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HomeMy WebLinkAbout2004 Committee of the Whole Meeting (2) SPECIAL COMMITTEE OF THE WHOLE MEETING/RETREAT MAY 19, 2004 The special Committee of the Whole meeting/retreat was called to order by Mayor Schock on May 19, 2004, at 5:15 p.m. in The Centre, West Conference Room. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Presentation Regarding East Chicago/South Grove Redevelopment Project (NBD/Promac Site) RSC and Associates and Legat Architects made a presentation regarding a proposal to develop the NBD/Promac site with a fully integrated environment which includes residential, entertainment, restaurants, and workplace which is in agreement with the City's Riverfront Master Plan. It would be called "Tower Square on the River." Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to instruct staff to work with the developer to draft a development agreement as soon as possible. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Presentation Regarding a Proposed Development at Lawrence Avenue and State Street Economic Development Director Moller gave a visual presentation regarding a 54 condo-unit proposed project, to be called Fox River Hills Condo, developed by Tom Hartwell. It was the consensus of the Council that the proposed design was very plain, and the City Manager was directed to advise the developer to make major changes in that this is a highly visible corner with an excellent view of the City. Discussion of RFP for Old Library Site(200 N. Grove Avenue) The staff outlined various possible uses for this site, including as a restaurant, residential, adaptive reuse of the building for an arts center, retaining it for public use, and others. A discussion was also held regarding the issue of the City retaining ownership and entering into a long-term lease or selling it outright. Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to instruct staff to proceed with the development of a Request for Proposal for the former library site and to include both the option of the City retaining ownership and selling the property. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Discussion of RFP for Goodyear Site (211 Douglas Avenue) Discussion was held regarding possible uses including covered parking, condos, and mixed use, or holding the property for sometime and attempting to accumulate a larger parcel. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to issue an exploratory Request for Proposal. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Hemmens Acoustics Councilmember Gilliam stated that the Elgin Symphony Orchestra has approached the City about upgrading the acoustics at Hemmens, and they are willing to raise the funds. They want the City Committee of the Whole May 19, 2004 Page 2 to enter into a long-term lease and to participate financially. An acoustician is developing plans for different levels of improvements. If the ESO invests in the City's building, the City would have to commit to giving ESO more dates, which would preclude some other performances and events at this multi-use facility. Because the costs are not known at this time, no commitment was made; however, there is no objection to continuing discussion. Discussion of Elgin Recreation Center The lease at the current East Chicago Street facility will expire in May 2005 and will not be renewed. Moving to another facility is being explored. Councilmember Gilliam stated that the Elgin Recreation Center provides a service to a population which is not served by the City of Elgin. Councilmember Sandor made a motion, seconded by Councilmember Walters, to pursue purchasing a building to be used by the Elgin Recreation Center. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. The meeting was recessed at 6:48 pm. and resumed at 7:20 p.m. Infill Development Sites Channing YWCA - City Manager Dorgan suggested options for the Charming YWCA site including a public park, townhomes or single family homes. The Council favored the single family home option. Lovelton Site—this 1.7 acre site has been considered as a possible site for Walgreens. It is in the Elgin Watch Historic District. D. C. Cook Site—lofts were mentioned as a possibility for this site if it is vacated by D.C. Cook. Discussion of Elgin Salvage Yard—Issues and Timetable The Council was briefed on the current status regarding the lease of this property and the timeline for having environmental tests completed and submitted to the State of Illinois. It was suggested that consideration be given to acquiring parcels in the "triangle"to have a more attractive area for redevelopment. Councilmember Sandor would like to have consideration given to having a Veterans Park along the riverfront. Councilmember Walters believes that the open space from the riverfront should be more than 75 feet. Bluff City Cemetery Operations Council was advised that staff has been looking at ways to reduce the cost of cemetery operations, which is a labor intensive operation and which had a shortfall in 2003. Council was furnished with a memorandum which outlined various options, which included contract burial and grounds maintenance services or contract burial services only. Council advised City Manager Dorgan they have no objection to his proceeding to review ways of changing the operation to save money. Residential Sprinklers Councilmember Sandor stated that Streamwood, West Dundee and Hoffman Estates have a sprinkler ordinance, and it is time for Elgin to enact this legislation for new residential construction. He stated his reasons for this legislation. Mayor Schock stated that he cannot Committee of the Whole May 19, 2004 Page 3 support the outlay of millions of dollars for mandatory fire sprinklers when there hasn't been a single fire death in Kane County in the past 10 years in a newer than 10-year old house. Pros and cons were discussed by Councilmembers. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adopt A NFPA 13 D standard for residential structures with more than two units and to lower the standard for the maximum square footage a building can be before it has to be sprinkled from 7000 square feet to 3000 square feet for new construction. Upon a roll call vote: Yeas: Councilmembers Figueroa, Rodgers, and Sandor. Nays: Councilmembers Gilliam, Walters, and Mayor Schock. Need for Additional Sports Fields Councilmember Figueroa stated that with the growing population, the Council needs to look at obtaining a site for a regional park. We are facing challenges to find space for some groups. Councilmember Rodgers added that Council has also been asked to find a location for playing cricket. It was stated that when a regional park is obtained, it will be necessary to determine what the public wants and what will work programwise. Local Cable Programming Update Assistant City Manager Stegall distributed the TV Studio Project Update which reflects an estimated cost of$122,000 for upgrading the facility, power, and HVAC system. The sum of $60,000 has been budgeted and the additional $62,000 could come from greater than anticipated riverboat revenue. Funds for the operations will come from the cable companies. Local programming will include the council meetings and two other shows a month. Mr. Stegall reported that he has met with WOW cable company about the possibility of doing local programming, but no decision has been made. Councilmember Sandor expressed concern about only one cable company showing the local programming. However, Mr. Stegall was given direction to proceed with the local programming with Comcast even if WOW doesn't want to do it. Mr. Stegall also stated that there is a real need to improve the audio system in the council chambers, and this would be an appropriate time to do it and include it with this project. Early Retirement Update The Council was furnished with a list of the number of employees who have already retired, are likely to retire, and those eligible for retirement. Prevailing Wages Involving Grants for Developers Discussion was held concerning whether the prevailing wage requirement should be applied to projects in which the City has provided substantial funding. Councilmember Sandor made a motion that payment of prevailing wages be required in cases where there is city participation in private projects over$50,000, excluding not-for-profit organizations. Upon a roll call vote: Yeas: Councilmembers Rodgers and Sandor. Nays: Councilmembers Figueroa, Gilliam, Walters, and Mayor Schock. Code Enforcement/Maintenance Councilmember Figueroa stated that he has seen a lot of houses which are vacant or the grass has not been cut for months, and he would to have the code reviewed to consider expediting the process. There is a house that was burned and is still standing a year later. Community Committee of the Whole May 19, 2004 Page 4 Development Director Deering described the process which is currently followed and the circumstances that sometime delay enforcement. Corporation Counsel Cogley stated that he and Mr. Deering will review the situation Councilmember Figueroa described and determine whether there is something that can be done to shorten the time. Discussion was also held regarding whether the standard of 8 inches high for when grass is cut by the City should be reduced. Map Amendment for Teal, Genesee, Owasco Area Staff recently learned that 2.65 acres of land in the Teal Street area were inadvertently rezoned from residential to community facility in 1992 as part of the comprehensive amendment to the zoning ordinance. Community Development staff recommends that a single application be filed by the City to resolve this matter on behalf of the various property owners. Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to authorize staff to file an application to rezone several properties in the Teal Street area from/CF Community Facility District to RC1 Residence Conservation District. Upon a roll call vote: Yeas: Councilmembers Rodgers and Sandor. Nays: Councilmembers Figueroa, Gilliam, Walters, and Mayor Schock. Other Issues Discussed Councilmember Rodgers raised the following issues: Citizens have expressed concern about the number of times a person can apply for rehabilitation grants. If there currently is no restriction, she would like to consider enacting such a restriction. She is concerned about parking downtown and the time restrictions. She was contacted by someone who works downtown and received parking tickets totaling over$2500. She believes this problem will be worse when parking is reduced at the NBD Site. Assistant City Manager Stegall stated that all parking issues will have to be analyzed if the proposed NBD project moves forward. She would like to see Planning and Development and the Zoning and Subdivision Hearing Board meetings broadcast. She asked that the Council be furnished with figures regarding the cost of those meetings being broadcast. Councilmember Walters would like to have winter parking bans on bus and snow routes considered. He does not like the current provision which prohibits parking after 2" of snowfall. He would also like to look at subdivisions to see if they want to do voluntary"no parking between 2-6a.m." Corporation Counsel advised that it is more problematic to only do it in certain areas because of the signage required when it is not citywide. Councilmember Sandor suggested renaming Dexter Court in honor of Marie Yearman and requested that the process be started. Councilmember Gilliam stated that Marie Yearman's daughter, Darlene Morgan, wants to plant a tree by city hall in memory of Marie. The family is willing to contribute $750 and the City will pay the additional amount necessary for an appropriate tree. A brief ceremony will be held prior to the July 28 City Council meeting. Committee of the Whole May 19, 2004 Page 5 Scheduling Budget Retreat The Council agreed to schedule a retreat on Wednesday, August 18, 2004, for the purpose of discussing the 2005 budget. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember 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 9:43 p.m. 46471"....( June 23, 2004 Dolonna Mecum, City C erk Date Approved r r COMMITTEE OF THE WHOLE MEETING MAY 26, 2004 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 Figueroa, to approve the minutes of the May 12, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Amendment No. i to the Engineering Services Agreement with Baxter& Woodman for the Lincoln/Douglas Sewer Separation Project ($194,000) A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an Amendment to the City's Liquor Code Creating a New Liquor License Classification for Ethnic Drinks and Creating One Additional Class B-1 License Councilmember Sandor expressed his concerns regarding serving hard liquor at special events and street affairs. He felt it would be sending a wrong type of message. Councilmember Rodgers expressed concerns regarding insurance coverage. Chief Miller reported that the police department has restrictions regarding the purchase and consumption of liquor already in place An ordinance will be presented at tonight's Council meeting for passage by the City Council. Consideration of HOME Cooperation Agreement between the City of Elgin and Kane County A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Contract Award for Consultant Services to Prepare the Kane County HOME Consortium 2005-2009 Consolidated Plan A resolution will be presented at tonight's Council meeting for adoption by the City Council. Presentation on the 2004-2005 Hemmens Cultural Center Performing Arts Season Meridith Marth, Bill Folk and Butch Wilhelmi distributed a sample brochure and provided the Council with a preview of the upcoming 2004-2005 Performing Arts Season. Committee of the Whole May 26, 2004 Page 2 Consideration of a Sponsorship by STAR 105.5 FM for The Hemmens Cultural Center Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the agreement as presented. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Sponsorship by Comcast for The Hemmens Cultural Center Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the promotional agreement with Comcast as presented. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Sponsorship by The Loop for The Hemmens Cultural Center Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the promotional agreement with The Loop as presented. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Spring Street Deck Parking Agreement with R.R. Donnelly & Sons Company Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the recommended reserved parking agreement for R. R. Donnelly& Sons at the Spring Street Parking Deck. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Walters and Mayor Schock. Nays: Councilmember Sandor. Consideration of Vacation of an Access Easement for Property Located at 2599 & 2525 Alft Lane Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed vacation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Vacation of a Portion of Wright Avenue Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed vacation for the payment to the City of$2,670. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole May 26, 2004 Page 3 r Consideration of a Special Event Co-Sponsorship Agreement with the African-American Coalition of Kane County, Illinois Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the agreement with the African- American Coalition of Kane County, Illinois to co-sponsor the second annual Juneteenth Festival on Saturday, June 19, 2004 for a not-to-exceed amount of $2,500 in operational support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Community Emergency Response Team, Citizen Corp Program Grants, and Employment Contract for Steve Figved Councilmember Walters made a motion, seconded by Councilmember Gilliam, to accept the CERT Grant, the Citizens Corp Grant and approve the proposed contract with Steve Figved to coordinate both grants on behalf of the City of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the United States Department of Justice, Bureau of Justice Block Grant Funds for 2003 Councilmember Figueroa made a motion, seconded by Councilmember Walters, to accept the recommendations of the Elgin Gang &Drug Task Force for the expenditure of United States Department of Justice, Bureau of Justice Block Grant funds for 2003. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Request for Stop Signs at Technology and Galvin Drives Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed request for stop signs. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Rental Agreement with Neighborhood Housing Services (NHS) for the ROPE House Located at 58 Jackson Street Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to enter into a lease agreement with Neighborhood Housing Services for the property at 58 Jackson Street as a cost of$1,650 per month. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Walters and Mayor Schock. Nays: Councilmember Sandor. Committee of the Whole May 26, 2004 Page 4 Consideration of the City of Elgin's Contribution for Intersection Improvements—Ragdall Road and Northwest Parkway Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the reimbursement to WISPARK, LLC for the City's contribution to the intersection improvements. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Announcements from Council Councilmembers Gilliam and Rodgers reported receiving complaints from residents at Burnam Mills and requested that staff investigate. Mayor Schock asked the Human Resources Department to investigate. Councilmember Sandor complimented the departments of public works, fire and police for the excellent service they provided during the recent severe storms. Councilmember Gilliam reported receiving requests to honor late Councilmember Yearman by erecting an honorary street sign on Dexter Court. He would like to have this accomplished in time for a dedication ceremony on July 28, 2004. Mayor Schock directed staff to proceed. Announcements from Staff r City Manager Dorgan announced that Ribfest will be moved to the Plaza due to the high water at Walton Island. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember 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 6:40 p.m. (64,k X J June 9, 2004 S ellyn LoscYi, Deputy City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING JUNE 9, 2004 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 Rodgers, to approve the minutes of the May 26, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Sponsorship by AMCORE Bank for The Hemmens Cultural Center Councilmember Gilliam 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 a Sponsorship by Shaw Suburban Media Group for the Hemmens Cultural Center Councilmember Sandor 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 a Sponsorship by the Daily Herald for the Hemmens Cultural Center 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 Amendment to the City's Liquor Code Creating a New Liquor License Classification (Class A-1) for a Bar Located in the Center City serving Specialty and Premium Drinks Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed amendment. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Highway Permit with Kane County for Water Main Along and Across Bowes Road Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to authorize staff the execute the highway permit with Kane County. Upon a roll call vote: Yeas: Committee of the Whole June 9, 2004 Page 2 Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Facade Project for 161 East Chicago Street Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to fund the proposed project in the amount of$4,875.38. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Change Order No. 1 to the 2003 Mid-Block Street Lighting Project Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the proposed change order to Virgil Cook and Son in the amount of$27,756.10, and modify the current contract amount to $55,463.00. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Proposed Host City Agreement with Waste Management of Illinois, Inc. Regarding a Proposed Solid Transfer Station South of Bluff City Boulevard Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the rk proposed agreement. Peter Bazos, attorney for Waste Management, described the proposal. He stated it is substantially similar to the proposal filed by Midwest Compost. It is totally located within a 345 acre site which is heavily industrial, and it wouldn't require trucks to be on local city streets. They believe there would be less opposition to this proposal. Dan Bilthouse and Dean Kelly of Waste Management described the site, the proposed facility, and the operation of the transfer station. Councilmember Figueroa questioned the fairness of entering into a host agreement with Waste Management when Midwest Compost already has a host agreement with the City. He questions whether there is a need for two transfer stations in Elgin. Mayor Schock stated that it is not the Council's role to limit competition and that the market place should decide. Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to table this item for 90 days. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers and Sandor. Nays: Councilmember Walters and Mayor Schock. Consideration of an Amendment to Chapter 11.60.130 of the Elgin Municipal Code, "Parking of Commercial Vehicles, Trailers or Truck Tractors Restricted" in regards to the Parking of Recreational Vehicles Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to amend Chapter 11.60.130 of the Elgin Municipal Code to read as follows: Committee of the Whole June 9, 2004 Page 3 A recreational vehicle shall not park on the city street for more than two hours, unless such vehicle or attached trailer is engaged in the actual and continuous loading and unloading of goods or merchandise for a longer time not to exceed 12 hours. If more than 12 hours is needed, a permit from the Elgin Police Department Traffic Unit will be required. No more than two permits will be issued in any calendar year, each for a time limit up to, but not to exceed 72 hours. At no time shall a recreational vehicle be parked on the street unattached from any motive power. Councilmember Walters asked that the Police Department Traffic Division look at all issues concerning commercial vehicles larger than those having a"D" license plate in residential neighborhoods. Announcements from Staff City Manager Dorgan announced that demolition is underway of the former Lotto Video building which is on the site for the future Fire Station No. 6. He also introduced Mike Lehman, as the Interim Director of the Parks and Recreation Department. Mr. Dorgan stated that a written report from the Police Department will be included in the weekly report with reference to earlier inquiries regarding new ownership of Burnham Mill. He stated that experience with the management company has been very positive. Councilmember Rodgers asked that the Council be furnished with a copy of Burnham Mill's new guidelines. Announcements from Council Councilmember Gilliam asked that a sign be posted at The Centre indicating when the new lockers are expected to arrive. Councilmember Walters invited all WWII veterans and persons on active duty who are home to to join in leading the parade on July 3 so they can be recognized for their service to this country. They should contact Norma Miess, Executive Director for the Downtown Neighborhood Association. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn and go into executive session for the purpose of discussing the items set forth below. 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 Committee of the Whole June 9, 2004 Page 4 Power to Remove the Occupant Under Law or Ordinance-Exempt Under Section 120/2(c) (3) 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 Purchase or Lease of Real Property for the Use of the Public Body- Exempt Under Section 12012(c)(5) 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 6:58 p.m. June 23, 2004 Dolonna Mecum, City lerk Date Approved r COMMITTEE OF THE WHOLE MEETING JUNE 23, 2004 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 May 19, 2004, Special Meeting/Retreat and the June 9, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Prevailing Wage Rates A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Co-sponsorship Agreement with Alpha Omega of IL, NFP and Zylstra Harley Davidson for Fox Valley Music Fest A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Downtown Neighborhood Association Purchase of Service Agreement— Fourth of July Parade A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Promotional Agreement with Next Media, Inc. A resolution will be presented at tonight's Council meeting for adoption by the City Council. Report from the Human Relations Commission Human Relations Commission Co-Chair Dews presented a report itemizing the Commission's activities in 2003 and 2004 to date. Commission member Moeller read a statement of the City of Elgin Human Relations Commission urging Congress to repeal those provisions in the USA Patriot Act and refrain from passing any further legislation that violates or unduly limits the civil rights and liberties guaranteed by the United States Constitution. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept the report of the Human Relations Commission. Upon a roll call vote: Yeas: None. Nays: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. r Committee of the Whole June 23, 2004 Page 2 Consideration of a Special Event Co-sponsorship Agreement with SEBA and D.A.N.K. Fox Valley Oktoberfest Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed agreement for an amount not to exceed $3,500 in operational support. Upon a roll call vote: Yeas: None. Nays: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Consideration of a Co-sponsorship Agreement with the Downtown Neighborhood Association to Host a Carnival on City Property Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the use of the former Gail Borden Library parking lot by the DNA to host a three and a half day carnival in Elgin's Center City, scheduled for July 29, 2004 through August 1, 2004. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Youth Sports Field Usage Agreements Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the proposed field usage agreements with the American Legion, Classic Little League, Teener League, American Little League, Continental Little League, Elgin Youth Football League, National Little League, Kickers Soccer and Elgin Heat Softball League. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Amendment to Chapter 11.60 of the Elgin Municipal Code, Entitled "Stopping, Standing and Parking" Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed amendments to Chapter 11.60. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Amendment No. 2 to an Agreement with Stanley Consultants for the NPDES Phase II Storm Water Permit Project Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the proposed agreement in the amount of$112,000 with Stanley Consultants. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. r Committee of the Whole June 23, 2004 Page 3 Consideration of a Contract for Professional Services with CivicPlus for Website Design and Hosting Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to table this item. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Purchase of a Radio System Repeater Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize a sole source purchase from Motorola in the amount of$17,278.20. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Proposed Host Agreement with Waste Management of Illinois, Inc. Regarding a Proposed Solid Waste Transfer Station South of Bluff City Boulevard Councilmember Walters made a motion, seconded by Councilmember Gilliam, to remove this item from the table. Upon a roll call vote: Yeas: Councilmembers Gilliam, Rodgers, Walters and Mayor Schock. Nays: Councilmembers Figueroa and Sandor. Councilmember Figueroa questioned why consideration of the agreement wasn't allowed to remain on the table for 90 days as had been approved at the June 9 meeting. Councilmember Walters stated that Waste Management has agreed to wait until after September 15, 2004, to file its application, and it has also agreed to enhance its waste collection contract with the City if Elgin approves the final waste transfer station project. He expressed concern that Waste Management could move the project to another municipality if Elgin continued to delay giving them any indication of receptivity. Mayor Schock stated that approving the agreement protects the best interest of the City of Elgin and doesn't disadvantage Midwest Compost because the hearing on its application will be completed before Waste Management files its application. Councilmembers Figueroa and Sandor stated that considering the Waste Management host agreement at this time and the additional incentives they are offering gives them an unfair advantage. Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the proposed host city agreement with Waste Management of Illinois, Inc. with the additional considerations outlined in the June 23, 2004, memorandum distributed to the Council. Upon a roll call vote: Yeas: Councilmembers Gilliam, Rodgers, Walters and Mayor Schock. Nays: Councilmembers Figueroa and Sandor. r Committee of the Whole June 23, 2004 Page 4 Announcements from Staff City Manager Dorgan reminded everyone about the parade and festival on July 3 and other July 4th events. Announcements from Council Councilmember Figueroa inquired about the schedule for broadcast of the City Council meetings by ComCast. Councilmember Sandor requested an update on when the bus shelter would be installed. City Manager Dorgan stated issues are being resolved, and he hopes to have a definite date for the installation within the next several weeks. 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 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 The meeting adjourned at 6:45 p.m. July 14, 2004 Dolonna Mecum, City Cler Date Approved COMMITTEE OF THE WHOLE MEETING JULY 14, 2004 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 Sandor made a motion, seconded by Councilmember Walters, to approve the minutes of the June 23, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Resolution of Objection Regarding a Proposed Special Use for Nine Billboards Located North of the Northwest Tollway in the Village of Hoffman Estates Councilmember Sandor requested that instead of adopting the proposed resolution that the City send a letter to Hoffman Estates concurring with the findings of their Zoning Board against the proposal for the nine billboards and encouraging the Hoffman Estates Board to follow the recommendation of their Zoning Board. Consideration to Set a Public Hearing Date for the Route 20 TIF District An ordinance will be presented at tonight's Council meeting for passage by the City Council. Presentation on Community Needs Assessment Survey Gilbert Feliciano, Community Outreach Coordinator, gave a brief update on the status of the community needs assessment, which is a joint venture between the City of Elgin and United Way. It will not be limited to health and human needs issues but will include any needs that arise during the course of the assessment process. Information will be gathered in various ways, including focus group discussions, information received from calls and walk-ins at the Crisis Center, data gathered from social service agencies, and indicator of needs gathered from census data. Bob O'Connor of O'Connor Research and Action, the firm which is assisting with the needs assessment, stated that by contacting a number of community-wide funding agencies, not just United Way, they will be able to identify the best way to deal with the top five or seven issues of most concern to the community. They expect to distribute their findings at the end of the year. Consideration to Approve an Honorary Street Name for Marie Yearman Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to dedicate Dexter Court with the honorary street name of Marie Yearman Court. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole July 14, 2004 Page 2 Consideration to Name a City Owned Right-Of-Way in Bluff City Cemetery Councilmember Figueroa made a motion, seconded by Councilmember Walters, to set a public hearing date of July 28, 2004, to consider naming a currently unnamed right-of-way in Bluff City Cemetery. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Approve an Easement Agreement with MB Financial Bank Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed easement agreement for extension of sewer and water lines in the northwest expansion area. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Approve an Easement Amendment for the Bangash Parcel Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed amendment to easement agreement to correctly identify the Otter Creek sewer and water easements over the Bangash property. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Approve an Engineering Services Agreement with Civil Engineering Services for Construction Observation of the Country Knoll/Brookwood Neighborhood Street Rehabilitation Project Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed agreement in the not-to-exceed amount of$46,000.00. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Accept all Public Improvements in the Woodland Meadows North Subdivision Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to accept water main and sanitary sewer improvements for Woodland Meadows North Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Accept All Public Improvements in the Echo Ridge Subdivision Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept water main, storm sewer, sanitary sewer, street lighting and pavement improvements for the Echo Ridge Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole July 14, 2004 Page 3 Consideration to Approve Change Order No. 1 and Final Payment for the Bent Street Sewer Separation Project Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve Change Order No. 1 for$80,625.88 and authorize final payment to Getdown Underground, Inc. in the amount of$126,354.88. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Approve the Centrex Service Renewal Agreement with SBC Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve a five year renewal of the Centrex Service Agreement with SBC at a monthly charge of$1,728.00 plus monthly usage and taxes. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Mayor Schock. Nays: None. Councilmember Walters abstained due to a conflict of interest. Consideration to Approve Change Order No. 1 to Acrux Cabling, L.L.C. Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve Change Order No. 1 in the amount of$19,560 to Acrux Cabling, L.L.C. for the Fiber Optic Cable Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of NBD/Promac Development Agreement Representatives from RSC & Associates and Legal Architects gave a presentation regarding plans for the mixed use project in downtown Elgin to be known as Tower Square on the River. The development will include lofts, duplexes, condominiums, townhomes, retail, and parking. Peter Bazos, attorney for the developer, and City Manager Dorgan described the financial aspects of the project. Councilmember Rodgers made a motion, seconded by Councilmember Walters, to authorize entering into a development agreement with RSC &Associates for the redevelopment of the NBD/Promac site located at East Chicago Street, South Grove Avenue, and Riverside Drive, for residential, retail and parking purposes. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Walters and Mayor Schock. Nays: Councilmember Rodgers and Sandor. Consideration of Second Amendment to a Professional Service Agreement with Hitchcock Design Group Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed amendment in the amount of$54,000 for services related to the Kimball/Library Committee of the Whole July 14, 2004 e` Page 4 Riverwalk. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Discussion of Funding Source for Outside Counsel Expenditure for School District U-46 Boundary Dispute Because of events that are taking place that may have a material effect on the necessity to fund outside counsel, Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to table this item. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Announcements from Staff City Manager Dorgan stated that he thought the City had a wonderful July 4th Parade. Announcement from Council Councilmember Sandor wished Councilmember Figueroa a happy birthday. Adjournment Councilmember Walters 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. The meeting adjourned at 6:56 p.m. ih'etrk- t2, July 28, 2004 Dolonna Mecum, City erk Date Approved t t COMMITTEE OF THE WHOLE MEETING JULY 28, 2004 The regular Committee of the Whole meeting was called to order at 6:00 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Absent: Mayor Schock. Appointment of Mayor Pro Tern Councilmember Walters made a motion, seconded by Councilmember Figueroa, to appoint Councilmember Robert Gilliam Mayor Pro Tern. Approval of Minutes Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the minutes of the July 14, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of Acceptance of a Water Main Easement with Hartwell Development LLC A resolution will be presented at tonight's Council meeting for adoption by the City Council. rConsideration of a Purchase of Service Agreement with Children's Theatre of Elgin/Fox Valley Youth Theatre Company Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to provide financial support for two productions in the total amount of$15,200. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of an Ordinance Amending Oversight of Cemetery Burial Fees Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed amendment. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of the Bethesda Community Development Center Community Development Block Grant Sub-recipient Agreement Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the proposed agreement in the amount of$40,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of the Boys & Girls Club of Elgin Community Development Block Grant Sub-recipient Agreement rk Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the Committee of the Whole July 28, 2004 Page 2 proposed agreement in the amount of$25,000.Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of the Community Crisis Center Community Development Block Grant Sub-recipient Agreement Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the proposed agreement in the amount of$65,000.Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of the Ecker Center for Mental Health Community Development Block Grant Sub-recipient Agreement Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the proposed agreement in the amount of$25,000.Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of the Housing Authority of Elgin Community Development Block Grant Sub-recipient Agreement Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of$50,000.Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of the Larkin Center Community Development Block Grant Sub-recipient Agreement Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the proposed agreement in the amount of$35,000.Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of the P.A.D.S. of Elgin Community Development Block Grant Sub-recipient Agreement Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of$l 0,000.Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of the Senior Services Associates Community Development Block Grant Sub-recipient Agreement Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed agreement in the amount of$37,080.Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. f a Committee of the Whole July 28, 2004 Page 3 Consideration of a Special Event Co-sponsorship Agreement with BenchAmerica Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed agreement in a not-to-exceed amount of$2,500 in operational support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of a Proposed Amendment to a Professional Services Agreement with Robinson Engineering, Ltd. Regarding the City's Application for an Expansion of the Facility Planning Area Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed amendment in the amount of$47,000.29. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Consideration of a Special Event Agreement with the Elgin Puerto Rican Parade Committee Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed agreement in an amount not to exceed $2,600. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walters. Nays: None. Announcements from Council Councilmembers Walters, Gilliam, and Sandor remarked that they had heard many positive comments about the City's July 4th activities and particularly the parade and fireworks. Councilmember Sandor stated that he was glad to see that water is still being provided on Elgin golf courses in that a number of courses have discontinued that practice. Adjournment Councilmember Walters made a motion, seconded by Councilmember Sandor, to adjourn and go into executive session for the purpose of discussing the items set forth below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor and Walter. 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 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 6:09 p.m. Dolonna Mecum August 11, 2004 Dolonna Mecum, City Clerk Date Approved ro- COMMITTEE OF THE WHOLE MEETING AUGUST 11, 2004 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 Rodgers made a motion, seconded by Councilmember Figueroa, to approve the minutes of the July 28, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Contract for Soil Excavation and Removal with DJI, Inc. A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Contract for a Surveillance System with Digital Safety Technology Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize a contract with Digital Safety Technology as a sole source for$70,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a School Liaison Contract with U-46 for the 2004-2005 School Year Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the continuance of the School Liaison Program between the City of Elgin and School District U-46 for the 2004-2005 school year. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Release of Flood Control and Embankment Easements at the Former Safety-Kleen Property at Randall Road and Brinkman Drive Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the release of the flood control and embankment easements. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Special Event Agreement with the Hispanic Heritage Coalition (Fiesta Salsa) Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the proposed agreement in an amount not to exceed $2,900. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole August 11, 2004 Page 2 r Announcements from Staff City Manager Dorgan stated that he recently met with the Downtown Neighborhood Association. They reported that they had a very successful carnival with almost no incidents. Announcements from Council Councilmember Figueroa thanked the Police Department for their assistance during the recent community breast cancer event. 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 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 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 6:07 p.m. s/Dolonna Mecum August 25, 2004 Dolonna Mecum, City Clerk Date Approved elow SPECIAL COMMITTEE OF THE WHOLE MEETING/RETREAT AUGUST 18, 2004 The Special Committee of the Whole meeting was called to order by Mayor Schock at 5:20 p.m. in the Heritage Ballroom at The Centre, 100 Symphony Way. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Announcement by Police Chief Miller Chief Miller stated that he had received a telephone call this afternoon from Congressman Hastert's office advising him that Elgin will receive $750,000 over the next three years to hire ten police officers. This will certainly assist in fighting the drug problem and with the Far West Area growth. EARLY INPUT REGARDING 2005 BUDGET AND 2005-2009 FINANCIAL PLAN Financial Update Fiscal Services Director Nowicki gave a brief overview of the various funds, including the general fund, riverboat funds, special revenue funds, debt service fund, capital improvement fund, enterprise funds, internal service fund, and trust and agency funds. Issues to watch include less than anticipated income tax receipts, rising health care costs, and uncertainty of riverboat revenue and changes in gaming legislation. Special Events Funding Assistant City Manager Stegall stated that the number of City co-sponsored special events has continued to grow each year. There is no existing formalized policy or process by which co- sponsored special events are to be recommended to and considered by the City Council. In addition, there is not an understanding of the economic impact or benefits to the community. Mr. Stegall presented several possible options. It was suggested that economic impact information be provided regarding all proposed co-sponsored events,but that it not be the only factor to be considered for approval. It was the consensus of the Council that a special event cost center be established in the budget and that staff present the Council with a proposed process. Not-for-Profit Funding City Manager Dorgan recommended that funding for the not-for-profit organizations remain the same as for 2004 and that it not be reduced by five percent as had been anticipated. Discussion was held regarding whether the funding should be automatic or whether each organization should have to justify the funding. Hybrid Vehicles Discussion was held regarding having a hybrid vehicle pilot program in 2005 by purchasing four vehicles. Concern was expressed over the fact that the price of hybrid vehicles does not yet make them cost effective. The benefit to the environment was another viewpoint which was expressed. By consensus, the Council approved purchase of two to four vehicles, depending on the price of the vehicles for a trial program. Committee of the Whole August 18, 2004 Page 2 Early Retirement/Reorganization City Manager Dorgan explained the proposed reorganization plan and reasons to put the Parks maintenance staff under the supervision of the Public Works Director. In addition to a savings to the general fund, it will also give better efficiency of operations. TELECOMMUNICATION TAX PLANNING Police Police Chief Miller gave an update on getting six additional officers into recruit training in October and November. Two officers will be assigned to the gang unit, one officer to the drug unit, and three officers will be assigned to patrol. The next recruitment process will begin in September. Fire Fire Chief Falese said the Fire Department plans to hire six additional firefighters and purchase an additional ambulance to be delivered in January 2005. They are going to explore the increased use of paramedic engines. Code Enforcement Community Development Director Deering stated that one additional code enforcement person has been allocated, and they hope to hire this person in January 2005. He was asked whether more than one additional person is needed to cover evenings and weekends in that this is when many of the violations occur. He said he intends to explore how best to handle the off hours. Councilmembers stated that there are perceptions in the community that code enforcement is not being vigorously pursued. It was suggested that various departments, including legal, fire, police, and code, develop a plan to enforce the codes without infringing on residents' rights and bring it back to the Council. If it requires additional personnel, the Council will consider adding that to the 2005 budget. They were directed to be creative and to encourage all city employees to be watchful regarding code violations. It was stressed that educating residents' needs to be increased and made readily available. ELGIN RECREATION CENTER(ERC) Assistant City Manager Folarin gave an update regarding relocating Elgin Recreation Center in that their current lease will expire soon and is not renewable. Mr. Folarin stated that most of the funds the City gives to the Elgin Recreation Center goes toward payment of its lease. In that another suitable facility has not been identified, city staff has been exploring the possibility of constructing a building on the former Casa Linda property and has been advised that a building could be constructed for approximately$1.5-1.8 million on the higher side of the property. The advantage is that instead of the City's contribution to ERC going for lease payments, it could be used to make the mortgage payments on a newly constructed building. rik Committee of the Whole August 18, 2004 Page 3 r THE CENTRE City Manager Dorgan stated that we need to stop saying that The Centre is going to be a profit center, and we need to get more of the community to use it. He would like to give the new Parks and Recreation Director, when hired, the necessary tools to make The Centre more profitable. He would like to have funding to hire an outside consultant to do a study regarding fees, programming, and operations for The Centre, the golf courses, and the aquatic centers. The City Manager was urged to begin the process for filling the position of Centre Facility Director as soon as possible. Hiring a fulltime marketing director was suggested. FORMER LIBRARY AT 200 NORTH GROVE City Manager Dorgan reported that Request for Proposals have been issued, and staff is moving forward on this project. REGIONAL PARK City Manager Dorgan stated that the price of land in the far west area has been going up rapidly. Some parcels,which would be good for a regional park, but not suitable for other uses, have been identified between Plank Road and Route 20 as possible sites for a regional park in the FWA, and they are focusing on that. JOINT EFFORTS WITH KANE COUNTY FOREST PRESERVE City Manager Dorgan reported that the City and the Kane County Forest Preserve have been looking at how the two bodies can work together to combine active recreation for the City and passive use on the part of the forest preserve on property owned by the Forest Preserve. PUBLIC WORKS UPDATE Sewer Separation Report Public Works Director Loete gave an update on the combination sewer separation study. He stated that he has submitted a number of budget proposals for the five-year plan. The draft version of the plan indicates the work for each area as high, medium, and low priority. It would cost $29 million to separate all the sewers. Water Master Plan Update Water Director Deibert stated that the growth on the west side of Elgin represents a high priority. He displayed a map which showed the existing water mains and proposed improvements. He stated that by the end of October a water supply needs map out to Route 47 will be completed. It is critical to have a plan in place in order to know what size pipe is required to the outer reaches. Changing the tower elevations will be required. Review of the Traffic Study Public Works Director Loete gave a status report on the Central Business District traffic signal upgrades. Meetings have been scheduled for public input. The consultant will present the Council with engineering analysis and public comments, and then it will be necessary for the City Council to make a decision as to whether Highland Avenue and Chicago Street are to Committee of the Whole August 18, 2004 Page 4 remain one-way or converted to two-way traffic. After that decision has been made, the system design and cost estimates will be developed. Concerns have been expressed by some downtown businesses that there may be a loss of parking if the two streets become two-way. Staff was encouraged to talk to the downtown businesses regarding their concerns. COUNCIL PRIORITIES Wonderland Center Councilmember Rodgers stated that she has learned that the Wonderland Center has a food pantry and clothing center which feeds approximately 400 people weekly. They need funding assistance in the amount of approximately$150,000 for a new roof and a handicap chair lift accessibility. The issue of separation of church and state was raised. Northeast Corner of Route 31 and I-90 (Fox River Plaza) Councilmember Rodgers stated that she would like for the City to do something regarding the vacancies in this shopping center. She was advised that the entire shopping center has recently been sold. Other Budget Considerations Councilmember Figueroa stated that he had been asked to inquire as to whether there is any interest on the part of the Council in having an art center, and the response was "Maybe." In response to Councilmember Walters' request for an update on PADS, Assistant City Manager Stegall stated that PADS is attempting to have a meeting with the State of Illinois regarding allowing them to locate somewhere on the Elgin Mental Health Center property. Mayor Schock stated that he would like to get the riverfront and festival park project moving. Also, if there is any extra money, he would like to schedule more street projects since that had been cut back because of budgetary concerns. Councilmember Sandor would like to expand the street lighting program. There were gunshots in his area this morning, and he would like to see the City use every possible resource to reduce street violence. Adjournment Councilmember Walters 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 8:25 p.m. 'li..�% A,, October 13, 2004 �r•► olonna Mecum, ity Jerk Date Approved COMMITTEE OF THE WHOLE MEETING AUGUST 25, 2004 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 Figueroa, to approve the minutes of the August 11, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Lease Extension with QPS Staffing, Inc. for 247 Fulton A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Ordinance Prohibiting Water Wells Within a Defined Area of the City(161 S. Grove Avenue—Par Development Townhome Site) An ordinance will be presented at tonight's Council Meeting for approval by the City Council. Presentation on the Resident Officer Program of Elgin (ROPE) and Crime-Free Housing Unit Police Chief Miller stated that the entire police department is centered on the philosophy of community policing. In addition to the Resident Officer Program and the Neighborhood Officer Program the department is now moving forward other innovative ways for crime prevention and crime solving. ROPE Supervisor Glenn Theriault gave a history of the Resident Officer and Neighborhood Officer programs and the dramatic reduction in crime since these programs have been in place. He then gave an overview of a new initiative called the Crime-Free Housing Unit which will focus on problem rental units and apartment complexes. The four-officer unit will work with landlords and tenants citywide, offering education about rights and responsibilities and working to clean up problem housing. Sergeant Theriault stated that there are similar programs in numerous communities including Schaumburg and Mesa, Arizona. He said the objectives are to communicate, educate and investigate. They believe the Crime-Free Housing Unit is an innovative program which will benefit the community by improving the quality of rental properties and encourage positive interaction between the police department, property owners, managers, and tenants. Councilmembers stated they think the Crime-Free Housing Unit is a good program. r Committee of the Whole August 25, 2004 Page 2 r Consideration of the Retirement and Sale of K-9 Iso Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the retirement and sale of the K-9 dog Iso to Police Officer John Slocum for $1.00. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Otter Creek Lift Station Repair Contract Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to authorize a contract with Morse Electric to repair damage to the Otter Creek Lift Station for $33,710. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Development Assistance Request for 18 Villa Court Discussion was held regarding a more detailed analysis for future development incentives as to why City assistance is required and whether there is a net benefit to the City for providing financial assistance. Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize a development assistance package with Charles Falls of Demi & Cooper Advertising for the redevelopment of 18 Villa Court for $211,200. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Easement Agreement with Nicor Gas for Constructing a Public Water Main Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to accept the easement agreement with Nicor Gas to allow the construction of a public water main across Nicor property along the north side of Bowes Road,west of Randall Road at no cost to the City. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Amendment No. 3 to the Agreement for Engineering Services with Metcalf& Eddy Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to authorize the execution of Amendment No. 3 to the Agreement for Engineering Services with Metcalf&Eddy for a total amount of$9,210. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. r . Committee of the Whole August 25, 2004 Page 3 Consideration of Authorization for Change Order No. 1, Final Payment, and Acceptance of the Completed Fox Lane Booster Pump Station Councilmember Gilliam made a motion, seconded by Councilmember Walters, to accept the completed Fox Lane Booster Pump Station project and authorize both the final payment in the amount of$40,539.10 and execution of the Change Order No. 1 in the amount of$5,860.90 (Deduct)with Bowen Engineering Corporation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Announcements from Staff City Manager Dorgan asked the City's horticulturist, Ken Jones, to come forward to be recognized for his efforts in beautifying the City with the hanging baskets of flowers which receive numerous compliments from citizens. Announcements from Council Councilmember Gilliam asked City Manager Dorgan to give an update regarding the City's towing contracts. Mr. Dorgan stated that there have been problems regarding code violations on the part of the three towing companies. He stated that he will send a letter to all three of the towing companies and advise them that they have until March 1, 2005, to correct all code violations or they will no longer tow vehicles for the City. Councilmember Gilliam requested that the Council be advised of the status regarding code compliance no later than February 1, 2005. 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 Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court to Administrative Tribunal—Exempt Under Section 120/2(c)(11) of the Open Meetings Act The meeting adjourned at 7:00 p.m. i _ September 8, 2004 rik Dolonna Mecum, City C erk Date Approved .L_ l COMMITTEE OF THE WHOLE MEETING SEPTEMBER 8, 2004 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 Figueroa, to approve the minutes of the August 25, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of HOME Commission Appointments City Manager Dorgan stated that the HOME Commission will be comprised of ten members, five from the City and five from Kane County. The Mayor and City Council will submit the appointments to the County Board Chairman, and the final appointment of the ten-person County HOME Commission will be by action of the County Board. A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Northwest Area Architectural Survey and Inventory Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize an agreement between the Illinois Historic Preservation Agency(IHPA) to obtain a $17,022 grant to complete an architectural survey and inventory of properties in the Northwest Neighborhood. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Amendment to a Contract with Arthur J. Gallagher Risk Management Services Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve an amendment to Arthur J. Gallagher's contract in the amount of$20,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Acceptance of Public Improvements in Fieldstone Subdivision Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to accept the improvements for the Fieldstone Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. r 1 � Committee of the Whole September 8, 2004 Page 2 Consideration of Establishing the Guaranteed Maximum Price for the Construction Management Contract with M.I.C. Inc. for the Festival Park Phase I Riverfront Project Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to set the Guaranteed Maximum Price for the Construction Management Contract with M.I.C., Inc. in the amount of$2,825,825 and to amend the concrete bid award to Eagle Company from $227,800 to $277, 800. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Special Event Co-sponsorship Agreement with SEBA and D.A.N.K. for Fox Valley Oktoberfest Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the agreement with SEBA and D.A.N.K. for an amount not to exceed $1850. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Councilmember Sandor stated that it had been suggested to him that consideration be given to having the 150th Anniversary Commission assume the task of reviewing these types of events and making a recommendation for funding in that they have done an excellent job of coordinating the anniversary events this year. Concerns were expressed as to whether the 150th Commission would want to continue functioning and assume this responsibility. Councilmember Walters stated that staff is supposed to bring Council suggestions for criteria to be considered for funding future special events, and this suggestion may be considered at that time, if appropriate. Presentation of the Parks Board Report Parks and Recreation Board Chairman Marianne Nelson stated that the last time the Parks and Recreation Board met with the City Council was in 2001. The Board is grateful that the City is pursuing plans for a regional park. Their concern is how to communicate with the Council. The Board wrote a letter inquiring why funds designated for a regional park were removed from the budget last year, and they received no response. They would like to hear from the Council as to how the Parks and Recreation Board can communicate with the Council. Announcements from Staff City Manager Dorgan stated that seven Elgin citizens, who have recently received training in the Community Emergency Response Team program, have gone to Florida to volunteer for two or three weeks to assist with recovery efforts from the damage sustained from the recent hurricanes. C Committee of the Whole September 8, 2004 Page 3 Announcements from Council Councilmember Gilliam asked for an update on the search to fill the Parks and Recreation Department Director position. City Manager Dorgan stated that staff has received resumes from the search firm consultant and they are being reviewed. Councilmember Gilliam requested that an ad be placed right away to fill the Centre Facility Director position. Councilmember Gilliam suggested that the 2005 budget should reflect the "Year of the Neighborhood"with funds being budgeted for neighborhood improvement projects such as reimbursing people for painting their peeling houses, replacing chain-link fences with nicer ones, replacing siding, and adding more street lights. He also suggested identifying and having the City purchase trouble houses that have a negative impact on a neighborhood. He believes that by buying it, improving it, and then selling the home would stabilize the neighborhood. He knows that staff is already working on dealing with the overcrowding issue. Councilmember Walters suggested continuing to work on repairing crumbling sidewalks and to put sidewalks where there currently are none. People feel that the neighborhoods are being neglected. Councilmember Figueroa stated that there is a need to work more closely with each neighborhood association and perhaps to meet with each association to find out what they believe their biggest problems are. Councilmember Sandor stated that people notice the little things like burned out street lights and garbage left on the street. He would like to have a brain storming session on how the City can provide better service. Councilmember Figueroa stated that it is time for this Council to have an open discussion about the Far West Area and he requested that staff furnish the Council with a report on how revenue would be generated to cover the cost of the development. He referred to a January 2004 memorandum from staff regarding the fiscal impact analysis for the future growth of Elgin and he was concerned because we don't seem to have an economic development plan for the Far West Area. He stated that the Council should have a better understanding of the cost of each housing development that is proposed and how services to each development will be paid for. City Manager Dorgan stated there are other methods than the one used in the referenced memorandum, and he prefers the "benefits per curb mile"method. Councilmember Figueroa is also concerned that first-time home buyers and renters will not be able to live in the Far West Area. He also believes it will be necessary to hire more planners and wants to know how we are going to pay for that. Councilmember Rodgers stated that she agrees with Councilmember Figueroa and suggests that there be a mix of upscale housing and rental properties. She asked when police and firefighters will be hired to serve that area, and City Manager Dorgan responded that people moving into that area will drive that timing. Councilmember Gilliam pointed out that the far west homes are designed for residents looking to move up and not out of Elgin. In the past, if people wanted to move up, they went to St. Charles, Geneva or Crystal Lake and had no place to go in Elgin. He stated that development is coming whether Elgin likes it or not, so the city should try to control it as best as it can. Committee of the Whole September 8, 2004 Page 4 rik Mayor Schock stated that it is not economically feasible to build homes for first-time buyers or renters because of the high price of the land in that area, high impact fees, and the goal to preserve open space. He pointed out that Elgin has one of the lowest median incomes in the area, as well as plentiful affordable housing. The availability of more expensive housing means more families with higher disposable income. Councilmember Walters referred to the Chase report which indicates that Elgin matches Chicago with low and moderate housing but Chicago is way ahead of Elgin with reference to high-end housing. Councilmember Sandor stated that he would like to know what it is going to cost us to serve the areas that have been annexed and how we're going to pay for it. He would like to receive this information for each proposed development. He stated that no one understands what it means to put in 40,000 new homes, and Councilmember Figueroa stated that we are creating two cities—the Far West Area and the Old Elgin. Both Councilmembers believe there will be very little diversity in the Far West Area. Councilmember Figueroa stated he will not continue supporting developments in the Far West Area if it will put a tax burden on present residents. Adjournment Councilmember Sandor 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, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. 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 6:55 p.m. ;`'C u y� September 22, 2004 Dolonna Mecum, Approved it Clerk Date A Y rm. COMMITTEE OF THE WHOLE MEETING SEPTEMBER 22, 2004 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Schock at 5:30 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam (arrived at 5:34 p.m.), Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the minutes of the September 8, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Proposed Water Service Agreement with the Good Shepherd Evangelical Lutheran Church of Elgin A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Acceptance of a Grant from the Illinois Clean Energy Community Foundation A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Insurance Policies for 2004-2005 A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an OSLAD Grant Application for Elgin Shores Forest Preserve/Continental Little League Complex A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an OSLAD Grant Application for Far West Regional Park City Manager David Dorgan asked that this item be removed from this agenda and from the Council agenda. Consideration of a Proposed Termination of the Lincoln/Douglas Sewer Separation Project Construction Company and the Proposed Award of a Contract for the Balance of the Project to Get down Underground, Inc. A resolution will be presented at tonight's Council meeting for adoption by the City Council. r Committee of the Whole September 22, 2004 Page 2 Presentation by the Elgin Area Convention & Visitors Bureau Kim Bless, Executive Director of the Elgin Area Convention and Visitors Bureau, gave an overview of what the EACVB has been doing over the past year and what their plans are for the future. The bureau has been in business since 1984. Until this year, Elgin was the only community represented by the bureau that contributed any financing. However, West Dundee and Hampshire are now contributing, and it is hoped that an agreement will be reached by the end of the year with Algonquin. Ms. Bless gave statistics regarding the bureau's growth and projections. Goals for 2005 include increased hotel occupancy, new programs to attract business, increase the number of partners, continue to implement a strong ad campaign, and book more than $3 million in group business. They are finding that the increased spending for advertising is definitely showing results. She stated that it is critical that the current funding remain in place. Presentation on Far West Area Development Strategy In response to an inquiry at the meeting two weeks ago from some members of the Council, City Manager David Dorgan made a presentation regarding the benefits of developing the Far West Area. He reviewed population growth projections and various documents that have been prepared to assist in planning for the future growth in the Far West Area. Such documents ` include the Kane County Transportation Study, the Far West Sanitary Sewer Master Plan, Elgin Parks and Recreation Needs Analysis, the Far West Planning Area Development and Design Guidelines, documents entitled The Advantages and Opportunities of Growth and Development in Elgin's Far West Area, and Far West Area Growth Management and Land Use Strategy. A revised comprehensive plan for the City is expected to be completed by the end of this year. Mr. Dorgan's presentation estimated that building 3,000 new houses in the next five years would result in the general fund revenue being more than expenditures even without factoring in increases in sales, income or motor vehicle tax revenues, and without taking into account anticipated commercial and industrial development. Taxes, impact fees, and surcharges will pay the way for development. Mr. Dorgan summarized the Far West Area strategy as higher- end/move-up housing, less sprawl and increased open space, opportunities for commercial centers and business parks, creating development and planning, and expanding the City's tax base and jobs. A copy of Mr. Dorgan's presentation is available at the City Clerk's Office. Councilmembers discussed various aspects of the presentation and agreed that it would be very beneficial to them in making decisions that will impact Elgin for many years to come to require all developers to submit an economic impact statement for each development. This will assist the Council in making a determination as to whether to approve the proposed annexation and development. The Council directed staff to inform developers that as a matter of policy the Council will not consider proposals without an analysis of the economic impact the development will have. r Committee of the Whole September 22, 2004 Page 3 Consideration of a Second Amendment to the Purchase of Service Agreement with Hitchcock Design Group for Festival Park Construction Services Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a second amendment to the purchase service agreement with Hitchcock Design Group for the amount of$39,600. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Brownfield Environmental Consulting Services at 520 McBride Street and 502 N. Grove Avenue Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the consulting service contract to Brownfield Environmental Consulting Services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Easement Agreement for Sanitary Sewer and Water Mains Adjacent to Bowes Road and Water Road Councilmember Rodgers made a motion, seconded by Councilmember Walters, to accept the easement agreement with Pulte Home Corporation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Change Order No. 1 for the Facade Project at 213 E. Chicago Street Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the change order to the Facade Improvement project in the amount of$17,711.51. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Change Order No. 1 for the Facade Project at 217-219 National Street Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the change order to the Facade Improvement project in the amount of$12,725.00. 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 an Amendment to the City's Liquor Code Creating a New License Classification for the Sale of Alcoholic Liquor Via Internet, Telephone, and Mail Order Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the amendment to the City's Liquor Code to create a new license classification. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole September 22, 2004 Page 4 Consideration of Purchase of Service Agreements for Renz Addiction Counseling and Centro de Informacion from 2003 Local Law Enforcement Block Grant Funds Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a Purchase of Service Agreements for Renz Addiction Counseling Center in the amount of $16,000 and for Centro de Informacion in the amount of$10,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Announcements from Staff On behalf of Fire Chief Falese, Deputy Chief Baker invited everyone to the Open House being held at Fire Station#2 located at Big Timber Road, on Saturday, October 9, 2004. Included in the many events will be a Flight for Life helicopter, tours of the station, and the Highland Watch bag pipers. Announcements from Council Councilmember Gilliam directed City Manager Dorgan to inspect the three towing companies used by the City, issue them a letter listing all violations on their property, and advising them that they will no longer be used to tow for the City if there are any outstanding violations as of March 1, 2005. Adjournment Councilmember Sandor 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 7:05 p.m. A Al 7 ► -/A,E..# Litt_ October 13, 2004 Dolonna Mecum, "'ty lerk Date Approved r COMMITTEE OF THE WHOLE MEETING October 13, 2004 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:04 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Rodgers made a motion, seconded by Councilmember Gilliam, to approve the minutes of the August 18, 2004 special meeting and the September 22, 2004 regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Acceptance of a Grant Offer from the United States Department of Justice to Partially Fund Ten Additional Police Officers A resolution will be presented at tonight's Council meeting for adoption by the City Council. Councilmember Walters inquired about the number of candidates eligible for this program. City Manager David Dorgan replied that a new list was being compiled. Councilmember Sandor questioned whether with the acceptance of this grant funds would be freed up from the Telecommunications Tax. City Manager Dorgan stated that did not have an answer at this time and is consulting with others to see if the Telecommunications Tax funds can be used in conjunction with the grant money. Consideration of Time Extension and Geographical Expansion of Elgin Enterprise Zone Presentation to be given by Economic Development and Business Services Director Ray Moller during the Public Hearing at tonight's City Council meeting. Councilmember Gilliam made a motion, seconded by Councilmember Walters, in favor of a time extension and geographical expansion for the Elgin Enterprise Zone. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Approve Changes in the Parking Hours for the Spring Street'Parking Facility City Manager David Dorgan explained briefly that the City had received a number of requests from businesses to increase the hours at the facility. This has been done with the exception of the parking spaces on the ground floor which will remain the same. Councilmember Walters inquired about the Downtown Neighborhood Associations stance on the change in the facility parking hours. He was under the impression that the DNA was against the change in hours because it would limit customers. City Manager Dorgan stated that as of his last meeting with DNA he believes they were supportive of the design in the change in hours for the facility. Committee of the Whole October 13, 2004 Page 2 Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve changes in the parking hours for the Spring Street parking facility. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Remove Parking Restrictions on the East Side of Geneva Street between Chicago and Dupage Streets Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to remove the parking restriction on the East Side of Geneva Street between Chicago and DuPage Streets. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Rodgers, Sandor, Walters and Mayor Schock. Nays:None. Consideration of Overnight Parking Restrictions Along Both Sides of Stephen Avenue Councilmember Sandor made a brief request asking that staff in the future provide a map of the area that is being considered for change, stating that it would be easier to make a decision if they could see the area described on a map. Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve overnight parking restrictions along both sides of Stephen Avenue between the hours of 2:00 a.m. and 6:00a.m. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Remaining Dates in the 2005 Budget Schedule Councilmember Sandor questioned if enough time had been allotted to discuss the budget and asked Mr. Dorgan if he believed the Council should allocate more time for the discussion. Mr. Dorgan responded that four hours was the amount of time that was established during last year's budget presentation. He believed the budget presentation for this year would be similar in length and if more time was needed that the presentation time could be shortened for discussion. He also indicated that it would not be difficult to take additional time to accommodate the discussions if needed. Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the remaining steps and actions necessary in order to adopt the 2005 Budget and 2005-2009 Financial plan and accept the proposed budget schedule as follows: Presentation of Proposed Levy—November 3, 2004, at 6 p.m. City Council Budget Discussion—November 8, 2004, from 3:30 to 7:30 p.m. Formal Budget Hearing—November 17, 2004, at 7 p.m. Truth in Taxation Hearing—December 1, 2004, at 7 p.m. Budget Adoption -December 15, 2004, at 7 p.m. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole October 13, 2004 Page 3 Consideration to Award a Contract to Virchow, Krause& Company, LLP for Overtime Cost Analysis for Police and Fire Services Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to award a contract for professional services to Virchow, Krause & Company, LLP to complete an analysis of City costs for providing overtime compensation for police and fire services. Councilmember Rodgers stated that to her understanding the reason overtime is being taken by police officers and firefighters was lack of personnel. She believes that because the City is already aware of the reason for overtime, instead of doing the survey we should reestablish the Fire Safety program that was discontinued due to lack of funds. Councilmember Figueroa inquired as to what the estimated cost of overtime hours for this year was and how much over budget the City currently is. He also wanted to get an estimate of the savings the study would provide and what benefits it would provide. Mr. Dorgan stated that the current total was $1.2 million over the allotted budget and that overtime would always be needed. The City has been looking at ways to reduce and save in regards to the overtime hours, and he believes that by doing the study the City will save four to five times the amount spent. City Manager Dorgan stated that he believes the study will give us an objective view and open new avenues to save and reduce overtime hours by helping with reorganization of police patrols and the distribution of hours during shifts. He also agreed with Councilmember Rodgers statement that the Police and Fire departments had some personnel shortages due to worker's compensation injuries, early retirement, and position vacancies. City Manager Dorgan asked Assistant City Manager Sean Stegall to address the reasons for and purpose of the study. Assistant City Manager Sean Stegall stated the motivation behind doing the study was the increase in overtime hours over ten percent from last year. Mr. Stegall stated that overtime is inherent to the job that police and firefighters perform, but the study will allow us to make a comparison with some of the surrounding communities and make sure that our budget is in line with what is reasonable and expected. Some of the other reasons for conducting the study are to gain a more complete picture on why we have such a large number of overtime hours,to learn more about the hours required for overtime, and possibly decrease the number of hours used. Councilmember Gilliam stated that City Manager Dorgan and staff should be commended for looking into the matter of overtime hours. He agrees with Mr. Dorgan and that a study should be conducted to figure out why the City is so far above budget in this matter. Councilmembers Figueroa and Rodgers agreed that the matter of overtime hours needs to be looked into,but because there is already a form in place that an officer must fill out stating why they are taking overtime,they believe the study is redundant and the City could save the $30,000 and apply it to another area where it may be needed. Another concern mentioned was why the police and fire departments couldn't conduct their own survey instead of hiring an outside source that costs the City additional funds. Committee of the Whole October 13, 2004 Page 4 Police Chief Miller was asked to comment on what the main cause of overtime in the police department was, and he responded by saying it was a combination of many different things. The current form that officers fill out has six or seven different categories and the officers could be using overtime for things that include completion of tasks, court overtime and emergency situations that they are called in for. He believes that this study will give the City more of an analysis on how the City compares to similar communities. It will also allow us to determine if additional personnel are needed, to make recommendations for operational changes in procedures, and by possibly reallocating some of the officers to different patrols to be more effective. Councilmember Sandor will support this study,but is reticent to spend $30,000 to complete it unless the City agrees to follow up by putting in some sort of an internal audit function. Otherwise it is likely that the departments will continue on as they are currently, and no changes will be implemented. He believes that by establishing an audit system the City can monitor the departments and make sure that they are complying with the new operations that may be put into place by the study. It will also be an effective tool to determine if the new procedures are working as planned or causing more difficulty. Councilmember Walters stated that the Council has always tried to decrease overtime hours and reduce expenses and he doesn't see that changing anytime in the near future He expressed rib* concern that the study would be paid for out of River Boat funds. City Manager Dorgan explained that it would be taken out of the Riverboat fund because that is currently where money is available and that is part of what the money was intended for. Mayor Schock stated that the fact that funding for the study was included in the budget indicates that there has obviously been some concern for some time about the escalating overtime costs. He believes that it sometimes takes an objective viewpoint to call attention to certain facts, and he would be surprised if the City didn't save more than the $30,000 dollars that the study is costing by having a reduction of overtime costs. He thinks that it will be money well spent if the study helps create procedures and routines to reduce overtime. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Sandor, Walters and Mayor Schock. Nays: Rodgers. Consideration of an Amendment to the "Public Parks: General Regulations" Ordinance to Change the Closing and Opening Times for all City Parks Councilmember Rodgers asked if the change in hours for the parks apply in the summertime. General Services Group Director Lawry responded that the hours for the park would be constant throughout all the seasons including summer. Councilmember Walters stated that the time restrictions do not apply to the lighted fields, like the tennis courts and baseball fields. r Committee of the Whole October 13, 2004 Page 5 Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to approve the amendment to Chapter 12.08 of the Elgin Municipal Code, 1976, as amended, entitled"Public Parks; General Regulations"establishing the opening time for parks at sunrise and the closing time for parks at sunset. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Program Year 2005-2006 Community Development Block Grant Hearing Process Councilmember Sandor wanted clarification that residents would not be able to double dip into this program if they are currently receiving funds from other programs. City Manager Dorgan responded stating that a list was being compiled and would be available for review by the time the budget discussions begin and that no double dipping into funds was allowed. Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to give priority funding to the Residential Rehabilitation Program, continue to promote subrecipient project management responsibilities, and approve the following dates for the CDBG hearing process: Initial Public Hearing—January 12, 2005 Work Session—February 9, 2005 Final Work Hearing—March 23, 2005 Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Approve a Salt Storage Agreement with Kane County for the 2004-2005 Winter Season Councilmember Walters would like to be able to do more with the County Government if possible and believes that the City and its residents all benefit tax wise. Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the agreement with Kane County for the use of a portion of the City's Public Works Facility to store salt during the 2004-05 winter season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Change Providers of Electrical Supply and Gas Supply Services City Manager Dorgan stated that per the memo that the Council received earlier that day, it is too late to change the City's utilities now as the time frame for the program has already expired. He would like the Council to authorize Staff to be able to change the utilities in the event that the ribk window of opportunity presents itself again within a three-month period. Committee of the Whole October 13, 2004 Page 6 Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to authorize the Fiscal Services Director to change providers of the electric supply and gas supply service as the market dictates for cost savings for a three-month period. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration to Accept Public Improvements in the Park Bluff Subdivision Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to accept the water main and sanitary sewer improvements for the Park Bluff Subdivision and direct staff to prepare the necessary resolution. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Change Order No. 1 for River Valley Land Improvement for Fire Station #6 Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve payment for a change order to River Valley Land Improvement Co. in the amount of$9,984.36. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Purchase of an Ambulance from Marque Inc. Councilmember Sandor asked for confirmation that the ambulance will be on the streets by February of 2005. City Manager Dorgan responded with an affirmative and hopes that February would be the latest it would be available. Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to award a contract for the purchase of an ambulance in the amount of$96,409. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Engineering Service Agreement for Casa Linda Site Preparation Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to enter into the aforesaid agreement with V3 Consultants for the amount of$70,650. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Announcements from Staff Community Development Director Deering gave a status report concerning the overcrowding issues and described new initiatives that have been developed by Staff to combat the issue. These initiatives include establishing a Good Neighborhood program, which would be a conflict resolution type of approach to some of the issues, hiring a tenth code enforcement officer to cover weekends and evenings, looking at amending the maximum occupancy regulations at a Committee of the Whole October 13, 2004 Page 7 r national level, and possibly implementing an amortization program for units with insufficient parking. Mayor Schock requested that discussion concerning targeting dubious real estate listings that are an invitation to overcrowd properties be added.. He would like to explore ways to work with the real estate community to explore what the City's options are to discourage this type of listing. Councilmember Rodgers stated that she believes Public Information Specialist Marth is working with the Fox Valley Realtor Association and the Code Administration Department to put together something for the realtors that would be available in 2005. Mayor Schock responded that he did not believe it was a lack of knowledge of the code on the realtors' part, and wants Staff to consider all the possible reasons why someone would list a property and invite overcrowding. Announcements from Council Councilmember Rodgers met with a physically challenged resident who has been having difficulty maneuvering about the City for grocery shopping using public sidewalks. The resident also damaged her wheelchair when getting out of her van in a handicapped parking spot in the Silver Lake Restaurant parking lot. Councilmember Rodgers would like Staff to look into these issues. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn to 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. 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 Purchase or Lease of Real Property for the Use of the Public Body-Exempt Under Section 12012(c)(5) of the Open Meetings Act The meeting adjourned at 6:35 p.m. / .,..� 1.4l,i,zd October 27, 2004 Je fer Q ton, Deputy City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING October 27, 2004 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 October 13, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation by Day One Network Joyce Helander, Executive Director for Day One Network, formerly known as Kane Kendall Service Coordinators, stated that the purpose of the presentation was to let the Elgin community know this organization exists and to acquaint people with the services they provide. They are the front door to service systems, and the majority of their funding comes from the State of Illinois. They have programs ranging from infants to seniors. Their missions is to further the dignity of life and community interaction of individuals with disabilities who reside in Kane/Kendall Counties and Hanover Township of Cook County. They provide access to information and referral to appropriate community services. Consideration of a Purchase of Service Agreement with Public Action to Deliver Shelter Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the Purchase Service Agreement with Public Action to Deliver Shelter(P.A.D.S.) in the amount of $30,400. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Acceptance of An Easement for Public Utilities for Property Located at 1881 Larkin Avenue Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to accept an Easement Agreement with AAP Elgin Partnership for public utilities at 1881 Larkin Avenue. 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 Countryfield Subdivision Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to accept water main and sanitary sewer improvements in the Countryfield Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole October 27, 2004 Page 2 Consideration of Acceptance of Public Improvements in the NEP Subdivision Councilmember Rodgers made a motion, seconded by Councilmember Walters, to accept water main and sanitary sewer improvements for the NEP Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Proposed Amendments to the Host City Agreement with Waste Management Regarding a Proposed Solid Waste Transfer Station Peter Bazos, on behalf of Waste Management, described what had previously occurred regarding the two proposals from Midwest Compost and Waste Management for a solid waste transfer station. Midwest Compost and Waste Management entered into discussions which resulted in a single proposal and an agreement with the Village of Bartlett not to oppose the proposal for a solid waste transfer station. Charles Murphy of Midwest Compost will become a final partner in the Waste Management proposal. Mr. Bazos stated that Waste Management has agreed to two changes that the City staff requested. First, instead of a flat $1.80 per ton host fee to be paid to the City, Waste Management has agreed to a graduated fee so that $1.80 will apply to the first 1500 tons and they will pay$1.90 per ton for anything over 1500 tons up to a maximum of 3000 tons. Secondly, the City had previously negotiated an amendment to its hauling contract with Waste Management which gave the City the option to extend the Waste Management contract for two years if the City wanted to do so. Recently, the City requested and Waste Management agreed to give the City two 2-year options to extend the agreement on the hauling contract. Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve the proposed First Amended Host City Agreement, as amended in accordance with the above two changes as outlined, regarding a proposed solid waste transfer station south of Bluff City Boulevard. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Acceptance of United States Department of Justice 2004 Block Grant Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to accept the block 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 expenditure of these funds. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. r Committee of the Whole October 27, 2004 Page 3 Consideration of Proposed Amendments to Liquor Code Concerning Class R License Classification and Young Adult Night Permit Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to table consideration of the proposed amendments to the Liquor Code. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Boundary Agreement with the Village of South Elgin Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the Intergovernmental Agreement between the Village of South Elgin and the City of Elgin regarding jurisdictional boundaries. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Announcements from Staff City Manager Dorgan recognized Mike Lehman for the great job he did in filling the role of Interim Parks and Recreation Director. Mr. Dorgan introduced Randy Reopelle, who has had 27 years experience in the parks and recreation field, as Elgin's new Parks and Recreation Director Announcements from Council Councilmember Sandor stated the Illinois Fire Inspectors Association recently honored Rich Dunn of the Elgin Fire Department for his work with FEMA over the past year. The association also honored retired Deputy Fire Chief Bill Freiberg for his work on the residential fire sprinkler task force. Mayor Schock stated he wanted to bring the Council up-to-date on the emergency meeting of the Metra Board he attended on Monday. The issue is that since the Regional Transportation Authority(RTA) was created there has been an agreement between how the sales tax revenue collected in the six-county area would be distributed to Chicago Transit Authority(CTA), Metra and Pace. The reason for the emergency meeting was that the CTA has announced that it is facing an$82 million deficit for the coming year, so they have approached the General Assembly in an attempt to change the funding formula, which would result in funds being taken from Metra and Pace and diverted to the CTA. The Metra Board asked for an expression of the City's support in opposition to that proposal and the fact that the formula has worked well. The Chicago transportation network has been recognized as being a model in the country in terms of the efficiency and cooperation between the City and the suburbs. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn to Executive Session for the purpose of discussing the following matter. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole October 27, 2004 Page 4 Purchase or Lease of Real Property for the Use of the Public Body—Exempt Under Section 120/2(5) of the Open Meetings Act. The meeting adjourned at 6:38 p.m. IJOAAILL.A .-4 /4 • _ November 17, 2004 Dolonna Mecum, 1 y Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING November 3, 2004 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. Presentation of the Combined Sewer Separation Study Public Works Director Loete introduced Dana Carroll of Carroll Engineering and Associates who made a presentation regarding the combined sewer separation study. He gave the project background which included information regarding the regulatory environment,previous studies and plans, and the approach for the current study. The study alternatives included separate storm sewers, overflow control, and overflow treatment. Their recommendation is sewer separation in that it is a better response to the regulatory environment. Approximately 70 to 75 percent of the east side of Elgin already has sewer separation. Mr. Carroll displayed maps indicating the areas for high, medium and low priority action plans. The estimated cost for the entire separation project is $25 million. Consideration of Comprehensive Plan Amendment(Amendments to the Far West Planning Area Development and Design Guidelines) (Petition 65-04) Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve Petition 65-04 requesting various amendments to the Far West Planning Area Development and design Guidelines (2002)Adopted as an Amendment to the Comprehensive Plan (1983) and the Far West Area Plan (1996). Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Agreement with Kane County Accepting a Grant to Fund Household Hazardous Waste Collection Services Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to approve the agreement with Kane County to accept a grant of up to $25,000 to help fund the City's Household Hazardous Waste Collection Program and authorize the City Manager to execute the agreement. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Sole Source Household Hazardous Waste Contract with Curbside,Inc. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the sole source contract award with Curbside, Inc. in an amount not to exceed $50,000 annually to provide household hazardous waste collection and disposal services to Elgin residents. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Committee of the Whole November 3, 2004 Page 2 r Schock. Nays: None. Consideration of Amendments to Elgin Municipal Code Governing the Sale of Refuse Disposal Stickers Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed amendments to Section 9.24 of the Elgin Municipal Code regulating the sale of refuse disposal stickers used in the City's Solid Waste Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Acceptance of Easements for Public Sidewalk and Public Utilities for Property Located at 990 South Randall Road Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to accept the easement agreements with Bowes and Randall LLC for public sidewalk and public utilities at 990 South Randall Road in Elgin. 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 shared his concerns about the fact that the firms preparing the fiscal impact studies regarding proposed developments have been chosen by the developer and then given to the Council. For the past two weeks, members of the Council have been asking staff and the city manager to review these reports and give the Council an analysis. Councilmember Figueroa stated that he understands that the methodology being used is one of many methods to determine the cost related to a development. To insure consistency in the methodology and to make sure that the report is being done for the City and not for the developer, he would like to have the City Council consider a policy to require each developer to pay for the economic impact study and provide a copy to the Planning and Development Commission at the time they are going to review the development so that they can participate in the process of making sure that the numbers work. If they have any questions or concerns, this would be the time to raise the issue before they make a recommendation to the Council. Mayor Schock stated that a motion would be appropriate asking staff to bring forth a policy which could be considered and voted on at the regular meeting on November 17. Councilmember Sandor stated that he concurs with Councilmember Figueroa and believes this is long overdue. He stated that we should work with the firms selected by the City to develop the assumptions to be used in the studies and to apply the facts of the development to the assumption that we have created. The assumptions in a number of the reports that have been received do not match the facts of what goes on in Elgin. Mayor Schock asked Community Development Director Deering whether it was his intention to do what Councilmember Sandor suggested, and Mr. Deering said that it was. Councilmember Rodgers asked that more realistic numbers be used with reference to the school portion of the studies. Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, as follows: Have staff develop a policy to enter into contracts with firms for fiscal impact studies regarding Committee of the Whole November 3, 2004 Page 3 flak proposed developments, to require the developer to pay for the study, and to have the studies done in a timely manner so that they are available to the Planning and Development Commission when they consider the development. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Figueroa stated that the Cultural Arts Commission wants direction regarding whether it can award grants to groups who have received funding from the City through another program in the same year. Discussion was held regarding the Council's discussion during consideration of Community Development Block Grant funding about only allowing a group to receive funding once from the City during any one year. The City Clerk was asked to research whether a motion was made or whether it was a suggestion for future funding decisions. Councilmember Rodgers asked City Manager Dorgan whether any progress has been made regarding seniors getting bus transportation to the Senior Services facility on McLean Boulevard. Mr. Dorgan said that he had made a call but has not had a response yet. Adjournment Councilmember Sandor 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 6:46 p.m. r November 17, 2004 Dolonna Mecum, City Clerk Date Approved r SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING November 8, 2004 The special Committee of the Whole Budget Meeting was called to order by Mayor Schock on November 8, 2004, at 3:38 p.m. in The Centre, West Conference Room. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Consideration of the Truth in Taxation Act Requirements and Scheduling Truth in Taxation Public Hearing on December 1, 2004 Fiscal Services Director Nowicki gave an overview regarding the statutory requirements regarding holding a Truth in Taxation Public Hearing and recommended that the hearing be held December 1, 2004. Councilmember Sandor made a motion, seconded by Councilmember Walters, to schedule the Truth in Taxation Public Hearing at the Council's regular meeting on December 1, 2004. Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Presentation of 2005 Budget and 2005-2009 Financial Plan City Manager Dorgan gave an overview of the proposed 2005 budget and 2005-2009 financial plan and stated that there is more flexibility for the 2005 budget than there has been for the past couple years. The reasons are the telecommunications tax, which became effective July 1, 2004, and a vibrant housing market. The projected revenue includes increased revenue received from property taxes and building permits, but it does not include any increase in sales or income taxes. The proposed budget provides for several new initiatives which are part of the new "Year of the Neighborhood"program. A proposed allocation of$500,000 is included which would allow the City to buy, renovate, and sell problem properties. An allocation of$150,000 is proposed for the new Property Improvement Program which will provide financial assistance to qualifying homeowners to make cosmetic improvements to their homes such as painting their home or removing siding or chain-link fences. Funding increases are also proposed for the City's existing Multi-Family De-conversion Program, Mid-Block Street Lighting Program, and Neighborhood Improvement Grant Program. The proposed budget includes 14 decision packages which provide for additional personnel, spring clean-up, and local cable programming services. Increased health insurance costs, police and fire pension contributions, and overtime pay remain areas of concern. The riverboat fund was reviewed. Projects proposed to be funded with riverboat revenue include construction of a building for Elgin Recreation Center, Festival Park, Center City traffic signal replacement, and a regional park in the Far West Area. It is recommended that funding for the Committee of the Whole November 8, 2004 Page 2 not-for-profit organizations remain the same as for 2004. The Water, Sewer, and TIP Funds were also reviewed. In 2005 the City will be managing new development and redevelopment, continuing to focus on gang crime, strengthening the operations of the Parks and Recreation Department, continuing to monitor legislative issues, and implementing a staff reorganization plan. Consideration and Discussion Regarding 2005 Budget and 2005-2009 Financial Plan Discussion was held regarding re-establishing a fire safety program in the grade schools. City Manager Dorgan stated that the budget team was reluctant to put this item back in the budget because it involves overtime cost. He believes it would be more appropriate to wait until the results of the overtime study have been received to consider adding this $30,000 decision package into the budget. It was suggested that the Fire Department review their budget to determine whether the program can be re-established without an increase in their budget. Discussion was also held regarding adding funding for driveway replacement to the projects which would be considered under the new Property Improvement Program. It was pointed out that contractors working on a street resurfacing project will usually offer discounted prices for eik driveway replacement in the neighborhood in which they are already working. Discussion was also held regarding factors that are considered when prioritizing street improvement projects. As revenues increase in the general fund, it was suggested that funding for some capital items again come out of the general fund in that certain items such street improvements, police and fire vehicles will need to be paid for even if riverboat revenue decreases. In response to an inquiry why a membership fee increase for The Centre is not proposed, City Manager Dorgan stated that it is suggested they wait until the consultant has finished the fee study to determine whether the current fees are appropriate. It was suggested that a discussion be held in the future as to what is an acceptable level of operating deficit for The Centre, the golf courses,pools, and Hemmens and advise the public what the expectations are. Discussion was held regarding conducting a special census. City Manager Dorgan stated that it appears that the year 2007 would be the most appropriate year to have a special census, and funds for that purpose are currently budgeted for 2007. Because of the cost of holding a special census, it was emphasized that it is important to make sure that the anticipated additional revenue covers the cost of the special census. r Committee of the Whole November 8, 2004 Page 3 r Announcements Regarding 2005 Budget and 2005-2009 Financial Plan Mayor Schock announced that the formal budget hearing will be held on November 17, 2004, the Truth in Taxation Hearing will be held on December 1, 2004, and the Budget will be adopted on December 15, 2004. Adjournment 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 5:17 p.m. December 15, 2004 Dolonna Mecum, City Clerk Date Approved • SPECIAL COMMITTEE OF THE WHOLE MEETING November 15, 2004 The special Committee of the Whole meeting was called to order by Mayor Schock on November 15, 2004, at 3:42 p.m. in The Centre, West Conference Room. Present: Councilmembers Figueroa(arrived at 3:44 p.m.), Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Presentation and Review of Development Proposals for the Former Gail Borden Library Site, 200 North Grove Avenue Presentations were made by four development firms in response to the City's request for proposals for the redevelopment of the former Gail Borden Library site at 200 North Grove Avenue (southwest corner of Kimball Street and Grove Avenue). The Hummel Group, consisting of Tinaglia Architects, Lakota Group, Mid-America Real Estate, and Downtown Strategies, presented a proposal called River North, which includes residential (including luxury condominiums), retail, office space, a restaurant by the river, and underground parking. They gave a financial summary and stated that they would be asking the City for $7,200,000 in assistance over two years in addition to donation of the land. The Toll Brothers Group, which included Balsamo, Olson & Lewis, Manhard Consulting, and r Lannert Group, stated that they want to build a gateway into the community to be called The Reserve at Walton Passage. Their proposal is to make the river the focal point of the development, and they have designed the site so that the public feels invited onto the property by creating a unique focal point at the corner of Kimball and Grove. Their development would include residential towers,townhouse buildings along the river, underground parking, and retail on the first floor level on Kimball and perhaps Grove. In response to the Council's inquiry regarding what type of financial incentive they are seeking, they stated that it would depend on how much public parking the City wants and retailers need. The Beitler Company, which included DeStefano Architects and Walsh Consultants, suggested affordable condominiums and apartments that could be targeted to retirees. They believe that just building high-end residential would be a mistake and could create a glut because of the other high-end residential projects currently being built. They propose dedicating buildings to retail space, offices, and medical facilities. They realize the City would like a restaurant, but that would have to be explored. Financial incentives would have to be discussed. Councilmembers were not receptive to this proposal stating they would like upscale housing and retail space at this site. Ryan Companies, which included Hitchcock Design Group, Legatt Architects, and RSC & Associates, presented their proposal for Water Street Place which includes luxury condominiums and lofts as well as brownstones to be built along Grove Avenue. The proposal would include a plaza for shopping and dining with high—end retailers. A road to be called Water Street would run through the center of the property. A variety of restaurants by the river, which would be used at all times of the day, is proposed to bring traffic inside the site. Underground and surface parking is proposed. Financial support they are seeking includes demolition of the building, development rights, and assistance for constructing the street, streetscape, and public parking. Committee of the Whole November 15, 2004 Page 2 The Council directed staff to meet with Hummel Group, Toll Brothers, and Ryan Companies to refine their proposals, taking into account Councilmembers' comments, and to bring back to the Council an overview of each of the projects. Adjournment Councilmember Sandor 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 8:30 p.m. d December 15, 2004 Do onna Mecum, City lerk Date Approved r SPECIAL COMMITTEE OF THE WHOLE MEETING November 15, 2004 The special Committee of the Whole meeting was called to order by Mayor Schock on November 15, 2004, at 3:42 p.m. in The Centre, West Conference Room. Present: Councilmembers Figueroa(arrived at 3:44 p.m.), Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Presentation and Review of Development Proposals for the Former Gail Borden Library Site, 200 North Grove Avenue Presentations were made by four development firms in response to the City's request for proposals for the redevelopment of the former Gail Borden Library site at 200 North Grove Avenue (southwest corner of Kimball Street and Grove Avenue). The Hummel Group, consisting of Tinaglia Architects, Lakota Group, Mid-America Real Estate, and Downtown Strategies, presented a proposal called River North, which includes residential (including luxury condominiums), retail, office space, a restaurant by the river, and underground parking. They gave a financial summary and stated that they would be asking the City for $7,200,000 in assistance over two years in addition to donation of the land. The Toll Brothers Group, which included Balsamo, Olson & Lewis, Manhard Consulting, and elk Lannert Group, stated that they want to build a gateway into the community to be called The Reserve at Walton Passage. Their proposal is to make the river the focal point of the development, and they have designed the site so that the public feels invited onto the property by creating a unique focal point at the corner of Kimball and Grove. Their development would include residential towers, townhouse buildings along the river, underground parking, and retail on the first floor level on Kimball and perhaps Grove. In response to the Council's inquiry regarding what type of financial incentive they are seeking, they stated that it would depend on how much public parking the City wants and retailers need. The Beitler Company, which included DeStefano Architects and Walsh Consultants, suggested affordable condominiums and apartments that could be targeted to retirees. They believe that just building high-end residential would be a mistake and could create a glut because of the other high-end residential projects currently being built. They propose dedicating buildings to retail space, offices, and medical facilities. They realize the City would like a restaurant, but that would have to be explored. Financial incentives would have to be discussed. Councilmembers were not receptive to this proposal stating they would like upscale housing and retail space at this site. Ryan Companies, which included Hitchcock Design Group, Legatt Architects, and RSC & Associates, presented their proposal for Water Street Place which includes luxury condominiums and lofts as well as brownstones to be built along Grove Avenue. The proposal would include a plaza for shopping and dining with high—end retailers. A road to be called Water Street would run through the center of the property. A variety of restaurants by the river, which would be used at all times of the day, is proposed to bring traffic inside the site. Underground and surface parking is proposed. Financial support they are seeking includes demolition of the building, rdevelopment rights, and assistance for constructing the street, streetscape, and public parking. Committee of the Whole November 15, 2004 Page 2 The Council directed staff to meet with Hummel Group, Toll Brothers, and Ryan Companies to refine their proposals, taking into account Councilmembers' comments, and to bring back to the Council an overview of each of the projects. Adjournment Councilmember Sandor 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 8:30 p.m. - December 15, 2004 Do onna Mecum, City lerk Date Approved r r COMMITTEE OF THE WHOLE MEETING November 17, 2004 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 Sandor, to approve the minutes of the October 27, 2004 and November 3, 2004, regular meetings. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation of the 2005 Budget and 2005-2009 Financial Plan City Manager Dorgan gave a presentation regarding the proposed 2005 budget, which totals $254,716.590. The proposed 2005 budget provides the Council with the most flexibility since the 2001 budget. It includes the local option telecommunications tax, which will provide for public safety needs and improved housing stock, and increased revenue from real estate taxes due to a vibrant housing market. A new initiative, "Year of the Neighborhood," includes funding which would allow the City to purchase,renovate, and sell problem properties, and it increases the allocations for the existing multi-family deconversion and mid-block street light programs. Also included is an allocation of $150,000 to help qualifying residents make cosmetic improvements to their homes, such as painting their homes and removing siding or chain-link fences. The budget also reflects the increased cost of health insurance, police and fire pension contributions, and overtime pay. The proposed budget includes 14 decision packages which provide for additional personnel, spring clean-up, and local cable programming services. Projected riverboat revenues and new 2005 projects proposed to be funded with riverboat revenue were outlined and include construction of a building for Elgin Recreation Center, Festival Park, Center City traffic signal replacement, and a regional park in the Far West Area. Water and Sewer funds were also reviewed. It was explained that water and sewer rates have to be increased to cover the cost of inflation in salaries and materials and also to cover the cost of increased regulatory mandates. Councilman Sandor asked about reinstatement of the fire safety program for elementary schoolchildren. Mr. Dorgan stated that it was his understanding that reinstatement of the program would be considered after completion of the overtime study and also after the fire department had determined whether it was possible to do the program out of their current budget. Councilman Sandor asked that if overtime is the issue, that the DARE program run by the police department be reviewed prior to the budget being voted on. Committee of the Whole November 17, 2004 rob, Page 2 Presentation on New City of Elgin Website Meredith Marth, Interim Public Information Officer, gave a presentation of the City's new website, which makes it easier to find information. Jeff Massey, MIS Director, stated that another reason for updating the website was to have it hosted off-site and in a professional environment operated by Civic Plus,which hosts a number of municipal websites. Ms. Marth compared the old and new sites, displayed the various website pages and highlighted the new features available on the site. The Mayor and Councilmembers were very pleased and highly complimentary about the new and improved website. Consideration of the Schedule of 2005 City Council Meetings Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to authorize the adoption of the proposed resolution setting forth the schedule of City Council Meetings for 2005. Discussion was held about changing the December meetings to December 7 and 21 rather than December 14 and 28, as proposed. By agreement, the motion was amended to reflect that the proposed resolution would be changed to provide that the December meetings would be December 7 and 21. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Holiday Gift Certificates for City Employees Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve $25 gift certificates for all active employees on the December 3rd payroll for a total cost of approximately$23,688. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Prior Service Authorization for James Bell Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the purchase of out-of-state service by employee, James Bell, current Parks Superintendent for the City of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Issuance of 501(c)(3) Bonds ($13.52 million)—Harvest Bible Chapel Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the issuance of$13.52 million in Adjustable Rate Demand Revenue Bonds, Series 2004, for the Harvest Christian Academy Project for the Harvest Bible Chapel. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole November 17, 2004 Page 3 Consideration of the Installation of Stop Signs in the Country Brook, Country Trails, and Parkwood Neighborhoods Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the recommendation by the Neighborhood Services Committee that Chapter 11.32.030 of the Elgin Municipal Code entitled "Stop Intersections"be amended to include the list of forty-four intersections which have been determined to be currently uncontrolled intersections in the Country Brook, Country Trails and Parkwood Neighborhoods. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Agreement with Hampton, Lenzini, and Renwick for Engineering Services for the 2005-07 Motor Fuel Tax Program Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the agreement with Hampton, Lenzini, and Renwick to provide engineering services for the contract maintenance portion of the 2005-07 Motor Fuel Tax Programs in an amount not to exceed $140,000 annually. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. r Consideration of an Engineering Services Agreement with Robert H. Anderson & Associates for the Bent Street Sewer Separation Project(Phase 2) Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the agreement with Robert H. Anderson &Associates for engineering services for the Bent Street Sewer Separation Project(Phase 2) in the lump sum amount of$13,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Facade Improvement Program Amendments Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the amendment to the Façade Improvement Program to allow for the City's retroactive participation and the funding of secondary facades at a reduced level of 20% in the Center City area and 35% in the State and National Street area. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to amend the motion by reducing the funding of secondary facades even further to 15% in the Center City area and 25% in the State and National Street area. Upon a roll call vote of the amendment to the motion: Yeas: Councilmembers Figueroa, Rodgers, and Sandor. Nays: Gilliam, Walters, and Mayor Schock. Upon a roll call vote of the original motion as proposed: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole November 17, 2004 Page 4 Consideration of a Facade Project for 201-203 %2 East Chicago Street Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve Phases I and II of the Façade Improvement project for the property located at 201-203%2 East Chicago Street to be funded in the amount of$34,291.35. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Appointments to Elgin Area Convention and Visitors Bureau Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to reappoint Margaret (Peggie) Stromberg and Robert Gilliam to the Elgin Area Convention and Visitors Bureau. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa asked for a report of whether a motion had previously been approved prohibiting a group from receiving funding from the City more than once during any one year. City Clerk Mecum stated that no motion had been made. Councilmember Walters stated that he was pleased to be the City's representative at the St.Edwards Girls Volley Ball Kickoff as they prepared to go downstate for the tournament. They were very successful and finished fourth in the State of Illinois in Class A Volley Ball. It was a wonderful event for the City of Elgin and all the kids from Elgin who go to St.Edwards. It was a real pleasure to be there. Mayor Schock suggested that they be invited for a more formal recognition. Adjournment Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to adjourn to the executive session. 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 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 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 • 1 Committee of the Whole • November 17, 2004 Page 5 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 The meeting adjourned at 6:53 p.m. Cdt-recht.frue fittae.44-",-- Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING December 1, 2004 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(arrived at 6:02 p.m.), Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve the minutes of the November 17, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Councilmember Figueroa arrived at 6:02 p.m. Consideration of Chiller Overhaul for Hemmens Cultural Center Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize a contract with Trane Chicago in the amount of$22,176.00 for compressor inspection, re- gasketing, and capacity control service on one of the two chillers. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Maintenance Agreement with Motorola for the Computer Aided Dispatch System Councilmember Rodgers made a motion, seconded by Councilmember Gilliam, to authorize the City Manager to enter into a contract with Motorola for maintenance and support in the amount of$87,459. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Contract for a Larkin Center School Liaison Officer Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize a contract with the Larkin Center to provide police services in the form of a School Liaison Officer. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Purchase of Light Emitting Diode Traffic Signal Heads Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the subject agreement with Brown Traffic Products, Inc. in an amount of$58,167.50 and authorized staff to execute the necessary documents. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. r Committee of the Whole December 1, 2004 Page 2 Consideration of the HOPE Fair Housing Center's Community Development Block Grant Sub-recipient Agreement Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the Sub-Recipient Agreement between the City of Elgin and HOPE Fair Housing Center in the amount of$50,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Contract for Aerial Photography Project Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to award a sole source contract to AirPhoto USA in the amount of$24,525 to provide the City updated Aerial Photography. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Revisions to the Residential Rehabilitation Ordinance of the City of Elgin, Chapter 2.30 of the Elgin Municipal Code Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the changes to the Residential Rehabilitation Grant Program and the revised Residential Rehabilitation Grant Ordinance of the City of Elgin, Chapter 2.30 of the Elgin Municipal Code by increasing the maximum individual funding level from $5,000 to $15,000. Community Development Director Deering stated that staff believes this change will provide a greater benefit to the City and to the low and moderate income residents receiving the assistance in that it would allow them to correct more costly code violations. After discussion regarding the advantages and disadvantages of revising the program, it was suggested that this be done on a one-year trial basis and a report be brought back to the Council at the end of that period reflecting the number of properties served and extent of the repairs made. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Revision to the City's Investment Policy Ordinance #S13-02 Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the recommended revisions to the City's Investment Policy(Ordinance # S13-02). Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. r Committee of the Whole December 1, 2004 Page 3 Consideration of Fire Protection Agreements for 2005 Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the 2005 Fire Protection Agreements for ITW, DSM Desotech, St. Charles Properties, and Eagles Club properties located outside the city limits. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Engineering Services for Water Department Emergency Power Backup Councilmember Walters made a motion, seconded by Councilmember Figueroa, to award an agreement with Black &Veatch Corporation for the engineering design, equipment procurement, and bidding services for the Water Department Emergency Power Backup equipment in the amount of$206,400. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Removal of No Right Turn on Red Northbound on McLean Boulevard Turning East onto Wing Street Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the recommendation of the Neighborhood Services Committee to amend City Ordinance Chapter 11.14 Section 11.14.030, to amend a City ordinance to remove the "no right turn on red" northbound on McLean Boulevard turning east onto Wing Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Request for a Southbound One-Way Street on Wellington Avenue from Bent to Hastings Street Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the recommendation of the Neighborhood Services Committee to amend City Ordinance Chapter 11.24 Section 11.24.030, making Wellington Avenue starting at the intersection of Bent Street and continuing south to Hastings Street one way going south. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Request for Financial Assistance from Elgin Toyota for Site Cleanup at 970-1000 East Chicago Street Councilmember Gilliam made a motion, seconded by Councilmember Rodgers, to authorize an agreement with Elgin Toyota in the amount of$75,000 to assist with costs related to building demolition and site cleanup at 970-1000 East Chicago Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Sandor, Walters and Mayor Schock. Nays: Councilmember Rodgers. r Committee of the Whole December 1, 2004 Page 4 Consideration of Change Order#2 for Elgin Sheet Metal for Fire Station #6 Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve payment for a change order to Elgin Sheet Metal for the construction of Fire Station#6 in the amount of$7,350.00. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Sole Source Purchase of Medical Telemetry Radio for Ambulance #3 Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a sole source contract with Alto Communications for the purchase of a medical telemetry radio for Ambulance #3 in the amount of$4,950. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Sole Source Purchase of Mobile Data Terminal and Radios for Ambulance #3 Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve a sole source contract with Motorola for the purchase of a Motorola MW 800 Mobile Data Terminal, two mobile radios, and one portable radio for Ambulance #3 in the amount of$20,252.65. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of No-Parking Ban to Facilitate Leaf Pickup Mayor Schock stated that while attending neighborhood meetings recently the suggestion was made that consideration be given to implementing a system whereby parking on the street would be prohibited during leaf pickup hours on the day after each neighborhood's garbage pickup to facilitate more efficient and complete leaf pickup. That same system could be used for street sweeping. He requested that staff review the feasibility of implementing such a system and report back to the Council. Announcements from Staff City Manager Dorgan praised members of the Parks staff for the excellent job they have done regarding a number of visual improvements throughout the City including putting in pavers in the park on Chicago Street across from old Elgin High School, assisting with planting daffodils in coordination with Home Depot last fall, the addition of plantings, trees, and pavers in front of Hemmens and around City Hall, and improvements at Bluff City Cemetery and the median at Villa and Chicago Streets. Mr. Dorgan asked the following members of the Parks Department to come forward to be recognized for all the work they have done to beautify the City: Bill Schultz, Dennis Deihs, Liz Price, Paul Machowski, and Sam Mann. r Committee of the Whole December 1, 2004 Page 5 Announcements from Council Councilmember Figueroa stated that organizations are making plans for their 2005 festivals and are inquiring where the festivals will be held in view of the construction going on in various places where festivals have previously been held. City Manager Dorgan stated that coordination definitely is necessary so that all possible sites aren't torn up at the same time and the groups will need to be advised. Councilmember Walters thanked the emergency service personnel for doing a difficult job during the recent snow storm. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Walters, to adjourn to the executive session. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. 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 rk 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 Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open Meetings Act The meeting adjourned at 6:30 p.m. December 15, 2004 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING December 1, 2004 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(arrived at 6:02 p.m.), Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve the minutes of the November 17, 2004, regular meeting. Upon a roll call vote: Yeas: Councilmembers Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Councilmember Figueroa arrived at 6:02 p.m. Consideration of Chiller Overhaul for Hemmens Cultural Center Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize a contract with Trane Chicago in the amount of$22,176.00 for compressor inspection, re- gasketing, and capacity control service on one of the two chillers. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Maintenance Agreement with Motorola for the Computer Aided Dispatch System Councilmember Rodgers made a motion, seconded by Councilmember Gilliam, to authorize the City Manager to enter into a contract with Motorola for maintenance and support in the amount of$87,459. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Contract for a Larkin Center School Liaison Officer Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize a contract with the Larkin Center to provide police services in the form of a School Liaison Officer. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Purchase of Light Emitting Diode Traffic Signal Heads Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the subject agreement with Brown Traffic Products, Inc. in an amount of$58,167.50 and authorized staff to execute the necessary documents. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. r Committee of the Whole December 1, 2004 Page 2 re- Consideration of the HOPE Fair Housing Center's Community Development Block Grant Sub-recipient Agreement Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the Sub-Recipient Agreement between the City of Elgin and HOPE Fair Housing Center in the amount of$50,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Contract for Aerial Photography Project Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to award a sole source contract to AirPhoto USA in the amount of$24,525 to provide the City updated Aerial Photography. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Revisions to the Residential Rehabilitation Ordinance of the City of Elgin, Chapter 2.30 of the Elgin Municipal Code Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the changes to the Residential Rehabilitation Grant Program and the revised Residential Rehabilitation Grant Ordinance of the City of Elgin, Chapter 2.30 of the Elgin Municipal Code by increasing the maximum individual funding level from $5,000 to $15,000. Community Development Director Deering stated that staff believes this change will provide a greater benefit to the City and to the low and moderate income residents receiving the assistance in that it would allow them to correct more costly code violations. After discussion regarding the advantages and disadvantages of revising the program, it was suggested that this be done on a one-year trial basis and a report be brought back to the Council at the end of that period reflecting the number of properties served and extent of the repairs made. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Revision to the City's Investment Policy Ordinance #S13-02 Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the recommended revisions to the City's Investment Policy(Ordinance # S 13-02). Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. r Committee of the Whole December 1, 2004 Page 3 Consideration of Fire Protection Agreements for 2005 Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the 2005 Fire Protection Agreements for ITW, DSM Desotech, St. Charles Properties, and Eagles Club properties located outside the city limits. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Engineering Services for Water Department Emergency Power Backup Councilmember Walters made a motion, seconded by Councilmember Figueroa, to award an agreement with Black &Veatch Corporation for the engineering design, equipment procurement, and bidding services for the Water Department Emergency Power Backup equipment in the amount of$206,400. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Removal of No Right Turn on Red Northbound on McLean Boulevard Turning East onto Wing Street Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the recommendation of the Neighborhood Services Committee to amend City Ordinance Chapter 11.14 Section 11.14.030, to amend a City ordinance to remove the "no right turn on red" northbound on McLean Boulevard turning east onto Wing Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Request for a Southbound One-Way Street on Wellington Avenue from Bent to Hastings Street Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the recommendation of the Neighborhood Services Committee to amend City Ordinance Chapter 11.24 Section 11.24.030, making Wellington Avenue starting at the intersection of Bent Street and continuing south to Hastings Street one way going south. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Request for Financial Assistance from Elgin Toyota for Site Cleanup at 970-1000 East Chicago Street Councilmember Gilliam made a motion, seconded by Councilmember Rodgers, to authorize an agreement with Elgin Toyota in the amount of$75,000 to assist with costs related to building demolition and site cleanup at 970-1000 East Chicago Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Sandor, Walters and Mayor Schock. Nays: Councilmember Rodgers. r Committee of the Whole December 1, 2004 Page 4 Consideration of Change Order#2 for Elgin Sheet Metal for Fire Station #6 Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve payment for a change order to Elgin Sheet Metal for the construction of Fire Station#6 in the amount of$7,350.00. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Sole Source Purchase of Medical Telemetry Radio for Ambulance#3 Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a sole source contract with Alto Communications for the purchase of a medical telemetry radio for Ambulance #3 in the amount of$4,950. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Sole Source Purchase of Mobile Data Terminal and Radios for Ambulance#3 Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve a sole source contract with Motorola for the purchase of a Motorola MW 800 Mobile Data Terminal, two mobile radios, and one portable radio for Ambulance#3 in the amount of$20,252.65. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of No-Parking Ban to Facilitate Leaf Pickup Mayor Schock stated that while attending neighborhood meetings recently the suggestion was made that consideration be given to implementing a system whereby parking on the street would be prohibited during leaf pickup hours on the day after each neighborhood's garbage pickup to facilitate more efficient and complete leaf pickup. That same system could be used for street sweeping. He requested that staff review the feasibility of implementing such a system and report back to the Council. Announcements from Staff City Manager Dorgan praised members of the Parks staff for the excellent job they have done regarding a number of visual improvements throughout the City including putting in pavers in the park on Chicago Street across from old Elgin High School, assisting with planting daffodils in coordination with Home Depot last fall, the addition of plantings, trees, and pavers in front of Hemmens and around City Hall, and improvements at Bluff City Cemetery and the median at Villa and Chicago Streets. Mr. Dorgan asked the following members of the Parks Department to come forward to be recognized for all the work they have done to beautify the City: Bill Schultz, Dennis Deihs, Liz Price, Paul Machowski, and Sam Maim. Committee of the Whole December 1, 2004 Page 5 Announcements from Council Councilmember Figueroa stated that organizations are making plans for their 2005 festivals and are inquiring where the festivals will be held in view of the construction going on in various places where festivals have previously been held. City Manager Dorgan stated that coordination definitely is necessary so that all possible sites aren't torn up at the same time and the groups will need to be advised. Councilmember Walters thanked the emergency service personnel for doing a difficult job during the recent snow storm. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Walters, to adjourn to the executive session. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. 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 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 The meeting adjourned at 6:30 p.m. k2_ December 15, 2004 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING December 15, 2004 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 November 8 and November 15, 2004, special meetings and December 1, 2004 regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Ordinance Making Technical Amendments to Liquor Code and Creating One Additional Class R License Mayor Schock stated that an amended proposed ordinance has been prepared and distributed pertaining to various technical amendments. The provisions regarding the Class R liquor license classification in the original proposed ordinance have been eliminated because of technical flaws contained in the draft ordinance. An amended proposed ordinance regarding various technical amendments will be presented at tonight's Council meeting for passage by the City Council. Consideration of Upgrade and Enhancements to E911 Center and Creation of an Emergency Operations Center A resolution will be presented at tonight's Council meeting for adoption by the City Council. Presentation on Local Programming Assistant City Manager Stegall reviewed the history regarding restoring local cable programming. Interim Public Relations Officer Marth described the services to be provided by BTE Video, Inc. which include a semi-monthly program to be known as "Elgin Today" and a monthly program known as "Elgin Up-Close". The shows will highlight City events, services, programs, and other community events. City staff will continue taping and airing the Elgin City Council meetings. Pursuant to the Council's request that Planning and Development Commission meetings also be broadcast, they will be produced by City staff as well. The Community Bulletin Board will continue to broadcast community events and postings similar to those included in the Connections Newsletter and on the City's website calendar. Programs will be broadcast on both Comcast and Wide Open West on Channel 17, which will be a Government Access Channel and not Public Access. Ms. Marth emphasized that this will not be a news station; however, it will now be possible to create public service announcements and give emergency notifications. Committee of the Whole December 15, 2004 Page 2 r Discussion was held regarding the possibility of policy direction being requested of the City Council. It was agreed to leave programming decisions to the Public Information Officer. Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve a professional services agreement between the City of Elgin and BTE Video, Inc. and approve the related staff adjustments pertaining to local programming as outlined. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to the Vehicle Sound Amplification Ordinance Councilmember Rodgers made a motion, seconded by Councilmember Walters, to amend the Elgin Municipal Code Section 11.40.095 (C)(3), Vehicle Sound Amplification Ordinance, to provide for a change from the 30-day cutoff date for court appearances to a 45-day cutoff date. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to the Agreement for Additional Engineering Services with Black&Veatch for the Fox River Dredging and Riverside Water Treatment Plant Intake Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to authorize the execution of Amendment No. 1 to the agreement with Black &Veatch to provide additional engineering services for the Fox River Dredging and Riverside Water Treatment Plant Intake for a total amount of$16,753. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to the Agreement for Additional Engineering Services with Alvord, Burdick& Howson for the Lawrence Avenue to Airlite Water Treatment Plant Water Main Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to authorize the execution of Amendment No. 1 to the agreement with Alvord, Burdick &Howson to provide additional engineering services for the Lawrence Avenue to Airlite Water Treatment Plant water main for a total amount of$24,038. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Proposed Changes to Chapter 13.25— Special Events in Public Places Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the revisions to Chapter 13.25 of the Elgin Municipal Code, "Special Events in Public Places," regarding new application and guidelines for co-sponsored events. Committee of the Whole December 15, 2004 Page 3 r A question was raised regarding whether the proposed changes would prohibit the co-sponsorship by the City of events hosted by for-profit organizations, such as the Prairie Rock brewfest held each summer. It was suggested that this issue be reviewed further prior to proceeding with changes to Chapter 13.25. Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to table consideration of the proposed changes. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order#1 for Hargrave Builders for Fire Station #6 Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve payment for the Change Order#1 to Hargrave Builders, Inc. for the construction of Fire Station #6 in the amount of$25,706 for the changes listed below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Item Description Amount 1 Labor and material to install the Gear Grid in turnout gear room. $5,681.00 2 Furnish and install men's and women's lockers. Includes labor and $18,740.00 materials. Consideration of Purchase of Self-contained Breathing Apparatus from Air One Equipment, Inc. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve an exception to the procurement ordinance for the purchase of three self-contained breathing apparatus (SCBA) from Air One Equipment, Inc. for Ambulance 3 in the amount of$13,500. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Sole Source Contract for the Purchase of a Twelve Lead Cardiac Monitor for Ambulance 3 from Zoll Medical Corp. Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve an exception to the procurement ordinance for the purchase of a 12 lead cardiac monitor from Zoll Medical Corp. for Ambulance 3 in the amount of$13,841. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole December 15, 2004 Page 4 Consideration of a Service Agreement with Midwest Academy of TaeKwon-Do for 2005 Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the Service Agreement with Midwest Academy of TaeKwon-Do to provide martial arts instruction at The Centre from January 2005 through December 2005 in the amount of approximately$18,950. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Service Agreement with Dixon Dance Academy for 2005 Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the Service Agreement with Dixon Dance Academy to provide dance instruction at The Centre from January 2005 through December 2005 in the amount of approximately$26,160. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Request for Financial Assistance for Rieke Office Interiors Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize a development agreement with Rieke Office Interiors in the amount of$20,000 to provide a one time grant of$1,000 per employee as a job retention incentive which will assist the local company as it relocates its business to 2000 Fox Lane in Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of City Support for Pace Dial-a-Ride Service Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the local share agreement with Pace in the amount of$31,298 to support the 2005 Dial-a-Ride Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Approval of a Local Share Contribution for Pace Bus Route 554 Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve a local share contribution to Pace for Bus Route 554 in an amount of$15,847.96. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Selection of Design Build Team for Fulton Street Parking Deck Committee of the Whole December 15, 2004 Page 5 Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize staff to enter into negotiations with Shales McNutt, LLC to determine the cost to design and build a four to five level parking deck containing approximately 460 to 580 spaces at 245 Fulton Street. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to table consideration of this matter until the first meeting in January. Upon a role call vote: Yeas: Councilmembers Figueroa, Rodgers, and Sandor. Nays: Councilmembers Gilliam, Walters, and Mayor Schock. Upon a roll call vote on the original motion: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Walters, and Mayor Schock. Nays: Councilmember Sandor. Announcements from Staff City Manager Dorgan stated that it is the end of the 2004 meeting year and the end of the celebration for the 150th sesquicentennial. The last event in celebration of the 150th anniversary was held last week. He thanked Cherie Murphy as the staff liaison to the 150th Commemoration Commission for all her hard work. The Mayor, Council, and audience also expressed their appreciation to Ms. Murphy. 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. 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 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 6:35 p.m. January 12, 2005 Dolonna Mecum, City Clerk Date Approved