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HomeMy WebLinkAbout2005 Committee of the Whole Meeting COMMITTEE OF THE WHOLE MEETING January 12, 2005 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 December 15, 2004,regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. First Public Hearing for the 2005-2006 Community Development Block Grant Program Mayor Schock declared the public hearing open. Community Development Director Deering stated that this is the 31St year that the City of Elgin will be participating in the CDBG program, and it is estimated the City will receive approximately$971,000 this year. Mr. Deering reviewed the program regulations and objectives and outlined the process which will be used. Receipt of Comments from Citizens Regarding Current and Past CDBG Programs No one chose to speak. Presentation of Proposals by Individuals and Organizations for Funding Under the 2005-2006 Community Development Block Grant Program The following proposals have been submitted: City of Elgin Planning and Neighborhood Services Department: CDBG Program Administration- $190,000 (Includes $50,000 to HOPE Fair Housing) Residential Rehabilitation Grant Program- $650,000 Bethesda Community Development Center: Community Development Center Public Service Project - $75,000 Housing Authority of Elgin: 120 S. State Street Energy Efficiency Project - $45,413 Habitat for Humanity: Elgin Block Building Project - $50,000 Association for Individual Development: Elgin Area Services Building Project - $72,000 Committee of the Whole January 12, 2005 Page 2 eilmk Elgin YWCA: Child Care Facility Project - $42,000 Community Crisis Center: Rehabilitation Project - $34,370 The proposals total $1,1 58,783. Lynn O'Shea, President of the Board of Directors of Association for Individual Development, advised the Council that the organization serves more than 2300 physically and mentally handicapped adults. They are in the process of acquiring a site at 11 Bowes Road to construct a facility and are currently going through the zoning process. The majority of the construction costs have been secured through federal and state government grants. However,because it has taken so long to go through the process, costs have escalated. Their request for$72,000 is to help fund the concrete portion of their new building. Julia McClendon, CEO of the YWCA, stated that they serve approximately 400 children, and the building is in desperate need of remodeling. They are requesting $42,000 to have work specifications prepared so that the building may be remodeled to make it more efficient in order to serve more people. She thanked the Council for its past support. Jennifer Almanza of Senior Services also endorsed the YWCA proposal. She stated that Senior Services has entered into an agreement with the YWCA for"Senior Swim," and they are very appreciative of all that YWCA does for the seniors. Announcement Regarding Future CDBG Meetings Mayor Schock announced that the City Council will hold a CDBG work session on February 9, 2005, at 5 p.m. in the Council Chambers. The final public hearing will be at the regular City Council meeting on March 23, 2005, at 7 p.m. in the Council Chambers. No one else chose to speak, and the public hearing was declared closed. Consideration of the Appointment of an Authorized Agent for the City's IMRF Plan Councilmember Sandor made a motion, seconded by Councilmember Walters, to designate the Human Resources &Purchasing Director, Gail Cohen, as the Authorized Agent for the City's IMRF Pension Plan. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of a Security System for the Slade Avenue Booster Station and Airlite Water Treatment Plant Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the sole source purchase of a closed circuit television (CCTV)/door security system for the Slade Avenue Booster Station($45,620.67) and for the Airlite Water Treatment Plant ($29,832.10) Committee of the Whole January 12, 2005 Page 3 r4s. from Midco for the total amount of$75,452.77. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a One Year Contract with Nextel for Wireless Services Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve a one-year contract with Nextel at the discounted prices detailed in the agreement for an estimated cost of$110,000 annually. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration to Award a Contract to the Par Group for Recruitment and Screening of Candidates for Police Chief Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the award of a contract to the PAR Group to assist in the recruitment and screening of qualified candidates for Chief of Police. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Group Health Insurance Program Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed one-year, fully paid HMO and PPO plans from Unicare Health Plan. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Sole Source Purchase of Six Motorola Portable Radios for Ambulance 3 Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve a sole source contract with Motorola for the purchase of six (6) Motorola XTS5000 Portable Radios for the new firefighters assigned to Ambulance 3 in the amount of$24,888.00. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Acceptance of Public Improvements in the Northwest Business Park Subdivision Councilmember Rodgers made a motion, seconded by Councilmember Walters, to accept for maintenance all public improvements in the Northwest Business Park Subdivision, including water mains storm sewers, sanitary sewers, and pavement improvements and all their appurtenances, and directed staff to prepare the necessary resolution. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole January 12, 2005 Page 4 Consideration of a License Agreement with Elgin Joliet and Eastern Railway for a Sanitary Sewer Crossing Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept the license agreement with Elgin Joliet and Eastern Railway Company(EJ&E) for a sanitary sewer crossing of their right-of-way and authorize the Mayor to execute and record the document on behalf of the City. 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 Sandor made a motion, seconded by Councilmember Rodgers, to approve the changes proposed to Chapter 13.25 of the Elgin Municipal Code, "Special Events in Public Places"regarding new application and guidelines for co-sponsored events. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council egik Councilmember Gilliam asked staff to make a presentation at the January 26, 2005, meeting regarding plans to implement the "Year of the Neighborhood"program and dealing with the overcrowding issue. Councilmember Walters thanked the Public Works and Parks staff for all their hard work with snow removal during the recent snow storms. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn and go into the 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 The meeting adjourned at 6:28 p.m. � .��► January 26, 2005 Dolonna Mecum, i y Clerk Date Approved �.. COMMITTEE OF THE WHOLE MEETING January 26, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:02 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the January 12, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Appointments to the Housing Authority of Elgin Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve the appointment of Joel Perez to the Housing Authority of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the reappointment of Nuhemi Morales to the Housing Authority of Elgin. Upon a roll call vote: p Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Presentation of the Fulton Street Parking Deck Design Concept Representatives of the Shales McNutt Construction team made a presentation regarding proposed design concepts for the Fulton Street Parking Deck, elevation options, and the proposed construction schedule. The current design concept is for a rectangular deck plus a surface parking lot. Councilmember Walters made a motion, seconded by Councilmember Sandor, to proceed with the construction of the Fulton Street Parking deck using the proposed Option Two elevation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Presentation of the Year of the Neighborhood Assistant City Manager Stegall stated that the"Year of the Neighborhood" is based on the premise that Elgin is only as strong as its neighborhoods. While Elgin has focused on its neighborhoods for sometime, this is an effort to increase awareness of how the City works with its neighborhoods in order for both parties to be successful. The program will reintroduce existing programs, unveil new programs, showcase the City's great neighborhoods, and energize the City's neighborhood organizations. Ruth Anne Hall, staff person responsible for coordinating the efforts of the various departments involved in the program, gave a presentation Committee of the Whole January 26, 2005 Page 2 in which she outlined the existing and new initiatives with reference to neighborhood improvements, property improvements, infrastructure improvements, public safety, beautification, community building, and marking campaign. Consideration of the Comprehensive Plan and Design Guidelines - Petition 86-04 Bob Siljestrom, Chairman of the Comprehensive Plan Advisory Committee, made introductory remarks and stated that five themes emerged from the input the committee received from citizens and civic leaders. People asked us to raise our sights, expand our horizons,protect and enhance those old things and values in the City, responsibly develop the new areas and opportunities that surround us, and merge together the old and the new into a bigger,better, and brighter city. Tom Armstrong, Principal Planner and staff liaison to the Committee, gave a brief overview of the proposed comprehensive plan. He stated that the Planning and Development Commission on December 20, 2004, voted to approve the proposed plan subject to six conditions. Mr. Armstrong outlined the recommended changes. He stated that plan implementation will occur over decades. It is not a static document, and the plan calls for ongoing evaluation and a need to report the progress of the plan to the community. r. Mr. Siljestrom introduced and thanked members of the Comprehensive Plan Advisory Committee, who have spent more than 100 hours developing the plan. They are as follows: Brian Anderson, Chris Barry, Greg Guerrero, Denise Harding-Hopkins, Paul Marking, David Segel, Tom Nelson, Eric Pepa, Ralph Tiberi, and George Wolff. He also acknowledged the contribution of staff members Tom Armstrong, Sarosh Saher, and Steve Damolaris, writers and editors of the plan, and Community Development Director Deering for his managerial skills in making this happen. Mr. Siljestrom thanked all the citizens of Elgin for giving this group the opportunity for public service. Mayor Schock thanked the members of the Committee and staff and said there are no words to adequately express the gratitude of the Council and the citizens of Elgin for the years and hundreds of hours they spent to improve our community. He stated: "Your work is very appreciated. This plan will guide Elgin for at least the next two decades and beyond as we strive to make this a great city. What a group! This is why Elgin is Elgin—because we have people like this." Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve Petition 86-04 to amend the Official Comprehensive Plan of 1983 subject to the conditions outlined by Mr. Armstrong. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. eak • Committee of the Whole January 26, 2005 Page 3 Consideration of a Grant from the Northwest Suburban Mass Transit District for Video Surveillance Video Surveillance at the Chicago Street METRA Station Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to authorize a resolution accepting the grant from the Northwest Mass Transit District for$9,586.50 and authorize a contract with Certified Security to install the proposed video surveillance system at the METRA Train Station at Chicago Street in the amount of$9,586.50. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Ordinance Regarding Members of City Boards, Commissions, or Committees Being Eligible for City Grant Programs Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the proposed ordinance which would allow members of city boards, commissions and committees to continue to be eligible for city grant programs, but which would provide procedural safeguards against appearances of undue influence and conflicts of interest. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to the Sign Ordinance Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the proposed amendments to the Sign Ordinance. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Landmark Designation of the McClure Mansion at 770 West Highland Avenue Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve an ordinance designating The McClure Mansion at 770 West Highland Avenue as an individual Elgin landmark. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Facade Improvement Project for 164 Division Street Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve funding of the facade improvement project at 164 Division Street with the City's retroactive participation at 20 % in the amount of$9,820. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Walters, and Mayor Schock. Nays: None. Councilmember Sandor abstained due to conflict of interest. ' Committee of the Whole January 26, 2005 Page 4 Consideration of the Selection of Granacki Historic Consultants to Complete the Northwest Area Architectural Survey Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the recommendation of staff and the Elgin Heritage Commission to enter into an agreement with Granacki Historic Consultants to complete the survey and inventory of properties in the City's Northwest Area in the amount of$26,370. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to Title 20 of the Elgin Municipal Code, 1976, entitled "Elgin Historic Preservation Ordinance" Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve amendments to Title 20 of the Elgin Municipal Code, 1976, - entitled "Elgin Historic Preservation Ordinance." Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Sandor suggested that consideration be given to allowing multifamily dwellings originally designated as multifamily and commercial buildings to be eligible for the historic e., preservation grant program. Consideration of Installation of Stop Signs in the Columbine Neighborhood Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the recommendation of the Neighborhood Services Committee that Chapter 11.32.030 of the Elgin Municipal Code entitled"Stop Intersections"be amended to reverse the placement of the existing stop signs at the intersections at Columbine Drive and Red Barn Lane where they intersect with Sweet Clover Court. Consideration of a Construction Engineering Services Agreement with Robert H. Anderson & Associates for the U.S. Route 20/Lambert Lane Intersection Improvement Project Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize the City Manager to execute an agreement with RHA in the not-to-exceed amount of$127,191.20 for construction engineering services for the U.S. Route 20/Lambert Lane Intersection Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with Smith Group JJR, LLC (JJR) for the Entry Corridor Improvement Project Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize the Committee of the Whole January 26, 2005 Page 5 City Manager to execute an agreement with JJR in the not-to-exceed amount of$89,500 for engineering services for the Entry Corridor Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Staff Femi Folarin stated that a survey of the residents is being conducted with reference to the suggestion for elimination of the Cobblers Crossing gate. A recommendation will be brought to the Council in the future. 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 7:20 p.m. '` •j�4%� February 9, 2005 Dolonna ecum, City Clerk Date Approved ?r.► COMMITTEE OF THE WHOLE MEETING January 26, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:02 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the January 12, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Appointments to the Housing Authority of Elgin Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve the appointment of Joel Perez to the Housing Authority of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the reappointment of Nuhemi Morales to the Housing Authority of Elgin. Upon a roll call vote: rik Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Presentation of the Fulton Street Parking Deck Design Concept Representatives of the Shales McNutt Construction team made a presentation regarding proposed design concepts for the Fulton Street Parking Deck, elevation options, and the proposed construction schedule. The current design concept is for a rectangular deck plus a surface parking lot. Councilmember Walters made a motion, seconded by Councilmember Sandor, to proceed with the construction of the Fulton Street Parking deck using the proposed Option Two elevation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Presentation of the Year of the Neighborhood Assistant City Manager Stegall stated that the"Year of the Neighborhood" is based on the premise that Elgin is only as strong as its neighborhoods. While Elgin has focused on its neighborhoods for sometime, this is an effort to increase awareness of how the City works with its neighborhoods in order for both parties to be successful. The program will reintroduce existing programs, unveil new programs, showcase the City's great neighborhoods, and energize "" the City's neighborhood organizations. Ruth Anne Hall, staff person responsible for coordinating the efforts of the various departments involved in the program, gave a presentation Committee of the Whole January 26, 2005 Page 2 rik in which she outlined the existing and new initiatives with reference to neighborhood improvements,property improvements, infrastructure improvements, public safety, beautification, community building, and marking campaign. Consideration of the Comprehensive Plan and Design Guidelines - Petition 86-04 Bob Siljestrom, Chairman of the Comprehensive Plan Advisory Committee, made introductory remarks and stated that five themes emerged from the input the committee received from citizens and civic leaders. People asked us to raise our sights, expand our horizons, protect and enhance those old things and values in the City, responsibly develop the new areas and opportunities that surround us, and merge together the old and the new into a bigger,better, and brighter city. Tom Armstrong, Principal Planner and staff liaison to the Committee, gave a brief overview of the proposed comprehensive plan. He stated that the Planning and Development Commission on December 20, 2004, voted to approve the proposed plan subject to six conditions. Mr. Armstrong outlined the recommended changes. He stated that plan implementation will occur over decades. It is not a static document, and the plan calls for ongoing evaluation and a need to report the progress of the plan to the community. Mr. Siljestrom introduced and thanked members of the Comprehensive Plan Advisory Committee, who have spent more than 100 hours developing the plan. They are as follows: Brian Anderson, Chris Barry, Greg Guerrero, Denise Harding-Hopkins, Paul Marking, David Segel, Tom Nelson, Eric Pepa, Ralph Tiberi, and George Wolff. He also acknowledged the contribution of staff members Tom Armstrong, Sarosh Saher, and Steve Damolaris, writers and editors of the plan, and Community Development Director Deering for his managerial skills in making this happen. Mr. Siljestrom thanked all the citizens of Elgin for giving this group the opportunity for public service. Mayor Schock thanked the members of the Committee and staff and said there are no words to adequately express the gratitude of the Council and the citizens of Elgin for the years and hundreds of hours they spent to improve our community. He stated: "Your work is very appreciated. This plan will guide Elgin for at least the next two decades and beyond as we strive to make this a great city. What a group! This is why Elgin is Elgin—because we have people like this." Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve Petition 86-04 to amend the Official Comprehensive Plan of 1983 subject to the conditions outlined by Mr. Armstrong. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. • Committee of the Whole January 26, 2005 e"" Page 3 Consideration of a Grant from the Northwest Suburban Mass Transit District for Video Surveillance Video Surveillance at the Chicago Street METRA Station Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to authorize a resolution accepting the grant from the Northwest Mass Transit District for $9,586.50 and authorize a contract with Certified Security to install the proposed video surveillance system at the METRA Train Station at Chicago Street in the amount of$9,586.50. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Ordinance Regarding Members of City Boards, Commissions, or Committees Being Eligible for City Grant Programs Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the proposed ordinance which would allow members of city boards, commissions and committees to continue to be eligible for city grant programs, but which would provide procedural safeguards against appearances of undue influence and conflicts of interest. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to the Sign Ordinance Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the proposed amendments to the Sign Ordinance. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Landmark Designation of the McClure Mansion at 770 West Highland Avenue Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve an ordinance designating The McClure Mansion at 770 West Highland Avenue as an individual Elgin landmark. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Facade Improvement Project for 164 Division Street Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve funding of the façade improvement project at 164 Division Street with the City's retroactive participation at 20 % in the amount of$9,820. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Walters, and Mayor Schock. Nays: None. Councilmember Sandor abstained due to conflict of interest. erk ' Committee of the Whole January 26, 2005 elml` Page 4 Consideration of the Selection of Granacki Historic Consultants to Complete the Northwest Area Architectural Survey Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the recommendation of staff and the Elgin Heritage Commission to enter into an agreement with Granacki Historic Consultants to complete the survey and inventory of properties in the City's Northwest Area in the amount of$26,370. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to Title 20 of the Elgin Municipal Code, 1976, entitled "Elgin Historic Preservation Ordinance" Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve amendments to Title 20 of the Elgin Municipal Code, 1976, - entitled `Elgin Historic Preservation Ordinance." Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Sandor suggested that consideration be given to allowing multifamily dwellings originally designated as multifamily and commercial buildings to be eligible for the historic preservation grant program. Consideration of Installation of Stop Signs in the Columbine Neighborhood Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the recommendation of the Neighborhood Services Committee that Chapter 11.32.030 of the Elgin Municipal Code entitled"Stop Intersections"be amended to reverse the placement of the existing stop signs at the intersections at Columbine Drive and Red Barn Lane where they intersect with Sweet Clover Court. Consideration of a Construction Engineering Services Agreement with Robert H. Anderson & Associates for the U.S. Route 20/Lambert Lane Intersection Improvement Project Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize the City Manager to execute an agreement with RHA in the not-to-exceed amount of$127,191.20 for construction engineering services for the U.S. Route 20/Lambert Lane Intersection Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with Smith Group JJR, LLC (JJR) for the Entry Corridor Improvement Project Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize the Committee of the Whole January 26, 2005 Page 5 City Manager to execute an agreement with JJR in the not-to-exceed amount of$89,500 for engineering services for the Entry Corridor Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Staff Femi Folarin stated that a survey of the residents is being conducted with reference to the suggestion for elimination of the Cobblers Crossing gate. A recommendation will be brought to the Council in the future. 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 7:20 p.m. "' .114 i. February 9, 2005 Dolonna ecum, City Clerk Date Approved '1°6' COMMITTEE OF THE WHOLE MEETING February 9, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 5:05 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 January 26, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Work Session for the 2005-2006 Community Development Block Grant Program The Council reviewed the 2005-2006 CDBG proposals. Discussion was held regarding making the following changes to the staff's recommendations: Reduce the recommended funding for the residential rehabilitation program by$45,000, increase the recommended funding to Bethesda Community Development Center to $50,000, and to contribute the sum of$35,000 to the Association for Individual Development building project. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to fund the following projects for the 2005-2006 program year: CDBG Program Admin/Hope Fair Housing $190,000.00 Residential Rehabilitation Program $581,334.00 Community Crisis Center—Rehabilitation $34,370.00 Project Housing Authority of Elgin— 120 S. State Street $45,413.00 Bethesda Community Development Center $50,000.00 YWCA—Child Care Facility $35,000.00 Association for Individual Development—Elgin $35,000.00 Area Services Building Project Total: $971,117.00 Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Mayor Schock announced that the 30-day public review and comment period will end March 14, 2005. The final public hearing will be held at the regular City Council meeting on March 23, 2005. Consideration of a Flexible Spending Plan Resolution 05-37 /°" A resolution will be presented at tonight's Council meeting for adoption by the City Council. Committee of the Whole February 9, 2005 Page 2 elk Consideration of an Opt Out Program for the Health Insurance Resolution 05-38 A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Far West Exterior Building Material Products Mr. Jack McMillan, Marketing Manager for Louisiana-Pacific Corporation, made a brief presentation explaining the attributes of the wood composite siding. Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the wood composite siding as a natural material and appropriate for use as a dominant exterior building material for the far west area. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Authorization of Change Order No. 1 and Final Acceptance of Riverside to State Street Water Main Project Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to accept the completed Riverside to State Street Water Main Project and authorize the execution of final .. Change Order No. 1 in the amount of$11,990 (deduct)with DiMeo Brothers, Inc. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Final Payment, Authorization of Change Order No. 1, and Acceptance of Fox Lane to Randall Road Water Main Project Councilmember Rodgers made a motion, seconded by Councilmember Walters, to accept the completed Fox Lane to Randall Road water main project, and authorize both the final payment in the amount of$160,734.50 and the execution of final Change Order No. 1 in the amount of $6,175 in additional funds to DiMeo Brothers, Inc. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Authorization for Change Order No. 1 for 2A Well Repairs and Improvements Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize the execution of Change Order No. 1 in the amount of$64,757.56 with Layne-Western for 2A Well repairs and improvements. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 9, 2005 Page 3 Consideration of the Purchase of a Deep Well Motor for the 4A Well Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the purchase of a Byron Jackson 350 HP motor from Layne-Western in the amount of$47,695.04 for the 4A Well. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Request for Approval of the Youth Sports Capital Improvement Grants Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the 2005 Youth Sports Capital Improvement Grants totaling $66,880, as recommended by the Parks and Recreation Advisory Board at its November 30, 2004 meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 2 and Final Payment for the 2004 Neighborhood Sidewalks—ADA Compliance Project Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to authorize the City Manager to execute Change Order No. 2 in the amount of$4,424.02 and authorize final payment to D'Land Construction L.L.C. in the amount of$33,905.41 for the 2004 Neighborhood Sidewalk—ADA Compliance Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with TranSystems Corporation for the Larkin/Airlite/Foothill Intersection Improvement Project Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize the City Manager to execute an agreement with TranSystems Corporation in the not to exceed amount of$178,483.53 for the Larkin/Airlite/Foothill Intersection Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Resolution for 2005 Motor Fuel Tax Municipal Estimate of Maintenance Costs Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the attached Motor Fuel Tax Resolution for maintenance of Streets and Highways in the amount of $3,729,260 to fund the roadway maintenance activities outlined on the Municipal Estimate of Maintenance Costs. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. eak Committee of the Whole February 9, 2005 Page 4 Consideration of the Purchase of a Motorola XLT5000 Digital Consolette Radio, Ten (10) MC1000 Deskset Radios, and CAT 5 Wiring for Fire Station 6 Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve an exception to the procurement ordinance with Motorola for the purchase of a Motorola XLT5000 Digital Consolette radio, 10 MC 1000 deskset radios, and CAT 5 wiring for Fire Station 6 in the amount of$15,778.20. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Second Amendment to the Professional Services Agreement with Terracon Inc. for Environmental Services at Festival Park and River Park Place Developments Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize a second amendment to a Professional Services Agreement with Terracon, Inc. dated August 29, 2003, in the amount of$36,600 for environmental services at Festival Park and the River Park Place townhome and condominium sites. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 2 to the Environmental Testing Services Contract with Terracon Inc. at 464 McBride Street Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize a second amendment to the current contract with Terracon, Inc. at 464 McBride Street for an amount not to exceed $69,587 for environmental services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Appointment to the Housing Authority of Elgin Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to appoint Lee Rance to the Housing Authority of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with the Outdoor Exhibition Group for Rib Fest Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve entering into a Purchase of Service Agreement with the Outdoor Exhibition Group (OEG) in an amount not to exceed$3,000 for the annual Rib Fest scheduled for Memorial Day, Monday, May 30, 2005. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 9, 2005 Page 5 Announcements from Council Councilmember Sandor read three real estate listings which he stated contain certain phrases which tend to misrepresent the true nature of the properties. Mr. Sandor asked the City Manager to have Code Enforcement determine whether these properties are in compliance with the City's codes. He also asked the Corporation Counsel to contact the Illinois Department of Registration to determine if actions are available to sanction this particular realtor, or any realtor in our area, that is preying on individuals that purchase homes in this community. He said that 99 percent of our realtors are excellent professionals, but the other one percent make it bad for the whole community. This has got to stop. Councilmember Rodgers stated that she would discuss this matter with a representative of the Government Affairs Committee of the Realtors Association and someone on the Board of Directors. She said the Realtors Association is working with the City to try to correct this situation, and members of the Realtors Association are meeting with the Community Development Department to discuss these matters on March 10. Adjournment Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Purchase or Lease of Real Property for the Use of the Public Body- Exempt Under Section 120/2(c)(5) of the Open Meetings Act Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Or 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 5:40 p.m. February 23, 2005 Dolonna Mecum, City lerk Date Approved COMMITTEE OF THE WHOLE MEETING February 23, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:05 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the February 9, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Recognition of Retirees from March 1, 2004, through March 1, 2005 The City Council recognized the 40 employees who retired during the past year under the Illinois Municipal Retirement Fund Early Retirement Incentive program. Each retiree's name, department, and number of years of service were read, as they came forward to be congratulated by the Mayor, Councilmembers, and the City Manager. Mayor Schock stated that over 1000 years of experience is represented by these retirees, and it will be difficult to replace that much experience and corporate memory. On behalf of the City Council, Mayor Schock stated that they are immensely proud of these employees, appreciate their dedication and service to the City of Elgin, and wish them well in their retirement. A reception in their honor had been held immediately prior to the meeting. Presentation by the Elgin Area Convention and Visitors Bureau In response to concerns brought to the Council's attention several months ago, Kim Bless, Executive Director of the Elgin Area Convention and Visitors Bureau, gave a report with reference to the Bureau's recent actions and progress regarding the goal of establishing additional revenue sources. In the past, the municipalities of West Dundee, Hampshire, and Algonquin had not contributed financially to the Bureau even though the hotels located in those towns were promoted by EACVB. Agreements for financial contribution have now been entered into with Hampshire and West Dundee, and discussions continue to take place with the Village of Algonquin regarding this matter. In the past year a partnership program was created to aggressively market those organizations and businesses which have a paid, vested interest in the tourism industry. This program created another source of revenue for the Bureau, and it has been very successful. It was recognized that some parts of the program needed to be changed to meet the needs of the hoteliers. A task force consisting of Bob Gilliam, Sean Stegall, and Kim Bless was formed to create an equitable solution. The task force met on a number of occasions with representatives of some of the Elgin hotels. A proposal was put together that is exclusive to those communities which contribute a minimum of 44 percent of their hotel/motel tax to the Bureau, and it is a fair compromise based on concerns of both sides. Included in the sponsorship package are free partnership dues for the hotels, a 50 percent discount off the rates for advertising in the Visitors Guide, and free full-page ad specifically advertising the Elgin hotels. Committee of the Whole February 23, 2005 Page 2 Ms. Bless stated that the possibility of becoming an agency which only represents Elgin businesses would require careful consideration because of the loss of state funding and the current advantage of being able to use a regional approach. Jason Dinkens, General Manager of the Country Inn and Suites in Elgin, addressed the Council on behalf of the Hotel Owners Alliance, which was formed to promote overnight accommodations and to take action about what they believe is the Bureau's lack of equity with reference to Elgin hotels. Mr. Dinkens stated that the hotels want the hotel/motel tax to be returned to them because they believe the Alliance can do a better job of promoting Elgin hotels than the Bureau has done. The Alliance is asking for free partnership, that deadline dates be established for the municipalities of Dundee and Algonquin to begin making an equitable contribution to the Bureau, to have more Elgin hotel representatives on the board, and to change the Elgin representatives who are currently on the Board. Consideration of the Adoption of a Flexible Spending Plan A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Judgment Release for 160 Summit Street A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Easement Agreements for Public Utilities with Nicor for Traditions at Fitchie Creek Subdivision Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept an easement agreement with Nicor Gas to allow construction of a public water main and a public sanitary truck sewer(utilities) for Traditions at Fitchie Creek Subdivision by Burnside Homes. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Reimbursement for Storm Sewer and Bode Road Improvements to Neumann Homes Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve payment to Neumann Homes in the amount of$54,568.25 for improvements to Bode Road and for storm sewers within the subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Acceptance of the Otter Creek Interceptor Sewer, Phases 1 and 2 Councilmember Rodgers made a motion, seconded by Councilmember Walters, to accept the Otter Creek Interceptor Sewer, Phases 1 and 2 for ownership and maintenance. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 23, 2005 Page 3 ruk Consideration of Highway Authority Agreements for Speedway Super America LLC Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve entering into Highway Authority Agreements (HAA) with Speedway SuperAmerica LLC (SSA) for 851 St. Charles, 1750 Big Timber Road, and 771 Walnut Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Facade Proiect for 55 National Street/301 Hendee Street Owned by Keith Farnham Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve Phases I and II of the Façade Improvement project proposed for 55 National Street/301 Hendee Street to be funded in an amount of$71,979. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, and Mayor Schock. Nays: None. Councilmember Walters abstained due to conflict of interest. Consideration of a Resolution Requesting Permit from IDOT to Close Portions of State Routes for Elgin Valley Fox Trot Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve a resolution requesting a permit from the Illinois Department of Transportation for closure of the designated state routes (19, 25, turn lanes on 31, and 58) for the annual Elgin Valley Fox Trot and associated activities being held on Monday, May 30, 2005. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Boys and Girls Club of Elgin Purchase of Service Agreement Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the 2005 Purchase of Service Agreement with the boys and Girls Club of Elgin in the amount of $114,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 for Carpet One Interiors for Fire Station 6 Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve payment for Change Order No.1 to Carpet One Interiors for the construction of Fire Station 6 in the amount of$3,600. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 23, 2005 Page 4 enk Consideration of Change Order No. 2 and Final Payment for Carpet One Interiors for Fire Station 6 Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the payment for Change Order No.2 to Carpet One Interiors for the construction of Fire Station 6 in the amount of$2,189.13. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Services Agreement with the Kane County Child Advocacy Center Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve renewing the purchase of services agreement with the Kane County Child Advocacy Center in the amount of $35,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Elgin Area Chamber of Commerce Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the Purchase of Service Agreement in the amount of$206,720 with the Elgin Area Chamber of Commerce to provide economic development services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Code RED Emergency Communications Network Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve entering into the agreement with Emergency Notification System in the amount of$20,000 for a service to supply 67,000 minutes of notification telephone time. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 and Final Payment for the 2004 Neighborhood Resurfacing—Country Knolls/Brookside Project Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to authorize the City Manager to execute Change Order No. 1 in the amount of$108,837.55 and authorize final payment to Callaghan Paving, Inc. in the amount of$157,013.87 for the 2004 Neighborhood Resurfacing—Country Knolls/Brookside Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 5 to the Contract with Williams Architects for The Centre Design and Construction Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve Amendment No. 5 to the agreement with Williams Architects for The Centre design and Committee of the Whole February 23, 2005 Page 5 construction in a amount equal to $99,214.50 and direct staff to execute the necessary documents. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 5 and Change Order No. 5 to the Gilbane Construction Management Agreement for The Centre Construction Project Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve Amendment No. 5 and Change Order No. 5 to the Gilbane contract for Construction Management Services related to The Centre and to the Symphony/Grove Streetscape Project for a total amount of$443,431 and direct staff to execute the required documents. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Transition Fees on Behalf of the School Districts Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to authorize staff to commence with the implementation of a policy which requires transition fees to be collected by the City on behalf of the school districts as part of an annexation agreement to all new residential development. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa circulated an article and photograph of a house renovated with neighborhood improvement grant funds. Councilmember Figueroa asked Councilmembers whether they would support adoption of a resolution in opposition to the Village of Bartlett's consideration regarding disconnecting from School District U-46. Some Councilmembers stated they felt a resolution would show support for U-46 and the fact that the City of Elgin is concerned about the socio-economic impact on U-46. The Mayor and other Councilmembers stated they believe it would be premature at this time in that communities involved passed a resolution simply"to study the issue." It is their opinion that consideration of a resolution of support may be appropriate at some future time after all the facts are known. Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to have staff prepare a resolution in support of School District. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, and Sandor. Nays: Councilmembers Rodgers, Walters, and Mayor Schock. The motion failed. Councilmember Gilliam requested that Acting City Manager Folarin present an update at the first " meeting in March regarding the status of the towing contract. a . Committee of the Whole February 23, 2005 Page 6 Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into the 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 The meeting adjourned at 7:17 p.m. -�C -- March 9, 2005 Dolonna Mecum, City Clerk Date Approved euk COMMITTEE OF THE WHOLE MEETING March 9, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:05 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the February 23, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Proposed Ordinance Prohibiting Water Wells within a Defined Area of the City-Phase 2 of PAR Townhome Development Site An ordinance will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Health Reimbursement Account Adoption Agreement A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an Award of Contract to Shales McNutt Construction for the Fulton Street Parking Deck A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Proposed Amendments to the Liquor Code Concerning Class R License Classification and Young Adult Night Permit Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to remove consideration of the proposed amendments to the liquor code from the table. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Sandor expressed concern about having teenagers and adults at the same establishment and recommended changing the age restriction for the teen club from 21 to age 20. Mayor Schock stated that there are a number of situations where under-age people are with people who drink such as brewfest,bowling alleys, festivals, etc. Dave Shelton, owner/manager of The Mission responded to various questions including what measures are taken to insure that drinks are not served to minors, the type of entertainment, the layout of the establishment, requirements for membership, security measures and number of police officers at the establishment, etc. Councilmember Figueroa stated that he believes an opportunity should be given to young people to have entertainment provided for them in Elgin. Committee of the Whole March 9, 2005 Page 2 An ordinance will be presented at tonight's Council meeting for adoption by the City Council. Consideration of the Cultural Arts Commission Grant Award Recommendations Councilmember Rodgers made a motion, seconded by Councilmember Walters, to grant funding support for the arts programming listed below recommended by the Cultural Arts Commission in the total amount of$62,857. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. ORGANIZATION PROJECT/OPT.SUPP. AWARD Art For All Operating Support $889 Ballet Folklorico Dance Performance $6,953 Elgin Children's Chorus Voices $6,320 Elgin Choral Union Brahms'A German Requiem $5,833 Elgin Community Theatre Pippin' $5,992 Elgin Youth Symphony Every Good Boy Deserves Favor $6,627 Heartland Voices Home is Where the Heart Is $6,640 Hispanic Heritage Coalition Fiesta Salsa Cultural Entertainment $6,080 Independent Players Operating Support $4,186 Janus Theatre Stage Traffic Theatre Fest III $3,680 OPERA Die Fledermaus $6,400 SPEBSQSA-Barbershop Qt Operating Support $3,257 The total of grant awards recommended is: $62,857 Consideration of a Request for Financial Assistance for E-Foods USA Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize a development agreement for financial assistance with E-Foods USA in the amount of$8,521.74 to cover moving expenses from the City-owned property at 245 Fulton Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Proposed Guidelines for the Property Improvement Grant Program Councilmember Sandor questioned why the standards regarding siding removal/replacement are more restrictive in this program than what is allowed in the Far West Area. After discussion, staff was directed to change the proposed guidelines to include the provision that if more than 51% of siding is replaced, any product that is permitted in the Far West Area plan is acceptable for this program. Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the proposed guidelines for the Property Improvement Grant Program including the change discussed te'' above. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole March 9, 2005 Page 3 Consideration of the Removal of the Gate at the Eastern Boundary of Stockbridge Place Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the removal of the gate at the eastern boundary of Stockbridge Place in the Cobbler's Crossing Subdivision at an estimated cost of$100. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Neighborhood Business Improvement Grant Program Application for the Property at 455 Bluff City Blvd Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the application for a Neighborhood Business Improvement Program Grant with Rajeh Assad for 455 Bluff City Blvd. (Stop and Go Food Mart) in the amount of$15,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Hamilton Wings Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the Purchase of Service Agreement with Hamilton Wings in the amount of$19,000 to implement the SCORE! (Students Creating Opera to Reinforce Education!) Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Elgin Recreation Center Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the 2005 Purchase of Service Agreement with The Elgin Recreation Center in the amount of $152,000 to provide funding for the youth gang intervention programs. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Downtown Neighborhood Association Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the Purchase Service Agreement with the Downtown Neighborhood Association in the amount of $45,000 for operating expenses such as staff salary and benefits, rent, meeting expenses, and expenses associated with sponsorship of community events. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Elgin Symphony Orchestra ebk Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the Committee of the Whole March 9, 2005 Page 4 rub- Purchase of Service Agreement with the Elgin Symphony Orchestra(ESO) for youth programming and general operational support in the amount of$135,680. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Honorary Street Name for Steve DiMeo Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to dedicate the private drive for the Bank of Elgin, 890 N. State Street, with the honorary street name of DiMeo Drive per Chapter 13.27 of the Elgin Municipal Code, Honorary Street Names. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-Sponsorship Agreement with the Greater Chicago Soap Box Derby Association Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the agreement with the Greater Chicago Soup Box Derby Association to organize the Soup Box Derby on Memorial Day, Monday, May 30, 2005, for a not-to-exceed amount of$19,800 in financial and in-kind support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Letter of Intent with IDOT for the U.S. Route 20/Nesler Road Intersection Improvements Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to authorize the City Manager to sign a Letter of Intent with IDOT for the intersection improvements at U.S. Route 20 and Nesler Road. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with Bollinger,Lock&Associates for the U.S. Rte 20/Nesler Rd. Intersection Improvement Project Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to authorize the City Manager to execute an agreement with Bollinger, Lach&Associates (BLA) for engineering services for the U.S. Route 20/Nesler Road Intersection Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of Sanitary Sewer&Water Main Easements on the Otter Creek School Property rhi Councilmember Rodgers made a motion, seconded by Councilmember Walters, to accept the Committee of the Whole March 9, 2005 Page 5 sanitary sewer and water main easement agreements across the Otter Creek School site on Hopps Road, west of Randall Road. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Dedication of Right-of-Way and Easement Agreement for Public Utilities with Habitat for Humanity of Northern Fox Valley along Owasco Avenue Councilmember Rodgers made a motion, seconded by Councilmember Walters, to accept the dedication of a right-of-way and an easement agreement with Habitat for Humanity of Northern Fox Valley for public utilities serving the proposed residential property located along the north side of Owasco Avenue in Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order Number 1 and Final for the 2003 Motor Fuel Tax Kimball Street Bridge Maintenance Project Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve Change Order No. 1 and Final for the 2003 MFT Bridge Maintenance Project (Kimball Street Bridge Resurfacing). Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a U.S.Department of Justice Local Law Enforcement Block Grant Funds for 2004 Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to accept the Elgin Gang &Drug Task Force's recommendation for the expenditure of United States Department of Justice, Bureau of Justice Block Grant funds for 2004 for the items listed below. Upgrade of the Video Bond system in $5,933.71 cooperation with Carpentersville PD Voice Stress Analyzer 13,010.00 Upgrade of transmitter in undercover body 1,100.00 wire Statistical Analysis computer software for 1,347.00 Gang Crime Analyst Partial funding(25% of total project) for 6,273.29 upgrade of body microphones for the in-car video system installed in all marked cars TOTAL $27,664 Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole March 9, 2005 Page 6 Consideration of an Appeal of a Decision of the Elgin Heritage Commission to Deny a Certificate of Appropriateness at 600-620 Villa Street Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to reverse the decision of the Elgin Heritage Commission and grant the issuance of a Certificate of Appropriateness (COA) to demolish all structures on the property located at 600-620 Villa Street, commonly known as Lovelton Academy, with the condition that the Gifford Park Association be given the opportunity to salvage original architectural artifacts prior to demolition. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Third Amendment to a Professional Service Agreement with Hitchcock Design Group for Design and Construction Services for the Kimball Street/Library Riverwalk Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize a third amendment to the professional services agreement with Hitchcock Design Group for the design revision and construction services for the Kimball Street/Library Riverwalk in the amount of$40,134.62. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Sandor stated that in the initial drawings for the Kimball Street/Library Riverwalk, a site was designated for a proposed veterans' memorial. He requested that at the next meeting, staff present a memorandum for the creation of a Veterans Memorial Commission which would include representatives from the seven veterans organizations, one Councilmember, one staff member, and one member at large. He believes that involving all the veterans groups will be beneficial in creating a design that will honor those in all branches of the service in all conflicts. Discussion Regarding Announcements Section on Committee of Whole Agenda Councilmembers engaged in a discussion regarding what type of matters are appropriate to be discussed under the "announcements" section of the agenda after Councilmember Figueroa noted that it was not on the agenda for this meeting. He stated that he believes this portion of the agenda gives Councilmembers an opportunity to discuss items brought to their attention by the community, and he hopes that "announcements"will be placed back on the agenda. Mayor Schock stated that he has had concerns about what has been construed as announcements and the topics that have recently been discussed during this portion of the meeting. Substantive items, including items when votes are being taken, should appear on the agenda so that the public has the benefit of knowing what items are going to be discussed. If those items are brought forward in the future under"announcements,"he stated that he is going to rule them out of order. Announcements should be informing the public in general of some community event and not discussion of substantive matters. The purpose of publishing an agenda in advance of meetings is so that the public is aware of what is going to be discussed and has an opportunity to be present at the meeting if there is an item of interest to them. Committee of the Whole March 9, 2005 Page 7 Although there was agreement that votes should not be taken regarding matters brought up under "announcements," Councilmembers Figueroa, Sandor, and Rodgers disagreed with Mayor Schock's position and believe they should be able to discuss matters under"announcements" and that restricting what can be discussed under this section limits a councilmember's ability to serve the public. Mayor Schock emphasized that any Councilmember may ask the City Manager to have items placed on the agenda. He stated that it is difficult to be prepared for discussion when substantive matters are brought up under"announcements"without any advance notice. He also stated that these are official meetings with an agenda, and he believes it is his obligation as chairman to conduct the meetings under the rules. He also pointed out that a ruling of the chairman can be challenged by Councilmembers. Mayor Schock stated that the announcements" section will be reinstated,but he will rule out of order discussion of substantive issues that are not on the agenda. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn and go into the 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 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 7:07 p.m. March 23, 2005 Do onna Mecum, City Cler c Date Approved COMMITTEE OF THE WHOLE MEETING March 23, 2005 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 March 9, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Adopting a Year 2005 Official Zoning Map A resolution will be presented at tonight's Council meeting for adoption by the City Council. Discussion regarding Public Access Programming Councilmember Gilliam stated that he had been approached regarding exploring the possibility of some type of public access programming provided by the City. A preliminary meeting was held with Assistant City Manager Stegall. Councilmember Gilliam would like to have a committee established to explore the feasibility and options regarding public access programming. He asked that Councilmembers submit the names and applications of residents interested in being considered for appointment to the committee to Mayor Schock prior to the next meeting. Presentation by the Elgin Symphony Orchestra (ESO) Mark Seigle, ESO Chairman of Corporate Sponsorship, said that they believe it is appropriate to give a"State of the Symphony"report to the Council in that the City is the symphony's largest supporter. Elgin Symphony Orchestra is the fastest growing orchestra in the nation and is the only orchestra to have been named"Orchestra of the Year"three times by the Illinois Council of Orchestras. Robert Hansen, ESO Music Director, stated that people all over the nation are very envious of the fact that ESO is the fastest growing orchestra and the support it receives. He reviewed the growth in the number of performances. Michael Pastreich, ESO Executive Director, stated that the ESO serves approximately 50,000 patrons each year, a large number of which come from outside the City of Elgin. The number of Elgin patrons has also grown dramatically. He reviewed the economic impact of the ESO. They each expressed their gratitude and stated they truly appreciate the support given by the City of Elgin. On behalf of the City Council,Mayor Schock stated that everyone who lives in Elgin is immensely proud of the Elgin Symphony Orchestra. Committee of the Whole March 23, 2005 Page 2 Consideration of an Illinois Department of Transportation Highway Safety Project Grant Agreement Councilmember Figueroa made a motion, seconded by Councilmember Walters, to accept an $8,736 Highway Safety Project Grant with the Illinois Department of Transportation for the City of Elgin Police Department. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Senior Services Associates Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the 2005 Purchase of Service Agreement with Senior Services Associates, Inc. for$15,200. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment to the 2003 Community Development Block Grant Annual Action Plan Councilmember Walters made a motion, seconded by Councilmember Sandor, to consider the proposed change in the scope and purpose of the PADS Shelter Construction Project to PADS Land Acquisition Project and direct staff to initiate the process to amend the 2003 CDBG Annual Action Plan. Upon a roll call vote: Yeas: Councilmembers Figueroa, Rodgers, Sandor, Walters, and Mayor Schock. Nays: Councilmember Gilliam. Consideration of Funding for Public Action to Deliver Shelter (P.A.D.S.) Land Acquisition Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve financial support to PADS for the purchase of 1.25 acres of land from Messiah Lutheran Church, located at 350 Church Road, Elgin, Illinois, for the construction of the Douglas L. Hoeft Resource Center in the amount of$45,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Rodgers, Sandor, Walters, and Mayor Schock. Nays: Councilmember Gilliam. Consideration of Dedication of Right-of-Way at the Southwest Corner of Bluff City Boulevard and Gifford Road Intersection in Elgin Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to accept the dedication of right-of-way at the southwest corner of Bluff City Boulevard and Gifford Road for roadway improvements in Elgin that are associated with the proposed Bluff City Materials; operation and development in Bartlett. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole March 23, 2005 Page 3 Consideration of Amendment No. 1 to an Agreement with Walker Parking Consultants/Engineers, Inc. for Construction Administration Phase Services for the Fulton Street Parking Deck Project Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize Amendment No. 1 to the engineering services agreement with Walker Parking for the construction administration services for the Fulton Street Parking Deck Project in the amount of $45,500. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a FY2005 50/50 Historic Architectural Rehabilitation Grant Program Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the grant recipient eligibility list and direct staff to execute the grant agreements. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Ordinance Establishing a Veterans Memorial Park Committee Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize staff to complete a proposed ordinance to establish a Veterans Memorial Park Committee. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Pace Dial-a-Ride Service Enhancements Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed changes to the 2005 Pace Dial-A-Ride Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Rodgers suggested exploring the possibility of PACE increasing the number of trips on Route 31 north after the PADS Shelter is completed. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to adjourn and go into the 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. 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 " Committee of the Whole March 23, 2005 Page 4 rik 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 Discussion of Minutes of Meetings Lawfully Closed Under This Act - Exempt Under Section 120/2(c)21) of the Open Meetings Act Purchase or Lease of Real Property for the Use of the Public Body-Exempt Under Section 120/2(c)(5) of the Open Meetings Act 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 6:18 p.m. �.ccvs April 13, 2005 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING April 13, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:05 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve the minutes of the March 23, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation by Hampton,Lenzini, and Renwick on the Preliminary Design for the New CBD Traffic Signal System Mike Magnuson of Hampton, Lenzini and Renwick outlined the purpose of the project. The project boundaries are State Street east to Villa/Center/Dundee and National Street north to Kimball Street and encompass 29 traffic signal controlled intersections. The existing traffic signal system equipment was reviewed and inspected. A number of public meetings were held to involve all CBD stakeholders, and the public input was very beneficial. He stated that a key part of the study was how to manage downtown traffic better and not to speed the traffic through downtown or move more traffic through. The benefits of installing a new traffic signal system rather than replacing the current system. include being able to coordinate the system of signals with the ability to change and monitor signal timings remotely, emergency vehicle pre-emption, and troubleshoot incidents and equipment from the office,which minimizes operating costs. He outlined the project phases and costs involved. The next steps will be to develop the final design engineering, prepare plans, specifications, cost estimates,bid documents and bid construction contracts, and begin construction. Councilmember Sandor suggested they look at the possibility of removing the tree planters located in the right-of-way on Douglas Avenue between Chicago Street and Highland Avenue,to increase the number of parking spaces. Consideration of a Proposed Lease with T-Mobile to Establish a Cellular Communications Tower at Fire Station No. 4 Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed lease agreement with T-Mobile to establish a cellular communications tower at Fire Station No. 4. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole April 13, 2005 �s► Page 2 f Consideration of an Agreement with Thomson-West for Westlaw Local Government Practitioner Online Legal Research Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the agreement with Thomson-West for Westlaw Local Government Practitioner Online Legal Research for online legal research services tailored to government law attorneys in the amount of $15,256.80. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Four Digital Patroller Video Systems from Digital Safety Technologies Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to authorize the purchase of four Digital Patroller mobile video systems at a cost of$23,700 from Digital Safety Technologies as a sole source provider. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Police Radio and Data Equipment from Motorola r Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to authorize the purchase of six Motorola MW800 Mobile Data Terminals at a cost of$45,515.40, four Motorola XTS500 radios at a cost of$15,421.60, six CDM750 mobile radios at a cost of$3,244.50, and two Motorola XTL5000 mobile radios at a cost of$9430.00 for a total cost of$73,61 1.50. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 3 to the Environmental Testing Services Contract with Terracon Inc. at 464 McBride Street Councilmember Rodgers made a motion, seconded by Councilmember Walters, to authorize a third amendment to the current contract with Terracon Inc. for environmental testing services at 464 McBride Street for an amount not to exceed $144,050. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Elgin Community Network Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the purchase of service agreement with Elgin Community Network at a cost of$28,946. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole April 13, 2005 Page 3 Consideration of a Purchase of Service Agreement with Re Addiction Counseling Center for a Community-based Gambling Addiction Treatment and Prevention Program Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the purchase of service agreement with the Renz Addiction Counseling Center to support the Community Based Gambling Addiction Treatment and Prevention Program at a cost of$24,900. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with Elgin Proud & Beautiful,Inc. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the purchase of service agreement with Elgin Proud &Beautiful, Inc. in the amount of$4,560 for 2005 that will be used for activities that include planning and coordination of the annual city- wide clean-up and beautification day,planting projects, volunteer recruitment and participating in various community events to promote anti-litter and recycling. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Resolution Regarding the Efforts by the Villages of Bartlett, Wayne, and Carol Stream to Disconnect from School District U-46 Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed resolution attached to the April 8, 2005, agenda memorandum. Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to amend the proposed resolution by replacing the current language in Section 2, which provides that an independent comprehensive study be completed regarding the proposed disconnection, and inserting the following language: "That the proposed disconnection of the Village of Bartlett, Wayne, and Carol Stream would not be in the best interest of the City of Elgin and that a prolonged attempt by these communities to disconnect from School District U-46 will cause resources,both financial and human, to be expended, and that the City of Elgin believes these resources could be better utilized in the education of students throughout the U-46 community." Councilmember Rodgers made a motion to amend the aforesaid proposed amendment by adding language that 11,000 students will be affected by disconnection. The motion died for lack of a second. Mayor Schock stated that he would not support the amendment, which deleted the provision regarding completion of an independent study or analysis. He stated that he has always believed that the best decisions are made in the light of good information. Committee of the Whole April 13, 2005 Page 4 Upon a roll call vote on the proposed amendment to the resolution: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters. Nays: Mayor Schock. Upon a roll call vote of the proposed resolution as amended: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Proposal from Standard Equipment for the Refurbishment of Two Elgin Pelican Street Sweepers Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve an exception to the procurement ordinance to authorize the refurbishment of two 1999 Elgin Pelican Street Sweepers with Standard Equipment Company in the amount of$49,990. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with Christopher B. Burke Engineering, LTD for the 2005 Annual Street Light Program, 2005 Mid-block Street Light Program, and the Congdon Avenue/Shoe Factory Road Lighting Improvements Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize an agreement with Christopher B. Burke Engineering, Ltd. for engineering services for the 2005 Annual Street Light Program, 2005 Mid-Block Street Light Program and the Congdon Avenue/Shoe Factory Road Lighting Improvements in the not-to-exceed amount of$112,487.27. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. As a point of information, Public Works Director Loete explained that not all the street lights are owned and maintained by the City. Approximately half of the lights are owned and maintained by Commonwealth Edison and are mounted on wood poles. The other half, which are mounted on metal poles, are owned and maintained by the City. 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 Rodgers, to approve entering into a co-sponsorship agreement with the Downtown Neighborhood Association(DNA) to organize a three and a half day carnival in Elgin's Center City to be scheduled for May 5-8, 2005 for a not-to-exceed amount of$4,785 in financial and in-kind support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole April 13, 2005 Page 5 r Consideration of a Co-sponsorship Agreement with the Hispanic Heritage Coalition to Host a Carnival in the Meijer Parking Lot Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve a co- sponsorship agreement with the Hispanic Heritage Coalition(HHC) to co-sponsor a three and a half day carnival in the Meijer parking lot scheduled for May 5-8, 2005 for a not-to-exceed amount of$4,873 in financial and in-kind support. Upon a roll call vote: Yeas: Councilmembers Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Figueroa abstained due to a conflict of interest. Consideration of a Proposal from Charles H. Schrader and Associates for Grant Administration Services Councilmember Walters made a motion, seconded by Councilmember Figueroa, to award an extension to the 2004 contract for 2005 grant administration services to Charles H. Schrader and Associates in the amount of$12,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Eligibility for Veteran's Preference Points for Police Department Promotions Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to adopt the proposed ordinance amending Elgin Municipal Code Chapter 2.52, entitled"Police Department." Said proposed ordinance clarifies the current practice and which provides for a calculation of veteran's points based exclusively on the certificate of release or discharge from active duty form issued by the armed services (commonly referred to as a"DD214" form), as is currently being used by the Illinois State Board of Fire and Police Commissioners. Councilmember Sandor asked that Sergeant Glenn Theriault,who brought to light the ambiguity in the application of the current state law regarding the application of military preference points for police promotion,be allowed to address the Council on an alternative proposal. Sergeant Theriault stated that there are two issues to be addressed. One is policy direction regarding the awarding of preference points, and the second is a decision on whether those points should be applicable to the current lieutenant's list. He stated that he believes there is a flaw in the interpretation of state statutes governing veteran preference points, and he described his views regarding this matter. He requested that the Council consider adopting the following alternative, which sets forth a three-level system of awarding points to all military veterans. Qualification for the first level of service is in the reserve forces of the United States. The second level of service is for active duty or a reservist who is activated for deployment in a hostile combat situation. Qualification for the third level is for a member of the armed services who is disabled in the line of duty. A system Committee of the Whole April 13, 2005 Page 6 like this, already tested at the state level, is effective and fair and recognizes the value of service to one's country. He also stated that if the Council approves his suggested alternative, he believes it is fair and reasonable to apply it to the current list. Councilmember Gilliam stated that the proposed ordinance recommended by the City Manager simply clarifies and codifies the practice which has been used by the City since 1965 of using the DD214 form to calculate veteran's points. He believes it is wrong to change this and that Sergeant Theriault's proposal is self-serving in that he would personally benefit by this change. Councilmember Sandor stated that he does not agree that a change in the procedure now should be made retroactive. However, he thinks the military service has changed dramatically since 1965, and there didn't used to be the wholesale activation of reservists that there is now. Councilmember Walters stated he would be more willing to consider changing the procedure if it didn't affect the current list. Councilmember Figueroa said that things change a lot in 40 years, and perhaps consideration should be given to updating the method used to calculate veteran's points. Mayor Schock suggested that the City Manager's recommendation to pass the proposed ordinance which clarifies the existing practice of using the DD214 form as the standard for awarding promotional preference points. If in the future the Council believes this policy should be re-evaluated, an alternative practice can be considered and adopted. After clarification regarding the nature of the motion on the floor, a vote was taken on the City Manager's recommendation to adopt the proposed ordinance whereby active duty will be determined by the DD214 discharge form. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Walters, and Mayor Schock. Nays: Councilmember Sandor. Announcements from Council Councilmembers made suggestions regarding retreat agenda items including open gym, location for a public safety site in the Far West Area, exploring the possibility of expanding the Neighborhood Business Improvement Program to include properties located on entry-way corridors, discussion regarding having Not-for-Profit organizations make brief presentations at Council meetings regarding what services their specific organizations offer, consideration of banning parking on certain streets, and discussion regarding Wing Park. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn and go into the 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 • Committee of the Whole April 13, 2005 Page 7 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 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 7:06 p.m. 1/0-44t,A.R_ April 25, 2005 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING April 27, 2005 The rescheduled regular Committee of the Whole meeting was called to order by Mayor Schock at 4:37 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the minutes of the April 13, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Mayor Schock stated that although Councilmember-elect Kaptain will not be sworn in until the 7 p.m. Council meeting, he has been invited to join the Council at the table to participate in discussion. Presentation of Proposal by Ryan Companies US, Inc. for the Former Gail Borden Library Site,200 North Grove Avenue City Manager Folarin announced that presentations were supposed to be made by the Hummel Group and Ryan Companies. The Hummel Group notified the City that it is no longer interested in pursuing the project. Ryan Companies US presented their proposal for the above site. It will be called Water Street Place and includes restaurants, retail shops, condominiums, lofts, brownstones on Grove Avenue, a new road to be called Water Street, underground and surface parking. The restaurants,which are located on the riverfront, are expected to be the prime attraction and the centerpiece of the development. Discussion was held regarding many aspects of the proposal, including parking, price points, time frame, and types of restaurants and stores. The developer is requesting city incentives in the amount of approximately$7 million, which include donation of the site, demolition of the building, and contribution towards public street and streetscape improvements. Councilmembers indicated their enthusiasm and approval for the proposed project. They believe the architecture fits in well with existing structures in the area and also sends the message that this is the new and forward-thinking Elgin. Councilmember Gilliam made a motion, seconded by Councilmember Walters, to direct staff to work with Ryan Companies US to negotiate a development agreement. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole April 27, 2005 Page 2 Presentation by the Kane County Board and Kane County Transportation Staff on the State of the County's Transportation System Karen McConnaughay, Kane County Board Chairman, stated that the purpose of this presentation is to raise awareness regarding transportation issues and challenges created by the rapid growth which is occurring in Kane County. A presentation was given by Tom Rickert, Deputy Director of Kane County Transportation, and included data regarding current and projected population growth in Kane County, and the challenges created by the growth. State funding for transportation needs in Kane County is less than any other county in the State of Illinois. Ms. McConnaughay stated that we currently are at a crisis point and the only way to move forward is to have the county and municipalities collectively identify what transportation needs are most critical and present a united front to state government. Councilmembers unanimously expressed their support to work cooperatively with the county. Consideration of the Reservation of City of Elgin Industrial Revenue Bond Capacity An ordinance will be presented at tonight's Council meeting for passage by the City Council. Meeting Was Recessed and Reconvened rik The meeting was recessed at 6:25 p.m. and reconvened at 8:20 p.m. following the Council meeting, at which the oath of office for councilman was administered to David Kaptain, Juan Figueroa, Robert Gilliam, and John Walters. Presentation of the 2005-2006 Hemmens Performing Arts Season Butch Wilhelmi, Hemmens Cultural Center Supervisor, Bill Folk, Hemmens Front-of-House Supervisor, and Meredith Marth, Marketing Officer, distributed a sample brochure and provided a preview of the upcoming 2005-2006 Performing Arts Season. Mr. Wilhelmi stated that the 2004-2005 season was the most successful season ever at Hemmens. Over 14,000 patrons attended performances. Consideration of Landmark Designation of the Traub House at 625 Lillie Street Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the designation of the Traub House, at 625 Lillie Street, as an individual Elgin landmark. Councilmember Sandor stated that although he supports the idea of the homeowner to preserve the property, he believes this home qualifies as a landmark only in the broadest sense. As an alternative, he suggested developing a"voluntary preservation designation" for this property and for future properties,which would provide that the homeowner comply with the preservation ordinance in return for being able to participate in programs that are otherwise not available to a Committee of the Whole April 27, 2005 Page 3 home that is not located in a historic district. He will not support the pending motion for landmark designation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Walters, and Mayor Schock. Nays: Councilmember Sandor. Consideration of Acceptance of a Sanitary Sewer Easement by Town and Country Homes in Providence Subdivision Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to accept a public sanitary sewer easement at Town and Country Homes in the Providence Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 and Final for 2004 Sewer Lining Project Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve Change Order No. 1 and Final with Insituform Technologies USA, Inc. in the amount of $107,983 for the 2004 Sewer Lining Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Extension of the Contract with Lyons Electrical Company for Traffic Signal Maintenance Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve a one year extension of the existing contract with Lyons Electrical Company for traffic signal maintenance in the not to exceed amount of$68,643.52. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to the Contract with Hampton, Lenzini and Renwick for the Design of the Shales Parkway Street Light Project Councilmember Gilliam made a motion, seconded by Councilmember Rodgers, to approve Amendment No. 1 to the contract with Hampton, Lenzini and Renwick for the design of the Shales Parkway Street Light Project to add services for construction management for an amount not to exceed $15,400. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole April 27, 2005 Page 4 Consideration of an Engineering Services Agreement with Stanley Consultants for the Street Signage Upgrade and Inventory Project Councilmember Gilliam made a motion, seconded by Councilmember Rodgers, to execute an agreement with Stanley Consultants in the not-to-exceed amount of$84,606 for the Street Signage Upgrade and Inventory Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 3 to an Agreement with Stanley Consultants for the NPDES Phase II Storm Water Permit Project Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve Amendment No. 3 to an agreement with Stanley Consultants for the NPDES Phase II Storm Water Permit Project in the amount of$112,000 for related engineering services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Performance Agreement with the Elgin Symphony Orchestra for the Fine Arts Festival Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the Performance Agreement with the Elgin Symphony Orchestra for the Fine Arts Festival Concert to be held on Friday, August 5, 2005 in the amount of$18,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-sponsorship Agreement with the Elgin Puerto Rican Parade Committee Councilmember Gilliam made a motion, seconded by Councilmember Rodgers, to approve the agreement with the Elgin Puerto Rican Parade Committee to organize the Puerto Rican Day Parade and Festival on Saturday, August 13, 2005 for a not-to-exceed amount of$6,080 in financial and in-kind support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to the 2004 Budget Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adopt the proposed amendments to the 2004 Budget to better reflect what actually occurred financially during the year within the organization. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole April 27, 2005 Page 5 Consideration of a Women's Fitness Area in the Centre Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the establishment of a women's fitness area in the Centre and direct Staff to create bid documents for the necessary fitness equipment at a cost of$75, 000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the 2005 Neighborhood Improvement Grant Program—Large Project Applications Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the grant recipient eligibility list shown below for a total of seven grants in the amount of$71,432. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Organization Project Name Project Neighborhood Grant Grant Cost Match Request Allocation Valley Creek New $1 8,459.00 $9,695.00 $8,764.00 $8,764.00 Homeowners Entryway Association Signage Southwest Highland Elementary New $12,663.00 $6,263.00 $6,400.00 $6,400.00 School Entryway Signage Country Trails Entrance $16,201.66 $12,201.66 $4,000.00 $4,000.00 Neighborhood Shrubs and Association Perennials Century Oaks Community $47,853.00 $32,853.00 $15,000.00 $15,000.00 Neighborhood Playground Association Project Coleman Elementary Coleman $32,733.00 $8,100.00 $15,000.00 $24,633.00 School Fence Project Nearwest Crystal Street $11,400.00 $5,700.00 $5,700.00 $5,700.00 Neighborhood Assoc. Train Station Trees Sheridan Elementary Playground $13,870.00 $6,935.00 $6,935.00 $6,935.00 School Project Phase II TOTAL $163,479.66 $91,680.66 $61,799.00 $71,432.00 r Committee of the Whole April 27, 2005 101.1k Page 6 Consideration of Co-sponsorship Agreement with Prairie Rock Brewing Company Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the agreement with Prairie Rock Brewing Company to co-sponsor the eleventh annual Brew Fest on June 17 and 18, 2005, for a not-to-exceed amount of$3,500 in operational support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-sponsorship Agreement with the African-American Coalition of Kane County,Illinois, for the Annual Juneteenth Festival Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve the co-sponsorship agreement with the African-American Coalition of Kane County, Illinois for the third annual Juneteenth Festival on Saturday, June18, 2005 for the not-to-exceed amount of $2,020 in operational support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements From Council Councilmember Rodgers stated that over the last week she has heard comments with reference to advertising used by realtors and wants to clarify that stating the features in a home, such as a wide driveway or finished basement, is not an attempt to promote overcrowding. "It is simply to sell the property and to do the job for the sellers." Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 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 • Committee of the Whole April 27, 2005 Page 7 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 8:41 p.m. A614-v—C_ May 11, 2005 Dolonna Mecum, City Clerk Date Approved r r COMMITTEE OF THE WHOLE MEETING May 11, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:07 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, 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 April 27, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Illinois Department of Transportation Seatbelt Enforcement Grant Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to accept the grant from the Illinois Department of Transportation(IDOT) for seatbelt enforcement in the amount of$8,736. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to Chapter 11.60 "Stopping, Standing and Parking: in regards to the Central Business District Discussion was held regarding methods to be used for informing people about the new parking lots and temporary signage to be put in place directing out-of-town visitors to parking lots to be used during construction of the new parking deck. Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to approve the amendments to Chapter 11.60 of the Elgin Municipal Code, "Stopping, Standing and Parking," in regards to the Central Business District. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Adoption of 2003 International Residential Code Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to place the new building code, with amendments, as proposed by the Building Commission, on file for 30 days, for public comment, and adopt the codes when the publication requirements allow. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 to Contract with Lyons Electric for Traffic Signal Maintenance e'* Councilmember Gilliam made a motion, seconded by Councilmember Walters, to authorize Change Order No. 1 to the contract with Lyons Electric Company Inc. in the amount of$8,225 Committee of the Whole May 11, 2005 Page 2 increasing the overall contract from $68,643.52 to $76,868.52, for traffic signal maintenance to add the installation of replacement LED Traffic Signals at two additional intersections. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment of Chapter 11.60 of the Elgin Municipal Code, 1976, entitled Stopping, Standing and Parking and Amendment of Chapter 11.62 of the Elgin Municipal Code, 1976, entitled Administrative Adjudication Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the adoption of the proposed ordinance amending the City's signage and pavement marking requirements for private property fire lanes and increase the fine for violating the fire lane ordinance. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Rodgers asked that a notice be posted on the Channel 17 message board to advise residents of the change. Consideration of a Co-sponsorship with WXRT for the Hemmens Cultural Center/Blind Date Concert Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the co-sponsorship agreement with WXRT for the Blind Date Weekend performance at the Hemmens Cultural Center during the 2005-2006 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Third Amendment to the Purchase of Service Agreement with Hitchcock Design Group for Festival Park Design Development and Construction Documentation Rick Hitchcock gave a brief presentation regarding proposed plans, features, and estimated costs for Festival Park. The north side of the park will be a gateway and play area for families and children. The objectives of Festival Park are to be able to host community events and activities; provide a children's play area; provide access to the river and improve the shoreline habitat; and to provide compensatory storage for the housing development across the street. They hope to begin construction in October of 2005 with the expected completion of the park to be the summer of 2006. Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to approve a third amendment to the PSA with Hitchcock Design Group (HDG) for Festival Park Phase II design development and construction services in the amount of$311,586. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole May 11, 2005 Page 3 Announcements from Council Councilmember Figueroa stated that he believes that the parking lot owned by the City next to the Foxhole Pub needs better signage to reflect that parking by the public is prohibited. Councilmember Gilliam complimented the Police Department for addressing the problems regarding trespassing by off-road vehicles and ATV activity in the Tyler Creek area. Councilmember Walters reminded everyone of the open house at the new Elgin Fire Station 6 located at 707 W. Chicago Street. The open house is from 10:00 a.m. to 2:00 p.m. with the dedication ceremony to be held at 10:30 a.m. Councilmember Kaptain announced that a group of African American residents are sponsoring a summit for the youth and young adults on May 21, 2005 from 1:00 p.m. to 4:00 p.m. at the Gail Borden Library to discuss problems affecting young people. Councilmember Rodgers thanked the Fire Department for working with high school students in the health occupation student association. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 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 120/2(c)(5) of the Open Meetings Act The meeting adjourned at 6:28 p.m. May 25, 2005 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING May 25, 2005 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, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: Gilliam. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the May 11, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Ordinance Amendments Regarding Disciplinary Procedures for the Fire Department An ordinance will be presented at tonight's Council meeting for passage by the City Council. Consideration of a Lease-Purchase Agreement with the Trust for Public Lands for the Purchase of 224 Acres for a New Regional Park A resolution will be presented at tonight's Council meeting for adoption by the City Council. Councilmember Sandor acknowledged the assistance of Jackie Tredup, Kane County Board Member and member of the Forest Preserve District,with reference to the joint purchase of 224 acres of land to be used as active and passive parcels. He thanked her for her prompt and swift actions regarding this project. Councilmember Walters acknowledged the representative from the Trust for Public Lands and thanked him for his cooperation with this project. Councilmember Figueroa acknowledged Councilmember Sandor's efforts in working with Jackie Tredup to make the new regional park possible. Councilmember Rodgers inquired as to whether part of the new regional park will be set aside for a cricket field in that she continues to receive inquiries from residents expressing interest in the creation of a cricket field in the future. Consideration of a Grant Application from the Illinois Department of Natural Resources for Assistance with the Acquisition of Property for a New Regional Park A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an Amendment to the Liquor Code Creating a New License Classification Councilmember Sandor made a motion, seconded by Councilmember Walters, to remove the consideration of the proposed ordinance from the table. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole May 25, 2005 Page 2 An ordinance will be presented at tonight's Council meeting for passage by the City Council. Presentation of Community Needs Assessment Sean Stegall, Assistant City Manager, introduced members from the United Way Board and acknowledged their help with the project. He stated that this presentation consists of preliminary information gathered from the needs assessment that was conducted, and a final report will be presented to the Council and community in a few weeks. He also clarified that this assessment is not like the community survey done by the City in the past couple of years wherein residents were asked to evaluate services offered by the City. This was a needs assessment wherein the community was asked what needs in the community they feel are lacking and not being met. He stated that it is important to remember that the focus was the needs of the community and not a reflection of how people feel about the community as a whole. Mr. O'Connor, from O'Connor Research and Action, made the presentation regarding assessing the needs and assets in the Elgin area. He listed the purposes of the community needs assessment which included: identifying and prioritizing the most serious needs, all needs were taken into account, identifying assets and strengths, and defining what quality of life means to residents. He discussed the research methods used to gather the information for the assessment which included focus groups, a community forum, a community survey of a random sample of 5,000 residents, and calls and contacts to the Community Crisis Center. Each research source reflects a variety of perspectives and perceptions in the community, including a special look into the needs of some of the minorities in the area. Mr. O'Connor highlighted the nine needs and concerns that were found as a result of the survey and were listed as: Lack of Health Insurance According to the Illinois Behavioral Risk Factor Survey results of 2002, 12% of Kane County adults do not have health insurance. Unemployment According to the Illinois Department of Employment Security, the unemployment rate in Elgin in March was 9.6%, compared to 5.9% in Illinois as a whole and 5.4%nationwide. Language Barrier Language barriers are felt to be an important issue by 65% of Caucasians and 58%of Hispanics. Hispanics would like access to more inexpensive and more frequent English as a Second Language (ESL) classes. Affordable Housing As of 2003, rent burden in Elgin is lower than three nearby villages. However, a high proportion of households with less than $35,000 in household income have significant rent burden. r Committee of the Whole May 25, 2005 Page 3 Public Schools More detail will be available in the final report. Elgin has more diversity in School District U-46 than does the state. However, high school graduation rates and scholastic testing matches up even with statewide averages, with the exception of larger class sizes. Gang Activity There was a large jump in gang incidents between 2000 and 2001. Gang incidents then dropped to 178 in 2002. Since then,the number of gang incidents has not changed significantly, even though the City is beginning to track graffiti as a gang incident. Homelessness New data from the Continuum of Care of Kane County's Point- in-Time Survey estimates there were 203 homeless in Elgin. About 154 individuals are in an emergency or transitional shelter, and there are 49 unsheltered homeless individuals in Elgin. Activities for Teens There is concern about the time between school letting out and parents coming home. There may be a problem in the availability and affordability of after school programs for teens. More ruilk research is required. Public Transportation Bus routes do not go beyond Elgin, making it difficult for people to get to work from outlying areas. Bus schedules do not always meet the needs of those who work. Additional study is required to see whether Pace is adapting to the work-live patterns in the Elgin area. Mr. O'Connor stated that needs and concerns particularly important to the Hispanic, African- American, and Laotian communities, include street repair in their neighborhoods, experienced discrimination of some kind, request for more police presence in their neighborhoods, cost of garbage pickup, more street lights are needed, services for substance abuse are needed,recreation for teens, and more business opportunities and bilingual services to be offered. The Laotian community was slightly different from Hispanics and African-Americans in that they were more isolated and less likely to take advantage of social services offered by the City. He also cited concerns important to lower income residents (income under$35,000)which include lack of employment, cost of medications and utilities, substance abuse, domestic violence, low wages and lack of business opportunities, and lack of information on available social services. United Way representatives Mark Seigle, Chairman of United Way, and Karen Fox, Executive Director and President of United Way, stated that they believe that this community needs assessment is not an ending point,but a starting point in how we address some of the needs brought forth by the survey. Some of the points shown are painted in very broad terms, but their hope is that the community, the City, and United Way can come together and form a vision for Committee of the Whole May 25, 2005 Page 4 Elgin for a better future and agree on some indicators for improvement within the community. Mayor Ed Schock stated that he saw a couple of anomalies that were reported through the preliminary information that was presented. He stated that Elgin has more jobs than workers and has people commuting from surrounding communities to fill those jobs. He suggested that the relatively high unemployment rate is probably not due to a lack of jobs in the city but more likely is due to the fact that many residents lack the skills or education to make them attractive to employers in the area. He also hopes that we will look at targeting the root causes and not the symptoms of all the needs shown in the survey. Councilmember Rodgers commented on the fact that most residents seem unaware of the social services available to them through various organizations and asked if United Way is working on a solution to this dilemma. Ms. Fox responded that United Way is developing a comprehensive online directory of resources and services, and this will be made available to the public. Hemmens Advisory Board Annual Report Presentation Kay Weber, Chairman of the Hemmens Advisory Board, stated that the Hemmens 2004 Year End Report is being finalized and will include the summary of the 2004-2005 Performing Arts Season Profit and Loss Statements and a map which reflects that ticket buyers came from all over the Chicagoland area. Ms. Weber stated that she and her fellow board members are working on reinvigorating the Board, and some of their goals include the following: make the public more aware of the Hemmens and its activities; bring more people to Elgin and to the Hemmens; make sure that the Hemmens remains accessible to as many groups as possible; and continue to have the best acts and performances that can be scheduled. Ms. Weber believes that continued improvements and constant attention needs to be made in order to achieve a well-maintained and well-equipped facility. According to three different studies going back to 1990, weaknesses in the Hemmens building include: the need for attention to mechanical noise on the stage and in the theatre; need for improved acoustical treatments and surfaces; need for improvement to the overall heating, ventilation, and air conditioning system. Ms. Weber stated that she would like to see the City's long range plans include improvements to Hemmens regarding the appearance, operation and accessibility, a north side box office, restroom, administration, lobby addition; west side dressing room, a receiving, storage, and reception addition; stage house expansion and improvements; audience chamber improvements and seating expansion. In addition, Ms. Weber expressed some concern that focus on the proposed Elgin Symphony Orchestra facility will diminish efforts to maintain and improve the Hemmens Cultural Center. Councilmember Kaptain had spoken with a number of small arts groups and their overall feeling was that the Hemmens was not set up acoustically to work for a small group and wanted to know how the Board was working to address this issue other than the complete remodeling of the Committee of the Whole May 25, 2005 Page 5 building. Butch Wilhelmi, Theatre Technical Supervisor, responded by stating that they have been exploring the option of converting the Exhibition Hall of the Hemmens into a performance space with seating of around 150 to 200 people which would be sufficient for some of the productions of the smaller groups. They have been working to improve the sound system which allows them to mike the stage and performers more effectively to be able to enhance the spoken word rather than the reverberation of the general acoustics. Mayor Schock stated that the City has budgeted for the south side restroom, which has become a major issue due to the large number of people who are now using the bathroom during intermission. Mr. Wilhelmi added that the specifications have been submitted to purchasing for the design of the south side restroom and they are waiting on a blueprint before they can move forward with the project. He also stated that included in the budget was money to improve the entire interior of the Lobby. Mayor Schock congratulated Ms. Weber and the board for the best season ever that the Hemmens has had and told them to keep up the good work. Consideration of City Council Rules of Procedure Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed amendments to the Chapter 2.08 of the Elgin Municipal Code,which relates to the City Council and rules of procedure for the City Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Ordinance Providing for Local Purchasing Preference Councilmember Sandor made the comment that the preference ordinance started out as a two year experiment and seems to have met the criteria set out for it. The ordinance has only been used three times with a net cost to the City of$1,300, but the value of the contracts that went to Elgin-based businesses was in excess of$300,000. Without this particular ordinance, that money would have gone to surrounding communities and he believes that the preference ordinance has shown its effectiveness. Councilmember Walters agreed with Councilmember Sandor, and he would like to find more ways to get Elgin businesses to compete for the bid and be the low responsive bidder. He also believes that it should be examined in another two years due to the uncertainty of the state budgets and riverboats. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the passage of an ordinance providing for the continuation of the City's existing ordinance providing for a local purchasing preference. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole May 25, 2005 Page 6 Consideration of a Contract with Trane Chicago for the Overhaul of a Chiller at the Hemmens Cultural Center Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize a contract with Trane Chicago in the amount of$23,296 for compressor inspection, re-gasketing, and capacity control service on one of the two chillers at the Hemmens Cultural Center. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Membership in the Northern Illinois Special Recreation Association (NISRA) Councilmember Kaptain questioned why the City was recommending the NISRA program which will add 400 programs and not the NWSRA Program which would add 1500 programs for an extra$12,000. He also wanted to know if there is a difference in the quality of the programs offered. Randall Reopelle, Parks and Recreation Director, responded that the main reason for recommending NISRA is that the programs are local, whereas with the NWSRA Program the extra programs that are offered are spread out over a large geographic region, and he believes that they would not be taken advantage of for that reason. Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the recommendation to join the Northern Illinois Special Recreation Association to meet the City's obligation of providing recreation services to residents with disabilities. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Proposed Amendments to the Handbills Licensing Ordinances Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the proposed amendments to the handbills licensing ordinance which will require handbills to be placed on the porch or vestibule of private properties in a manner preventing the handbills from being blown loose by wind and to prohibit handbills from being placed on vehicles parked in public areas. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order Deduct#1 and Final for J & E Duff, Inc. for Masonry Work at Fire Station #6 Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the change order deduct to J&E Duff, Inc. for the construction of Fire Station#6 in the amount of Committee of the Whole May 25, 2005 Page 7 $12,200 due to a change that was made in the size and type of brick to be used on the exterior of the fire station. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of a Fire Hose Washer and Dryer for Fire Station #6 Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve an exception to the procurement ordinance for the purchase of one mechanical hose washer and one forced air hose dryer from Circul Air Corporation for Fire Station#6 in the amount of $23,988.60. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to the City's Economic Development Guidelines Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve an ordinance providing for the proposed amendments to the City of Elgin Economic Development Guidelines which incorporates the City's efforts to attract higher end retail to the community, encourage the redevelopment of entryway corridors, neighborhood shopping centers, and upscale retail locations. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Lease with Woodstock Harley Davidson for Two Police Motorcycles Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize a lease agreement with Woodstock Harley-Davidson in the amount of$2,150 for two police motorcycles. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Acceptance of a Grant from the Illinois Clean Energy Community Foundation for Light Emitting Diode Traffic Signal Heads Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the acceptance of a grant from the Illinois Clean Energy Community Foundation in the amount of $21,965 for the purchase and installation of Light Emitting Diode (LED) traffic signal heads. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to an Agreement with Hampton,Lenzini and Renwick for the Central Business District Traffic Signal Upgrade Project Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to authorize Amendment No. 1 to the engineering services agreement with Hampton, Lenzini and Renwick (HLR) in the amount of$169,615.75 for the Central Business District(CBD) Traffic Signal Committee of the Whole May 25, 2005 Page 8 Upgrade Project to add services for final design services and bidding assistance. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to the Engineering Services Agreement with Burns & McDonnell for the Central Business District Historic Street Lighting Project Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve Amendment No. 1 to the engineering services agreement with Burns &McDonnell in the amount of$82,664.09 for the Central Business District(CBD) Historic Street Lighting Project for construction related engineering inspection services for the subject project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to Chapter 11.60 "Stopping, Standing, and Parking"With Reference to the North End of the Central Business District Councilmember Sandor questioned the need for additional parallel on-street parking spaces to be added to the north side of Highland Avenue between Douglas and Grove because it will be right elk next to the parking lot and it doesn't seem to make sense. City Manager Folarin stated that he has been advised by people in the downtown area that additional parking is needed and that the Spring Street Parking Deck and the Civic Parking Lot are not sufficient. The on-street parking is an attempt to provide additional parking before demolition of the Crocker Theatre begins, at which time the adjacent parking lot will be closed. Mayor Schock stated that the civic center lot always has empty spaces, and he does not see the need for on-street parking. Councilmember Walters stated that he has never seen the Spring Street Deck or the parking lot behind the funeral home on Spring Street full, with the exception of Sundays. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to revise the proposed amendment to Chapter 11.60 of the Elgin Municipal Code, "Stopping, Standing and Parking"by removing the provision for on-street parallel parking on the north side of Highland Avenue between Douglas and Grove. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the revised amendments to Chapter 11.60 of the Elgin Municipal Code, "Stopping, Standing and Parking,"in regard to the north end of the Central Business District. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole May 25, 2005 Page 9 Consideration of a Co-sponsorship Agreement with the Courier News for the Hemmens 2005/2006 Performing Arts Season Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the promotional co-sponsorship agreement with The Courier News for the Hemmens 2005-2006 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-sponsorship Agreement with the Courier News for the Hemmens 2005/2006 Performing Arts for Young People Season Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the promotional co-sponsorship agreement with The Courier News for the Hemmens 2005-2006 Performing Arts for Young People Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-sponsorship Agreement with the Daily Herald for the Hemmens Cultural Center/Blind Date Concert Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the promotional co-sponsorship agreement with the Daily Herald for the October 8, 2005 Blind Date Weekend performance at the Hemmens Cultural Center during the 2005-2006 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-sponsorship Agreement with the AMCORE Bank for the Hemmens Cultural Center/Blind Date Concert Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the promotional co-sponsorship agreement with the Daily Herald for the October 7, 2005 Blind Date Weekend performance at the AMCORE during the 2005-2006 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Sandor read a letter forwarded from Judge Donald Anderson from Mrs. Carlton Rogers regarding the new plaque and sign that was installed in Rogers Park. Councilmember Sandor stated that it is a beautiful sign. Councilmember Kaptain made an announcement regarding National NeighborWorks Week starting on June 4th and continuing through June 11 sponsored by Neighborhood Housing Committee of the Whole May 25, 2005 Page 10 Services (NHS) and the Elgin Community Network(ECN). There will be educational seminars focusing on homebuyer and homeowner education and development. The week concludes with Neighbor Helping Neighbor, which provides free volunteer labor to homeowners in need of assistance with minor exterior maintenance. If residents would like more information they should contact the NHS at 847-695-0399. Councilmember Walters made a statement about some of the upcoming events in Elgin during Memorial Day weekend. Some of the events mentioned were the 28th Annual Elgin Valley Fox Trot, Kiwanis Bottomless Pancake Breakfast, Naval Club Remembrance Ceremony at 9:30 a.m. on the Highland Avenue Bridge, Bluff City Cemetery Remembrance at 11:00 a.m., the 5th Annual Bar-B-Q Rib Fest Cook Off, and the Elgin Classic Soap Box Derby. He emphasized the importance of Elgin residents attending the remembrance ceremonies to honor our soldiers. Adjournment Councilmember Walters made a motion, seconded by Councilmember Rodgers, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, 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 Purchase or Lease of Real Property for the Use of the Public Body- Exempt Under Section 120/2(c)(5) of the Open Meetings Act Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open Meetings Act The meeting adjourned at 7:05 p.m. June 8, 2005 J. fifer Qui .n, Deputy City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING i June 8, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:06 p.m. in the Heritage Ballroom of The Centre. Present: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the minutes of the May 25, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation by Chicagoland Bicycle Federation and Community Network regarding Local Bikeways Kyla Jacobsen, Carl Misele, Tom Armstrong, and Dan Fox, on behalf of the Elgin Community Network(ECN), presented a proposal to make the City of Elgin a designated bicycle friendly community. ECN will work with the Chicagoland Bicycle Federation, the City, and highway jurisdictions to create and implement a bicycle plan that will make Elgin a bicycle-friendly community. Such a plan will promote and encourage bicycling in Elgin, address engineering, education, evaluation, planning, and enforcement. In nearly every citizen survey, bike and walking trails have ranked very important. One of the common themes in the newly adopted comprehensive plan is the idea of connecting bike trails, and this is a unique opportunity to partner with Chicagoland Bicycle Federation to implement one of the first elements of the comprehensive plan. Rob Sidowski, of the Chicagoland Bicycle Federation, outlined the many benefits of bicycling which include reduced traffic, better air quality, and improved public health. The Federation has worked with many communities in planning and linking bike trails. They will also be able to assist with obtaining grants from the Illinois Department of Transportation. At this time, the Elgin Community Network is asking for the endorsement and support of the City Council to improve the state of cycling in Elgin by requesting allocation of Staff resources and technical support to proceed with the project. In the future, they will be asking the Council to support the action plan and include discussion of funding in during the budget process. Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to direct Staff to provide technical and other appropriate assistance to the Elgin Community Network to facilitate the program for bicycling in Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau (EACVB) Councilmember Gilliam advised the Council that some of the surrounding communities which are members of the Bureau and are currently participating in the Bureau's promotion program are .Committee of the Whole June 8, 2005 Page 2 not willing to contribute toward funding for promoting their communities. Discussion was held regarding the possibility of excluding communities which are unwilling to assist with funding. This could result in the Bureau losing some state funding, which might make it necessary for the City of Elgin to increase its funding level. Councilmember Gilliam stated that the EACVB recently held a strategic planning session to develop a sense of direction, guidelines, and measurable goals to gauge the effectiveness of the program in promoting businesses in the communities. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the purchase of service agreement with the Elgin Area Convention and Visitors Bureau in the amount of$50,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Sponsorship Agreement with Euclid Beverage/Miller Brewing for The Hemmens Cultural Center Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the sponsorship agreement with Euclid Beverage/Miller Brewing for The Hemmens 2005-2006 Performing Arts Season for a value of$14, 630 which the City will provide in tickets, program advertising, and reception hors d'oeuvres. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Sponsorship Agreement with NextMedia for The Hemmens Cultural Center Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the sponsorship agreement with NextMedia for the Bill Maher and The Second City Touring Company performances at The Hemmens Cultural Center during the 2005-2006 Performing Arts Season for a value of$2,590 which the City will provide in tickets, program advertising, and reception hors d'oeuvres. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Sponsorship Agreement with Radio Station Y103.9 for The Hemmens Cultural Center Councilmember Gilliam made a motion, seconded by Councilmember Rodgers, to approve a sponsorship agreement with Y103.9 for the The Ides of March and The Buckinghams performances at The Hemmens Cultural Center during the 2005-2006 Performing Arts Season for a value of$1,480 which the City will provide in tickets, program advertising, and reception hors d'oeuvres. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, r` Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. .Committee of the Whole June 8, 2005 Page 3 Consideration of a Sponsorship Agreement with Radio Station STAR 105.5 for The Hemmens Cultural Center Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a sponsorship agreement with STAR 105.5 for the Gaelic Storm performance at The Hemmens Cultural Center during the 2005-2006 Performing Arts Season for a value of$1,740 that the City will provide in tickets,program advertising, and reception hors d'oeuvres. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-sponsorship Agreement with the Downtown Neighborhood Association for the 4th of July Parade Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to amend the proposed co-sponsorship agreement with the Downtown Neighborhood Association for the 4th of July parade by changing the date in Item 4 to August 15th and deleting Item 5 from the agreement. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the amended co-sponsorship agreement with the Downtown Neighborhood Association(DNA) for the 4`h of July parade in the amount of$28,354. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Rodgers abstained due to a conflict of interest. Consideration of Change Order No. 1 and Final to Contract with A & E Services for Asbestos Abatement at 111 N. Channing Street Councilmember Walters made a motion, seconded by Councilmember Sandor, to authorize Change Order No. 1 and Final to the contract with A & E Services for asbestos abatement to remove the additional asbestos material discovered hidden behind existing walls (2,320 linear ft.) in the amount of$19,720 increasing the overall contract from $62,200 to $81,920. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Acceptance of a Storm Sewer Easement from LaSalle National Bank for Castle Creek Homeowners Association Councilmember Figueroa made a motion, seconded by Councilmember Walters, to accept the storm sewer easement from LaSalle National Bank to serve Castle Creek Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. -Committee of the Whole June 8, 2005 Page 4 Consideration of the Acceptance of a Public Right of Way and Grant of Water Main Easement for Nesler Road from Ryland Group Inc. and Harris Trust and Savings Bank This item was included with related matter previously considered at the May 25, 2005 Committee of the Whole meeting. A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of the Acceptance of a Storm Sewer Easement from Harris Trust and Savings Bank for Lambert Lane Councilmember Walters made a motion, seconded by Councilmember Rodgers, to accept the storm sewer plat of easement from Harris Trust and Savings Bank to maintain private drainage after the construction of Lambert Lane. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Resolution Establishing Prevailing Wage Rates for Public Works Contracts Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to pass a resolution establishing prevailing wages on public works projects in accordance with the Illinois Department of Labor's rate schedule. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 2 and Final for Layne Western for Well 4A at the Airlite Street Plant Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the execution of Change Order No. 2 and Final in the amount of$10,294 for Well 4A repairs at the Airlite Street Plant. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 and Final Acceptance for Martam Construction for the Water Main on Lawrence Avenue from State Street to Airlite Water Treatment Plant and McClure from Lawrence to Murray Avenue Project Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to approve Change Order No. 1 and final acceptance for the Lawrence Avenue from State Street to Airlite Water Treatment Plant and McClure from Lawrence to Murray Avenue water main project and authorize the execution of final Change Order No. 1 in the amount of$80, 566 (deduct) with Martam Construction. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole June 8, 2005 Page 5 Consideration of Membership in the Metro West Council of Government Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to participate as a founding member of the Metro West Council of Government in the amount of$30,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Rodgers stated it has been brought to her attention that at the end of this month Senior Services daily day care for seniors will have to close its door. Senior Services is seeking financial assistance from several different sources. She will keep the Council informed as information becomes available. Also, within the last few weeks she has received several phone calls from Elgin residents regarding the lack of affordable home ownership housing. She stated that the average selling price of a home here in Elgin is $226,600, with the average list price being over$300,000. Councilmember Kaptain announced that the Neighbors of Southeast Elgin will be holding their Unity Day event on July 16, 2005, and they are trying to raise $625 for pony rides. If any residents are interested in contributing, they can contact Linda Conroe at 847-742-0980. Any surplus funds will be used to benefit the community by purchasing equipment for the Fire Department. Announcements from Staff City Manager Folarin announced that Kyla Jacobsen, a 20 year City of Elgin employee, was recently promoted to Water System Superintendent. She is the first woman to hold this position in the City of Elgin. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Purchase or Lease of Real Property for the Use of the Public Body- Exempt Under Section 120/2(c)(5) of the Open Meetings Act The meeting adjourned at 6:43 p.m. June 22, 2005 Dolonna Mecum, City lerk Date Approved COMMITTEE OF THE WHOLE MEETING JUNE 22, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:05 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the minutes of the June 8, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Participation in the ASSIST Bond Program for First-time Homebuyers An ordinance will be presented at tonight's Council meeting for passage by the City Council. Consideration of a Co-sponsorship Agreement with Downtown Neighborhood Association for the Elgin Cycling Classic Bike Race A resolution will be presented at tonight's council meeting for adoption by the City Council. Councilmember Sandor expressed concern regarding the fact that this request for funding was coming at the last minute and monies had not been budgeted for this event. He also questioned whether holding this event on the same day and place as the Fine Arts Festival will present parking problems and diminish the ability of people to get to the Fine Arts Festival because of street closures for the bike race. He requested that the proposed agreement be amended to provide that any revenue in excess of expenses be returned to the City. John Steffen stated that the Downtown Neighborhood Association met with the Fine Arts Committee early in the process, and both groups worked out plans for spectators and participants in either event to arrive in the downtown area off Kimball Street, in that the only downtown bridges which will be blocked off for the race will be Chicago and Highland. Parking will be at the north end of downtown. The Fine Arts Committee has written a letter of support and believes that having both events in close proximity will encourage spectators to move back and forth between the two events. In response to the timing of this request, Mr. Steffan stated that because of the City's new special events procedure, they were not able to start the process until the forms were ready in January. They received preliminary approval in March, and are here now to get final approval from the Council, and will appreciate the City's support. • Committee of the Whole June 22, 2005 Page 2 Consideration of Discounts for Active Duty Military Personnel at City Owned and Operated Facilities Councilmember Sandor outlined a proposal to establish a fifty percent discount of the resident rate to active duty military personnel at recreation facilities owned and operated by the City. To be eligible for the discount individuals would have to show an active duty military identification card and proof of residency or be accompanied by an Elgin resident. The question was raised regarding whether the discount would apply to rental of facilities such as Hemmens, Lords Park Pavilion, etc., and it was agreed that the discount would be limited to recreation facilities. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve an active military personnel discount for recreational facilities owned and operated by the City for which a fee is charged. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Residential Acquisition Program Guidelines Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the proposed Residential Acquisition Program Guidelines. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with ComEd for the Removal of Electrical Poles at 464 McBride Street Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to authorize an agreement with ComEd for the removal of twelve utility poles at 464 McBride Street in the amount of$19,352.16. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 through 6 with MIC,Inc. for Festival Park Phase I Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to authorize Change Orders 1 through 6 with M.I.C., Inc., in the amount of$37,452 for Phase I of the Festival Park Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Appointment to Elgin Area Convention and Visitors Bureau Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to appoint David Parulo to the Elgin Area Convention and Visitors Bureau to fill Paula Wyatt's unexpired term which expires December 31, 2005. Upon a roll call vote: Yeas: Councilmembers Figueroa, Committee of the Whole June 22, 2005 Page 3 Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with Randy W. Trull for Golf Construction Management Services Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve the agreement with Randy W. Trull, Golf Project Management, for golf course construction management services for the development of Bowes Creek Country Club in the amount of $186,000 and variable travel expenses not to exceed $45,360, for a total contract agreement price of$231,360. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Proposed Amended Intergovernmental Agreement Between the City of Elgin and the Village of Sleepy Hollow regarding Jurisdictional Boundaries Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed Amended Intergovernmental Agreement with the Village of Sleepy Hollow regarding jurisdictional boundaries. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of a Grant from the Illinois Criminal Justice Department for Two Part-time Domestic Violence Case Workers Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept a grant from the Illinois Criminal Justice Information Authority for the continuation of two Part-time Domestic Violence Case Workers. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa stated that he had been contacted by several people regarding the fact that the audio portion was missing during the cable broadcast of recent council meetings. He asked that staff investigate and determine what caused the problem. Councilmember Rodgers extended sympathy to the Malone family for the loss of a family member in Iraq. Announcements from Staff City Manager Folarin announced that Lisa Womack will be Elgin's next Police Chief. She is currently serving as Police Chief of Sugar Land, Texas, and will commence her employment with the City of Elgin no later than the middle of August. Committee of the Whole June 22, 2005 Page 4 Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 120/2(c)(5) of the Open Meetings Act Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open Meetings Act The meeting adjourned at 6:18 p.m. At∎ILL ••/ _• July 13, 2005 Dolonna Mecum, Ci y erk Date Approved • Committee of the Whole June 22, 2005 Page 4 Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 120/2(c)(5) of the Open Meetings Act Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance- Exempt Under Section 120/2(c) (3) of the Open Meetings Act The meeting adjourned at 6:18 p.m. s/Dolonna Mecum July 13, 2005 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING July 13, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:00 p.rr . in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Rodgers,to approve the minutes of the June 22, 2005,regular meeting. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation by Hamilton Wings Rise Jones, Executive Director of Hamilton Wings, thanked the Council for their funding support. Hamilton Wings was organized in 1995 and works to promote leadership development and academic readiness of socially and/or economically challenged children through the use of and access to the arts. Ms. Jones described the organization's history, purpose, number of youths served, and the many benefits to the youth participants. The programs are designed to provide and reinforce cognitive and social skills necessary for academic and life achievement; communicate that learning is a continuous life pursuit and may assume multiple forms;provide rib** participants with opportunities for personal expression and social responsibility; enable and support children and their families to broaden their resource networks; and provide a learning , environment that is respectful of education, families, and individual ideas. Hamilton Wings is very grateful and proud that SCORE! (Students Creating Opera to Reinforce Education)was selected to be one of the three community projects included in the City's application for which it was designated an"All American City"in 2002. She thanked the City Council for the invitation to make this presentation to describe the purpose of the organization and the means used to provide an opportunity for the community's youth tc} meet people who can provide direction for their lives. Consideration/Presentation of the Entry Corridor Improvement Design Concept by Smih Group JJR, LLC Assistant City Manager Stegall stated that the City has been working on the concept of improving its entry corridors for about five years. Staff met with Smith Group JJR, LLC a number of times, and two public meeting workshops were held to solicit ideas and suggestion from citizens. Representatives from Smith Group JJR, LLC made a presentation regarding design concepts f*r the Dundee Avenue and State Street corridors from I-90 to the Center City. A number of idea presented at the public input workshops have been incorporated into the recommended plan which incorporates three design concepts consisting of curb and landscape,pre-cast planter walls and landscape, and paver splash curb and landscape. Committee of the Whole July 13, 2005 Page 2 r The next step in the process is preparing plans, specifications,bid documents, and costs estimates. It will be necessary to obtain permission and permits from the State of Illinois to wgrk on the right-of-way because State Street and a portion of Dundee Avenue are state-owned routes. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to authorize staff to continue to implement the recommended Entry Corridor Improvement Plan. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to the City of Elgin Neighborhood Business Improvement Grant Program Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve amendments to the City of Elgin Neighborhood Business Improvement Grant for a cost of $50,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of a Development Agreement for Capital Drive Extension Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize ihe preparation of a development agreement with the four principal property owners in the area in order to allow for the extension of Capital Drive from Alft Lane to Westfield Drive and connect to undeveloped land west of Randall Road and the area south of Interstate 90. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayer Schock. Nays: None. Consideration of an Honorary Street Name for Dr. Richard Fiedler on Fletcher Drive between Royal Boulevard and Randall Road Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to dedicate Fletcher Drive between Royal Boulevard and Randall Road with the honorary street name Fiedler Drive pursuant to Chapter 13.27 of the Elgin Municipal Code, Honorary Street Names. Upon',a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None Alice Miller and Janet Borodzink, staff members at Elgin Internal Medical Associates, S.C.,Were present and thanked the City Council for granting their request to honor Dr. Richard Fiedler it this manner. When he retired on June 30, 2005, he had provided outstanding service to the E1gin community for 40 years. His dedication and compassion for his patients are unmatched, and until the day he retired, he continued to make house calls. Committee of the Whole July 13, 2005 Page 3 Consideration of a Revenue Sharing Agreement with Prolink Solutions LLC for Global Positioning Assembly Systems Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve entering into an 80/20 percentage revenue sharing agreement with Prolink Solutions LLC for 65 Global Positioning Assembly Systems to be installed on rental golf cars at the Highlands of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Ordinance Prohibiting the Drilling of New Groundwater Wells Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve an ordinance prohibiting the use of groundwater as a potable water supply through the installation or use of potable water supply wells. Municipal groundwater wells are excluded. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Request for Proposals for a Feasibility and Financing Study for a Nev' Performing Arts Center Councilmember Gilliam made a motion, seconded by Councilmember Walters, to request proposals for a feasibility and financing study for a new performing arts center. In response to an inquiry as to whether the community will have an opportunity for input, Assistant City Manager Stegall stated that if a consultant is hired, a large component in the process will be to meet with community groups to gather input from them regarding their inteiiest in a new performing arts center; how this facility would be used, and what types of groups would use it. Elgin Symphony Orchestra is taking a leadership role in getting other art groups interested, so the center would not be solely limited to the ESO. Councilmembers emphasized the importance of the report focusing on financing for construction, operating costs, long-term maintenance, and whether the center can be self-sustaining. Councilmembers who visited other communities which have relatively new performing art centers responded to questions regarding the cost of those performing art centers, size of the communities, size of the buildings, and whether those centers are self-sustaining. Dayton has a population of approximately 160,000; Sioux Falls has approximately 125,000, aid Raleigh was the largest city visited with a population of approximately 275,000. Dayton has ' received financial support from the federal government and from the county. Raleigh received support from the federal government, and it has a one percent food service tax. Sioux Falls implemented an entertainment tax as a way for the performing arts center to be self-sustaining. Dayton's building was a multi-purpose building which also contained condominiums,was quite large, and highly appointed. The cost for that project was more than$100 million. The Sioux Falls center was a renovated school and was acoustically magnificent. A discovery museum With Committee of the Whole July 13, 2005 Page 4 an IMAX theater was part of the project, which had a cost of approximately$50-60 million. Although each of the communities faced many challenges, including financing,property acquisition, and community acceptance, all three said they would do this again because the benefit to the community was so great. Each community tried to make the performing arts center a focal point and an anchor for the downtown area. They were all very successful in raising private dollars,making it a public-private partnership. Concerns were expressed regarding the financial impact another performing arts center would have on the Hemmens Cultural Center, whether a new center would draw business away from the Hemmens, and whether sufficient funds would be available to continue maintaining and upgrading the Hemmens. Councilmembers agreed that a new performing arts center would be a good addition to the cultural amenities of the community. However, it is very important to determine whether the City is able to build, staff,maintain, and operate it for many years to come without other programs suffering. Mr. Stegall stated that one of the reasons the study has a significant cost to it is because there are so many questions that need to be answered, including whether the community can support twh performing art centers. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Co-Sponsorship Agreement with the Downtown Neighborhood Association (DNA) to Host a Carnival on City Property Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed agreement with DNA to organize a three and a half day carnival in Elgin's Center City scheduled for July 28-31, 2005 for a not to exceed amount of$1,485 for in-kind support. Discussion was held regarding whether it is appropriate for the City to provide support for fundraisers. The Downtown Neighborhood Association hosted a fundraising carnival earlier tris summer which made a profit. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to amend the, proposed agreement to provide that if profits exceed expenses, the City should be reimbursed for the cost of the in-kind support furnished. After discussion regarding the fact that this stipulation has not been part of previous agreements made this year with other organizations holding fundraisers,it was determined that it would be more appropriate to change the policy in 2006 rather than starting in the middle of the year. Mayor Schock stated that part of DNA's mission is to bring activities to the downtown area. City Manager Folarin advised the Council that it is his recommendation that the Council review whether the City should continue to give funds to organizations for fundraisers. The motion and second were withdrawn. N Committee of the Whole July 13, 2005 Page 5 Upon a roll call vote on the original motion: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Walters, and Mayor Schock. Nays: Councilmember Sandor. Consideration of Amendment No. 1 to an Agreement with Christopher B. Burke Engineering, Ltd. for the 2005 Annual Street Light Program, 2005 Mid-Block Street Light Program, and the Condon Avenue/Shoe Factory Road Lighting Improvements Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve Amendment No. 1 to an agreement with Christopher B. Burke Engineering, Ltd. (CBBEL) forj additional engineering services for the Congdon Avenue/Shoe Factory Road Lighting Improvements in the amount of$3,006.13 and authorize staff to execute the necessary documents. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodger, Sandor, Walters, and Mayor Schock. Nays:None. Consideration of an Engineering Services Agreement with Crawford,Murphy and Tilly Inc. for the Highland Avenue Widening and Reconstruction Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to execute the agreement with Crawford,Murphy and Tilly, Inc. (CMT) for Phase I (preliminary) design engineering services for the Highland Avenue Widening and Reconstruction Project in the not- to-exceed amount of$226,581.68. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with Civil Engineering Services,Inc. for Construction Observation of the Longford/Borden Neighborhood Resurfacing Project and the Prairie Street Sewer Separation Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize 4n agreement with Civil Engineering Services, Inc. (CES) for construction engineering services for the Longford/Borden Neighborhood Resurfacing Project and the Prairie Street Sewer Separation Project in the not-to-exceed amount of$95,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 to the Contract with Shales McNutt Construction for the Design and Construction of the Fulton Street Parking Deck Councilmember Sandor made a motion, seconded by Councilmember Figueroa,to authorize execution of Change Order No. 1 to the contract with Shales McNutt Construction(SMC) for the design and construction of the Fulton Street Parking Deck in the amount of$673,279.55. Upn a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, Walters, 4nd Mayor Schock. Nays: None. Committee of the Whole July 13, 2005 Page 6 r Consideration of Acceptance of a Portion of the Street(Point Boulevard) and of the Water Main in the Randall Point Executive Center Subdivision Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to authorize acceptance of the water main in the Randall Point Executive Center and Point Boulevard with associated appurtenances between Randall Road and a point of 1,650 lineal feet east of Randall Road and direct staff to prepare the necessary resolution. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Gilliam stated that he had received comments from citizens regarding the g g number of persons issued citations as a result of roadblock checkpoints over the 4th of July weekend. They inquired whether it is possible to do this on a more frequent basis considering the number of citations issued.. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll c 11 vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Ma or Schock. Nays: None. Purchase or Lease of Real Property for the Use of the Public Body- Exempt Under Section 120/2(c) (5) of the Open Meetings Act Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open Meetings Act Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2(c)(11) of the Open Meetings Act The meeting adjourned at 7:01 p.m. July 27, 2005 Dolonna Mecum, ity Clerk Date Approved COMMITTEE OF THE WHOLE MEETING July 27, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:05 p.m. in the Heritage Ballroom of The Centre. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa,to approve the minutes of the July 13, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Lease Agreement with Sprint for a Temporary Cell Tower on the Riverside Drive Parking Deck Councilmember Walters questioned whether the new cell tower was agreeable to the adjacent River Park Place development. Raymond Moller, Economic Development and Business Services Director, stated that the cell tower would be located north of the River Park Place development and should not impact the development at all. rik 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 Department of Transportation for Driving Under the Influence Roadside Safety Checks Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept a grant from the Illinois Department of Transportation (IDOT) for DUI Roadside Safety Checks in the amount of$3,770. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of Public Improvements in Northwest Corporate Park Subdivision, Phases 1 and 3 Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to accept the water main, storm sewer, sanitary sewer and pavement improvements, including all appurtenances, for the Northwest Corporate Park Subdivision Phases 1 and 3 and direct staff to prepare the necessary resolution. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole July 27, 2005 Page 2 r Consideration of an Amendment of Chapter 16.28 of the Elgin Municipal Code, 1976, Entitled Fire Prevention Code Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the 2003 International Fire Code as amended as the Fire Prevention Code for the City of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Adoption of Chapter 16.29 of the Elgin Municipal Code, 1076, Entitled Life Safety Code Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the proposed ordinance that will update the Life Safety Code to the 2003 edition. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Intergovernmental Agreement with Illinois Department of Transportation (IDOT) for the Maintenance of Municipal Streets Councilmember Sandor stated that he was surprised that the funding from IDOT was so low, with IDOT paying only 25 to 50 percent of the costs for street repairs, and felt that since the City is doing all of the work that the State should be paying a higher percentage. City Manager Folarin responded that the percentages listed in the agreement with the State are the most common and highest offered for this type of agreement for any municipality. Councilmember Kaptain asked if any of the neighboring communities had similar agreements and if it was common for conflicts to arise with IDOT about the standards for maintenance of the streets when the City is responsible for the repairs. David Lawry, General Services Group Director, stated that the City is subject to the standards set by IDOT, and IDOT notifies the City if the streets are being under-maintained according to these standards. Mr. Lawry also stated that most of the surrounding communities, if they have State routes, have similar agreements with IDOT. Councilmember Rodgers, requested that the Council be notified once the letter of confirmation from the State regarding the maintenance of State routes within the City is received. Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the intergovernmental agreement with Illinois Department of Transportation for the maintenance of State routes within the city limits of Elgin, and to renew the agreement at seven month intervals during the term of the agreement. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole July 27, 2005 Page 3 Consideration of the Roof Consulting Service Contract for 2005 Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the execution of an agreement with Raths, Raths, and Johnson in the amount of$20,323 for the 2005 roof replacement project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 3 to an Agreement with Baxter & Woodman for the Dundee/Summit and Waverly/Summit Intersection Improvement Projects Mayor Schock inquired if the City was on schedule for beginning the construction in 2006. David Lawry, General Services Group Director, stated that we were on schedule for the beginning of construction according to the projected budget timeline. Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve Amendment No. 3 with Baxter& Woodman for the Dundee/Summit and Waverly/Summit Intersection Improvement Projects in the amount of$168,278. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Renewal of a Legislative Representation Agreement Sean Stegall, Assistant City Manager, introduced Larry Suffredin, one of the City's legislative lobbyists,who made a short presentation outlining the continued need for the City's representation in Springfield and to a lesser degree in Washington. He stated that the lobbyists for Elgin have played a critical role in monitoring and providing feedback to numerous legislators regarding the City's position on various bills and proposals which include: income tax distribution, taxes on gaming licenses, and numerous other bills which would impact the City of Elgin if signed into law. Mr. Suffredin feels that the role of a lobbyist is to educate, advocate, and provide solutions that benefit both the City and the State. He also stated that without the coordinated approach of the lobbyists and the City Manager's Office, it is highly likely that the City would have been unaware of many of the State proposals, let alone be able to take a position on them. Councilmember Walters expressed concern that the State would try to change the portion of income tax revenue received by municipalities. Mr. Suffredin responded by saying that because of the upcoming elections he feels that very little will change at all as far as distribution formulas in the near future. Mayor Schock thanked Mr. Suffredin and his associate for all of their hard work on behalf of the City of Elgin. r Committee of the Whole July 27, 2005 Page 4 Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve a three year agreement for continued legislative representation by Larry Suffredin and Steven Nemerovski at an associated cost of$30,000 for 2005, and $35,000 for 2006 and 2007. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Discussion regarding Water Conservation Councilmember Sandor asked that residents be mindful of the use of water in the hot weather even though Elgin has no water restrictions. He also commended the Water Department for informing residents about water saving techniques. Councilmember Walters suggested that conservation tips be posted on Channel 17 or listed on water bills, to encourage residents to conserve water. Councilmember Kaptain commented on the difficulty of legislating water conservation and suggested that in the future the Council may want to consider asking developers to include native plantings and other landscaping options that can conserve energy and water naturally versus the traditional lawns that require constant watering. Kyla Jacobsen, Water System Superintendent, stated that water conservation tips are available on the website for residents to utilize. She also suggested that one way residents can get the most for their money is to water their lawns later in the day, otherwise, only about 60 percent of the water is absorbed by plants,with the other 40 percent evaporating. Announcements from Council Councilmember Figueroa stated that several businesses on Kimball Street have contacted him with concerns regarding road closures for special events negatively impacting their revenues. He was hoping the City Manager's Office could work with the businesses to lessen the negative impact and reduce revenue loss. Councilmember Rodgers thanked the Elgin Police Department for allowing her to do a ride along about two weeks ago. She commended the officers for their professionalism in handling a variety of stressful situations when they are called upon to assist the public and was amazed at the many different roles they are required to adopt in order to do their jobs effectively. Announcements from Staff City Manager Folarin announced that the new Police Chief, Lisa G. Womack, was present tonight and that he would be introducing her to the Council and public at tonight's regular Council meeting. r Committee of the Whole July 27, 2005 Page 5 Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa,to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,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 The meeting adjourned at 6:35 p.m. August 10, 2005 J rfer Qui n,Deputy City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING AUGUST 10, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:04 p.m. in the Heritage Ballroom of The Centre. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the minutes of the July 27, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation by Public Works Regarding the Tyler Creek Detention Area Cleanup Public Works Director Loete gave a slide presentation and report regarding the recent cleanup which took place in the Tyler Creek Detention area. Friends of Tyler Creek and residents in the Highland Glen, North Country Knolls and Eagle Heights neighbors participated in the massive cleanup effort. Public Works employees assisted with the removal of approximately 12,000 pounds of debris which included among many other items, six junk cars, water heaters, and household waste. Mr. Loete stated that the biggest problem is gaining accessibility to the area with large equipment. Although there is still some material to be remove, including five more abandoned cars on the other side of the creek, a big dent was made in the cleanup up the area. He stated that a number of additional signs have been posted prohibiting the property from being used for dumping debris and riding ATVs, which has assisted the Police Department in their efforts to keep Councilmember Sandor commended the Friends of Tyler Creek, Mr. Misselle, and Councilmember Kaptain for taking on this project, for their excellent work, and for being willing to get themselves dirty doing it! Councilmember Kaptain stated that Elgin Community Network received a$500 grant from the Illinois Environmental Protection Agency. ECN thought the grant could be used toward a community effort with the neighbors of Highland Glen,North Country Knolls, and Eagle Heights to help with the Tyler Creek cleanup to show their appreciation to the City Council for it's efforts in resolving the All Terrain Vehicle issue. This was a very successful program which stopped the ATVs from going onto the property within 30 days and allowed us to go in and do this clean up. Councilmember Kaptain stated that if in the next few months, the five remaining cars on the other side of the creek could be pulled out and a plan devised to prevent a reoccurrence of the dumping and trespassing of ATVs, then the project would be completed Mayor also thanked the Public Works Department and Police Department in their efforts to assisting with the Tyler Creek clean up. Committee of the Whole August 10, 2005 Page 2 Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to complete the cleanup that has been started at Tyler Creek, and ask Staff to bring back a plan to outline how to prevent recurrence of the illegal dumping and other illegal activities that have taken place in the Tyler Creek area for a number of years. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Centre Advisory Board Presentation Regarding The Centre Parks and Recreation Director Reopelle stated that The Centre Advisory Board has been in existence for one year, and one of the charges of the Board is to provide the Council with an annual report and update of its findings and activities. This report will be presented by Scott Palmer, Chairman of the Centre Advisory Board. Mr. Palmer reported that the first four months the Board met were unproductive. When Randy started in October,he provided the Board with leadership and direction. Teena Mackey, Centre Facility Manager, started in January, and the Board received direction in marketing, maintenance, and security. Having Publicity Officer Meredith Marth assist with marketing has made positive changes. The Board is recommending fees increases which will be in line with fees charged by competitors. Changes regarding the congestion on the walking track will be made in the fall to address the complaints received from members. The Board believes maintenance would be improved if the maintenance staff was in-house and under the supervision of the Parks and Recreation staff. Consideration of a New Fee Schedule for the Centre Teena Mackey, Centre Manager,presented an overview of the proposed changes to the Fitness Center's Operations, Membership Packages, and Fees. A major shift is to move membership sales from the main courtesy counter to the fitness area where an applicant's questions can be answered and receive a tour of the facility. Ms. Mackey stated that discussions have been held regarding how to reward members for referrals, encouraging member retention,packaging some of the memberships more comprehensively so that members who purchase a membership are getting more value rather than the current"ala carte" approach of having to pay additional fees for specific amenities and programs, encouraging annual memberships over a three-month membership, replacing a cancellation fee with an initiation fee. Ms. Mackey stated that there has not been a price increase in the fees and charges at the Centre since opening nearly three years ago. Although there are increased costs for membership packages,there are more amenities included. There is a proposed fee for non-member non- resident use of the walking track,which is very heavily use. The categories for memberships are: Committee of the Whole August 10, 2005 Page 3 bronze membership which includes the use of the track and aquatic center; silver membership which includes the inner fitness center and centercise, indoor track,participation in open gym, racquetball and rock climbing; gold membership which includes fitness center, track, gymnasium,racket ball, rock climbing and use of pool; platinum membership (brand new membership) addresses the needs of members, individuals and families who would like to use everything,but the ala carte pricing has priced them out of the market. Councilmembers commented on the improvements, concern about maintenance, additional marketing to large corporations, whether surveys have been conducted to determine why members failed to renew, and dispelling the myth that the Centre will be self-sustaining, even with the fee increases. Councilmember Rodgers stated that she will be voting against the fee increase because people continue to tell her they can't afford the membership. Ms. Mackey responded that The Centre needs to do a better job of informing people they can use the Centre in many ways and use many programs without becoming members. Discussion was held regarding changing the recommended nonresident fee to use the walking track from the proposed $20 a quarter to $20 a month if they are not members of the Centre. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adopt the proposed fee changes with the exception of changing the nonresident fee for use of the walking track to $20 per month. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Sandor, Walters, and Mayor Schock. Nays: Councilmember Rodgers. Consideration of a Purchase of Service Agreement with Children's Theatre of Elgin/Fox Valley Youth Theatre Company Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the purchase of service agreement with the Children's Theatre of Elgin by providing financial support in the amount of$15,200 ($7,600 for each of two productions). Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Motorola for the MESH Trial Project Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the purchase of a trial install of the MotoMesh product for installation in downtown Elgin in the amount of$48,248.50 and a pilot project at the Highlands Golf Course for$24,705.25. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to Chapter 11.60 or the Elgin Municipal Code, Entitled "Stopping, Standing and Parking" Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the recommendation from the Neighborhood Services Committee to amend Chapter 11.60, Committee of the Whole August 10, 2005 Page 4 "Stopping, Standing and Parking"at an estimated cost of$600. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with Christopher B. Burke Engineering, LTD to Perform a Street Lighting Inventory Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to authorize the City Manager to execute an agreement with Christopher B. Burke Engineering, LTD., in the amount of$79,363.01 for the street lighting inventory project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Mobile Radios from Motorola for Fire Engine#6 Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve an exception to the procurement ordinance for the purchase of mobile radios for Fire Engine 6 from Motorola in the amount of$16,370. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Larson-Kramer and Associates LTD for Architectural Services for The Highlands Clubhouse Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the contract with Larson-Kramer and Associates Ltd., for completion of their architectural services for The Highlands clubhouse at a not-to-exceed amount of$221,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Center City Project Management Team Discussion was held regarding the purpose of reinstating the Project Management Team, suggestions regarding the composition, and the importance of the entire Council being kept informed regarding proposed developments. Councilmember Rodgers made a motion, seconded by Councilmember Walters, to restructure the Center City Project Management Team to include the following: Mayor, City Council Member, City Manager, and representatives from the Kane County Forest Preserve, Chamber of Commerce, Metra, Grand Victoria Casino, Downtown Neighborhood Association(2), Downtown Developer(2), Legislative Interests (3), and Planning Commission. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to amend the original motion to substitute having two downtown business people instead of two downtown developers, eliminate having a member of the Planning Commission on the PMT, and to Committee of the Whole August 10, 2005 Page 5 r establish a sunset date of December 31, 2006. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. The vote was then taken on the main motion as amended. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 with Tecnica Environmental Inc. for Environmental Remediation at 464 McBride Street In response to Councilmembers' inquiry regarding whether there was any way the contamination could have been detected in advance, a Terracon representation responded that the reason for the change order is that the sub-surface contamination, most of which was under a building where very heavy equipment was stored, would have made it extremely difficult to do additional borings to determine contamination under the buildings. The savage yard business was still operating, and for safety reasons, prospective bidders were not able to go to all parts of the property. Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize Change Order No. 1 with Tecnica Environmental Inc. in the amount of$582,027.57. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 4 to the Environmental Testing Services Contract with Terracon Inc. at 464 McBride Street Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize a fourth amendment to the current contract with Terracon Inc. for environmental testing services at 464 McBride Street for an amount not-to-exceed $37,740. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Seyfarth Shaw for Harassment Training Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve a contract for harassment training with Seyfarth Shaw in an amount not-to-exceed $17,220. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Richard L. Johnson Associates for Renovations and Interior Design Services for the Hemmens Lobby Committee of the Whole August 10, 2005 Page 6 rik Councilmember Gilliam made a motion, seconded by Councilmember Walters, to execute agreements with Richard L. Johnson in the amount of$115,000 for the south lobby and restroom addition and also in the amount of$32,000 for he interior design services for the lobby of The Hemmens Cultural Center. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Kaptain stated that the Fox River Study Group,which is studying the waterfall in the Fox Valley from the Chain O'Lakes to Yorkville, is having a media event and outdoor open house August 24, 2005, at the Prisco Center in Aurora from 10-11:30 a.m. The Council and public are invited. The Fox River Study Group will outline its progress and goals. The cost of the project to determine the water quality and the best way to approach water quality improvement in the Fox River is in excess of a$2 million. Councilmember Rodgers requested that a letter be sent to all Councilmembers when a date has been scheduled for doing the remaining Tyler Creek cleanup, so that any Councilmembers who wish to participate may do so. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 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 7:15 p.m. August 24, 2005 Do onna Mecum, City Clerk Date Approved rik COMMITTEE OF THE WHOLE MEETING August 18,2005 The special Committee of the Whole Meeting/Budget Roundtable with the Elgin Community Network was called to order by Mayor Schock at 6:40 p.m. in The Centre Heritage Ballroom, 100 Symphony Way. Present: Councilmembers Figueroa(arrived at 6:47 p.m.), Gilliam,Kaptain,Rodgers, Sandor,Walters and Mayor Schock. Absent:None. Welcome and Ground Rules Carl Missele,President of the Elgin(EC)Community Network,welcomed everyone and stated that ECN is involved in many community projects in conjunction with the City. It has hosted a number of community seminars and roundtable discussions such as tonight's Budget Roundtable. Mayor Schock outlined the ground rules,procedures,and time limits for the roundtable discussion. 2006 Budget Overview Sean Stegall,Budget Officer and Assistant City Manager,gave a brief overview of the budget process. He stated that the purpose of tonight's roundtable is to find out what the citizens want the City to continue doing,what they think it should stop doing,what they would like for the City to start doing. Because of budgetary constraints,if there are new things citizens would like to see the City start doing,they will also need to make suggestions regarding what is being done now that is no longer necessary. Roundtable Discussions Attendees were seated at nine tables, and each councilmember rotated to each table for a specified period of time. A facilitator at the tables took notes of the discussions. A copy of the discussion notes are attached hereto and made a part hereof. Closing Remarks Mayor Schock thanked everyone for coming and said every table had great ideas. The City Council and Staff really appreciate everyone's involvement. Many ideas which have been suggested at previous forums have been implemented in past years, so citizens' input is important. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Walters,to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Meeting adjourned at 9:14 p.m. ka.01!�.��_. . Dolonna Mecum,City Clerk City of Elgin Budget Roundtable Discussion Thursday,August 18, 2005 Table 1 Rotation 1-No Council -Sean Stegall Safe Community More Police Officers (E) -To preserve,protect and enhance the quality -To increase neighborhood visibility -To increase traffic enforcement Surveillance Cameras -To monitor rental properties Increase in parking control in downtown(LaForge) -Need to back off on aggressive parking control Rec and Cultural ops Questions about why MLK fund was cut(dews) -Stegall responded it was not cut -Issue of firefighter back pay raised and questions of new contract -Why were Centre fees raised? Rotation 2-Brenda Rodgers Rec/Cultural -Why were Centre fees raised? Ops -Rodgers responded and provided information about the presentation to council -Eckol;s raised concerns that families can not afford it -What to continue? -Downtown revitalization -Wants for development Quality Houses -Forgetting our blue collar families -We need to advertise the different programs -We need to continue the various programs to entice more home owners -Advertise more to get the word out -Continue the downtown banners -Expand the banners throughout the City of Elgin -Add a business banner program -Expand the decorative historic light poles What to start -Start Festival Park -Very anxious Economic Growth -Bring more business development -Wants to see improvement in code enforcement -Doesn't think they engage and expect the citizens to do much -Says that code requires too much information before they act Rotation 3- John Walters Business Development -Wants to encourage more development that encourages blue collar jobs Quality Homes -Also encourage more blue collar home ownership -Wants an improvement in housing available to seniors Alive Downtown -Continue downtown revitalization Neighborhood Vitality -Continue grants to convert multi-family homes back to single-family -Consider adding grants for landscaping -Consider Rotation 4-Femi Folarin -Concern for the fire safety in new construction -Improve customer service in some city departments -Parks -Some city staffers have been in there positions too long -All departments -Wants to do a City Manager of the Day Program Rotation 5-David Kaptain Neighborhood Vitality -Consider neighborhood beautification programs Improve Customer Service in Code Enforcement -Code enforcement not responsive enough -A reduction in responsiveness from Codes -Continue program that gives money to convert homes back to single-family -Address parking issues- street parking -Consider"street parking" stickers rimb -Consider reviving sticker program Centre charges too much- Rotation 6-Tom Sandor -Discussion about improvement of customer service in codes -City staffing issues being a priority for council to discuss -Increase and improvement in diversity in the work force Rotation 7—Mayor Schock Economic Growth- -Elgin has more jobs than it has workers however we have unemployed -It is a skill issue-workers don't use their skills to do the work -Discussed ECC program to increase skills Continue- -Continue the Spirit newsletter -Use newsletter to advertise job training programs Rotation 8-Bob Gilliam Economic Growth- -Would like to see an improvement in businesses in Randall Rd. corridor -Gilliam explained the city's goal through economic development in the residential area to raise average incomes-with the goal of attracting more business Rotation 9- Juan Figaroa -Wants to see continued improvements in bike path -Wants to improvement services for the homeless, mentally ill and disadvantaged -Described this group as the invisible and the forgotten Customer Service- -Would like to see less reliance on voicemail -Less transferring around rik City of Elgin Budget Roundtable Discussion Thursday,August 18, 2005 Table 2 Juan Figueroa Street light on Shales and Summit Police patrol in NE neighborhood Loose dogs Animal control , visibility Loud music, step up enforcement Cameras in parking garages, live Drug enforcement for drug sellers &buyers Reinforce connection between law enforcement &treatment centers Step up investigation of known drug homes Cleanup downtown before you concentrate on far west Alive Downtown More private retail Enhance the river front, places to sit and eat Smaller repairs, i.e. sidewalk repairs, etc. Bike patrol in downtown Sewer separation Tree grates , when mulch added it seems to make a trip hazard Find a way to report Neighborhood walks in the evening Sidewalk repair is not quality- do not go with lowest bid Economic Growth Work with small family restaurants Permitting without grease traps Business licenses Elgin is not small business friendly Partner with Chamber to advertise incentives Code help with advertising More entertainment venues Specialty stores Work small development of business plans More retail or sit down restaurants on Summit Str. Mix in retail and residential, no strip plazas Neighborhood grocery or convenience stores Neighborhood Vitality ROPE officers more involved in neighborhoods Beat officers communicate with neighborhood watch groups More visible bike patrol Traffic enforcement Police very responsive to emergencies Surveillance cameras Take home squad cars Beautification of street corners Check on traffic signs on controlled intersection Recreational & Cultural Opportunities Park in Cobblers Crossing More recreational opportunities for 10- 13 year olds Skate Park. After school activities Jobs program for younger children Urban gardening program by Chicago NHS More soccer fields Bigger Hemmens Dinner theatre New Symphony Center ( only pay for part) - Can we use it for other things besides symphony? River as a Resource Fountain in impoundment in dam above Kimball to tie into Veterans memorial Development along the river Cruises on the river Financially Stable Government Diversity of economic base Unfunded mandates from state and federal government Creating more TIF districts Additional revenues are needed to fund more services Hold The Centre to an exact subsidy Less monuments,more sidewalks Subsidizing Centre Diverse Management Increase recruitment activities Youth work program Not only market the job,but the town Increase intern program Quality Housing Tear down houses (i.e. demolition by neglect) Affordable homes Re-evaluate criteria for housing stock Standards for tear downs &replacements Need style and design standards for far west Need a mix of housing Customer Service More links on the web site for Social Services r Table#3 Continue, Start, Stop Safe Communities: Continue a.) Rope officer program has been good! (Picnic is good!) b.) Representation at community events. c.) Police presence in the Centre. Start a.) Address overcrowding b.) More PR about that it is safe. c.) Use television to promote that diversity is safe, put a human face on it. Stop No recommendations. Neighborhood Vitality Continue a.) Volunteers that help with home repairs. b.) The neighborhood associations and the City's support of them. c.) Rolling garbage cans are great! Recycling too! Start a.) A program in the Historic District that exists for home repairs be expanded to other neighborhoods. b.) Give discretionary funds to Neighborhoods Associations for their projects. (Grant Program) c.) Broaden recycling program. d.) Different meter for irrigation. Financially Stable City Government Continue a.) Keep the Riverboat. Stop a.) Giving parking tickets downtown, especially during all of this construction. Customer Service Continue a.) to make the recent improvements to customer service Diverse Management Staff Continue a.) To promote the learning of Spanish among City staff. b.) Finding ways to hire diverse staff. Economic Growth Start a.) Broaden the definition of economic growth to include the cultural arts and its role in growth. Recreational &Cultural Opportunities Continue a.) Tree program is good! b.) Centre is outstanding, need to promote benefits. Start a.) Crystal Street & East Chicago acquisition as a park. b.) Check lighting at same intersection. c.) New proactive projects through the Cultural Arts project. Quality Housing Continue a.) Bringing new developments, and people downtown. b.) Rehab/rebate program. River as a Resource Continue a.) Keep enhancing the river front property. b.) Events along the river are good. Start a.) Skiing as a spectator sport. b.) Create a beach area along the river. c.) Water cannons along the river. d.) Buildings facing river. Alive Downtown Continue a.) Cultural and entertainment themes. Start a.) More restaurants downtown. b.) Beautify parcel of land along Raymond, south of railroad—make part of entryway r r" Table#7 Safe Community 1. Continue Police responsiveness (good now, needs continuing) to residents. Crime free housing program (continue and expand). 2. More police and fire stations/substations to facilitate community safely with respect to westward development. 3. Continue and expand ROPE program. Neighborhood Vitality 1. Make sure established neighborhoods aren't forsaken in lieu of far west development. 2. Use Centre Rooms for neighborhood group meetings. LET GROUPS KNOW AVAILABILITY 3. John Walters told of his initiative to purchase annuals and perennials to give away for neighborhoods to plant. Well received by people at table. 4. Parkway tree planting program. Could continue, but would like to see it cost less. Economic Growth 1. Partnering with social service agencies for funding/bonding, housing, etc. Expand bonding, since our rating is so low. 2. Discussion of funding far west. Talked about impact fees and development driven infrastructure. 3. Continue to grow downtown economically. Hope to turn around small businesses. (restaurants, entertainment) Recreational,Leisure 1. Senior member and facility use of Centre. Very happy about level of service and happy with rates. Actually would be willing to pay increased rates. WANTS THE MEDIA STRAIGHTENED OUT!! Some residents have the feeling that they need to see what the rate is at another facility. 2. City should subsidize The Centre. 3. Happy that the City is expanding special recreation efforts. Continue 4. Start—Expand dial-a-ride program. Thankful it's there but needs to grow. Voucher system. Work, recreation, shopping, etc. Disabled and low income folks. Matching funds available. 5. Review program for attendance and cut programs that don't work well. Loof kor under utilized areas. 6. Water diversion at Lord's Park Lagoons to allow for ice skating. Get programs back on books. 7. Wing Park revitalized into a"Ravinia". New band shell, seat, etc. Big Time acts. Well received. Quality Housing 1. Continue grants for deconversion and neighborhood improvements. 2. Would like to see a"voucher"program for low income housing instead of grouping them all together. Still some challenges. 3. City VERY supportive of disabled housing. 4. Quality,but affordable, and senior citizen housing. River As A Resource 1. Recreation versus commercial. Need a balance along the river. 2. Enjoyed seeing the riverfront blossom. Would like more people to take advantage. Consider more marketing! 3. Work with Unilever(Formerly Lipton Co.)to get them to relocate. Alive Downtown 1. Continue revitalization of downtown. Don't want to see downtown suffer because of far west developments. Maintain older developments. 2. All the revitalization of buildings downtown area will have a great impact. Continue to expand! Downtown as a destination. Meet the needs of those who live there. Downtown vision was applauded. 3. Continue façade program. 4. Improve gateways to Elgin. Look at the south end of Rt. 31 and Rt. 25. Repairing included. Work with state to get Rt. 31 resurfaced. 5. Way-finding signs within the City. Financially Stable Government 1. Good use of Riverboat funds—special projects and non-operating funds. 2. Budget conservatively for Riverboat funds in the event that revenues drop. Customer Service 1. Look at staffing of Centre and see if we are overstaffed—Councilman suggests NO. 2. Mayor pointed out that the council takes customer service seriously. This table thought customer service was GREAT. 3. Question about whether there was adequate bilingual employees to provide service. 4. City's growth will impact ability to deliver customer service. Want to make sure that city staff grows with the city. 5. Customer Service needs more improvement with youth and part-time staff. Diverse Management Staff 1. Not just management, but all of city staff should reflect the diversity of community. Alternative Fuel Vehicles? Is this being addressed? Currently one vehicle but don't have enough info to decide how to expand. Second/Another Performing Arts Center? Should funds be allocated? No resolution. Maintenance of Centre • Leaky showers—tremendous waste of water, hot water. Stop repairing roads without adding a bike lane. No one could think of anything to STOP doing. City of Elgin Budget Roundtable Discussion Thursday,August 18, 2005 Table 8 John Walters Goal#2—Keep the ROPE program Concern of using the ROPE officer for patrol shift Continue supporting the neighborhood associations See if the city could help with"insuring": board members of the associations Communicate more on how successful and safe areas are such as the downtown Within Gifford Park, speeding cars Enforce noise ordinance Gifford Park still has loud noise issues The neighborhoods have two distinct populations-non-Hispanic and Hispanic The neighbors must be able to bring these together Femi Folarin A lot going on downtown Stop investing in the Campton Township area- it will not link to Elgin Campton will demand resources as well Discussion on public works personnel shortage Provide resources consistent with the development Femi discussed impact fees that are used to pay for capital projects City needs to invest in a skateboard park There is a disconnect between the jobs coming in and the levels of people here Maybe we could ask/require businesses coming in to town to develop and deliver these educational services David Kaptain More discussion on support of neighborhood associations, including insurance for board members Discussion on the"special rec association, status There is a decline in the service level from codes 400 block of Addison—house needs to get codes there, grass Maybe get a resident code officer, so they could build relationships with residents Absentee landlords are a problem in the Gifford Park area The housing stock is so related to the income level. rTom Sandor Continue the new program of acquiring problem properties Do we need to establish a program that helps 1st time home buyers-problem is more keeping the house, not getting the house Absentee landlords in GPA Keep the deconversion program going! Mayor Schock More discussion on quality housing Discussion River as a resource, keep doing what we are doing- absolutely out standing Skate board park- could Trout Park be used? Positive feed back on town homes and condos in downtown A reminder to educate the people on the safety of downtown Bob Gilliam Bob explained quite a bit about funding for"not for profit" Discussion on special questions related to code. i.e. is code enforcement educated to handle landlords Discussion on time frames for violations to be fixed Inspection on rental properties Bob did great job explaining this Juan Figueroa Asked to discuss customer service Non emergency police, quick response at late night is good Gang graffiti-quicker response Acceptable time frame would be 2 days Use caution with the use of surveys Forums is a good idea Do a 1 page flyer like the Spirit but do it regularly Spirit does not reach 1/3 of the community Discussion Gil Feliciano's ---- in the community Sean Stegall Discussion on how to communicate to the Hispanic community Brenda Rodgers Diverse staff Specific items and discussion on fire Discussion on high school behavior procedures High school work programs The free track at the Centre is great City of Elgin Budget Roundtable Discussion Thursday,August 18, 2005 Table 9 Brenda Rodgers Need more cameras-not police Beatification is important-makes people feel good and safe. Do all entrance ways for beautification. Need more lighting. Chicago &Rte 31 needs beautification. Slower speed limitation Route 31. Like officers walking a beat Kids at Y know the officers No problem with kids-problem with pan handlers Lighting&perception is important. When I went to work in Elgin-thought it was ghetto. It wasn't bad-it was great. I like police walking around-camera is okay but need police on streets. Terrorist grants for safety issues-cameras New development is good but may hurt them if they need to spend a lot of money to fix up. May push out. Stop giving parking tickets. Drives off business Spring Street deck not safe Cameras are not effective John Walters Neighborhood Vitality Erie Street needs paved Perceptions is important What will new residents do in downtown Getting rid of combination sewers Do we try to attract business downtown Elgin Classic Bicycle Race was great for downtown-need more restaurants to be open. Need events downtown. Need festival-Taste of Elgin-bring ethnic groups together. Weak Link-downtown needs foot traffic Help old businesses downtown Parking garage on NW corner of Highland&Rte 31. Economic Growth &Diversified Tax Base. We are very concerned about what businesses pay. Ferri Folarin Need creative businesses. Do you look for particular businesses Got high tech business-blood testing Working on college satellite campus. More focus on creative arts at ECC downtown campus. Discussion of Sherman Hospital old site No football field in the Far West Bought Grant School—neighborhood park New developers donate park. Refer folks to Randy R. David Kaptain What percentage of budget is dedicated to culture Draw people downtown with culture & entertainment district Homeless people waiting on wall at YW Lighting is needed Money from WM&mine on east side Can that money be used for Symphony Hall What will happen to the Hemmens Hemmens will be okay-other venue Tom Sandor Quality Housing New development is quality housing De conversion program: Rental licensing program. Removing rental units limits some folk's ability to live in the community. What is demand for new apartment units to be built? Don't know. No one has asked to build any. Housing stock has to be safe. Code enforcement is very important. Call us. Mayor Ed Schock Alive Downtown Need beautification, lighting& office space Need to bring people before you bring business. Get rid of homeless folks with lighting &beautification. Not homeless-live downtown. We need residents. We have lighting&beautification. Residents are coming. Will bring service,businesses &restaurants. Bob Gilliam Financially Stable City Government Rosemont license would hurt us. • Do people go to boat & stay No,we do try to promote Elgin-Visitor& Tourism Authority. Rec Centre-give it to Bally's to run. Needs to be busy all the time. Why are they raising rates when you need more people? At some point you need to raise fees. [ We offer new membership promotions at YW. Does the Centre. Juan Figueroa Diverse Management Staff Need entry way beautification& signage Discussion comparing US Cellular Field and Wrigley Field Do we need more police Yes Discussion followed about beat cop downtown-very positive program. Removing rental units limits some folk's ability to live in the community. Rte 31 &E. Chicago- "People" always hanging around. What is acceptable a quick response from City Hall Everybody-same day No response on striping for parking. I am satisfied w/customer service. Sean Stegall We talked a lot about lighting&beautification. What do see is the goal for downtown. A lot of improvements made. Know what people want. Diverse Management Staff What does that mean? Explained Council Gilliam's concerns. How do you rate yourself Try to hire more candidates (handicapped) r.- COMMITTEE OF THE WHOLE MEETING August 24, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:10 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, 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 August 10, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Purchase of Service Agreement with Neighborhood Housing Services of Elgin A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an Agreement with ICMA for a Post Retirement Health Benefit Plan for Police Officers A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of P.A.D.S. of Elgin Community Development Block Grant Subrecipient Agreement A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Final Payment, Authorization of Change Order No. 1, and Acceptance of Clark Street Water Main Project Councilmember Walters made a motion, seconded by Councilmember Sandor, to accept the completed Clark Street Water Main Project and authorize both the final payment in the amount of$482,205.32 and the execution of the final Change Order No. 1 in the amount of$91,128.78 (deduct) with Martam Construction, Inc. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Engineering Services Agreement Award for the Bowes Road Booster Pump Station Councilmember Figueroa made a motion, seconded by Councilmember Kaptain,to authorize the execution of an agreement for engineering services with Burns and McDonnell for design and bidding services for Bowes Road Booster Pump Station in the amount of$49,795.96. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole August 24, 2005 Page 2 Consideration of 2005-2006 Purchase of Service Agreement with Neighborhood Housing Services of Elgin-First Time Homebuyer Assistance Program Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to approve the Purchase of Service Agreement with Neighborhood Housing Services for the First Time Homebuyer Assistance Program with proposed revisions to the program as set forth in the agenda memorandum, with the deletion of proposed Revision No. 1. The requirement for applicants to be a resident of Elgin for 12 months prior to applying for the program shall remain as it is currently. Discussion was held regarding lifting the restriction against nonresidents. Rich Jacob, Executive Director for Neighborhood Housing Services, stated that the recommendation to open the program to non-Elgin residents was to encourage people to relocate to Elgin,particularly when businesses move to Elgin, and employees frequently have difficulty finding housing they can afford. Discussion was also held regarding whether the program is strictly limited to first-time homeowners or applicants who have not owned a home for at least three years. Councilmember Rodgers stated that she is aware of a number of people who have been disqualified from being eligible because their income is just slightly above the maximum income level to qualify. Councilmember Rodgers made a motion, seconded by Councilmember Figueroa,to amend the motion to increase the maximum income level to $56,000 to be eligible for the program Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, and Walters. Nays: Councilmember Gilliam and Mayor Schock. Upon a roll call vote of the original motion as amended to increase the maximum income level to $56,000: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to the Health Reimbursement Account Plan Document Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the adoption of changes to the City's Health Reimbursement Account Plan. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Front Loaded Impact Fee Policy Discussion was held regarding the proposed policy. Issues were raised including Elgin being the first community to enact a front loaded impact fee policy,whether it would apply to pending petitions, what impact it might have on small builders, the benefits to the City of having the funds available at the beginning of the project to offset some of the burden of providing city infrastructure, considering different percentage possibilities, and the fact that such a policy would rP"- be part of the annexation agreement and something that could be negotiated depending on the circumstances. Committee of the Whole August 24, 2005 Page 3 Community Development Director Jerry suggested that staff go back and look at several alternatives taking Council's discussion regarding issues raised into account. Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to table consideration of this item pending review and guidance by staff and presentation of additional information Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Initial Budget Allocation for the Veterans Memorial Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the establishment of the project, providing financial support in the amount of$5,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Rodgers asked whether Senior Services received the $5,000 they requested, which will then be deducted from their 2006 budgeted amount. Assistant City Manager Stegall stated that they had received the funds. Councilmember Rodgers also asked that grant information be made available on the City's web site and Channel 17 as well. She also requested that staff look into Neighborhood Housing Services classes being offered on Channel 17. She asked whether Councilmembers would be interested in having a referendum on the ballot regarding Senior Services. She stated that all Councilmembers should be kept equally informed, and she brought up the issue of the article in the newspaper regarding future plans for the bus station. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 Committee of the Whole August 24, 2005 Page 4 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 6:50 p.m. +— C September 14, 2005 Dolonna Mecum, City Clerk Date Approved r r COMMITTEE OF THE WHOLE MEETING September 14, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:02 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Kaptain, 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 24, 2005,regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa,Kaptain,Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Welcome to Students from University of Guttengern,Netherlands Mayor Schock welcomed a special group of guests attending tonight's meeting. They are undergraduate and graduate level students of Human Geography and Planning from the University of Gronigen in the Netherlands. They have been in the Midwest, and today they took a tour of our City. He welcomed them to Elgin and hoped the day had been productive and useful for them. Mayor Schock said everyone may have noticed that our guests are all very tall, and that one of the professors informed him that Scandinavians are among the tallest people in the world as a group. Consideration of a Resolution to Close a Portion of State Route 31 for the Hispanic Heritage Month Parade A resolution will be presented at tonight's Council meeting for adoption by the City Council. Presentation by the Elgin Recreation Center(ERC) Judy Jobe, Secretary of the Board of Directors for the Elgin Recreation Center, stated that the ERC mission is to offer the community life-changing alternatives to gangs and drugs. Since 1993 ERC has worked to provide recreation, education, and gang prevention and intervention programs to benefit the city and citizens of Elgin. ERC services are available to anyone in the community, but they are targeted to youth and young adults who are involved in gang activity, as well as, youth who are at risk for gang and drug involvement because of their economic status and/or lack of parental supervision. Currently ERC services over 2,400 members and an additional 300 non-members who made over 60,000 visits to ERC in 2004. Ms. Jobe stated that the ERC serves a wide and varied demographic market. She described in detail the programs offered,which are operating at capacity and are overextended. The recreation programs guide members to pursue victory with honor. Respect, integrity and teamwork are the guiding principles. The education program is to try to develop life-long learns. Youth in all of their programs are encouraged to succeed in school, and adults are offered educational opportunities as well. The gang prevention and intervention programs offer a second and sometimes third chance, Committee of the Whole September 14, 2005 Page 2 r allowing a person to learn life skills,help increase self-esteem, and to make positive choices. The ERC Board of Directors has taken many steps over the last three years to position the agency for growth. Participating in board training, hiring a full-time administrator, adopting strategic planning, fund-raising and marketing plans, and working to diversify the current funding streams, are all projects that have taken priority. Ms. Jobe outlined their plans to expand existing programs and to offer additional programs. The ERC board and staff are proud to serve the residents of Elgin, they like what they do, and they will continue to work to meet the needs of the community. Ms. Jobe stated they would like very much for Councilmembers to visit ERC and see the programs in action. Presentation by the Downtown Neighborhood Association Steve Munson, President of the Downtown Neighborhood Association(DNA), introduced Norma Miess, Executive Director, who expressed their appreciation for the opportunity to share the vision of DNA, which is a coalition that comes together with businesses,property owners, residents, the City of Elgin and their partners in the state, and the National Main Street organization. DNA's vision is to build a destination where the community can enjoy working and living. Its mission is to represent the downtown's interest in seeing that it is vital, successful, and flourishing. Its purpose is to foster a center of activity for downtown and ensure economic stability for the heart of Elgin. In 1998 a number of businesses and stakeholders came together to establish this organization and they looked at what structure would be most helpful to get the organization going and to keep and maintain a level of solid and strong operations. They did this through the Illinois Main Street program, which DNA adopted in 2000. DNA became an Illinois Main Street community with active designation in 2002 and the National Main Street community in 2004. These designations were achieved by meeting required criteria, which includes examining the progress of downtown revitalization efforts, involvement of public and private partnerships, and the operations of the organization that administers the program. Ms. Miess stated that they are very happy to report that DNA has continued throughout the years to manage its program through the four point approach, which includes focus on design, promotion, economic restructuring, and organization. Steve Munson described some of the organizations methods used to enhance the appearance of downtown. They include offering free design assistance workshops and providing construction and architectural consultations to anyone interested in doing business downtown. Over the years, residential and commercial tours have been offered to emphasize what exists downtown. Through its partnership with Judson College, students in the architectural program photograph the buildings and document them with AutoCAD drawings. A block captain program was started last year to establish a point of contact for communication with the public and to keep area businesses informed regarding what is happening in the neighborhood. One-on-one support for businesses includes partnering with the Elgin Community College Small Business Committee of the Whole September 14, 2005 Page 3 Development Center to consult with business owners, recognizing business efforts with Illinois Main Street and DNA awards, ribbon cuttings, recruitment support and referrals to the Elgin Area Chamber of Commerce, and City of Elgin Economic Development Department to guide them in the right direction. Marketing downtown is done through producing and distributing coupons to be used downtown, having a guide to downtown brochure placed in hotels, business flyers, a brochure in conjunction with the dinosaur exhibit at the library, and a list of downtown retail businesses. An out-to-lunch activity is held the last Monday of every month which brings people into different downtown restaurants. DNA promotes events such as the 4th of July parade, the carnivals, the Harvest Market, the Elgin Cycling Classic, and the Window Wonderland in December. These events bring people downtown, and then they can see the improvements which have been made and the continued revitalization to occur downtown. A short video was then shown containing testimonials about all the good things happening in downtown Elgin and the benefits of being involved with DNA. Consideration of a Contract with Gail Borden Library for Police Services Councilmember Figueroa made a motion, seconded by Councilmember Sandor,to approve a one year agreement with Gail Borden Public Library for police services at a cost of$5,191. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Motorola for a Rebanding Study to Modify the Existing Radio System Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize a contract with Motorola for a design effort to modify our existing radio system as required by the Federal Communication Commission(FCC). Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Phase 3 of the Fox River Study Group's Watershed Investigation Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve funding for Phase 3 of the Fox River Study Group's Watershed Investigation in the amount of $47,500. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole September 14, 2005 Page 4 r Consideration of a Business Improvement Grant for Brittain's Car Wash at 1570 Larkin Avenue Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a business improvement grant with Randy Brittain for improvement to 1570 Larkin Avenue in the amount of$25,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of Public Improvements in the Slough Business Center II Subdivision Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to accept water main, storm sewer, sanitary sewer, and pavement improvements, including their appurtenances for the Slough Business Center II Subdivision and direct staff to prepare the necessary resolution. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Chronic Nuisance Property Abatement Ordinance Corporation Counsel Cogley responded to Councilmembers' request for clarification regarding certain provisions of the proposed"Chronic Nuisance Property" ordinance. He also stated that the advantage of the proposed nuisance abatement ordinance compared to the City's existing nuisance ordinance is that it does not include a requirement that the illegal acts on a property be committed by members of a gang. The proposed ordinance would apply to all properties at which the enumerated illegal acts occur regardless of whether such illegal acts were committed by members of a gang. The proposed ordinance is based upon the chronic nuisance ordinance adopted in 1996 by the City of Kankakee. According to representatives from the City of Kankakee, the ordinance has been used successfully on a number of instances to deal with problem properties. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed ordinance for adoption relating to chronic nuisance property. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Adoption of the 2003 International Building Code and Other Related Codes Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to place the new building codes, with amendments, as proposed by the Building Commission, on file for 30 days, for public comment, and adopt the codes when the publication requirements allow. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole September 14, 2005 Page 5 Consideration of a Mutual Aid Agreement with Kane County, the State of Illinois, and the Federal Government Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to authorize the Mayor to sign these two agreements with Kane County and the State of Illinois. Further, it is recommended that the City Council formally pass a resolution adopting NIMS. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember comments regarding victims of Hurricane Katrina brought to Elgin Mental Health Center: Councilmember Sandor stated that last Sunday, Elgin received approximately 30 visitors who were brought to Elgin through the efforts of the federal government, after being evacuated from New Orleans. He stated that the outpouring of support from the community and the work done by the City to make the evacuees stay a little bit nicer was overwhelming. All of those in the City, from the police department, the fire department,public works, and the receptionists who did a great job of fielding phone calls advising where people could donate items or volunteer their efforts,was overwhelming. It proves that Elgin is a great place to live. Councilmember Walters stated that a number of Councilmembers worked at the free Elgin Symphony Benefit Concert at which over$37,000 in donations was raised just by people coming to the concert that night,plus a$5,000 matching grant. He stated that it is amazing to raise that amount of money, considering the number of people in the auditorium. Councilmember Rodgers stated that she has spoken to the Mayor of Tupelo, Mississippi, who is coming to Elgin to attend an event to be held this Saturday. She stated that her area of about 2333 people was hit and about 30 homes were lost. The Tupelo Mayor stated that through everyone's generosity, their area received more items than they need, so she has arranged to provide the excess items to two other small communities. Councilmember Rodgers stated: "I think that the outpouring of the community again shows that we are a caring community. I am very proud to be a part of this community." Mayor Schock thanked the students, faculty, Judson College staff, as well as PADS,who donated many hours of their time to prepare Elgin Mental Health Center buildings, which had been vacant for some time, to house the evacuees. They went out to clean all the buildings, they painted them, they prepared them for the arrival of the evacuees, and put in many,many hours of volunteer work to help make those buildings habitable again, and stated wanted to acknowledge their hard work. "I think this is just an example of the outpouring of support that the Elgin community has given to the entire effort, whether it's city workers, volunteers from a variety of organizations, or just individuals. The response from Elgin is one that we can all be proud of." Committee of the Whole September 14, 2005 Page 6 r Adiournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn and go into the Executive Session for the purpose of discussing the following matter. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, 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 The meeting adjourned at 6:42 p.m. -43 cit2c-sic Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING September 28, 2005 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, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: Councilmember Gilliam. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the minutes of the September 14, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Insurance Policies for 2005/2006 A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Partnership Agreement with Edgewater by Del Webb Community Association for Fitness Memberships to The Centre of Elgin Councilmember Walters stated that the whole idea of corporate memberships is very important, and it is something we should be able to do well. Councilmember Sandor stated that agreements such as this are the type of things we need to look at and ask staff to come back to the Council to structure guidelines. A resolution will be presented at tonight's Council meeting for adoption by the City Council. Presentation by Renz Addiction Center Jerry Skogmo, Executive Director, and Deborah Howe, Director of Marketing and Development, gave a presentation regarding the programs offered by Renz Addiction Counseling Center. Presentation on the SMILE (Supervisory Modules in Leadership Excellence) Program Elgin Assistant City Manager Sean Stegall, St. Charles City Administrator Larry Maholland, Batavia City Administrator Bill McGrath, Randy Reckhouse, Batavia Assistant City Administrator, and SMILE Training Program Coordinator, Jennifer Morrison, gave an annual report to the Council regarding the SMILE program initiated by Elgin, St. Charles, and Batavia approximately a year ago after several years in the planning stages. Committee of the Whole September 28, 2005 Page 2 Consideration of a Salt Storage Agreement with Kane County Councilmember Walters made a motion, seconded by Councilmember Figueroa, 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 winter seasons of 2005/06, 2006/07, and 2007/08. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Acceptance of Plat of Dedication for Additional Right of Way at Kyra Lane Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to accept the additional right of way dedication, authorize the Mayor to execute the Plat of Dedication, and direct staff to prepare the necessary resolution. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Veterans Memorial Site Approval Jerry Deering, staff liaison and member of the Veterans Memorial Committee, stated that the City had previously set aside a site west of the new Gail Borden Library along the bike trail for the proposed Veterans memorial. Jack Cook, Chairman of the Veterans Memorial Committee, stated that the committee has met four times and has determined that the original site does not meet their needs and vision. Committee members have viewed the newly proposed site north of the library, and they believe this site will enable them to move on with what the committee envisions as a worthwhile memorial for the veterans of Elgin. Councilmember Rodgers asked if they have an idea of what will go on the site. Mr. Deering stated that if the Council approves the change in the site, the next step will be to identify the elements that will go in the memorial. Mayor Schock asked all the members of the commission and other veterans to stand to be recognized for their service. Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to approve the proposed change in the site location for the Veterans Memorial. The new site is north of the library on a section of land at the former Public Works facility and just north of the extended end of Ann Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole September 28, 2005 Page 3 Announcements from Council Councilmember Rodgers stated that some residents asked her to raise the question of whether the City should look into doing something regarding what residents should do in case of an emergency. Disaster preparedness has been in many people's thoughts in view of the recent hurricane disasters. There are a lot of residents who don't know the proper procedures in case of emergencies, such as what food to have on hand if they are shut in for some time, how to bandage a minor wound, what items they should have at home in case of an emergency, etc. City Manager Folarin responded that staff is looking into developing a program for something like that and is considering making it a part of the emergency response plan previously developed. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. The meeting adjourned at 6:46 p.m. s/Dolonna Mecum October 12, 2005 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING October 12, 2005 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, Kaptain, 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 September 28, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation by Community Crisis Center Regarding Community Toy Giveaway Jodi Martin,President of the Crisis Center Board of Directors and Chair of the Community Crisis Center's Toy Giveaway, stated that the toy giveaway has been held annually for more than 20 years. She gave the history of the event,which began as an offshoot of the Interfaith Food Pantry with volunteers and donors of the pantry bringing toys for the children of families which were /k► being served by the pantry. Nearly 300 volunteers annually give of their time to provide families ff in need a happier holiday. Last December they served 830 families and gave toys to 2,500 children. She described the event planning, the process used, the many individual and corporate donors involved, and toy donation collection locations. She stated they are currently looking for a new storage facility for toys collected throughout the year. The holiday toy giveaway is a great way to help the Elgin community celebrate the holiday season by helping children of families less fortunate. This year's toy giveaway will be held December 20, 2005, at the Hemmens Cultural Center. Presentation by Sherman Hospital Regarding their New Facility Rick Jakle, Chairman of Sherman Health System Board, Rick Floyd, President and CEO of Sherman Hospital, and Terry Dunning Chairman of Sherman Hospital Board, gave a presentation regarding Sherman's plans for a new facility located at Randall Road and Big Timber Road. They believe the new facility will advance their goal, which is to be one of the best community hospitals in the United States. They showed a rendering of the proposed new campus,which will give them room for additional growth,the ability to attract additional physicians, and add new services. They also outlined their plans for the redevelopment of the current hospital facility located on Center Street. They believe these plans will benefit the surrounding neighborhood by reducing traffic and noise, and by allowing for faster access and shorter lines for outpatient services. They believe this project will be a huge economic engine for the region, and will create approximately 3,000 construction jobs. Committee of the Whole October 12, 2005 Page 2 In the near future, they will be submitting an application to the Illinois Health Facilities Planning Board for permission to build the proposed replacement hospital. Receiving a response from the State will take approximately 120 days. It is expected that construction of the new facility will take approximately 30 months, and they hope to open the new facility in the summer of 2009. After the new hospital is open, they will begin with the redevelopment of the Center Street campus. Councilmember Sandor stated that Sherman's development of their new campus and redevelopment of their Center Street campus is going to be a benefit to the entire community, and he believes the Council needs to show its support to the state health facilities planning board. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to have staff draft a resolution for adoption by the City Council in support of Sherman Hospital's expansion and redevelopment plans. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Mayor Schock stated that the Council is very enthusiastic about this project- "This is tremendously important for the community." Consideration of a Contract with School District U-46 for Continuation of the School Liaison Program Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to approve the continued partnership of the School Liaison Program with School District U-46 for a total cost to the City of Elgin of$316,815.21 and to School District U-46 $360,864.38. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Figueroa stated this program is a real benefit, and he would like to have a presentation made to the Council by students who have benefited from this program. Consideration of a Highway Safety Project Grant from the Illinois Department of Transportation Division of Public Safety Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to accept the Highway Safety Project Grant from the Illinois Department of Transportation Division of Public Safety for the City of Elgin Police Department in the amount of$109,247 and authorize the City Manager to sign the grant agreement. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole October 12, 2005 Page 3 Consideration of Acceptance of Dedication of Public Right-of-Way from Big Timber Road, LLC and Union National Bank Councilmember Figueroa made a motion, seconded by Councilmember Walters,to accept the plat of dedication of public right of way for Big Timber Road. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Front Loaded Impact Fee Policy Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the front loaded impact fee policy with an effective date of November 1, 2005. Councilmember Walters made a motion, seconded by Councilmember Rodgers, to amend the proposed policy to change the exception to which development projects the policy would apply to from 25 acres to more than 50 acres. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. The vote was then taken on the original motion as amended. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Request to Participate in the Grease Trap Incentive Program— 1058 Dundee Avenue Councilmember Gilliam made a motion, seconded by Councilmember Figueroa,to approve the request of Candy Cane Caterers and Restaurant located at 1058 Dundee Avenue,to participate in the Grease Trap Incentive Program in the amount of$4,600. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Purchase of Service Agreement with Public Action to Deliver Shelter Councilmember Kaptain made a motion, seconded by Councilmember Walters, to provide financial support to Public Action to Deliver Shelter(P.A.D.S.) for operating expenses in the amount of$30,400. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with Doyle & Associates for Architectural Design Services for the Residential Acquisition Program Councilmember Sandor stated he believes a Request for Proposals should be issued requiring responding parties to submit an offer for the property, which would include their proposed plans Committee of the Whole October 12, 2005 Page 4 and specifications for a comprehensive rehabilitation of the property, rather than approving the recommendation to award a contract for architectural design services. Councilmember Walters stated that the recommendation to award the contract to Doyle&Associates will give the City more control over the project and they will make sure the rehabilitated properties blend in with the neighborhood. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to award a contract for professional services to Doyle &Associates in an amount not to exceed$35,000 to provide architectural design services and specifications for the Residential Acquisition Program for the residential properties at 272 and 279 N. Spring Street recently acquired by the City. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Walters, and Mayor Schock. Nays: Councilmember Sandor. Announcements from Council Councilmember Kaptain announced that United Way and the Elgin Chamber of Commerce are bringing in a nationally known speaker to address not-for-profit agencies regarding governance. The seminar will be held October 25, 2005, from 7 to 9:30 p.m. at the ECC Business and Conference Center. It is free and open to the public. All members of governing boards and executive directors are encouraged to attend. The focus of the seminar will be to convey an understanding of the responsibilities of being an effective board member and working with volunteers. Councilmember Rodgers inquired about the status of the notes taken at the Budget Roundtable held in conjunction with the Elgin Community Network. Mayor Schock displayed a package of Fisher Nuts &Fruits he received from the Sanfilippo Company. He stated he had received a note from the company stating that this package was from the batch of the first Fisher Nuts and Fruits produced at the Elgin plant. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. The meeting adjourned at 6:53 p.m. .'lj`itL •' 14. ' October 26, 2005 Dolonna Mecum, City Clerk Date Approved • COMMITTEE OF THE WHOLE MEETING October 26, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:06 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the minutes of the October 12, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Schedule for the Program Year 2006-2007 Community Development Block Grant(CDBG) Hearing Process Councilmember Walters made a motion, seconded by Councilmember Kaptain, to give priority funding to the Residential Rehabilitation Program, to continue to promote sub-recipient project management responsibilities, and to set the following dates for the 2006-2007 CDBG Program hearing process: First Public Hearing—January 11, 2006 City Council Work Session—February 8, 2006 Final Public Hearing—March 22, 2006 Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the 2006 City Council Meeting Schedule Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize the adoption of the proposed resolution setting forth the schedule of the City Council meetings for 2006. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of Easement Agreements for the Installation of Underground Electrical Service for New Mid-Block Street Lights Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept the five easement agreements for the installation of underground electrical services for new street light installations associated with the Mid-Block Street Lighting Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole October 26, 2005 ' Page 2 Consideration of Amendment No. 2 to an Agreement with Christopher B. Burke Engineering,LTD. For the 2005 Annual Street Light Program, the 2005 Mid-Block Street Light Program, and the Congdon Avenue/Shoe Factory Road Lighting Improvements Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve Amendment No. 2 to an agreement with Christopher B. Burke Engineering, LTD to reduce engineering services for the Mid-Block Street Lighting Program for a deduction in the amount of $18,216.66. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Design Development Plan for Festival Park Phase II Rick Hitchcock and Mark Underwood of Hitchcock Design Group gave a design development presentation regarding Festival Park Phase II. The presentation included background information, goals and objectives for the park, the overall park plan, focus study area, and the anticipated schedule moving forward. Discussion was held and questions were asked by Councilmembers regarding a public boat ramp, family restroom facility, the possibility of ice skating at this location, and operating costs. Construction is expected to begin in March with substantial completion of the project anticipated in September 2006. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the Festival Park Phase II design as proposed by the Hitchcock Design Group in a not to exceed amount of$5,112,361, including Hitchcock Design Group's fee of$311,586. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Rodgers thanked those who contributed to the second truck which left Friday and arrived on Monday in Baton Rouge with supplies for the evacuees from Hurricane Katrina. Councilmember Rodgers stated that she had received several calls expressing concern regarding the Council's discussion at a budget retreat regarding the Boys and Girls Club. Some residents have asked that the Council specify in the budget approval process that future funding for the Boys and Girls Club will not be jeopardized. City Manager Folarin responded that in the proposed 2006 budget, the rules established regarding funding of organizations stay the same. If it is changed at all, the Council will have to change its policy and that would apply to all organizations. Committee of the Whole October 26, 2005 ' Page 3 (0.6. Announcements from Staff City Manager Folarin stated that he would like to take this opportunity to express his and the Council's appreciation for staff members in various departments who have spent a lot of time working on the budget. He said it is difficult to comprehend how much time and effort is involved. Employees were working Saturdays and Sundays, and the Budget Officer stayed until 5:00 a.m. to finish it. He said their efforts are to be commended, and he thanked them very much. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 Purchase or Lease of Real Property for the Use of the Public Body—Exempt Under Section 120/2(c)(5) of the Open Meetings Act Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance- Exempt Under Section 120/2(c) (3) of the Open Meetings Act Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2(c)(11) of the Open Meetings Act The meeting adjourned at 7:06 p.m. c �� November 9, 2005 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING November 9,2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 5:07 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the October 26, 2005, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation of 2006 Budget and 2006-2010 Financial Plan City Manager Folarin gave a brief overview of the proposed 2006 budget and 2006-2010 financial plan. He stated that all of the material being presented this evening was available for public review on the City's website. Police Chief Womack gave a presentation outlining how the police department lags in response times to non-emergency quality of life calls, such as complaints regarding loud music and abandoned cars. Also, her presentation showed that police response time for priority emergency calls is down, but that due to the rise in violent crime in Elgin, the current police staff is unable to respond quickly to the lower priority non-emergency quality of life calls. Police Chief Womack stated the police department is requesting six additional police officers and one additional detective to help with the following: 1. Reduce the amount of time for police to respond to non-emergency calls 2. Allow officers to devote more time to traffic enforcement 3. Develop quality of life team—targeted at loud vehicle enforcement 4. Allow officers to take more initiative while out on patrol 5. Permit officers to work more closely with Code Enforcement regarding overcrowding issues She stated that the statistics which she based her presentation on are not related to the new construction that is currently being built on the City's west side and that these issues need to be addressed now, otherwise they will become bigger issues as the City grows. City Manager Folarin proposed to raise the Telecommunications Tax by one percent to pay for the additional six officers and one detective the police department is requesting. Some Councilmembers questioned whether the increase in officers is really needed and stated that a possible change in police directives and priorities would be a viable solution. Councilmembers also stated that they would like City staff to come back with options other than the tax increase to pay for the additional officers and asked for additional statistics supporting the need for the increase. Councilmembers decided to continue the discussion at the next meeting. Committee of the Whole November 9, 2005 Page 2 Assistant City Manager Stegall made a presentation regarding the Budget Overview and the City's General Fund. The Budget Overview addressed the needs of Elgin as an evolving community and key public safety needs, as well as provided information regarding new revenue sources that were generated by development. Assistant City Manager Stegall stated that the main expenditure for the General Fund is for City employee earnings and benefits, and the Total Proposed Budget for the 2006 General Fund is $76,580,130 which includes $1,902,730 for decision packages. This represents an 8.6% increase in expenditures over the 2005 General Fund Adjusted Budget. Mr. Stegall discussed key decision packages and gave statistics regarding the General Fund Revenues which included: property tax, building permits, sales tax, and income tax. He also stated that while General Fund revenues exceed expenditures for 2006, there is not a surplus of funds due to the City's commitment to long term financial planning, and that what happens in 2006 has an effect on the City's Five Year Financial Plan and beyond. Due to time constraints, Councilmembers postponed discussion regarding the General Fund Presentation and the remaining Budget Presentation which includes the Riverboat Fund, the Water Fund, and the Sewer Fund until the Special Meeting scheduled for November 16, 2005 at 5:00 p.m. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Walters, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 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 Discussion of Minutes of Meetings Lawfully Closed Under This Act- Exempt Under Section 120/2(c)(21) of the Open Meetings Act The meeting adjourned at 6:58 p.m. s/Jennifer Quinton November 30, 2005 Jennifer Quinton, Deputy City Clerk Date Approved (0°- r COMMITTEE OF THE WHOLE MEETING November 30, 2005 The regular Committee of the Whole meeting was called to order by City Manager Folarin at 6:07 p.m. in the Council Chambers. Present: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Absent: Councilmember Figueroa and Mayor Schock. Councilmember Walters made a motion, seconded by Councilmember Sandor, to appoint Councilmember Gilliam as the Mayor Pro Tern. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Sandor,to approve the minutes of the November 9, 2005,regular meeting. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the minutes of the November 16, 2005, special meeting. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Presentation by the Elgin Public Museum Peggie Stromberg, Executive Director of th Elgin Public Museum of Natural History and Anthropology gave a presentation regarding the history of the museum. The original building was built and given to the City of Elgin by George Lord in 1898. Mary Lord funded building of the west wing in 1907, and the City appropriated funding to build the east wing. Ms. Stromberg described the museum's unique collection, which is one of the oldest in the country and one of five natural history museums in Illinois. She detailed the programming they offer to many different groups, the special exhibits, including Touching on Traditions which began in 1986 with 10 displays. This culturally-inclusive winter holiday exhibit is now held at Lords Park Pavilion from Thanksgiving to News Year's and features holiday celebrations from over 60 countries. Ms. Stromberg also described their efforts to offer a variety of programs in cooperation with various entities including the Elgin Parks and Recreation programming at Hawthorn Hills Nature Center, Lords Park and Lords Park Zoo, Gail Borden Public Library with reference to the dinosaur exhibit, the Elgin Area Historical Society, and Midwest Soarring, Native American Encampment and Bison Blessing. She believes it is important for all agencies to work together. The museum serves many thousands of people each year. Committee of the Whole November 30, 2005 Page 2 Consideration of an Agreement with the Village of South Elgin regarding a Joint Drug Task Force Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to approve entering into an agreement with the Village of South Elgin to jointly combat the infiltration of illegal drugs in both communities. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the Application of Prevailing Wage Act to Construction Projects by Non- governmental Organizations that Receive City of Elgin Funding Councilmember Sandor made a motion, seconded by Councilmember Kaptain, to approve the proposed policy which would provide that construction projects of fixed works by nongovernmental organizations that receive City of Elgin funding assistance of$75,000 or more shall include a requirement that the subject nongovernmental organization must comply with the Illinois Prevailing Wage Act. Upon a roll call vote: Yeas: Councilmembers Gilliam,Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Appointment to Housing Authority of Elgin Councilmember Sandor made a motion, seconded by Councilmember Walters, to table this item for consideration at a later date. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Fire Protection Agreements for 2006 Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the 2006 Fire Protection agreements for four properties located outside the City limits outlined in the memo to Council. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Proposed Agreement regarding Otter Creek Interceptor Sewer Phases 4A and 4B and Otter Creek Interceptor Sewer and Water Main Phases 5A and 5B Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the agreement regarding construction of the Otter Creek Interceptor Sewer Phases 4A and 4B and the Otter Creek Interceptor Sewer and Water Main Phases 5A and 5B for a cost of$10,000,000. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain,Rodgers, Sandor, and Walters. Nays: None. Committee of the Whole November 30, 2005 Page 3 rik Consideration of Additional Year of the Neighborhood Initiatives Relating to Municipal Code Amendments Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize the filing of a petition to amend the City's zoning ordinance to provide for the proposed code amendments relating to the following: amortization of converted residential dwellings; definition of a family; adoption of the 2003 International Property Maintenance Code; and an additional amendment regarding emergency escape requirements for basement areas with kitchens. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Staff was asked to look at enhancing incentives for de-converting multifamily homes back to single family dwellings and possible legislation prohibiting more than one stove in a dwelling unit. Consideration of Amendment No. 2 to an Agreement with Crawford, Murphy& Tilly for Additional Design Engineering Services and Construction Engineering Services for the Spartan Drive Extension Section 2 Project r. Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to authorize Amendment No. 2 to the engineering services agreement with Crawford, Murphy& Tilly for additional design engineering services and construction engineering services for the Spartan Drive Extension Section 2 Project in the amount of$367,957.24. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the Purchase and Installation of a"Lot Full" Signage System for the Civic Center Parking Deck Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the purchase and installation of an electronic vehicle capacity counting system to advise motorists of the availability of parking space within the Civic Center Parking Deck from Parking Systems, Inc. in the amount of$11,505. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of a Proposed Highway Permit from Kane County for Sanitary Sewer and Water Main Crossings of Russell and Plank Roads Councilmember Rodgers made a motion, seconded by Councilmember Walters, to authorize the highway permit with Kane County with respect to sanitary sewer and water main crossings of Russell Road and Plank Road. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Committee of the Whole November 30, 2005 Page 4 Consideration of Acceptance of Trunk 20 Interceptor Sewer Improvements and Reimbursement to Kimball Hill Homes Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to accept the section of the Trunk 20 interceptor sewer constructed by Kimball Hill Homes for ownership and maintenance, approve payment to them in the amount of$436,844.82 for one half of the design and construction cost in accordance with their annexation agreement, and direct staff to prepare the necessary resolution. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Change Order No. 1 and Final Payment to Fuerte Systems Inc. for the Mulberry Grove Park Construction Contract Councilmember Sandor made a motion, seconded by Councilmember Kaptain, to authorize Change Order No. 1 in the amount of$16,664 and authorize final payment to Fuerte Systems, Inc. in the amount of$43,671.21 for the Mulberry Grove Park construction. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Authorization of a Net Growth Demand Analysis Study by Staubach Auto Group Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve an agreement with Staubach Auto Group for a Net Growth Demand Analysis of retail vehicle sales within the City of Elgin in the amount of$53,300. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Holiday Gift Certificates for City Employees Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve giving $25 gift certificates to all active employees receiving checks in the 25th pay period for a total cost of approximately$23,520. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Amendment No. 1 to the Engineering Services Agreement with Civiltech Engineering Inc. for the Emergency Vehicle Preemption Project Councilmember Rodgers made a motion, seconded by Councilmember Sandor,to approve Amendment No. 1 to an agreement with Civiltech Engineering Inc. for construction related engineering inspection services for the Emergency Vehicle Preemption project in tha amount of $6,867. Upon a roll call vote: Yeas: Councilmembers Gilliam,Kaptain,Rodgers, Sandor, and Walters. Nays: None. Committee of the Whole November 30, 2005 Page 5 Announcements from Council Councilmember Kaptain stated he has a proposal to be considered at a later date to index all fees to avoid enacting large increases at one time. Councilmember Sandor stated that this would provide the ability to use a CPI or some other index to raise fees gradually. Councilmember Walters invited everyone to come to the Tree Lighting Ceremony to take place Saturday at 5 p.m. on the plaza by City Skate between Hemmens Cultural Center and City Hall. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. 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 The meeting adjourned at 6:45 p.m. December 21, 2005 Dolonna Mecum, Ci hClerk Date A pp roved COMMITTEE OF THE WHOLE MEETING December 7, 2005 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:07 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Consideration of Renewal of the Maintenance Agreement with Motorola for the Computer Aided Dispatch System Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the renewal of the contract with Motorola for maintenance and support for the City's Computer Aided Dispatch(CAD) System in the amount of$89,652. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Microphones for Police Video Camera Systems from Integrian,Inc., d/b/a DP Technologies Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize the purchase of thirty-six remote microphones for the Police Department's squad car video systems for Integrian, d/b/a DP Technologies, in the amount of$30,980. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Purchase of Thermal Imaging Cameras for the Fire Department from the Environmental Safety Group Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the exception to the procurement ordinance and purchase four Bullard T3 XT Thermal Imaging Cameras including accessories and training from Environmental Safety Group in the amount of $30,000 for the Fire Department. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Two Chlorine Evaporators for Riverside Water Treatment Plant from US Filter/Wallace& Tiernan Products Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to award a sole source contract to US Filter/Wallace & Tiernan Products in the amount of$35,582 for furnishing and installing two chlorine evaporators. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole December 7, 2005 Page 2 Consideration of Change Order No. 1 for Well 1A at Airlite Street Plant Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize Change Order No. 1 with Meadow Equipment Sales and Service in the amount of$59,065 for Well 1A repairs at the Airlite Street Plant. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Service Agreement with Midwest Academy of TaeKwon-Do for The Centre Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the service agreement with Midwest Academy of TaeKwon-Do in the amount of approximately $19,649 to provide martial arts instruction at The Centre from January 2006 through December 2006. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, and Mayor Schock. Nays: None. Councilmember Walters abstained due to conflict of interest. Consideration of a Service Agreement with Dixon Dance Academy for The Centre Councilmember Figueroa made a motion, seconded by Councilmember Sandor,to approve the service agreement with Dixon Dance Academy in the amount of approximately$31,613 to provide dance instruction at The Centre from January 2006 through December 2006. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Application for Participation in the Center City Business Loan Program for Sotomayor Enterprises L.L.C. — 169 East Chicago Street Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve subsidizing interest on a loan for equipment, fixtures, and build out costs made by Sotomayor Enterprises, LLC, located at 169 E. Chicago Street, through American Chartered Bank. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Kaptain announced that on Saturday, December 10,2005, at 9 a.m. members of the Elgin Community Network, Eagle Heights residents,North Country Knolls Residents Association, Highland Glen, and staff from the City of Elgin will be completing the cleanup of Tyler Creek in the area west of Randall Road. They will be pulling out car chassis, over 100 full and partially filled paint cans, several refrigerators, etc. It is open to the public for anyone who wishes to help with the cleanup. Committee of the Whole December 7, 2005 Page 3 Councilmember Walters thanked everyone involved in putting up the holiday decorations. "They are just beautiful!" Councilmember Sandor commended all the firefighters who participated in fighting the huge fire of the vacant Elgin Salvage Building on McBride Street Sunday night. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 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 6:15 p.m. .vt2r1,t4.4? December 21, 2005 Dolonna Mecum, City Clerk Date Approved e". COMMITTEE OF THE WHOLE MEETING December 21, 2005 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, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: Councilmember Gilliam. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the minutes of the November 30, 2005, and December 7, 2005,regular meetings. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Assistance to the Housing Authority of Elgin to Repair the Emergency Generator at 120 South State Street A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Bethesda Community Development Center community Development Block Grant Sub-recipient Agreement A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an Amendment to Chapter 11.60 of the Elgin Municipal Code, Entitled "Stopping, Standing and Parking" Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the amendment to Chapter 11.60 of the Elgin Municipal Code, Entitled"Stopping, Standing and Parking"to update the specific sections detailed in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Easement Agreement and Agreement to Grant Easement with MB Financial Bank N.A. as Trustee for Extension of Sewer and Water Lines in the Northwest Expansion Area Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve the proposed easement agreement and agreement to grant an easement with MB Financial Bank as trustee for the extension of sewer and water easements in the northwest expansion area. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole December 21, 2005 Page 2 Consideration of Engineering Services Agreement with Rezek, Henry, Meisenheimer and Gende, Inc. for the 2006 Combined Sewer Separation Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the City Manager to execute the agreement with Rezek, Henry, Meisenheimer, and Gende, Inc. for design engineering for the completion of plans, specifications, and bid documents for the 2006 Combined Sewer Separation Project in the not to exceed amount of$211,670. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Sandor commended the Public Works Department for its snow removal efforts during the early winter snow storms which began about three weeks ago. He stated that these workers have to perform their regular duties in addition to the snow removal, so they are putting in long hours. He asked that residents make their jobs a little easier by adhering to the"No Parking"bans during and after snow falls and move their cars off the street so that the snowplow trucks can clear the streets more quickly and thoroughly. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. The meeting adjourned at 6:10 p.m. 66,4--42 January 11, 2005 Dolonna Mecum, City Clerk Date Approved