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HomeMy WebLinkAbout2006 Committee of the Whole Meeting (2) • COMMITTEE OF THE WHOLE MEETING March 22, 2006 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 Figueroa, to approve the minutes of the March 8,2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Adoption of the City's Official 2006 Zoning Map An ordinance will be presented at tonight's Council meeting for passage by the City Council. Consideration of an Ordinance Amending Chapter 2.40 of the Elgin Municipal Code Entitled "Fire Department" An ordinance will be presented at tonight's Council meeting for passage by the City Council. Consideration of a Local Agency Agreement with the Illinois Department of Transportation for Federal Participation in the Dundee/Summit Intersection Improvements Project Councilmember Sandor made a motion, seconded by Councilmember Gilliam,to execute an agreement with DOT authorizing use of federal funds for right-of-way acquisition for the Dundee/Summit Intersection Improvements Project. Upon a roll call vote: Yeas: Councilmembers Figueroa,Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 2 to an Agreement with Hampton, Lenzini, and Renwick for the Central Business District Traffic Signal Upgrade Project Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize Amendment No. 2 to an agreement with Hampton, Lenzini, and Renwick to add services for construction engineering for the Central Business District Traffic Signal Upgrade Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole March 22, 2006 Page 2 Consideration of Acceptance of Plat of Dedication from St. Thomas More Church and School for Right-of-Way for Highland Avenue Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to accept the right-of-way dedication for Highland Avenue along the frontage of the St. Thomas More Church and School. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of an Agreement for Architectural Services for a Facade Improvement Project at 169 East Chicago Street Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the agreement with Silva Architects to provide architectural services for a façade improvement project for the building at 169 East Chicago Street for a fee of$6,500. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the 2006 50/50 Historic Architectural Grant Program Eligibility List Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the 2006 50/50 Historic Architectural Grant Program eligibility list as submitted and to execute the grant agreements. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment to Image Advisory Commission Ordinance Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, approve renaming Chapter 3.24 Section 010 in the Elgin Municipal Code from"Creation"to read "Creation and Membership" and change the number of commission members from twelve to nine. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with the Institute for Public Safety Personnel for Assessment Services for Fire Department Promotions Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve a contract with the Institute for Public Safety Personnel in the amount of$25,750 for assessment services for Fire Department Promotions. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole March 22, 2006 Page 3 Consideration of Amendment No. 1 with Burns& McDonnell for Construction Phase Engineering Services for Bowes Road Booster Pump Station Councilmember Figueroa made a motion, seconded by Councilmember Walters,to authorize Amendment No. 1 with Burns &McDonnell for construction phase engineering services for the Bowes Road Booster Pump Station in the amount of$37,500. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with Rezek, Henry,Meisenheimer and Gende, Inc. for Engineering Services for the Highland Avenue Water Tower Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize an agreement for engineering services with Rezek, Henry, Meisenheimer and Gende, Inc. for bidding and construction phases for the water tower; water line improvements; and a temporary access road to the water tower site in the amount of$108,150 for the Highland Avenue Water Tower. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor,Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Services Agreement with the Outdoor Exhibition Group for Rib Fest Councilmember Walters made a motion, seconded by Councilmember Rodgers,to approve a purchase of service agreement with the Outdoor Exhibition Group for the annual Rib Fest scheduled for Memorial Day,Monday,May 29,2006, in an amount not to exceed$7,299 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 Prior Service Authorization—Sean it Stegall Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the purchase of out-of-state service by employee, Sean R. Stegall, current Assistant City Manager for the City of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. ran Committee of the Whole March 22, 2006 Page 4 Consideration of Cultural Arts Commission Grant Award Recommendations Councilmember Figueroa made a motion, seconded by Councilmember Kaptain,to support funding for the arts programming grants recommended by the Cultural Arts Commission in the total amount of$67,533 listed below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. ORGANIZATION PROJECT/OPT.SUPP. AWARD Art For All Operating Support $ 581 Ballet Folklorico Dance Performance $6,720 Elgin Children's Chorus Operating Support $6,938 Elgin Choral Union Mozart Mass in C Minor $6,230 Elgin Theatre Company Godspell $4,920 Elgin Youth Symphony American Voice $6,564 Fox Valley Theatre Co. Salute to Hollywood $5,258 Heartland Voices Irish Remembrance $5,196 Hispanic Heritage Coalition Fiesta Salsa $5,631 Independent Players Operating Support $3,622 Janus Theatre Stage Traffic $4,067 OPERA La Traviata $5,880 Riverside Chorus Operating Support $2,504 SPEBSQSA Operating Support $3,422 TOTAL $67,533 Consideration of Change Order No. 2 with Tecnica Environmental Inc. for Environmental Remediation at 464 McBride Street Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve Change Order No. 2 with Tecnica Environmental Inc. in the amount of$139,615 for environmental remediation at 464 McBride Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Reappointments to Elgin Area Convention and Visitors Bureau Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to reappoint Sean Stegall and David Parulo to the Elgin Area and Convention Visitors Bureau. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole March 22, 2006 Page 5 Announcements from Council Councilmember Figueroa asked that an announcement and information be given regarding the upcoming week for unlimited garbage pickup. Public Works Director Loete stated that residents may put an unlimited amount of garbage, including appliances, furniture, and yard waste, out for pickup on their regular garbage pickup day during the week of March 27-31. He gave information regarding bundling, type of garbage which is prohibited, etc. Councilmember Gilliam asked staff to review developing an ordinance regarding banning pit bull dogs in Elgin. City Manager Folarin advised that the Law Department has been researching and is working on this now. Councilmember Sandor welcomed Gordon Schnulle back from his very interesting recent trip back to Iwo Jima--after 61 years! 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 6:50 p.m. 1;43(44to-a- /14„/22.1.4.1"-- April 12, 2006 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING APRIL 12, 2006 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:08 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 March 22, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Authorization for the Sale of up to$13.340 Million in General Obligation Bonds An ordinance will be presented at tonight's Council meeting for adoption by the City Council. Presentation of the New Resident Guide and City Council Goals Public Information Officer Olafson, gave the following brief history regarding development of the goals and mission statement. In 1994, after nearly 40 community-wide discussions, the City Council adopted eight strategic goals determined to be top priorities to meet its mission to provide responsive,high quality and efficient municipal services in order to preserve and enhance the community's quality of life. Two additional goals were added later. Icons representing these goals were developed to visually reinforce the Council's community commitment. The icons have now been updated, and the new icons, which were photographs taken from around the community, were introduced and displayed at this meeting. They represent the City Council goals as follows: Safe Community, Neighborhood Vitality,Economic Growth and Diversified Tax Base, Recreational, Leisure and Cultural Opportunities for All Citizens, Quality Housing,River as a Resource, an Alive Downtown, Financially Stable City Government, Customer Service, and Diverse Management Staff. As part of the City Council's ninth goal—customer service—staff has created a resident guide to provide an easy and convenient way for residents to reference City services. The strategic goal brochure is included in the resident guide,which will be mailed to all new residents. It is also available at various facilities and at City Hall to anyone. Karla Bruckhauser, the City's cable production specialist, created and showed a brief commercial which will be broadcast on Channel 17 throughout the year informing everyone that the resident guide is available. Consideration of the Assignment of a Cable Television Franchise—WideOpen West,LLC to Racecar Holdings,LLC Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to consent to WideOpen West, LLC transferring its cable television franchise agreement with the City of Elgin • Committee of the Whole April 12, 2006 Page 2 to Racecar Holdings, LLC. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Condominium Conversion Ordinance Councilmember Walters made a motion, seconded by Councilmember Figueroa, to table discussion regarding the proposed ordinance regulating condominium conversions to the next Committee of the Whole meeting on April 26, 2006. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Staff was asked to hold an outreach meeting with affected parties including real estate agents, developers, and other people who may be affected regarding the new rules governing condo conversions. The moratorium was continued for two weeks. Consideration of the 2006 Senior Services Purchase of Services Agreement Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the 2006 purchase of service agreement with Senior Services Associates, Inc. in the amount of $10,200 to be utilized to support the programs listed below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. • Neighbor to Neighbor-a program matching community volunteers with specific senior needs. • Triad-an educational program designed to reduce the criminal victimization of senior citizens and enhance the delivery of law enforcement services to senior citizens. • Provide information to Elgin residents requiring access to City services. • Volunteer recruitment for City and community needs. Consideration of the Co-Sponsorship Agreement with the Downtown Neighborhood Association to Host a Cinco de Mayo Parade, Carnival and Festival on City Property Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to enter into a co-sponsorship agreement with the Downtown Neighborhood Association(DNA) to conduct a parade on May 6, 2006, as a part of their planned three and a half day Cinco de Mayo Carnival and Festival to be held in the former Gail Borden Library parking lot May 4-7, 2006, for an amount not to exceed of$3,520.80 of in-kind support for Police services and Public Works services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole April 12, 2006 Page 3 Consideration of Proposed Liquor Code Amendments Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to vote on each of the amendments to the City's liquor code separately. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Creation of Class E-3 and Class M Licensing Classifications Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the proposed amendments to the City's liquor code to create new license classifications E-3 and M. Councilmember Sandor objected to creating six Class M licenses at one time and believes each proposal for a Class M license should be brought to the Council to consider whether to create a license based on the specific application. Mayor Schock explained that the Liquor Commission recommended creating six Class M licenses for The Grove (located at the northwest corner of Interstate 90 and Randall Road) in that the City approved rezoning it to support a mixed-use development comprising a range of restaurant,retail, entertainment,office, and hotel uses. It is anticipated that restaurants, entertainment venues, and hotels seeking to locate in The Grove will desire to sell alcohol in conjunction with their primary services. Councilmember Kaptain objected to liquor being served at a billiard parlor,which is one of the businesses which has filed an application for a Class M license to be considered if the Council approves creating a Class M license classification. He stated that he worked in a billiard parlor for two years, and he broke up many fights even though liquor wasn't served. Mayor Schock stated that most of the City's license classifications are not limited in number, and persons seeking licenses only need to apply to the Liquor Commission,which will be required for anyone seeking a Class M license. Knowing there are a number of businesses considering locating in The Grove which will be seeking a liquor license, the Liquor Commission recommended creating six Class M licenses to expedite the liquor license application process. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Walters, and Mayor Schock. Nays: Councilmembers Kaptain and Sandor. Exterior Sales Area Permits Councilmember Figueroa made a motion, seconded by Councilmember Gilliam,to approve the amendments to the City's liquor code to modify requirements pertaining to exterior sales areas. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole April 12,2006 Page 4 r Young Adult Night Permit Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to continue the availability of the young adult night permit for an additional licensing year. Councilmember Figueroa questioned the need for the sunset provision limiting it to just one year. Last year the Council said that it was creating the permit for one year to see how it would go. If there were no problems, it wouldn't be necessary to come back to the Council each year to continue the availability of this permit. The agenda memorandum states that the police have reported that there hasn't been an unusual number of calls for service. Leaving the sunset clause in is inconsistent with what the Council stated a year ago. Councilmember Sandor agreed and said that the Council had just created a new license class with very few restrictions, but now we want to penalize a business owner who has been doing everything the Council asked. Councilmember Kaptain said that the Mission"has served its probation." Councilmember Sandor made a motion, seconded by Councilmember Kaptain, to amend the original motion by removing the sunset provision from Section 6.06.056 (Young Adult Night Permit). Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, and Sandor. Nays: Councilmember Gilliam, Councilmember Walters, and Mayor Schock. The vote was then taken on the original motion as amended. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: Councilmember Gilliam. Miscellaneous Technical Amendments Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed miscellaneous technical amendments to the City's liquor code. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Grant Administration Services Councilmember Walters made a motion, seconded by Councilmember Kaptain, to award a new contract for 2006 grant administration services to Charles H. Schrader and Associates in the amount of$12,000. 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 Sylvia Grady, Chairman of the Cultural Arts Commission, made a presentation to the Council in January requesting funds for additional projects that the Commission would like to move forward with. The Council stated that depending on whether Committee of the Whole April 12, 2006 Page 5 funds are available, they would consider the request in April. Councilmember Kaptain requested that staff advise the Council at the next meeting whether there is money available. Initially all the projects they wanted to undertake totaled$36,000. At the Council's suggestion, they prioritized the top three projects which total approximately$25,000. 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. 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 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 6:42 p.m. ' /• / April 26, 2006 Dolonna Mecum, City lerk Date Approved r COMMITTEE OF THE WHOLE MEETING April 26, 2006 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 12, 2006, regular meeting. 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 Rezek, Henry, Meisenheimer & Gende for the Construction Phase of the Water Department Backup Power Proiect A resolution will be presented at tonight's Council meeting for adoption by the City Council. Introduction of 2006/2007 Hemmens Performing Arts Season Butch Wilhelmi, Hemmens Cultural Center Supervisor, stated that the 2005/2006 season was very good and included several sold-out shows. Over 32,000 adults and young people attended performances, and box office receipts totaled $547,695. He gave a preview of the shows booked for the 2006/2007 season, and stated that the season brochures will be distributed around May 20, and tickets will go on sale the end of May. Consideration of Issuance of 501(c)(3) Bonds—Judson College Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the issuance of up to $9.5 million in Adjustable Rate Demand Revenue Bonds, Series 2006, on behalf of Judson College. 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 Elgin Community Network Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve a purchase of service agreement with the Elgin Community Network at a cost of$28,950 to provide community organizing and leadership development training services to the Elgin community. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole April 26, 2006 Page 2 Consideration of a Purchase of Service Agreement with Renz Addiction Counseling Center for a Community-based Gambling Addiction Treatment and Prevention Program Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve a purchase of service agreement with the Renz Addiction Counseling Center for support of the Community Based Gambling Addiction Treatment and Prevention Program at a cost of$24,900. 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 LLP for Specialized Training for Management and Commission Member Training Councilmember Sandor made a motion, seconded by Councilmember Walters, to approve a contract in an amount not to exceed$15,000 with Workright Training LLP for specialized workplace issue training for City staff and board and commission members. 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 Ciorba Group, Inc. for the 2006 Annual Street Light Program Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to authorize the City Manager to execute an agreement with Ciorba Group Inc. in the not-to-exceed amount of $30,470 for engineering services for the 2006 Annual Street Light Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to the Articles of Agreement and By-laws of the Northern Illinois Special Recreation Association Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed amendments to the Articles of Agreement and By-Laws of the Northern Illinois Special Recreation Association. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Funding for a 2006 Employee Appreciation Outing Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the funding of a 2006 Employee Appreciation Outing event in an amount not to exceed of$21,000 to the Kane County Cougars Game with a tentative date set for Thursday, August 17, 2006. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. c Committee of the Whole April 26, 2006 Page 3 Consideration of Change Order No. 2 with Shales McNutt Construction for the Fulton Street Parking Deck Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize execution of Change Order No. 2 in the amount of$187,818 to the contract with Shales McNutt Construction for the design and construction of the Fulton Street Parking Deck. Discussion was held regarding one of the items contained in the change order which involved installation of security grilles in the remaining window openings which are not required by the City of Elgin building code. Councilmembers Sandor and Kaptain stated that they didn't agree with spending$130,000 to add grilles to all the openings in the building for the purpose of aesthetics and uniformity. Councilmember Walters and Mayor Schock stated that they viewed this as a safety issue, and grilles should probably have been installed in all the windows when the building was built. Mayor Schock stated that being code complaint is not the same as being built for maximum safety. It was their opinion that the cost of installing grilles on the remaining windows would be worth preventing an injury by someone falling out of one of the windows without a grille. Councilmember Kaptain made a motion, seconded by Councilmember Sandor, to amend the motion to delete installation of window grilles from Change Order No. 2. Upon a roll call vote: Yeas: Councilmembers Kaptain, and Councilmember Sandor. Nays: Councilmember Figueroa, Gilliam,Rodgers, Walters, and Mayor Schock. The vote was then taken on the original motion to approve Change Order No. 2 as proposed. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Consulting Services for Software Selection Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to award RFP #06-19 consulting services for software selection and implementation to Plant &Moran, PLLC at a cost not to exceed $83,300.Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of 2005 Budget Amendments Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to adopt the proposed amendments to the 2005 Budget. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Rodgers invited the public to attend the Job Fair taking place tomorrow at Elgin Committee of the Whole April 26, 2006 Page 4 Community College. Councilmember Walters stated that a number of people who attended the Elgin Symphony Orchestra Pops concert last Saturday night commented on how nice the flowers look on Kimball Street and Douglas Avenue. Councilmember Sandor wished Eleanor Richoz a full and speedy recovery from the broken hip she sustained several days ago. 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, 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 rbk The meeting adjourned at 6:27 p.m. May 10, 2006 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING May 10, 2006 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 Kaptain, to approve the minutes of the April 26, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Sole Source Purchase of Nineteen Portable XTS5000 Radios from Motorola A resolution will be presented at tonight's Council meeting for adoption by the City Council. Presentation by Elgin Area Convention and Visitors Bureau Kimberly Bless, Executive Director of the Elgin Area Convention and Visitors Bureau (EACVB), stated that each year the Bureau develops a plan of work to capitalize on the $23 billion that is spent annually in Illinois on travel. Their goal for 2005 was to insure that the Elgin area is in the top of the minds of leisure and business travelers. She reported on the 2005 Convention and Visitors Bureau's efforts and results. A critical component is attending trade shows around the country to attract group business to the region, and they attended 10 shows in 2005. By attending trade shows they are able to educate meeting planners, sports tournament directors, and tour operators about the many amenities available in the Elgin area. Tourism in Illinois is one of the top revenue generating industries in the State, and one in ten people in Illinois are employed in the hospitality industry. In Kane County alone, travel expenditures accounted for almost $338 million. In 2005 the Elgin Area Convention and Visitors Bureau produced a new logo and developed a new ad campaign. There has been a significant increase in web site visits. EACVB was one of the first in the State to have a virtual visitors guide, and it was recently voted best website for tourism in the State of Illinois. Visitors can flip through the pages of the visitors guide and link to area hotels or restaurants to determine where they want to go. The Convention Bureau is very proud of the 2006 Visitors Guide, which won the best visitors guide in the State of Illinois at the Governor's recent conference on tourism. With the distribution of 75,000 copies, the guide is displayed at all Welcome Centers throughout the State re' of Illinois. It provides visitors with an in depth look at the Elgin area. They are also printing colored maps that feature restaurants, attractions and retail stores. These will be provided to all Committee of the Whole May 10, 2006 Page 2 hotels to encourage overnight guests to patronize these venues and generate new revenues. Looking ahead to 2006, they are working on bringing new sports tournaments to Elgin. Ms. Bless stated she will be attending the International Council of Shopping Centers Convention with Mayor Schock and other Elgin representatives. On behalf of the EACVB, she thanked the City of Elgin for its continued support. They are committed to bringing new opportunities to the City of Elgin and look forward to working with the City in 2006 and beyond. Councilmember Rodgers stated that she was very pleased to see this Visitors Guide in that she had seen something similar in Schaumburg several months ago and had called Ms. Bless about that. She asked what places the guides are displayed at, and Ms. Bless responded that they are displayed at the library, it's available to all their partners,which include some real restate companies, the Chamber of Commerce includes it in their welcome packet which goes to new housing subdivisions, and it's displayed at many other locations. Councilmember Gilliam stated that he and Sean Stegall are on the Board, and he praised Ms. Bless and her staff for the amazing work they are doing. He stated that from where it started to where it is now is outstanding, and the potential is unlimited. Mayor Schock thanked her,the entire organization, and the board for all their hard work and congratulated them on the many awards they have won. 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 accept the recommendation of the Neighborhood Services Committee that Chapter 11.60 of the Municipal Code, entitled"Stopping, Standing and Parking,"be amended to update the specific sections detailed in the memo provided to Council for a cost of$900. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Proposed Ordinance Revising the Composition of the Firefighters' Pension Board Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the proposed ordinance amending the composition of the Firefighters' Pension Board to conform with state law. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. rik Committee of the Whole May 10, 2006 Page 3 Consideration of an Engineering Services Agreement with Hampton, Lenzini & Renwick for the South Street Extension Project Councilmember Walters made a motion, seconded by Councilmember Kaptain, to execute an agreement with Hampton, Lenzini &Renwick for the not-to-exceed amount of$287,901.58 for design engineering services for the South Street Extension Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Local Agency Agreement with the Illinois Department of Transportation for Federal Participation in Right-of-Way Acquisition for the Wing/State Intersection Project Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to execute an agreement with the Illinois Department of Transportation authorizing the use of federal funds for right-of-way acquisition for the Wing/State Intersection Improvement Project. 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 Concert Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve the performance agreement with the Elgin Symphony Orchestra for the Fine Arts Festival Concert, Friday, August 4, 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 Lease with Woodstock Harley-Davidson for Two Police Motorcycles Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to authorize a lease agreement with Woodstock Harley-Davidson in the amount of$4,150 for two police motorcycles. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Military Service and Omitted Service Authorization for Jerold T. Deering Councilmember Sandor made a motion, seconded by Councilmember Gilliam,to approve the purchase of military service credit and omitted service credit for Jerold T. Deering, current Community Development Director for the City of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays:None. Committee of the Whole May 10, 2006 Page 4 Consideration of a Contract to Lamp, Inc. for Construction Management Services for Fire Station 7 Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to award a contract for construction management services for Fire Station 7 to Lamp, Inc. in the amount of $360,550. 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 and Councilmember Sandor visited the Highland Avenue project to convert apartments into condos. This project has been halted because of the moratorium regarding condo conversions. They discussed with City Manager Folarin the possibility of allowing the developer to continue with cleanup and demolition. Councilmember Sandor stated that he concurs with Councilmember Figueroa in that this is a unique situation. A demolition permit had been issued before the moratorium was enacted and then it was rescinded. It seems reasonable to allow the developer to continue with demolition and cleanup before the condo conversion ordinance is passed as long as they realize that they will have to comply with the condo conversion ordinance. Councilmembers indicated their agreement. Mr. Folarin stated that he will allow demolition and cleanup to resume when the developer signs a letter prepared by Corporation Counsel agreeing that this doesn't compromise their having to comply with the condo conversion ordinance when it is passed. Councilmember Kaptain announced that within the past week a packet containing the"Elgin Spirit", the Parks and Recreation brochure, Elgin Community Network newsletter and the Water Department Report was to be delivered directly to each home in Elgin, and the City wants to track delivery. If someone did not receive the packet, they should call Verdelle Corn at the Parks Department at 847/931-6126 to let her know they did not receive the packet of materials. Announcements from Staff City Manager Folarin stated that he received a lot of feedback on the DVD shown by Brendan Morse at the last council meeting. A number of people said they wished that more young people would put their time to good use like Brendan did. He again congratulated Brendan. Committee of the Whole May 10, 2006 Page 5 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. 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 6:25 p.m. r May 24, 2006 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING May 24, 2006 The regular Committee of the Whole meeting was called to order by City Clerk Mecum at 6:03 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Absent: Mayor Schock. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to appoint Councilmember Walters as Mayor Pro Tern. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the minutes of the May 10, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of an Ordinance Regulating Condominium Conversions An ordinance will be presented at tonight's Council meeting for passage by the City Council. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to remove the proposed ordinance regulating condominium conversions from the table. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to amend the proposed ordinance to require that all buildings be fully equipped with sprinklers in accordance with all NFP standards. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Presentation by Fox River Renaissance Alliance Councilmember Kaptain gave a presentation regarding the Fox River Renaissance Alliance, which is a newly formed group which has been meeting since late last year. The following is a summary of his presentation. He stated that the group's purpose is multifaceted. The scope of the project of what we are going to initiate is beyond the work of one organization. We need to combine our energy and resources and develop a fundable plan which we believe will change the face of our community. A number of groups have expressed an interest in participating in the project. We are not here tonight to ask for money. Our goal is to present the plan to the Council and the community and to ask the Council to adopt a resolution of support of the concept. This will enable us to explore potential funding sources that are available through the state and possibly the federal government. Councilmember Kaptain stated that the proposal is split into three separate committees to pursue projects which are varied, have different goals, and involve different groups. The projects are Water Quality, Education, and Wetlands. Our organization is based on three separate groups moving forward independently but in constant communication with each other. This will enable Committee of the Whole May 24, 2006 Page 2 us to most efficiently reach a common goal. Further, if one project can't get funding, the other two projects can still move forward. The first project is improving water quality, which is the original basis for formation of the Alliance, and it grew from there. Councilmember Kaptain is the chairman of this project, and about a year ago he thought about putting a lighted fountain in the area just north of the Kimball Street Dam as an amenity. It would be an attraction at night and would also serve the purpose of providing aeration. They are looking at aerating the area up to I-90. Supplemental aeration will improve the water quality of the Fox River within the corporate limits of the City of Elgin. This stretch of the Fox River has been declared impaired by the Illinois Environmental Protection Agency, and one of the reasons for impairment is low dissolved oxygen. There is roughly a quarter of a billion cubic yards of sediment at that stretch of the Fox River, which is the most in any region in the Fox River in Illinois. This aeration portion of the project could be eligible for funding from the IEPA, Illinois DNR, Fox River Water Reclamation District, and it is anticipated that the City of Elgin would also eventually contribute funding for the fountain and potentially for part of the aeration. Councilmember Kaptain stated he believes the educational portion is the most exciting portion of row. the project. The chairman of this project is Carol Medal of the Gail Borden Public Library. They propose creating an environmental resource and education center at the Gail Borden Library. This will be a multifaceted approach which involves education programs for children and adults, archives for existing environmental research projects, and hands on learning programs which will make this attractive to people of all ages and levels of knowledge. This project will reach out from the library to potentially include the green, environmentally friendly buildings which are currently being proposed for our City. Elgin will become a destination for people from all over Northern Illinois to learn more about the environment. Potential funding sources for this portion could come from the State of Illinois, Kane County, and private foundations. The third phase of the project is a wetlands project which will be directly in front of the Gail Borden Library. Peggy Stromberg of the Elgin Public Museum and Denise Raleigh of Gail Borden Library are co-chairs for this project. This unique project has been tried and used on the Chicago River, and it became an attraction for visitors and tourists to walk by and see what a wetland actually is. They propose floating wetlands as a living classroom and shoreline restoration project for the area adjacent to the library. In the future, the wetland could be expanded up the river, and people would be able to experience what the Fox River shoreline looked like in pre-settlement times. Underwater monitors would be used to provide real time water quality data and perhaps also a look at what is happening underneath the wetland. This type of project was very successful in Chicago last summer. Possible funding sources for this portion would be the State of Illinois for Brownfield sites. This portion will be the link for all three projects. The City of Elgin's participation is crucial in these projects because both riverbanks are public property owned by the City of Elgin. Committee of the Whole May 24, 2006 Page 3 Through the actions of this Alliance and the success of the projects, Elgin will become the leader in the Fox Valley on environmental issues by taking a proactive step to improve the quality of life for our residents and setting the tone for the growth of our City. This portion of Elgin will become a destination for people interested in the environment, a focal point of Walton Island, and will enhance the value of city-owned property at the Elgin Salvage site because there will be improvements along that stretch of the river. By providing a downtown destination, we will be supporting the goals of our community which include: the river as a resource, recreational, cultural, leisure issues, an active downtown, a bike path and bikeway system, and economic growth. This is an opportunity for the City of Elgin to join a partnership with other institutions and organizations to create a new image for our City. Elgin will become a City where children can bike safely to the library and see and learn about the river that flows through our town. Elgin will become the City where people can visit unique natural areas and learn about the environment from professionals and volunteers and perform research, all in one location. The Fox River Renaissance Alliance requests a resolution from the Council in support of the concept presented tonight. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to instruct staff to develop a resolution in support of the project presented by Councilmember Kaptain. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Parking Places for Disabled Person—Increased Minimum Fine for Violations Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the proposed ordinance increasing the minimum fine for unlawfully using a parking place designated for disabled persons and to create a violation for unlawfully displaying a disability license plate, parking decal, or placard. Discussion was held regarding increasing the requirement in the Illinois Vehicle Code that municipalities impose fines for such violations in an amount not less than $250 or more then $350. The proposed ordinance provides for a fine of$250. However, Councilmembers favored increasing the minimum fine to $350. Councilmember Sandor made a motion, to amend the minimum fine for unlawfully using a parking place designated for disabled persons to $350. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Upon a roll call vote to approve the proposed ordinance as amended to revise the City's parking regulations to increase the minimum fine to $350 for unlawfully using a parking place designated for disabled persons and to create a violation for unlawfully displaying a disability license plate, parking decal, or placard: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Committee of the Whole May 24, 2006 Page 4 r Consideration of the Fourth Amendment to the Professional Services Agreement with Hitchcock Design Group for Festival Park Construction Services Councilmember Rodgers made a motion, seconded by Councilmember Gilliam, to approve the Fourth Amendment to the Professional Service Agreement (PSA)with Hitchcock Design Group for Festival Park construction services and additional Phase H design fee expenses in the amount of$292,118. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Amendment No. 1 to an Agreement with Baxter & Woodman for Additional Design Engineering Services for the Bowes Road Interceptor Sewer-Trunk 20 Project Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to authorize Amendment No. 1 to the engineering services agreement with Baxter& Woodman in the amount of$99,000 for additional design engineering services for the Bowes Road Interceptor Sewer— Trunk 20 Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of an Engineering Service Agreement with Burns and McDonnell Engineering Company, Inc. for Design Services of a Wash Water Recovery Basin at the Riverside Water Treatment Plant and the Modification of Two Booster Pumps for the Airlite Water Treatment Plant and the Lyle Avenue Booster Pump Station Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to authorize an agreement for engineering services with Burns and McDonnell Engineering Company, Inc. in the amount of$89,940 for preparation of plans and specifications, bidding, and construction services for the construction of an additional Wash Water Recovery Basin at the Riverside Water Treatment Plant, and the modification of two booster pumps, one each at the Airlite Water Treatment Plant and the Lyle Avenue Booster Pump Station. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the 2006 Neighborhood Improvement Grant Program—Large Project Applications Discussion was held regarding the fact that five of the six applications are in the purview of another taxing body. Councilmembers indicated their desire to have more neighborhood groups apply for the grants. This issue will be discussed at the upcoming Elgin Community Network Summit. Some neighborhood groups have stated they are taking a year off because of the requirement for sweat equity because of the work they have performed regarding recent projects. Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the grant recipient eligibility list for a total of five grants, in the amount of$42,247.50 for the 2006 Committee of the Whole May 24, 2006 Page 5 r Neighborhood Improvement Program—Large Project Fund. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Proposed Changes to the Rental License Ordinance Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the proposed changes to the rental license ordinance as outlined in the agenda memorandum. Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to amend the rental license ordinance by increasing the number of units to be inspected from 20%to 30%. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Community Development Director Deering stated that they will want to review the possibility of increasing the fee since more units will have to be inspected. Upon a roll call vote of the proposed ordinance as amended: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of a Facade Improvement Project at 5-13 South Spring Street ei" Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve Phase 1 of the Façade Improvement project in the amount of$5,468.75 for the property located at 5-13 South Spring Street dba Kim's Black Belt Academy currently owned by Ken Ok Hyung Kim. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Grant Application with the Illinois Department of Natural Resources for Casa Linda Park Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve a grant application with the Illinois Department of Natural Resources to assist with the development of the Casa Linda property. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the 2006/2007 Budget for Northern Illinois Special Recreation Association Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to approve the fiscal year 2006/2007 budget for the Northern Illinois Special Recreation Association, of which Elgin is a member. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. • Committee of the Whole May 24, 2006 Page 6 Consideration of an Amendment to Elgin Municipal Code Chapter 3.80 Regarding The Centre Advisory Board Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to approve the proposed amendments to the Elgin Municipal Code Chapter 3.80 regarding The Centre Advisory Board. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Centre Membership Rates for Elgin Township Residents Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the proposed amended fees and charges for the use of the Centre by non-incorporated Elgin Township residents be set at the same rate as South Elgin residents. Anticipating that residents from other townships such as Hanover, Dundee, etc. may also request fee reductions, Councilmember Sandor suggested that the entire issue be reviewed instead of considering fee reductions in a piecemeal manner. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to remand the proposed amendment to the ordinance establishing fees and charges for the use of the Centre to the Centre Advisory Board for a holistic view of all rates regarding residents of unincorporated areas of surrounding townships. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of a Co-sponsorship Agreement with the Elgin Puerto Rican Parade Committee for the Puerto Rican Day Parade and Festival Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve entering into a co-sponsorship agreement with the Elgin Puerto Rican Parade Committee for a not to exceed amount of$7,566 in financial and in-kind support to organize the Puerto Rican Day Parade and Festival on Saturday, August 12, 2006. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Councilmember Figueroa abstained due to a conflict of interest. Consideration of a Purchase of Service Agreement with Downtown Neighborhood Association for the 4th of July Parade Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve a purchase of service agreement with the Downtown Neighborhood Association in the amount of $29,754 for the 4th of July parade. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Committee of the Whole May 24, 2006 Page 7 Consideration of a Purchase of Service Agreement with Elgin Proud & Beautiful,Inc. Councilmember Rodgers 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 2006 funding to be used for activities that include planning and coordination of the annual Citywide 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, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of a Purchase of Service Agreement with the Elgin Area Convention and Visitors Bureau 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$73,000 to market and promote the Elgin Area as a premier visitor destination. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the Senior Citizen Property Tax Rebate Program for 2006 Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve the senior Citizen Tax Rebate Program for 2006 in an amount totaling $800,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Announcements from Council Councilmember Figueroa stated that it has been over a year since the City approved the agreement with Waste Management for a transfer station. He asked that a status report regarding the progress of this project be furnished to the City Council. Councilmember Kaptain announced that Elgin Community Network is sponsoring a Neighborhood Summit on June 10, 2006. The ENC and City Council will hold a Budget Roundtable on June 7, 2006. Councilmember Walters announced that on June 6 the World Champion White Sox trophy will be on display at the Centre from 3:30 to 6:30 p.m. He also outlined the many events to be held on Memorial Day including the Kiwanis pancake breakfast, the Fox Trot race, floral tribute on Irk the Highland Avenue Bridge, the Elgin Patriotic Memorial Association program at Bluff City Cemetery, and the rib fest on Walton Island. Committee of the Whole May 24, 2006 Page 8 Councilmember Sandor stated that it is important to reflect on the reason for Memorial Day. There are millions of people who have died in the service of this country and a great number of them are doing the same thing today. He encouraged everyone to be at the Memorial program to honor them. Councilmember Rodgers congratulated the Elgin High School boys track team which is going downstate this weekend. She wished them well. Announcements from Staff Deputy Chief Duffy stated that the Police Department is offering a Citizens Emergency Response Training(CERT)program every Monday and Thursday night from June 5 to June 22. The program trains a group of citizens if there is an emergency in the City of Elgin. The program was developed in 1994 by the Los Angeles Fire Department. It provides a comprehensive understanding of what occurs in a disaster and how citizens can assist public safety officials. It is a very important and viable program for the City of Elgin to have in place. They would like to see as many citizens as possible enroll in the CERT program. If you are interested, contact rikCommunity Relations to enroll. 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, 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 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 6:58 p.m. ersw June 14, 2006 Dolonna Mecum, City Clerk Date Approved SPECIAL COMMITTEE OF THE WHOLE MEETING June 7, 2006 The special Committee of the Whole Meeting/Budget Roundtable with the Elgin Community Network was called to order by Mayor Schock at 7:05 p.m. in The Centre Heritage Ballroom, 100 Symphony Way. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Absent: None. Welcome and Ground Rules Mayor Schock welcomed the participants to the third annual Budget Roundtable and reviewed the rules and procedures for the discussions. Budget Overview Sean Stegall, Budget Officer and Assistant City Manager, stated that the purpose of the meeting was to find out, as it relates to the budget and the City's goals,what the City should continue doing, start doing, or, if anything, stop doing. He indicated that the budget, while a financial document, is also a statement of priorities. It is a statement of the community's desires, wants, and needs and the Council's values as derived from the community. He then gave a brief breakdown of the budget and a review of the City's ten goals. Roundtable Discussion Attendees were seated at eight tables and Councilmembers rotated to each table for 15 minutes. A staff member/facilitator took notes at each table, and they are attached hereto and made a part hereof. Closing Remarks On behalf of the Council and staff, Mayor Schock thanked everyone for their participation. Adjournment The meeting was adjourned at 9:10 p.m. June 28, 2006 Diane Robertson, Administrative Secretary Date Approved r •► Budget Roundtable Wednesday, June 7, 2006 Heritage Ballroom 7 p.m. to 9 p.m. Format: Mayor, Council Members and City Manager rotated around seven tables to get the feedback from stakeholders as to what the City should continue, stop, or start doing as it relates to the Strategic Community Goals Safe Community for People • Random traffic stops • DUI enforcement— not hard enough • Not in favor of random traffic stops • More police personnel needed for traffic enforcement • Technology— e.g. photos of speeding cars • Data should be shared on effectiveness of road blocks (traffic enforcement) • Educate community on results of data • Understand impact of growth on service o Public as well as non for profits • Will some sections of Elgin be left behind as a result of growth? • Is the growth balanced? • Send out four color pamphlets • Use City's website to get information out • Be more informative about ordinances that are on the books • Base of funding is eroding — half of the not-for-profits will be gone in ten years • Summary budget should be available for attendees • Traffic enforcement at calming circle at Division and Gifford • Continue more of a presence at night • More officers for traffic • More code walks — Grant Park • Not enough interest from City with neighborhoods • Lost ROPE officer in Grant park • Offer ride along with residents in neighborhood • Visibility for neighborhood to develop rapport with residents • Offer guest speakers for Hispanic churches • More lights on Dundee Avenue • Expand ROPE Program • Continue education programs for police and fire in the schools • Continue increasing presence in neighborhoods • Continuing trying to decrease gang activity • Continue Bike Patrol • Continue diligence in reporting terrorist activity • More Emergency Meetings/Emergency Planning Information • Consider Camera Enforcement/Red Lights • ROPE working well-increase it • Work with NHS to revitalize poor properties • Fire Fighters and Police Officers go into the schools • Gang active should be a high priority • Gang signs and fights are present in middle schools • More liaison officers in the schools • Communicate to the public what actions they should take in the case of an emergency • Cameras at key intersections for traffic issues • Homeless living behind Quizno's at different times of year. Area could be lit better. • The new street lights help give a safe appearance • Concern over traffic accidents at Highland and Douglas • No designated bike route lanes coming into the downtown. Perhaps one side of parking could be removed to assist with this. • Butera and housing behind it is a high crime area and attracts transients • Need to inform the community where the new officers will be used • Gang activity-o.k. • Minorities are not of concern-need to chant that • Under Miller did lots of"Zero Tolerance" felt it was effective • More officers to ROPE, code enforcement • Look at best management practices in other cities and set priorities and goals for Elgin based on that • More fireman, with ethnic diversity • ROPE officer program works well • Citizen Awareness Class-good • Tenant/Landlord Classes-good • Speeding and traffic being allowed to break rules • ROPE officer program is "fabulous" and commented on how a new ROPE house on Jackson really improved the neighborhood. • Burnham Manor had a ROPE officer next door at the Mill; when the officer was taken out the neighborhood "went down the toilet." • Boys and Girls Club reps stated that they work very closely w/ROPE officers. • The Mayor said that at EPD's suggestion we started the Crime Free Housing officers in rental housing. • Graffiti is going up quicker and getting taken down more slowly. • Comments on where there is a lot of graffit; Grace St south end; along bike path at Chicago St Brdige. • Are we hiring enough officers and firefighters to handle the west expansion? • Code enforcement — the new policy with strict enforcement may discourage citizens from calling in complaints. Is the City increasing its own reporting of violations by Code officers? Mayor stated we are using the same system of citizen call-ins and what Code inspectors observe. Mayor said that people know the rules and the warning system permitted the violation to remain for several days, further irritating the neighbors. • City inspectors should find the problems and we shouldn't rely on citizen reporting. • Is crime being handled better now than in the past? • Statistics favor Elgin well,perception remains a constant struggle. • Railroad corridor by bus station. Drug needles, suspicious people. Patrol the area more effectively. • The area north of Kimball along railroad tracks . Vagrants living in the area. • Continued DUI enforcement. • Fire education—enhance efforts. • How do new code requirements affect existing buildings that were not built consistent with current code requirements? City needs to clarify its position with respect to requirements for the older buildings (Tower and Professional buildings). • "Needs Assessment" (United Way) identified Community Safety as top priority. Budget needs to reflect that expectation. • Traffic control cameras for enforcement. Neighborhood Vitality • Keep doing what we do — problem that new agencies are diluting funding and level of service • Get information out. How do we know what City is really doing? • Include not for profits and schools in advertising— get information on City functions. • Parks and Rec stuff does not get to Far West (Providence) • There should be someone in the organization responsible to disseminate information • National Night Out — opportunity to get info out on grant programs — bulleted and 4-6 grade level • New resident package—include information on not-for-profits—United Way. Include on website that there are social service agencies in town • Too much loud noise in neighborhoods—state law requires notification by certified mail • Stop signs are being ignored, use LED lights on signs—people don't see them • Put information on grant programs in Spirit • Increase ROPE program • Reach out to minorities through churches, library • Need a community board—bi-lingual • Grant funds to help host neighborhood festivals • Need follow up on grants, not following up on de-conversion program(not responding) • Strict Code Enforcement like the new code fines-zero tolerance • Encourage participation by neighborhood groups • Continue supporting neighborhood groups • Continue Neighborhood Improvement Grants • Start Advertising Neighborhood Improvement Grant Program more • Do not like the new code procedures (2 people) wants warning letters first • New property maintenance program may be too oppressive. Should there be a first warning citation • Formation of neighborhood groups has been a plus. Enhance this process. • Keep the neighborhood improvements grants-advertise them more. • Use churches to get the word out on neighborhood grants • Provide information in form other than the Intranet • Want a grant to help build a program to help advertise who, what, where is going on • Money to put ads in that focus on downtown, on us to promote more items • Working with ECC/DNA on small business development work • Discussion on advertising strategies and education from ECC • Raise the money in the deconversion program • A sense that new codes that place and businesses don't get informed. Can we communicate better, even on other community events like Fox Trot • Older neighborhoods, especially eastside, have not received attention in appropriate order • Deconversion program—not all funds applied for. Need to get the word out • 50/50 Residential Grants-need to get the word out • No longer full-time historic preservation-BAD • No effective enforcement of historic preservation ordinance • DCA staff needs to be trained on historic preservation ordinance • Public Information Officer should get info in the local publications (i.e. newspapers, website, Spirit) • Tree ordinance should be considered • More Elgin information on cable TV • Integrate "old"Elgin and new residents • Historic districts by property-low cost to city, easily incorporated • More neighborhood sessions, get word out on neighborhoods and seminars • PUSH historic preservation • What can be done to encourage more tear downs of lousy houses? • Not in favor of parking ban from 2 a.m. to 6 a.m. • Multi-family Conversion. Current program effectively reduces the number of dwelling units within single family homes. Currently about 1,400 units; about 350 units converted. • Citizen Participation. Boards and Commissions always looking for help. Neighborhood involvement— look around your community to recognize deficiencies and report them to City staff. • Nuisance information sent out should be revised to explain how citizens report nuisance issues. • Leadership Academy needs to be continued. • Leadership only attracts people at higher levels of citizen involvement. Need also those who otherwise won't get involved, to get involved. • Examine how our programs are being advertised to the community. New homeowner packets; website; newspapers, etc. • Work to get new homeowners involved. • Continued support of ECN. Has been a great asset to the community. • "Study Circles" to bridge cultural gaps. 8-10 week sessions where employers address cultural issues to raise awareness of differences within the community. (Fort Wayne, Texas was the example). Quality Housing • Attend"Affordable Housing" seminar sponsored by PADS • All for gentrification — City's responsibility to provide quality housing. St. Charles is ahead of Elgin in providing quality housing. • Like the new code enforcement initiative • Grass cutting after hours is too punitive • need another direct mailing on the issue • Poplar Creek—burnt building not being taken care of • Long grass may be indicative of another problem within the house • Should develop brownstones in urban areas • Design guidelines for residential areas • Communication improved between developers and City of Elgin. City should be taking the more proactive approach • Liked the Plank Road development • Continue doing realtor tours • Incentive program to realtors to sell in Elgin • Fear from letter from Jerry • Emphasis in improving the quality of housing • Try to expand the housing market • Continue high standard for new construction • Start a tree farm/provide trees • Stop cutting down so many trees for new construction • Variety of Elgin housing stock is a positive • Certification of older housing stock is very positive • Standards for type of building materials on homes area a plus • Stop clear cutting of trees in new subdivisions. Respect the urban forest • Tree planting program • It seams we are going in the right direction downtown • Careful to not remove too many parking spots • Maybe proved a shuttle to various locations to bring people into the downtown for lunch • We need to improve signage for available parking • There should be a retail portion in the bottom floor of parking deck • Code enforcement too lax, too complaint driven • Needs to be inspection driven • Do we need more code inspections? Yes • All city employees have been asked to report issues this is good and should be measured as to if it works • Neighborhood walks are effective tools, not frequent enough • Educate people on code compliance • Use cable network to get word out (city events, commission meetings) • Imbalance of Elgin of subsidized housing (too much)? • Work with neighborhoods to identify potential park space • Need to address transportation needs within new development areas. • Need to address how a new development will impact access to an existing isolated development. Recreation & Leisure & Cultural Opportunities • Promote the banquet facilities • Loved the dinosaur program because of the good public relations outreach • Library is an asset to the community • Some programs are too expensive for low income and/or large families • Place copies of Spirit newsletter at stores • Flyers for youth scholarship and summer programs should be sent home with students in U-46 • Nice well rounded opportunities—but they are expensive—not good availability for poor • Scholarships go only to poor • Don't want to lose Girl Scout camp • Wing Park—continue new fence and a greater pace • Provide more information on the third regional park • Lack tennis courts and skate parks • Expansion of Wing Park Clubhouse (double size) and more parking with a small kitchen —use for cross country skiing • Recreation activities for high risk kids—to keep kids from joining gangs • Ice skating at Wing & Lords • How do we advertise Lords Park—not as many weddings —park not utilized in general — build auxiliary kitchen • Lords Park—path through woods deteriorated no longer level • Do what we need to do for river • Concerts in Lords Park great • Wooden steps— lake to pavilion at Lords Park need to be painted • Marketing Elgin as a Cultural Center • Expand cultural arts opportunities-seek more opportunities • Continue to encourage existing art groups • Hold more cultural events (outdoor movies) • Art shows on a regular basis • Keep growing the arts • Use caution about putting building right next to the river, have public usable space right next to the river • Recognize the neighborhood parks are an economic development tool • Invest more in parks • We need greenery • Western area is o.k. with parks it is the east are that needs pieces put together to form some park area • Focus longer term on proposed park development • Skate Park needed. A suggestion for a site is a parking lot near downtown and the Centre • Encourage better use of Wing Park bandshell • Parks and their programs are an amenity to the community and never make money. • Talked about water conservation and availability. • Should conserve our water resources regardless of availability. Be good stewards of the environment. • Need to develop skate parks. • Highlands club House—what are current plans? • Mosquito abatement? Cook County sprays; Elgin cooperates with Kane County to spray and treat breeding areas. River as a Resource • Canoe landing/passage • Revitalization of riverfront-good, continue • Continue revitalization of downtown housing • Look for 50-100 easements along river behind David C. Cook property r Customer Service & Diverse Management Staff • City has responded any time we ask (Crisis Center). They are fabulous • New resident packet should be implemented throughout the City (not just new residents) • Added emphasis for staff to get each to call (private property, abandoned car), voicemail not responded to • Survey the residents is great — why can't we have these type of meetings more often • Incident in my neighborhood — removing graffiti on vacant building o Cooper and Preston took too long to remove • Saturday morning work projects for restitution • Urgent stuff not reflective of community • Difficult for my board to get minority board members • Make an effort to get out in neighborhoods and attract diverse staff • Training and reinforce behavior • Provide rewards for good customer service • Centre customer service lacking, but has improved. • Not calling back in a timely manner • Residents could fill out survey on customer service • Mystery shoppers • Continue "Niceness" at Code Counter 0 Economic Growth & Financially Stable • How do we get retail development along Rt. 20? • Need to look to replace the tax base lost from Unilever • More allowances for stores in pedestrian way o (i.e. A-frames, balloons) • Speed limit changes to slow traffic to see businesses • WGN campaign to work with downtown businesses for advertising • Corridor improvements improve the awareness • Need to create a small business association • Distressing to watch Randall Road expand every where but here. There are always impediments • How do you get more business downtown? • Need more offices/business • Haven't we given all the prime space away? • Need high tech-can the buildings handle that? • By riverboat need a grocery store. Butera is falling apart • Tower building — do like uptown Chicago — hold business hand to get them started. Incubator concept—the city needs to do that • Who is responsible for attracting business? • Need replacement for Eagles on Big Timber • Have to be huge to be financially successful • Give grocery stores the same incentives you give developers • How are we doing with industrial parks? • What happened to San Fillipo property at EMHC? • Attract Microsoft • Increase funding Elgin information • Is there any way to get more jobs in Elgin? • Increase Elgin's visibility • More events in Elgin to bring people to Elgin • How is the City finding new jobs for Elgin? Femi said we work with the Chamber of Commerce. Our business parks have substantial success. We are trying to entice businesses such as accounting firms to come downtown. • Someone asked if we had people devoted to this? Femi stated that Ray and Cherie's full time jobs are economic development as well as the Chamber of Commerce. • Ruth Munson stated that we are losing jobs to other states. • Table member asked about all the industrial development on 90. Femi said that many of the buildings east of 47 are in Elgin. • Table member asked if City has a database of all businesses in Elgin? Yes, at the Chamber. • Discussion about Elgin's lack of restaurants. Femi discussed future sites for restaurants at the Walmart outlots, the Grove and the old Gail Borden Library site. In the west, many areas are mapped for commercial/retail. A development similar to the Glen will have shopping within walking distance of the homes. We need to increase our median income and median house price. Ruth reminded us that there are many fine, family owned restaurants in Elgin. • Need to continue to entice retail development to Elgin. • Home Depot is staying in Elgin. • Sherman Hospital's new development and employee introduction to Randall Corridor. Alive Downtown • Image — downtown perceived dangerous. How do we overcome that image? • How can the City help downtown businesses advertise? • City skate is a good attraction; Festival Park good continuation of Riverfront work. • Downtown is not just a "9 to 5" area any longer. • Encourage patrons of Hemmens to eat downtown by sending a flyer with all of the dining opportunities • Talent shows at the Hemmens • Festival Park • Need retail plan • The City should provide a struggling business grant • A lot of empty space that people are waiting to do something with. Not sure what they are waiting for • Entertainment — do Aurora one night then Elgin the next — people aren't going to Aurora from Elgin • Partnership between Paramount & Hemmens • We get benefit from Chicago, but also get hurt by Chicago • What is the need for a larger venue for the symphony? • I look at the downtown town homes and I think there are people in crisis • People at my agency can not live there and buy a car • Continue focus on Downtown revitalization • Continue Façade Program • Expand entertainment opportunities • Provide more activities for youth downtown • More free events downtown-concerts, dances, etc. • Previous submission for cultural arts will enhance downtown • Continue to revitalize the downtown • Facade Programs keep • More youth activities in the downtown • Downtown concert at Festival Park • The business owners would like to see the City provide a marketing grant for the downtown businesses • Projecting signs are a good thing — maybe include this in the façade program • Consider banners, etc. for streets coming into the downtown • Where is the way finding program? • We need to improve signage downtown • We must get better at coordinating the street and light repairs • Web site marketing program/strategy for downtown initiatives • Discussion on how to get people downtown • Sean discussed survey sent to surrounding cities regarding the downtown • We also need to make certain that we get people working downtown • Review parking decks and uses on a regular basis • Put in retail on floor one of Fulton Street deck • Don't forget Historic Preservation and take it into consideration with everything we do with the downtown • Something for teens downtown • Summer/Winter dances • Evening activities for teens • Restaurants • High end clothing retailers • Starbucks • General Merchandise (Kohl's or the like) • Book store • Trader Joe's • Discussion about retail plan for downtown. Dave said we need to encourage people to bike downtown. Need bike racks and public washrooms. The retail expert who was at the council retreat said most people who shop will live within a mile or 2 of their destination. • People west of Randall are not going to come downtown to go shopping so we need to encourage those who live near downtown to shop there. • Are the condos we are building downtown enough to support business there? • More residents will help support downtown businesses. • City expending millions to redevelop downtown. • Downtown retail strategy. • Unilever purchase a good move on the City's part. • Continue to enhance Riverfront. • Bikeway system enhancement. • Sidewalks need to be constructed where none currently exist. • Tower Building enhancements -clock -architectural lighting -new windows -life safety code compliance ti • 4 . COMMITTEE OF THE WHOLE MEETING June 14, 2006 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 Figueroa made a motion, seconded by Councilmember Kaptain, to approve the minutes of the May 24, 2006,regular meeting. 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 Justice Department for Two Part- time Domestic Violence Case Workers A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Contract with Ehlers & Associates for TIF Consulting Services for the Existing South Grove TIF and Potential Grove/Lincoln TIF District and Route 31/1-90 TIF Areas Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize staff to enter into a professional service agreement with Ehlers &Associates in the amount of$50,000 for consulting services related to the extension of the South Grove TIF and the analysis of a TIF district in the area of Douglas/Lincoln Avenues. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Service Agreement with TransSystems for the Grant Writer Program Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve an agreement with TransSystems Corporation to provide consulting services for the Grant Writer Program. Fees for the work would be negotiated as part of the agreement and the agreement will require Council approval as a separate action. 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 Downtown Neighborhood Association for the Elgin Cycling Classic Race Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to approve the agreement with the Downtown Neighborhood Association to organize and conduct the Elgin International Bike Race on Sunday, August 6, 2006, for a not-to-exceed amount of$33,532 in financial and in-kind support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole June 14, 2006 Page 2 r Consideration of the Termination of a Contract with Keith Foster for Architectural Services for Highlands Golf Course Phase II Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the termination of the contract with Keith Foster for Highlands Golf Course Phase II architectural services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Art Schaupeter for Architectural Services for Highlands Golf Course Phase II Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve a contract with Art Schaupeter for a not-to-exceed amount of$177,000 for the Highlands Golf Course Phase II architectural services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Pepsi Cola General Bottlers for Beverages at The Centre, Lords Park Family Aquatic Center and Wing Park Family Aquatic Family Center Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve entering into a beverage agreement with Pepsi-Cola for The Centre, Lords Park Family Aquatic Center and Wing Park Family Aquatic Center. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Sole Source Contract with MWH Soft, Inc. for Integration of a Software Upgrade with the City's Existing GIS Database Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve a total contract amount of$14,020 for a sole source contract to MWH Soft, Inc. for a software upgrade to existing software that the City owns and professional services associated with integrating the upgraded software with the City's existing GIS database. 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 of the Elgin Municipal Code, Entitled "Stopping, Standing and Parking" Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the recommendation of the Neighborhood Services Committee that Chapter 11.60 of the Municipal Code, entitled"Stopping, Standing and Parking,"be amended to update the specific sections detailed in the memo provided to Council at a cost of$100 to the City. Upon a roll call vote: e"` Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole June 14, 2006 Page 3 Consideration of an Agreement with IMS Infrastructure Management Services for Pavement Inspection Services for the Pavement Rating Project Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve the agreement with IMS Infrastructure Management Services for the Pavement Rating Project for the not-to-exceed amount of$123,700 to provide pavement inspection services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with HNTB Corporation to Provide Engineering Services Associated with the Inspection of City Bridges Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve the engineering agreement with HNTB Corporation totaling $23,710 to provide engineering services associated with the inspection of City bridges. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Surcharge Fee for Otter Creek Interceptor Phases 4A & 4B and Otter Creek Interceptor Sewer & Water Phases 5A & 5B rik Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve instituting a$30 per month fee for properties benefiting from the Otter Creek Interceptor Sewer Phases 4A and 4B and Otter Creek Interceptor Sewer and Water Main Phases 5A and 5B. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of a Rescue One Boat from Equipment Management Company Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve an exception to the Procurement Ordinance for the purchase of a Rescue One Boat, accessories, and delivery from Equipment Management Company in the amount of$19,750. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Front Load Impact Fee Policy Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the proposed Front Load Impact Fee Policy. Councilmember Walters expressed concerns regarding the proposed policy and suggested the entire impact fee issue be discussed at the upcoming Council retreat. His concerns were with reference to the first purchasers in a development paying double impact fees and the last Committee of the Whole June 14, 2006 Page 4 r purchasers not paying any. He questioned how the policy would be applied if there are multiple developers in a subdivision. He also questioned how it would be handled if a developer changed their product and the impact fees had been based on the products as originally proposed. Community Development Director Deering stated that an adjustment would be made, if necessary. Councilmembers Kaptain stated that he and Councilmember Gilliam along with city staff met with the developer's group for the past four or five months to obtain their input, and the developers were pleased with the proposal being presented. He also responded to some of Councilmember Walters' concerns. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to amend the above policy to include a 24-month sunset provision to evaluate if the policy is still warranted at that time or whether changes should be made. 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 proposed Front Load Impact Fee Policy, as amended to include the 24-month sunset provision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. 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 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 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 r Committee of the Whole June 14, 2006 Page 5 rik Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2(c)(11) of the Open Meetings Act Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body—Exempt Under Section 120/2(C)(1) of the Open Meetings Act The meeting adjourned at 6:40 p.m. June 28, 2006 Dolonna Mecum, City Clerk Date Approved • We need greenery • Western area is o.k. with parks it is the east are that needs pieces put together to form some park area • Focus longer term on proposed park development • Skate Park needed. A suggestion for a site is a parking lot near downtown and the Centre • Encourage better use of Wing Park bandshell • Parks and their programs are an amenity to the community and never make money. • Talked about water conservation and availability. • Should conserve our water resources regardless of availability. Be good stewards of the environment. • Need to develop skate parks. • Highlands club House—what are current plans? • Mosquito abatement? Cook County sprays; Elgin cooperates with Kane County to spray and treat breeding areas. River as a Resource • Canoe landing/passage • Revitalization of riverfront-good, continue • Continue revitalization of downtown housing • Look for 50-100 easements along river behind David C. Cook property r Customer Service & Diverse Management Staff • City has responded any time we ask (Crisis Center). They are fabulous • New resident packet should be implemented throughout the City (not just new residents) • Added emphasis for staff to get each to call (private property, abandoned car), voicemail not responded to • Survey the residents is great — why can't we have these type of meetings more often • Incident in my neighborhood — removing graffiti on vacant building o Cooper and Preston took too long to remove • Saturday morning work projects for restitution • Urgent stuff not reflective of community • Difficult for my board to get minority board members • Make an effort to get out in neighborhoods and attract diverse staff • Training and reinforce behavior • Provide rewards for good customer service • Centre customer service lacking, but has improved. • Not calling back in a timely manner • Residents could fill out survey on customer service • Mystery shoppers • Continue "Niceness" at Code Counter • Improve information about City facilities • Rules and regulations—packets for Parks and Recreation too complicated • Improve Customer Service for Parks and Recreation • Improve banquet facilities • Market Centre better • New resident information has been good • City website is good • Simplify the rules and regulations for using and leasing city space • Insure the Heritage Ballroom staff-get back on a timely fashion • Why don't service organizations use the Heritage Ballroom • Positive comments about Police and Fire • Still concerns about service at Rec Centre • No continuity of flow to the community from the Centre • Complaints about Centre are given to different downtown businesses • Better attitude in people that are working here • Quiznos has consistency problems with staying on the catering list • General phone people are good • Still a little standoffish in code • RuthAnne is very good, pleasant, and responsive • A lot of discussion on hiring bilingual employees • New resident packs are a good resource-"old" residents could distribute • Door-to-door delivery not good • Very responsive, always able to reach people • Need diversified total workforce • Building permits taking longer than the sign in Code says they will. Is there sufficient staff to handle the permit requests with all the building going on? Wouldn't this support increasing staff? • The website is really nice and easy to use. The Heritage Commission page still states that Dan Miller is the head; he's been gone for 2 years. • Service has to be the City's business. One table member left 2 or 3 messages regarding construction on Highland and did not get a call back. • Give people good training that emphasizes that you need to respond and be polite to the people you serve. The Centre is focusing on customer service. • How diverse is city staff? Brenda discussed women in management and the diversity committee's efforts to recruit minorities for city positions. • Good experiences with City customer service. • Created new fees with hope in part to use it to enhance customer service. • Website is well received. • Need to include entire City personnel directory on the website including email addresses. • Maintain consistent levels of communication given a stressed organization. • Continue training efforts to maintain high quality service. • Departmental communication needs to improve. Economic Growth & Financially Stable • How do we get retail development along Rt. 20? • Need to look to replace the tax base lost from Unilever • More allowances for stores in pedestrian way o (i.e. A-frames, balloons) • Speed limit changes to slow traffic to see businesses • WGN campaign to work with downtown businesses for advertising • Corridor improvements improve the awareness • Need to create a small business association • Distressing to watch Randall Road expand every where but here. There are always impediments • How do you get more business downtown? • Need more offices/business • Haven't we given all the prime space away? • Need high tech-can the buildings handle that? • By riverboat need a grocery store. Butera is falling apart • Tower building — do like uptown Chicago — hold business hand to get them started. Incubator concept—the city needs to do that • Who is responsible for attracting business? • Need replacement for Eagles on Big Timber • Have to be huge to be financially successful • Give grocery stores the same incentives you give developers • How are we doing with industrial parks? • What happened to San Fillipo property at EMHC? • Attract Microsoft • Increase funding Elgin information • Is there any way to get more jobs in Elgin? • Increase Elgin's visibility • More events in Elgin to bring people to Elgin • How is the City finding new jobs for Elgin? Femi said we work with the Chamber of Commerce. Our business parks have substantial success. We are trying to entice businesses such as accounting firms to come downtown. • Someone asked if we had people devoted to this? Femi stated that Ray and Cherie's full time jobs are economic development as well as the Chamber of Commerce. • Ruth Munson stated that we are losing jobs to other states. • Table member asked about all the industrial development on 90. Femi said that many of the buildings east of 47 are in Elgin. • Table member asked if City has a database of all businesses in Elgin? Yes, at the Chamber. • Discussion about Elgin's lack of restaurants. Femi discussed future sites for restaurants at the Walmart outlots, the Grove and the old Gail Borden Library site. In the west, many areas are mapped for commercial/retail. A development similar to the Glen will have shopping within walking distance of the homes. We need to increase our median income and median house price. Ruth reminded us that there are many fine, family owned restaurants in Elgin. • Need to continue to entice retail development to Elgin. • Home Depot is staying in Elgin. • Sherman Hospital's new development and employee introduction to Randall Corridor. Alive Downtown • Image — downtown perceived dangerous. How do we overcome that image? • How can the City help downtown businesses advertise? • City skate is a good attraction; Festival Park good continuation of Riverfront work. • Downtown is not just a "9 to 5" area any longer. • Encourage patrons of Hemmens to eat downtown by sending a flyer with all of the dining opportunities • Talent shows at the Hemmens • Festival Park • Need retail plan • The City should provide a struggling business grant • A lot of empty space that people are waiting to do something with. Not sure what they are waiting for • Entertainment— do Aurora one night then Elgin the next — people aren't going to Aurora from Elgin • Partnership between Paramount & Hemmens • We get benefit from Chicago, but also get hurt by Chicago • What is the need for a larger venue for the symphony? • I look at the downtown town homes and I think there are people in crisis • People at my agency can not live there and buy a car • Continue focus on Downtown revitalization • Continue Façade Program • Expand entertainment opportunities • Provide more activities for youth downtown • More free events downtown-concerts, dances, etc. • Previous submission for cultural arts will enhance downtown • Continue to revitalize the downtown • Facade Programs keep • More youth activities in the downtown • Downtown concert at Festival Park • The business owners would like to see the City provide a marketing grant for the downtown businesses • Projecting signs are a good thing — maybe include this in the façade program • Consider banners, etc. for streets coming into the downtown • Where is the way finding program? • We need to improve signage downtown • We must get better at coordinating the street and light repairs • Web site marketing program/strategy for downtown initiatives • Discussion on how to get people downtown • Sean discussed survey sent to surrounding cities regarding the downtown • We also need to make certain that we get people working downtown • Review parking decks and uses on a regular basis • Put in retail on floor one of Fulton Street deck • Don't forget Historic Preservation and take it into consideration with everything we do with the downtown • Something for teens downtown • Summer/Winter dances • Evening activities for teens • Restaurants • High end clothing retailers • Starbucks • General Merchandise (Kohl's or the like) • Book store • Trader Joe's • Discussion about retail plan for downtown. Dave said we need to encourage people to bike downtown. Need bike racks and public washrooms. The retail expert who was at the council retreat said most people who shop will live within a mile or 2 of their destination. • People west of Randall are not going to come downtown to go shopping so we need to encourage those who live near downtown to shop there. • Are the condos we are building downtown enough to support business there? • More residents will help support downtown businesses. • City expending millions to redevelop downtown. • Downtown retail strategy. • Unilever purchase a good move on the City's part. • Continue to enhance Riverfront. • Bikeway system enhancement. • Sidewalks need to be constructed where none currently exist. • Tower Building enhancements -clock -architectural lighting -new windows -life safety code compliance COMMITTEE OF THE WHOLE MEETING June 28,2006 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:08 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the minutes of the March 17, 2006, special meeting/retreat, June 7, 2006, special meeting/budget roundtablen with Elgin Community Network, and June 14, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation on Citizen Request Tracker Ruth Anne Hall, City Management Analyst, introduced the"Citizen Request Tracker, " a new feature on the City's web which enables citizens to track the progress of their complaints. Ms. Hall reviewed the procedure and stated that initially this will only apply to complaints handled by the Community Development Group. Anonymous complaints will continue to be taken by telephone,but they cannot be taken on the citizen tracker system because one of the purposes of the system is to be able to report back to the complaint regarding the progress. Councilmember Sandor stated that he thinks this is a good start but he would like the system expanded to include citizens complaints regarding all areas.. Ms. Hall stated that this has been discussed and Civic Plus has software for citizen complaints that has been successfully used in other communities. The intention is to start first with property maintenance complaints in order to work out any potential problems with the Citizen Request Tracker program and expand it to other areas later. Consideration of a Contract between Elgin Community College and the Elgin Police Department Regarding Police Services Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve a contract renewal with Elgin Community College for police services from July 1, 2006 through June 30, 2009. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole June 28, 2006 Page 2 Consideration of a Permit from Illinois Department of Transportation to Close a Portion of State Route 31 for the Hispanic Heritage Month Parade Councilmember Rodgers made a motion, seconded by Councilmember Walters,to approve adopting a resolution to close a portion of State Route 31 for the annual Hispanic Heritage Month Parade to be held September 16, 2006. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Figueroa abstained from the vote due to a conflict of interest. Consideration of Engineering Service Agreements for the Review of Civil Site and Subdivision Plan Submittals Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve agreements with the eight engineering consultant firms listed below to provide engineering review services relative to the review of civil site and subdivision plans for conformance with the City of Elgin Municipal Code, the City of Elgin Engineering Standards and the adopted Kane County Storm Water Ordinance. The firms that submitted proposals are: Baxter& Woodman Consulting Engineers (B&W) Christopher B. Burke Engineering West, LTD (CBBEWL) Crawford, Murphy& Tilly, Inc. (CMT) Engineering Enterprises Inc. (EEI) Hampton Lenzini &Renwick Inc. (HLR) Hey&Associates, Inc. (HA) Smith Engineering Consultants, Inc. (SEC) V3 Companies of Illinois, Ltd. (V3) Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of a Grant of Easement for the Water Main Located on the West Side of Galvin Drive in Northwest Business Park Councilmember Walters made a motion, seconded by Councilmember Rodgers, to accept the plat of easement for the water main on property owned by Motorola, located on the west side of Galvin Drive in the Northwest Business Park. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole June 28, 2006 Page 3 Consideration of a License Agreement for Let's Meet for Coffee for Outdoor Seating at 109 East Highland Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to approve the license agreement to allow Let's Meet for Coffee to place tables and chairs in the public right of way at 109 East Highland Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Site-specific Groundwater Ordinance for Property in the Vicinity of Kimball Street and Brook Street Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve adoption of a site specific groundwater ordinance for the property in the vicinity of Kimball Street and Brook Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Application from the American Little League for the 2006 Neighborhood Improvement Program Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the grant request for the American Little League in the amount of$7,560 for the 2006 Neighborhood Improvement Program—Large Project Fund. 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 she has received calls from residents regarding the July 1 commencement date for zero tolerance enforcement of code violations. She would like letters to go out to the residents advising them about grant programs for repairs. She asked that everyone be mindful of children playing in the neighborhoods and exercise extra caution when driving on streets where children are playing nearby. She asked City Manager Folarin about the status of the City's emergency plan, and he told it is being worked on. She also reminded everyone about the 4th of July parade. Committee of the Whole June 28, 2006 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. 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 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 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 6:20 p.m. s/Dolonna Mecum July 12, 2006 Dolonna Mecum, City Clerk Date Approved Committee of the Whole June 28, 2006 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. 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 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 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 6:20 p.m. July 12, 2006 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING 1"*. July 12, 2006 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 Walters made a motion, seconded by Councilmember Rodgers, to approve the minutes of the June 28, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation by Elgin Recreation Center Student participants from the Elgin Recreation Center(ERC) gave a presentation regarding the Scuba Empowerment Through Challenge program—Teaching More Than How to Dive. It is a SeeOurSea Diving scuba program in which they participated through the ERC. They described the requirements needed to be accepted into the 10-week program and the extensive training involved. Their final reward was a one-week trip to Turks and Caicos Island where they were able to go on a number of dives. They participated in a community service environmental cleanup, they learned much about the culture of the island, and met and had dinner with 10 students from a private and public school. A number of them have been maintaining e-mail contact with the new friends they met. Each of the youth related how the program has benefited them and the many life lessons they have learned. Christine Mitchell, Executive Director of ERC stated that they had a wonderful time doing the program and that it was an incredible experience to go to Turks and Caicos. Next year they hope to include young people from Turks and Caicos to participate in the dives. Ms. Mitchell stated that the young people from ERC will be featured in a program on NBC Channel 5 which will be shown on July 17. Mayor Schock thanked Christine Mitchell, the Elgin Recreation Center, and all the sponsors which were listed for making this opportunity available to these young people. He stated that he can't imagine four better representatives for the City of Elgin, adult or young person, who have spoken more articulately and confidently than these four. They are to be commended for doing such a tremendous job. Consideration of an Amendment to the Professional Service Agreement with Terracon Environmental, Inc. for Brownfield Environmental Consulting Services at 40 Ann Street Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize an amendment to the agreement with Terracon, Inc. in the amount of$89,284 to include environmental consulting services for 40 Ann Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole July 12, 2006 Page 2 Consideration of the Purchase of a Lime Slaker from U.S. Filter/Wallace & Tiernan Products Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to approve a sole source contract for the purchase and installation of a replacement lime slaker from US Filter/Wallace &Tiernan Products in the amount of$66,619. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Lightning Prediction and Warning Systems from Thor Guard,Inc. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the purchase and installation of lightning prediction and warning systems for the Sports Complex, Lords Park, Wing Park, Wing Park Golf Course, and The Highlands of Elgin Golf Course for a not-to-exceed amount of$65,200 from Thor Guard, Incorporated. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to the Purchase of Service Agreement with the Elgin Recreation Center Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to amend the purchase of service agreement with the Elgin Recreation Center to reflect the change in their monthly rent from $8,817 to $10,417. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement for the Elgin Regional Park Project with Hey and Associates Councilmember Walters made a motion, seconded by Councilmember Gilliam, to authorize the execution of an agreement with Hey and Associates, Inc. for the not-to-exceed amount of $426,028 to provide engineering design services for the Elgin Regional Park Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement for 2006-2010 Combined Sewer Overflow NPDES Permit Compliance with Carroll Engineering and Associates Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve an agreement with Carroll Engineering and Associates in the not-to-exceed amount of$64,985 to provide engineering services for the multi-year Combined Sewer Overflow NPDES Permit Compliance Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole July 12, 2006 Page 3 Consideration of Acceptance of Public Improvements in Kimball Court Subdivision with Pace Construction Company Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to accept the sanitary sewers and related appurtenances in the Kimball Court Subdivision from the developer Pace Construction Company. 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 was disappointed in the 4t}' of July fireworks display. He hopes that additional funds will be allocated for next year for the fireworks. The 4th of July parade and fireworks bring a lot of people to the City of Elgin, and we want to make a favorable impression. Councilmember Rodgers stated that the Elgin Youth Symphony Orchestra is going on a review symphony Scotland Tour. They are having a sendoff concert on July 27, 2006, at 7 p.m. at the Elgin Community College Blizzard Theater. Call 847/622-0300 for tickets, which are free. They are asking people to come to the concert to support them. 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, Kaptain, 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 12012(c)(6) of the Open Meetings Act Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body- Exempt Under Section 120/2(c)(1) of the Open Meetings Act The meeting adjourned at 6:26 p.m. 46_ 141_47_-ca July 26, 2006 Dolonna Mecum, City Clerk Date Approved rik fir•- COMMITTEE OF THE WHOLE MEETING July 26, 2006 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, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: Councilmember Gilliam. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the July 12, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Amendments to the ARC Arterial Road Corridor Overlay District Guidelines This item was removed from consideration. Consideration of an Intergovernmental Agreement with the Illinois State Toll Highway Authority for the Entry Corridor Improvements Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the agreement with the Illinois State Toll Highway Authority(ISTHA) for the placement of landscaping and signage related enhancements in their right-of-way at Dundee Avenue (IL Route 25), State Street(IL Route 31) and Randall Road. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 for the 2006 Neighborhood Resurfacing— Jackson/Crystal Project Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to authorize the execution of Change Order No. 1 in the amount of$220,995 for the contract with Triggi Construction, Inc. for the 2006 Neighborhood Resurfacing—Jackson/Crystal Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Proposal from Curran Contracting for the Resurfacing of a Portion of Nesler Road between Gansett Drive and Daisy Lane Drive Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to authorize staff to continue the coordination of the resurfacing of a portion of Nesler Road between Gansett Drive on the south and Daisy Lane Drive on the North and to pay a not-to-exceed amount of $18,800 to Curran Contracting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole • July 26, 2006 Page 2 te- Consideration of the School Liaison Contract with U-46 for the 2006-2007 School Year Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve an agreement with School District U-46 for a total cost of$316,664.22 for continuance of the School Liaison Program for the 2006-2007 school year. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of a Grant from the Violent Crime Victims Assistance Act Program for Two Part-time Domestic Violence Case Workers Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to accept the grant award in the amount of$10,000 from the Violent Crime Victims Assistance Act Program for the continuation of two Part-time Domestic Violence Case Workers. Councilmember Rodgers stated it is her understanding that domestic violence is on the rise and that is her reason for supporting this program. She would also like the City to raise public awareness of this issue by presenting information on domestic violence and the assistance which is available through the Elgin Police Department on Channel 17. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Motion to Consider Agenda Items G through K in One Motion Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to consider Agenda Items G through K in one motion. 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 Items G through K. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Euclid Beverage/Miller Brewing Co-Sponsorship of The Hemmens Cultural Center 2006-2007 Performing Arts Season Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the promotional sponsorship agreement with Euclid Beverage/Miller Brewing for The Hemmens Cultural Center 2006-2007 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole July 26, 2006 Page 3 Consideration of The Courier News Co-Sponsorship of The Hemmens Cultural Center 2006-2007 Performing Arts Season Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the promotional co-sponsorship agreement with The Courier News for The Hemmens 2006-2007 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of The Courier News Co-Sponsorship of the Hemmens Cultural Center 2006-2007 Performing Arts for Young People Season Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the promotional co-sponsorship agreement with The Courier News for The Hemmens 2006-2007 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 ABC Chicago FM Radio Co-Sponsorship of The Hemmens Cultural Center 2006-2007 Performing Arts Season/Eric Burdon & the Animals Performance Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the promotional co-sponsorship agreement with ABC Chicago FM Radio for the Eric Burdon& the Animals performance at The Hemmens during the 2006-2007 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of NextMedia Co-Sponsorship of The Hemmens Cultural Center 2006-2007 Performing Arts Season/Survivor, Kathy Griffin, and Jim Peterik& World State Performances Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the promotional co-sponsorship agreement with NextMedia for the Survivor, Kathy Griffin, and the Jim Peterik&World State performances at The Hemmens during the 2006-2007 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Prevailing Wage Rates for Public Works Contracts Councilmember Walters made a motion, seconded by Councilmember Rodgers, to pass the resolution establishing prevailing wages for Public Works contracts and projects in accordance with the Illinois Department of Labor's rate schedule. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmembers and Mayor Schock commended the Public Works Department, Elgin Police Committee of the Whole July 26, 2006 Page 4 Department, Fire Department, and various other City Departments for all of their clean-up efforts and emergency services after the storm damage the City of Elgin suffered last week. They praised City employees regarding their diligence and for working 12 hour shifts,which continue as a result of the ongoing clean-up efforts. Corn Ed was also commended for restoring power to the citizens of Elgin in a very timely manner. Mayor Schock also praised the citizens of Elgin for their understanding and patience under the trying circumstances after the storm. Councilmember Rodgers stated she has received several inquiries from concerned citizens asking what the City of Elgin does to help parents protect their children against online predators. City Manager Folarin stated that the City of Elgin does not have any official policy in place, but he believed the Elgin Police Department specifically deals with this issue. Chief Womack responded that the Police Department has a detective that is specifically trained in computer forensics. The Police Department actively tracks and monitors various internet sites for online predators and then pursues them by a variety of methods including covert activities in order to apprehend them. Written information and training sessions on how parents can take an active role in protecting their children is available through the Police Department upon request and Chief Womack has spoken to several groups within the City regarding this issue. City Manager Folarin stated that in addition to what the Elgin Police Department is doing, the City will officially put together information to distribute to the public via the media regarding this topic and what training is available through the City. Announcements from Staff City Manager Folarin announced that due to the number of people expected to attend the City Council meeting at 7:00 p.m., the Council chambers could only accommodate a total of 150 people and that after capacity was reached no one else would be allowed in the chambers. 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, 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 The meeting adjourned at 6:15 p.m. r August 9, 2006 Jenn ,'er Quint' , Deputy City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING August 9, 2006 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 Rodgers made a motion, seconded by Councilmember Figueroa, to approve the minutes of the July 26, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation of the Development Concept for a Mixed-Use Project on the Yenerich Farm Community Development Director Deering stated this proposed mixed-use development encompasses approximately 575 acres west of the intersection of US Route 20 and Coombs and Plank Roads. This type of development was considered by the City's Comprehensive Plan and Kane County's 2030 Plan. Chris Lannert, president of the Lannert Group, planners for the development, and other representatives, described the proposed plan featuring a commercial town center surrounded by 90 to 95 acres of dense residential development and a fringe of single family homes at the edges of the development. It will have ample park space, including a dog park, and trails will link all the areas. The plan is in its early stages, and the purpose of tonight's presentation is to have a discussion with the Council to obtain feedback. Residential and commercial market studies have been completed, and traffic and wetland studies are underway. The proposal was described as an urban village and is estimated to take 10 years to build out. Councilmember Figueroa stated that this project realizes a vision a lot of people have for the west side of Elgin. He is concerned, however, about the density and potential traffic problems. He expressed some concern that this could seem like a separate city. Councilmember Sandor echoed Councilmember Figueroa's concern about the possible creation of a separate city. In response to his question as to whether this type of development is being done anywhere else, the developers stated that it is being done all over the country,particularly on the east and west coasts. They also stated that although some have compared this to The Glen, a development in Glenview, this won't be like The Glen. They will not be competing with retail on Randall Road, Algonquin Commons, or Geneva Commons. In response to Councilmember Rodgers' question as to what type of retail will be included in the development. The applicants stated that it will not have major retail stores because the market, which they estimate to be approximately 50,000 to 75,000 people, won't support major retail. Ms. Rodgers also asked how they will compete with the other builders in the west. Their response was that because this development is 575 acres, it will have more amenities than the other developments. Committee of the Whole August 9, 2006 Page 2 Councilmember Walters stated that this is the type of development we have been wanting, where residents can walk to restaurants, stores, parks, etc. He sees this as an opportunity to grow in an orderly fashion. Councilmembers Kaptain stated that he would like to see the development include a system of under or overpasses for pedestrian and bicycle access across the highways. He thinks it is an exciting project. Mayor Schock stated that he is very excited about the concept. He believes it is critical that surrounding development be considered. His suggestion to the staff and the developers is to engage in upfront discussions, so that there is an agreement as to what will be done. Mayor Schock stated that the size and complexity of this development make it unique in Elgin's history, and it is critical that it be done right. The developer stated that they agree 100 percent with the approach suggested by the Mayor. Consideration of Amendment No. 1 to the Engineering Service Agreement with Stanley Consultants for the Street Sign Inventory and Upgrade Project Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve Amendment No. 1 to in the amount of$85,000 to the engineering services agreement with Stanley Consultants for the Street Sign Inventory and Upgrade Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a License Agreement with Iowa, Chicago and Eastern Railroad Corporation for Crossing Railroad Tracks at Mile Post 43.49 and Mile Post 43.85 for the Construction of a Water Main and Access Road Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve two license agreements in the amount of$900 with Iowa, Chicago and Eastern Railroad Corporation for use of their right-of-way for the proposed installation of an underground 16-inch water main. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to the ARC Arterial Road Corridor Overlay District Guidelines Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to authorize staff to proceed with amendments to the ARC Arterial Road Corridor Overlay District Guidelines to clarify the exterior building materials that are acceptable for use on buildings within the Arterial Road Corridor Overlay Districts by an ordinance amending Chapter 19.15.500 of the Elgin Municipal Code. Acceptable materials are outlined below. • traditional natural building materials such as brick, stone, stucco/plaster, terra cotta, tile, architectural metal, glass, and wood siding for residential applications as appropriate; Committee of the Whole • August 9, 2006 Page 3 • composite building materials such as cultured stone, cast stone, cement board siding and smart siding which would be limited to residential applications; • artificial building materials such as Exterior Insulation and Finish Systems (EIFS, commonly referred to by its brand name "Dryvit") and vinyl siding only in very limited instances in design accent features such as cornices, soffits and fascia. These materials are recommended to be applied in an amount not to exceed 5% of each building elevation. Councilmember Sandor stated that he wasn't clear on what is meant by"preferred material", "architectural metal", and other terms which he felt were somewhat ambiguous. After discussion, it was the consensus of the Council that additional clarification is necessary. Councilmembers Rodgers and Figueroa withdrew the above motion and second and made a motion and second requesting staff to revise the Arterial Road Corridor Design Guidelines based on Council's discussion and bring it back for Council's consideration. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of an Automated Staffing and Scheduling Program from Principal Decision Systems International Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to authorize the purchase of the Telestaff automated staffing and scheduling program from Principal Decision Systems International in the amount of$39,400. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Radios from Motorola Councilmember Walters made a motion, seconded by Councilmember Rodgers, to authorize the purchase of one mobile and three portable radios from Motorola in the amount of$13,495. 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 Newsweb Radio Group for The Hemmens 2006-2007 Performing Arts Season Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the co-sponsorship agreement with Newsweb Radio Group for The Hemmens 2006-2007 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. rik Announcements from Council Councilmember Figueroa congratulated the Elgin Police Department and the staff for working so Committee of the Whole August 9, 2006 Page 4 hard to help with the National Night Out. He said it was interesting to hear input from residents, and particularly with reference to availability of up-to-date crime statistics. He stated that consideration should be given when working on the 2007 budget regarding any proposal for bringing crime statistics up-to-date. It is his understanding that the City is a year behind with reference to compiling crime statistics, and potential residents seek this information when considering where to locate. Councilmember Rodgers asked the City Manager and Police Chief about the crime rate and activities in the Buena Vista housing complex since a ROPE officer is no longer there. Also, she would like a presentation made at a City Council meeting and also on Channel 17 regarding the City Council procedures. Residents ask her what the procedures are at the City Council meetings. Further, she would like signs posted regarding the City's noise ordinance. People who have recently moved into the community and their visitors have been stopped, issued tickets, and had their car towed. One gentleman told her he had to pay$450 to get his brother-in-law's car out of the impound lot. He talked to eight of his neighbors, and no one in his subdivision knew about the City's noise ordinance. She would like signs posted notifying people of the noise ordinance and the possibility of having their cars towed. She also asked what the status is of police cameras, and specifically the status in the Blackhawk subdivision. Police Chief Womack addressed these issues as follows: The crime statistic situation is a computer issue and the department is not a year behind. Currently a mid-year report is being compiled to report on year-to-date crime statistics. Issues regarding their computer system have been reported several times to the City Manager. Chief Womack stated they have accurate information, and she suggested that the individual seeking this information should contact her. Regarding the camera situation, Chief Womack stated that legislation has recently become available regarding different uses of camera outside the City of Chicago. Several years ago, the only entity which could do that was the City of Chicago. Several presentations have been held, and they are looking at public/private partnership regarding the red light cameras, which is something that is available to us as a community. However, they are still gathering information and have not received all of the presentations from the different entities which could do that. Other types of camera are not legislatively available to us at this point. Mayor Schock announced that a public meeting will be held on August 30 to take public input on the question of a ban on smoking in various public places. 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 6:52 p.m. August 23, 2006 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING August 23, 2006 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 Rodgers made a motion, seconded by Councilmember Figueroa, to approve the minutes of the August 9, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Request from Nelson Graphic Screenprinting, Inc. for a Portion of the City's 2006 Industrial Revenue Bond Authority A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Renewal of the Maintenance Agreement with Motorola for the Computer Aided Dispatch System Councilmember Walters made a motion, seconded by Councilmember Gilliam, to authorize renewal of a contract with Motorola in the amount of$106,011 for maintenance and support for the City's Computer Aided Dispatch (CAD) System. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Renewal of the Purchase of Services Agreement with the Kane County Child Advocacy Center Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve renewal of the purchase of services agreement with the Kane County Child Advocacy Center in the amount of$35,000 to continue to investigate incidents of child abuse and sexual abuse of juveniles with a team of professionally trained and experienced members representing prosecution, police, and DCFS. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Renewal of an Agreement with the Larkin Center for a School Liaison Officer Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve renewal of an agreement with the Larkin Center in the amount of$70,000 to provide police services in the form of a School Liaison Officer. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole August 23, 2006 Page 2 Consideration of a Sponsorship Agreement with the Daily Herald for the Capitol Steps and P.J. O'Rourke Performances at the Hemmens Cultural Center Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the sponsorship agreement with the Daily Herald (Paddock Publication) for the Capitol Steps and P.J. O'Rourke performances at the Hemmens Cultural Center during the 2006-2007 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Grant Requests for the 2006 Neighborhood Improvement Grant Program Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the four applications for grant requests for the Neighborhood Improvement Grant Program in the amount of$67,000 to be utilized as listed below: • Woodbridge North Home Owners Association presented an application to complete an entryway enhancement at their entrance at College Green Drive and Randall Road. The proposal includes a new monument style sign, landscaping of the median, and landscaping and remediation of the existing pond and brick wall. The overall cost of the project, including volunteer labor, is estimated at $33,193, of which the Home Owners Association is requesting assistance of$15,000. Staff has reviewed the proposal in conjunction with the guidelines for the grant program and recommends approval. • Salvation Army and the Northeast Neighborhood Association partnered together to present an application to remove the existing chain link fence surrounding the Salvation Army playground on the northwest corner of Ann and Douglas. The chain link fence will be replaced by a four foot wrought iron fence with the entrance realigned to the corner of Ann and Douglas,with two brick pillars identifying the entryway. In addition, the two organizations have partnered with United Way of Elgin through the Day of Caring to gather volunteers to construct a new path from the entry to the play area, Neighborhood Housing Services to provide the tools for the volunteers, and School District U-46 to provide the mulch for the walking path and play area. The overall cost of the project, including volunteer labor and in-kind donations, is estimated at $30,000, of which $15,000 is being requested in grant funding. Staff has reviewed the proposal in conjunction with the guidelines for the grant program and recommends approval. • United Way of Elgin partnered with the Elgin Housing Authority to present an application to construct a new playground to replace the existing structure at Clifford and Owasco Park which will be removed as part of a proposed engineering project to provide comp storage. The Elgin Housing Authority Committee of the Whole August 23, 2006 Page 3 maintains 30 apartment units in the area with approximately 93 children who do not have adequate play equipment. To address this issue United Way of Elgin has received a grant from KaBoom to donate a play structure and assist with the planning of the volunteer-build of the new playground. The overall cost of the project, including volunteer labor and in-kind donations, is estimated at$50,000, of which $15,000 is being requested in grant funding. Staff has reviewed the proposal in conjunction with the guidelines for the grant program and recommends approval. • The final grant request is a partnership with the Elgin Area Historical Society and the City of Elgin to install an irrigation system on the front lawn of the historical society, construct a retaining wall along the sidewalk, and install new landscaping enhancements. The Elgin Area Historical Society is partnering with the Garden Club, Original East Side Neighbors, Gifford Park Association, and Neighborhood Housing Services to provide the volunteer labor and tools for the landscaping. The City will be responsible for the cost of the irrigation system, retaining wall, and landscape materials. The overall cost of the project, including volunteer labor, is estimated at$24,000, of which $22,000 is being requested in grant funding. The project is a departure from the established guidelines for the grant program in that it provides funding to complete a project on City-owned property. However, in lieu of having funds remain unused in the program, staff is recommending that the funding be utilized for this project contingent on the participation of the volunteer support from the partnering organizations. Councilmember Kaptain stated that with reference to the final grant recommendation that it is unfair to change the rules at the eleventh hour. He would prefer to remove that item and have it considered next year. Mayor Schock stated that because there weren't sufficient applicants, it is being recommended that a one-time exception be made in this instance. The Historic Society and Elgin Academy feel a sense of urgency because of the erosion problems. Mayor Schock suggested that Councilmember Kaptain's concern regarding making an exception be noted. However, since the money is available, he recommends approving the grant request regarding Elgin Area Historical Society and the City of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Expansion of the Image Commission Mission to Include Local Programming and Public Access Development row Councilmember Figueroa asked Assistant City Manager Stegall to give an update regarding programming on Channel 17. Mr. Stegall stated that the programming on Channel 17 has been • Committee of the Whole August 23, 2006 Page 4 more successful than anticipated. However, they can't take it any further until the City has a true studio, which is very expensive. The current studio doesn't allow for high level programming or opening it up to local groups. Policies and procedures would have to be established to guide public access. A number of communities have decided to just have government access. The communities which currently have local access were contacted. They recommend only having government access because public access is fraught with litigation and lawsuits and is also very expensive. Councilmember Gilliam stated that the committee which has been studying this issue has decided to just use government access. Right now the government access channel isn't being used to its fullest capacity. It is suggested that the Image Advisory Commission make suggestions regarding using the government access to a greater extent by adding additional programming. Councilmember Sandor agreed that Elgin should not get into public access since it would possibly open the City up to litigation. Councilmember Rodgers stated that residents would like to see the type of programming involving community events which used to be aired on the cable channel. Councilmember Figueroa also questioned why programming that used to be aired was no longer being produced. Mayor Schock stated that in the past, one of the cable companies paid for all the local programming. When their franchise agreement was renegotiated, they were no longer willing to do that and the City had to take over. Because of the high cost, the Council decided on the current level of programming. Councilmember Sandor clarified that what is being considered now is "local programming,"and not"local access." Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to approve the enhanced responsibilities for the Image Commission to include establishing local programming policies and procedures. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Business Improvement Grant for Speed Fasteners Plus, Inc. Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to approve a business improvement grant with Mr. Steven Kraft, d/b/a as Speed Fasteners Plus, Inc., for improvements to 1173 Dundee Avenue in the amount of$11,200. 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 Hispanic Heritage Coalition for a Festival and Parade Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to approve a co- sponsorship agreement with the Hispanic Heritage Coalition to co-sponsor the Fiesta Salsa and Committee of the Whole August 23, 2006 Page 5 Hispanic Heritage Month Parade on Saturday, September 16, 2006, for a not-to-exceed amount of$8,014.40 in financial and in-kind support. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Figueroa abstained due to a conflict of interest. Consideration of Engineering Services Agreement for Construction and Bid Document Production for Four Neighborhood Park Development Projects Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to authorize the execution of an agreement with Bonestroo &Associates for the not-to-exceed amount of$30,168 to provide construction and bid document production for four neighborhood park development projects. The projects and associated budgets are as follows: Summerhill Park $200,000 Charming School Park $325,000 Grant School Park $268,000 College Green Park $125,000 Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa expressed his gratitude for the work done by staff and Toll Brothers at the St. Joseph's Church house. They did a wonderful job, and the house is ready to be used. Mayor Schock added that it is a remarkable transformation, and they went well beyond just doing the siding. Councilmember Rodgers stated that the banner on the table at the side of the room is from the mother of Elgin resident Aaron Richter, a Lance Corporal in the Marines. He is currently serving in Iraq and will be back in Elgin October 7. His mother is flying to meet him, and she would like for all the City Councilmembers and any members in the audience to sign the banner for him. Councilmember Kaptain announced that tomorrow night the Elgin Community Network will be sponsoring a program featuring James Capraro from the Greater Southwest Development Corporation,which is a large neighborhood group in the Marquette Park area. The program will feature a video that he produced on developing a neighborhood quality of life plan. This is a plan which is being showcased nationwide. Mr. Capraro has brought half a billion dollars of investment into a degraded neighborhood and built it into a thriving community. Mayor Schock stated that he received a call today from Allen Armstrong, who is the City of Elgin's representative from ComEd. The City owns a couple houses on Spring Street—one of which it going to be demolished and one of which is going to be rehabilitated. ComEd is willing to enter into partnership with the City by providing$15,000 in funds and access to their technical ' Committee of the Whole August 23, 2006 Page 6 services division to make this home very energy efficient as we rehabilitate it and make it an asset for the neighborhood. The Council is invited to attend a short event at the home on August 29 at 9 a.m. Mayor Schock stated that he hopes this will be one of several partnerships to be formed with the City in rehabbing this home. 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. 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 6:37 p.m. sv L,. ° � ►-.- September 13, 2006 Dolonna Mecum, City Clerk Date Approved 001** COMMITTEE OF THE WHOLE MEETING September 13, 2006 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 Kaptain made a motion, seconded by Councilmember Walters,to approve the minutes of the August 23, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation by the Downtown Neighborhood Association Regarding the Cycling Classic John Steffan, a member of the Downtown Neighborhood Association (DNA)Board and co-chair of this cycling event stated they are here to give a brief synopsis and present awards to the sponsors and some of the volunteers for the Elgin Cycling Classic which was held August 6, 2006, in downtown Elgin. This is the second year they've done this event. They resurrected what had been the Four Bridges of Elgin race in a little different format in the center of Elgin with a volunteer committee which ran the event. Mr. Steffan introduced the members of the committee which consisted of Dennis Jurs, Karen Fox, Betsy Couture, and Darlene Houghin. Dennis Jurs, co-chair of the committee, thanked City employees Bill Potts from Public Works and Tom Olson from the Police Department for all their assistance. Over 300 cyclists from 12 states participated in the race, and 90% of the participants came from outside of Elgin. There were over 1200 spectators, which is an increase over last year. Support from the City is crucial, and the Elgin cycling event is in the top 5 to 10 events held in Illinois. Karen Fox stated that the previous Elgin Four Bridges cycling event was very costly because it was organized by a professional racing coordinator. This year's race was completely organized by a volunteer committee which was assisted by over 35 community volunteers. Ms. Fox recognized and thanked the many corporate and private sponsors. Norma Miess, Executive Director of DNA,provided the City Council with a financial summary. On behalf of DNA, she thanked the volunteer leaders and the City of Elgin for their support. The committee has volunteered to have this event again next year and to make it grow. Ms. Miess presented a framed race shirt which had been signed by the race winners to Mayor Schock in recognition of the Council's support. Mayor Schock, on behalf of the City Council, stated that it was a great event and thanked the local volunteers and sponsors for all their hard work. r 6 Committee of the Whole September 13, 2006 Page 2 Consideration of an Agreement with Biggers Chevrolet for Participation in the Cook County Automobile Dealership Incentive Program Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to approve an agreement with Biggers Chevrolet in the amount of$30,000 for the Investment Grant Program of the Cook County Automobile Dealership Incentive Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Business Improvement Grant with Frank Ciacco, d/b/a West Pier Laundry, Located at 1116 Larkin Avenue Councilmember Gilliam made a motion, seconded by Councilmember Figueroa,to approve a business improvement grant with Mr. Frank Ciacco in the amount of$13,202.50 for improvements to West Pier Landry, located at 1116 Larkin Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Mayor Schock. Nays: None. Councilmember Walters abstained due to a conflict of interest. Consideration of the Acceptance of the Off-site Sanitary Sewer for Unit 1 of the Providence Subdivision Councilmember Figueroa made a motion, seconded by Councilmember Gilliam,to accept ownership and maintenance of the off-site sanitary sewer for Unit 1 of the Providence Subdivision. 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 Engineering Services Agreement with Rezek, Henry,Meisenheimer and Gende for the 2006 Combined Sewer Separation Project Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve Amendment No.l to an agreement in the amount of$89,785 with Rezek, Henry, Meisenheimer and Gende for construction related engineering services for the 2006 Combined Sewer Separation Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Agreement with Hey and Associates for the Design of the Compensatory Storage Project on South Grove Avenue Councilmember Rodgers made a motion, seconded by Councilmember Figueroa,to authorize an engineering services agreement with Hey and Associates in the amount of 166,450 to design the Compensatory Storage Project on South Grove Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole September 13, 2006 Page 3 Consideration of an Amended Community Development Block Grant Sub-recipient Agreement with Association for Individual Development Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the sub-recipient agreement with the Association for Individual Development in the amount of $53,774 which combines two Community Development Block Grants (2005 and 2006 grant years) to complete a number of projects listed below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. 1. Installation of cement walkways and patios 2. Front door wheelchair access 3. Window installation in workshop area and classrooms 4. Installation of an emergency access road 5. Installation of a new security system Consideration of the Purchase of a Red Zodiac Pro 7 Man RIB Boat from West Shore Fire, Inc. Councilmember Sandor made a motion, seconded by Councilmember Kaptain, to approve the purchase of a Red Zodiac Pro 7 Man RIB boat in the amount of$16,315 from West Shore Fire, Inc. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment#6 to the Gilbane Construction Management Agreement for the Centre Construction Project Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve Amendment No. 6 in the amount of$481,272 to the Gilbane contract for construction management services related to The Centre and to the Symphony/Grove Streetscape Project. 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 City of Elgin, Kane County, U-46, and leading not-for- profit organizations have partnered in a city-wide program called"Activate Elgin." This is an initiative to engage all sectors of the community to work in harmony to provide all residents with opportunities to improve their health,well-being, and overall quality of life. The kick-off event sponsored by the "Activate Elgin" group is a health fair to be held at Judson College on September 30, 2006, from 9 a.m. until noon. Committee of the Whole September 13, 2006 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. Establishment of Reserves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immunity Act - Exempt Under Section 120/2(c)(12) of the Open Meetings Act Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2(c)(11) of the Open Meetings Act Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a 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 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 6:25 p.m. laj .ag1 .j ��' September 27, 2006 Dolonna Mecum, City lerk Date Approved COMMITTEE OF THE WHOLE MEETING September 27, 2006 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 Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the September 13, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the 2006/2007 Insurance Policies A resolution will be presented at tonight's Council meeting for adoption by the City Council. Presentation by the Veterans Memorial Committee Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to continue the presentation by the Veterans Memorial Committee to the October 11, 2006, Committee of the Whole Meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Highway Safety Project Grant from the Illinois Department of Transportation Councilmember Walters made a motion, seconded by Councilmember Rodgers, to accept the Highway Safety Project Grant in the amount of$85,792.05 from the Illinois Department of Transportation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of an Interim Records Management System from Woodland Computing Group, Inc. Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the agreement with Woodland Computing Group, Incorporated in the amount of$24,340 to provide an interim records management system for the Elgin Police Department. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r4 Committee of the Whole September 27, 2006 Page 2 Consideration of Change Order No. 1 to the Contract with Brandenberg Industrial Services for the Demolition of Various City-owned Buildings Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve Change Order No. 1 in the contract with Brandenburg Industrial Services in the amount of $19,140.96 for charges from ComEd related to the removal of equipment from the former Unilever site. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Proposed Ordinance Amendments Relating to Noise Issues Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to adopt the proposed ordinance amending the City's ordinances relating to the specified noise issues. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to amend Section 1 of the proposed ordinance relating to restaurant hours of operation adjacent to any residentially zoned property to provide that they not be permitted to operate between the hours of 12:00 a.m. and 5:30 a.m. Sunday through Friday and 1:00 a.m. and 5:30 a.m. on Saturday. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Kaptain stated that he would have liked to have had input from the effected restaurants and have staff explore giving the restaurants the option of hiring security. Other Councilmembers stated that the restaurants hiring security has previously been done but has not alleviated the problem of patrons partying in other parts of the neighborhood. Upon a roll call vote on the proposed ordinance as amended above: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with K-Plus Engineering,LTD. For the Westfield Business Park Water Main Investigation Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the agreement with K-Plus Engineering in the not-to-exceed amount of$49,300 for the Westfield Business Park Water Main Investigation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of an Easement Grant for Water Main on Property Owned by Ryan Companies US, Inc., Located at the Southwest Corner of Alft Lane and Alft Court Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to accept the row plat of easement grant by Ryan Companies US, Inc. for the water main on property owned by Ryan Companies US, Inc. located on the southwest corner of Alft Lane and Alft Court in the Committee of the Whole September 27, 2006 Page 3 Randall Crossing Business Park of Elgin. 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 with Arrow Road Construction Company for the 2006 Unimproved Street Program Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve Change Order No. 1 and Final with Arrow Road Construction in the amount of$12,472.91, with a final contract value of$251,537.88 for the 2006 Unimproved Street Program. 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 Engineering Services Agreement with Smith Group JJR, LLC for the Entry Corridor Improvements Project Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve Amendment No. 1 with Smith Group JJR, LLC in the amount of$169,490 for additional engineering services and construction related engineering services on the Entry Corridor Improvements Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Reduction in Payment of a Housing Court Fine Entered by Default Judgment Against the Property at 376 Park Street Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to accept a reduced fine payment for the default judgment entered in housing court against the property located at 376 Park Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Mayor Schock and Councilmember Sandor stated that in the future the City's cost should be calculated and considered in reference to any possible reduction in fines. Consideration of a Proposed Development Agreement with Water Street Place,LLC Providing for the Redevelopment of the Former Library Property at 200 North Grove Avenue Attorney Peter Bozos introduced the members of the Water Street Place development team which is composed of Ryan Companies US and RSC &Associates. In 2004, the City issued proposals to developers for an"Urban Development Proposal" for a mixed use residential, retail, and commercial project for the former library property. Staff was direct to negotiate with the above- named development team. The Planning and Development Commission has recommended approval of the proposed project. Committee of the Whole September 27, 2006 Page 4 Various members of the development team described the details of the proposal which included the design for the project, the project goals, and the landscape features. The project includes a 16-story tower building, which will have 146 condos, eight townhouses, 237 private parking spaces and about 18,400 square feet of retail space at the street level of the building. Four restaurants will front the river, and a new street called Water Street will be built to run through the development. At City Manager Folarin's request, Corporation Counsel Cogley described to the Council and audience the major points contained in the development agreement. A market study will be conducted to insure that the project will be successful. The property is in a TIF District, so future increases in taxes, currently estimated to be $36,000,000, will go to the City during the period of the TIF. After completion of the feasibility study, the property will be conveyed to the developers. Mr. Cogley stated that a set of performance standards are included in the agreement as well as a list of permitted uses and a list of prohibited uses. The $10.8 million of development assistance from the City will be paid in installments. The property will also include a number of public improvements. Some of the Councilmember comments regarding the project and proposed development agreement, include the following: ' Councilmember Kaptain stated that he doesn't think there is sufficient parking, and he doesn't believe the project adheres to the City's Comprehensive Plan. He said that he cannot support the project because he doesn't believe it will be successful. He further commented that the project is on the busiest downtown street, and yet the developers are requesting the largest incentive in the City's history. Councilmember Gilliam expressed the concerns of a friend of his who believes that his taxes will be paying for this project, and he is against incentives. Councilmember Sandor stated that this project brings a different lifestyle which he described as an urban lifestyle in a suburban setting. He believes the development agreement has a lot of safeguards in place and supports going the next step of having a marketing study conducted. Councilmember Rodgers stated that she hasn't been in favor of incentives for developers and would prefer giving incentives for increased jobs. She also questioned how the developers could be so confident that the condos would sell in a slowing housing market. Councilmember Figueroa stated that some people will be amazed at the quality of this premier project and others will question giving the developers $10.8 million. He stated that he hopes this development exceeds everyone's expectations. Mayor Schock stated that incentives to developers is not a new occurrence in Elgin. He stated that the City's largest incentive package was the donation of land and subsequent purchase of Committee of the Whole September 27, 2006 Page 5 stock in the Elgin Watch Factory. The second largest incentive was when the City purchased the land on which Elgin Mental Health Center(EMHC) is located, and then gave it to the State of Illinois so that they would bring the EMHC to Elgin. It's been a long tradition in Elgin, over a hundred years, and in other communities, to give incentives to spur development with City participation. He also stated that this property has not generated a penny of taxes for many years. The only way we can get tax money is to spend money. Councilmember Gilliam made a motion, seconded by Councilmember Sandor, to approve the proposed development agreement with Water Street Place, LLC which would provide for the redevelopment of the former library building property located at 200 North Grove Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Sandor, Walters, and Mayor Schock. Nays: Councilmember Kaptain and Councilmember Rodgers. Announcements from Council Councilmember Rodgers stated that she wanted to clarify information given or said at the budget meeting. She said the discussion was about the street lighting analysis or assessment, and the Council did receive an inventory which was complete. However, she was referring to the presentation that the Council is waiting on from the City Manager's office to be given to the City Council. She didn't want the residents to think that the presentation had already been made to the Council since it has not been. Announcements from Staff Fire Chief Falese stated that October 8 to 14 is Fire Prevention Week. This year's theme is `Be Careful What You're Cooking." More fires start in kitchens than any other room in the house. An open house will be held at Fire Station#2 on Big Timber Road on Saturday, October 7, from 10 a.m. to 1 p.m. A lot of activities are planned for the kids, and there will be helicopters coming in. He issued an invitation for everyone to come to the open house and become acquainted with the Fire Department and with firefighters. 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 7:50 p.m. October 11, 2006 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING October 11, 2006 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 Rodgers made a motion, seconded by Councilmember Figueroa to approve the minutes of the September 27, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation by the Veterans Memorial Committee Jack Cook,representing the committee which is composed of veterans representing different branches of the military, thanked the Mayor and Council for putting this committee into existence. Mr. Cook introduced all of the committee members and thanked them for all of their hard work. He indicated that it was the hope of the committee to have the project completed and elibk dedicated on November 11, 2008. He then introduced the finalists who were present and announced Christopher Cundiff as the design winner. Mr. Cundiff described his design as an obligation to the veterans who have given so much. The design itself is wheelchair accessible and has a main platform with monoliths for each of the six branches of service with their corresponding flags flying on each monolith. The west platform could have military hardware and there is a bridge that spans a small flagstone waterfall that could be used for wreath ceremonies. The east platform will include a"conflict timeline"and all names and conflicts could be inscribed at this location. There also will be a fountain. The area would also include poles for MIA and POW flags. Mr. Cundiff thanked both the committee and the Council for selecting his design and he also thanked all veterans, especially the ones who were not there. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the Veterans Memorial Committee recommendation to award Christopher Cundiff$10,000 for the Veterans Memorial winning design. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Rodgers indicated she was very pleased that Elgin was finally getting a memorial to the men and women who have fought for freedom. The Mayor presented Mr. Cundiff the check for the winning design and also thanked the members of the selection committee and all those who submitted proposals. Consideration of a Contract with Ziegler's Ace Hardware for the Sale and Distribution of Committee of the Whole October 11, 2006 Page 2 Yard Waste Bags Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve a contract to Ziegler's Ace Hardware for one year in an amount not-to-exceed $30,000 for the sale and distribution of biodegradable yard waste bags. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Facade Proiect for 169 East Chicago Street Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to approve the façade improvement project in the amount of$30,792 for 169 East Chicago Street owned by Mr. Wilde Sotomayor. 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 Children's Theatre of Elgin/Fox Valley Youth Theatre Company Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the purchase of service agreement with Children's Theatre of Elgin, a not-for-profit organization,by providing financial support in the amount of$15,200, for two productions. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Lease Agreement Between the City of Elgin and United States Cellular Operating Company Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to approve the wireless site equipment agreement between the City of Elgin and United States Cellular Operating Company of Chicago, LLC for the use of City of Elgin American Little League Field, 750 Summit Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Rodgers reminded everyone that October is National Breast Cancer Month. She stated that Provena St. Joseph Hospital is hosting a"lunch and learn"on October 16 at 11:30 a.m. to 12:15 p.m., and from 12:45 to 1:30 p.m.. Sherman Hospital has screening locations and discounts are available for those who do not have insurance. Sherman Hospital can be reached at 847/429-8972. The Mayor announced that on October 22, 2006, at 1:00 p.m., the Elgin YWCA will be having a walk to raise funds. Pledges are being taken for walkers and he along with the City Manager will be participating in the fundraiser. Announcements from Staff Committee of the Whole October 11, 2006 Page 3 There were no announcements from Staff. 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. Establishment of Reserves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immunity Act - Exempt Under Section 120/2(c)(12) of the Open Meetings Act Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Under Section 12012(c)(2)of the Open Meetings Act Appointment,Employment,Compensation,Discipline,Performance or Dismissal of Specific Employees of the Public Body- Exempt Under Section 120/2(c)(1) of the Open Meetings Act The meeting adjourned at 6:29 p.m. October 25, 2006 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING October 25, 2006 The rescheduled 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 Sandor made a motion, seconded by Councilmember Figueroa, to approve the minutes of the October 11, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation of the Riverside Drive Reconstruction Project Designs Public Works Director Loete stated that the staff and Riverfront Project Management Team have been going through the selection process of consultants to work with the City to rehabilitate and redesign the use for the Riverside deck. The two top firms were given guidelines to make a presentation looking at three different concepts. One of the concepts is to be modeled after rik preliminary work done a couple years ago on the deck. The second one is to be modeled after the concept of a deck which will allow access to the water rather than an overlook above the water. The third one is a free form concept. Rick Hitchcock of Hitchcock Design Group stated that their group has worked with the City on several projects, they know how to do the public input process and how to do the construction. They have better experience, a better approach, and know how to "do"bridges. Hey and Associates, which would be part of the group working on the project, works very well with the Corps of Engineers and Department of Natural Resources. Mr. Hitchcock described their ideas for the three concepts they were asked to explore and gave estimated costs of each. He gave cost estimates, possible uses, and an estimated timeline for each concept. To give the second presenter an opportunity to set up for their presentation, the Council proceeded with the following agenda items. Consideration of an Amendment to Title 20, entitled"Certificate of Appropriateness", of the Elgin Municipal Code Councilmember Sandor made a motion, seconded by Councilmember Kaptain, to authorize staff to proceed with an amendment to Title 20 of the Elgin Municipal Code which will allow staff to take appropriate enforcement action when a Certificate of Appropriateness (COA) is issued and the work is completed in a manner that does not conform to the requirements of the approved eft. COA. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole October 25, 2006 Page 2 Consideration of an Amendment to Chapter 6.45.040 of the Elgin Municipal Code,"Permit for Solicitation on Public Streets or Sidewalks" Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the amendments to Chapter 6.45.040 of the Elgin Municipal Code, "Permit for Solicitation of Funds on Public Streets or Sidewalks". 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 Public Action to Deliver Shelter Councilmember Kaptain made a motion, seconded by Councilmember Sandor, to approve the purchase of service agreement with Public Action to Deliver Shelter(PADS)providing financial support in the amount of$30,400 to be used solely for operating expenses, including site coordinator salary expenses. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Gilliam left the meeting briefly. Consideration of TranSystems for Development of a Bicycle Route Master Plan Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the engineering services agreement with TranSystems in the not-to-exceed amount of$97,147 for the development of the Bicycle Route Master Plan. Corporation Cogley explained the legal ramification if specific bike lanes are designated. Mayor Schock stated that since people can already ride their bikes on the streets, why the City would want to designate specific bike lanes which would increase the City's liability and make the City more susceptible to law suits if someone gets hurt. Councilmember Kaptain stated that the designated bikeways would act as arteries and would just be on major streets. Ninety percent of the streets would not be included in the designation. He also stated that it would provide a margin of safety for bicyclists. As it in other communities, they have connected themselves to existing bikeways downtown and designated routes to get to that designation. Councilmember Sandor stated that he shares some of the same concerns as the Mayor. He stated that if the City is going to create something that increases liability and responsibility for maintenance, he hopes that the street designations are kept to the bare minimum needed to provide connectivity. Councilmember Kaptain responded that keeping the bike routes to a minimum has been the process in other communities. City Manager Folarin pointed out that the Council isn't being asked to approve the routes but are being asked to approve the study. - Committee of the Whole October 25, 2006 te,,, Page 3 Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Continued Presentation of the Riverside Drive Reconstruction Project Designs Todd Meyer of HOK Planning Group outlined the other entities which are part of the project team. He gave examples of the many projects in which they have been involved in various part of the country. They currently have eight active projects in Chicago. However,he emphasized that they are not only involved in huge projects and really want to be associated with Elgin, which has done so much in the last several years. They described the design process and their ideas for the three concepts. They believe that urban design elements are important, and they view the Riverside deck as a public gathering place. They have worked with funding consultants in the past and also stated that the Department of Natural Resources has bike grant programs. They are very enthusiastic about doing this project. Although the current deck has deteriorated and will have to be demolished, some of the concepts of both presenters retain using the pylons which support the deck and rebuilding at least a portion of the deck. Councilmembers asked and both presenters responded to a number of questions regarding possible increase in cost estimates, maintenance costs, bike paths, traffic on Riverside Drive, clarification regarding filtering of the water that hits the deck, and other matters. Councilmember Gilliam returned to the meeting. Consideration of an Agreement with Big Timber Elgin, Inc. Regarding Construction of Water Tower and Water Main Improvements Near Highland Avenue Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the agreement with Big Timber Elgin, Inc. relating to the construction of certain public improvements near Highland Avenue and a reimbursement to the developer in the amount of $126,509.11. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Program Year 2007-2008 Community Development Block Grant Hearing Process Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to schedule the hearing and work session dates for the 2007 CDBG program year as set forth below and to specify the City's funding priorities and policies as identified in Alternative One for the 2007- 2008 Community Development Block Grant(CDBG)Program. - Committee of the Whole October 25, 2006 Page 4 First Public Hearing—January 10, 2007 at 6 p.m. City Council Work Session—February 14, 2007, at 6 p.m. Final Public Hearing—March 21, 2007, at 7 p.m. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the 2007 Schedule of City Council Meetings Councilmember Sandor made a motion, seconded by Councilmember Walters, to authorize the proposed resolution setting forth the schedule of the 2007 City Council meetings with the exception of changing the second meeting in March from March 28 to March 21, 2007. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Remaining Dates in the 2007 Budget Schedule Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the Budget Schedule as presented below to consider the remaining steps and actions necessary in order to adopt the 2007 Budget and 2007-2011 Financial Plan. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. 11/15/06 City Council Budget Discussion 4:00-8:00 Centre of Elgin 11/29/06 City Council Budget Discussion 5:00-6:30 11/29/06 Public Hearing 7:00 12/6/06 Truth in Taxation Hearing 7:00 12/20/06 Budget Adoption 7:00 Consideration of an Illinois Department of Transportation Highway Safety Project Grant Agreement—Speed Enforcement Councilmember Sandor made a motion, seconded by Councilmember Kaptain, to approve the acceptance of the Illinois Department of Transportation Highway Safety Project Grant in the amount of$44,377.50 for the Elgin Police Department. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adjourn and • Committee of the Whole October 25, 2006 Page 5 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 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 6:35 p.m. November 8, 2006 Dolonna Mecum, City Clerk Date Approved 'isk COMMITTEE OF THE WHOLE MEETING November 8, 2006 The regular rescheduled 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 Figueroa made a motion, seconded by Councilmember Walters, to approve the minutes of the October 25, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Truth in Taxation Act Requirements and Budget Schedule A resolution will be presented at tonight's Council meeting for adoption by the City Council. Presentation of 2007 Budget a - Assistant City Manager Stegall stated that tonight's discussion will be a general overview of the proposed 2007 budget and five-year financial plan. An overview of the specific funds and decision packages will be reviewed at the special budget meeting November 15. Mr. Stegall stated that the proposed budget is a balanced budget. During the budget process, the budget team realized three things. Material costs have affected the City and will have a major impact on the 2007 budget. Residential growth is slowing down, so they lowered the property tax projected increase from three percent to one percent in the years 2008 and 2009. They kept hearing that residents would like to see more money budgeted for street work. This is the first year there will be significant use of impact fees. The extension of South Street will be completely paid by impact fees. Fire Station#7 will be 100 percent paid for by developer contributions. The proposed budget is $297,562,960, and riverboat revenue is 22 percent of the total revenue. Budget highlights include Central Business District street project is primarily being funded by the Central Area TIF fund. One million dollars is budgeted for the sidewalk program, and this is ten times as much as was budgeted in 2006. The significance of the Central Area TIF fund is increasing each year. The Waste Transfer Station revenue will pay for the spring cleanup which had previously been paid out of the telecommunications tax. The telecommunications tax will be used 100 percent for public safety. • Committee of the Whole November 8, 2006 .w•• Page 2 Presentation of the Cultural Arts Feasibility Study Chris Brewer of Economics Research Associates and Bob Campbell of Fisher Dachs Associates gave a presentation on the Economic Feasibility of a Performing Arts Center. They described the approach they used which included: reviewing the demographic and economic context, held discussions with Hemmens Cultural Center user/stakeholders,performed an architectural and physical assessment, attendance, utilization, revenue and expenses. They studied the regional competitive environment and performing arts industry trends. They looked at the architectural program options of doing renovations to Hemmens,building a music hall, or building a multi-purpose hall. They gave a financial analysis of each of the options. They stated that Hemmens is heavily utilized and is a multi-purpose hall. It is structurally sound, but the biggest issue is the seat limitation. A music hall is just for symphony use. They studied venues in several cities and found that most of the venues have a subsidy of$600,000 to $1 million annually. The architectural program options are as follows: Hemmens renovations - $25 million Music Hall - $125 million(does not include parking) Performing Arts Center- $125 million(does not include parking) They presented a financial analysis and implications for the following six options: Option 1 —The Baseline—existing conditions extended to the year 2010 Option 2—Renovate Hemmens Option 3 —Renovate Hemmens plus build a new 2000-seat music hall Option 4—Renovate Hemmens plus construct a new 2000-seat multi-purpose performing arts center Option 5 —Build a new music hall (This option includes closure and removal of Hemmens) Option 6—Build a new multi-purpose performing arts center(This option includes closure and removal of Hemmens) Councilmember Gilliam stated that he would like to have staff explore a method for financing a 2000-seat venue plus parking, and also look into possible locations. Councilmember Sandor stated that he agrees on taking this next step. However,he looks at this as a dream. Consideration of the Transfer of Industrial Revenue Volume Cap to the Illinois Housing Development Authority Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize the , ► transfer of$6,070,880 of the City's remaining Industrial Revenue Bond(IRB) capacity to the Illinois Housing Development Authority for use by the Evergreen Real Estate, L.L.C. to acquire Committee of the Whole November 8, 2006 411P•• Page 3 lk and renovate the Buena Vista Townhome Complex. 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 Agreement for Engineering Services with Metcalf& Eddy for the Elgin-Bartlett Interconnection Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the execution of Amendment No. 1 with Metcalf&Eddy, Inc., for a total cost of$22,500 to provide additional engineering services for the Elgin-Bartlett Interconnection Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Auditing Services Councilmember Sandor made a motion, seconded by Councilmember Walters, to accept the proposal of Sikich LLP to provide auditing services for the City of Elgin for the next five years. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Automated External Defibrillators from Philips Medical System Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize the purchase of seven Automated External Defibrillators and accessories in the amount of$12,530 from Philips Medical Systems. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa introduced to the City Council and the Community of Elgin the new addition to the Kane County Board, Jesus De La Isla. He stated that Mr. De La Isla was appointed this morning by the Kane County Board to fill the vacancy left by former board member, Marlena Fox. He will be working with the City regarding issues related to that district. Councilmember Sandor announced that the 5th Annual Veterans Day Program will be held Saturday at 11:00 a.m. at the American Legion, 820 North Liberty Street, and the public is invited. Councilmember Sandor also requested that the City Manager and Corporation Counsel draft a resolution urging the President of the United States and the United States Congress to enact and enforce comprehensive and equitable immigration laws. He asked that this be presented to the Council at the next meeting. Committee of the Whole November 8, 2006 +A Page 4 Councilmember Rodgers stated that the Community Crisis Center is looking for donations for their annual toy giveaway. They are trying to collect 5000 toys and any donations can be dropped off at the Grand Victoria Casino Pavilion or the fire station. 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. 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 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 6:45 p.m. November 29, 2006 Dolonna Mecum, City Clerk Date Approved 4 COMMITTEE OF THE WHOLE MEETING November 29, 2006 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:08 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 November 8, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Continued Discussion of 2007 Budget Mandatory Golf Cart Fee Councilmember Sandor stated that at his request, staff put together an alternate proposal to raise additional revenue for the golf course instead of requiring that weekend golfers must use carts rk and pay an additional fee for the carts even if they choose not to use them. Fiscal Services Director Nowicki stated that they proposed increasing resident daily fees by$1.50, nonresident fees by$2, and increase the price of season passes between 9 and 14 percent. Councilmember Sandor stated that this alternate would pass the increased fees on to everyone rather than just a certain group of people. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to adopt the alternative proposal as outlined above rather than require a mandatory cart fee in order to generate additional golf revenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Additional Public Works Personnel Councilmember Sandor requests that increasing the number of Public Works personnel in future years be made a priority. To fund the additional personnel, he suggested earmarking a significant portion of the revenue to be generated from the waste transfer station,which is expected to be completed in 2007, to pay for hiring additional Public Works personnel. Councilmember Walters stated that he likes this idea. Councilmember Kaptain stated that he believes earmarking a revenue stream for a specific department is not a good idea. Mayor Schock and City Manager Folarin stated that they believe the revenue should go into the general fund. After additional discussion, City Manager Folarin stated that in 2008 personnel decisions in terms of new hires will have Public Works as a priority. Committee of the Whole November 29, 2006 Page 2 Councilmember Figueroa inquired about the status of the waste transfer station. City Manager Folarin responded that the City has been told that construction will be completed in February and the facility should be operational in March 2008. Consideration of an Amendment to Chapter 11.60 of the Elgin Municipal Code, entitled "Stopping, Standing, and Parking" Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the amendments to Chapter 11.60"Stopping Standing and Parking"as provided by the Neighborhood Services Committee outlined in the memo received by Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 2 for Bid#06-053—Demolition of Various Buildings Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve Change Order No. 2 with Brandenburg Industrial Service in the amount of$116,065 for additional work related to the demolition and site cleanup at 51 N. State Street (former Unilever site), 40 Ann Street(former Public Works site) and the Water Road park. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Intergovernmental Agreement with Northeast Illinois Communications Consortium Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to enter into an intergovernmental agreement between the Cities and Agencies making up the Northeast Illinois Communications Consortium for jointly engaging in the request for proposal process to acquire an interoperable and shared communications system. 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 Shales McNutt Construction for the Bowes Road Booster Pump Station Project Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the execution of Changer Order No. 1 and Final with Shales McNutt Construction for a total amount of$23,231 for the Bowes Road Booster Pump Station Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole November 29, 2006 Page 3 Consideration of Holiday Gift Certificates for City Employees Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve gift certificates in the amount of$25 be given to all active employees receiving checks in the 25th pay period for a total cost of approximately$23,750. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Proposal to Repair the Hopps Road Lift Station Grinder Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the proposal from Metropolitan Pump Company in the amount of$24,628 to repair the sewage grinder at the Hopps Road Lift Station. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of City Support for Pace Route 554 Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the City's 2007 local share contribution of$18,283 for the Pace Bus Route 554. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor rk Schock. Nays: None. Consideration of a Proposed Resolution Urging the President of the United States and the United States Congress to Enact and Enforce Immigration Laws Councilmember Sandor thanked Corporation Counsel Cogley for drafting what he believes is a well written document. He asked Mr. Cogley to read the proposed resolution. Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve the proposed resolution urging the President of the Untied States and the United States Congress to enact and enforce immigration laws. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Kaptain said he has heard that someone who has been in the audience during the two years he has been on the Council will be leaving Elgin. Christine Byers, reporter for the Daily Herald is moving to St. Louis and will be working for the St. Louis Post Dispatch. He wished her success in her new job and happiness in her married life. I Committee of the Whole November 29, 2006 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. 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 The meeting adjourned at 6:37 p.m. December 20, 2006 Dolonna Mecum, City Clerk Date Approved eimik COMMITTEE OF THE WHOLE MEETING December 6, 2006 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, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: Councilmember Gilliam. Consideration of Proposed Amendment No. 2 to the Amended Memorandum of Intergovernmental Agreement-Randall Road-I-90 Illinois Tollway to Hopps Road Between the City of Elgin and County of Kane An ordinance will be presented at tonight's Council meeting for passage by the City Council. Consideration of a Local Share Contribution for 2007 Support of the Dial-a-Ride Program Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the local share agreement with Pace in the amount of$63,047 for 2007 Pace Dial-a-Ride service. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to Chapter 11.60.050 of the Elgin Municipal Code, Entitled "Stopping, Standing and Parking" 0 Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to approve the amendment to Chapter 11.60.050"Stopping, Standing, and Parking" as provided by the Neighborhood Services Committee. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Recapture Ordinance for the Capital Street Extension Councilmember Figueroa made a motion, seconded by Councilmember Walters, to adopt the recapture ordinance for the construction and City administration of the Capital Street Extension, and authorize Staff to implement it beginning with notification to the affected parties. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a License Agreement with U-46 for Modification to the Public Right-of- Way at 420 May Street—Garfield School Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to approve the license agreement with the School District U-46 permitting them to modify a portion of the public right-of-way in front of Garfield Elementary School, located at 420 May Street. Upon a r*** roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole December 6, 2006 Page 2 Consideration of Acceptance of Public Improvements in the Creekside Subdivision Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to accept the public improvements in the Creekside Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Service Agreement with Dixon Dance Academy Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the service agreement with Dixon Dance Academy in the amount of approximately$33,356 to provide dance instruction at The Centre from January 2007 through December 2007. Upon a roll call vote: Yeas: Councilmembers Figueroa,Kaptain,Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Service Agreement with Midwest Academy of TaeKwon-Do Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the service agreement with the Midwest Academy of TaeKwon-do in the amount of approximately $22,150 to provide martial arts instruction at The Centre from January 2007 through December 2007. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Walters abstained due to a conflict of interest. Consideration of the Purchase of Automated External Defibrillators from Phillips Medical Systems for Various Parks and Recreation Sites Councilmember Walters made a motion, seconded by Councilmember Sandor, to authorize the purchase of eight Automated External Defibrillators and accessories in the amount of$14,888.12 from Philips Medical Systems. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Designation of the D.C. Cook/Lovell Area Historic District Councilmember Walters made a motion, seconded by Councilmember Sandor, to table the consideration of the designation of the D.C. Cook/Lovell Area Historic District. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Downtown Area Architectural Survey and Inventory Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize an agreement between the Illinois Historic Preservation Agency and the City of Elgin to obtain a $10,920 grant to complete an architectural survey and inventory of properties in the City's Committee of the Whole December 6, 2006 Page 3 downtown area. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Fire Protection Agreements for 2007 Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve the 2007 Fire Protection agreements for those three properties located outside of the City of Elgin's limits. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Walters, thanked the Public Works Department for doing a fine job on the City's snow removal, especially since it was difficult with the ice present under the snow. He stated that he would still like to discuss an on-street parking ban in the City through the winter months in order to make the Public Works Department's job easier and snow removal more effective. Councilmember Sandor, also thanked the Public Works Department for doing such a good job regarding the snow removal and stated that Elgin's streets were much better than some of the neighboring towns. He stated that he believes that the faster the Council can institute the parking bans the better it will be. rik Councilmember Kaptain drove through the neighborhood where the odd/even parking ban is in effect and the streets there were a lot better than in neighborhoods without the ban. Announcements from Staff John Loete, Director of Public Works, gave a report regarding the recent heavy snowstorm and the procedures used by the Public Works crews. The City of Elgin received 10 to 11 inches of heavy snow which became compacted and formed thick ice which has been difficult to remove because of the very cold temperatures. The snow fell at about 2"per hour, so it was necessary to go over the primary routes frequently, which made it difficult to get to the residential streets until the snow began letting up. 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,Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Discussion of Minutes of Meetings Lawfully Closed Under This Act- Exempt Under Section 120/2(c)(21) of the Open Meetings Act r Committee of the Whole December 6, 2006 Page 4 Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Pursuant to 5 ILCS 120/2(c)(2) The meeting adjourned at 6:20 p.m. December 20, 2006 Dolonna Mecum, City Clerk Date Approved r-- COMMITTEE OF THE WHOLE MEETING December 20, 2006 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, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: Councilmember Gilliam. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the November 29, 2006 and December 6, 2006, regular meetings. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Contract with Stanard and Associates for Psychological Evaluations for Police Officers Councilmember Figueroa made a motion, seconded by Councilmember Walters, to award a contract in the amount of approximately$3,750 per year to Stanard and Associates for psychological evaluations for police officers. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Office Lease Agreement with the Elgin Symphony Orchestra Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve the new office lease agreement with the Elgin Symphony Orchestra at a cost to the City of approximately$40,181 annually. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Lease with 164 Division Street, L.L.C. for Property located at 164 Division Street for Elgin Art Showcase Gil Feliciano, staff liaison to the Cultural Arts Commission, and Sylvia Grady, Chairman of the Cultural Arts Commission, presented an overview regarding the Elgin Art Showcase. The vision for the Art Showcase was based on the need for a small venue that was affordable, would be able to serve multiple purposes, and would function as a performance and gallery exhibit space. The Arts Showcase is located on the 8`" floor of the Professional Building at 164 Division Street, and the view is spectacular. Ms. Grady stated that everyone is very excited, and many people and groups have already contacted her regarding renting the space. The showcase has already been booked for 27 weekends in 2007. They are trying to keep the fees affordable. The fees are currently less than half the cost of any other performance or exhibit space in Elgin. Over 18 Elgin-based art groups have been consulting with the Cultural Arts Commission concerning the creation and programming of the showcase. The Commission hopes to meet with the various groups three or four times annually. Mr. Feliciano reviewed the 2007 financial projections. Ms. Grady stated that people in the community have been very supportive and have donated many Committee of the Whole December 20, 2006 Page 2 items and provided labor for many projects, including building the stage platform and ticket booth. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a commercial property lease agreement for a three-year term with 164 Division Street, LLC, in an amount not to exceed $115,850 for a new arts center at 164 Division Street, 8th Floor, to be referred to as the Elgin Art Showcase. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Walters and Mayor Schock. Nays: None. Councilmember Sandor voted present because he has an office in the building. Consideration of Acceptance of an Easement in Tall Oaks Unit 1 Subdivision from Wyndham Deerpoint Homes Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to accept the plat of easement grant for a public utility easement in Unit 1 of the Tall Oaks Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Acceptance of an Easement in Highland Woods Subdivision for Infrastructure Stubs in Highland Woods along Highland Woods Boulevard Councilmember Walters made a motion, seconded by Councilmember Rodgers, to accept the plat of easement grant from Pingree L.L.C. for the Highland Woods Subdivision, Neighborhoods G, J, and Ito construct infrastructure stubs for connecting into future units of the Highland Woods Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Acceptance of an Easement for Public Utilities in the Spartan Green Subdivision Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept the plat of easement grant in the Spartan Green Subdivision located on the east side of Randall Road, north of College Green Drive. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Plat of Dedication for Longcommon Parkway in the Pulte Edgewater Subdivision Councilmember Sandor made a motion, seconded by Councilmember Walters, to accept the grant of dedication for Longcommon Parkway within the Pulte Edgewater Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Committee of the Whole December 20, 2006 Page 3 Consideration of a Plat of Dedication for South Water Road and Beckman Trail in Pulte Edgewater Subdivision Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept the grant of dedication for South Water Road and Beckman Trail within the Pulte Edgewater Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of Easement Agreements and Plats of Easement for Water Main over Property Owned by Traditions at Fitchie Creek, L.L.C., a/k/a The Glen Councilmember Walters made a motion, seconded by Councilmember Kaptain, to accept the two easement agreements with plats for the construction of a water main in The Glen, originally started as The Traditions as Fitchie Creek Subdivision. The subject subdivision is located east of Nolan Road, south of Bowes Road and north of the Canadian National Railroad tracks. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Grant Award Agreement from the Illinois Motor Vehicle Theft Prevention Council for the Kane-Cook Auto Theft Task Force Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to accept the trust funds grant award agreement for 2007 from the Illinois Motor Vehicle Theft Prevention Council for the Kane-Cook County Auto Theft Task Force. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the Designation of the D.C. Cook/Lovell Area Historic District Councilmember Sandor made a motion, seconded by Councilmember Walters, to remove the ordinance designating a new historic district in the Northeast Neighborhood from the table. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the designation of the D.C. Cook/Lovell area Historic District in the Northeast Neighborhood. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of an Agreement with Senior Softball World Championship, Inc. Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve an agreement with Senior Softball World Championship, Inc. for an amount not to exceed $5,516 to host the Eastern National Championships at the Elgin Sports Complex on August 7-12, 2007. Committee of the Whole December 20, 2006 Page 4 Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Announcements from Council Councilmember Rodgers asked if there is a program on Channel 17 explaining the snow plowing route priorities. She was informed that there is not such a program at this time. Ms. Rodgers requested that an informational piece regarding this matter be prepared and broadcast regularly. Councilmember Rodgers also stated that she has received several telephone calls regarding a restaurant on Dundee Avenue which wasn't included in the recently passed ordinance which added Section 9.08.180 to the Elgin Municipal Code entitled"Restaurant Hours of Operation Limitations." She asked that staff look into this matter and determine what can be done to have this legislation include the restaurant being complained about on Dundee Avenue. Councilmember Walters stated that he had been privileged to work at the Toy Giveaway held at Hemmens Cultural Center. The unofficial count is that the children of 930 families received gifts this year, which is at least 100 more than the past year. He would like to have the City look at increasing the amount it contributes to this cause. 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, 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 6:32 p.m. January 10, 2007 Dolonna Mecum, City Clerk Date Approved