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HomeMy WebLinkAbout2007 Committee of the Whole Meeting COMMITTEE OF THE WHOLE MEETING January 10, 2007 The regular Committee of the Whole meeting was called to order by City Clerk Dolonna Mecum at 6:07 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 Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the minutes of the December 20, 2006, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. First Public Hearing for the (2007-2008) Community Development Block Grant (CDBG) Program Mayor Pro Tern Walters declared the public hearing open. Community Development Director Deering stated that this is the 33rd year that the City of Elgin will be participating in the CDBG Program. Mr. Deering reviewed the program regulations and objectives and outlined the process which will be used. Receipt of Comments from Citizens Regarding Current and Past CDBG Programs No one chose to speak. Presentation of Proposals by Individuals and Organizations for Funding Under the 2007-2008 Community Development Block Grant Program The following proposals have been submitted: City of Elgin Planning and Neighborhood Services Department: • CDBG Program Administration- $149,000 • Residential Rehabilitation Grant Program - $628,000 Wayside Center: • Wayside Center Transportation Project - $25,000 Bethesda Community Development Center: • Bethesda Community Development Center- $75,000 w Committee of the Whole January 10, 2007 Page 2 YWCA: • YWCA Boiler Replacement - $94,583 Habitat for Humanity: • Home Rehabilitation in Elgin Project - $35,000 Housing Authority of Elgin: • Rear Entry Door Project - $56,315 Mayor Pro Tern Walters asked if there were any other proposals not previously submitted and stated that tonight is the last opportunity to submit proposals. No other proposals were submitted. The proposals total $1,062,898. Announcement Regarding Future CDBG Meetings Community Development Director Deering announced that the City Council will hold a CDBG work session on February 14, 2007, at 6 p.m. in the Council Chambers. The final public hearing will be at the regular City Council meeting on March 21, 2007 at 7 p.m. in the Council Chambers. The final 2007-2008 CDBD program will be submitted to HUD by April 15, 2007. No one else chose to speak and Mayor Pro Tern Walters declared the public hearing closed. Consideration of an Application for Participation in the Center City Business Loan Program for Burnidge Cassell Associates, 25 S. Grove Avenue Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve participation in a special Center City business loan program for Burnidge Cassell Associates, located at 25 S. Grove Avenue, in the amount of$22,593 in order to subsidize interest on a loan through First Community Bank. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of an e-Elgin Incentive Application from Burnidge Cassell Associates, 25 S. Grove Avenue Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the application by Burnidge Cassell Associates in the amount of$17,212.81 for participation in the e-Elgin Incentive Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Councilmember Sandor suggested that the e-Elgin Incentive program be reviewed to determine if changes are necessary to include the latest available technology. Committee of the Whole January 10, 2007 Page 3 Consideration of a Change Order No. 1 for the Construction of the Temporary and Permanent Access Roads to the Highland Avenue Tank T-11 Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to authorize the execution of Change Order No. 1 with Sinnett Builders Inc. for a total of$12,000 for the construction of temporary and permanent access roads to the Highland Avenue Tank T-11 project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the Downtown Neighborhood Association Purchase of a Service Agreement for 2007 Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the purchase of service agreement with the Downtown Neighborhood Association in the amount of $45,600 to provide solely for operating expenses associated with the fulfillment of duties related to continuing to strengthen the existing downtown businesses, recruit new business and develop strategies to sustain the economic vitality of downtown. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Councilmember Sandor stated that it would be helpful if the profit and loss statements which the agencies furnish to staff were attached to the Committee of the Whole Memorandum for each of the purchase of service agreements which are presented to the Council for consideration. He also asked that a calculation of the percentage of funds from the City compared to the total income of the organization be included in the Memorandum. Consideration of the Purchase of a Service Agreement with Renz Addiction Counseling Center for a Community Based Gambling Addiction Treatment and Prevention Program Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the purchase of service agreement with the Renz Addiction Counseling Center at a cost of$24,900 to support the Community Based Gambling Addiction Treatment and Prevention Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the Purchase of a Service Agreement with Hamilton Wings Councilmember Gilliam made a motion, seconded by Councilmember Rodgers, to approve the purchase of service agreement with Hamilton Wings in the amount of$19,000 to provide funds to implement the Students Creating Opera to Reinforce Education! (Score!)Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Committee of the Whole January 10, 2007 Page 4 Announcements from Council Councilmember Sandor asked staff to contact the developer of the project to be constructed on the site of the former Crocker Theater give the City a date certain regarding the beginning of construction. He requested that this information be provided to the Council no later than the first meeting in February 2007. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. The meeting adjourned at 6:17 p.m. January 24, 2007 Dolonna Mecum, City Clerk Date Approved By ennifer uinton, Deputy City Clerk r COMMITTEE OF THE WHOLE MEETING January 24, 2007 The regular Committee of the Whole meeting was called to order Deputy City Clerk Jennifer Quinton at 6:05 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Absent: Mayor Schock. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to appoint Councilmember Gilliam as Mayor Pro Tern. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the January 10, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Presentation of the United Way of Elgin (UWE) Allocation Format Assistant City Manager Sean Stegall stated that for the past several years, local human service agencies have approached the City with numerous requests for funding for a variety of reasons. These requests have been based upon state funding shortfalls, unexpected capital needs and/or a desire to fund a new community program. These appeals have been made directly to the City Council and to the City Staff through a variety of means and have become a routine component of the community input process associated with annual budget review by the City Council. In 2007, the City Council sought a mechanism to address this habitual concern brought forward by the not-for-profit community, and during the 2007 Budget discussions, the City Council amended the Proposed Budget by allocating funds in the amount $250,000 to be provided to United Way of Elgin (UWE) for a period of one year. Based upon the successes, or lack thereof, a decision to continue to the program will be made during the 2008 Budget discussions for an additional time period. The UWE was selected by the City Council as the funding mechanism for the following reasons: • In contrast to the City of Elgin, the United Way of Elgin's core mission is to distribute funds based upon needs and proficiency; • The UWE has the existing infrastructure intact to make these decisions; and • The City of Elgin has representatives on the UWE Board to provide input into the decisions being made, while allowing UWE to retain its independence without undue influence by the City. rft Mr. Stegall introduced Lynne Bosley, President of the United Way of Elgin, who expressed appreciation to the City Council for recognizing the unmet needs in the community, and also thanked them for their trust in the UWE organization. She stated that the City has asked UWE to Committee of the Whole January 24, 2007 Page 2 propose a program to meet the needs of the community while meeting the stated goals of the City Council which are as follows: • A five member panel consisting of the United Way Board Chair, the United Way Allocation Chair, and three at-large appointments will be established. • For the term of January 1, 2007, through December 31, 2009, the three at-large board appointments will include City Councilmember Juan Figueroa, Assistant City Manager Sean Stegall, and Shelly Leonard. The $250,000 is proposed to be divided into three distinct pools for distribution as follows: • $50,000 allocated for Elgin's new community impact model. This funding is targeted at programs and services that can demonstrate the potential for positive results and sustained change. The three impact councils are as follows and each has specific long term goals: o Nurturing Children and Youth o Strengthening Families o Creating Safe and Vibrant Neighborhoods • $50,000 allocated toward an emergency fund. Criteria for emergency grants would include a sudden and unanticipated loss of funding, unexpected capital needs or a dramatic increase in service demand. General operating deficits would not qualify for emergency grants. Grants in this category would be capped at $7,500. • $150,000 for program grants. These grants may be used for the expansion of existing programs that have previously demonstrated success and have experienced an increased demand for services. It is recommended that to reduce dependency on this funding, no program be eligible for funding two years in a row. Grants will be capped at $15,000 and limited to one year's funding. Ms. Bosley stated that the grant process will be opened as soon as the guidelines are approved by the City Council; however, the schedule for awarding grants from each category will vary. Emergency grants will be awarded on a first come, first served basis until the funds are depleted. Program grants will be awarded twice a year in March and September. And, finally, impact grants will be awarded throughout the year as goals are established and the three impact councils issue approval. It is anticipated that all funds will be expended by December 31, 2007. Ms. Bosley stated that the UWE will be required to provide the City with audited financial statements, detailed financial statements concerning the expenditures related to this program and year-end report to include an executive summary discussing the program. Councilmember Rodgers questioned if any money would be used from the $250,000 towards staff costs. Ms. Bosley stated that there will be no administrative fee charged by UWE and all of Committee of the Whole January 24, 2007 Page 3 the funds will be distributed to the various programs that are approved. Councilmember Rodgers asked how long of a wait applicants could expect once they turned in their application for funds. Mr. Stegall replied that the application had not been approved by Council yet. Ms. Bosley stated that she was expecting a quick turnaround of one to two meetings for most program grants and that the emergency grants would be handled on an ongoing basis. Councilmember Sandor stated that he would like to see this open doors for some smaller agencies that may just be starting out and need"seed"money. He questioned if these smaller start-up agencies would be given the same opportunity as some of the better known agencies that are currently operating. Councilmember Sandor also questioned if assistance would be available if the applicants have trouble filling out the required paperwork for funding. Ms. Bosley stated that the UWE has a rigorous screening process, and that before granting funds they look at the accountability of an agency, however they strive to be as flexible and responsive as possible. She also stated that help would be provided to anyone applying for the grants if it was needed, but believed that the application for funds was fairly straightforward. Councilmember Kaptain questioned what kind of documentation would be provided at the end of the year to show the benefits of the programs funded and stated that he would like to have some initial reports provided during the budgeting process. Ms. Bosley stated that she could provide the documentation as early as six months from now and that measurements will be set up to make sure that specific goals are met when the funds are distributed to the various approved programs. Councilmember Figueroa asked if the application process would be as friendly to new applicants as to some of the older organizations that had previously received grants from UWE. Ms. Bosley responded that she believes that the UWE has always strived to be as fair and inclusive as possible, while holding agencies accountable for the money granted to them. She also believes that the application is as user friendly as possible and that the United Way of Elgin has made a concerted effort to keep the application as simple and comprehensive as possible. She emphasized that help would be provided to applicants if it was needed. Mayor Pro Tem Gilliam asked if anyone else would like to ask questions. Ms. Ina Dews, an Elgin resident, thanked the Council for allowing her to speak and asked the following questions: • What criteria will be used to select agencies to receive funds? • How will the "real need" of the agencies be determined? • Who will evaluate the United Way of Elgin and their process? Mr. Stegall stated that the Council will set up the criteria regarding selecting the agencies. Ms. Bosley stated that it will be difficult to determine the "real needs" of the agencies at this time since no applications have been submitted. After the UWE receives the applications it will be easier to determine. Ms. Bosley stated that Councilmembers Figueroa and Rodgers assisted in developing the guidelines that the UWE will be following and a task force will be developed to determine who will receive funds. Mr. Stegall added that the UWE and representatives of the Committee of the Whole January 24, 2007 Page 4 City will be reporting back to the Councilmembers via staff and paperwork so that an accurate evaluation can be made. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a purchase of service agreement in the amount of$250, 000 with the United Way of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of Streetscape Concepts for the Central Business District Public Works Director John Loete introduced Brian Fairwood, from TranSystems, and Richard Hayden, from DLK Civic Design, who outlined the Master Plan for the Elgin Central Business District Streetscape Improvement Project. Mr. Fairwood stated that there are 5 stages of underground and surface work to the project which were outlined in the material provided to Council and on file with the City Clerk's office. The stages began in 2006 and will be continuing through 2011. He continued by stating the goals and objectives of the Streetscape Project as follows: • Green Downtown Elgin o Planting trees where possible o Use planters to increase green space • Consistency of Streetscape Elements o Provide unifying elements and patterns • Pedestrian Friendly Downtown Elgin o Use traffic calming techniques • Provide corner bump-outs which would shorten the crossing times o Provide enhanced crosswalks • Highlights pedestrian space • Connections to Elgin's residential neighborhoods o Establish Gateways into the Central Business District o Provide safe crossings o Provide way-finding (directional or informative) signage Mr. Fairwood expanded on the Streetscape Elements, going into detail regarding the following: • Decorative lighting • Paving options and the installation techniques o P.C.0 concrete o Clay pavers Committee of the Whole January 24, 2007 Page 5 • Site furniture o Benches o Trash receptacles o Bollards o Bike racks • Community identifiers • o Gateway elements and signage o Banners • Landscape planting techniques Mr. Fairwood provided the Council with various models of different combinations of materials for intersections and explained the details of each of the models. He believes that this plan will give the City a sense of place that is classic and urban while being walkable and visitor friendly. He stated that the streetscape is designed to energize and bring green to the bridges and the Central Business District, adding that five to six new trees would be added to each block. Councilmember Sandor stated that with most projects of this nature the construction is the easy portion, it is the maintenance that can be difficult and problematic for the Public Works Department. He would like to see maintenance costs be assessed and included so that the Council can make a decision on how this may impact the Public Works department. He pointed out that some of the intersection models shown had bump-outs that may be difficult to plow around, and that the appearance of the bump-outs may suffer as a result. He stated that the design had to look nice and remain attractive for several years. Councilmember Figueroa questioned if Route 31 would be included in this project. Mr. Fairwood answered that it is not within the scope of this project but it has been discussed as a possible future project with the City. Councilmember Rodgers questioned if electricity would be near the trees proposed for decorating purposes and asked how watering would be accomplished if the trees were encased in paving. Mr. Fairwood confirmed that electricity would be available for lights around the trees and that an irrigation system would be installed for watering. Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the proposed streetscape concepts for the Downtown Streetscape Advisory Committee and to direct staff to proceed with the next phase of the project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the 2007 Motor Fuel Tax Resolution for General Maintenance Funds Councilmember Walters asked for an update on the LED traffic signal program. Public Works Director John Loete stated that the majority of the LED lights had been installed and were Committee of the Whole January 24, 2007 Page 6 currently contracted to Meade Electric. Mr. Loete also stated that the Mead Electric contract provides for the scheduled servicing of the signal equipment, including annual re-lamping, and addresses the key maintenance issues under an agreement with IDOT. Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the annual Motor Fuel Tax Resolution in the amount of$3,404,959.60 for General Maintenance Funds for 2007. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of a Letter of Intent for the Improvement of the U.S. Route 20 and McLean Boulevard Interchange Councilmember Walters questioned what effect this improvement would have on the various businesses located near this interchange. General Services Group Director David Lawry stated that the businesses located northeast of the interchange would be impacted the most because the improvement will drastically reduce their parking. Mr. Lawry also stated that the Illinois Department of Transportation is still in the early stages of development and has no design outlined yet for the project. Councilmember Kaptain made a motion, seconded by Councilmember Sandor, to authorize the Mayor to execute a letter of intent with the Illinois Department of Transportation committing the City to financial participation and the City's acknowledgement of the future improvement to the U.S. Route 20 and McLean Boulevard Interchange. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of an Amendment to Chapter 11 of the Elgin Municipal Code, Entitled "Vehicles and Traffic" Councilmember Sandor made a motion, seconded by Councilmember Rodgers, to approve the proposed amendment to Chapter 11, "Vehicles and Traffic" as provided by the Neighborhood Services Committee via memo. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of a Proposed Ordinance Amending the Class K Liquor License Governing Retail Sale of Alcohol at City Facilities and Reducing the Number of Class A Licenses Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the proposed ordinance amending the provisions of the Class K liquor license and reducing the number of Class A licenses. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Committee of the Whole January 24, 2007 Page 7 Consideration of a Request for Funding from the Fox River Study Group for the Phase III Watershed Investigation Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the funding for Phase III of the Fox River Study Group's Watershed Investigation in the amount of $47,500. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the 2007 Youth Sports Capital Improvement Grants Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the 2007 youth Sports Capital Improvement Grants totaling $66,880, as recommended and outlined below by the Parks and Recreation Advisory Board. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Funding League Project Request Elgin American Little League Expand backstop overhang on field 2 $ 1,600 Fence replacement for field 4 With dugout replacement $ 9,500 TOTAL $ 11,100 American Legion Bullpen repair and lights $ 500 Elgin Classic Little League Fencing and concrete repairs $ 5,000 Storage building $ 2,500 TOTAL $ 7,500 Elgin Continental Little League Install warning tracks field 1&2 $ 7,500 Repair light buzzing $ 5,000 TOTAL $ 12,500 Elgin National Little League 4 sets bleachers field 1 $ 9,600 Concrete pad for bleachers $ 1,000 Shade structure $ 6,000 TOTAL $ 16,600 Babe Ruth Teener League Bullpen upgrades $ 14,900 Contingency* $ $3,780 Total Grant Allocation $ 66,880 elk Committee of the Whole January 24, 2007 Page 8 Consideration of a Phase II Engineering Services Agreement with Bonestroo Devery& Associates for the Development of the Remaining Holes at The Highlands Councilmember Kaptain stated that he would like to see an engineering study expanding beyond the property to include the surrounding neighborhoods within the area. Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the contract with Bonestroo Devery& Associates for a not to exceed amount of$266,711 for Phase II Engineering Services for the development of the remaining golf holes at the Highlands of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the 2007 Purchase of Services Agreement with the Boys and Girls Club of Elgin Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the 2007 purchase of service agreement with the Boys and Girls Club of Elgin in the amount of $114,000 to be used for various Club operations and programs throughout the year. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the 2007 Purchase of Services Agreement with the Elgin Recreation Center Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the 2007 purchase of service agreement with the Elgin Recreation Center to provide $152,000 of funding toward youth gang intervention programs. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Consideration of the 2007 Purchase of Services Agreement with Senior Services Associates, Inc. Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve the 2007 purchase of service agreement with Senior Services Associates, Inc. in the amount of $15,200 to be utilized to support the programs as listed below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. 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. • To provide information to Elgin residents requiring access to City services. Committee of the Whole January 24, 2007 Page 9 • Recruitment of volunteers for City and community needs. Consideration of a Professional Services Agreement with Land Vision, Inc. for an Engineering and Land Management Plan Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve an agreement with Land Vision, Inc. in an amount not to exceed $77,500 to provide a detailed engineering and land management plan for the site between Grove Avenue and the Fox River. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Walters. Nays: None. Announcements from Staff City Manager Folarin acknowledged and congratulated Economic Development and Business Services Director Ray Moller on his 30 year anniversary as an employee of the City of Elgin. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Kaptain, 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. 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 6:50 p.m. February 14, 2007 Je ifer Q • on, Deputy City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING February 14, 2007 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:04 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, 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 January 24, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the City's Group Health Insurance A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an Amendment to the Flexible Spending Plan A resolution will be presented at tonight's Council meeting for adoption by the City Council. Work Session for the 2007 Community Development Block Grant (CDBG) Program Councilmember Walters stated that the need for this program has increased, but the money allocated for the CDBG Program is the lowest sum ever. He believes that because of the shortage of funds some very good projects are being slashed and he would like to suggest that next year funds are set aside from the Riverboat fund to supplement the program. Councilmember Gilliam stated that he agreed with Councilmember Walters that this is an important project and would like to see the funding increased as well. Councilmember Sandor stated that he would like an explanation regarding the decreased funding from the Department of Housing and Urban Development (HUD) and stated that the administration fee of$149,000 seemed high for this program. Councilmember Walters responded that the budget from HUD is allocated by the U.S. Congress. Councilmember Figueroa questioned how frequently the requirements for the program are revised. He stated that he receives quite a few phone calls from residents who wish to apply for the program, but they are told they will be put on a waiting list. He also inquired how the waiting list worked. Community Development Director Deering stated that the requirements are established by the federal government and are based on the household's income. He stated that the lower the income and the larger the family, the more money can be allocated to that family for projects. He stated that the waiting list is no longer active because it was giving residents a false sense of hope that they would eventually receive money from the program. However, that was disappointing to Committee of the Whole February 14, 2007 Page 2 many residents because frequently their financial situation changed for the better and by the time they reached the top of the list and they no longer qualified for the grant. Councilmember Figueroa asked if there was any consideration for emergency situations. Community Development Director Deering stated that the program can respond to emergency and life safety issues. Councilmember Rodgers questioned if there are funds left over if the lottery has already been picked for emergency situations. Community Development Director Deering stated that the program does anticipate that emergencies happen unexpectedly and money is set aside for those instances. Councilmember Sandor stated that he was concerned about the effectiveness of the lottery system that was instituted and worries that residents will lose hope and become discouraged. He stated that with a waiting list at least there was a chance of moving up the list and eventually receiving funds. Housing and Rehabilitation Coordinator Susana Munoz stated that there are pros and cons to each selection process. However, she believes that the random selection via lottery is a less frustrating way of selecting people to receive funds and it does not give them the false hope that they will eventually receive money through the program. Councilmember Sandor acknowledged that he could see the pros and cons of each system but he would like to have staff monitor and evaluate the benefits of the lottery system. He stated he could see residents quickly becoming frustrated with the annual paperwork that will be involved in the lottery system. Councilmember Kaptain stated that he agrees with Councilmember Walters that the funds allocated for this program need to be increased. He also believes that the City should explore setting up a parallel program to supplement the federal funding received. Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the 2007 Community Development Block Grant Program as outlined per 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 a Purchase of Services Agreement with the Kane County Child Advocacy Center Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the renewal of the agreement with the Kane County Child Advocacy Center (KCCAC) in the amount of$35,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole February 14, 2007 Page 3 Consideration of a Sole Source Contract with Anderson Animal Shelter for the Sheltering of Stray Animals Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a sole source contract with Anderson Animal Shelter for sheltering stray animals for a flat fee of $250 per animal. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Cultural Arts Commission Grant Award Recommendations Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve the recommendation of the Cultural Arts Commission and grant awards in the total amount of $64,067 to support arts programming in the community as outlined in detail below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. ORGANIZATION PROJECT/OPT. SUPP. AWARD 1 Art For All Operating Support $706.00 2 Ballet Folklorico Dance Performance $6,440.00 3 Children's Chorus American Revue $6,720.00 4 Choral Union Hiawatha $6,240.00 5 Fox Valley Theatre Co. American Spirit $5,740.00 6 Heartland Voices Home is Where the Heart is $4,725.00 7 Hispanic Heritage Coalition Fiesta Salsa $5,775.00 8 Independent Players Operating Support $3,710.00 9 Janus Theatre Measure for Measure $4,090.00 10 OPERA Madame Butterfly $6,160.00 11 Riverside Chorus Operating Support $1,238.00 12 SPEBSQSA Operating Support $3,400.00 13 Theatre Company Children's Letters to God $2,333.00 14 Youth Symphony Orchestra Gnarly Buttons $6,790.00 $64,067.00 Consideration of Revisions to the 50/50 and 75/25 Historic Architectural Grant Programs Councilmember Sandor stated that he is pleased that the grant programs no longer award points to an applicant's proposed project for maintenance type repairs. However, he is concerned that maintenance type repairs can be tagged on to larger architectural restoration projects and believes that this quirk should be eliminated altogether. He believes that maintenance repairs should be the property owner's responsibility and should not be considered architectural in nature. Mayor Schock stated that the reason that provision was included in the programs is because some • Committee of the Whole February 14, 2007 Page 4 maintenance repairs have historic significance and can be extremely costly to repair. He gave an example of a house located on Douglas and Slade that had a terra cotta roof that the owner had to completely remove and replace. The cost of the project would have been a $100,000 which the homeowner was not able to do. The home and roof had significant historical value and would not have been able to do the roof repair if the maintenance provision was not allowed. Councilmember Sandor agreed that if the proposed applicant's project had historical significance it should be allowed. Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve amendments to Chapter 20.15, Section 20.15.050 (C) and Chapter 20.16, Section 20.16.050 (D) increasing the maximum grant amount from $10,000 to $20,000 per grant for the Historic Architectural Grant Program. 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 Hitchcock Design Group for the Riverside Drive Plaza Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the agreement with Hitchcock Design Group for an amount not to exceed $183,945 for planning and preliminary design services related to the development of the Riverside Drive Plaza. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Walters, and Mayor Schock. Nays: Councilmember Sandor. Consideration of Amendment No. 1 to the Engineering Services Agreement with Christopher B. Burke Engineering, Ltd., for the Continental on the Fox/Elgin Shores Forest Preserve Project Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize Amendment No. 1 with Christopher B. Burke Engineering, Ltd. in the amount of$35,000 for the Continental on the Fox/Elgin Shores Forest Preserve Project to provide final engineering design, construction documentation, and field services. 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 TranSystems for the Central Business District Streetscape Project Councilmember Sandor stated that during construction of this project only a limited number of carnivals and parades should be allowed so as not to cause construction conflicts. Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve Amendment No. 1 to the agreement with TranSystems, Inc. for the not to exceed cost of • Committee of the Whole February 14, 2007 Page 5 $780,300.63 for the design and construction management of the streetscape and water main improvements associated with the Central Business District Streetscape 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 during Construction of a Water Main and Sanitary Sewer Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to authorize the execution of the two license agreements in the amount of$750 with Iowa, Chicago and Eastern Railroad Corporation of use of their right of way for the proposed installation of a 16-inch water main and a 20-inch sanitary sewer. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Intergovernmental Agreement with Kane County for Participating in Funding a Feasibility Study for the Randall Road and U.S. Route 20 Interchange Councilmember Walters stated he would like Staff to open discussions with Kane County regarding extending South Street. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to authorize execution of the intergovernmental agreement with Kane County in the amount of$25,000 for participation in funding a feasibility study for improvements at the Randall Road and U.S. Route 20 interchange. 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 Symphony Orchestra Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to approve the purchase of service agreement with the Elgin Symphony Orchestra in the amount of$135,680 for the youth programming and general operational support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Intergovernmental Agreement between the Mutual Aid Box Alarm System, Division Two, and the City of Elgin Committee of the Whole February 14, 2007 Page 6 Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to authorize execution of the intergovernmental agreement between the Mutual Aid Box Alarm System, Division Two (MABAS II) and to designate the back-up dispatch as the MABAS II center. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Professional Services Agreement with BTE Video, Inc. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an exception to the procurement ordinance for professional services agreement with BTE Video, Inc. in the amount of$55,440 for local programming. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Proposed Agreement with Hitchcock Design Group and the Gail Borden Public Library Regarding the Fox River Renaissance Alliance Teaching Gardens and Native Habitat Restoration Project Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve an agreement between the City of Elgin, Gail Borden Public Library, and Hitchcock Design Group in the amount of$26,250. Per the recommendation of the Fox River Renaissance Alliance the Hitchcock Design Group will provide the engineering and design services for the research and analysis phase, schematic design phase, master plan preparation phase, and grant application coordination phase for the teaching gardens and native habitat restoration project on the Fox River and on the adjacent City and Gail Borden Public Library properties. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa asked if the Waste Management Transfer station is operating yet and when the City can expect to see the benefits of the funds estimated to be produced by the station. He would like to see the station make a presentation of the first check that the City of Elgin receives. City Manager Folarin stated that they have started operation. Mayor Schock stated that they will be having a grand opening and a tour for the Councilmembers. Councilmember Rodgers stated she requested and received a report regarding how the community in the Buena Vista Apartment area is doing now that the ROPE officer has been removed. She stated she has received several calls from residents who would like to see the ROPE program reinstituted in that area because the criminal incidences have increased. Councilmember Sandor stated two meetings ago he had asked for a status report on the River Park Place development and he has not received or heard anything. City Manager Folarin stated Committee of the Whole February 14, 2007 Page 7 that City Staff has met with the developer and they are committed with going ahead with the project. They are currently working on advertising and media briefs to promote the project and that the developer believes construction will start in April or June of this year. Councilmember Walters thanked the Public Works Department for their excellent work and the overtime that was put in to clear the Elgin streets of the last snow fall. Councilmember Kaptain stated that First Community Bank and the Gail Borden Public Library will host the "Kids Supporting Kids" program from February 16th to March 1 6th. This art exhibit will feature the artwork of School District U-46 Elementary Art Students. The two Opening Receptions will be held on Friday, February 16th from 5:00 - 7:00 p.m. at the First Community Bank Tyler Creek Banking Center at McLean Boulevard and Big Timber Road, and on Saturday, February 17th from 1:00-3:00 p.m. at the Gail Borden Library. He stated that this exhibition is being sponsored in conjunction with a community drive to collect items to benefit homeless, abused, and neglected children. Beneficiaries of the donations will include Shelter Inc., WINGS Program and the Community Crisis Center. The suggested items for donation include new puzzles, toys, gym shoes, school supplies and new baby items such as diapers, bibs, and sleepers. Announcements from Staff City Manager Folarin stated that he received several complimentary emails regarding the excellent job our Public Works Department does on removing the snow and plowing Elgin's many streets after the last snow fall. Adjournment Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Establishment of Reserves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immunity Act - Exempt Under Section 120/2(c)(12) of the Open Meetings Act Setting of a Price for Sale or Lease of Property Owned by the Public Body- Exempt Under Section 120/2(c)(6) of the Open Meetings Act 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 Committee of the Whole February 14, 2007 Page 8 Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2(c)(11) of the Open Meetings Act The meeting adjourned at 6:35 p.m. 1110._ �� February 28, 2007 Je,1 ifer Q • ton, Deputy City Clerk Date Approved r r COMMITTEE OF THE WHOLE MEETING February 28, 2007 r The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:04 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, 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 February 14, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Resolution Requesting a Permit from Illinois Department of Transportation (IDOT) to Close Portions of State Routes for the Elgin Valley Fox Trot Councilmember Gilliam made a motion, seconded by Councilmember Walters, to approve a resolution requesting a permit from the Illinois Department of Transportation to close portions of designated state routes for the annual Elgin Valley Fox Trot on Monday, May 28, 2007. 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 Elgin Area Chamber of Commerce Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the purchase of service agreement with the Elgin Area Chamber of Commerce in the amount of $206,720 for 2007. Councilmember Rodgers asked Staff to briefly outline for the benefit of residents within Elgin the services provided by the Elgin Area Chamber of Commerce. Director of Economic Development and Business Services Moller stated that the Elgin Area Chamber of Commerce continues to be a vital partner in local economic growth through efforts to retain and expand existing businesses and attract new businesses to the area. He gave an outline of the following information regarding some of the initiatives and services provided by the Elgin Area Chamber of Commerce. 1. Business Retention and Expansion Efforts The Chamber will retain the Business Retention Committee;and continue the strategy of focusing on specific businesses and industries where retention efforts will likely be most productive. r Committee of the Whole February 28, 2007 Page 2 2. Workforce Development Initiative Workforce development initiatives, including labor market analysis, wage and benefit survey, and maintaining the Workforce Development Committee to oversee and coordinate program efforts with other workforce development agencies, such as U-46, Elgin Community College, the Illinois Department of Employment Security, Kane County, and Judson College. 3. Enhancing Elgin Continue implementation of the Enhancing Elgin Marketing Program. Its purpose is to educate regional businesses, regional realtors, various other agencies, and the general public about the positive growth climate and quality of life of Elgin. 4. Transportation and Development Examine new development area within the eastern and western boundaries of the City. The role of the committee is to work with both the City and County to project commercial and industrial growth areas so that transportation and other infrastructure issues can be addressed. 5. Business Recruitment Continue working with prospective new businesses that are interested in relocation to Elgin. The Chamber will be the lead agency in promoting and marketing Elgin in the development of the community. As business locations within Elgin turn over, the Chamber will work with property owners and the City to develop options for re-use or redevelopment of the site. 6. Other Economic Development Activities Other activities include the following: a. Respond to daily information requests b. Maintain employer data base c. Maintain building and site data base d. Technical support for Downtown Neighborhood Association e. Regularly meet with City of Elgin staff f. Provide monthly and quarterly reports to City Council g. Interact with the Kane County Economic Development Advisory Commissions, World Business Chicago, and other economic development groups and agencies h. Coordinate the activities of the Economic Development staff Director of Economic Development and Business Services Moller stated that there are two main areas that are marked for funds within the 2007 budget, which are as follows: $130,720 was earmarked for the Elgin Area Chamber of Commerce to serve as a partner with the City in addressing Elgin's economic development needs and $76,000 is budgeted for the Enhancing Elgin Marketing Project. rik Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. • Committee of the Whole February 28, 2007 Page 3 Consideration of Reimbursement to Town & Country Homes for Water Main Over-sizing Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize a reimbursement of$141,551, to Town & Country Homes, for the cost of over-sizing the water main along Nesler Road from a 12-inch to a 20-inch diameter. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Selection of Granacki Historic Consultants to Complete the Downtown Area Architectural Survey and Inventory Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the recommendation of Staff and the Elgin Heritage Commission to enter into an agreement with Granacki Historic Consultants in the amount of$15,600 to complete the survey and inventory of properties in the City's downtown area. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Staff Chief Womack made a presentation examining the recent crime related activities in the Buena Vista Apartments. She gave a brief summary regarding the background of the apartment complex which included the Part 1 and Part 2 Crimes that occurred at the location. Part 1 Crimes include the violent type crimes including: murder, robbery, battery, sexual assaults, as well as, certain property crimes that include burglaries and thefts. Part 2 Crimes are mainly property crimes such as damage to property. She explained that overall crime has declined sharply after 1993 when the Elgin Police Department installed a Resident Officer(ROPE) to live at the apartments. In September 2004, the Elgin Police Department decided to downgrade the site because of a reduction in crime and removed the ROPE officer in lieu of other activities that would be instituted. She stated that the number of serious Part 1 violent crimes fell to five last year from eight the previous year, and although the number of Part 2 property crimes doubled, she believes that the reporting of such crimes has increased due to a change in the management rule for the complex. This rule requires a police report to be filed in order to have damages repaired and they are working with management to resolve the issue. She emphasized that the total number of serious crimes was still lower than the figures posted during most of the years a ROPE officer was living in the complex, and at this time she is making no recommendation to reinstate the ROPE Officer. Chief Womack also gave the Council an update on some of the Elgin Police Department's current activities to combat crime. She stated that the department is taking a broader approach to this area, and that they are currently implementing a program called the Beat Accountability Model. This model separates the City into 3 sectors or areas, each of which is then the responsibility of a lieutenant. This approach focuses the accountability for monitoring a particular neighborhood on a single supervisor. The Buena Vista Apartments fall in the Central Sector, and she stated that Lt. Bill Wolf is that sectors supervisor. She stated that each lieutenant Committee of the Whole February 28, 2007 Page 4 in the Elgin Police Department's Operations division has been assigned a sector to oversee and they are currently finalizing beats within the sectors. She stated that there will be a series of beat teams that will be assigned to each sector and will be responsible for monitoring their respective sector or areas. She stated that monthly meetings will be conducted with the beat teams and their lieutenants regarding beat accountability, problem-solving, and neighborhood involvement. She described a"layering effect"that the Elgin Police Department is instituting by combining the Crime-Free Housing and Nuisance Abatement programs with the new Beat Accountability Model for priority hot-spot areas, such as Buena Vista and Mulberry. Chief Womack acknowledged that the management in some of the hot-spot areas has been working with the Elgin Police Department and they have been very receptive to the programs and helpful in supplying the department with information that has been requested. There are different things that have been implemented by management in these areas to ensure that the City does not see a continuing trend upward of criminal activity such as, installing surveillance cameras to identify problem tenants. Councilmember Rodgers questioned where the cameras were located and if any were located outside of the buildings. She also stated that she is concerned with the rise in the non-violent crimes and does not want the situation to deteriorate to when shootings were rampant in the area in 1991 when she lived there. Chief Womack explained that the cameras are located in the entrances to the apartments and the foyers. She stated that because of all of the efforts that she outlined previously and the cooperation that the department is receiving from the management in the facility, she does not see the situation deteriorating, only improving with the implementation of the beat teams. Councilmember Figueroa questioned why the report was focused solely on the Buena Vista Apartments. Chief Womack declared that she focused specifically on Buena Vista per Councilmember Rodgers request, but she would be more than happy to provide a more holistic approach to providing information anywhere in the City. Councilmember Rodgers stated she had asked for the report on that area because she had received calls from concerned residents because of the two murders that had occurred since the ROPE officer was removed. Councilmember Kaptain questioned if Chief Womack could compare the Buena Vista area with the City overall to give the Council some perspective on the situation. Chief Womack stated that the Elgin Police Department assesses situations like this from a variety of factors. She stated that due to Buena Vista being an apartment complex the density, number of residents, and the location create a propensity to attract criminal activity. r Committee of the Whole February 28, 2007 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 Purchase or Lease of Real Property for the Use of the Public Body- Exempt Under Section 12012(c)(5) of the Open Meetings Act Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Under Section 120/2(c)(2) of the Open Meetings Act The meeting adjourned at 6:20 p.m. (0 L March 14, 2007 - ifer • ,inton, Deputy City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING February 14, 2007 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:04 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, 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 January 24, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of the City's Group Health Insurance A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of an Amendment to the Flexible Spending Plan A resolution will be presented at tonight's Council meeting for adoption by the City Council. row Work Session for the 2007 Community Development Block Grant (CDBG) Program Councilmember Walters stated that the need for this program has increased, but the money allocated for the CDBG Program is the lowest sum ever. He believes that because of the shortage of funds some very good projects are being slashed and he would like to suggest that next year funds are set aside from the Riverboat fund to supplement the program. Councilmember Gilliam stated that he agreed with Councilmember Walters that this is an important project and would like to see the funding increased as well. Councilmember Sandor stated that he would like an explanation regarding the decreased funding from the Department of Housing and Urban Development(HUD) and stated that the administration fee of$149,000 seemed high for this program. Councilmember Walters responded that the budget from HUD is allocated by the U.S. Congress. Councilmember Figueroa questioned how frequently the requirements for the program are revised. He stated that he receives quite a few phone calls from residents who wish to apply for the program, but they are told they will be put on a waiting list. He also inquired how the waiting list worked. Community Development Director Deering stated that the requirements are established by the federal government and are based on the household's income. He stated that the lower the income and the larger the family, the more money can be allocated to that family for projects. He stated that the waiting list is no longer active because it was giving residents a false sense of hope that they would eventually receive money from the program. However, that was disappointing to Committee of the Whole February 14, 2007 Page 2 many residents because frequently their financial situation changed for the better and by the time they reached the top of the list and they no longer qualified for the grant. Councilmember Figueroa asked if there was any consideration for emergency situations. Community Development Director Deering stated that the program can respond to emergency and life safety issues. Councilmember Rodgers questioned if there are funds left over if the lottery has already been picked for emergency situations. Community Development Director Deering stated that the program does anticipate that emergencies happen unexpectedly and money is set aside for those instances. Councilmember Sandor stated that he was concerned about the effectiveness of the lottery system that was instituted and worries that residents will lose hope and become discouraged. He stated that with a waiting list at least there was a chance of moving up the list and eventually receiving funds. Housing and Rehabilitation Coordinator Susana Munoz stated that there are pros and cons to each selection process. However, she believes that the random selection via lottery is a less frustrating way of selecting people to receive funds and it does not give them the false hope that they will eventually receive money through the program. Councilmember Sandor acknowledged that he could see the pros and cons of each system but he would like to have staff monitor and evaluate the benefits of the lottery system. He stated he could see residents quickly becoming frustrated with the annual paperwork that will be involved in the lottery system. Councilmember Kaptain stated that he agrees with Councilmember Walters that the funds allocated for this program need to be increased. He also believes that the City should explore setting up a parallel program to supplement the federal funding received. Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the 2007 Community Development Block Grant Program as outlined per 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 a Purchase of Services Agreement with the Kane County Child Advocacy Center Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the renewal of the agreement with the Kane County Child Advocacy Center (KCCAC) in the amount of$35,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. rift Committee of the Whole February 14, 2007 Page 3 Consideration of a Sole Source Contract with Anderson Animal Shelter for the Sheltering of Stray Animals Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a sole source contract with Anderson Animal Shelter for sheltering stray animals for a flat fee of $250 per animal. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Cultural Arts Commission Grant Award Recommendations Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve the recommendation of the Cultural Arts Commission and grant awards in the total amount of $64,067 to support arts programming in the community as outlined in detail below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. ORGANIZATION PROJECT/OPT. SUPP. AWARD 1 Art For All Operating Support $706.00 2 Ballet Folklorico Dance Performance $6,440.00 3 Children's Chorus American Revue $6,720.00 4 Choral Union Hiawatha $6,240.00 5 Fox Valley Theatre Co. American Spirit $5,740.00 6 Heartland Voices Home is Where the Heart is $4,725.00 7 Hispanic Heritage Coalition Fiesta Salsa $5,775.00 8 Independent Players Operating Support $3,710.00 9 Janus Theatre Measure for Measure $4,090.00 10 OPERA Madame Butterfly $6,160.00 11 Riverside Chorus Operating Support $1,238.00 12 SPEBSQSA Operating Support $3,400.00 13 Theatre Company Children's Letters to God $2,333.00 14 Youth Symphony Orchestra Gnarly Buttons $6,790.00 $64,067.00 Consideration of Revisions to the 50/50 and 75/25 Historic Architectural Grant Programs Councilmember Sandor stated that he is pleased that the grant programs no longer award points to an applicant's proposed project for maintenance type repairs. However, he is concerned that maintenance type repairs can be tagged on to larger architectural restoration projects and believes that this quirk should be eliminated altogether. He believes that maintenance repairs should be the property owner's responsibility and should not be considered architectural in nature. Mayor Schock stated that the reason that provision was included in the programs is because some Committee of the Whole February 14, 2007 Page 4 maintenance repairs have historic significance and can be extremely costly to repair. He gave an example of a house located on Douglas and Slade that had a terra cotta roof that the owner had to completely remove and replace. The cost of the project would have been a $100,000 which the homeowner was not able to do. The home and roof had significant historical value and would not have been able to do the roof repair if the maintenance provision was not allowed. Councilmember Sandor agreed that if the proposed applicant's project had historical significance it should be allowed. Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to approve amendments to Chapter 20.15, Section 20.15.050 (C) and Chapter 20.16, Section 20.16.050 (D) increasing the maximum grant amount from $10,000 to $20,000 per grant for the Historic Architectural Grant Program. 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 Hitchcock Design Group for the Riverside Drive Plaza Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the agreement with Hitchcock Design Group for an amount not to exceed $183,945 for planning and preliminary design services related to the development of the Riverside Drive Plaza. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Walters, and Mayor Schock. Nays: Councilmember Sandor. Consideration of Amendment No. 1 to the Engineering Services Agreement with Christopher B. Burke Engineering, Ltd., for the Continental on the Fox/Elgin Shores Forest Preserve Project Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to authorize Amendment No. 1 with Christopher B. Burke Engineering, Ltd. in the amount of$35,000 for the Continental on the Fox/Elgin Shores Forest Preserve Project to provide final engineering design, construction documentation, and field services. 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 TranSystems for the Central Business District Streetscape Project Councilmember Sandor stated that during construction of this project only a limited number of carnivals and parades should be allowed so as not to cause construction conflicts. Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve Amendment No. 1 to the agreement with TranSystems, Inc. for the not to exceed cost of • Committee of the Whole February 14, 2007 Page 5 $780,300.63 for the design and construction management of the streetscape and water main improvements associated with the Central Business District Streetscape 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 during Construction of a Water Main and Sanitary Sewer Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to authorize the execution of the two license agreements in the amount of$750 with Iowa, Chicago and Eastern Railroad Corporation of use of their right of way for the proposed installation of a 16-inch water main and a 20-inch sanitary sewer. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an Intergovernmental Agreement with Kane County for Participating in Funding a Feasibility Study for the Randall Road and U.S. Route 20 Interchange Councilmember Walters stated he would like Staff to open discussions with Kane County regarding extending South Street. r Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to authorize execution of the intergovernmental agreement with Kane County in the amount of$25,000 for participation in funding a feasibility study for improvements at the Randall Road and U.S. Route 20 interchange. 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 Symphony Orchestra Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to approve the purchase of service agreement with the Elgin Symphony Orchestra in the amount of$135,680 for the youth programming and general operational support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. E, Consideration of an Intergovernmental Agreement between the Mutual Aid Box Alarm System, Division Two, and the City of Elgin Committee of the Whole February 14, 2007 Page 6 Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to authorize execution of the intergovernmental agreement between the Mutual Aid Box Alarm System, Division Two (MABAS II) and to designate the back-up dispatch as the MABAS II center. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Professional Services Agreement with BTE Video, Inc. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an exception to the procurement ordinance for professional services agreement with BTE Video, Inc. in the amount of$55,440 for local programming. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Proposed Agreement with Hitchcock Design Group and the Gail Borden Public Library Regarding the Fox River Renaissance Alliance Teaching Gardens and Native Habitat Restoration Project Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve an agreement between the City of Elgin, Gail Borden Public Library, and Hitchcock Design Group in the amount of$26,250. Per the recommendation of the Fox River Renaissance Alliance the Hitchcock Design Group will provide the engineering and design services for the research and analysis phase, schematic design phase, master plan preparation phase, and grant application coordination phase for the teaching gardens and native habitat restoration project on the Fox River and on the adjacent City and Gail Borden Public Library properties. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa asked if the Waste Management Transfer station is operating yet and when the City can expect to see the benefits of the funds estimated to be produced by the station. He would like to see the station make a presentation of the first check that the City of Elgin receives. City Manager Folarin stated that they have started operation. Mayor Schock stated that they will be having a grand opening and a tour for the Councilmembers. Councilmember Rodgers stated she requested and received a report regarding how the community in the Buena Vista Apartment area is doing now that the ROPE officer has been removed. She stated she has received several calls from residents who would like to see the ROPE program reinstituted in that area because the criminal incidences have increased. Councilmember Sandor stated two meetings ago he had asked for a status report on the River Park Place development and he has not received or heard anything. City Manager Folarin stated Committee of the Whole February 14, 2007 Page 7 that City Staff has met with the developer and they are committed with going ahead with the project. They are currently working on advertising and media briefs to promote the project and that the developer believes construction will start in April or June of this year. Councilmember Walters thanked the Public Works Department for their excellent work and the overtime that was put in to clear the Elgin streets of the last snow fall. Councilmember Kaptain stated that First Community Bank and the Gail Borden Public Library will host the "Kids Supporting Kids" program from February 16th to March 16th. This art exhibit will feature the artwork of School District U-46 Elementary Art Students. The two Opening Receptions will be held on Friday, February 16th from 5:00 - 7:00 p.m. at the First Community Bank Tyler Creek Banking Center at McLean Boulevard and Big Timber Road, and on Saturday, February 17th from 1:00-3:00 p.m. at the Gail Borden Library. He stated that this exhibition is being sponsored in conjunction with a community drive to collect items to benefit homeless, abused, and neglected children. Beneficiaries of the donations will include Shelter Inc., WINGS Program and the Community Crisis Center. The suggested items for donation include new puzzles, toys, gym shoes, school supplies and new baby items such as diapers, bibs, and sleepers. Announcements from Staff City Manager Folarin stated that he received several complimentary emails regarding the excellent job our Public Works Department does on removing the snow and plowing Elgin's many streets after the last snow fall. Adjournment Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Establishment of Reserves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immunity Act - Exempt Under Section 120/2(c)(12) of the Open Meetings Act Setting of a Price for Sale or Lease of Property Owned by the Public Body- Exempt Under Section 120/2(c)(6) of the Open Meetings Act 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 Committee of the Whole February 14, 2007 Page 8 t Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of the Public Body Before a Court or Administrative Tribunal - Exempt Under Section 120/2(c)(11) of the Open Meetings Act The meeting adjourned at 6:35 p.m. February 28, 2007 Je•I fifer Q • ton, Deputy City Clerk Date Approved r r COMMITTEE OF THE WHOLE MEETING March 14, 2007 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:00 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, 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 February 28, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Consideration of a Memorandum of Understanding with the U.S. Census Bureau for the 2007 Special Census Councilmember Rodgers questioned what boundaries had been established for the census. City Manager Folarin answered that the corporate boundaries would be used for the special census. Councilmember Figueroa asked for an explanation of the hiring process and what the City's expected contribution would be during the special census. Community Development Director Deering stated that the Census Bureau will hire the people to conduct the special census and that the only requirement from the City is to provide the space in which they can work. Councilmember Sandor stated that he hoped that the City would conduct more special censuses if it will increase the City's grant funds as expected. A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Purchase of Service Agreement with Neighborhood Housing Services of Elgin Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the purchase of service agreement with Neighborhood Housing Services of Elgin in the amount of $54,000 to provide financial support. Councilmember Walters asked for an update regarding the status of the merger between the Neighborhood Housing Services of Elgin (NHS) and the Neighborhood Housing Services of Chicago, and whether a timetable had been established regarding how soon the merger would occur. He also questioned who would be the default entity if the NHS was unable to fulfill the services outlined. City Manager Folarin stated that currently the merger talks have stalled and there is no timetable or plan for the merging of the two operations. He stated that as of right now the City would be the default entity for the programs that are currently being run by the NHS; Committee of the Whole March 14, 2007 Page 2 however, if the Chicago NHS and Elgin NHS merge, Chicago would continue the programs the Elgin NHS currently operates for the community. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of an e-Elgin Incentive Application from David A. Noyes & Company Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the application of David A. Noyes & Company for participation in e-Elgin Incentive Program in the amount of$8,744. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Jobs Incentive Grant with MPR Plastics, Inc. Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to authorize a Jobs Incentive Grant with MPR Plastics, Inc for a one time payment in the total amount of $14,000 for the relocation of the company from Wheeling to Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with K2N Crest, Inc. for Roof Consulting Services Councilmember Kaptain made a motion, seconded by Councilmember Walters, to authorize an agreement with K2N Crest in the amount of$119,985 for the 2007 roof replacement project. This agreement would be amended to include the 2008 - 2010 roof repair and replacement projects pending approval of funding for those projects in the 2008 - 2010 budgets. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Passenger Shelter Agreement between the City of Elgin and Pace Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the Passenger Shelter Agreement between the City of Elgin and Pace, the Suburban Bus Division of the Regional Transportation Authority. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Official City 2007 Zoning Map Councilmember Walters made a motion, seconded by Councilmember Figueroa, to adopt the City's Official 2007 Zoning Map and to formally publish the new version pursuant to the Illinois Municipal Code (65 ILCS 5/11-13-19). Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole March 14, 2007 Page 3 Consideration of Proposed Amendments to the Zoning Ordinance concerning the Regulation and Control of Various Auto Related Land Uses City Manager Folarin stated that Staff has requested that this item be tabled for further review. Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to table the proposed amendments to the zoning ordinance concerning the regulation and control of various auto related land uses. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Kane County Road Improvement Impact Fee Program Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to support the draft revisions to the Kane County Road Improvement Impact Fee Program as recommended by the Impact Fee Advisory Committee. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of a Fire Hose Dryer Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to make an exception to the procurement ordinance for the purchase of one fire hose dryer from American Airworks, in the amount of$12,870. 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 Elgin Heritage Commission's Design Review Subcommittee Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to approve the proposed ordinance amending the composition of the Elgin Heritage Commission's Design Review Subcommittee. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Two Elgin Pelican Street Sweepers Councilmember Sandor made a motion, seconded by Councilmember Gilliam, to authorize the purchase of two Elgin Pelican sweepers from Standard Equipment Company in the amount of $266,208. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. r Committee of the Whole March 14, 2007 Page 4 Consideration of an Engineering Services Agreement with Crawford, Murphy & Tilly for the U.S. Route 20 Corridor Study Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize an agreement with Crawford, Murphy& Tilly for the U.S. Route 20 Corridor in the not to exceed amount of$199,285.73 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 Outdoor Exhibition Group for Rib Fest Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve entering into a co-sponsorship agreement with the Outdoor Exhibition Group in an amount not to exceed $6,735 Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Sponsorship Agreement with Elgin Racers Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the sponsorship agreement with the Elgin Racers of the International Basketball League for the 2007 season, which runs from March 31 to July 1, 2007. The main items of the sponsorship agreement that the City of Elgin will provide are listed below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. a) Provide practice time at The Centre during the evening after regular leagues have finished court time. Team practices, valued at $5,040, will be twice a week for 2 hours each time between February 5 — July 1 (21 weeks). Dates will be determined by The Centre's Customer Service Manager and team owners. The City reserves the right to reschedule practice times with 7 days notice. b) Provide promotion of games and practices through the City's website,Channel 17,Spirit and Connections newsletters, and the City's electronic sign board, valued at approximately $1,600. c) Provide space for a quarter page advertisement, valued at $940, in the quarterly Parks & Recreation Program Brochure. Announcements from Council Councilmember Figueroa questioned when spring clean-up would begin for Elgin residents and if notification had been sent out. City Manager Folarin stated that a mailing had been sent out to Elgin residents notifying them that the last week in March was spring clean-up week. Public Works Director Loete stated that any items can be put out without additional charges on Committee of the Whole March 14, 2007 Page 5 residents' regular trash pick-up day. He also stated that during the month of April residents can place yard waste bags on the curb without the normal fee stickers for pick-on their trash day. Councilmember Sandor asked if the information related to the spring clean-up is available via the City of Elgin's website and if there is a specific number that residents could call if they have questions. Public Works Director Loete stated that the information is available via the City's website and the number to call if citizens have questions is (847) 697-3160. Councilmember Rodgers asked for a brief update regarding the Public Works Department's progress repairing the numerous potholes found on various City streets. Public Works Director Loete explained that due to the severe weather fluctuations it has been a particularly bad year for potholes. He stated that for the past five days the Public Works Department has been putting as many work crews as possible on the project to fix the pothole situation. He commended the crews that had been working so hard and stated that they had made up some significant ground. He also stated that residents can call (847) 697-3160 to report potholes in their area. Councilmember Figueroa questioned when the resurfacing of National/Walnut Street west of Route 31 would begin. He recalled promising the residents in that area last year that the streets would be repaired due to the numerous potholes and the deterioration of the street. Public Works Director Loete stated that he was unaware of National/Walnut being slated for any resurfacing this year. City Manager Folarin stated that he would check in to the matter and give Councilmember Figueroa an update in the near future. Councilmember Kaptain stated that on Saturday, April 14, 2007, the Activate Elgin Committee is cosponsoring a"Healthy Kids Day" from 9:00 a.m. to 11:00 a.m. at the Highland Public School. He stated that there would be games, activities, and health screenings available to the public and encouraged everyone to attend. Councilmember Rodgers believes that signs should be posted on the entry corridors into Elgin regarding the City's noise ordinances and the penalties and fines associated with them. She stated that many visitors and some citizens of Elgin are not aware of our noise ordinances. Mayor Schock disagreed with Councilmember Rodgers stating that no reminders or signs should be necessary regarding the City's noise ordinances. He believes that people should be good neighbors by keeping their stereos at a reasonable level so that they do not disturb the surrounding public. Councilmember Sandor stated that there are two pieces of legislation that are currently being considered in the Illinois House of Representatives dealing with manufactured housing and the Kane health bill and he asked that the City's lobbyists be notified to express the City's approval of these bills to the representatives in Springfield. He believes that both of these bills affect our residents and would like to see them passed for their benefit. Committee of the Whole March 14, 2007 Page 6 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 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 6:23 p.m. L—. . ' April 11, 2007 Jrnifer Q • ton, Deputy City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING March 21, 2007 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:00 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Absent: None. Consideration of the 2006 Tax Abatement Ordinances Ordinances will be presented at tonight's Council meeting for passage by the City Council. Consideration of the Authorization for the Sale of$5.665 Million in General Obligation Bonds Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize proceeding with the sale of$5.665,000 in General Obligation Corporate Purpose Bonds, Series 2007. 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 URS Corporation for the Willard/Illinois/Van Nostrand/Erie Special Assessment Project Councilmember Rodgers made a motion, seconded by Councilmember Sandor, to authorize an engineering services agreement with URS Corporation in the not to exceed amount of$181,520 for the Williard/Illinois/Van Nostrand/Erie Special Assessment Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, and Mayor Schock. Nays: None. Councilmember Walters abstained due to conflict. Consideration of Amendments to the Elgin Design Guideline Manual for Landmarks and Historic Districts Councilmember Walters made a motion, seconded by Councilmember Sandor, to approve amendments to the Elgin Design Guideline Manual for Landmarks and Historic Districts, and to direct staff to amend Title 20 of the Elgin Municipal Code entitled "Elgin Historic Preservation" to reflect the amendments 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. Councilmember Sandor believes that the prohibition of vinyl windows should be reconsidered. He believes that appearance is more important than what material is used. Committee of the Whole March 21, 2007 Page 2 r Consideration of a Co-Sponsorship Agreement with the Downtown Neighborhood Association for the Cinco de Mayo Parade, Carnival, and Festival Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the co-sponsorship agreement with the Downtown Neighborhood Association (DNA) for the Cinco de Mayo Parade for an amount not to exceed $3,308 and to also approve the DNA's use of the City-owned former Good Year Tire parking lot at the northeast corner of Symphony Way and Douglas Avenue, as well as the City-owned parking lot across from the Ace Hardware store on Spring Street south of Kimball for their Cinco de Mayo Carnival and Festival. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Annual Budget for the Northern Illinois Special Recreation Association Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve the proposed fiscal year 2007/2008 budget for the Northern Illinois Special Recreation Association in the amount of$2.248 in revenues and $2.020 million in expenditures for the purpose of providing recreation programs and services to residents with disabilities. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Fire Department Fee Schedule for Inspections and Permits Councilmember Sandor made a motion, seconded by Councilmember Figueroa, to approve an ordinance change for the Fire Department fee schedule for inspections and permits. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Consultant Services for the Completion of the Police Department Employee Survey Councilmember Rodgers made a motion, seconded by Councilmember Figueroa, to approve an agreement with Dr. Troy Coleman and The Waters Consulting Group, Inc. for the completion of the Police Department employee survey project for an amount not to exceed $16,215, including expenses for travel and materials. 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 customer service has been one of the city's goals for quite some time, and the City is trying to exceed people's expectations. He reported that he contacted several neighboring cities regarding their procedure for filing complaints at the police Committee of the Whole March 21, 2007 Page 3 department. The question he asked was "What is the process if I have a complaint against a police officer or the department?" All of them said they'd refer him to a specific department such as professional standards office, internal affairs, the chief commander, etc. Only Waukegan stated that they would refer him to the chief commander or he could take a form to fill out to submit the complaint. He asked Chief Womack what the answer would be if someone came to the Elgin Police Department asking the same question. Chief Womack responded that the police department has been in the process of examining the complaint process for awhile. The first thing they will ask the Citizens Advisory Committee to review, once it is formed within the next couple weeks, is to review the complaint process and get feedback from the citizens so that the process can be improved. Verbal direction has been given over the last several months that if someone wants to complain, give them a complaint form, it will then be processed, and the appropriate information provided. Chief Womack stated that there are a variety of reasons why the police department hasn't just handed out a form, but it definitely isn't because they don't want to take the person's complaint. If someone doesn't want to speak to a supervisor and would just rather fill out a form and let a supervisor review it later, they're willing to do that. As part of customer service, Councilmember Figueroa believes that there should be a process for a citizen to immediately file a complaint without further questions being asked. At City Manager Folarin's request, Chief Womack informed the Council what has already been done. She met with the Sergeant of their Office of Professional Standards who has been designing a new pamphlet with additional information and a complaint form with more instructions on how to complete the form, with or without speaking to a supervisor. In trying to create a balance, they want to address community concerns and issues as well as employee rights in terms of complaint processing. 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 The meeting adjourned at 6:23 p.m. April 11, 2007 Dolonna Mecum, City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING April 11, 2007 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 Kaptain, to approve the minutes of the March 14, 2007, regular meeting and the March 21, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation on Fire Station #7 A representative from FGM Architects & Engineers, Inc. and Lamp, Inc. presented an overview of plans for Fire Station#7 to be located on Longcommon Parkway at Bowes Road. The composition and layout of Fire Station#7 was described. It is designed to include the maintenance facility for the entire Fire Department and will have three bays for vehicles. They have been asked to consider what energy conservation measures can be taken in the construction of this station. The energy conservation considerations will include energy efficiency, water savings, materials selection, sustainable site development, and indoor environment quality. The bids are due April 19, and the ground breaking is expected soon after the Council awards the bids at its April 25, 2007 meeting. Assistant Chief Baker said the goal is to be LEED (Leadership in Energy and Environmental Design) compliant. They would be the third fire station in the State of Illinois to be LEED compliant. Consideration of the 2007 50/50 Historic Architectural Grant Program Eligibility List Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the grant recipient eligibility list for the 2007 50/50 Historic Architectural Grant Program as submitted and execute the grant agreements per the memo submitted to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Bowes Creek Country Club Annual Membership Rates Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to approve the proposed membership rates for the Bowes Creek Country Club pursuant to the memo submitted to Council. Committee of the Whole April 11, 2007 Page 2 Councilmember Sandor stated that he is not in favor of giving Toll Brothers homeowners a discount in 2009 for Bowes Creek Country Club memberships. Councilmember Kaptain stated that if Toll Brothers homeowners are to be given a discount, it should be paid by Toll Brothers. Mayor Schock pointed out that people who join now will pay$2,900 for two years, and the golf course isn't even built yet. Parks and Recreation Director Reopelle stated that the logic behind the proposed discount is that it is hoped that more people who live in the development by the Bowes Creek Country club will be golfers. This is an incentive to have people buy golf club memberships in the early stages. Councilmember Sandor made a motion, seconded by Councilmember Kaptain, to amend the original motion to include an amendment to the proposed membership rate list of fees for 2009 from $3,600 to $4,400 for Toll Brothers homeowners. Upon a roll call vote: Yeas: Councilmembers Kaptain, Rodgers, and Sandor. Nays: Councilmembers Figueroa, Gilliam, Walters, and Mayor Schock. Motion to amend the membership rate fees list failed. A vote was then taken on the original motion as proposed. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Walters, and Mayor Schock. Nays: Councilmembers Kaptain, Rodgers, and Sandor Consideration of Change Order No. 1 for the Construction of the Highlands of Elgin Clubhouse Councilmember Rodgers made a motion, seconded by Councilmember Kaptain, to approve the execution of Change Order No. 1 with Northwest Contractors Inc. in the amount of$56,079.16 for the construction of The Highlands of Elgin Clubhouse. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a Contract with Charles H. Schrader and Associates for Grant Administration Services Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a contract for 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. Committee of the Whole April 11, 2007 Page 3 Consideration of a Co-sponsorship Agreement with the African-American Coalition of Kane County, Illinois, for the Annual Juneteenth Festival Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the agreement with the African-American Coalition of Kane County to co-sponsor the fourth annual Juneteenth Festival on Saturday, June 16 and Sunday, June 17, 2007, for a not to exceed amount of$2,115. 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 Temporary Construction Across the Property Located at 637 Frazier Avenue Councilmember Walters made a motion, seconded by Councilmember Rodgers, to accept the plat of easement for temporary construction across from the property addressed as 637 Frazier Avenue, located on the south side of Frazier Avenue, east of State Street (Route 31). Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of a License Agreement with School District U-46 for Bus Loading Improvements at 819 West Chicago Street (Washington Elementary School) Councilmember Figueroa made a motion, seconded by Councilmember Sandor, to approve the license agreement with School District U-46 for bus loading improvements at Washington Elementary School, located at 819 West Chicago Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to an Agreement with Crawford, Murphy & Tilly for Additional Design Engineering Services for the Highland Avenue Widening and Reconstruction Project Councilmember Kaptain made a motion, seconded by Councilmember Rodgers, to authorize Amendment No. 1 with Crawford, Murphy& Tilly in the amount of$16,945.44 for additional Phase I design engineering services for the Highland Avenue Widening and Reconstruction Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. rbk Committee of the Whole April 11, 2007 Page 4 ro- Consideration of Amendment No. 2 to an Agreement with Baxter & Woodman for Additional Design Engineering Services for the Bowes Road Interceptor Sewer-Trunk 20 Project(BRIS-T20) Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to authorize Amendment No. 2 with Baxter & Woodman in the amount of$30,000 for additional design engineering services for the Bowes Road Interceptor Sewer—Trunk 20 (BRIS-T20) Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Options for Energy Savings Councilmember Kaptain stated that he believes this is an opportunity for the City to provide leadership in conserving energy. Councilmember Walters suggested that consideration be given to installing solar panels at the Centre and the Public Works facility. Councilmember Gilliam stated that he would like to see Elgin become a"Green City." Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to direct Staff to explore energy saving options for the City of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Staff City Manager Folarin stated that when the Grangers addressed the City Council at its meeting on March 14, the Council directed that the incident be investigated by the Elgin Police Department and a report made to the Council at tonight's meeting. Police Chief Womack gave a summary and findings of the events which occurred on March 11, 2007, and subsequent actions taken. Chief Womack outlined the time line of the incident in the following manner. The Elgin Police Department obtained a search warrant on March 9, 2007, for the purpose of searching the residence at 421 Ann Street for suspect, Terrance Johnson and a gun which he was believed to unlawfully possess. Mr. Johnson is known to the Police Department as an active gang member of the Gangster Disciples, and he has a criminal history that includes 11 arrests and 5 convictions. The address on Mr. Johnson's driver's license, his parole records, various reports, and information obtained from an informant indicated that Mr. Johnson lived at 421 Aim Street and that he would be at that location the morning of March 11. Due to the information compiled, the 15 members of the Tactical Response Team (TRT) entered the residence using established protocols and"best practice" standards for tactical force entry. Chief Womack stated that the Elgin Police Department policy allows for the use of the TRT in Committee of the Whole April 11, 2007 Page 5 r- the execution of search warrants if certain factors exist, including the following: when a suspect involved in a search warrant operation may be armed with firearms or dangerous weapons; when a suspect has a significant history of violence; or other special circumstances exist. She stated that with Terrance Johnson's extensive criminal history, these factors did exist and was the reason that TRT protocols were used for the entry into the Granger's residence. The operational plan for this search was reviewed and approved by two Deputy Chiefs and was within policy. Their main goal always is to execute warrants in the safest way to ensure officer and citizen safety. Neither Terrance Johnson nor a gun was found at the residence. Police Chief Womack stated that damage, consistent with the actions taken and the operation carried out, did occur to the residence. Recommendations and actions regarding the execution of search warrants include continuing to review the policies for adherence to all legal obligations, best practice protocols, and safety of both citizens and officers. As in all past search warrant operations, the Elgin Police Department will continue to carefully scrutinize all search warrant operations for circumstances, dangers, alternative solutions, and policy commitments, and ensure approval by a Deputy Chief or higher ranking officer. Chief Womack then gave a summary of what occurred the afternoon of March 11, when Betty and Frank Granger and a third person came to the police station to file a complaint regarding rift what occurred at their home when officers executed the search warrant that morning. At 1:03 p.m. they came to the front desk and ten minutes later they spoke briefly to Detective Brian Gorcowski, and said they wanted to speak to the Watch Commander. Watch Commander Welter met with the Grangers at which point they told him they wanted to file a complaint regarding what occurred at their home that morning when the Tactical Response Team served the search warrant. After discussion, Lt. Welter indicated that it did not appear that they had a basis for a complaint. At approximately 1:34 p.m., Lt. Welter left the lobby to contact other supervisors regarding the search warrant in an attempt to obtain additional information. At 2:52 p.m. Sgt. John Demmin met with the Grangers to take their complaint. Sgt. Demmin finished taking the complaint at 4:45 p.m., at which time the Grangers left the station. Chief Womack reported the following findings regarding what occurred when the Grangers came to the police station: There was a discussion between Lt. Welter and Mr. and Mrs. Granger as to whether or not there was a basis for a complaint. Mr. and Mrs. Granger's complaint should have been taken by an Elgin Police Supervisor immediately. While it is appropriate to attempt to gather additional information, a complaint should be taken when a citizen indicates he or she wants to provide the Police Department with information. Contact was made immediately, but Mr. and Mrs. Granger did have to wait an inappropriate amount of time in order to file their complaint. There was an unnecessary delay in their receiving the complaint form, which they should have been provided with immediately. Chief Womack described the actions which have been taken regarding complaint intake. The Department has changed the complaint intake protocol. They have also updated the complaint Committee of the Whole April 11, 2007 Page 6 forms by including instructions for completing the forms, which should make the process more citizen friendly. The second action is the creation of a Citizens Advisory Committee composed of citizens who have been recommended to Chief Womack. The committee's first meeting will be April 19, 2007. Councilmember Figueroa questioned Chief Womack whether the Police Department had been to the Grangers house on other occasions regarding previous investigations. Chief Womack confirmed that they had previously been to the Grangers home regarding other investigations. Adjournment Councilmember Sandor made a motion, seconded by Councilmember Gilliam, 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 7:06 p.m. April 25, 2007 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING April 25, 2007 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 Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the April 11, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters and Mayor Schock. Nays: None. Presentation of the 2007-2008 Hemmens Season Butch Wilhelmi, Hemmens Cultural Center Supervisor, and Bill Folk, Hemmens Program Coordinator, gave a presentation regarding the 2007-2008 performance season. Presentation on the Streetscape Communication Plan Public Works Director Loete and Public Information Officer Olafson gave a presentation regarding the communication plan which has been developed to enhance communication with the citizens and downtown businesses regarding the status of construction projects to prevent the problems which occurred last year when there were four major construction projects in downtown Elgin. They met with citizens and downtown business owners who identified four major concerns, which are maintaining access to their business, parking, traffic and perception. In response to these concerns, a public information and outreach campaign called "Gettin Around in Downtown"has been initiated. Ms. Olafson stated that several methods of communication will be used, including establishment of a hotline and web site regarding the streetscape project and construction updates regarding the Central Business District. The quarterly issues of"The Spirit" will also contain information regarding construction projects. Personal contacts will be made with the businesses regarding construction updates and alternative parking. Renderings depicting the completed streetscape will be displayed in the downtown area. Consideration of a Purchase of Services Agreement with Elgin Community Network (ECN) Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a purchase of service agreement with the Elgin Community Network (ECN) in the amount of $28,950 stipulating that ECN will provide community organizing and leadership development training services to the Elgin community. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Councilmember Kaptain abstained due to a conflict of interest. Committee of the Whole April 25, 2007 Page 2 Consideration of a Purchase of Services Agreement with Public Action to Deliver Shelter Councilmember Figueroa made a motion, seconded by Councilmember Rodgers, to approve the purchase of service agreement with Public Action to Deliver Shelter(PADS) 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. Consideration of 2007 Neighborhood Improvement Grant Program—Large Project Applications Councilmember Walters made a motion, seconded by Councilmember Rodgers, to approve the 2007 Neighborhood Improvement Grant Program recipient eligibility list as submitted and to direct staff to execute the grant agreements for a total amount of$112,517.50. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Software from The Active Network for the Parks and Recreation Department Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize an agreement with The Active Network for the not to exceed amount of$124,954 for the purchase of software, hardware, consulting, and training for the Parks and Recreation Department. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to the City's Liquor Code Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve the proposed ordinance which includes amending the City's liquor code by establishing a Class U license classification and continuing the operation of the Young Adult Night Permit. 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 Prairie Rock Brewing Company for Brew Fest Councilmember Rodgers made a motion, seconded by Councilmember Walters, to approve the agreement with Prairie Rock Brewing Company to co-sponsor the twelfth annual Brew Fest on June 15 and 16, 2007, for a not to exceed amount of$3,496.50 in operational support. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Committee of the Whole April 25, 2007 Page 3 Consideration of 2006 Budget Amendments Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed amendments to the 2006 Budget as outlined in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Rodgers, Sandor, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Rodgers read the following statement: "I want to thank everyone that supported me in my reelection. Going into this reelection I knew it would be a battle, but I placed everything in my heavenly father's hands. Almost since day one I was alone on Council without the support of any of my colleagues Just as the article that was written about me in 2003, I was told by one of my colleagues that this body would not support any of my ideas that would be brought forth to them. So after reading the Bible passage where God told Moses to go and tell Pharaoh to let my people go he sent Moses a helper, so I did this quietly with the help of some of our residents without many people knowing that I was behind it. But as I have always said, this position is not about me. It has always been about the residents and doing what my heavenly father's will is. I pray that as new members are sworn in that they will not be treated with the venom that I have experienced as they disagree or as they voice their opinion that may be different from the majority of Council. This is a fine city, and I am honored and humbled to have served the residents of the community. I feel that I am leaving it better off than when I took office. We have two more organizations to serve our residents and jobs that were brought here through my efforts. But it can be a great city if the body that represents it takes out the "I" in it when servicing our residents. God will not bless a city that mistreats people and to those that will take office and to those that remain in office I pray that when someone from our courts, whether it's Watch Court or Clifford Court that when they call you they get the same treatment as someone that lives in a$400,000 or $700,000 home. I have always kept in my mind the words that if you did it to the least of them you did it to me. God has blessed America and Elgin. It is time that the body that resides and will reside over this community bless God. Thank you to all of our residents for allowing me to serve you." Committee of the Whole April 25, 2007 Page 4 Councilmember Sandor made the following statement: "As this is the last meeting at which I will be participating in a voting capacity, I would like to thank the citizens of Elgin for allowing me for the last four years the privilege of sitting on the Elgin City Council. Many people have tried to sit on that dais over the years. I have been one of the lucky ones that have had that opportunity. One of the things that you come away with, win or lose, is a number of very good people and gaining great friendships. I would like to thank the City Manager, Femi Folarin, and Sean Stegall, Jim Nowicki, Jerry Deering, our Police and Fire Chiefs, Dave Lawry, and all the City staff, and the hard people who come to work here every day to make this City function as a place that the people call home and people want to bring their business. A special thanks to two individuals. My good friend, Councilman Juan Figueroa. Juan, I ran against you once, and I lost. It was probably the best thing that ever happened for Elgin that I did lose, because Elgin gained a great councilman, and I gained a great friend. I wish you continued success. To my other colleague, more of a brother than a colleague, Councilman Bob Gilliam, who I also ran against and lost to. He beat me up terribly on the campaign trail, but who became my closest friend on the City Council. He is a gentleman I admire and kept me in line when sometimes I needed to be kept in line, and who imparted to me the wisdom that he has gained over the years. He is a tremendous asset to the City of Elgin. It's kind of bittersweet to leave. I certainly would [ have liked the opportunity to have stayed another four years. But we're leaving it to others. Maybe I've left it a little bit better than I found it. That's for other people to decide. I'd like to thank the City of Elgin for the opportunity and wish everyone a great four years." Councilmember Kaptain stated that the City of Elgin and the Elgin Community Network will be unveiling the bikeway plan for the City tomorrow night at the Heritage Ballroom in the Centre at 7 p.m. On Sunday, April 29, the Fox River Valley Land Foundation and Friends of the Fox River will be hosting a cleanup at Trout Park. The cleanup will run from 1 p.m. to 3 p.m. Councilmember Figueroa stated that since today was Secretary's Day, he congratulated the City Clerk and thanked her for taking so many notes. 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. Setting of a Price for Sale or Lease of Property Owned by the Public Body— Exempt Under Section 120/2/c(5) Committee of the Whole April 25, 2007 Page 5 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 6:50 p.m. May 9, 2007 Dolonna Mecum, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING May 9, 2007 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:35 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the April 25, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters and Mayor Schock. Nays: None. Consideration of a Grant from Elgin Township for a Portion of the 2007 Summer Open Gym Program Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the acceptance of a grant from Elgin Township in the amount of$20,000 for the operation of the 2007 Summer Open Gym program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Grant from the Illinois Criminal Justice Information Authority for Two Part-time Domestic Violence Case Workers Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the acceptance of a grant from the Illinois Criminal Justice Information Authority in the amount of $40,042 for the continuation of two part-time Domestic Violence Case Workers. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Proposed Amendment to the 2003 Community Development Block Grant Annual Action Plan for the P.A.D.S. Public Service Project Councilmember Figueroa made a motion, seconded by Councilmember Walters, to accept the proposed change in the scope and purpose from Public Action to Deliver Shelter Land Acquisition Project to the Public Action to Deliver Shelter Service Project and to direct Staff to process the necessary amendment to the 2003 CDBG Annual Action Plan. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. r Committee of the Whole May 9, 2007 Page 2 r Consideration of Amendment No. 1 to the Engineering Services Agreement for the Compensatory Storage Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve Amendment No. 1 to an engineering services agreement with Hey and Associates in the amount of$53,635 for design of the Compensatory Storage Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Engineering Design Services with Burns and McDonnell Engineering Company, Inc. for the 5 MG Reservoir Piping Revisions Councilmember Gilliam made a motion, seconded by Councilmember Walters, to authorize the execution of an agreement for engineering services with Burns and McDonnell Engineering Company, Inc. in the amount of$75,043 for design, bidding, and construction phases for the Reservoir Piping Revisions at the Riverside Water Treatment Plant. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Announcements from Staff City Manager Folarin announced that City Clerk Mecum is retiring after 17 years of service as the Elgin City Clerk. He stated that the City wishes Ms. Mecum all the best in her retirement. Mayor Schock stated that Clerk Mecum will be tremendously missed, and that in addition to her duties as City Clerk also serves as the Local Liquor Commission's secretary. She has done a fabulous job in her seventeen years of service and he wishes her the best in her retirement. Mayor Schock read and presented the following proclamation to retiring Clerk Mecum: PROCLAMATION WHEREAS,Dolonna"Loni"Mecum was appointed by the Mayor and Members of the City Council as the City Clerk of the City of Elgin on May 23, 1990; and WHEREAS, prior to serving as the City Clerk for the City of Elgin Loni Mecum was a paralegal and legal secretary for more than 21 years; and WHEREAS,Loni Mecum has been an active member and leader in the city clerk community including being a member of the North/Northwest Suburbs Municipal Clerks' Association, the Municipal Clerks'Association,the International Municipal Clerks'Association and having attained the status as a Certified Municipal Clerk; and Committee of the Whole May 9, 2007 Page 3 WHEREAS,after having dutifully served the citizens of the City of Elgin for 17 years as the City Clerk Loni Mecum is retiring as of May 11, 2007. NOW,THEREFORE,the City of Elgin,sincerely and warmly expresses its thanks to retiring City Clerk Loni Mecum for all she has done and will continue to do for Elgin. IN WITNESS WHEREOF, I have hereunto set my hand and caused the official seal of the City of Elgin to be affixed this 9th day of May, 2007. s/Ed Schock Ed Schock, Mayor City Manager Folarin also presented Clerk Mecum with a framed piece of artwork representing many of Elgin's landmarks within the City. City Clerk Mecum thanked Mayor Schock, Councilmembers, and everyone in attendance. She stated that it has been an extremely fulfilling seventeen years serving as Clerk for the City of Elgin. She has worked with many wonderful people within the City and has made several friends through her job. She thanked her staff for their support through out her terms as Clerk. She stated that the most difficult thing about retiring is leaving her friends at the City behind, but she will remain in contact and plans to continue living in Elgin. Adjournment Councilmember Walters made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters and Mayor Schock. Nays: None. The meeting adjourned at 6:44 p.m. 11474^ka- 16-e-ki44t- Dolonna Mecum, City Clerk Written by: Air / V / May 23, 2007 Je' ifer Q ton, Deputy City Clerk Date Approved rih COMMITTEE OF THE WHOLE MEETING May 23, 2007 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, Powers, Steffen, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the May 9, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters and Mayor Schock. Nays: None. Consideration of the Reservation of 2007 State of Illinois Industrial Revenue Bond Cap An ordinance will be presented at tonight's Council meeting for passage by the City Council. Consideration of a Sub-recipient Agreement Between the City of Elgin and Bethesda Community Development Center A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Engineering Design Services with Black & Veatch Corporation for the Airlite Water Treatment Plant Improvements Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the execution of an agreement with Black &Veatch Corporation in the amount of$706,800 for engineering design services and bidding phases for the Airlite Water Treatment Plant improvements. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of the Senior Citizen Property Tax Rebate Program Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the Senior Citizen Property Tax and Senior Citizen Mobile Home rebate programs for 2007 as listed below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. • Committee of the Whole May 23, 2007 �/► Page 2 C Senior Citizen Property Tax Rebates COUNTY # OF REBATES DATE ISSUED AMOUNT Kane 2006 2,163 @ $200 July 2006 $432,600 2005 2,124 @ $200 July 2005 $424,800 Cook 2006 720 @ $200 November 2006 $144,000 2005 718 @ $200 November 2005 $143,600 Senior Citizen Mobile Home Rebates COUNTY # OF REBATES DATE ISSUED AMOUNT Kane 2006 381 @ $35 August 2006 $13,335 2005 419 @ $35 August 2005 $14,665 Cook 2006 36 @ $35 November 2006 $1,260 2005 35 @ $35 November 2005 $1,225 Consideration of an Agreement with SunGuard HTE and Advanced Processing and Imaging for a Municipal Management Information System (RFP 05-110) Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to award RFP 05-110 to SunGard HTE, Inc. and Advanced Imaging Processing, Inc. for a total amount of $536,050 for a municipal management information system. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with Turn-Key Network Solutions for the Installation of Fiber Optic Cable Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the agreement with Turn-Key Network Solutions, Inc. in the amount of$513,505 for the installation of fiber optic cable. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. r Committee of the Whole May 23, 2007 Page 3 Consideration of an Amendment to Chapter 11 of the Elgin Municipal Code, Entitled "Vehicles and Traffic" Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the amendments to Chapter 11, Entitled"Vehicles and Traffic", as recommended by the Neighborhood Services Committee and outlined in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Service Agreement with 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. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Sub-recipient Agreement with the Community Crisis Center Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve the sub-recipient agreement between the City of Elgin and the Community Crisis Center of Elgin in the amount of$131,196 for the list of repairs given below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Community Crisis Center List of Repairs • NE lower level water issues and renovation • East sidewalk replacement to include water drain holes • Removal of trees and fauna on east side of building for concrete work • Downspout work • Remove and reinstall 12 condensing units • Architectural specifications • Minor asphalt work around edge of building to seal foundation • Front entrance HVAC upgrade • Information system server room HVAC upgrade • Third floor office HVAC upgrade • Drywall repair/painting for HVAC upgrades • Replace/repair main front entrance doors • Sound insulation for three counseling rooms • Drywall repair/painting for counseling rooms • Kitchen floor tile (180 sq. ft. @ $4.75/sf+ $250 prep) • Seven hollow doors and frames for shelter bedrooms Committee of the Whole May 23, 2007 Page 4 • Seven ADA lever type door handles in bronze for above listed doors • Ten ADA lever type handles in bronze with locks • Fourteen wall mounted shelves with towel bars and hooks for seven shelter bedrooms • Remove pavement from parking lot, replace stone base, replace asphalt pavement, re- stripe parking lot and reset wheel stops, repair parking lot lights Consideration of the Issuance of 501(c) (3) Bonds on Behalf of the Boys and Girls Club of Elgin Fiscal Services Group Director Nowicki introduced Tim Williams, a representative from the Boys and Girls Club of Elgin. Mr. Williams gave a presentation regarding why the club is applying for the City of Elgin's approval of$2,100,000 of bonds of which the proceeds will be used for the construction and equipping of a new facility at 355 Dundee Avenue. Mr. Williams stated that the Boys and Girls Club of Elgin opened in 1993 with an initial membership of 100 children and has increased its membership to more than 680 children at the end of 2006. The Club's stated mission is to enable all young people to reach their full potential as productive, caring responsible citizens, and within the context of this mission, he outlined the Club's following four core beliefs: (1) to provide a safe place for children to learn and grow (2) to provide ongoing relationships with caring, adult professionals (3) to offer life-enhancing programs and character development experiences (4) to create hope and opportunity in their members' lives Mr. Williams stated that the existing facility serves between 60 and 70 different children every day. In the summer, daily attendance often exceeds 100 different children, making it necessary to take children on field trips in order to avoid overcrowding. The new facility will improve safety, enhance programming, augment staff recruitment and retention, and serve a greater number of the City's youth. The construction of the new facility is expected to be completed by the beginning of 2008. The Boys and Girls Club is a non-profit organization and as such, the Club's revenues are generally derived from governmental payments, as well as donations and special events. Revenues have been fairly stable, with the exception of the donation of the 355 Dundee Avenue property in fiscal year 2004 and significant pledges in fiscal year 2005 for the Club's capital campaign to help fund the Club's proposed new facility. Mr. Williams stated that with the continued support of the City, the Club should have the resources to pay the debt service on the bonds and based on its audited financial reports, it is financially sound. The bonds the Council is considering will help the Club enhance their programs and services, as well as retain an organization dedicated to improving the quality of life in the City. rik Mr. Williams introduced Mike Anderson who gave a brief update on the building and both of them thanked the Council for their consideration. Committee of the Whole May 23, 2007 Page 5 Mr. Nowicki stated that the City would incur no liability, but the bonds would be tax-exempt, allowing the club to obtain a low, 4.5 percent interest rate, as well as reducing fees associated with the issue. He also stated that the City would increase its annual donation to the Boys and Girls Club to an estimated $140,000, up from $115,000, to cover the cost of debt service, allowing the club to defray its operating costs with the interest it earns on the money it already has raised as part of its capital campaign. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the issuance of up to $2.1 million in Adjustable Rate Demand Revenue Bonds, Series 2007 on behalf of the Boys and Girls Club of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of the Analysis of the City's Development Review Process Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to approve an agreement with Sikich, LLP in the amount of$86,000 to conduct an analysis of the City's development review process. Councilmember Figueroa stated that he was not convinced it is necessary to spend $86,000 for an outside consultant to analyze the City's development review process, and believes that the City Staff should be able to review and revise its own process without the excess expenditure. City Manager Folarin stated that an internal review was done and as a result changes were made to the process, however he believes that an outside unbiased entity would be able to analyze the process and suggest optimum improvements that might otherwise be overlooked. He stated that he believes that this will benefit the City by detaching from the process and allow the City to evaluate the following: how the process is done; how efficient the process is; and if personnel changes or reorganization of personnel is necessary to increase efficiency. Mayor Schock stated that he believes without an unbiased opinion that an organization like the City of Elgin can sometimes evolve in a haphazard manner because it is done in sporadic sections instead of looking at the whole organization. He believes that this investment will pay back large dividends with the City developing comprehensively as a whole instead of irregularly. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: Councilmember Figueroa. Announcements from Council Councilmember Figueroa stated that the City of Elgin was featured in the West Suburban Living magazine in their Town Focus section and urged everyone to read the article. Councilmember Kaptain stated that the Elgin Cultural Arts Commission is again running the "Elgin 1440"photography program. He stated that it would be held on June 21st from midnight Committee of the Whole May 23, 2007 r Page 6 to midnight and anyone interested in submitting photos should contact Gilbert Feliciano at 847- 931-6019. He also stated that it is time for Elgin to take a leadership role in becoming an environmentally friendly and"green"community. He urged staff to process a request for qualification (RFQ) in order to hire an environmental consultant for the City. Councilmember Walters listed the following activities and urged the residents in Elgin to honor our soldiers past and present by attending one of the Memorial Day events on Monday, May 28, 2007: • A floral tribute will be held at the Highland Avenue Bridge from 9:45 to 10:45 a.m. Monday. The annual event is sponsored by the Elgin Marine Corps League and North Kane County VietNOW. • A memorial to deceased veterans will take place from 11 a.m. to noon at Bluff City Cemetery, 945 Bluff City Blvd. He also stated that Elgin's 30th annual Fox Trot will hit the pavement Monday morning. There will be a 5K and 10-mile run and a two-mile walk, which start at 8 a.m. at the Elgin Civic Center. Councilmember Walters also stated that people could also celebrate official grand opening of the new Festival Park at 1:30 p.m. Monday at the ribbon-cutting ceremony to be followed by the 8th Annual Ribfest. Councilmember Steffen reminded residents that the annual Kiwanis Pancake Breakfast will take place from 8 to 11 a.m. Monday in the lower level of Hemmens Cultural Center, Announcements from Staff City Manager Folarin introduced Retired Lieutenant Colonel Robert T. Johnson and stated that he had been retained as an independent consultant to conduct an unbiased review of the actions of officers of the Elgin Police Department leading up to and during the execution of the search warrant that was served on the Granger family at 421 Ann Street on March 11, 2007. He stated that the review also included reviewing the citizen complaint policy and process in existence at the time of the incident to determine if it was followed properly. He gave a brief overview of Mr. Johnson's qualifications as 35 year law enforcement veteran, with 31 years of active service. Mr. Folarin stated that Mr. Johnson retired as a Lieutenant Colonel from the Illinois State Police and he currently serves as a private consultant and expert witness regarding law enforcement policies and practices, conducting sensitive internal investigations. He stated that Mr. Johnson has been qualified as an expert witness in State and Federal courts and consulted for and testified in litigation regarding the use of deadly force, pursuits, emergency vehicle response, and other policy issues. In addition, Mr. Johnson serves as an Assessor for the Commission for the Accreditation of Law Enforcement Agencies and has reviewed the operations of several law enforcement agencies seeking accreditation. r Committee of the Whole May 23, 2007 Page 7 Mr. Johnson reviewed his report regarding the execution of a search warrant, which was served at 421 Ann Street on March 11, 2007, as well as his review of the Elgin Police Department's complaint process. Mr. Johnson stated that the warrant was not for the Frank or Betty Granger (the owners of the home), who are law abiding citizens, but for their grandson, Terrance Johnson who is well-known to the Elgin Police Department as a documented gang member with arrests for a variety of offenses including violence and who is currently on parole for aggravated battery. He gave an overview of his report by listing the following issues and what his findings regarding each were: Issues Raised by Frank and Betty Granger • Issue: Terrance Johnson residing at 421 Ann Street. Mr. Johnson reviewed 17 separate reports in which the Elgin Police Department had contact with Terrance Johnson for a period from July 2001 through April 2006,where all of the repots listed his address as 421 Ann Street. In addition, Terrance Johnson's Illinois driver's license reflects his address as 421 Ann Street. Mr. Johnson stated that when he contacted Terrance Johnson's Parole Officer he was advised that the Ann Street address is Johnson's address of record, his hosts are Mr. and Mrs. Granger, and that he has personally visited Terrance Johnson at that address on numerous occasions. • Issue: Officers not identifying themselves. Mr. Johnson stated that the officers uniforms for the Elgin Police Department's Tactical Response Team (TRT) have "POLICE"marked in large letters on the front (chest), rear (back), and each arm of their uniform, providing a 360 degree visibility of identification. Also, he stated it is routine before, upon, and during initial entry for the TRT to shout/announce"Elgin Police" and after reviewing tapes of the Granger's complaints during the City Council meeting and the police reports this was done during the execution of the search warrant. • Issue: Use of Tactical Response Team, forcing entry, use of a"flash bang" device, and the time of the raid. Mr. Johnson stated Tactical Response Teams are utilized by departments throughout the United States as a part of their standard operating procedures when information is obtained that suspects involved in the search warrant may be armed with firearms or dangerous weapons, have a significant history of violence, etc. He stated that the TRT is trained and equipped to make a quick and efficient entry using overwhelming numbers of personnel to enhance the safety of officers and the people within the residence. The use of a"flash bang"as part of the entry process is common and its distracting capabilities further enhance officer and occupant safety. He reminded everyone present that the search warrant was for Terrance Johnson and for possession of a firearm - due to Terrance Johnson's extensive criminal history and arrests for violence, as well as being a gang member, it was recommended and mandated by standard operating procedure that the execution of the warrant be performed by the Tactical Response Team. Committee of the Whole May 23, 2007 Page 8 • Issue: Validity of the search warrant. Mr. Johnson stated that the Elgin Police Department Tactical Response Team did utilize a valid search warrant which a sitting Judge reviewed and approved, which the Judge clearly remembers signing. • Issue: Police looking at mail. Mr. Johnson stated it is standard practice for officers to look and take mail to verify that the person named in the warrant resides at the location searched. In this case, the Elgin Police Department did recover and seize mail sent to Terrance Johnson at 421 Ann Street. • Issue: Removal of items from closets and boxes without returning them to the same place. Mr. Johnson stated that though it is inconvenient for the residents of a premises being searched, the police are interested in locating the items or contraband named in the warrant in the most efficient and quickest manner available. It is common to empty closets, boxes, dressers, etc. in a quick and less than tidy manner. This methodology also reduces the time frame that the police need to remain on-site and that the occupants need to be restrained/monitored. He stated that there is no law or policy that requires the police to conduct their business neatly or to return the contents to the state they were found in. elk • Issue: Treatment and timeliness in taking the Granger's complaint. Mr. Johnson stated that the Elgin Police Department practice in place at the time of the incident called for a supervisor to provide the complaint form and meet with the complainants. A supervisor was called, but he was out in the field and it took approximately 30 minutes for him to meet with the Grangers and a third party that accompanied them. The third party expressed reservations regarding the complaint process and the supervisor which further delayed the process. Mr. Johnson believes that requiring a supervisor to provide and assist in taking the complaint is a sound procedure but that there are occasions that may arise where it might be appropriate to deviate from this procedure. Recognizing this and as a result of the subject incident, Chief Womack made changes to the Standard Operating Procedure to allow the complaint form to be available and provided by any employee working the front desk. Mr. Johnson's findings and conclusion are as follows: Findings and Conclusion The use of the Tactical Response Team given the information known to the department and the actions of the Elgin Police Officers on March 11, 2007, while serving a search warrant at 421 Ann Street were reasonable and in accord with the Elgin Police Department policies and practices as well as standards and practices within the law enforcement field. Committee of the Whole May 23, 2007 Page 9 The initial complaint intake process was not as efficient as it should have been when the Grangers initially appeared to file a complaint on March 11, 2007. However their complaint was taken after some delay. In part, this may have been caused by the third party requesting or suggesting that a supervisor other than Lt. Welter handle taking the complaint. The delay was not indicative of a system or procedure flaw but more attributable to human elements. Chief Womack has taken steps to reduce the likelihood of this reoccurring. The Elgin Police Department internal investigation regarding the Grangers' complaints was thorough, timely, efficient, and reached the appropriate conclusion. The investigation met the parameters of the Elgin Police Department's policies and practices and complied with nationally recognized standards within the law enforcement field. Adjournment Councilmember Walters 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, Powers, Steffen, 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 Appointment, Employment, Compensation, Discipline, Performance or Dismissal of Specific Employees of the Public Body- Exempt Under Section 120/2(c) (1) of the Open Meetings Act Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open Meetings Act Purchase or Lease of Real Property for the Use of the Public Body- Exempt Under Section 120/2(c) (5) of the Open Meetings Act The meeting adjourned at 6:50 p.m. i June 13, 2007 Je er Qui n, Acting City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING June 13, 2007 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, Powers, Steffen, Walters and Mayor Schock. Absent: None. Approval of Minutes Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the May 23, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters and Mayor Schock. Nays: None. Consideration of a Proposed Ordinance Establishing Standards for the Construction of Utility Facilities in the Right-of-Way An ordinance will be presented at tonight's Council meeting for passage by the City Council. Consideration of a HOME Investment Partnership Consortium Agreement A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of a Residential Redevelopment Assistance for 1000 N. Preston Avenue Councilmember Figueroa questioned if the developer anticipated any difficulty selling the condominiums due to the current slump in the housing market. Mr. Keith Farnham stated that he anticipated no problems in marketing and selling the condominiums once they were complete due to the unique nature of the project. Mayor Schock stated that he was excited to see the vacant,blighted property put back into productive use. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a redevelopment agreement with Keith Farnham of Hilltop Realty in the amount of$150,000 for development assistance related to the conversion of the former Elgin Homes Dairy building, located at 1000 N. Preston Avenue, into four two-bedroom condominium units. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. r Committee of the Whole June 13, 2007 Page 2 r Consideration of an Award of Phase I and Part of Phase II of the Comprehensive Retail Plan for the City of Elgin Councilmember Powers stated that he would be giving his qualified approval to the Phase I and part of Phase 11 of the Comprehensive Retail Plan for the City of Elgin. He believes that Part 1 of Phase I Retail Study will be helpful in bringing in retailers because the data revolves around demographics and typically this type of study influences retailers. Councilmember Powers stated that the second part of the proposal that deals with the telephone survey is questionable and not what retailers look for when evaluating prospective locations, but the retail site audit and trade area analysis are outstanding. He believes that the Center City Assessment portion of the proposal is redundant due to the numerous studies that have already been conducted by City Staff and the Downtown Neighborhood Association and stated that the study could be better oriented elsewhere. Councilmember Steffen stated that he would like to reiterate Councilmember Powers' point about the redundancy of the Center City portion of the proposal and would have liked to see the City work with the groups that have already conducted their own surveys. He also would like Staff to look into modifying the scheduling of the Phases of the Comprehensive Plan and to address the east side of Elgin's lack of retail sooner rather than during the current scheduling in Phase 4. Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize a professional service agreement with Melaniphy and Associates, Inc. in the amount of$94,500 for Phase I of the City's comprehensive retail analysis, and a professional service agreement with 4 Insights in the amount of$34,300 for preliminary assessment to in the Center City area for Phase II of the City's comprehensive retail analysis. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with Ameritech for Enhanced 9-1-1 Services Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to accept the renewal agreement with Ameritech and pay a monthly invoice for the City's Enhanced 911 access line charges in the amount of$5,670 plus applicable taxes. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Prevailing Wage Rates Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve a proposed resolution establishing prevailing wages on Public Works projects in accordance with the Illinois Department of Labor's rate schedule. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an Engineering Services Agreement with Rezek, Henry, Meisenheimer Committee of the Whole June 13, 2007 Page 3 r and Gende,Inc. for the 2007 Sanitary Sewer Master Plan Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize the execution of an agreement with Rezek, Henry, Meisenheimer, and Gende, Inc. in an amount not to exceed $99,753 for the 2007 Sanitary Sewer Master Plan. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Cook County Automobile Dealership Incentive Program Application for McGrath Nissan Councilmember Kaptain made a motion, seconded by Councilmember Walters, to authorize a participation agreement with McGrath Nissan for the Sales Tax Sharing facet of the Cook County Automobile Dealership Incentive Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 2 to an Engineering Service Agreement with Stanley Consultants for the Street Sign Inventory and Upgrade Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve Amendment No. 2 to the engineering services contract with Stanley Consultants in the amount of $100,000 for the street Signage Inventory and Upgrade Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Portable Radio Batteries from Motorola Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve an exception to the procurement ordinance and to authorize an agreement with Motorola in the amount of$13,183.02 for the purchase of 162 portable radio batteries. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Purchase of Six Mobile Radios, Four Portable Radios and Associated Hardware from Motorola Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve an exception to the procurement ordinance and to authorize an agreement with Motorola in the amount of$39,759.16 for the purchase of mobile radios, portable radios, and the associated hardware. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Public Hearing on the Naming of City Parks Committee of the Whole June 13, 2007 Page 4 r Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the naming of three new City parks to be known as Channing Park, Grant School Park, and Prairie Park. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an Intergovernmental Agreement with Fox River Water Reclamation District for the Lime Waste Disposal Main Project Councilmember Kaptain made a motion, seconded by Councilmember Walters, to authorize an agreement with the Fox River Water Reclamation District to allow for a joint venture to construct the additional Lime Waste Disposal main for the Water Department. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Walters, and Mayor Schock. Nays: None. Councilmember Steffen abstained due to a conflict of interest. Consideration of Acceptance of the Palmer Foundation Matching Grant for the Elgin Art Showcase Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve accepting the Palmer Grant in the amount of$21,000 for the Elgin Art Showcase. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Walters, and Mayor Schock. Nays: None. Councilmember Steffen abstained due to a conflict of interest. Announcements from Council Councilmember Gilliam asked that the Council consider acknowledging the overwhelming consensus of the citizens of Elgin that the leaf pickup conducted by the Public Works Department will continue and residents will not be required to bag their leaves in the fall. He stated that he and other members of the Council have received a significant number of calls and correspondence stating that the citizens see this proposal diminishing services rather than improving them. The Mayor and other Councilmembers agreed that the bagging of leaves was a dead issue and would no longer be pursued as an option and asked residents to be mindful of not parking on the streets in their respective communities on the days noted for leaf pick up by the Public Works Department. City Manager Folarin stated that Staff will look into other options to improve City services provided to residents other than the bagging option brought forth at the last Council retreat on May 16, 2007. Councilmember Figueroa questioned when Police Chief Womack would be doing the presentation on crime statistics and asked that it soon be included in an upcoming meeting. Councilmember Powers reminded residents that there would be a sing-a-long version of the Wizard of Oz at Festival Park on June 23, 2007, starting at dusk. Committee of the Whole June 13, 2007 Page 5 r Councilmember Kaptain commended Police Officer Schneider for pulling the individual on the railroad tracks to safety the other night. Councilmember Steffen encouraged residents to visit the Downtown Neighborhood Association's (DNA) Harvest Market which will be held on Thursdays starting June 14, 2007, and continuing through September 27, 2007. Councilmember Steffen also reminded residents of the Residence Tour that is being hosted by the DNA which will feature lofts in the historic district and new townhomes in the downtown area on June 23, 2007. Announcements from Staff City Manager Folarin stated from this meeting forward that Public Information Officer Sue Olafson will make announcements regarding upcoming events within the City of Elgin. Public Information Officer Olafson listed the following upcoming events: Prairie Rock's Annual Brewfest will be held June 15th and 16th at Festival Park. She stated the event is free to the public and will include several vendors and live entertainment. e Juneteenth Festival will be held June 16th and 17th at the Civic Center Plaza. She stated it is an African-American festival of food and fun. This event is also free to the public. 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, Powers, Steffen, Walters, and Mayor Schock. Nays: None. The meeting adjourned at 6:25 p.m. __ L �`��_La. June 27, 2007 J• ifer S,/nton, Acting City Clerk Date Approved COMMITTEE OF THE WHOLE MEETING June 27, 2007 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, Powers, Steffen, Walters, and Mayor Schock. Absent: None. Approval of Minutes Councilmember Powers requested that the minutes regarding Phase I and Phase II of the Comprehensive Retail Plan be amended to reflect that he felt the phone survey would not be useful, but that the retail site analysis and demographic study would be useful tools. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the June 13,2007,Committee of the Whole meeting as amended above. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of the Charming Square Redevelopment Project The Channing Square Redevelopment Project was introduced to the Council by Assistant City Manager Sean Stegall and Management Analyst RuthAnne Hall. Their presentation was broken down into three main components: the project in the context of the neighborhood; the project's intended impact on the neighborhood; and the actual details of the project. The project is located at 111 N.Channing Street and covers approximately three acres. One of the key elements of the project has been the relationship with the Gifford Park Association. The goals of the project are to increase the percentage of owner occupied homes in the neighborhood and raise the medium home value in the Historic District. These goals can be accomplished through housing rehabilitation, improved infrastructure, and the introduction of new construction. Mr. Stegall reported that the City's various grant programs have been very helpful to assist with housing rehabilitation and that $270,000 worth of improvements have been made to Gifford Park and, if approved at this evening's City Council meeting, a $350,000 investment will be made to Charming Park. The price points for the new homes will be at approximately $260,000 or $270,000 without upgrades. The 70 closest properties to the site have an average value of$170,000 and the two most expensive properties are multifamily units. Mr. Stegall stated that it was necessary for the City to offer an incentive to the developer; otherwise the quality of the housing would have been much lower. Joe Safin of Bloodgood, Sharp, and Buster, architects of the project, presented the land plan and architecture of the project. He indicated that the project includes 14 single family homes and a Committee of the Whole June 27, 2007 Page 2 pocket park. All of the architecture will face the street and will be four-sided. The garages will be accessed from an alleyway or will be tucked back behind the houses. A variety of massing, roof lines, unique window arrangements, masonry fireplaces, porches, and colors will be incorporated into three floor plans ranging from 1900 square feet to 2400 square feet. Mr. Safin then reviewed the floor plans. Councilmember Figueroa asked how much participation the neighborhood had in the process or whether any survey had been conducted regarding a park versus a development. Assistant City Manager Stegall answered no because the City Council had already had previous discussions regarding this issue. Staff was aware,though,that a number of residents were in favor of a park,and that other residents were in favor of a high quality, residential development. Councilmember Figueroa expressed his concerns that there was little neighborhood involvement in the process. Mayor Schock reminded Council that in 2003 the Council directed staff to proceed in this direction. Councilmember Walters stated that the Gifford Park Association did provide input. Councilmember Figueroa asked about reducing the number of homes to ten and increasing the open space. Mr. Safin replied that fourteen lots was the threshold of making this project affordable, yet desirable. Bruce Hawkins of Aspen Builders confirmed that,considering the cost of cleaning up the site, making the planned improvements, and building quality, affordable homes, the project would need fourteen homes. Councilmember Kaptain questioned who was paying for utilities and Assistant City Manager Stegall replied that the City is providing the land,the incentive which covers the cost of site improvements; i.e. sidewalks, streets, and utilities, and for the upgraded architecture. Councilmember Powers inquired about deconversion progress. Assistant City Manager Stegall replied that one deconversion is already in the process due to this development and that two others are under consideration to be purchased and deconverted. Councilmember Steffen questioned why a park was not considered. Assistant City Manager Stegall replied that Channing Park is only two blocks away and is twice the size of this property. He said that based on the demographic statistics, the primary need for the neighborhood was for new investment. Councilmember Steffen asked if consideration could be given to small children crossing the street. Councilmember Walters mentioned that the Gifford Park Association has purchased a number of homes and then resold them to interested persons who restored them. Councilmember Powers felt the key statistic for him was the 66% of residences that are rental and this is the single most opportunity in a generation to provide significant investment to the neighborhood. He compared this project to infill projects in Chicago. Councilmember Gilliam also commented that he this was the City's chance to invest in an eastside neighborhood. Councilmember Kaptain stated that although he was in favor of the project,he did not feel the pocket park was suitable for the neighborhood and that he would like a meaningful park. Mayor Schock Committee of the Whole June 27, 2007 Page 3 stated that Channing Park is only.2 of a mile from this property and that the passage across Chicago Street is protected by signalization. Councilmember Powers suggested that a tot park be incorporated into the pocket park and that someone contact KaBoom to see if they would be interested in partnering on this. Councilmember Gilliam made a motion, seconded by Councilmember Powers,to approve entering into a development agreement with Channing Partners, LLC in the amount of$950,000 for the purposes of developing the site of the former Channing YMCA as well as 272 and 279 N. Spring Street with detached single family homes. Councilmember Figueroa again stated his concerns about the lack of neighborhood input. Councilmember Steffen also indicated that he had some concerns about the same issue. Councilmember Walters said that four years ago he was in favor of a park,but that he has since changed his mind because of what this will do for the neighborhood. Upon a roll call vote: Yeas: Councilmembers, Gilliam,Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: Councilmember Figueroa Consideration of a Change Order Number 1 for the Construction of Fire Station 7 Councilmember Figueroa made a motion,seconded by Councilmember Gilliam,to authorize Change Order No. 1 in the amount of$69,612 with FGM Architects,Inc. for the increase in design services and engineering of Fire Station 7. Upon a roll call vote: Yeas: Councilmembers Figueroa,Gilliam, eft' Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Northern Illinois Special Recreation Association Reciprocal Van Use Agreement Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve the reciprocal Van Use agreement with Northern Illinois Special Recreation Association. Upon a roll call vote: Yeas: Councilmembers Figueroa,Gilliam,Kaptain,Powers, Steffen,Walters,and Mayor Schock. Nays: None. Consideration of a Co-sponsorship Agreement with DNA for the Elgin Cycling Classic Bike Race Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve an agreement with the Downtown Neighborhood Association for a not-to-exceed amount of$31,335.40 in financial and in-kind support to organize and conduct the Elgin Cycling Classic Bike Race on Sunday,August 5,2007. Upon a roll call vote: Yeas: Councilmembers Figueroa,Gilliam,Kaptain, Powers, Walters, and Mayor Schock. Nays: None. Councilmember Steffen abstained due to a conflict of interest. Committee of the Whole June 27, 2007 Page 4 Consideration of Amendment No. 1 to the Engineering Services Agreement with Bollinger, Lach & Associates (BLA) for the Frazier Avenue Lowering Project Councilmember Figueroa made a motion, seconded by Councilmember Powers, to approve Amendment No. 1 to an agreement with Bollinger,Lach&Associates in the amount of$84,124.36 for construction related engineering services and additional design engineering services for the Frazier Avenue Lowering Project. Upon a roll call vote:Yeas: Councilmembers Figueroa,Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an Easement Agreement for Public Streets and Utilities with Nicor Gas Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve an easement agreement for public streets and utilities with Nicor Gas at Randall Point Business Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Randall Point Business Park Subdivision Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to accept two ribk easement agreements with Nicor Gas to allow the construction of a public roadway and other necessary and approved underground public utilities at Randall Point Business Park Subdivision. Upon a roll call vote:Yeas: Councilmembers Figueroa,Gilliam,Kaptain,Powers, Steffen,Walters, and Mayor Schock. Nays: None. Consideration of an Otter Creek Interceptor and Water Main Phase 5B Proposed Highway Permit with Kane County Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed highway permit with Kane County with respect to sanitary sewer and water main crossings of Damisch Road and Highland Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of Public Utilities and Associated Easements Constructed to Serve Various Single Lot Developments Councilmember Figueroa made a motion,seconded by Councilmember Kaptain,to accept the public utilities and related easements for ownership and maintenance from various developers of single lot developments. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole June 27, 2007 Page 5 Consideration of an Extension of Contract with Meade Electric for Traffic Signal Maintenance Councilmember Gilliam made a motion,seconded by Councilmember Kaptain,to approve a one year extension of the existing contract with Meade Electric Company, Inc. in an amount not to exceed $53,460 for traffic signal maintenance. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendments to Chapter 11 of the Elgin Municipal Code,Entitled"Vehicles and Traffic" Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the recommendations from the neighborhood Services Committee to amend Chapter 11 Elgin Municipal Code, entitled "Vehicles and Traffic" at a cost of $750. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Powers, Steffen,Walters, and Mayor Schock. Nays: None. Consideration of a Performance Agreement with the Elgin Symphony Orchestra Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a performance agreement with the Elgin Symphony Orchestra in the amount of $91,000 for the FoxFireFest,the establishment of a Friday Matinee Series and for the expansion of the Pops Series. Upon a roll call vote:Yeas:Councilmembers Figueroa,Gilliam,Kaptain,Powers, Steffen,Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa asked whether the rules at the Wing Park or Lords Park pools also apply to Festival Park. Randy Reopelle replied that the splash pad playground concept is so new that no criteria have been established. Councilmember Powers apologized that the "Wizard of Oz" sing-along had to be canceled due to muddy conditions. In the future,he stated he will be the contact person,the series will continue,and the next movie is"Some Like It Hot". Announcements from Staff Public Information Officer Olafson reviewed upcoming events for the 4th of July. The rain date for the fireworks is July 5. The City's summer concert series continues at both Lords Park and Wing Park. r Committee of the Whole June 27, 2007 Page 6 Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. The meeting adjourned at 7:13 p.m. July 11, 2007 Diane Robertson, City lerk Date Approved r r COMMITTEE OF THE WHOLE MEETING July 11, 2007 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, Powers, Steffen, 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 June 27, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Presentation by Elgin Area Convention & Visitors Bureau (EACVB) Kimberly Bless, President and CEO of the Elgin Area Convention & Visitors Bureau, gave a summary of the activities of the EACVB for 2006 and early 2007. She also announced events planned for the remainder of 2007 and into 2008. Consideration of ABC Chicago FM Sponsorship of The Hemmens Cultural Center/Herman's Hermits, 1964-The Tribute, Davy Jones, The Ides of March and Jerry Stiller Performances Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the sponsorship agreement with ABC Chicago FM Radio for the Herman's Hermits, 1964—Tribute, Davy Jones, The Ides of March, and Jerry Stiller performances at The Hemmens Cultural Center during the 2007-2008 Performing Arts Season as presented in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Euclid Beverage/Miller Brewing Sponsorship of The Hemmens Cultural Center 2007-2008 Performing Arts Season Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve a sponsorship agreement with Euclid Beverage/Miller Brewing for The Hemmens Cultural Center 2007-2008 Performing Arts Season as presented in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of The Daily Herald Co-Sponsorship of The Hemmens Cultural Center 2007-2008 Performing Arts Season ers"' Councilmember Kaptain made a motion, seconded by Councilmember Powers, to approve the Committee of the Whole July 11, 2007 Page 2 C co-sponsorship agreement with The Daily Herald for The Hemmens Cultural Center 2007-2008 Performing Arts Season as presented in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of WDRV/Bonneville Broadcasting Sponsorship of The Hemmens Cultural Center/Alan Parsons Live Project Performance Councilmember Kaptain made a motion, seconded by Councilmember Figueroa,to approve a sponsorship agreement with WDRV/Bonneville Broadcasting for the Alan Parsons Live Project performance at The Hemmens Cultural Center during the 2007-2008 Performing Arts Project as presented in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Lease and Use Agreement Amendment with Sherman Hospital Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve an amendment to the lease and use agreement with Sherman Hospital as presented in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of the Acceptance of Public Improvements in the Triumph Subdivision Councilmember Walters made a motion,seconded by Councilmember Kaptain,to accept all public improvements in the Triumph Subdivision. Upon a roll call vote:Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of the Purchase of Service Agreement with Elgin Proud and Beautiful, Inc. Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the purchase of service agreement with Elgin Proud and Beautiful, Inc. in the amount of$4,560 for the 2007 activities that include: planning and coordination of various beautification and planting projects; purchase of a new mascot costume; and participating in a variety of community events to promote anti-litter and recycling. Upon a roll call vote: Yeas: Councilmembers Figueroa,Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of the Environmental Testing Service, North Grove Residential Redevelopment Area and McBride Street Right of Way Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize an environmental services contract with Terracon Consulting Engineers & Scientists in the amount of$32,690 for environmental testing services at the North Grove Residential Redevelopment Area and the McBride Street and former railroad rights-of-way. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole July 11, 2007 Page 3 r Consideration of the Proposed Ordinance Authorizing Immediate Police Towing of Vehicles for Driving Without Valid License or Under the Influence of Alcohol or Drugs Councilmember Kaptain made a motion, seconded by Councilmember Powers, to approve the proposed ordinance amending Chapter 11.40, entitled "Special Stops Required; Miscellaneous Rules of the Road", authorizing the immediate police towing of vehicles when the operator is determined to be driving without a valid license or under the influence of alcohol or drugs as presented in the memo provided to Council. Councilmember Figueroa asked for an explanation of the process involved when the police currently stop an individual with no license and the amount of the fine that might be levied. Chief Womack outlined the procedure which includes a custodial arrest,but not the automatic towing of the vehicle. Councilmember Walters indicated that the fine would be up to $2,500 and up to one year in the county jail. Councilmember Figueroa asked how it is determined whether a driver has been issued a drivers license. Chief Womack replied that the officer will run a computer check on the driver. Councilmember Steffen wondered what happens to the driver. Chief Womack explained that the individual is brought to the station,booked, and then goes through the bonding process. Councilmember Steffen asked about the difference between the twelve hour hearing and the regular hearing. Corporation Counsel Cogley explained that the former is the deprivation hearing and the latter hearing is on the actual charges. Councilmember Steffen asked how notice is given to the vehicle owner and Corporation Counsel Cogley explained the formal notification process. Councilmember Figueroa stated that no one should be driving without a valid license especially under the influence. He will not be supporting the ordinance, though,because of the additional fine. He feels that it imposes an undue hardship on ordinary citizens. Councilmember Walters stated that a nearby community was sued because someone was arrested for D.U.I.,bonded out, got into their car, and had another accident. He stated that he did not want someone able to get back into a vehicle and endanger other citizens just because he has money in his pocket. Councilmember Figueroa stated that if ordinance was amended to remove the fine, he would vote for it. Councilmember Kaptain cited statistics from the Illinois Department of Transportation website regarding fatal accidents that involved either impaired or unlicensed drivers. He felt the proposed ordinance was acceptable. Councilmember Powers stated in was in accordance with Councilmembers Kaptain and Walters. Upon a roll call vote: Yeas: Councilmembers Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: Councilmember Figueroa Consideration of Liquor Code Amendments Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the proposed ordinance amending Chapter 6.06, entitled"Alcoholic Liquor Dealers" as presented in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, r Committee of the Whole July 11, 2007 Page 4 ribs Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Co-Sponsorship Agreement with the Puerto Rican Heritage Organization Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve the co-sponsorship agreement with the Puerto Rican Heritage Organization in an amount not to exceed $11,818.25 for activities related to Puerto Rican Week to be celebrated from August 5 through August 11. Upon a roll call vote: Yeas: Councilmembers Kaptain, Powers, Steffen, Walters, and Mayor Schock. Councilmember Figueroa abstained due to a conflict of interest. Nays: None. Announcements from Council Councilmember Steffen announced there will be a farewell party on July 27 for Norma Meisse who is leaving the Downtown Neighborhood Association. Further details will be forthcoming. Announcements from Staff Chief Womack reviewed the 2006 Crime Statistics for Council. Sue Olafson announced upcoming City events. Adjournment Councilmember Walters made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. The meeting adjourned at 6:50 p.m. `•,, .,. July 25, 2007 Diane Robertson, City Cl k Date Approved r COMMITTEE OF THE WHOLE MEETING SPECIAL MEETING July 18,2007 The special Committee of the Whole meeting was called to order by Mayor Schock at 4:18 p.m. in the Heritage Ballroom of The Centre. Present:Councilmembers Figueroa,Gilliam,Kaptain,Powers, Steffen, Walters, and Mayor Schock. Absent: None. Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to suspend the Committee of the Whole Meeting and enter into Executive Session. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,Kaptain,Powers, Steffen, Walters,and Mayor Schock. Nays: None. At 4:45 p.m. the Mayor reconvened the Committee of the Whole with all members present. Discussion Regarding 2008-2012 Budget Priorities City Manager Olufemi Folarin lead the budget discussion and reminded Council that the items previously presented in the budget matrix will not be the only items ultimately presented. The purpose of this meeting was to focus only on those items ranked in the top ten. Finance Director Jim Nowicki then presented an update on the 2007 budget. He indicated that the City is on track for the first six months and stated that 75%of the expense items are employee based. Assistant City Manager Sean Stegall then reviewed the budget matrix focusing on the top ten items: 1. Funding for mandatory deconversions 2. "Green"master plan 3. Four fulltime Public Works operational staff 4. Professional softball stadium/complex 5. Sports Complex support facility enhancements 6. New performing arts center or major Hemmens renovation 7. Entry corridor improvement program 8. Acquisition of problem residential properties 9. Burying/relocating overhead electric utilities 10. Dundee Avenue sign amortization/conformance program In reference to Item #1, Corporation Counsel Bill Cogley stated that the Legal Department has drafted an ordinance to require adequate, off-street parking for multi-family units. The ordinance would provide for a minimum of two parking spots for each dwelling and a specific period of time in which the owner would have to meet these provisions. It was estimated that this would affect over 1,200 multi-family properties or over 2,400 units. Observations noted by Mr. Stegall were: Committee of the Whole— Special Meeting July 18, 2007 Page 2 rik • Public Works Operations is viewed as the most important staffing need for the community. • The Entry Corridor Improvement Program is the most important infrastructure project for the City Of Elgin. • There is strong agreement among the Council as to which projects are low priorities and those which are high. The only exceptions would be the Bikeway Implementation and the burying/relocating of overhead electric facilities. • The City Council is seeking a comprehensive shift in City policy and operations through the creation of a Green Master Plan. • The City Council is satisfied with the current level of street funding as $10,000,000 was added to the budget last year. • The City Council believes moving operating capital expenditures from the Riverboat Fund to the General Fund is a low priority. • The development of the Unilever property as a park should be delayed. • Not-for-profit funding should remain at 2007 levels. • In all respects, Parks, Public Works, and Planning/Preservation is the highest priority. • Water rate increases should be kept at a moderate level. • The needs of the Sports Complex should come before the development of the Regional Park. A professional softball stadium and a new performing arts center or major Hemmens improvements are top priorities for the City Council. It was noted that 2009/2010 will represent a significant opportunity for staffing adjustments if the Early Retirement Program proceeds. If the program was to be offered, it would most affect top and middle management. City Manager Folarin indicated that in order to fund a new project or to raise the priority of an existing project, it may be necessary for the funding to be taken from an existing project. Council requested an estimate of the cost for funding the top ten items and Mr. Stegall advised this information would come with the budget material. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa,Gilliam,Kaptain,Powers,Steffen, Walters, and Mayor Schock. Nays: None. The meeting adjourned at 6:35 p.m. August 8, 2007 Diane Robertson, Ci Clerk Date Approved