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2007 Committee of the Whole Meeting (2)
a COMMITTEE OF THE WHOLE MEETING July 25, 2007 The regular Committee of the Whole meeting was called to order by Mayor Schock at 6:01 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Absent: None. Approval of Minutes Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve the minutes of the July 11, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an Environmental Engineering and Remediation Services Agreement with Terracon Consulting Engineers and Scientists for 502 N. Grove Avenue Councilmember Kaptain made a motion, seconded by Councilmember Walters, to authorize a contract with Terracon Consulting Engineers and Scientists in the amount of$89,221 for environmental engineering and remediation services for 502 North Grove Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Sole Source Purchase from TOMCO Equipment Company of a Replacement Carbon Dioxide Storage Tank Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to authorize the sole source purchase from TOMCO Equipment Company of a carbon dioxide storage tank for the Riverside Water Treatment Plant in the amount of$216,200. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an IEPA Grant for the Elgin Regional Park Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve entering into an agreement with the Illinois Environmental Protection Agency for a Section 319 grant in the amount of$48,000 to assist with the planning of the Elgin Regional Park. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with AT&T Global Services for High Speed Service Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept the five year renewal agreement with AT& T Global Services and to pay a monthly invoice in the rok amount of$784 plus applicable taxes to provide high capacity/speed connectivity lines between the Emergency Communications Center and the four radio towers. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Committee of the Whole July 25, 2007 Page 2 r Nays: None. Consideration of an Amendment to Chapter 11 of the Elgin Municipal Code, Entitled "Vehicles and Traffic", as provided by the Neighborhood Services Committee Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the amendments to Chapter 11 "Vehicles and Traffic" as provided 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. Announcements from Council - none Announcements from Staff Sue Olafson announced upcoming City events. Adjournment Councilmember Walters made a motion, seconded by Councilmember Gilliam, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 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 6:08 p.m. August 8, 2007 Diane Robertson, City lerk Date Approved COMMITTEE OF THE WHOLE MEETING August 8,2007 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, Powers, Steffen, Walters, and Mayor Schock. Absent: None. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the minutes of the July 18, 2007, special meeting and the minutes of the July 25, 2007,regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Proposed Technical Amendments to Titles 7, 9 and 14 of the Elgin Municipal Code in Compliance with Illinois Environmental Protection Agency Permits Councilmember Walters made a motion, seconded by Councilmember Figueroa,to approve the proposed technical amendments to Titles 7, 9, and 14 of the Elgin Municipal Code necessary to comply with permits issued to the City by the Illinois Environmental Protection Agency for the City's Municipal Separate Storm Sewer System and the Combined Sewer Overflow System. Councilmember Kaptain voiced a concern that if the permits were exactly followed that it might become mandatory that leaves be bagged, that property owners along a creek might become responsible for the stream banks and any pollution into Tyler Creek and Poplar Creek, and that it would require property owners owning parking lots for more than ten cars to clean them quarterly and sweep them on a monthly basis. Councilmember Walters rescinded the original motion and a new motion was made by Councilmember Walters, seconded by Councilmember Kaptain, to table the item. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Sole Source Contract with US Filter/Wallace & Tiernan Products for a Soda Ash Feeder Replacement at the Riverside Water Treatment Plant Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the contract with US Filter/Wallace & Tiernan Products in the amount of$27,941 for the purchase and installation of a replacement soda ash feeder at the Riverside Water Treatment Plant. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole August 8, 2007 Page 2 Consideration of an Agreement with Addison Restaurant Services, Inc. to Operate Food and Beverage Operations at The Highlands Elgin Golf Course Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve an agreement with Addison Restaurant Services, Inc. for an annual rental fee of$50,000 with a 3 percent adjustment for gross revenues over$1,000,000 to operate the food and beverage operations at The Highlands of Elgin Golf Course. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an Agreement with Reach Sport Group, Inc. for Plasma Advertising Displays Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve an agreement with Reach Sport Group, Inc. to be paid in commission payments over the next three years totaling $7,500 for plasma advertising displays. 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 the Hispanic Heritage Coalition for activities related to Fiesta Salsa Councilmember Gilliam made a motion, seconded by Councilmember Kaptain,to approve a co- sponsorship agreement with the Hispanic Heritage Coalition in an amount not to exceed $12,055 for activities related to Fiesta Salsa. Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Councilmember Figueroa abstained due to a conflict. Consideration of a Sponsorship Agreement with Acme Refining for The Hemmens Cultural Center's 2007-2008 Performing Arts Season Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve a sponsorship agreement with Acme Refining as presented in the memo provided to Council for The Hemmens Cultural Center's 2007-2008 Performing Arts Season. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole August 8, 2007 Page 3 Consideration of a Sponsorship Agreement with the Elgin Courier News for the Arlo Guthrie and The Ides of March performances during the 2007-2008 Performing Arts Season and the entire Performing Arts for Young People Season Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve a sponsorship agreement with the Elgin Courier News for the Arlo Guthrie and The Ides of March performances during the 2007-2008 Performing Arts Season, as well as the entire Performing Arts for Young People Season as 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 a Sponsorship Agreement with Newsweb Radio Group for the 2007-2008 Performing Arts Season Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve a sponsorship agreement with Newsweb Radio Group for the 2007-2008 Performing Arts Season as 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 a Sponsorship Agreement with Nextmedia for the Direct From Vegas-The Rat Pack and the Turtles performances at the Hemmens Cultural Center's 2007-2008 Performing Arts Season and the entire Performing Arts for Young People Season Councilmember Kaptain made a motion, seconded by Councilmember Gilliam,to approve a sponsorship agreement with Nextmedia for the Direct From Vegas-The Rat Pak and The Turtle performances at The Hemmens Cultural Center during the 2007-2008 Performing Arts Season and the entire Performing Arts for Young People Season as 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. Announcements from Council Councilmember Gilliam commented that he had read an article in one of the papers concerning the Centre and he wanted to acknowledge the efforts of the Centre's staff in working toward reducing expenses. Councilmember Kaptain expressed his appreciation to the over 200 volunteers that worked at the FoxFire Fest. Councilmember Walters thanked all of the community groups that participated in the National Night Out. Committee of the Whole August 8, 2007 Page 4 Announcements from Staff Public Information Officer Olafson announced upcoming City events. 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. Establishment of Reserves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immunity Act- Exempt Under Section 120/2(c)(12) of the Open Meetings Act Collective Bargaining Issues or Deliberations Concerning Salary Schedules for One or More Classes of Employees - Exempt Under Section 120/2(c)(2) of the Open Meetings Act The meeting adjourned at 6:14 p.m. �u - August 22, 2007 Diane Robertson, City lerk Date Approved COMMITTEE OF THE WHOLE MEETING August 22, 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 Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the August 8, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Proposed Technical Amendments to Titles 7, 9 and 14 of the Elgin Municipal Code in compliance with Illinois Environmental Protection Agency Permits Councilmember Walters made a motion, seconded by Councilmember Gilliam, to remove the proposed technical amendments to the Elgin Municipal code necessary to comply with permits issued to the City by the Illinois Environmental Protection Agency for the City's municipal separate storm sewer system and the combined sewer overflow system from the table for consideration. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the proposed technical amendments to the Elgin Municipal code necessary to comply with permits issued to the City by the Illinois Environmental Protection Agency for the City's municipal separate storm sewer system and the combined sewer overflow system. Councilmember Powers stated that he has concerns about how the City was going to enforce the provisions of this permit. Councilmember Walters asked what would happen if the City did not pass the amendments. Corporation Counsel Cogley indicated that the IEPA could fine the City. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 2 with Northwest Contractors Inc. for the Construction of the Highlands of Elgin Clubhouse Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve the execution of Change Order No. 2 with Northwest Contractors Inc. in the amount of$282,825 for the Highlands of Elgin Clubhouse and related site landscaping. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. ''' Nays: None. Committee of the Whole August 22, 2007 Page 2 Amendment No. 1 to an Agreement with TranSystems Corporation for the Larkin/Airlite/Foothill Intersection Improvement Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize Amendment No. 1 to the agreement with TranSystems Corporation in the amount of$14,980 for additional design and construction engineering services for the Larkin/Airlite/Foothill Intersection Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of a Kane County Highway Permit for Traffic Signals at Longcommon Parkway and Bowes Road Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize the City Manager to execute the highway permit with the Kane County Division of Transportation as the authorized Municipal Officer allowing the installation of traffic signals at Longcommon Parkway and Bowes Road. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of an Amendment to Chapter 11 of the Elgin Municipal Code, Entitled "Vehicles and Traffic", as provided by the Neighborhood Services Committee Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the amendment to Chapter 11 of the Elgin Municipal Code, entitled, "Vehicles and Traffic", as provided by the Neighborhood Services Committee at a cost of$300. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Appointment to Economic Development Council Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the recommendation of appointing Jackie Tredup to the Economic Development Council for a term to expire December 31, 2008. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Kaptain thanked the City of Aurora for the use of their mobile command center during FoxFire Fest. Announcements from Staff None Committee of the Whole August 22, 2007 Page 3 Adjournment Councilmember Figueroa made a motion, seconded by Councilmember Walters, to adjourn and go into the Executive Session for the purpose of discussing the following matters. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, 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 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 6:17 p.m. September 12, 2007 Diane Robertson, Cit Clerk Date Approved COMMITTEE OF THE WHOLE MEETING ( September 26, 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 August 29, 2007, special meeting and the September 12, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of City's Insurance Policies for 2007—2008 Councilmember Walters questioned why the City is raising the deductible on the pollution insurance that we receive from American International Specialty Lines. Gail Cohen, Director of Purchasing and Risk Management, stated that there have been no claims regarding this policy which is why the deductible was raised. rik A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Agreement with Par Group, L.L.C. Relating to Executive Search for a New Fire Chief A resolution will be presented at tonight's Council meeting for adoption by the City Council. Consideration of Elgin Retiree Health Insurance Trust Agreement Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed City of Elgin Retiree Health Insurance Trust Agreement which is required to implement Governmental Accounting Standards Board#43 requiring that a trust be established to hold Other Post Retirement Benefit contributions. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole September 26, 2007 Page 2 Consideration of Program Year 2008 Community Development Block Grant Hearing Process Councilmember Kaptain made a motion, seconded by Councilmember Walters, to schedule the hearing and work session dates listed below for the 2008 Community Development Block Grant Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. January 9, 2008 First Public Hearing. February 13, 2008 City Council Work Session. April 9, 2008 Final Public Hearing Consideration of Proposed Expansion of Veterans Memorial Committee Project Membership Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to amend the proposed expansion of the Veterans Memorial Committee membership to include a representative from the Gail Borden Library. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the request to expand the membership of the Veteran's Memorial Committee as amended to include a representative from the Gail Borden Library. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Storm Sewer Expense Reimbursement to Kinney Electric Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an expense sharing agreement with Kinney Electric in the amount of$58,862 to cover the City's portion of the cost of storm sewer construction relating to the building expansion being constructed at 573 North Crystal. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of Public Improvements in the Princeton West Subdivision Councilmember Kaptain made a motion, seconded by Councilmember Walters, to accept the public improvements in the Princeton West single family homes subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole September 26, 2007 Page 3 rink Consideration of Engineering Services Agreement with Engineering Enterprises for the St. Charles Street Water Main Replacement Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize an agreement with Engineering Enterprises in the not to exceed amount of$25,000 for design engineering services for the St. Charles Street Water Main Replacement. Councilmember Walters expressed concern about all of the construction in the area blocking major entrances and exits into the City and stated that he would like to make sure that our efforts are coordinated to allow for more than one main route into the City to avoid undue delays and major accidents. Assistant City Manager Stegall stated that there are ways to coordinate the schedule of construction to alleviate the Council's concerns. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Purchase of Service Agreement with Children's Theatre of Elgin for two productions Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the agreement with Children's Theatre of Elgin by providing financial support in the amount of $15,200 for two productions to be applied to Hemmens fees. 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 the 2008 Budget Schedule Assistant City Manager Stegall introduced RuthAnne Hall, Management Analyst, presented the 2008 budget schedule as listed below which is necessary in order to adopt the budget and 2008 through 2012 financial plan: 11/07/2007 City Council Budget Retreat— Special Meeting: 5:00 p.m., Centre 11/14/2007 City Council Budget Discussion: 5:00 p.m. 12/05/2007 City Council Budget Discussion: 5:00 p.m. 12/05/2007 Truth in Taxation Hearing: 7:00 p.m. 12/12/2007 City Council Budget Discussion, if necessary: 5:00 p.m. 12/19/2007 Budget Adoption: 7:00 p.m. Assistant City Manager Stegall presented the Council with feedback from the community that was gathered during the budget roundtable discussions regarding the top ten priorities that the Council had previously outlined for discussion. He updated Councilmembers regarding funding for amortization for converted residential dwellings. He stated that roughly 25% of the 1,850 currently unconverted multi-unit residential dwellings would be unable to meet the off-street parking requirement which would result in roughly a 13.8 million dollar expense on the City of Committee of the Whole September 26, 2007 Page 4 rik Elgin's part. He stated that there are a number of different factors regarding this program that need to be resolved and would currently like to have Staff further analyze the information and provide Council with the results of that analysis during the budget process. Mr. Stegall believes that they will have a recommendation as far as implementing the program from an attainable financial stand point during the later budget discussions, possibly in November. Assistant City Manager Stegall led the discussion of building a new performing arts center versus doing major renovations to The Hemmens Cultural Center. He stated that the Hemmens is approaching functional and physical obsolescence and outlined some of the problems that were brought to light by two different research companies hired for surveys. He stated that there are four options outlined below that the community is faced with in regards to The Hemmens Cultural Center: 1. Status Quo —recognize that the building is likely approaching obsolescence and manage it at the best level possible. There would be no renovations made and the City would not replace The Hemmens Cultural Center with a new building. This option would likely still cost the City $10 million dollars in order to replace the failing HVAC system and put in ground floor restrooms. 2. Renovate the existing facility—expand the building with additional seating, replace the HVAC, expand the fly loft, raising the original roof 10 feet, as well as make a variety of additional improvements. The cost for this option would approach $30 million dollars which would be 75% of the cost for a new building. 3. Construct a new building. This option is estimated to be around $40 million dollars. 4. Exit the business - demolish the existing building and replace it with something completely different. Assistant City Manager Stegall stated that Staff is currently asking for direction in order to decide which option to pursue. Councilmembers participated in discussion and posed some of the following questions: • How long would The Hemmens Cultural Center be shut down if the building were to be renovated? Is a partial renovation an option? • Why is the estimated cost of constructing a new building significantly lower than previous quotes? • Would it be possible to keep the existing building as a community theater and construct a new building? • If renovations were conducted, what is the timeframe in which The Hemmens Cultural Center will again be facing obsolescence? • Will a new building be self-sustaining? Committee of the Whole September 26, 2007 Page 5 r Councilmember Gilliam made a motion, seconded by Councilmember Figueroa,to direct Staff to examine the costs of renovating The Hemmens Cultural Center and how long it would last compared to building a completely new facility without raising property taxes, and present the Council with a plan for how to finance each. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Announcements from Staff Police Chief Womack updated the Council and Community regarding the recent gang activity and she outlined some of current efforts undertaken by the Elgin Police Department to combat this activity. She believes that the efforts of the Elgin Police Department are getting positive results and asks that the community call about any suspicious activity within their neighborhoods. Public Works Director Loete provided Council with an update regarding the storm damage on September 25, 2007. He outlined the efforts taken and currently underway by the Public Works Department to address the damage which was located mostly on the west side of the City. He stated that special branch pickup would continue in the affected areas through next week. Public Information Officer Olafson announced upcoming City events. Announcements from Council Councilmember Figueroa congratulated Staff for all of the events that were hosted at Festival Park,but he would like them to establish guidelines regarding sound control for the next year. Assistant City Manager Stegall stated that the issue will be reviewed by Staff and standards will be established for acceptable levels of noise for next year's schedule. Elgin Community Network will be sponsoring"Elgin Alive". There will be a series of programs with the theme being"A Sustainable Community". 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. ,- �`'/ October 10, 2007 J- ifer • /nton, Deputy City Clerk Date Approved SPECIAL COMMITTEE OF THE WHOLE MEETING OCTOBER 22,2007 A special Committee of the Whole meeting was called to order by Councilmember Gilliam at 7:04 p.m. in the Heritage Ballroom of The Centre. Present: Councilmembers Figueroa, Gilliam, Kaptain, and Powers. Absent: Councilmembers Steffen, Walters, and Mayor Schock. Councilmember Gilliam welcomed the audience and introduced George Irizarry, Chairman of Elgin Latino Political Action Team (ELPAT). Mr. Irizarry thanked the audience for attending and introduced Major Emmanuel Seay, of Street Intervention/YMCA. Mr. Seay gave a presentation on the Street Intervention program and how it has been used in Chicago. A question and answer session followed. Mr. Seay's final suggestions on starting an intervention program were to: inventory what resources are available; determine who is doing what, decide what is missing; find someone to propel the process; and ensure that"everyone" is talking to each other. Councilmember Gilliam thanked everyone again for attending. Adjournment Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, and Powers. Nays: None. The meeting adjourned at 8:34 p.m. November 14, 2007 Diane Robertson, City Clerk Date Approved r COMMITTEE OF THE WHOLE MEETING October 24, 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, 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 October 10, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Schedule of 2008 City Council Meetings Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to authorize the approval of the proposed resolution setting forth the schedule of City Council meetings for 2008. Councilmember Gilliam asked if the last meeting in March would coincide with the U-46 spring break and it was determined that it would. Councilmember Gilliam then amended the motion, seconded by Councilmember Figueroa, such that the March meetings would be March 12 and L March 19. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment to ICMA RC Vantage Care Retirement Health Savings Plan Councilmember Walters made a motion, seconded by Councilmember Powers, to approve an amendment to the ICMA RC Vantage Care Retirement Health Savings Plan. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Proposed Amendments to Zoning Ordinance Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize staff to proceed with implementing the amendments provided in the memo to Council to the Zoning Ordinance. Councilmembers Gilliam, Powers, and Walters individually commented that these were positive changes. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Kane County Auto Theft Task Force Amendment to Grant Award Agreement for Task Force Operation Equipment Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve an amendment to the Kane-Cook Auto Theft Task Force Grant to accept additional trust funds in the Committee of the Whole October 24, 2007 Page 2 amount of$25,750 for 2007 from the Illinois Motor Vehicle Theft Prevention Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Illinois Department of Transportation DUI Highway Safety Project Grant Agreement for the City of Elgin Police Department Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to accept a Highway Safety Project Grant in the amount of$83,211 from the Illinois Department of Transportation- Division of Public Safety for the Elgin Police Department. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Illinois Department of Transportation Highway Speed Enforcement Highway Safety Project Grant Agreement for the City of Elgin Police Department Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the acceptance of a Highway Safety Project Grant in the amount of$64,792 from the Illinois Department of Transportation—Division of Public Safety for the Elgin Police Department to conduct speed saturation patrol enforcement efforts. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to Engineering Services Agreement with Rezek, Henry, Meisenheimer and Gende for Water Department Backup Power Project Upon the request of City Manager Folarin, Councilmember Gilliam made a motion, seconded by Councilmember Walters, to table Amendment No. 1 to the agreement with Rezek, Henry, Meisenheimer, and Gende in the amount of$33,344 for engineering services for the Water Department Emergency Backup Power Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 (Final)with Morse Energy LLP for the Riverside Treatment Plant and Slade Avenue Facility Backup Power Project Upon the request of City Manager Folarin, , Councilmember Gilliam made a motion, seconded by Councilmember Walters, to table Change Order No. 1 with Morse Energy LLC in the amount of$3,132 for the Riverside Water Treatment Plant and Slade Avenue Facility Backup Power project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 2 to Engineering Services Agreement with Burns & McDonnell for Bowes Road Booster Pump Station Committee of the Whole October 24, 2007 Page 3 Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize Amendment No. 2 with Burns and McDonnell in the amount of$37,500 for engineering services for the Bowes Road Booster Pump Station. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to Engineering Services Agreement with Hey and Associates for Proposed Improvements to Elgin Regional Park Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve Amendment No. 1 with Hey and Associates, In. in the amount of$80,000 for additional engineering services needed to fulfill an Illinois Environmental Protection Agency Grant for the Elgin Regional Park. Councilmember Walters asked about the status of the grant application to the IEPA. Assistant City Manager Stegall answered that the City still expected to receive the grant. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of the New Freedom/Job Access Reverse Commute Service Agreement for the Ride in Kane Program Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the Ride in Kane,New Freedom/Job Access Reverse Commute service agreement and authorize $63,047 as the City's 2008 local share contribution. Councilmember Kaptain stated that he felt it was critical to start looking at alternative means of transportation if PACE is not able to supply it. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa reported that he has attended several community leader meetings regarding the recent gang activity. Because of the diversity and number of people attending, he recommended that a special committee be appointed by the Council and that such committee would fulfill the following duties: unify the leadership among the City, police, school, clergy, and community organizations; inventory the current resources available; receive community input and recommendations on how best to address the gang issue and reduce gang violence in Elgin; prepare a comprehensive gang prevention and intervention program; and submit a final report on recommendations to the City Council. He recommended that this special committee be temporary and that it would be dissolved after the report has been submitted to the Council. Councilmember Figueroa recommended the following representation: Councilmembers Gilliam and Figueroa of the City Council, the City Manager's Office, the Police Department or the Gang Unit, Fran Cella of the Neighborhood Association, Dr. Ernest Gonzalez of School District U-46, Lynn Bosley of United Way, Shawn Whiteman of the Parents Groups, George Irizarry and Thomas Pao Pravonvienkam of the Community Organizations, and Pastor Tate and Bill Warren of the clergy. The meetings will be open to the public. From the audience, Ina Dews suggested a Committee of the Whole October 24, 2007 Page 4 r representative from the NAACP also be included. By consensus of the Council, staff was directed to prepare a resolution for consideration at the next meeting. Announcements from Staff Sue Olafson announced upcoming City events and the City's participation in the "Bright Lights and Safe Nights" program. This program is a joint effort between the City, ComEd, and United Way. ComEd has donated 5,000 energy-efficient light bulbs that are now being distributed throughout neighborhoods where there has been recent gang activity. These residents are being encouraged to keep their front lights on from dusk until dawn Adjournment Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, 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 6:17 p.m. `1 November 14, 2007 Diane Robertson, City Jerk Date Approved r COMMITTEE OF THE WHOLE MEETING November 14, 2007 The regular Committee of the Whole meeting was called to order by Mayor Schock at 5:10 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 October 22, 2007, special meeting and the October 24, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Budget Discussion Assistant City Manager Sean Stegall and Fiscal Services Director Jim Nowicki presented the first portion of the proposed 2008 budget. Mr. Stegall reported that the budget is balanced with total expenditures of just over$301 million, that it conforms to all of the City's financial policies, and that this is the sixteenth year that the City has maintained a$1.92 property tax rate as calculated for Kane County. Some of the key points noted were that growth and revenue have been revised downward; specifically that projections have been reduced from 6% annually to 5%. Income tax projections have been reduced and a zero percent increase in the sales tax has been projected for 2008. Some of the biggest outstanding issues affecting the City budget are on the state level such as worker's compensation laws, pension laws, riverboat gaming, and the sales tax formula calculations or a streamline sales tax. These issues could have a significant impact on the budget and affect up to $18 million in revenue. The focus is on the City's core activities with the goal of maintaining City programs and services first without expanding or presenting new ones. Mr. Stegall stated the City is probably in better shape than other communities due to the riverboat and to the fact that the City adds expenditures very slowly and methodically and predicts expenditures to be very high and revenues to be very low. Other issues to be considered include OPPEB (Other Pension and Post Employment Benefits), capital costs and moving these expenditures into the General Fund, debt issuance. Mr. Stegall outlined the guidelines used to develop the budget or how expenditures were prioritized. First, legal and financial obligations must be met. Then pensions must be met. Third, unfunded mandates must be addressed. Fourth, the goal is to maintain what the City is already doing or not cut services. Lastly, the expansion of services can be considered. Councilmember Walters asked how the streamline sales tax proposal would affect the City. Mr. Nowicki stated that currently, when a product is purchased, the sales tax is based on the point of sale. The streamline sales tax proposal would change that to the point of destination. Anything that is deliverable would be taxed at the point of delivery or destination. Mr. Nowicki stated that , '' the bill was initially focused on interne sales, but it has moved beyond that. Councilmember Powers stated that it would penalize industrial parks. Councilmember Walters asked what effect Committee of the Whole November 14, 2007 Page 2 this would have on the City's General Fund and Mr. Nowicki replied that a quick analysis indicated it could be up to $8 million. Mr. Stegall stated this would equate to funding the entire City operations for one month. Councilmember Walters stated that he wished there were state legislatures in the audience to answer why they are considering this and felt they did not have the courage to raise the taxes themselves. Councilmember Walters asked about the effects of the proposed changes in the gaming laws. Mr. Stegall said it could be up to $10 million, although this is not based on any research. Mr. Stegall also indicated there were changes proposed or already enacted that would limit the City's ability to control worker's compensation costs and that there are continual actions to increase pension benefits. Mr. Nowicki discussed the changes to duty disabilities. Mr. Stegall stated that as the costs associated with current employees become more expensive, it is difficult to add new ones. Councilmember Figueroa asked if the proposed budget is going to affect the commitments to the new subdivisions built in the Western area. Mr. Stegall replied that the budget anticipates those commitments already made. The proposed 2008 budget is anticipated to be $20 million less than the estimated 2007 actual. Mr. Stegall then reviewed the various fund accounts and the funding of the top ten priorities of the Council. Councilmember Figueroa asked if CDBG money could be used for the deconversion program. Mr. Stegall replied that it could, but that there is never enough money in CDBG to fund the other projects the council wants to do, so it would be just adding another item to that. Councilmember Figueroa asked about the waste transfer revenues funds. Mr. Stegall replied that the recommendation made to the Council last year was to use every dollar for capital items within the General Fund. He said the money will go to General Fund—Capital Improvements- Capital Expenditures Fund which will help address the issue of moving capital items into the General Fund. Mr. Stegall emphasized the importance of the TIF district and stated that it is the best defense against possible reduction in riverboat funds. He said that leveraging the TIF is essential and critical. He equated"incentives"to "investments". Investment in the TIF district generates more revenue for future years. Councilmember Figueroa asked about extending the TIF area and the Mayor explained that the Governor has already stated he would veto any attempts to extend any TIF districts. Mr. Stegall concluded the presentation at this point and will resume at the next Committee of the Whole Meeting on November 28. Consideration of Truth in Taxation Act Requirements and Budget Schedule Committee of the Whole November 14, 2007 Page 3 Councilmember Walters made a motion, seconded by Councilmember Figueroa,to set date for the Truth in Taxation public hearing for 7:00 p.m. on Wednesday, December 5, 2007. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Presentation by Hitchcock Design Group for Design Concepts of the Riverside Drive Promenade Rich Hitchcock of Hitchcock Design Group gave a report on the progress of the Riverside Drive Promenade project. He reminded Council that the goal of the project was to 1) create a destination, 2)provide a connection along the river front, and 3) provide a catalyst for further reinvestment and development of the downtown area. Mr. Hitchcock then pointed out the details of their design. Cost to remove the existing deck will be $1.5 million and the cost to create a new promenade area will be $6.5 million for a total cost of$8 million. Mr. Hitchcock recommended a series of upgrades at a cost of$3.9 million although there are no funds allocated for this. Mayor Schock asked that if the upgrades were to be completed at a later date, what would have to be done now. Mr. Hitchcock answered that the next step for his firm would be to make that determination. Mr. Hitchcock mentioned that a decision would have to be made soon whether to do a continuous wall along the river or a column supported structure. He is hoping to have a decision from the Regulatory Commission in December whether the retaining wall would be allowed. Mr. Hitchcock believes it will be simpler, more cost effective, and absolutely respectful of the river. He mentioned that if this is successful, the design development is accomplished, and the construction documents are ready, then a year from now the project should go out for bid. Councilmember Walters asked if any grants were available towards this project and Mr. Hitchcock did not think so. Councilmember Kaptain asked about the environmental aspects of the project, as he felt they should be incorporated into the project from the beginning. Mr. Hitchcock said that included in the baseline budget there are considerations for the stormceptors and bioswales, He indicated that permeable paving would be an upgrade. Councilmember Kaptain mentioned that an environmental grant writer he spoke with had indicated that she thought this was the best environmental storm water project she had seen and that it would open up many opportunities for grants. Mr. Hitchcock said he would be contact her. Councilmember Powers expressed his hope that Hitchcock Design Group would share these plans with realtors and developers who are interested in projects in the downtown. He said that he is concerned about the backside of the buildings facing the river. Mr. Hitchcock stated that is why they were putting the emphasis on the middle overlook and how it would function with these buildings. He indicated he would be very interested in speaking with any realtor or developer about the project. The Mayor thanked Mr. Hitchcock for the update. Consideration of the Proposed Amendment to the Northern Illinois Special Recreation Association's Articles of Agreement rik Councilmember Figueroa made a motion, seconded by Councilmember Gilliam, to approve the proposed amendment to the Northern Illinois Special Recreation Articles of Agreement as Committee of the Whole November 14, 2007 r Page 4 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 Acceptance of Public Improvements by Miller Realty in Mackenzie Woods Subdivision for City's Ownership and Maintenance Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to accept the public improvements in the Mackenzie Woods Subdivision and direct staff to prepare the necessary resolution. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Acceptance of Public Improvements by West Point Builders on Nesler Road for City's Ownership and Maintenance Councilmember Kaptain made a motion, seconded by Councilmember Gilliam,to accept the public improvements constructed by West Point Builders on Nesler Road from their northernmost to their southernmost entrances to West Point Gardens Subdivision and direct staff to prepare the necessary resolution. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Holiday Gift Certificates for Active City Employees Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve issuing $25 gift certificates to all active employees receiving checks in the 25th pay period for a total cost of approximately $23,750. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Business Improvement Grant with Terri Lynn, Inc. for signage at 1450 Bowes Road Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve a business improvement grant with Terri Lynn, Inc. for signage at 1450 Bowes Road in the amount of$3,759.50. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Agreement with CDS Office Technologies for Sixteen Panasonic Toughbook Mobile Data Terminals Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to authorize the purchase of sixteen Panasonic Toughbook Mobile Data Terminals from CDS Office Technologies in the amount of$87,680. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Change Order#3 with Brandenburg Industrial Service for additional Committee of the Whole November 14, 2007 Page 5 work related to the demolition and site cleanup at 51 N. State Street (Unilever), 40 Ann Street(former Public Works site) and the Water Road Park Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve Change Order No. 3 with Brandenburg Industrial Service in the amount of$16,110 for additional work related to the demolition and site cleanup at 51 N. State Street(Unilever), 40 Ann Street (former Public Works site) and the Water Road park. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to Engineering Services Agreement with Rezek,Henry, Meisenheimer and Gende for Water Department Backup Power Project Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to remove the engineering services agreement with Rezek, Henry, Meisenheimer and Gende regarding Water Department Backup Power Project from the table for consideration. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to authorize Amendment No. 1 with Henry, Meisenheimer and Gende in the amount of$33,344 for engineering services for the Water Department Backup Power Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Change Order No. 1 (Final)with Morse Energy LLP for the Riverside Treatment Plant and Slade Avenue Facility Backup Power Project Councilmember Walters made a motion, seconded by Councilmember Gilliam, to remove Change Order No. 1 (Final) with Morse Energy LLP for the Riverside Treatment Plant and Slade Avenue Facility Backup Power Project from the table for consideration. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize Change Order No. 1 (Final) with Morse Energy LLP for the Riverside Treatment Plant and Slade Avenue Facility Backup Power Project for a total cost of$3,618. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to Engineering Services Agreement with Burns & McDonnell for Lime Residue Disposal Main Project Councilmember Figueroa made a motion, seconded by Councilmember Walters, to authorize Committee of the Whole November 14, 2007 Page 6 Amendment No. 1 with Burns & McDonnell for a total cost of$326,345 for engineering services for the design of the lime residue disposal main for the City of Elgin and a force main for the Fox River Water Reclamation District. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 2 for Phase I Construction Services with Burns & McDonnell for the Lime Residue Disposal Main Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to authorize Amendment No. 2 with Burns & McDonnell for a total cost of$260,436 for Phase I construction services of the lime residue disposal main for the City of Elgin and a force main for the Fox River Water Reclamation District. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Addendum to the Master Lease with Textron Financial Corporation to Lease Additional New Golf Cars at the Highlands Councilmember Kaptain made a motion, seconded by Councilmember Figueroa,to approve the sale of our existing leased items back to Textron for$82,290 and the execution of the new schedules to be incorporated in the master lease (dated October 7, 2005) in the annual amount of $55,919.16. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Reappointment to the Housing Authority of Elgin Councilmember Figueroa made a motion, seconded by Councilmember Walters, to reappoint Robert Gilliam to the Housing Authority of Elgin for a term that expires on December 1, 2012. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Proposed Establishment of a Street Gang Prevention and Intervention Committee Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the proposed ordinance establishing a Street Gang Prevention and Intervention Committee. Councilmember Figueroa thanked everyone who had expressed interest in serving on the committee. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Announcements from Council Councilmember Figueroa asked if the City was aware of a coyote problem in the Bowes Road/Longcommon Parkway area. The City Manager said he had received an e-mail, but that he would have to check into the legal aspects. Committee of the Whole November 14, 2007 Page 7 Councilmember Figueroa thanked City Manager Folarin and staff for accompanying him and Councilmember Kaptain on the recent tour of the SWAN neighborhood. Announcements from Staff Public Information Officer Sue Olafson announced upcoming City events. 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. Establishment of Reserves or Settlement of Claims as Provided in the Local Governmental and Governmental Employees Tort Immunity Act- Exempt Under Section 120/2(c)(12) of the Open Meetings Act Purchase or Lease of Real Property for the Use of the Public Body- Exempt Under Section 120/2(c)(5) of the Open Meetings Act Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open Meetings Act Mayor Schock announced that"Personnel Matters"had also been added to the agenda. The meeting adjourned at 6:40 p.m. November 28, 2007 Diane Robertson, City lerk Date Approved COMMITTEE OF THE WHOLE MEETING November 28,2007 The regular Committee of the Whole meeting was called to order by City Clerk Robertson at 5:05 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, 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, Powers, Steffen, and Walters. Nays: None. Approval of Minutes Councilmember Figueroa made a motion, seconded by Councilmember Walters, to approve the minutes of the November 14, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, and Walters. Nays: None. Consideration of Fire Protection Agreements for 2008 Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the 2008 Fire Protection agreements for ITW, DSM Desotech, and the St. Charles Properties, as outlined in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, and Walters. Nays: None. Consideration of Community Development Block Grant Program Sub-Recipient Agreements with Bethesda Community Development Center, PADS of Elgin, Inc.,YWCA of Elgin and Wayside Center of Elgin Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the sub-recipient agreements between the City of Elgin and Bethesda Community Development Center in the amount of$47,000, PADS of Elgin Inc. in the amount of$95,000, YWCA of Elgin in the amount of$91,000, and Wayside Center of Elgin in the amount of$25,000. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, and Walters. Nays: None. Consideration of Service Agreement with Dixon Dance Academy for Dance Instruction at the Centre for 2008 Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the service agreement with Dixon Dance Academy in the amount of approximately$37,400 to provide dance instruction at The Centre from January 2008 to December 2008. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, and Walters. Nays: None. Committee of the Whole November 28, 2007 Page 2 Consideration of Service Agreement with Midwest Academy of TaeKwon-Do for Martial Arts Instruction at the Centre for 2008 Councilmember Walters made a motion, seconded by Councilmember Steffen, to approve a service agreement with Midwest Academy of TaeKwon-Do in the amount of approximately $22,150 to provide martial arts instruction at The Centre from January 2008 to December 2008. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, and Steffen, Nays: None. Councilmember Walters abstained due to a conflict of interest.. Consideration of Engineering Services Agreement with Baxter and Woodman for NPDES Phase II Storm Water Permit Compliance Project Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the execution of a five year engineering services agreement with Baxter and Woodman for a total amount of$579,229 for the City's National Pollutant Discharge Elimination System (NPDES) Phase II Storm Water Permit Compliance Project. Councilmember Kaptain requested that staff look at alternative financing in the next year for this project, other storm water projects, and for the"greening" of Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, and Walters. Nays: None. Presentation of 2008 Budget including T.I.F. The presentation of the 2008 Budget and the T.I.F Districts was given by Assistant City Manager Sean Stegall and Fiscal Services Director Jim Nowicki. The presentation follows: r • Committee of the Whole November 28, 2007 Page 3 ;x �,: :• E, Introduction • This is a balanced budget • Total expenditures are$301,152,680 • Growth in revenue has been revised downward for the Five Year Plan • Actions by the State of Illinois(Riverboat, Sales Tax,Pensions) t,?Zi,11 1411:1. 0,l!1' ......1444444.1z04,.44,414tPliOf 'Iii UUtitct vokoutr too;'Poo Introduction Presentation Outline - A focus On the City's Dace activities—maintaining • Overview(November le) City;vagrants and services • General Fund(pgs.57-74) - Inpot front Council and Conn pity— • Central Area TIF Fund(pgs.75-82) "Strategic Top 1Q' • Riverboat Funds(pgs.83-101) - Sun to absorb increases in many l • Recreation Fund(pgs 102-107) - Ahscann8 necessalY exPendinwes in the General • Water Fund(pgs. 108-116) Fund—CJTSB,capital costs,dot issuance • Sewer Fund(pgs. 117-123) , �,.t!_1i •.1:11::3. t, CITY t.:{l.AL ',>11 tlt'1:ti Cill Committee of the Whole November 28, 2007 Page 4 eim‘ 3.0,3 tio*.,190 Overview • This Budget conforms with all of the City's financial policies,such as: -Current imenues(plus carry-o' funds)are sufficient to support current espenditutes -All Financial policies pace been met -Conforms with the MaXiffEm tax rate of $1.92(16*year)(Kane County) /! -'floe Riiuxboat Policy has been adhered to ,.,..: t4@kledact.� v, .,.„i.»..m.__ . ._ s'a,1k3sY'3lt+fsrn5 TI ; Budget Development Budget - Priority One-131rergency Expenditures —. - Pt-irnrity Two_i 2gat/Fi„ At R .f-nuf wn —-OFFS and Pension Funcring fan. • Priority Three—Maintaining Present Service �smn qtr.n.v -Edsting ressconel ard Pnagrazra • iMM.M 11w.sis.YY INN,lot.IR w.ORY+ Y1FMI.M - Priority Four-Expulsion of Senioes —Cay Causal"Top 10” 11 F1 1,� �.':1 ?lit, 111} • Committee of the Whole November 28, 2007 Page 5 . 3 '� 3ge6asnl ifiwn 4el 4s11 swAti]._ .,.. IWO-Z*12 c•nci�t?#:< eti44ItrhrstiYl :-rapirstalifithltlidoNt` Z34 z rm w 96/63612 nea p ion 1 n+i0a14110 M66t rl�r.Y1.1:03O1 T M. General Fool 553,336.60 136636,750 • 1 R1ita66WN4.46w1an BIQY 8teerr<Furls 166,31Q250 1;$.117.530 2 �6 11111111161,...2--.___L.. Oa69rNmFbs1 1�p µ1g5,340 5 16761a61a6.bg5+naew 6lQ -:3�_1 armsaarsocswilt clamw w:vet Pros 26663.330 70151,370 6 a„6e0g1r6y6M t'Wt1 i.L_—lam J.--J EelrrlrEwA 45,595,790 44,514150 a Sae ftrassi Atregor4rill*Kftsermilomile t 6tyCalalr lOpsrlRlfa "-3�i ^7.:-1 Iwerti ante Fangs 13.225,11 1%53410 #ANIMMraM11erR/0n111rigraia .2-,-1 Aug rdA/eg Funds 101.360 =0 brologideallegOwtolahlaMilla4oWfiv4 TIM lE6as'1I66r '1606.6N,� 6631,1164663 MI6 663161 30664(4'6 f66 366 34 d 1 264',1+rL2 TNtt04rr 11 ldF Budget Highlights Budget Highlights • $31,084,000 budgeted for CBD Street • $4,687,300 budgeted for new or enhanced Resurfacing&Streetscape 2008-2012 cultural and recreational opportunities • $25,223,000 budgeted for street • $500,000 budgeted for Sustainable reconstruction and resurfacing 2D08-2012 Community Initiatives Master Plan • $12,800,000 budgeted for Multi-Family • $3,000,000 budgeted for Entry Corridor De lnVersions and Residential Property Improvement Program Acquisition Programs trr., Committee of the Whole November 28, 2007 Page 6 fillik xr 4. CBD Street Projects . 7 440, . o A.IP .m,. / twit ® maaceo Kowa omoe+oo sumo .-, 0 X200.020 1.200.00 3000t0 anaas Mega 0 Q 10a10oa ._ "-.-^:: ' '"-" in0,91NYala 0 e 0110.000 .. 1 *..._....-.,..--_'WWI '000010100010t7 ® SWIM* IL* IMAN1 422140e0 > ov �, .. l .i,.0.. >>, t;il r ,,,r,-,4 -;',','"" '. i/":',. -. ° ",--':zer-, , 'e:' ''`' 4:".'"-= . ,, -. i ..0.3 I,:, '**'1• aim B s.. elk Committee of the Whole • November 28, 2007 Page 7 i•,k kt a-1 Cl G - ^. th.ldeat__ �_.. _v, 2sn�Fl3Tfna,.a4M1TJ+d i.i ,t �,,,ail :., ; I I, Budgef W04T-7001 107110.070 w..n•7me wow-so MININIMINani", 0,0X10 7001 001.031.110 0 11104010011 101101001 00104100 000.00410 MOW= f 17 i = e _fi.1'I N I:WVytII1 r Committee of the Whole November 28, 2007 Page 8 L. #1...1.1 General Fund Revenues P■IPMUM j" 4.Z., 2104 211113 2110$ 2317 2003 11. to, • 331.131.03) 121.133,333 31343370 124,158,31) IN,244,0:0 MWM 1647M MakM WM= IVM1190 incarirrat unksa 7,051130 11165,307 7,13(173) /113,032 .14,01111313 PUMP.Wt *UMW eltlilltatt Total Getanal Food Recreate 195,196,11110 vostootwoott ettapatas Total Genoa r..4 r.v.ainues: $58,36,750 •ePv- .10,04.4;numiti Property Tax Revenue How do we compare. - 2ple Rawly Rate Comarleart Wift .tux U.46 a-lot(„m Skin UM( tet ASA& 1.roesoigt 111,111, (1:711.4011$"1"176(11 MAMA 6.140* mn.mtw elk • Committee of the Whole November 28, 2007 Page 9 Sales Tax Revenue Income Tax Revenue MYtM..IW to n>>p@ Mi71111•>♦1 IWO" term 04 414,444 MAIM-XI woos wr � 11104R•3/0/ VALI* IN011lC •I••••••• G:fJ.AI Al 3::fc 4'e tIV■ �'•pEybesi� _ k',�...__ t� ItT'Ftt€aci,•,"fi#„ Expenditures Expenditures „ , .., z,r SAE rm4s 2141 Salnsfl 64114 ,•3144441 iLIN 4.a!{yes 6441191•4011101 MMUS x s ry}.. I xh fP ya }.FrlrsM MAX LYweif•�}•M � �1� � 22as F7 � f J M..r ,>iw i,:al �.+ � •.f, � 13:..� Cammod M• 4f7} � •14i _ `fir iger.xl w F1 7. �' N j b.i'Ph it �..� UK,* .gn t� S .315 j •r Rivode 3aIME 4$490 7 1.11510) 471 DIONNIlM 3990 336,7* 0.,110) 09M 16.41 t73 ••I11 IFi Ntr Ni.RfM IQK I �∎∎.1�.AI 1X11 z[dl 'Ost II', • Committee of the Whole November 28, 2007 Page 10 2010*ai��,.___.„.....„.�.�.,, '.. 4f,ztsasx«s4!rot Expenditures Other Post Employment Benefits (OPEB) ram. s akAn. el UN 117 770:3 14:7=_i-T_+:- MN OMAN 8$401.01 AtAgdA iAi*r sat+r 20O 2009 2060 21111 2012 P*s *$MO %MU 40:20) 2V% Ada mud mum! Plaral Remad Rimed oer+�rDrr9ww oiaan •A1RSaA s*tm us, aar 1C.--->•W113i2n 1 miki2ALLA EIRc!e!!l!:?rll4 FNIOVRO ogrob 4E44* seam as emrr MUM"MUM MIUMMID dww fr_ SOON *$^01* t I* A111% 3W% AMS+Men tAW& USX. *WO stir war *MAD WNW* tO Via AM tot AiAUS 11410!9* 4440.0 rl^ Oft ll .l` 1 It 1i Atatling4st ^ate . Decision Packages 2008-2012 „1.1 ,ti, It I t (I,, • 15 Firefighters—station#8 • 11 Police Officers t . r Committee of the Whole November 28, 2007 Page 11 r :,-0 , . II�Aeai W_� ._ ,,,,,..7,,,..;,,-,� s0,aa„ts rsa.,,,,ut ' Budget Revenues & Expenditures •..TM Grit kw1FFund Amu, US astrxi kmTF kid BpenQ6res SU a AN 17.737.630 111.010 rfe sit IIIV swims 1111111111111111111111111110=1 r+dweaw Wow boy Illik ......•,O TWIrsosous..—. 04610,1,11131114 ■ SOWN 14,1114M WORM WW1= Oxfam* , 1.t1 .,. t:.t:'t'..t115 Expenditures ..+ ; ailgaY 2047 NM WPM % Me Imo! Mina %d7U I 9 91:',Tv''11♦NM!!l Es.i J7.::21! 1_]MIKP7 X4.,1 r-= %m um *t Its TM % ,, Committee of the Whole November 28, 2007 Page 12 r , ,, 1 - e t : 411gr ':, :: '—*,2 . . i. kxk...,...... „.,,...,„, ,„,,. .. ...,.. z --1.- -: ,, - __ _ a Smo12 ftrtdkt,�t"MR4'` Decision Packages Removed Key Decision Packages from the Plan • CBD She($22,022,M) • Civic Center Plaza($1,000,000) • Property Acquisitions($2,000 D0B • Water Street Place($4,000,000) • North Grove Rig alk Development ( , <1,vi `,v;11111 .°, tit; �ei.Vi �.;t€:i.'.^��ci���� r • Committee of the Whole November 28, 2007 Page 13 Bridget 1,41 1.14 'r, 11 M111�ItMIb�NM)IN�MMARIANM`IWt�MNiF n SSUr Sari IuSnr MOON. Si<arr SrIraSS r t;( f ;I_AI :� I i2 rll_5 New Proceeds Key Riverboat Projects • Fatly coridor Beautification—C'onst oction ($3,000,00D) WOK AM - Neighborhood Street Reconstruction(52,847,870) ".� E Police Records Management System($1,000000) olog,rww04 aw.;., ,�dti�4'-'y am ..` - Sustainable Community Initiatives($500,000) . . • 'Deconversioi Piu ii($2,750,0(0) • *ilia** Bruin fYiair SWUM MAIM WWI* II't 41 '0 %.\ 1,..h. ,`, (II'. • Committee of the Whole November 28, 2007 Page 14 _1 ' __ x•,2•1214-1•L t,!,, ,: .0.1!im .i..y 4 I PI Budget ..... .0.4"1•11 11111111111111111111Millr=r3 • A.A. ...••• 1o•• .1..... .4•..r (.,. r;/, , ;.1..,s1 .'..I.;=.,. 1',tin rRevenues &Expenditures Expenditures XtIllresaMetitosMimerer UN.ewl.n M/E oneltwt 4121St,MO $10 CV4t0 MN __ kvmw % Ml. YWwflt .fit Wlonwl 94tolat %rt*sal Oa •t0M• 110/1 37.. E w Ili in Vin"*".1 QM 44K 41' t ,: NI i:t1.1. \ ;I`i ..::I.,I 'i\°:I I1. Ys, t'II" Committee of the Whole November 28, 2007 Page 15 rik . ,i 0 .0.,_1,1, ,. , 11, - Budget .tier AM Ma". ...""1111111111111111.1111111111111111111= anIa-rr • ...w•.w .•11..r K.... 01011■40 .YwM.• r 1 ,.a}`_11 '•.tfls;S[ 1\ +..:ill rk Revenues & Expenditures Water Rates Sam.hod%mut Ited VA.F.d s•w Year %Increase RateIHCFf 4111 * •wn +t.' 52832 a... +, •x•.MK -1♦ 988 r+.. a•••••,,w 2018 ■® 101•4 �••+..•.saw ©� 53.325 2012 5.59 ®a •••••+.w 1•1•4 .1.11 1'.1t:ft. 4's &li4 r Committee of the Whole November 28, 2007 Page 16 Water Rate Survey Key Water Fund Projects ".,°°�' �»�•°• - Millie WIP Im men nts($12,675,300) samorrAll wr �• Annual Disl Sys Upgrade 46,970,1100) 410•1101. wi+ GBD Distribution System Upgrade($8,012,000) WAVAItILLM-LT7-1 - Safe Drinking Wier Act Compliance(5554000) ..* Water Main Rat($330, 0) ....., .R. Waste Disposal Line-Riverside W ($2,500,000) t W • * i p # 1ry N iIml.q�dt t1 ........ .....p m.4 44 i.{(3 13 S1S!I:It.A`. i I E\ Budget c3 rs eras wear • AMMO W.I6,80 AMA= WWII* WOWS fs 7 / ` iff 4,{3�.Al '.'a33Cdi t`,t3!`, Committee of the Whole November 28, 2007 Page 17 v+iixt.....°<..._. -- .. ...`. ,. ae iiav4r ri eerslats`°._� 20064cl r€«...14e49 Revenues Expenditures aw0Haar...Find a w am hoer Foul aperadlirms $4 ARM ews*Wm WWI COONIMMIl fit SIMMIL" aw.rs..+.sar s+.ra aai a aira.dgti. " .». ' " itakti!#fk«m h n.,itti_ ,`,.r,.. _ am•:•amkt�tt,t!, ` Sewer Rates Key Sewer Fund Projects ',6t+eerstaits • Amami Neighborhood Sewer Repairs($1,020,000) Year %Increase Fate& Annual Combined Sewer Overflows Program 2008 2.0% $1225 (5775,080) 2DtNi 20% $1254 2010 2096 $1275 " Combined Sewer'���($4,564,7.0) 2011 2.0% $1278 Sewer Lining Program($1,70:31 2012 2.0% $1280 C33D Distribution Li Program($1,050,008) c„0 tl 1\.9..u1 1°h 4 III Councilmember Figueroa asked if consideration had been given to the falling housing market and to the increasing number of foreclosures. Mr. Stegall replied that projections have been adjusted down in the out years, but that the amount received in 2008 will actually be for the year of 2007. He estimated there will be a 13% increase over the previous year. Councilmember Walters said that foreclosed properties still have to pay property taxes even if it is by the mortgage holder. Fiscal Services Director Nowicki stated that a 5% increase has been budgeted for assessed valuations and that the City is being conservative. Councilmember Figueroa asked about the possibility of hiring additional Public Works employees. City Manager Folarin answered that due to the restructuring of a management position after that person had resigned, three additional workers were hired this past year. Mr. • Committee of the Whole November 28, 2007 Page 18 Stegall stated that since revenues were slowing, he felt it was fortunate that the City was not looking at layoffs. Councilmember Figueroa asked if the City was prepared for handling snow removal and City Manager Folarin replied that both planning and manpower have been addressed. Councilmember Powers asked if outside contractors were sometimes used and City Manager Folarin replied yes, when necessary. Councilmember Powers said that he felt that good management allocation of resources and not necessarily additional manpower, were more important for better service. He felt the City was currently delivering a high degree of service. Councilmember Kaptain stated that it may be necessary to look at instituting a parking ban to help facilitate leaf collection and snow removal. He also asked how the City compares to other communities in regards to overtime. Mr. Stegall stated that the City's overtime is higher, but that our overall personnel costs are lower with no discernable reduction in the quality of service. He said the overtime issue is being closely monitored. Councilmember Kaptain stated that he is concerned about whether the City needs to look at a parking ban on days the leaves are collected or hiring more employees to assist with this, and wondered which is more efficient. When asked by Councilmember Kaptain, Mr. Stegall indicated that the Tax Increment Financing (TIF) program would also be available to neighborhood groups or other interested organizations. Councilmember Figueroa asked about the possibility of expanding the TIF districts either by length or by area. Mr. Nowicki explained that these districts are created by special state legislation and that it is difficult to get permission to extend beyond the normal length of 23 years of a TIF district. Mr. Stegall stated that 7% of Elgin is in a TIF district and that it has been a very powerful tool for the City. By the end of the Central Business Area TIF, it is predicted that it will generate more revenue than the riverboat. Councilmember Figueroa asked why the City is charging for the use of Festival Park. Mr. Stegall said that the majority of the use of Festival Park is free. Parks & Recreation Director Randy Reopelle stated that the City only charges for services beyond what is normally available for the entire community or for when the event is for fund raising by an organization. Councilmember Gilliam asked about funding for the existing ball fields. Mr. Stegall said that money has been allocated to the Sports Complex, but that there is flexibility in moving this money to the hard ball fields. Mr. Stegall recommended that the Council not award new grants to any neighborhood organization that hasn't finished an existing project. Councilmember Walters asked if any money had been allocated to celebrate the 100th anniversary of Wing Park. Mr. Stegall indicated that money had been budgeted for significant marketing, but none at this time for large capital improvements. Councilmember Figueroa asked about the Walnut Avenue project and Mr. Stegall replied it would begin in 2008. r • Committee of the Whole November 28, 2007 Page 19 Announcements from Council Councilmember Gilliam asked if staff could look into individual signs for businesses in the downtown area due to the inconvenience caused by the recent construction. He would like a report for the December 19, 2007, meeting. Announcements from Staff Public Information Officer Sue Olafson announced upcoming City events. City Manager Folarin thanked all of the staff members who worked on the 2008 budget. 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 matter: 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 Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, and Walters. Nays: None. The meeting adjourned at 6:40 p.m. December 5, 2007 Diane Robertson, Ci Clerk Date Approved r �•* COMMITTEE OF THE WHOLE MEETING December 5, 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 Walters made a motion, seconded by Councilmember Figueroa, to approve the minutes of the November 28, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Chamber of Commerce Enhancing Elgin Presentation Leo Nelson of the Elgin Area Chamber of Commerce introduced the Enhancing Elgin Committee. The committee was formed in 2001, and Charles Falls, a member of the committee, presented an overview of the project to date. Councilmember Powers raised several questions regarding the project's methodology and offered suggestions regarding future efforts. elk Consideration of Agreement with Granicus, Inc. for Media Web Streaming of Public City Meetings and other City Programming Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a contract with Granicus, Inc. for$16,827.50 with a monthly management charge of$760 for a total of$25,947.50 for web stream hosting services. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Amendment No. 1 to an Agreement with Bollinger, Lach & Associates for the U.S. Route 20/Nesler Road Intersection Improvement Project Councilmember Figueroa made a motion, seconded by Councilmember Kaptain,to authorize Amendment No. 1 with Bollinger, Lach& Associates in the amount of$23,611.30 for the U.S. Route 20/Nesler Road Intersection Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Announcements from Council None. Committee of the Whole December 5, 2007 Page 2 Announcements from Staff Public Information Officer Sue Olafson announced upcoming City events. 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. Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees. The meeting adjourned at 6:27 p.m. December 19, 2007 Diane Robertson, City lerk Date Approved COMMITTEE OF THE WHOLE MEETING December 19, 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 December 5, 2007, regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Contract with Gallagher Benefits for Health Insurance Broker Services Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to table consideration of the contract with Gallagher Benefits for Health Insurance Broker Services until the January 9, 2008, Committee of the Whole meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Feasibility Study with Redflex Traffic Systems,Inc. regarding Red Light Cameras at Various Intersections Councilmember Walters made a motion, seconded by Councilmember Powers,to approve the feasibility study with Redflex Traffic Systems, Inc., at no cost to the City regarding red light cameras at various intersections. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Consideration of Agreement with BTE Video Inc. for Television Production Programming and Video Services through January 1, 2010 Councilmember Kaptain made a motion, seconded by Councilmember Figueroa,to approve the agreement with BTE Video Inc. for an amount not to exceed $74,496 in 2008 and allow for a 5% increase in 2009 for television production programming and video services through January 1, 2010. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Committee of the Whole December 19, 2007 Page 2 re. Consideration of an Amendment to City's Liquor Code Creating Two Additional Class B Licenses Councilmember Walters made a motion, seconded by Councilmember Powers, to approve the creation of an two additional Class B liquor licenses to be issued to Royal Liquor and Wine and Mr. A's Wine and Liquor Bin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Announcements from Council None. Announcements from Staff Public Information Officer Sue Olafson announced upcoming City events. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Steffen, 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 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 Appointment to Boards and Commissions-Exempt Under Section 120/2(c)(3)of the Open Meetings Act) The meeting adjourned at 6:10 p.m. January 9, 2008 Diane Robertson, Cit?\Clerk Date Approved rik