sally Brown, representing the Fox Valley Citizens for Peace, urged the Council eft to take a stand against waging war against Iraq. They stated that such action would not make Americans safer and would provide reasons for the development of more terrorists . War will be very costly in terms of money and intangibles . It is wasteful to spend that much money on war instead of education and other programs . Our young people are being asked not to defend our country but to risk their lives on aggression. A petition containing 656 signatures was presented asking that a resolution be passed against the United States making a pre-emptive strike against Iraq. They stated that 79 other cities have passed a similar resolution, and this is a growing movement . Presentation by the Elgin Chamber of Commerce Regarding the "Enhancing Elgin" Program Chris Manheim, Chamber Vice President for Economic Development, gave brief highlights of the 2002 Economic Development Report . He stated that the document contains a detailed report of the "Enhancing Elgin" campaign. Committee of the Whole February 12 , 2003 Page 2 ea- Consideration of Golf Rates for the 2003 Season Consideration of Acceptance of Motor Fuel Tax Expenditure Statements 1998, 2000, and 2001 Golf Manager Lehman gave a presentation of the rate structure modification. He explained the factors that affect the rate structure and items which were taken into account . Golfer Richard Schweikhart stated that he still believes the debt should be paid with riverboat proceeds to reduce the amount of expenses that need to be covered by golf fees . Councilmembers stated they believe the fees have been reduced as much as possible without jeopardizing other projects . An ordinance will be presented at tonight' s Council meeting for passage by the City Council . Consideration of Approval of a Resolution for 2003 Motor Fuel Tax Estimate of Maintenance Costs Resolutions will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of Approval of a Participation Agreement with Illinois Century Network A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of a Purchase of Service Agreement with the Elgin Enrichment Series Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed agreement in the amount of $10, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Consideration of a Purchase of Service Agreement with Elgin Proud and Beautiful, Inc. Councilmember Yearman made a motion, seconded by Councilmember Gilliam, to approve the proposed agreement in the amount of $6, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Committee of the Whole February 12 , 2003 Page 3 eimb- Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of a Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau Councilmember Yearman made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of $200, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of a Purchase of Service Agreement with the Renz Counseling Center for a Community-based Gambling Addiction Treatment and Prevention Program Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of $24 , 900 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of a Purchase of Service Agreement with the Elgin Chamber of Commerce Councilmember Wasilowski made a motion, seconded by Councilmember Walters, to approve the proposed agreement in the amount of $272 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of a Purchase of Service Agreement with Elgin Symphony Orchestra Councilmember Yearman made a motion, seconded by Councilmember Walters, to approve the proposed agreement in the amount of $168 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Change Order No. 1 and Final Payment for 2002 Roof Replacement Project Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve Change Order No. 1 in the amount of $25, 738 .25 and final payment in the amount of $39, 808 for the Committee of the Whole February 12 , 2003 Page 4 2002 Roof Repair Project . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of an Intergovernmental Agreement with the Illinois Law Enforcement Alarm System Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of an Amendment of the Boundaries of the Elgin Historic District to include the Property at 55 South Liberty Street Councilmember Wasilowski made a motion, seconded by Councilmember Walters, to approve the proposed amendment . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of the Approval of an Illinois First Grant in the Amount of $500, 000 for Miscellaneous Capital Improvements Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve proceeding with the application for the proposed grant . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of the Approval of Illinois First Grants in the Amount of $286,200 and $400, 000 for the to-be-constructed Fire Station #6 Councilmember Wasilowski made a motion, seconded by Councilmember Walters, to approve proceeding with the applications for the proposed grants . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Parking Restrictions on Lawrence Avenue at Weston Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski , to prohibit parking on Lawrence Avenue for approximately 101 feet west of Weston Avenue . Upon a roll call Committee of the Whole February 12 , 2003 Page 5 vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Consideration of a Resolution Requesting Permit from Illinois Department of Transportation to Close Portions of State Route for Elgin Valley Fox Trot Councilmember Wasilowski made a motion, seconded by Councilmember Figueroa, to approve the closure of designated state routes on May 26, 2003 , for the Elgin Valley Fox Trot . Consideration of an Agreement with Chicago Special Events Management to Coordinate an International Bike Race in Elgin (Elgin Four Bridges Bike Race) on Sunday, July 6, 2003 Councilmember Wasilowski made a motion, seconded by Councilmember Walters, to approve the proposed agreement for a not-to-exceed amount of $50, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . rft Consideration of Fire Protection Agreements for 2003 for Properties Located Outside the City Limits Councilmember Yearman made a motion, seconded by Councilmember Walters, to approve the proposed agreements with ITW, DSM Desotech, St . Charles Properties and the Eagles Club. Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None. Consideration of an Engineering Services Agreement with Baxter & Woodman for the Lincoln/Douglas Sewer Separation Project Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve the proposed agreement in the not-to- exceed amount of $201, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Acceptance of Public Improvements in the Willow Bay Subdivision - Units 1, 9, and 10 Councilmember Yearman made a motion, seconded by Councilmember Figueroa, to accept all public improvements for the Willow Bay rahSubdivision, Units 1, 9 and 10 . Upon a roll call vote : Yeas : Committee of the Whole February 12 , 2003 Page 6 Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Consideration of Acceptance of Water Main and Sanitary Sewer Improvements in the Willow Bay Subdivision Councilmember Figueroa made a motion, seconded by Councilmember Yearman, to accept the water main and sanitary sewer improvements for the Willow Bay Club Subdivision. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Approval of Trust Mark Insurance Company as the Stop Loss Provider and Jefferson Pilot Insurance Company as the Life Insurance Provider for the City Of Elgin Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed contracts . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . eAdjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into Executive Session for the purpose of discussing the following matter. Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . 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 the Open Meetings Act The meeting adjourned at 7 : 12 p.m. February 26, 2003 Dolonna Mecum, Ci y Clerk Date Approved t COMMITTEE OF THE WHOLE MEETING COMMUNITY DEVELOPMENT BLOCK GRANT WORK SESSION FEBRUARY 19, 2003 The Committee of the Whole/Community Development Block Grant Work Session was called to order by Mayor Schock at 5 : 07 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman, and Mayor Schock. Absent : None . Review of 2003-2004 Community Development Block Grant Proposals and Budget Community Development Manager Biernacki stated that staff has no comments in addition to its written report . Selection of Projects for Tentative Funding for the 2003-2004 CDBG Program Year and Allocation of the Budget for Individual Projects eft. Councilman Walters made a motion, seconded by Councilman Gilliam, to fund the following projects for the 2003-2004 program year subject to receipt of the requested documentation: CDBG Program Administration $ 149, 000 Residential Rehabilitation Grant Program 600 , 000 Easter Seals Child Day Care Facility 25, 000 Creative Assistance Development Seneca Rehabilitation Project 50 , 000 Bethesda Community Development Center 25, 000 PADS Land Acquisition Project 50, 000 Ecker Center Inpatient Crisis Center Kitchen Rehabilitation Project 65, 000 Boys and Girls Club of Elgin Acquisition Project 75, 000 HOPE' s Fair Housing Education Program 50, 000 Total $1, 039, 000 Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman, and Mayor Schock. Nays : None . r Committee of the Whole/CDBG Work Session February 19 2003 Page 2 Annoucements Mayor Schock announced that the 30-day public review and comment period will end March 21, 2003 . The final public hearing will be held at the regular City Council meeting on April 9, 2003 . Adjournment Councilman Wasilowski made a motion, seconded by Councilman Figueroa, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman, and Mayor Schock. Nays : None . Meeting adjourned at 5 : 13 p.m. 54/-4911--r-12 February 26, 2003 Dolonna Mecum, City Clerk Date Approved tom rft. rimik COMMITTEE OF THE WHOLE MEETING FEBRUARY 26, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Absent : None. Approval of Minutes Councilmember Wasilowski made a motion, seconded by Councilmember Yearman, to approve the minutes of the February 12, 2003 , regular meeting and the February 19, 2003 , CDBG Work Session. Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Presentation by the Elgin Area Convention and Visitors Bureau Jon Ridler, Elgin Area Convention and Visitors Bureau Interim eft Executive Director, gave a presentation regarding what EACVB has done the past year, what it is doing now, and where it is going. A tourism market survey was conducted to determine where visitors stayed, what attractions were the most popular, and what they spent on their trip to the Elgin area. The Canadian- American softball tournament will be held in Elgin with an expected economic impact of $26, 800 . The USA Cup for the high school girls basketball tournament will also be held in Elgin and is expected to have an economic impact of $384, 000 . The Bureau' s goals for the future include increasing awareness of EACVB and expanding bureau funding by approaching the other municipalities in the area to become funding partners . Consideration of Continued Participation in the ASSIST Bond Program for First-time Homebuyers An ordinance will be presented at tonight ' s Council meeting for passage by the City Council . Consideration of a Special Events Agreement with the Talisman Theatre for Shakespeare in the Park A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Committee of the Whole February 26, 2003 Page 2 Consideration of a Purchase of Service Agreement with Senior Services Associates Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of $20 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Consideration of a Purchase of Service Agreement with Hamilton Wings Councilmember Wasilowski made a motion, seconded by Councilmember Walters, to approve the proposed agreement in the amount of $25, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Grant Award Recommendations by the Cultural Arts Commission e Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to award the following projects, as recommended by the Cultural Arts Commission, for a total of $60 , 355 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . ORGANIZATION PROJECT GRANT AWARD Children' s Theatre Musical "Showstoppers V" $ 7, 863 of Elgin ECC Foundation Sculpture for bike path 10 , 920 ECC Visual & Performing Jellyeye Drum Theatre 6, 151 Arts Center Elgin Children' s Chorus "VOICES" choral program 5, 936 Elgin Choral Union Concert : "The Evolution of 8 , 434 American Musical Theatre" Elgin Community Theatre Play: "Cabaret" 8 , 386 Elgin Recreation Center Workshops/program on 4 , 304 Polynesian arts Committee of the Whole February 26 , 2003 Page 3 Elgin Youth Symphony Commission work, 2 , 453 performance Heartland Voices Choral presentation 5 , 908 Consideration of an Amendment to the Massage Ordinance to Exclude Recognized Massage Schools from the Licensing Requirements Councilmember Gilliam made a motion, seconded by Councilmember Wasilowski, to approve amending Section 6 . 31 . 230 of the Elgin Municipal Code to exempt recognized massage schools from licensing requirements . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . Consideration of the Illinois Environmental Protection Agency Site Remediation Program Application for 210 National Street tow Councilmember Wasilowski made a motion, seconded by Councilmember Gilliam, to approve the proposed application. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Amendment No. 2 to an Agreement with Baxter & Woodman for the Waverly/Summit Intersection and Sidewalk Improvements Councilmember Yearman made a motion, seconded by Councilmember Wasilowski, to approve the proposed amendment in the amount of $121, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Procurement Card Program through LaSalle Bank NA Councilmember Wasilowski made a motion, seconded by Councilmember Gilliam, to approve a contract with LaSalle Bank for a three year procurement card program. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . r Committee of the Whole February 26, 2003 Page 4 rm. Consideration of Voice Over IP Phone System through Sentinel Technologies, Inc. Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve the proposed contract in the amount of $378 , 222 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . Consideration of Ethernet Network Equipment through Sentinel Technologies Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve the proposed contract in the amount of $180 , 000 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Change Order No. 1 and Final Payment to Ricchio General Contractor, Inc. for the Improvements at Lords Park Family Aquatic Center eik Councilmember Yearman made a motion, seconded by Councilmember Walters, to approve the proposed change order and final payment in the amount of $34 , 918 to Ricchio General Contractor, Inc . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of the Approval of the Youth Sports Grants Capital Improvement Requests Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the requests as proposed by the Parks and Recreation Advisory Board. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Parking Restrictions on Weston Avenue Councilmember Wasilowski made a motion, seconded by Councilmember Yearman, to prohibit parking on both the east and west sides of Weston Avenue between Lawrence and the south entrance to Kimball Middle School on school days between the hours of 8 : 00 a.m. and 4 : 00 p.m. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman eft and Mayor Schock. Nays : None . Committee of the Whole February 26, 2003 Page 5 Consideration of Acceptance of a Federal Grant from FEMA and a Sole Source Purchase of Motorola Radio Equipment Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the purchase of radio equipment from Motorola at a cost of $167 , 648 and approve the grant from the Federal Emergency Management Agency totaling $117 , 354 . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of a Third Contract Agreement to an Implementation Agreement with Vandewalle and Associates for the Riverfront/Center City Master Plan Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve the proposed agreement in the amount of $30 , 000 . Upon a roll call vote: Yeas : Councilmembers Figueroa, Walters, Wasilowski and Mayor Schock. Nays : Councilmembers Gilliam and Yearman. Consideration of Impact Fees and Development Contributions for Utilities and Roadway Improvements Councilmember Walters made a motion, seconded by Councilmember Wasilowski, to approve the proposed fees and contributions . Upon a roll call vote : Yeas : Councilmembers Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : Councilmember Figueroa. Adjournment Councilmember Wasilowski made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . The meeting adjourned at 6 : 55 p.m. eiG14-rty-'52. 171 March 12 , 2003 Dolonna Mecum, City Clerk Date Approved eimk COMMITTEE OF THE WHOLE MEETING MARCH 12, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Absent : None . Approval of Minutes Councilmember Wasilowski made a motion, seconded by Councilmember Figueroa, to approve the minutes of the February 26, 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . Introduction of New City Manger Mayor Schock introduced and welcomed the new City Manager, David Dorgan. Consideration of Downtown Neighborhood Association Purchase of Service Agreement for 2003 A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Presentation of 2002 Budget Amendments Assistant City Manager Stegall gave a brief presentation regarding the final figures for the 2002 general fund. The City has seven different fund types and 45 funds overall . He also reviewed the cost cutting efforts that were put in place in 2002 and 2003 . Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve the proposed amendments to the 2002 budget . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . Consideration of Fiscal Year 2003 50/50 Historic Architectural Rehabilitation Grant Program Councilmember Gilliam made a motion, seconded by Councilmember Wasilowski, to approve the proposed grant eligibility list . Upon Committee of the Whole March 12 , 2003 Page 2 a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration to Approve the Proposed Ordinance Amending Procedures for the Administrative Adjudication of Parking and Vehicle Equipment Violations Councilmember Walters made a motion, seconded by Councilmember Wasilowski, to approve the proposed ordinance . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Purchase for one set of Truck Weigh Scales for the Police Department Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the purchase of four PAT SAW 10C scales from Walz Scale in the amount of $16, 200 and to allow an exception to the procurement ordinance . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . Consideration of Amendment to Elgin Municipal Code, Entitled "Stopping, Standing and Parking" Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve the proposed amendments . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Final Payment of Change Order No. 1 and Acceptance of Geneva Street Water Main Project Councilmember Walters made a motion, seconded by Councilmember Yearman, to accept the completed project and authorize both the final payment in the amount of $133 , 361 . 80 and the execution of Change Order No. 1 in the amount of $26, 826 . 70 with Patnick Construction, Inc . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration to Accept a Permit from Illinois Toll Highway Authority for Fox Lane Water Main Project Councilmember Yearman made a motion, seconded by Councilmember r' Gilliam, to accept the permit from the Illinois Toll Highway Authority to install a 20-inch water main in their right-of-way. • Committee of the Whole March 12 , 2003 Page 3 Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration to Authorize Change Order No. 1 and Final Payment for the Todd Farm/Countryside Street Rehabilitation Project Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to approve Change Order No. 1 in the amount of $22 , 724 . 61 and authorize a final payment to Central Blacktop in the amount of $315, 608 . 17 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . Consideration to Authorize Change Order No. 1 and Final Payment for the Otter Creek Lift Station Influent Sewer and Force Main Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve Change Order No . 1 and authorize a final payment to Gluth Brothers Construction in the amount of $36, 662 . 34 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration to Award a Sole Source Contract with Anderson Animal Shelter Councilmember Gilliam made a motion, seconded by Councilmember Wasilowski , to approve the award of a sole source contract to Anderson Animal Shelter to continue until such time alternative shelters are available in the Elgin area . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration to Adopt a Resolution to Participate in the Kane County Hazard Mitigation Planning Committee Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the participation in the Kane County Hazard Mitigation Planning Committee . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . rft Committee of the Whole March 12 , 2003 Page 4 Consideration of Agreement with Shales McNutt Construction for the Construction Management Services for the New Public Works Facility Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the proposed agreement in a not to exceed amount of 5 . 32% of the construction contracts or $288 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration to Authorize Change Order No. 1 for the Country Knolls Sewer Project Councilmember Yearman made a motion, seconded by Councilmember Figueroa, to approve Change Order No. 1 with Getdown Underground in the amount of $34 , 107 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski , Yearman and Mayor Schock. Nays : None . Consideration of Two Purchase of Service Agreements for Department of Justice Block Grant 2002 Councilmember Wasilowski made a motion, seconded by Councilmember Walters, to approve an agreement with U-46 in the amount of $10, 000 and with the Elgin Recreation Center in the amount of $11, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None. Consideration of the Adoption of a Year 2003 Official City Zoning Map Councilmember Wasilowski made a motion, seconded by Councilmember Figueroa, to adopt and publish the Official City 2003 Zoning Map and continue the review and adoption process of the zoning map on an annual basis, or more frequently, as may be needed. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of 2002 Abatement Ordinances Councilmember Figueroa made a motion, seconded by Councilmember Wasilowski, to direct the Fiscal Services Director to make any such adjustments necessary to the final abatement ordinances that would result at a tax rate for the City not to exceed $1 . 92 per eft • Committee of the Whole March 12 , 2003 Page 5 $100, 000 of assessed valuation. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Consideration of Appointment to Economic Development Council Mayor Schock nominated Jack Cook to the Economic Development Council . Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to appoint Jack Cook to the Economic Development Council . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, Wasilowski, Yearman and Mayor Schock. Nays : None . 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 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 Discussion of Minutes of Meetings Lawfully Closed Under This Act - Exempt Under Section 120/2 (C) (21) of the Open Meeting 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 120/2 (c) (3) of the Open Meetings Act The meeting adjourned at 6 :29 p.m. (ow I1 , _.f AU • _ April 9, 2003 Dolonna Mecurri; Ci y Clerk Date Approved eisk. COMMITTEE OF THE WHOLE MEETING MARCH 26, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Wasilowski, and Mayor Schock. Absent : Councilmembers Gilliam, Walters, and Yearman. Mayor Schock announced that absent a quorum, a motion to adjourn would be in order. Adjournment Councilman Wasilowski made a motion, seconded by Councilman Figueroa, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Wasilowski , and Mayor Schock. Nays : None . The meeting adjourned at 6 : 01 p .m. r Skefelig April 9, 2003 Dolonna Mecum, City Clerk Date Approved eft COMMITTEE OF THE WHOLE MEETING APRIL 9, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Absent : Councilmembers Wasilowski and Yearman. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the minutes of the March 12 , 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of a Request to Amend a Project Funded by the Arts & Culture Grant Program (Independent Players) Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the proposed change and reduce the funding level by 25% to reflect the reduced scope of the project resulting in a revised grant award of $1, 963 to Independent Players . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, and Mayor Schock. Nays : None . Consideration of a Special Event Co-sponsorship Agreement with Prairie Rock Brewing Company for the Ninth Annual Brew Fest Councilmember Gilliam made a motion, seconded by Councilmember Walters, to enter into a co-sponsorship agreement with Prairie Rock Brewing Company for the ninth annual Brew Fest providing financial participation by the City in an amount not to exceed $3 , 500 . Upon a roll call vote : Yeas : Councilmembers Gilliam, Walters and Mayor Schock. Nays : Councilmember Figueroa . Consideration of Appointments to Housing Authority of Elgin Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to reappoint Robert Gilliam and Everett Woods and appoint Orimar Guerra to the Housing Authority of Elgin. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Committee of the Whole April 9, 2003 Page 2 Consideration of 2003 Residential Conversion Grant Program Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to table indefinitely at staff' s request . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of Local Landmark Designation for 616, 636 and 650 Park Street Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed designations . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of Service Agreement with Elgin BMX Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to enter into a service agreement with The Hill, Elgin BMX for five years . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. orh. Nays : None . Consideration of a Purchase of Service Agreement with Easter Seals Jayne Shover Center. Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve a one time grant of $20, 000 to provide special recreation services to the residents of Elgin for the year 2003 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of an Easement Agreement with METRA for Installation of a 20" Water Main Along Frazier Avenue Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the Pipeline Easement Agreement with METRA at a total cost of $1, 100 per year. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None. Consideration of an Engineering Service Agreement with Metcalf & Eddy for Bartlett Water Distribution System Interconnection Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an agreement with Metcalf & Eddy of Chicago for the design, bidding and construction phase engineering services for the interconnection between the City of Elgin and Committee of the Whole April 9, 2003 Page 3 the Village of Bartlett water distribution systems . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of Acceptance of Easement at 1711 Kimberly Avenue Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to accept the proposed easement and authorize payment to Thomas and Theresa Boswell in the amount of $260 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of Co-sponsorship Agreement with Premier Sports Camps Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the proposed agreement for the Nike Girls USA Cup to be held at The Centre Fieldhouse at no cost to the City, but allowing reduced rental rates as well as the sale of tickets for admission and event merchandise . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of a Contract for Grant Administration Services to Charles H. Schrader & Associates Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed contract in the amount of $12 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of Change Order No. 1 and Final Payment for the West Chicago Street Neighborhood Street Rehabilitation Project Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed change order in the amount of $61, 426 and authorize final payment to Cella Concrete in the amount of $108 , 451 . 20 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of Prior Service Authorization for James Bell Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the purchase of prior service credit for James Bell . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Committee of the Whole April 9, 2003 �,. Page 4 Consideration of Architectural Services for a Facade Improvement Project at 217-219 National Street Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposal by Berna Architects & Design for a fee of $13 , 589 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of the 2003 Purchase of Service Agreement with Neighborhood Housing Services of Elgin (First Time Home Buyers Program) Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of a Service Agreement with Neighborhood Housing Services for Operational Support Councilmember Walters made a motion, seconded by Councilmember emk Figueroa, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of a Resolution Requesting Permission from IDOT to Close Portions of State Route 31 for The Four Bridges of Elgin Bike Race Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed resolution. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Consideration of a Resolution Requesting Permission from IDOT to Close Portions of State Route 31 for the Elgin Soap Box Derby Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the proposed resolution. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None. Consideration of a Co-sponsorship Agreement with the Greater Chicago Soap Box Derby Association Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed agreement in a not-to-exceed Committee of the Whole April 9, 2003 Page 5 em- amount of $18, 480 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None. Consideration of a Three Month Membership and Seven Day Pass at The Centre Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve creating a three month membership and a seven day consecutive pass for The Centre of Elgin. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : None . Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters, and Mayor Schock. Nays : None . 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 the 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 120/2 (c) (3) 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 The meeting adjourned at 6 : 17 p.m. .►tIIIL ' April 23 , 2003 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING APRIL 23, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Inauguration of Councilman Yearman The Honorable Gene Nottolini administered the oath of office to Councilman Yearman. Councilmember Yearman left following the inauguration. Roll Call Roll call was answered by Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : Councilmember Yearman. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the April 9, 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of Authorization for the Sale of $3 .7 Million in General Obligation Bonds An ordinance will be presented at tonight' s Council meeting for passage by the City Council . Consideration of the Ceding of $6, 086, 525 of City of Elgin Private Activity Bonding Authority to the Illinois Development Financial Authority An ordinance will be presented at tonight' s Council meeting for passage by the City Council . Presentation of the Enhancing Elgin Program Representatives from the Elgin Area Chamber of Commerce and the advertising firm of Demi and Cooper made a presentation regarding the Enhancing Elgin Program. Past surveys have indicated a need for image enhancement . The campaign focused on listing Elgin' s assets, and new surveys indicate that the image is improving. The targeted audience is internal residents, external parties, and real estate agents . The presentation included the goal of Committee of the Whole April 23 , 2003 Page 2 the plan, the stated desired outcome, current status, list of campaign partners and the media plan, which includes billboards, slides at movie theaters, and print ads . Consideration of Reserved Parking Spaces for the Appellate Court Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve the designation of three parking spaces on the south side of Symphony Way for the Appellate Court . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of an Agreement with R. R. Donnelley & Sons Company Regarding the Spring Street Parking Deck Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the recommended extension of reserved parking for R.R. Donnelly & Sons at the Spring Street parking deck. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Donation of Obsolete Computer Equipment to the emik Center for Neighborhood Technology Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the donation of equipment to the Center for Neighborhood Technology. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration for a License Agreement for Outdoor Seating at Quizno' s Subs at 59-61 Douglas Avenue Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the proposed license agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration to Approve the Vacation and Dedication of Public Streets and Alleys (Portions of Brook Street, Water Street and Kimball Street) Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the vacation of Brook Street, Water Street and the public alley way within The Centre site and dedication of additional right of way for Kimball Street . Upon a roll call eft. vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . • Committee of the Whole April 23 , 2003 Page 3 r Consideration to Approve the Amendments to the 1997, 1999, and 2002 Community Development Block Grant Annual Action Plans Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the reallocation of the remaining budgeted funds in the YWCA fire alarm, American Little League, Fair Housing Advocacy and the Literacy Institute projects to the YWCA Facility improvement and Residential Rehabilitation program projects as outlined in the April 18 , 2003 agenda memorandum. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schack. Nays : None. Consideration to Approve a Façade Improvement Project for 53-63 Douglas Avenue Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve Phase III of the project at 35 percent per the program guidelines in the amount of $15, 774 . 90 for a total City participation on the project amounting to $83 , 810 . 90 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . The Council requested that City Manager Dorgan review the project and bring back a recommendation regarding the requested additional 15 percent . Consideration to Approve the Grant Recipient Eligibility List for the Large Project Fund of the Neighborhood Improvement Grant Program Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed Grant Recipient Eligibility List . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of a Purchase of Service Agreement with the Outdoor Exhibition Group for RibFest Councilmember Sandor made a motion, seconded by Councilmember Walters, to enter into a Purchase of Service Agreement providing financial participation by the City in an amount not to exceed $3 , 000 of in-kind services . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of Parking Restrictions on Crystal Street rft. Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the recommendation of the Neighborhood Services Committee that the parking restrictions on Crystal Street, between South Street and West Chicago Street, be changed to provide for an area of unlimited parking and an area expanding Committee of the Whole April 23 , 2003 Page 4 overnight parking restrictions . Upon a roll call vote : Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration to Approve a Development Agreement with Kimball- Elgin, L.L.C. for the Construction of Townhome Units at Kimball and Douglas Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to table this item at the request of the developer. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Walters, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Selection of a Person to Fill a Vacant Office, or �+. Removal of a Person from an Office, When the Public F Body has the Power to do so by Law or Ordinance - Exempt Under Section 120/2 (c) (3) 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 The meeting adjourned at 6 : 34 p.m. May 14 , 2003 Dolonna Mecum, ' ty Clerk Date Approved COMMITTEE OF THE WHOLE MEETING tow May 14, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : Councilmember Yearman. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the April 23 , 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Amendments to the Building Code An ordinance will be presented at tonight' s Council meeting for passage by the City Council . Consideration of Placing the 2002 National Electrical Code on File for Review eft A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of a Development Agreement for CVS Pharmacy A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of Sole Source Contract for Lords Park Family Aquatic Center Floor Refurbishing A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of a Sole-source Purchase of Door Security System for Airlite Water Plant and New Public Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve the sole source purchase of a door security system from Midco for a total amount of $72 , 204 . 26 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . r Committee of the Whole May 14 , 2003 Page 2 Consideration of a Walkway Easement Agreement between the City of Elgin and Metra Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the walkway easement agreement that includes the expenditure of $960, 000 for city funded improvements for the construction of a retaining wall and a pedestrian and bike walkway. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Parking Facility Easement Agreement between the City of Elgin and Metra Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed Parking Facility Easement Agreement to construct a commuter parking lot on a portion of the City' s property located between Metra' s right of way and the Fox River. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Right of Way Entry Agreement between the City of Elgin and Metra fem. Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of the Termination of the Environmental Consulting Services Professional Services Agreement with ENSR Regarding the North Kimball Brownfields Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to terminate the agreement with ENSR and enter into a Professional Services Agreement with Teracon. Upon a roll call vote : Yeas : Councilmembers Gilliam, Walters and Mayor Schock. Nays : Councilmembers Figueroa, Rodgers and Sandor. The motion failed. Consideration for Professional Environmental Consulting Services at Festival Park and South Grove Avenue Residential Sites Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement with Terracon, Inc . in the amount of $27, 840 . Upon a roll call vote : Yeas : Councilmembers Gilliam, Walters and Mayor Schock. Nays : Councilmembers Figueroa, Rodgers and Sandor. The motion failed. emk Committee of the Whole May 14 , 2003 Page 3 eok Consideration of a Development Agreement for Elgin Financial Savings Bank Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to award a development agreement with EFS Bank in the amount of $25, 000 towards parking deck reconstruction. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the Appointment of an Authorized Agent for the City' s IMRF Pension Plan Councilmember Walters made a motion, seconded by Councilmember Figueroa, to appoint Olufemi Folarin as the City' s Authorized Agent for IMRF. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of a Sole Source Purchase of Digital Video Cameras for Police Vehicles Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a contract with Digital Safety Technologies for $320, 191 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Purchase of Service Agreement with Neighborhood Housing Services of Elgin for the Annual Neighborfest Expo Councilmember Figueroa made a motion, seconded by Councilmember Walters, to enter into a Purchase of Service Agreement providing financial participation in a not to exceed amount of $1, 000 of in-kind services and $1, 000 for tent rental . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of a Grant from the Illinois Criminal Justice Authority to Fund Two Part-time Domestic Violence Case Workers for the Police Department Councilmember Walters made a motion, seconded by Councilmember Gilliam, to accept the grant award. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Committee of the Whole May 14 , 2003 Page 4 eow Consideration of the Regulation of Motor Vehicle Traffic within The Mill Apartments Development Councilmember Gilliam made a motion, seconded by Councilmember Walters, to enter into the proposed traffic agreement . Upon a roll call vote : Yeas : Councilmembers Gilliam, Sandor, Walters and Mayor Schock. Nays : Councilmember Figueroa and Rodgers . Consideration of the Renewal of the Kane County Child Advocacy Agreement Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of $35, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of a Purchase of Service Agreement with Elgin Recreation Center for the Alternative to Suspension Program Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of $4 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Amendment No. 1 to an Agreement with Stanley Consultants for the NPDES Phase 11 Storm Water Permit Project Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve Amendment No. 1 in the amount of $100 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Motor Fuel Tax Construction Resolution for Bridge Maintenance Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the construction resolution in the amount of $400, 000 for the resurfacing of Kimball Street Bridge. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Approval of Supplemental Resolution for 2003 Motor Fuel Tax Municipal Estimate for Maintenance Costs Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed resolution in the amount of $2 , 971, 700 . Upon a roll call vote : Yeas : Councilmembers Committee of the Whole May 14 , 2003 Page 5 Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Amendment to the Agreement with Postl-Yore and Associates Regarding the New Public Works Facility Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed amendment in an amount not to exceed $142 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of Authorization of Change Order No. 1 for Bid Item D-5, "Lighting and Electrical Modifications" for the New Public Works Facility Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed change order in the amount of a credit of $147, 900 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Contract for Roof Consulting Services with Raths, Raths, and Johnson, Inc. Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve a contract for roof consulting services with Raths, Raths and Johnson, Inc . for a total amount not to exceed $37, 979 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Presentation in Recognition of Councilmember Gilliam' s 30 Years on the City Council Mayor Schock read and presented a proclamation to Councilmember Robert Gilliam in recognition of his 30 years of service to the City of Elgin as a Councilmember. Councilmember Gilliam began his career as a teacher with School District U-46 in 1968, took the oath of office as a member of the Elgin City Council in 1973 , and has been a force for positive change in our City. As tokens of appreciation, he was given an official Elgin pen and cuff links . Councilmember Gilliam stated that he was very surprised and humbled by this presentation. He said, "It has been an honor and pleasure to serve this community, and I hope to continue doing a good job for the City. " Committee of the Whole May 14, 2003 Page 6 Pik Adjournment Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to adjourn and go into Executive Session to discuss the following matters . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . 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 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 The meeting adjourned at 6 :35 p.m. 91474^,4_ /71Q,„4„1.- May 28, 2003 Dolonna Mecum, City Clerk Date Approved ek elk COMMITTEE OF THE WHOLE MEETING May 28, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 03 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Absent : Councilmember Yearman. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the minutes of the May 14 , 2003 , regular meeting. Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the Extension of the Franchise Agreement with Comcast, Inc. Councilmember Figueroa read a statement concerning the value of local programming. He asked that the City Manager review the proposals received to provide local programming for the rest of this year and also requested that an advisory committee be formed sew to make a recommendation to the City Council regarding local programming. He will make a motion to that effect at tonight' s Council meeting. A resolution for extension of the agreement with Comcast, Inc. will also be presented at tonight' s Council meeting for adoption by the City Council . Consideration of an Appointment to the Elgin Area Convention and Visitors Bureau Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to appoint Robert Gilliam to the Elgin Area Convention and Visitor Bureau as the representative from the City Council . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Performance Agreement with the Elgin Symphony Orchestra for the 2003 Fine Arts Festival Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the above performance agreement in the amount of $15, 000 . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Committee of the Whole May 28 , 2003 Page 2 Consideration for Professional Environmental Consulting Services at Festival Park and South Grove Avenue Residential Sites Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to reconsider entering into an agreement with Terracon, Inc . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize a professional service agreement with Terracon, Inc . in the amount of $27, 840 for environmental services at Festival Park, the Townhome site and the Crocker Theater site . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Sandor, Walters and Mayor Schock. Nays : Councilmember Rodgers . Consideration of an Agreement with the Department of Justice/Drug Enforcement Administration to Broaden the Police Department' s Efforts to Negate Drug Trafficking in the City of Elgin Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve participation in the State and Local Task Force Agreement with the Department of Justice, Drug Enforcement Administration. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Amendment to the 2003 Mosquito Control Program Councilmember Walters made a motion, seconded by Councilmember Figueroa, to amend the mosquito abatement contract to authorize Clarke Mosquito Control to apply the single 150 day larvicide treatment to the city' s storm water catch basins in lieu of the two 30-day catch basin treatments at the cost of $13 , 350 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of a Development Agreement with Bluff City Materials/Gifford 300, LLC and Copart, Inc. Councilmember Figueroa made a motion, seconded by Councilmembers Walters, to approve the proposed development agreement with Bluff City Materials/Gifford 300 LLC and Copart, Inc . regarding a subterranean mining operation and wholesale automobile sales facility. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Committee of the Whole May 28, 2003 Page 3 e- Consideration of an Intergovernmental Agreement between the City of Elgin and the Village of Bartlett Regarding Subterranean Mining Royalties Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve entering into an Intergovernmental Agreement with the Village of Bartlett regarding subterranean mining royalties . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the Establishment of a Four-way Stop at the Intersection of Lyle Avenue and Lin-Lor Lane Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve the recommendation of the Neighborhood Services Committee to provide for a four-way stop at the intersection of Lyle Avenue and Lin-Lor Avenue . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Extension to the City's Existing Service eft' Maintenance Contract with Municipal Systems, Inc. Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize a three-year extension to the current agreement with Municipal Systems, Inc. for software maintenance. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Townhome Development with Kimball-Elgin L.L.C. for 252 Douglas Avenue Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to remove the above item from the table . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a development agreement with Kimball-Elgin, L.L. C. for the construction of eight townhome units at 252 Douglas Avenue . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Sandor, Walters and Mayor Schock. Nays : Councilmember Rodgers . Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn the meeting and go into executive session to Committee of the Whole May 28, 2003 Page 4 discuss the following matters. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. 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 the 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 The meeting adjourned at 6 : 17 p.m. NI is,�� June 11, 2003 Dolonna Mecum, City Clerk Date Approved ork COMMITTEE OF THE WHOLE MEETING JUNE 11, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Absent : None. Return of Councilmember Yearman Mayor Schock welcomed Councilmember Yearman back after her recent surgery. Councilmember Yearman thanked everyone for their concern and the many cards and flowers which she received. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the minutes of the May 28, 2003 , regular meeting. Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None . Consideration of the Downtown Neighborhood Association Purchase l'` of Service Agreement for 4th of July Parade Councilmember Sandor expressed concern about the increased amount being spent on the parade in these difficult economic times . He requested that agreements be submitted to the Council in a more timely manner. A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of the Metra STAR Line A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of Approval of Adopt-A-Highway Agreements with Alpha Beta Kappa, Blue Knights, Elgin Baha' i Community, Elgin Breakfast Rotary, and Elgin-Fox Valley Kiwanis Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreements . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None. r Committee of the Whole June 11, 2003 Page 2 Consideration of a Proposed Ordinance Prohibiting Possession of Open Alcohol in Public Areas and Designated Private Property Areas Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed ordinance. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None. Consideration of Acceptance of Grant of Easements for Constructing Public Sanitary Sewer Along Gifford Road Councilmember Figueroa made a motion, seconded by Councilmember Yearman, to accept the easements as recommended. Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None . Consideration of the 2003 Residential Conversion Grant Program Councilmember Walters made a motion, seconded by Councilmember Gilliam, to remove this item from the table . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None . Councilmember Sandor stated that he would like an analysis performed to determine whether there is a decrease in the number of calls for service in areas where conversions have taken place . Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the proposed program structure and policies as outlined in the June 6, 2003 agenda memorandum. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None. Consideration of an Amendment to the 2003 Community Development Block Grant Annual Action Plan Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the change in the scope and purpose of the PADS Land Acquisition project to PADS Shelter Construction project as outlined in the June 6, 2003 agenda memorandum. Upon a roll call vote: Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : Councilmember Gilliam. Consideration of HOPE Fair Housing Center' s Community Development Block Grant Sub-recipient Agreement Councilmember Gilliam made a motion, seconded by Councilmember Committee of the Whole June 11, 2003 Page 4 Consideration of an Engineering Services Agreement with HLR for McLean Boulevard and Big Timber Road Traffic Signal Councilmember Walters made a motion, seconded by Councilmember Yearman, to approve the proposed agreement with HLR at an amount not to exceed $7, 201 . 50 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None . Report on Local Access Programming City Manager Dorgan reported that he has met with Councilmember Figueroa regarding future local access programming, and they are trying to establish a committee to include representatives from other governmental entities . He would like to have the committee in place before making any recommendations . Floyd Brown has agreed to chair the committee . Adjournment Councilmember Yearman made a motion, seconded by Councilmember e Walters, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None . 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 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 the Open Meetings Act 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 The meeting adjourned at 6 : 18 p.m. e,C44 June 25, 2003 Do onna Mecum, City Clerk Date Approved SPECIAL COMMITTEE OF THE WHOLE MEETING/RETREAT JUNE 21, 2003 The special Committee of the Whole meeting/retreat was called to order by Mayor Schock at 8 :20 a.m. at the McGraw Wildlife Foundation, Pond Cottage meeting room. Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Absent : None . Also in attendance were City Manager Dorgan, City Clerk Mecum, and senior management staff . John M. Greco was the facilitator for the planning retreat, entitled "Partnering for Progress . He reviewed the schedule of activities for this meeting. City Manager Dorgan, gave an overview regarding budget issues facing the city, redevelopment possibilities, and far west development . Participants were divided into three groups to discuss the pros and cons of various aspects of these three issues, and the comments of each group were then shared with everyone. Later everyone was asked to prepare questions, comments, or suggestions to be discussed. Because of the many pending issues orliK facing the City at this time, it was the consensus of the Council that more frequent retreats would be very beneficial . Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn the meeting and go into executive session for the purpose of discussing the following: 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 Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman, and Mayor Schock. Nays : None. Meeting adjourned at 2 : 00 p.m. July 9, 2003 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING JUNE 25, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Absent : None. Approval of Minutes Councilmember Yearman made a motion, seconded by Councilmember Gilliam, to approve the minutes of the June 11, 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None. Consideration of Illinois Department of Natural Resources and OSLAD Grant Application for Mulberry Grove Park A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of Acceptance of Plat of Dedication for Right-of- Way for Highland Avenue and McLean Boulevard Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to accept the proposed right-of-way dedication. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None. Consideration of a Lease with Woodstock Harley Davidson for Two Police Motorcycles Councilmember Gilliam made a motion, seconded by Councilmember Walters, to authorize execution of a lease in an amount not to exceed $2, 000 with Woodstock Harley-Davidson for two police motorcycles. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None . Consideration of the Termination of the Alley Licensing Agreement for 694 Grand Avenue Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to table this item. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None . Committee of the Whole June 25, 2003 Page 2 Consideration of Lease with Elgin Area Chamber of Commerce for a Portion of 31 South Grove Avenue Councilman Gilliam made a motion, seconded by Councilman Walters, to approve the proposed lease . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None . Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, Yearman and Mayor Schock. Nays : None . 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 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 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 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 the Open Meetings Act The meeting adjourned at 6 : 07 p.m. Aex:cd.1,— July 9, 2003 Dolonna Mecum, City Clerk Date Approved COMM TTEE OF THE WHOLE MEETING JULY 9, 2003 The regular Committee •f the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figuero- , Rodgers, Sandor, Walters and Mayor Schock. Absent : Councilmembers Gilliam and Yearman. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the June 21, 2003 special meeting (retreat) and the June 25 , 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Scho:k. Nays : None . Consideration of the Cuisine America Contract Amendment Councilmember Sandor expressed some concerns regarding the proposed contract amendment and asked that the Council be furnished with monthly statements to be reviewed at budget time . A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of an Extension Agreement with Gail Borden Library for Police Services Councilmember Sandors stated that he believes the library should be asked to pay more than one-third of the cost of the police services . Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the School Liaison Contract with U-46 for the 2003-2004 School Year Councilmember Sandors stated he believes U-46 should pay half the cost of this contract . Mayor Schock stated that providing police services to the library and school district are a great benefit to the City of Elgin. City Manager Dorgan agreed to ask the library and school district whether they' re willing to pay an additional amount of these services . Committee of the Whole July 9, 2003 Page 4 Councilmember Sandor ma e a motion, seconded by Councilmember Figueroa, to terminate he licensing agreement for the use of the public right-of-way at 94 Grand Avenue . Upon a roll call vote: Yeas : Councilmembers Fi ueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . 1 Consideration of Appoin sent to Elgin Area Convention and Visitors Bureau Councilmember Walters -de a motion, seconded by Councilmember Figueroa, to appoint Pa la Wyatt to the Elgin Area Convention and Visitors Bureau. Upon - roll call vote : Yeas : Councilmembers Figueroa, Rodgers, San..r, Walters and Mayor Schock. Nays : None. Comments from Council Councilmembers stated that the July 4th Parade was excellent . Mayor Schock thanked all the volunteers and staff for their work on the parade and the our Bridges Bike Race . Adjournment em. Councilmember Sandor m.de a motion, seconded by Councilmember Figueroa, to adjourn a d go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote : Yeas : Councilm=mbers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nay : None . Pending, or Probasle or Imminent Litigation Against, Affecting, or on :ehalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2 (c) ( 11) of the Open Meetings Act Selection of a Pe son to Fill a Vacant Office, or Removal of a Pers.n from an Office, When the Public Body has the Powe to do so by Law or Ordinance - Exempt Under Section 120 2 (c) (3) of the Open Meetings Act Setting of a Pric= for Sale or Lease of Property Owned by the Public Bod - Exempt Under Section 120/2 (c) (6) of the Open Meeti gs Act The meeting adjourned -t 7 : 35 p.m. /r. , July 23 , 2003 D lonna Mecum, City Cl:rk Date Approved COMMI TEE OF THE WHOLE MEETING JULY 23, 2003 The regular Committee o the Whole meeting was called to order by Mayor Schock at 6 : 00 p. . in the Council Chambers. Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the July 9, 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandcr, Walters and Mayor Schock. Nays : None. Consideration of the Creation of a 150th Commemoration Commission Councilmembers discussed contacting descendants of families who lived here in 1854 and asking them to be included in the celebration, letting an existing organization such as Downtown Neighborhood Association handle the celebration rather than creating another commission, the cost of the event in view of the City' s decreasing revenue, and attempting to obtain funding from outside sources . An ordinance creating the commission will be considered for passage at tonight ' s Council meeting. Consideration of a Sole Source Contract with Curbside, Inc. to Provide Household Hazardous Waste Collection and Disposal Service Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve a sole source contract agreement with Curbside, Inc . in an amount not to exceed $50, 000 . Upon a roll call vote : Yeas : Coun:ilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Amendment to the Contract with Judicial Recovery Systems, Inc. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed amendment . Upon a roll call vote : Yeas : Mayor Schock. Nays : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, and Walters . t Committee of the Whole July 23 , 2003 Page 2 r Consideration of Adoption of a Section 125 Flexible Benefit Plan Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the proposed Section 125 Flexible Benefit Plan. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandoz., Walters and Mayor Schock. Nays : None. Consideration of an Or.inance Chan.e Re.ardin. the Fire and Police Commission Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the proposed ordinance change which would incorporate a provisio in the Illinois Statute called "The Rule of Three . " The president of the f ' refighters union spoke against the proposed change. He reviewed the steps that a candidate goes through to be hired as a firefighter, the training they receive, and the evaluation process thereafter. He stated that in the past 25 years, only two people have been dismissed during the probation period. Under the proposal , it would be possible for a candidate to be passed over two times and then the list could expire . He stated, "I it' s not broken, don' t fix it . " City Manager Dorgan st.;ted that he believes the "rule of three" would allow an evaluation to be made as to whether the community is represented and would allow a minority to be hired even if he or she is not the top , andidate . Councilmember Gilliam -uggested that the matter be tabled until the Council could dete mine why the Board of Fire and Police Commissioners recommenced the change, and he made a motion, seconded by Councilme .er Rodgers, to table consideration of the proposed ordinance to he August 27, 2003 , meeting. Upon a roll call vote : Yeas : Coun ilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Quota ion for Soil Remediation at Festival Park and PAR Townhome Sites Councilmember Walters ade a motion, seconded by Councilmember Figueroa, to remove t is item from the agenda. Upon a roll call vote : Yeas : Councilm-mbers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. r Committee of the Whole July 23 , 2003 Page 3 r Consideration of a Local Purchasing Preference Ordinance Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to remove this item from the agenda. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Scho.k. Nays: None. Adjournment Councilmember Gilliam ade a motion, seconded by Councilmember Figueroa, to adjourn a d go into Executive Session for the purpose of discussing ' he following matters . Upon a roll call vote : Yeas : Councilm:mbers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Scho4k. Nays : None . Establishment of Re-erves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immu ity Act - Exempt Under Section 120/2 (c) (12) of the Open Meetings Act Establishment of Re-erves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immu ity Act - Exempt Under Section 120/2 (c) (12) of the Open Meetings Act Pending, or Probably or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrauive Tribunal - Exempt Under Section 120/2 (c) (11 of the Open Meetings Act Purchase or Lease ol Real Property for the Use of the Public Body - E empt Under Section 120/2 (c) (5) of the Open Meetings A4t The meeting adjourned at 6 : 30 p.m. 1W,2411 ,I AZ •. __,_, August 13 , 2003 Dolonna Mecum, City C erk Date Approved COMMITTEE OF THE WHOLE MEETING AUGUST 13, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p .m. in the Council Chambers . Present : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Absent : Councilmember Gilliam. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the July 25, 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Deed for the Mulberry Grove Park Site A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of a Performance Agreement with the Elgin Symphony Orchestra for the Fine Arts Festival Concert This item was removed from the agenda at the request of the Elgin Symphony Orchestra. Consideration of the Installation of Stop Signs on Streets in Willow Bay Subdivision and Woodbridge South Councilmember Sandor made a motion, seconded by Councilmember Walters, to amend Chapter 11 . 32 of the Elgin Municipal Code by including the recommended stop signs . Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Façade Projects for 7 and 9 North State Street, Owned by Adolfo Bello and Jose Dominguez Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the façade projects for the above properties and to approve a budget transfer in the amount of $22 , 674 from the Center City program to the State and National Street Façade Improvement Program to fund the proposed projects in an amount of $44, 875 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . (0". Committee of the Whole August 13 , 2003 Page 2 Consideration of a Gran. Agreement Between the Illinois Department of Public He- lth and City of Elgin for the Get the Lead Out Grant Program Councilmember Walters m.de a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of $114, 948 . Upon a roll . all vote: Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walter. and Mayor Schock. Nays : None . Consideration of a Deve opment Incentive for WHM Tool Group Councilmember Figueroa ade a motion, seconded by Councilmember Sandor, to approve the ;proposed agreement in the amount of $40, 000 . Upon a roll c.:ll vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walter- and Mayor Schock. Nays : None . Consideration of 2003-2 /05 Testing Service Agreement with Professional Service In•ustries for Various City Projects Councilmember Sandor ma.e a motion, seconded by Councilmember Walters, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilme 6ers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Acqui=ition of Water Easement from Elgin Sweeper Corporation Councilmember Rodgers ade a motion, seconded by Councilmember Walters, to accept the proposed easement and authorize a payment of $1, 939 . 00 . Upon a ,oll call vote: Yeas : Councilmembers Figueroa, Rodgers, Sansor, Walters and Mayor Schock. Nays : None . Consideration of a Rev sed Recapture Ordinance for Water Main Improvements along Steil Street and Owasco Avenue Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the proposed revision. Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Public Improvements in Randall Point Executive Center Phase 2 Subdivision Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to accept the public improvements at Randall Point Executive Center Phase 2 Subdivision. Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Committee of the Whole August 13 , 2003 Page 3 Consideration of Accept-nce of Public Improvements in Woodland Meadows East Subdivisio Councilmember Figueroa ade a motion, seconded by Councilmember Walters, to accept the •ublic improvements in Woodland Meadows East Subdivision. Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sander, Walters and Mayor Schock. Nays : None . Consideration of IMRF B=nefit Protection Leave for William Melchior and Scott Sch ann Councilmember Walters m.:de a motion, seconded by Councilmember Figueroa, to approve thr IMR Benefit Protection Leave for William Melchior and Scott Schu an. Upon a roll call vote : Yeas : Councilmembers Figueroa Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Announcements from Coun it Councilmember Rodgers s ated that she had been approached by a resident requesting tha the Council consider having one day a year for pick up of unlimited garbage at no charge to residents. Councilmember Rodgers t•ld her the Council would look into that . Announcements from Staff Assistant City Manager Stegall introduced the City' s lobbyists, Larry Suffredin and Stave Nemerovski, who gave a report on their activities on behalf o the City with reference to state and federal issues . They -tated that Springfield is a different city than it has been for t e past 30 years with a nontraditional governor and the Democdats in control of both houses for the first time in many years . Their report included the issue of the 70 percent gaming tax, which is higher than any other place in the world. This will ave a definite impact on the boating communities, and the M.yor was strongly encouraged to meet with representatives from ocher boating communities and to go to Springfield to attempt to convince the Governor to make an adjustment in the gami g tax. They also reported on the status of the sales tax issue relating to a business remaining in one municipality but billing from another municipality which agrees to rebate a portion of the sales tax to the business . The Governor signed the amendment to the Open Meetings Act which will require executive sess on meetings to be taped, effective January 1, 2004 . They believe Elgin' s visibility is better than it used to be, however, they f-el it is important for the Mayor to go to Springfield frequently. Mayor Schock thanked Larry and Steve for everything they do for Elgin. Committee of the Whole August 13 , 2003 Page 4 Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . 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 the Open Meetings Act The meeting adjourned at 6 :35 p.m. ,,___, _ _/ U ' August 27, 2003 Dolonna Mecum, City Clerk Date Approved r r SPECIAL COMMITTEE OF THE WHOLE MEETING AUGUST 21, 2003 The special Committee of the Whole meeting was called to order by Mayor Schock at 2 :45 p .m. in Conference A of City Hall . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, and Mayor Schock. Absent : Councilmember Walters . Meeting with United States Senator Richard Durbin A discussion was held with Senator Durbin regarding a range of topics which included but are not limited to the City seeking federal funding for riverfront renovation to stop erosion, the diversity of the community, the City' s use of riverboat funds, the Far West Area expansion, setting aside space for a fourth METRA station, what effect the recession has had on Elgin, the recent, rapid growth of the Hispanic population in Elgin, the needs of United Way and their request that social service block grant funding be reinstated, and the need for funding for make improvements to U. S . Route 20 on the east side of Elgin and for widening U. S . Route 20 on the west side because of the thousands of new homes planned for that area. Senator Durbin explained the process regarding the highway funding bill . He believes that funding for U. S . Route 20 could become available to Elgin next year. Adjournment The meeting was adjourned at 3 :25 p.m. after which Senator Durbin and City officials took a brief walk to view the riverfront renovation. September 10 , 2003 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING AUGUST 27, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the minutes of the August 13 , 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Councilmember Gilliam voted present . Consideration of a Special Event Agreement with the Hispanic Heritage Coalition A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Presentation by Downtown Neighborhood Association Parking Committee Regarding Parking Survey Findings Norma Miess, Executive Director of the Downtown Neighborhood Association, presented the results of the parking survey which was recently conducted involving downtown business owners, employees, customers, property owners and residents . The survey found that on-street parking is the most utilized parking. Needs Concerns that were expressed in the survey included the need for longer term parking for employees and customers, business development and retention efforts, cost of parking tickets and permits, the issue of reserve parking, accessibility needs, and overnight parking for residents . The Downtown Neighborhood Association has submitted two recommendations which include the elimination of reserved parking and establishment of longer parking limits on the riverfront desk and in the Crocker lot . DNA believes that the parking survey results will assist in finding solutions to future parking needs and by working together Consideration of an Ordinance Amending Chapter 11.40 of Elgin Municipal Code (Special Stops Required; Miscellaneous Rules of the Road) Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the proposed amendment to Chapter 11 . 40 of the Elgin Municipal Code . Upon a roll call vote : Yeas : Committee of the Whole August 27, 2003 Page 2 Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the Acquisition of a Water Main Easement with Fox 2000 LLC Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed easement agreement with Fox 2000, LLC in the amount of $48, 900 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None . Consideration of the Acquisition of a Water Main Easement with Amcore Investment Group Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed easement agreement with Amcore Investment Group in the amount of $12 , 800 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Engineering Services Agreement with Bollinger, Lach & Associates, Inc. for the Frazier Avenue Lowering Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an agreement with Bollinger, Lach & Associates in an amount not-to-exceed $34, 822 . 03 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of RFP #03-084 - Water System Leak Detection Services Councilmember Sandor made a motion, seconded by Councilmember Walters, to award a contract to Severn Trent in the amount of $34, 500 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Amendment No. 8 to the Agreement for Engineering Services with Black & Veatch for the Airlite Water Treatment Plant Improvements - Section II Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed amendment for a total amount of $53 , 500 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Committee of the Whole August 27 , 2003 Page 3 em. Consideration of an Ordinance Change Regarding the Fire and Police Commission Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to remove this item from the table . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Discussion was held regarding the pros and cons of the proposed amendment . Miriam Scott, a member of the Board of Fire and Police Commissioners, advised the Council that the Board recommended the proposed change at the suggestion of the former Human Resources Director so that the practices of this Board would be consistent with the change made to the Civil Service Commission to use "The Rule of Three . " It is hoped that the proposed "Rule of Three" will assist in providing a more diverse work force . However, it was the consensus of the Council that although this change may be a tool to assist in obtaining diversity, that what is really needed are more aggressive methods to recruit minority applicants for the positions . Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed ordinance. . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays : Councilmembers Rodgers and Sandor. Announcements from Staff City Manager Durbin announced that the Public Works Department move has been completed, and the former Public Works building will be demolished in the near future . Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. 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 Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Committee of the Whole August 27 , 2003 Page 4 Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2 (c) (3) of the Open Meetings Act The meeting adjourned at 6 :36 p.m. &4X-e,A0 September 10, 2003 Dolonna Mecum, City Clerk Date Approved r r COMMITTEE OF THE WHOLE MEETING SEPTEMBER 10, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 03 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Approval of Minutes Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the minutes of the August 21 , 2003 , special meeting and the August 27, 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Presentation of the Status of the Comprehensive Plan and Design Guidelines Robert Siljestrom, Chairman of the Comprehensive Plan Advisory Committee, made a presentation which included a brief history of the process which the Committee has gone through with reference /►. to reviewing the old comprehensive plan and developing a new plan. Their first step was selecting a consultant to assist with this project . They gathered information and conducted four meetings in each quadrant of the City, and a number of key people were interviewed. He stated that he believes they are 85 percent of the way through the process . There have been 28 public meetings and many more private meetings . They hope to present the plan to the Planning and Development Commission for public hearing in November and to have it to the Council for their review and approval during the first quarter of 2004 . He said that it has been the most rewarding and challenging assignment he has undertaken in many years . The Mayor and Council thanked Mr. Siljestrom and the committee for all their hard work and dedication to this project . Consideration of an IM tF/SLEP Early Retirement Incentive Program Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve the Early Retirement Incentive Program with the window period set at March 1, 2004 , to March 1 , 2005, for eligible employees . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Committee of the Whole September 10 , 2003 Page 2 Consideration of the Purchase of Automatic External Defibrillators from State Contract Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the purchase for a total cost of $31, 900 . 00 . Upon a roll call vote : ! Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Overnight Parking Restrictions on Douglas Avenue between Seneca Street and Summit Street Councilmember Figueroa made a motion, seconded by Councilmember Walters, to prohibit parking on Douglas Avenue, between Seneca and Summit Streets, between 2 : 00 a.m. and 6 : 00 a.m. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Amendment to the Elgin Municipal Code, Vehicles and Traffic regarding Motor Driven or Electric Driven Scooters and Skateboards Councilman Sandor stated that he believes impoundment for the first offense is harsh. Chief Miller stated that the Police Department will use the ordinance as a tool to educate the public that these devices may only be used on private property. He also wants to work with the dealers who sell them to advise their customers that these devices may only be used on private property. Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed amendment to the Elgin Municipal Code by adding Chapter 11 . 45 entitled "Motor Driven Cycles" . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Walters and Mayor Schock. Nays : Councilmember Sandor. Consideration of a Special Event Agreement with the Elgin Merchants Group Meagan Early of the Elgin Merchants Group and Norma Meiss of the Downtown Neighborhood Association stated that they requesting financial support for the cost of promotion, and tent, table and chair rental for the event which is to be held October 11, 2003 . This event is being held in conjunction with the Illinois Main Street Conference, and the purpose is to bring awareness that the downtown area is still alive . Councilmember Sandor made a motion, seconded by Councilmember Committee of the Whole September 10 , 2003 Page 3 r Figueroa, to approve a co-sponsorship agreement providing financial participation by the City in an amount not to exceed $4, 178 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Host Agreement and Siting Ordinance for a Solid Waste Transfer Station Proposed by Midwest Compost LLC Community Development Manager Biernacki stated that Midwest Compost currently operates a landscape waste compost and transfer facility at its Spaulding Road site, east of Gifford Road. It is now seeking permission to expand its operation from that of a landscape waste transfer facility to a solid waste transfer facility. Charles Murphy, President of Midwest Compost, described the site and briefly outlined the procedures for this two-step process, which involves local siting and then permitting through the Illinois EPA. Mr. Biernacki summarized the points contained in the proposed host agreement which include the following: limiting the solid waste to an average of 1500 tons per day; outbound trucks would be required to travel west on Spaulding Road to Gifford Road, north on Gifford to Bluff City Boulevard, east on Bluff City Boulevard to Route 20 , then exit the corporate limits of the City on Route 20 ; and Midwest would pay the City a host benefit fee of $1 . 80 per ton, which would be approximately $750, 000 per year. Mr. Biernacki stated that after the host agreement and siting ordinance are approved by the Council , Midwest Compost will submit its formal application, after which there will an a 180- day public review, comment, and approval process . Approval of the proposed host agreement and siting ordinance does not obligate the City Council to approve the actual transfer station itself . Approval of these items sets forth the terms and conditions that will be placed upon the transfer station' s operations, performance, and financial obligations should the council agree to its approval at a later date. Tom Conro, a resident of the southeast side of Elgin, asked the Council to weigh the consequences of adding another eyesore to the southeast side of Elgin, which already has been approved for a car facility and mining operation. He is concerned about the increased truck traffic . He stated that his neighborhood is trying to instill pride in the southeast side, but they continually receive these types of projects . Committee of the Whole September 10 , 2003 Page 4 Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the proposed agreement and ordinance. Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Sandor, Walters and Mayor Schock. Nays : Councilmember Rodgers . Consideration of a Joint Agreement with Illinois Department of Transportation for Phase II Engineering for Illinois Route 31 and Wing Street Improvements Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Engineering Services Agreement with R.H. Anderson for Wing Street and State Street Intersection Improvements Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in an amount not to exceed $170 , 695 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Acceptance of Public Improvements in Windsor Commerce Center Councilmember Figueroa , made a motion, seconded by Councilmember Walters, to accept the public improvements in Windsor Commerce Center. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Acceptance of Public Improvements in the Columbine Subdivision Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept the public improvements in Columbine Subdivision. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Proposed Ordinance Providing for Local Purchasing Preference Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed ordinance which provides a local purchasing preference in the amount of two percent but not-to- Committee of the Whole September 10 , 2003 Page 5 exceed $500 for contracts of $25, 000 or less and in the amount of one percent but not-to-exceed $2 , 500 for contracts in excess of $25, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Sandor, Walters and Mayor Schock. Nays : Councilmember Rodgers . Announcements from Staff City Manager Dorgan stated that the Council has requested that he announce that the process of building a fire station on West Chicago Street will be restarted. An engineering contract for the design of the facility will be brought to the Council in the near future, and construction will probably commence in 2004 . Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn and go into the regular Council meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . The meeting adjourned at 6 : 53 p.m. n • ,�� `L , September 24 , 2003 Dolonna Mecum, ity Clerk Date Approved r SPECIAL COMMITTEE OF THE WHOLE MEETING/RETREAT SEPTEMBER 13, 2003 The Special Committee of the Whole Meeting/Retreat was called to order by Mayor Schock at 8 : 45 a.m. at the McGraw Wildlife Foundation, Pond Cottage meeting room. Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Motion To Go Into Executive Session Councilman Gilliam made a motion, seconded by Councilman Walters, to go into executive session for the purpose of discussing the following : Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, when the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, when the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt under Section 120/2 (c) (3) of the Open Meetings Act (to be considered in a closed meeting) Whereupon, at 8 :46 a .m. the corporate authorities convened in executive session for the purpose of discussing the above-stated matter. At 9 : 18 a.m. the corporate authorities returned to open session. Approach to the Budget Because of the current budget situation, City Manager Dorgan stated that a "cut back management" approach is being used, which means that we' re trying to do more with less people . It' s important to invest in the employees and make them feel they count . Training will be put back into the budget, and he would like to institute an "Employee of the Year" program. The possibility of a reduction in clerical staff hours and the effects of the early retirement incentive were discussed. Budget Status Report Fiscal Services Director Nowicki and Budget Director Stegall gave a status report regarding the budget . Revenues are ahead of projections for 2003 . We've stabilized and are buying time until the economy improves . More than half of the sales tax revenue comes from car dealerships . The importance of retaining the Committee of the Whole Meeting/Retreat September 13 , 2003 Page 2 r dealerships in the City and the need to diversify the sources of sales tax were discussed. It is difficult to predict how the state tax on riverboats will effect Elgin. Operational Issues Discussion was held regarding The Centre, where memberships are above projections . However, revenue from banquets and the senior center are down. A statement of revenues as of the end of August 2003 reflects that expenses exceed revenue to date . However, additional revenues are expected for the remainder of the year due to anticipated heavy fall programming income . Examples of signs for the Wayfinding Plan were reviewed and discussed. The Council prefers brick monument signs at major entryways and metal signs throughout the City. Eliminating billboards was also discussed, and the Council would like to move toward eliminating them in the future . Reuse of the current Gail Borden Library was discussed. The Council feels that private sector interest should be explored first . Discussion was held regarding Far West development and the importance of setting aside appropriate space for commercial and industrial use . The State of Illinois has announced that it plans to sell up to 50 acres of Elgin Mental Health Center property. Councilmember Walters made a motion, seconded by Councilmember Sandors, to send a letter to the State of Illinois stating that the City of Elgin is interested in obtaining the property and is willing to pay for a Phase I environmental assessment with the condition that the property be given to the City at no cost . Upon a role call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandors, Walters, and Mayor Schock. A status report was given of negotiations with Comcast . It may be necessary to approve another extension of their existing contract . Comcast is in the process of replacing the infrastructure for the entire city. The responses received to the request for proposal to provide local programming were not satisfactory. School District U-46 has indicated an interest in having its student tape and edit city council meetings . The police chief has been asked to put focus in the Police Department' s budget on the issue of dealing with gang violence . Emphasis is going to be put on customer service regarding personnel . The Council stated that a recruitment plan to provide Committee of the Whole Meeting/Retreat September 13 , 2003 Page 3 r diversity in city employees should be developed that incorporates more than just placing ads. Policy Issues Funding for not-for-project organizations was discussed. A report which reflected that funding totaling $20 , 446, 014 was distributed to not-for-profit organizations between 1995 and 2003 was reviewed. The Council agreed to cut funding to not-for- profit organizations by 24 percent across the board for 2004 . It was suggested that for 2005, funding for all agencies be reviewed individually to determine whether their funding levels are appropriate for their service to the community in view of the City' s declining revenue . The Department of Code Administration has been asked to look more seriously at the issue of overcrowding. The Council expressed a desire to have an inspector on duty during the weekend and to do a better job of explaining the rules regarding overcrowding to residents . Various insurance options are being explored because of the substantial increase in premiums . The issue of employee r contribution to health insurance premiums is also still being considered. Adjournment Councilmember Figueroa made a motion, seconded by Councilman Walters, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . The meeting adjourned at 12 : 13 p .m. `• ilkuw2 I I September 24 , 2003 Dolonna Mecum, City Clerk Date Approved rft. COMMITTEE OF THE WHOLE MEETING SEPTEMBER 24, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 10 p .m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam (arrived at 6 : 25 p.m. ) , Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Approval of Minutes Councilmember Sandor made a motion, seconded by Councilmember Figueroa to approve the minutes of the September 10 , 2003 , regular meeting and the September 13 , 2003 special meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Presentation by Talisman Theatre Mark Hardiman, Artistic Director of Talisman Theatre, gave a presentation which included a review into the theatre' s past and present and plans for the future . In 2003 the company moved toward making "Shakespeare in the Park" into a regional Shakespeare Festival and expanded to two shows in rotating repertory. There were many hardships in 2003 , including a fire which wiped out the entire Shakespeare infrastructure, scenery, props, costumes, and equipment, and also extraordinarily poor weather, which effected attendance and caused a number of difficulties . Despite the hardships, much was accomplished including forming alliances with other Shakespeare productions, and deepened commitments with Elgin Community College and the City of Elgin. They expanded their marketing and quadruped their mailings . They will again have two plays for "Shakespeare in the Park" in 2004 . Consideration of an Ordinance Providing for the Acceptance of a Matricula Consular Identification Card A proposed ordinance has been prepared for consideration by the City Council providing for the acceptance of the Matricular Consular Identification Card as a form of personal identification in the City of Elgin. A presentation was made by Audrey Reed, Executive Director of Centro de Informacion, and Juan Manuel Calderon Jaimes, Consul with the Mexican Consulate, explaining the purpose, advantages and disadvantages of the Matricular Consular Identification Card (ow which is issued by the Mexican Ministry of Foreign Affairs for personal identification for the purpose of conducting business Committee of the Whole September 24 , 2003 Page 2 t with any city department . They emphasized that the cards are only for use as identification and do not establish any type of legal status in this country. Police Chief Miller stated the benefit is that some people have no identification, so it would be helpful to have the people have a form of identification. Consideration of the proposed ordinance is on tonight' s Council meeting agenda. Consideration of a Proposal for Limited a Self-Insurance Program A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of a Hemmens Sponsorship Agreement with the Daily Herald A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Presentation on Residential Sprinklers Tom Lia from the Northern Illinois Fire Sprinkler Advisory Board gave a presentation regarding the benefits and reasons for requiring residential sprinkling, which he said is a common sense approach to fire safety. He stated that 82 percent of fire deaths occur in homes and most deaths occur at night . Fires kill more people than all natural disasters combined. Occupants generally will have less than five minutes to get out alive . He indicated the typical fire scenario without sprinklers as compared to when sprinklers are present, in which case there are far less deaths, inquiries, and property damage . He stated that the cost of sprinklers is $1 . 50 to $2 . 00 a square foot, which is less than the cost of carpeting. Residential sprinklers activate when the ceiling temperature reaches 155-175 degrees . He also discussed common misconceptions about sprinklers including accidental discharge and water damage . There are several suggested ordinances, including an economy version. He gave a list of local governments which now require residential sprinklers . Councilmember Sandor requested that the City Manager place discussion of the creation of a task force to study this issue on the next Committee of the Whole agenda. Committee of the Whole September 24 , 2003 �+ Page 3 F Consideration of Cook County Class 6b Real Estate Tax Incentive for MWSR Real Estate LLC and FYCO Photoengraving, Inc. At the request of staff, Councilmember Figueroa made a motion, seconded by Councilmember Gilliam to table the proposed request . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Proposal to Award a Contract to Onyx Industrial Services, Inc. for Festival Park/PAR Townhome Site Earthwork and Excavation Services Councilmember Figueroa made a motion, seconded by Councilmember Walters to authorize a change order with M. I . C. , Inc . in the amount of $987, 974 . 40 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Agreement with Kane County for Peer Jury Councilmember Sandor made a motion, seconded by Councilmember Figueroa to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Acceptance of a United States Department of Justice 2003 Block Grant Councilmember Sandor made a motion, seconded by Councilmember Gilliam to accept the grant, approve the necessary matching funds and to appoint the Gang and Drug Task Force as the advisory board to make a recommendation to the City Council for the expenditure of the funds . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Engineering Services Agreement with Baxter & Woodman for the Bowes Road Interceptor Sewer, Trunk 20 Design Councilmember Figueroa made a motion, seconded by Councilmember Walters to approve the proposed agreement in the amount of $229, 113 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Committee of the Whole September 24 , 2003 Page 4 r Consideration of Amendment No. 4 to an Agreement with Civil Engineering Services for Construction Inspection Services for the Highview Hills Drainage Improvements Project Councilmember Sandor made a motion, seconded by Councilmember Figueroa to approve proposed Amendment No. 4 in the amount of $38, 000 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of RFP #03-092 for Offsite Fueling Councilmember Figueroa made a motion, seconded by Councilmember Gilliam to approve a two-year purchase agreement, with the option to renew for an additional years, with Boncosky Oil Company Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration to Award a Contract with Terracon, Inc . for Environmental Testing Services at 464 McBride Street and 20 Jefferson Street. Councilmember Walters made a motion, seconded by Councilmember Figueroa to approve the proposed contract in the amount of $96, 132 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Announcements from Staff City Manager announced that there will be a community budget input meeting on October 1, 2003 , at 6 : 30 p.m. in the Heritage Ballroom at The Centre to discuss the 2004 budget with citizens . Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. The meeting adjourned at 7 : 35 p.m. October 8 , 2003 Dolonna Mecum, ity Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING OCTOBER 8, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the minutes of the September 24 , 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Purchase of Service Agreement with P.A.D.S. A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of a Two-Hour Parking Limit on Jane Drive between Pamela Street and Meyer Street Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to designate Jane Drive between Pamela Drive and Meyer Street, including Gordon Court, as 2-hour parking from 8 : 00 a .m. to 4 : 00 p.m. on school days only. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the Keith Foster Golf Course Design Contract for The Highlands of Elgin Phase II (Eastern Eleven Holes) Golf Course Development Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the Phase II contract with Keith Foster Golf Course Design to provide grading plans for the eastern 11 holes at a not-to-exceed amount of $42 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the Program Year 2004-2005 Community Development Block Grant Hearing Process Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to give priority funding to the Residential Rehabilitation Program, continue to promote sub-recipient project management responsibilities, and to approve the following Committee of the Whole October 8, 2003 Page 2 dates for the CDBG hearing process : Initial Public Hearing - January 14 , 2004 at 6 p.m. Work Session - February 11, 2004 at 5 p.m. Final Public Hearing - March 31, 2004 at 7 p.m. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Professional Services Agreement with Corlands, Inc. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Amendment to a Professional Service Agreement with Hitchcock Design Group Related to the Kimball Street/Library Bike Pathway Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize an amendment to the professional services agreement with Hitchcock Design Group in the amount of $53 , 060 for services related to the Kimball Street/Library Bike Pathway. Councilman Sandor made a motion, seconded by Councilman Gilliam, to amend the motion to provide that the amendment to the agreement only apply to Phase I, which is in the amount of $13, 290 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . The vote was then taken on the main motion as amended. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Amendment to the Professional Services Agreement with Terracon, Inc . for Environmental Services at Festival Park Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed amendment in the amount of $62 , 049 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Committee of the Whole October 8 , 2003 Page 3 Consideration for a License and Easement Agreement with Kane County Forest Preserve for Public Pedestrian and Bicycle Path Adjacent to Festival Park Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreements . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Façade Project for 217-219 National Street Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed project . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Walters and Mayor Schock. Nays : None . Councilmember Sandor abstained due to a conflict of interest . Consideration of Proposed Snow Route Modifications Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the proposed change in snow routes and increase the parking violation fine to $50 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Acceptance of Easement Agreements for the Installation of Sidewalk on Summit Street Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed easement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Easement for Public Sanitary Sewer Traversing Property Located at 745 Fletcher Drive Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the proposed easement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Easement for Public Utilities and Sidewalk for Property Located at 1994 Larkin Avenue Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, , to approve the proposed easement . Upon a roll call Committee of the Whole October 8 , 2003 Page 4 vote: Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of the Remaining Dates in the 2004 Budget Schedule Councilmember Walters made a motion, seconded by Councilmember Gilliam, to accept the proposed amended schedule as follows : Budget Retreat - November 1, 2003 from 8 : 30 a.m. to 12 : 30 p.m. Public Budget Presentation - November 5 , 2003 , at 6 p.m. Formal Public Hearing - November 19, 2003 , at 7 p.m. Truth in Taxation Hearing - December 3 , 2003 , at 7 p.m. Budget Adoption - December 3 or 17, 2003 , at 7 p .m. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Request for Participation in the Grease Trap Incentive Program (Anthony' s Restaurant Located at 231 Douglas Avenue) Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of $4, 619 . 69 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Contract for Architectural Services with FGM for Fire Station #6 Councilmember Figueroa made a motion, seconded by Councilmember Walters, to award a contract to FGM Architects Engineers in an amount not-to-exceed $137, 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Proposal to Create a Task Force to Study Sprinklers for Residential Structures Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the creation of the proposed task force and to appoint William Freiberg as chairman and Charles Miller and Mark Mastrorocco as members of said task force, which shall issue a report to the City Council in approximately 90 days . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Committee of the Whole October 8 , 2003 Page 5 Announcements from Staff City Manager Dorgan stated that the Illinois Main Street Conference is taking place in Elgin today and tomorrow. An opening reception is being held tonight on Walton Island. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2 (c) (3) 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 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 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 The meeting adjourned at 6 :20 p.m. 640„,(1 October 22 , 2003 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING OCTOBER 22, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p .m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the minutes of the October 8 , 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Third Extension of the Franchise Agreement with Comcast, Inc. A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of an Engineering Services Agreement with Robinson Engineering Ltd. For a Water Quality Management Plan for the Expansion of the City of Elgin and Fox River Water Reclamation District Facility Planning Area (Materials to be Furnished) A resolution will be presented at tonight ' s Council meeting for adoption by the City Council . Consideration of Purchase of Electricity from the Housing Authority of Elgin for Use by the City' s Primary Radio Site Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the proposed contract . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a P.A.D.S of Elgin Community Development Block Grant Sub-recipient Agreement Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the agreement in the amount of $50 , 000 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : Councilmember Gilliam. Committee of the Whole Minutes October 22 , 2003 Page 2 Consideration of a Letter of Intent with the Illinois Department of Transportation for Improvements to the U.S. Route 20/Shales Parkway Intersection Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the proposed Letter of Intent . Upon a roll call vote: Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Easement Agreements for Public Streets and Utilities with NICOR Gas Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed easement agreements . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Announcements from Council Councilmember Rodgers said a citizen had told her how proud they are of the excellent job the Parks and Recreation Department is eft doing in keeping the City looking good. Announcements from Staff City Manager Dorgan complimented staff for all the hard work they have put into preparing the proposed 2004 budget . Adjournment Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . 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 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 The meeting adjourned at 6 : 15 p.m. IC;44A -'42 November 5, 2003 Dolonna Mecum, City Clerk Date Approved 4 COMMITTEE OF THE WHOLE MEETING NOVEMBER 1, 2003 The Special Committee of the Whole meeting was called to order by Mayor Schock at 8 : 35 a.m. in the Heritage Ballroom at The Centre, 100 Symphony Way. Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Presentation of 2004 Budget and 2004-2008 Financial Plan City Manager Dorgan made opening remarks and made a presentation which gave an overview of the proposed 2004 budget and 2004-2008 financial plan. The presentation included economic factors which are impacting the budget, an overview of general fund revenues, expenditures, and 2004 initiatives included in the proposed budget . A list of unmet needs in the general fund five-year plan, the ramifications of those unmet needs, and the challenges that lie ahead were also highlighted. Projected riverboat revenues and new 2004 projects proposed to be funded with riverboat revenue were outlined. The Central Area TIF Fund, Water Fund, and Sewer Fund were also reviewed. Mr. Dorgan emphasized that the proposed five-year plan does not include any additional personnel , and he believes additional personnel are needed for the existing population in addition to taking into consideration the population growth in the Far West Area . He said it will be necessary in 2005 and 2006 to find new revenue streams to fund additional police and firefighters Consideration and Discussion Regarding 2004 Budget and 2004-2008 Financial Plan Discussion was held regarding the fact that it was going to be necessary to hire additional fire and police personnel in the next five years . Because of layoffs this year, the City' s personnel level is the same as it was in 2000 . In response to their questions, Councilmembers were given estimates of the amount of revenue which would be raised if property tax or sales tax rates were increased. They were also furnished with information regarding estimated revenue if telecommunications or electric utility taxes were enacted. Discussion was held regarding the fact that insurance premiums for the various forms of the City' s insurance have been substantially increased. The issue of having employees contribute toward their health insurance premiums was raised. rft Committee of the Whole November 1, 2003 Page 2 Although spring leaf pickup was not in the proposed budget, the Council directed staff to look for a way to provide spring leaf pickup in the 2004 budget . Discussion was held regarding whether the plan included in the 2004 budget to conduct a Hispanic needs assessment should be expanded to include the entire community. Assistant City Manager Stegall said he attended a meeting hosted by United Way and attended by both hospitals, School District U-46 , and other agencies and learned they are planning to do a community-wide survey. It is possible that the City' s plan for an Hispanic needs assessment could be included as a component in that survey. It was emphasized that it is important that the City conduct research and be prepared for the large percentage of Hispanic residents, continued growth projections for this community, and challenges which exist because of the language barrier. The Council was in favor of conducting a survey with United Way. Various issues regarding The Centre were discussed, including the possible need for adjustment in some of the programs and fee structure . A proposal for flexibility in negotiating fees, particularly regarding banquets, will be presented to the Council for their consideration. Other items discussed included but were not limited to doing a survey to use Kimball Street Dam for generating hydro-electric power, use of surveillance cameras in high-crime neighborhoods to record what cars are coming and going in those neighborhoods, additional restrooms for Hemmens Cultural Center and people using the riverfront and Walton Island, increasing the amount of mid- block lighting and asking Commonwealth Edison to update their lighting, adding lighting to the bridges, and initiating a pilot program for police officers to take home their squad cars, which increases police presence . Adjournment Councilmember Sandor made a motion, seconded by Councilman Figueroa, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . The meeting adjourned at 11 : 15 a.m. Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING NOVEMBER 5, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam (arrived at 6 : 10 p .m. ) , Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the October 22 , 2003 , regular meeting and the November 1 , 2003 special meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Presentation on 2004 Budget and 2004-2008 Financial Plan Assistant City Manager Sean Stegall gave a presentation regarding the 2004 proposed budget, which totals $234, 332 , 150 . The presentation included a list of economic factors which are impacting the budget, an overview of general fund revenues, expenditures, and 2004 initiatives included in the proposed budget . A list of unmet needs in the general fund five-year plan, the ramifications of those unmet needs, and the challenges that lie ahead were also highlighted. Projected riverboat revenues and new 2004 projects proposed to be funded with riverboat revenue were outlined. The Central Area TIF Fund, Water Fund, and Sewer Fund were also reviewed. Consideration of the Truth in Taxation Act Requirements and Budget Schedule Councilmember Walters made a motion, seconded by Councilmember Figueroa, to hold a Truth in Taxation public hearing at 7 : 00 p.m. on Wednesday, December 3 , 2003 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the Far West Area Growth Management and Land Use Strategy Community Development Manager Biernacki stated that proposed Far West Area Growth Management and Land Use Strategy is an interim amendment to the official Comprehensive Plan. Principal Planner Armstrong gave a presentation entitled, "Elgin: emb. Investing in a Strong Regional City. " Mr. Armstrong described the boundaries of the plan and stated that this is just part of the comprehensive plan and design guidelines which will be Committee of the Whole Meeting November 5, 2003 �!�* Page 2 eft by the Council in 2004 . The overview included the costs of decentralization, a more sensible way to grow, the benefits and costs of development, and strategy recommendations . He advised that this is the first time in about 20 years that the City of Elgin has been invited to hold discussions with other municipalities regarding boundary agreements . The Northeastern Illinois Planning Commission has requested that Elgin and our neighboring communities submit applications for Facilities Planning Area (FPA) amendments on or before December 1, 2003 . The Commission will conduct a public hearing and make a recommendation to the Illinois Environmental Protection Agency, who will set the boundaries of the FPA' s . Robert Siljestrom, Chairman of the Comprehensive Plan Commission, stated that the Commission operated under two premises which were to raise our sights and to expand our horizons . The three primary methods we worked under to achieve those objectives were to enhance and improve the existing City, to extend and raise our expectations in the new area to be developed, primarily west of the City, and to seek to integrate the existing parts of the City with the new parts . He emphasized that the proposal is only part of the comprehensive plan but feels it is an integral part of the plan, and he urged the Council to accept this strategy. eft Mr. Biernacki stated that it is the recommendation of staff and the Planning and Development Commission to adopt this document . He believes the challenges are greater if we don' t expand into this area, and it is important that Elgin have a voice in how this area grows . Councilmember Figueroa state that he believes it is very important to keep the lines of communication open with the surrounding communities . Councilman Sandors is very concerned about Elgin' s ability to provide police, fire, and public works services considering the condition of the general fund. He says growth is controlling us, and he will not support the plan. Councilmember Walters said there will be development in the far west area whether or not we adopt this plan and the growth will either be by using Elgin' s water and sewer or by the use of wells and septic fields if the area is developed by other communities . He emphasized the need for good boundary agreements . Mayor Schock stated that in the past growth did control us . However, he believes this document will enable Elgin to control growth. There is a demand for growth, and he' d like to use the least amount of land possible . This plan allows us to control our destiny. Committee of the Whole November 5, 2003 Page 3 Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adopt the Far West Area Growth Management and Land Use Strategy as an amendment to the official Comprehensive Plan. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Walters and Mayor Schock. Nays : Councilmember Sandor. Consideration of Acceptance of Public Improvements in Paul Commerce Center Subdivision at Randall Road and Fox Lane Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to accept the public improvements in Paul Commerce Center Subdivision. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a License Agreement for Outside Seating at 23 South Grove Avenue (Akina' s Restaurant) Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Amendment to the Cook County Automobile Dealership Incentive Program Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to table this item. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the Renewal of Elgin Community College' s Contract for Police Services for an Additional Three Years Councilmember Rodgers made a motion, seconded by Councilmember Gilliam, to approve the contract renewal with Elgin Community College for police services from July 1 , 2003 through June 30, 2006 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Illinois Department of Transportation Highway Safety Project Grant Agreement (AL4-1720-011) Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. (Pk Committee of the Whole Meeting November 5, 2003 Page 4 Consideration of the Termination of a Façade Project Agreement at 65 S. Grove Avenue Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to terminate the agreement between the City of Elgin and David Vargas for Phase I of the façade improvement project proposed for 65 S . Grove Avenue . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Councilmember Sandor suggested amending the program to provide for the recovery of the architect' s fees if an agreement is terminated. Consideration of a Façade Project for 117-125% S . Grove Avenue Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the proposed project in the amount of $1, 330 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schack. Nays : None . Councilmember Sandor suggested that consideration be given to amending the facade improvement program by raising the current threshold of $1, 000 . Consideration of a Permanent Document Archival Storage System Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve the purchase of the Report2Web Archiver Software from Redwood Software for the amount of $10, 800 . 00 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Announcements from Council Councilmember Sandor reminded everyone that next Tuesday, November 11 , 2003 , is Veterans Day. A ceremony will again be held in the civic center plaza at 11 a .m. , and he invited all citizens to attend. Announcements from Staff Cherie Murphy, staff liaison to the 150th Commemoration Commission, invited the public and councilmembers to participate in the first event for the 150th celebration by assisting with the planting of 24 , 000 daffodil bulbs on Kimball Street and Walton Island. She thanked Home Depot for donating the bulbs elk being planted on Kimball Street . Committee of the Whole November 5 , 2003 Page 5 Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . 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 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 The meeting adjourned at 7 : 03 p.m. 0' or I .0G4.444 November 19, 2003 Dolonna Mecum, City Clerk Date Approved r r COMMITTEE OF THE WHOLE MEETING NOVEMBER 19, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 05 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the minutes of the November 5, 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Illinois Department of Transportation Highway Safety Project Grant Agreement A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of Holiday Gift Certificates for City Employees eik Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to give $25 gift certificates to all active employees . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of the Schedule of 2004 City Council Meetings Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the proposed schedule . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Proposed Revision to the Center City Business Loan Program Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed amendments . Councilman Sandor made a motion, seconded by Councilmember Gilliam, to revise the proposed amendments to reflect the following additional revisions : 1) Establish a floor interest rate of prime in order to qualify for this program; 2) Revise the language regarding what the loan proceeds can be used for to state that the loan can be used for acquisition or lease of property, purchase or lease of equipment and fixtures, excluding 4 Committee of the Whole November 19, 2003 Page 2 office furniture and office type computers, buildout costs and inventory, but not for working capital ; 3) While they are in the program, participates shall provide the City with annual financial statements . Upon a roll call vote on the revisions to the proposed amendments : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Upon a roll call vote on the original motion as amended above : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Authorization of Change Order No. 1 and Final Payment for the Contract for Bid Item C-7, "Overhead Doors" for the New Public Works Facility Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve proposed Change Order No. 1 for $11, 000 and authorize final payment to Door Systems in the amount of $11, 010 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Authorization of Change Order No. 1 and Final Payment for the Contract for Bid Item A-6, "Site Contract Work" for the New Public Works Facility Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve Change Order No. 1 in the amount of $18 , 250 and authorize final payment to T. manning Concrete in the amount of $50, 298 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Authorization of Change Order No. 1 to the Contract for Bid Item D-2, "Plumbing Modifications" for the New Public Works Facility Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve Change Order No. 1 with F.J. Bero and Company in the amount of $57, 592 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . r r Committee of the Whole November 19, 2003 Page 3 Consideration of Acceptance of Public Sanitary Sewer and Water Main Easements Traversing the Vece Property Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to accept the proposed easement agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Acceptance of Public Sanitary Sewer and Water Main Easements Traversing the Jehovah' s Witness Church Property Councilmember Walters made a motion, seconded by Councilmember Rodgers, to accept the proposed easement agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Acceptance of Easement Agreements for Installation of Sidewalk on Summit Street Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to accept the proposed easement agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Abrogation of a Drainage Easement for Property Located at 1700 Britannia Drive Councilmember Walters made a motion, seconded by Councilmember Gilliam, to authorize abrogation of the proposed easement at 1700 Britannia Drive. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Announcements from Council Councilmember Figueroa stated that he has received comments from citizens about the lack of street cleaning this fall , and he asked whether the streets are cleaned on a regular basis . Community Services Director Lawry stated that generally there is no street cleaning in the fall while Public Works crews are picking up leaves from the street . However, the streets are cleaned on a regular basis during the rest of the year. r Committee of the Whole November 19, 2003 Page 4 elk Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn the meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . 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 Collective Negotiating Matters between the Public Body and its Employees or their Representatives, or Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Under Section 120/2 (c) (2) of the Open Meetings Act The meeting adjourned at 6 : 17 p.m. ,�:�.,�> December 3 , 2003 Dolonna Me um, City Clerk Date Approved �,. COMMITTEE OF THE WHOLE MEETING DECEMBER 3, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 02 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the minutes of the November 19, 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Amendment to Intergovernmental Cooperation Agreement between the Public Building Commission of Kane County, Elgin Community College, and the City of Elgin A resolution and an ordinance will be presented at tonight' s Council meeting for passage by the City Council . Consideration of a License Agreement to Install a Canopy in a Public Right-of-Way at 357 Division Street Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the proposed agreement . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Authorization for Change Order No. 1 and Final Payment on the Contract for RFP 03-002 Voice Over IP Phone System with Sentinel Technologies, Inc. Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed change order in the amount of $37, 729 . 50 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Acceptance of a Public Sanitary Sewer and Sewer Easement Traversing the Property Located at 850 North State Street Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the proposed agreement . Upon a roll call eft. vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Committee of the Whole Meeting December 3 , 2003 Page 2 Consideration of the Approval of Plats of Dedication for Right- of-Way for South McLean Boulevard Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the proposed Plats of Dedication. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of RFP 03-105, Vending Machine Services Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to award a one year contract, with four one year options to renew, to Fountain Fresh. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of 2004 The Centre Banquet and other Loan Rental Rates Parks and Recreation Director Meyers presented the proposed fee increases for The Centre as well as the sports complex, sports r leagues, golf courses, aquatics facilities, picnic shelters and pavilion rentals . Councilmember Sandor requested that consideration of the proposed increases in room rentals at The Centre be tabled for 90 days at which time staff would come back to Council with a complete and comprehensive business program. Councilmember Gilliam questioned the logic of delaying action on this as it would only continue to cost the city money. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the recommended increases at The Centre for a period of 90 days and address the fee structure and business plan at that time . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of an Amendment and Extension of the Cuisine America Contract for 2004 Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed amendment and extension for a period of 90 days at which time the Council will review the rft. contract . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Committee of the Whole December 3 , 2003 Page 3 Consideration of Reappointment to Economic Development Council Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to reappoint Rhonda Pokoj to the Economic Development Council . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of Reappointment to Housing Authority of Elgin Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to reappoint Jessie L. Jones to the Housing Authority of Elgin. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Announcements from Council Councilmember Rodgers reported receiving a report from a citizen that the Christmas lights at Route 31 and Kimball Street are on during the day. Councilmember Rodgers asked if the Council will be getting a rft revised budget . Assistant City Manager Stegall said he would provide a summary sheet . Councilmember Rodgers requested establishing a Customer Service Commission to hear comments from citizens regarding the service they receive. Councilmember Rodgers requested that should Riverboat revenues come in higher than expected additional funding be given to not for profit organizations Mayor Schock announced the official tree lighting ceremony will be at Fountain Square Plaza on December 6, 2003 , at 5 : 00 p.m. Announcements from Staff Chief William Miller introduced Deputy Chief Bob Bieter who was recently sworn in as Deputy Chief for Investigative Services . Parks and Recreation Director Meyers distributed The Centre Membership Appreciation Day invitations . r Committee of the Whole Meeting December 3 , 2003 Page 4 rik Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . 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 the 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 120/2 (c) (3) of the Open Meetings Act The meeting adjourned at 6 : 50 p.m. r'4)78,?)6 December 17, 2003 Suel yn osch, Deputy City Clerk Date Approved eft. COMMITTEE OF THE WHOLE MEETING DECEMBER 17, 2003 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6 : 00 p.m. in the Council Chambers . Present : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent : None . Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the minutes of the December 3 , 2003 , regular meeting. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a Certificate of Abrogation in Tollgate Industrial Park A resolution will be presented at tonight' s Council meeting for adoption by the City Council . Consideration of Amendment to Chapter 11. 60 . 050 "Stopping, Standing, Parking" Councilmember Walters made a motion, seconded by Councilmember Sandor, to amend Chapter 11 . 60 . 050 to add the extension of Shales Parkway form Route 19 to Route 58 and to delete reference to Lovell Road, which is now Shales Parkway. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None. Consideration of an Appointment of Trustee to the Northwest Suburban Mass Transit District Board Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to appoint Millie Kelly as Trustee to the Northwest Suburban Mass Transit District Board. Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Consideration of a "Young Adult Night Permit" for Class R Liquor License Establishments Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to reestablish a "Young Adult Night Permit" on an additional one-year (15 month) experimental basis . Upon a roll call vote : Yeas : Councilmembers Figueroa, Rodgers, Sandor, Walters and Mayor Schock. Nays : Councilmember Gilliam. Committee of the Whole Meeting December 17, 2003 Page 2 Consideration of City Support for Pace Dial-A-Ride Service Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve the proposed local share agreement in the amount of $27, 481 . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . Announcements from Council Councilmember Figueroa stated that while at The Centre recently he observed five young children being told that they must produce identification when they asked to use the basketball court . They were unable to produce identification in that elementary schools do not issue identification cards . Parks and Recreation Director Meyers stated that identification is required for equipment rental . Councilmember Figueroa asked that administrative staff give attention to how the public is treated at The Centre . Councilmember Rodgers stated that it is difficult for a pedestrian to cross at the intersection of Route 31 and Wing Street . City Manager Dorgan stated that the intersection is being revamped. Councilmember Walters complimented the Public Works Department on the great job they did of spreading salt this morning. Councilmember Sandor stated that Public Works did a good job of transitioning from leaf pickup to snow removal . Announcements from Staff City Manager Dorgan was pleased to announce that all the city employees who were terminated earlier in the year have now found other employment . Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn and go into Executive Session for the purpose of discussing the following matters . Upon a roll call vote : Yeas : Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays : None . 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 the Open Meetings Act Committee of the Whole December 17, 2003 Page 3 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 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 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 The meeting adjourned at 6 : 13 p.m. n) LwQ January 14 , 2004 Dolonna Mecum, City Clerk Date Approved r eft