HomeMy WebLinkAbout2008 Committee of the Whole Meeting COMMITTEE OF THE WHOLE MEETING
JANUARY 9,2008
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 19, 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 Figueroa made a motion, seconded by Councilmember Walters, to remove the
consideration of the contract with Gallaher Benefits for Health Insurance Broker Services from
the table. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
Fiscal Services Director Jim Nowicki and Human Resources Director Gail Cohen were available
to answer questions about the contract. Councilmember Figueroa asked if there was any
relationship between Assurance and Gallagher Benefits. Mr. Nowicki answered that there was
none,that they were competing companies. Councilmember Figueroa asked why the Global
Benefits audit findings were not shared with the Insurance Committee. Mr. Nowicki stated that
there was no obligation to do so. He did explain that the City had an independent audit done of
Global and once the results were received, it was determined that it would be in the best interests
of the City to submit a Request for Proposals from other Illinois consultant/brokers.
Councilmember Figueroa also asked why some municipalities had dropped Gallagher Benefits.
Mr.Nowicki stated that one of the questions asked on the RFP was to list five clients that the
company no longer serviced. Every company had to answer that question.
Ms. Cohen then outlined the timeframe of the bid process. She stated that the proposal from
Gallagher includes a series of five one-year contracts that include a termination for convenience
clause of fifteen days for no reason.
Councilmember Kaptain asked why the City was now considering a five year contract when that
had never been done before. Mr. Nowicki stated this is to establish a relationship over time and
to hold the fee to the lowest possible amount. He also repeated that this was a series of one-year
contracts that could be terminated. Councilmember Kaptain indicated that he would prefer to go
with only a one year contract with renewal after the review of the entire Insurance Committee.
The Mayor stated that the obligation is to present program modifications to the Insurance
[ Committee,but that the City is not obligated to meet with the Committee regarding the selection
of a broker. Councilmember Kaptain felt it would be a courtesy to do so.
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January 9, 2008
Page 2
Councilmember Walters asked what exactly a broker will do for the City. Ms. Cohen answered
that they will have a dedicated account representative that an employee can contact if there is a
billing issue and will monitor the City's health program to determine if new programs or
consulting services are needed.
Councilmember Figueroa asked how many proposals were received from brokers and Ms. Cohen
answered there were eleven. He asked if it was correct that the City had no obligation to share
the information with the Insurance Committee and that the City had not done so. Ms. Cohen
replied that was correct.
Councilmember Steffen stated that he agreed with Councilmember Kaptain such that the
Committee should be consulted regarding the selection of a broker. Councilmember Walters
stated that it was their duty to go with the lowest, qualified bidder.
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
First Public Hearing for the (2008-2009) Community Development Block Grant (CDBG)
Program
Mayor Schock opened the first public hearing for the 2008-2009 Community Development Block
Grant Program. Community Development Director Deering reported that this is the thirty-fourth
year that the City of Elgin will be eligible to receive Community Development Block Grant funds
from the U.S. Department of Housing and Urban Development. He stated that the City expects
to receive approximately$863,000 which is about the same amount as received in the previous
year. He stated these funds can be used for capital projects and a limited number of public
service programs that benefit low and moderate income persons and meet local housing and
community development needs. He indicated that nine proposals have been received to date. He
announced that the Council would conduct a work session on February 13, 2008, at 6:00 p.m. to
discuss the various project proposals and to select the projects for funding through the 2008-2009
program. The second and final public hearing will be held on April 9, 2008, at 7:00 p.m. where a
finalized list will be presented.
Jerry Skogmo and Deborah Howe of Renz Addiction Counseling Center presented their request
in the amount of$50,000 for their Investing in the Community Capital campaign. The money
would be applied to their expansion project located at 2 American Way.
Mike Warren and Bob Barok of Well Child Center reported that the funds their organization is
requesting will be used for landscaping and parking lot improvements and construction of a
retaining wall.
Hearing no other comments Mayor Schock declared the public hearing closed.
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Committee of the Whole
January 9, 2008
Page 3
Consideration of Amendment to Chapter 11 of the Elgin Municipal Code, Entitled
"Vehicles and Traffic"
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the
consideration of an amendment to Chapter 11 of the Elgin Municipal code, entitled"Vehicles
and Traffic". Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Renewal of Maintenance Agreement with Motorola for Computer Aided
Dispatch System
Councilmember Walters made a motion, seconded by Councilmember Gilliam, to approve the
renewal of a maintenance agreement with Motorola in the amount of$111,312 for the Computer
Aided Dispatch (CAD) system. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,
Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of 2008 Youth Sports Capital Improvement Grants
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain,to approve the
2008 Youth Sports Capital Improvement grants as recommended by the Parks and Recreation
Advisory Board totaling $66,880, as allocated below. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
League Proiect Request
Elgin American Little League 8 Dugout Benches $ 3,500
8 Picnic Tables $ 3,700
Backstop Overhang Field 4 $ 2,157
TOTAL $ 9,357
American Legion Bullpen repair and lights $ 1,500
TOTAL $ 1,500
Elgin Classic Little League Fencing Repairs $ 5,000
Water Line Supply $ 3,000
Security Lighting $ 2,000
Field Improvements $ 2,000
TOTAL $ 12,000
Elgin Continental Little League Bleachers and Shade Structure $ 12,000
TOTAL $ 12,000
Elgin National Little League Stair Replacement and Fence Repairs $ 6,000
TOTAL $ 6,000
Babe Ruth Teener League Grade and Replace Infields $ 9,015
TOTAL $ 9,015
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January 9, 2008
Page 4
Elgin Youth Football Pad Repair and Replacement $ 1,775
Gas Line for Grilling $ 550
Blacktop Seal Coating $ 875
TOTAL $ 3,200
Elgin Kickers 3, 7'x 21' Goals $ 3,900
Expanded Shed $ 650
2 Shooting Goals $ 1,200
TOTAL $ 5,750
Training Coach's Training for all Leagues $ 4,000
TOTAL $ 4,000
Contingency* $ 4,058
Total Grant Allocation $ 66,880
*Remaining contingency funds will be allocated to Continental Little League for additional bleacher
replacement after all bills are paid.
Announcements from Council
Councilmember Figueroa asked if staff could review the leaf pickup program and the off-street
parking issue.
Councilmember Kaptain stated that he had attended a West Suburban Community Organization
meeting and had accepted a plaque on behalf of the City.
Announcements from Staff
Sue Olafson announced upcoming City Events.
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 6:40 p.m.
s/Diane Robertson January 23, 2008
Diane Robertson, City Clerk Date Approved
COMMITTEE OF THE WHOLE MEETING
JANUARY 23, 2008
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 Steffen,to approve the
minutes of the January 9, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Renewal of Employee Health Insurance Program with Blue Cross Blue
Shield
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of 2008 Purchase of Service Agreement with the Downtown Neighborhood
Association
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the
purchase of service agreement with the Downtown Neighborhood Association in the amount of
$65,000 for operating expenses, meeting expenses, and expenses associated with the fulfillment
of duties that continue to strengthen existing downtown businesses, recruiting new businesses
and developing strategies to sustain the economic vitality of downtown Elgin. Upon a roll call
vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Walters, and Mayor Schock.
Nays: None. Councilmember Steffen abstained due to conflict.
Consideration of Purchase of Service Agreement with Hamilton Wings
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve a
purchase of service agreement with Hamilton Wings in the amount of$19,000 to provide
funding for the Students Creating Opera to Reinforce Education! (SCORE!) Program. 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 Renz Addiction Counseling Center
for a Community Based Gambling Addiction Treatment and Prevention Program
Councilmember Gilliam made a motion, seconded by Councilmember Kaptain, to approve a
purchase of service agreement with the Renz Addiction Counseling Center in the amount of
$24,900 to support the Community Based Gambling Addiction Treatment and Prevention
Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
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January 23, 2008
Page 2
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Draft Tyler Creek Watershed Plan
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to authorize
payment in the amount of$25,000 to provide the City of Elgin's local cost share matching
dollars to update the watershed plan for Tyler Creek.
Tom Armstrong introduced Stephanie Sheets of The Conservation Foundation and Rob Linkey
of Watershed Resource Consultants who gave a presentation on the project. Part of the funding
for this project will come from a grant through the Illinois Environmental Protection Agency.
They indicated that the final approval of the plan would be received from the IEPA in April. The
goals of the plan are to maintain the quality of Tyler Creek,prevent further negative impact,
reduce flooding, and create an effective and lasting watershed. Current issues include water
quality and the impact of development. The plan itself suggests that a coalition be formed of the
key municipalities, developers, and farmers, that protection of the high-quality natural areas be a
priority,that the water quality issues be identified more clearly and addressed, and that advantage
should be taken of the work already done by the Fox River Study Group. Councilmembers
Walters and Kaptain each felt this was a good opportunity to move forward on preserving the
Tyler Creek Watershed area.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Approval of City's 2008 Local Share Contribution for Pace Bus
Route 554
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve
funding in the amount of$20,218 for the City of Elgin's 2008 local share contribution for the
Pace Bus Route 554. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Contract with Charles H. Schrader and Associates for 2008 Grant
Administrative Services
Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve a new
contract to Charles H. Schrader and Associates in the amount of$12,000 for grant administration
services for the Parks and Recreation Department. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Advertising Agreement with Comcast for Advertising City Facilities and
Programs
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to award a
contract to Comcast in an amount not to exceed $65,984 for a discounted group rate for
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January 23, 2008
Page 3
advertising City facilities and programs, including The Hemmens Cultural Center, the Highlands
Golf Course, The Centre, various special events, and general Parks and Recreation Department
programs and facilities.
Councilmember Powers stated he would like to see a plan with specific goals that can be tracked
for marketing purposes. Councilmember Steffen stated he thought that was a good idea and that
it should even be expanded upon.
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 Copper Springs Subdivision
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept the
public improvements in the Copper Springs 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 the Nesler Road Lift Station, Foy Property, Crown
Community Development
rink Councilmember Kaptain made a motion, seconded by Councilmember Walters, to accept the
temporary lift station and force main system located on the Foy Property, known as the Nesler
Road Lift Station, constructed by the Crown Community Development.
Councilmember Walters asked when this would be abandoned. City Manager Folarin replied
that work was progressing on the easement for Trunk 20 near the Target property and that once
this is completed the lift station would be abandoned.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Acceptance of Plat of Easement Grant for Sanitary Force Main in Bowes
Creek Country Club Phase 2 Subdivision
Councilmember Figueroa made a motion, seconded by Councilmember Steffen, to accept the plat
of easement grant over lots C2 and D2 in the Bowes Creek Country Club Phase 2 subdivision to
house a sanitary force main. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,
Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Construction Engineering Services Agreement with Robert H. Anderson
and Associates for the Wing Street/State Street Intersection Project
Councilmember Kaptain made a motion, seconded by Councilmember Walters, to authorize an
Committee of the Whole
January 23, 2008
Page 4
agreement with Robert H. Anderson and Associates in the amount of$140,661.53 for
construction engineering services for the Wing Street/State Street Intersection Project. Upon a
roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Local Agency Agreement with the Illinois Department of Transportation
for Federal Participation in Construction for the Wing Street/State Street Intersection
Project
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to execute the
local agency agreement with the Illinois Department of Transportation authorizing use of federal
funds for construction of the Wing Street/State Street Intersection Project. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor
Schock. Nays: None.
Consideration of Public Road At-Grade Crossing Agreement with Union Pacific Railroad
for the Wing Street/State Street Intersection Project
Councilmember Kaptain made a motion, seconded by Councilmember Powers,to approve the
agreement with Union Pacific Railroad in conjunction with the Wing Street/State Street
Intersection 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 with Schaefges Brothers,Inc. for Festival Park Phase
II Project
Councilmember Powers made a motion, seconded by Councilmember Figueroa, to approve
Change Order No. 1 with Schaefges Brothers, Inc. in the amount of$109,301 for construction
services in relation to the Phase II of Festival Park. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Agreement with Hitchcock Design Group for the Veterans Memorial
Project
Councilmember Walters made a motion, seconded by Councilmember Figueroa,to approve an
agreement with Hitchcock Design Group for the not to exceed lump sum amount of$35,800 for
the completion of a revision to the Gail Borden Library master plan and schematic design
services of the Veterans Memorial.
Councilmember Walters stated that he would like Hitchcock Design Group to consult with the
designer.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Committee of the Whole
January 23, 2008
Page 5
Consideration of Contract with Nicomm LLC for Alerting Equipment for Fire Station 7
Councilmember Walters made a motion, seconded by Councilmember Powers, to authorize an
exception to the procurement ordinance and enter into a contract with Nicomm L.L.C. in the
amount of$22,275 for the purchase of the fire station alerting system equipment for Fire Station
7. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Service Program Evaluation and Plan Development for 2008 Fall Leaf
Collection Program
General Services Director Lawry apologized for the poor pickup of leaves during the 2007
season. Assistant City Manager Sean Stegall stated there would be a commitment to improve
the confidence of the community in relation to the services of Public Works. This would be
accomplished through better communication, a dedicated website, and the monitoring of
performance. He indicated that additional staff would not be considered until it was certain that
it would be necessary. Councilmember Figueroa expressed his appreciation of Mr. Lawry's
acknowledgment of the poor service and wondered if the City was considering the duplication of
the pilot program in the Gifford Park area. Mr. Stegall said this was a possibility and that the
program was still being put together. City Manager Folarin stated that the parking issues were
rek being looked at and that this topic would be presented to the Council at its next retreat.
Councilmember Kaptain asked if there were overlapping leaf and snow plans. Mr. Lawry
answered that both were being looked at, but that leaf removal was the primary focus. Mr.
Stegall stated that he will be looking at it all, and that confidence in the services is an issue.
Councilmember Waters asked whether parking was the issue and Councilmember Kaptain
wondered if the landlords were being contacted in the Gifford Park area. Mr. Stegall stated that
Community Development may have to take additional steps. Councilmember Powers stated that
he appreciated the commitment to best practices, that he was looking forward to a parking plan,
and that he appreciated the apology. He said that he had received good comments about snow
removal and the storm pickup during the summer.
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the
improvement plan for the 2008 Fall Leaf Collection Program recommended by Staff. 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 gang prevention information was available on the website and
Sue Olafson stated that there was and that there is a link in place to contact the City with any
information.
Announcements from Staff
Committee of the Whole
January 23, 2008
Page 6
Sue Olafson announced upcoming City events.
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
Purchase or Lease of Real Property for the Use of the Public Body - Exempt
Under Section 12012(c)(5) of the Open Meetings Act
Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of
the Public Body Before a Court or Administrative Tribunal - Exempt Under
Section 120/2(c)(1 1) of the Open Meetings Act
Discussion of Minutes of Meetings Lawfully Closed Under This Act - Exempt
Under Section 120/2(c)(21) of the Open Meetings Act
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 6:55 p.m.
L t February 13, 2008
Diane Robertson, Cit Clerk Date Approved
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rik COMMITTEE OF THE WHOLE MEETING
FEBRUARY 27,2008
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 Steffen, to approve the
minutes of the February 13, 2008, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Request from Midwest Compost LLC for a Cook County Class 6b Real
Estate Tax Incentive for the Property Located at 1320 Spaulding Road
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to recommend
adopting a resolution supporting the application of Midwest Compost LLC to the Cook County
Assessor's Office for participation in the 6b Real Estate Tax Incentive Program for the property
located at 1320 Spaulding Road.
Councilmember Walters asked if this had been discussed with School District U-46 and City
Manager Folarin said that it had.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Illinois Municipal Retirement Corporation Resolution for Purchase of
Service Credit for Military Service
Councilmember Walters made a motion, seconded by Councilmember Powers, to recommend
adopting a resolution to increase the amount of prior military service an Illinois Municipal
Retirement Corporation (IMRF) employee may purchase from two to four years for IMRF
service credit. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Amendment No. 1 to the Engineering Services Agreement with Hitchcock
Design Group for the Riverside Drive Plaza
Councilmember Walters made a motion, seconded by Councilmember Powers, to approve
Amendment No. 1 to the agreement with Hitchcock Design Group in the amount of$594,882 for
the final design engineering services for the Riverside Drive Plaza. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Committee of the Whole
February 27, 2008
Page 2
Nays: None.
Consideration of Purchase of Mini Express Electric Train from Wattman Trains and
Trams for Festival Park
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to award a
contract to Wattman Trains and Trams in the amount of$59,730 for the purchase of a mini
express electric train to be used for family rides at Festival Park. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Sponsorship Agreement with the Elgin Racers of the International
Basketball League for the 2008 Season
Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve a
sponsorship agreement with the Elgin Racers of the International Basketball League for the 2008
season, which runs from March 31, 2008, to July 1, 2008, the details of which are 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 Amendment to Chapter 11 of the Elgin Municipal Code, Entitled
"Vehicles and Traffic"
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Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an
amendment to Chapter 11 "Vehicles and Traffic" as provided by the Neighborhood Services
Committee for a cost of$600 as outlined below.
Councilmember Walters stated that the City needs to communicate with the neighborhoods that
if they want no parking in their areas, they need to have the full support of the neighborhood.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Additions:
1. Stop Intersections (11.32.030)-A request was submitted by Millie Kellie for the installation of
a stop sign on Powder River Drive at Portage to improve traffic flow. This intersection was
identified as uncontrolled,and the addition of a stop sign meets the current policy of the City for
no uncontrolled intersections.
2. Stop Intersections(11.32.030)-A request was submitted by Sgt. Glenn Theriault for a stop sign
to be installed in front of the Hemmens to control traffic exiting the Hemmens and entering on-
coming traffic on Grove Ave and Symphony Way.
eik 3. Stopping, Standing, Parking Prohibited (11.60.050) - A request was submitted by Rebecca
Graves to make Genesee Avenue no parking from 10 p.m. until 6 a.m. The initial survey was
Committee of the Whole
February 27, 2008
Page 3
submitted to the NSC showing that of the four residences that would be affected by the ban, all
residents responded in favor of the parking changes. A follow-up survey was conducted by Sgt.
Glenn Theriault which found that of the four residences, all residents responded in favor of the
parking ban.
Revision:
The following recommendation for revision to the Elgin Municipal Code is based on a request made
to and approved by the NSC.
1. Stopping, Standing, Parking Prohibited Where (11.60.050) - In conjunction with the parking
restrictions being placed on Genesee Court, the committee has recommended lifting the
ordinance on Clifford Street as stated in the ordinance. The director of the Elgin Housing
Authority also is in support of the parking revisions. The committee recommends allowing
parking from 12 midnight until 6 a.m. on the east side of Clifford Street from Frazier Avenue to
Owasco Avenue. The ordinance will maintain the parking restrictions on the west side of
Clifford Street from Frazier Avenue to Owasco Avenue. This will provide the additional parking
needed for Clifford Court Apartment residents and visitors.
Consideration of Purchase of Service Agreement with the Downtown Neighborhood
Association for the 4th of July Parade
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a
purchase of service agreement with the Downtown Neighborhood Association in the amount of
$41,836 for the 4th of July parade. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Powers, Walters, and Mayor Schock. Nays: None. Councilmember Steffen
abstained due to conflict.
Consideration of Proposed Amendments to the Zoning Ordinance Chapter 19.50 Entitled
"Street Graphics"
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to authorize the
filing of a petition which would provide for the amendments summarized below to Chapter 19.50
of the Zoning Ordinance entitled "Street Graphics".
Councilmember Powers stated that he felt this was a good idea. Councilmember Steffen stated
he liked the opportunity to have awning signs. He also asked if future proposed changes in the I-
90/Randall Road area had to come to Council for approval. Corporation Counsel Cogley stated
proposals would go to the Planning and Development Commission first and then to the Council.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Committee of the Whole
February 27, 2008
Page 4
Randall-I-90 Area of Special Character: Commercial properties located along North Randall Road
and the Interstate 90 Tollway have expressed the need for signs that use technology that is currently
prohibited by the sign ordinance, such as electronic designs using LED technology. The City has
also recognized that these commercial properties stand to benefit from new technologies that will
attract traffic from the Tollway and Randall Road. This was recently evident with the approval of
electronic signage for the new Auto Mall at the intersection of Randall Road and I-90. A map
depicting the proposed Randall I-90 Area of Special Character is attached. The creation of an Area
of Special Character under the city's Street Graphics ordinance would then allow for the subsequent
review and approval of special regulations for properties within such a district. Such special
regulations could include approving electronic signs.
Exempt Signs:
Flags: The zoning ordinance does not provide for the installation of flags within public rights-of-
way. It is recommended that Chapter 19.50.120 be amended to provide for government owned street
graphics such as flags to be exempt from the requirements of the ordinance.
Political Campaign Signs: Currently,the zoning ordinance prohibits political campaign signs from
being displayed for more than 60 days prior to an election. The elimination of this provision is being
recommended in response to recent federal court decisions. Under the proposed amendments, a
political campaign sign placed more than 60 days before an election will be considered a
"noncommercial street graphic" and subject to the existing number, surface area and location
requirements associated with that sign type. There will continue to be no limitation on the number of
political campaign signs that may be erected during the 60 day political campaign period.
Prohibited Signs — Neon tube lighting used to outline doors and windows: The proposed
amendments recommend that neon tube lighting used in such a manner be listed under Section
19.50.110 - Prohibited (Graphics).
Awning signs: The sign ordinance does not provide for signs to be placed on awnings of commercial
buildings. Signs have traditionally been a feature of awnings on commercial buildings. It is
recommended that the sign ordinance be amended to allow for signs to be included on awnings
within commercial districts in an area not to exceed 25% of the area of the awning on which it is
installed. Awning signs will be treated as wall signs and their area will be deducted from the total
allowable surface area of wall graphics for each occupant or building on each zoning lot.
Wall Graphic Projections: Chapter 19.50.080.B — Wall Graphic Projections is proposed to be
amended to change the maximum allowable distance a wall mounted graphic can project from the
surface to which it is attached from 9 inches to 12 inches. This will allow for signs containing
cabinets with internal lighting mechanisms to be utilized.
r
Committee of the Whole
February 27, 2008
Page 5
Consideration of Amendment to Title 20 of the Elgin Municipal Code to Amend the Elgin
Design Guideline Manual for Landmarks and Historic Districts
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the
amendment to the Elgin Design Guideline Manual for Landmarks and Historic Districts and
amend Title 20 of the Elgin Municipal Code entitled "Elgin Historic Preservation Ordinance" as
outlined in the memo provided to Council.
Councilmember Steffen stated he was very glad this project is finished. Councilmember Powers
echoed those remarks.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of First Amendment to the Intergovernmental Agreement with Fox River
Water Reclamation District for the Lime Waste Disposal Main Project
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to authorize the
amendment to the intergovernmental agreement with Fox River Water Reclamation District for the
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, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Purchase of Service Agreement with Senior Services Associates, Inc.
Commissioner Gilliam made a motion, seconded by Commissioner Walters, to approve the 2008
purchase of service agreement with Senior Services Associates,Inc. in the amount of$15,200 to be
utilized as outlined below. Upon a roll call vote: Yeas:Councilmembers Figueroa,Gilliam,Kaptain,
Powers, Steffen, Walters, and Mayor Schock. Nays: None.
• Neighbor to Neighbor - a program matching community volunteers with specific senior
needs.
• Triad - an educational program designed to reduce the criminal victimization of senior
citizens and enhance the delivery of law enforcement services to senior citizens.
• To provide information to Elgin residents requiring access to City services.
• Recruitment of volunteers for City and community needs.
r
•
Committee of the Whole
February 27, 2008
Page 6
Consideration of Additional Technical Amendments to Title 14 of the Elgin Municipal
Code in Compliance with Illinois Environmental Protection Agency Permits for the City's
Municipal Separate Storm Sewer System and Combined Sewer Overflow System
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize
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. The amendments are summarized below.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Title 14.08.180 Prohibited Substances
• Includes the"combined sewer"with storm and sanitary to prohibit unlawful material
to be discharged or placed in same.
Title 14.08.010 Storm and Sanitary; Separate systems to be maintained
• Adds provision that requires property owners to disconnect from a combined sewer
and reconnect to separated sanitary and storm systems once both are available.
Title 14.08.050 Storm and COMBINED Sewer; Control and Supervision:
• Adds the term combined sewer to a historically storm sewer ordinance,to address the
dual nature of a combined sewer.
• Adds provisions to require detention whenever connecting a new storm sewer system
to a combined sewer. This provision is a good measure to prevent the surcharging of
combined sewers during heavy rain events.
Consideration of Acceptance of Public Improvement in the Fox River Business Park
Subdivision
Councilmember Walters made a motion, seconded by councilmember Powers, to accept the
public improvements in the Fox River Business Park Subdivision. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Announcements from Council
Councilmember Walters asked if staff would look for additional money in the budget to use for
street improvements. He stated that the weather has had an adverse effect on the condition of
City streets and he hopes that more streets can be repaired this coming construction season.
Councilmember Gilliam stated that he agreed with this request. Councilmember Folarin said that
staff is already looking for additional funds and have identified a possible $6 million in addition
to what had already been allocated. This would allow the City to resurface an additional twenty
to thirty miles of streets. He said once this had been finalized, the information would be brought
Committee of the Whole
February 27, 2008
Page 7
back to the Council for review and approval. He expected this would be done very quickly.
Councilmember Kaptain requested that staff prepare a Committee of the Whole memo regarding
the naming of new City parks. He also asked about the creation of an Elgin Hall of Fame and
wondered if this could be done through the Image Commission.
Announcements from Staff
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.
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
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 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 6:20 p.m.
March 12, 2008
Diane Robertson, City C -rk Date Approved
COMMITTEE OF THE WHOLE MEETING
FEBRUARY 27, 2008
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 Steffen, to approve the
minutes of the February 13, 2008, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Request from Midwest Compost LLC for a Cook County Class 6b Real
Estate Tax Incentive for the Property Located at 1320 Spaulding Road
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to recommend
adopting a resolution supporting the application of Midwest Compost LLC to the Cook County
Assessor's Office for participation in the 6b Real Estate Tax Incentive Program for the property
located at 1320 Spaulding Road.
Councilmember Walters asked if this had been discussed with School District U-46 and City
Manager Folarin said that it had.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Illinois Municipal Retirement Corporation Resolution for Purchase of
Service Credit for Military Service
Councilmember Walters made a motion, seconded by Councilmember Powers, to recommend
adopting a resolution to increase the amount of prior military service an Illinois Municipal
Retirement Corporation(IMRF) employee may purchase from two to four years for IMRF
service credit. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Amendment No. 1 to the Engineering Services Agreement with Hitchcock
Design Group for the Riverside Drive Plaza
Councilmember Walters made a motion, seconded by Councilmember Powers, to approve
Amendment No. 1 to the agreement with Hitchcock Design Group in the amount of$594,882 for
the final design engineering services for the Riverside Drive Plaza. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Committee of the Whole
February 27, 2008
Page 2
Nays: None.
Consideration of Purchase of Mini Express Electric Train from Wattman Trains and
Trams for Festival Park
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to award a
contract to Wattman Trains and Trams in the amount of$59,730 for the purchase of a mini
express electric train to be used for family rides at Festival Park. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Sponsorship Agreement with the Elgin Racers of the International
Basketball League for the 2008 Season
Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve a
sponsorship agreement with the Elgin Racers of the International Basketball League for the 2008
season, which runs from March 31, 2008, to July 1, 2008, the details of which are 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 Amendment to Chapter 11 of the Elgin Municipal Code, Entitled
"Vehicles and Traffic"
r
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an
amendment to Chapter 11 "Vehicles and Traffic" as provided by the Neighborhood Services
Committee for a cost of$600 as outlined below.
Councilmember Walters stated that the City needs to communicate with the neighborhoods that
if they want no parking in their areas, they need to have the full support of the neighborhood.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Additions:
1. Stop Intersections(11.32.030) -A request was submitted by Millie Kellie for the installation of
a stop sign on Powder River Drive at Portage to improve traffic flow. This intersection was
identified as uncontrolled,and the addition of a stop sign meets the current policy of the City for
no uncontrolled intersections.
2. Stop Intersections(11.32.030)-A request was submitted by Sgt. Glenn Theriault for a stop sign
to be installed in front of the Hemmens to control traffic exiting the Hemmens and entering on-
coming traffic on Grove Ave and Symphony Way.
rbk 3. Stopping, Standing, Parking Prohibited (11.60.050) - A request was submitted by Rebecca
Graves to make Genesee Avenue no parking from 10 p.m. until 6 a.m. The initial survey was
Committee of the Whole
February 27, 2008
Page 3
submitted to the NSC showing that of the four residences that would be affected by the ban,all
residents responded in favor of the parking changes. A follow-up survey was conducted by Sgt.
Glenn Theriault which found that of the four residences, all residents responded in favor of the
parking ban.
Revision:
The following recommendation for revision to the Elgin Municipal Code is based on a request made
to and approved by the NSC.
1. Stopping, Standing, Parking Prohibited Where (11.60.050) - In conjunction with the parking
restrictions being placed on Genesee Court, the committee has recommended lifting the
ordinance on Clifford Street as stated in the ordinance. The director of the Elgin Housing
Authority also is in support of the parking revisions. The committee recommends allowing
parking from 12 midnight until 6 a.m.on the east side of Clifford Street from Frazier Avenue to
Owasco Avenue. The ordinance will maintain the parking restrictions on the west side of
Clifford Street from Frazier Avenue to Owasco Avenue. This will provide the additional parking
needed for Clifford Court Apartment residents and visitors.
Consideration of Purchase of Service Agreement with the Downtown Neighborhood
Association for the 4th of July Parade
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a
purchase of service agreement with the Downtown Neighborhood Association in the amount of
$41,836 for the 4th of July parade. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Powers, Walters, and Mayor Schock. Nays: None. Councilmember Steffen
abstained due to conflict.
Consideration of Proposed Amendments to the Zoning Ordinance Chapter 19.50 Entitled
"Street Graphics"
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to authorize the
filing of a petition which would provide for the amendments summarized below to Chapter 19.50
of the Zoning Ordinance entitled"Street Graphics".
Councilmember Powers stated that he felt this was a good idea. Councilmember Steffen stated
he liked the opportunity to have awning signs. He also asked if future proposed changes in the I-
90/Randall Road area had to come to Council for approval. Corporation Counsel Cogley stated
proposals would go to the Planning and Development Commission first and then to the Council.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Committee of the Whole
February 27, 2008
Page 4
Randall-I-90 Area of Special Character: Commercial properties located along North Randall Road
and the Interstate 90 Tollway have expressed the need for signs that use technology that is currently
prohibited by the sign ordinance, such as electronic designs using LED technology. The City has
also recognized that these commercial properties stand to benefit from new technologies that will
attract traffic from the Tollway and Randall Road. This was recently evident with the approval of
electronic signage for the new Auto Mall at the intersection of Randall Road and 1-90. A map
depicting the proposed Randall I-90 Area of Special Character is attached. The creation of an Area
of Special Character under the city's Street Graphics ordinance would then allow for the subsequent
review and approval of special regulations for properties within such a district. Such special
regulations could include approving electronic signs.
Exempt Signs:
Flags: The zoning ordinance does not provide for the installation of flags within public rights-of-
way. It is recommended that Chapter 19.50.120 be amended to provide for government owned street
graphics such as flags to be exempt from the requirements of the ordinance.
Political Campaign Signs: Currently,the zoning ordinance prohibits political campaign signs from
being displayed for more than 60 days prior to an election. The elimination of this provision is being
recommended in response to recent federal court decisions. Under the proposed amendments, a
political campaign sign placed more than 60 days before an election will be considered a
"noncommercial street graphic" and subject to the existing number, surface area and location
requirements associated with that sign type. There will continue to be no limitation on the number of
political campaign signs that may be erected during the 60 day political campaign period.
Prohibited Signs — Neon tube lighting used to outline doors and windows: The proposed
amendments recommend that neon tube lighting used in such a manner be listed under Section
19.50.110 - Prohibited (Graphics).
Awning signs: The sign ordinance does not provide for signs to be placed on awnings of commercial
buildings. Signs have traditionally been a feature of awnings on commercial buildings. It is
recommended that the sign ordinance be amended to allow for signs to be included on awnings
within commercial districts in an area not to exceed 25% of the area of the awning on which it is
installed. Awning signs will be treated as wall signs and their area will be deducted from the total
allowable surface area of wall graphics for each occupant or building on each zoning lot.
Wall Graphic Projections: Chapter 19.50.080.B — Wall Graphic Projections is proposed to be
amended to change the maximum allowable distance a wall mounted graphic can project from the
surface to which it is attached from 9 inches to 12 inches. This will allow for signs containing
cabinets with internal lighting mechanisms to be utilized.
r
Committee of the Whole
February 27, 2008
Page 5
Consideration of Amendment to Title 20 of the Elgin Municipal Code to Amend the Elgin
Design Guideline Manual for Landmarks and Historic Districts
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the
amendment to the Elgin Design Guideline Manual for Landmarks and Historic Districts and
amend Title 20 of the Elgin Municipal Code entitled "Elgin Historic Preservation Ordinance" as
outlined in the memo provided to Council.
Councilmember Steffen stated he was very glad this project is finished. Councilmember Powers
echoed those remarks.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of First Amendment to the Intergovernmental Agreement with Fox River
Water Reclamation District for the Lime Waste Disposal Main Project
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to authorize the
amendment to the intergovernmental agreement with Fox River Water Reclamation District for the
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, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Purchase of Service Agreement with Senior Services Associates, Inc.
Commissioner Gilliam made a motion, seconded by Commissioner Walters, to approve the 2008
purchase of service agreement with Senior Services Associates,Inc. in the amount of$15,200 to be
utilized as outlined below. Upon a roll call vote:Yeas:Councilmembers Figueroa,Gilliam,Kaptain,
Powers, Steffen, Walters, and Mayor Schock. Nays: None.
• Neighbor to Neighbor - a program matching community volunteers with specific senior
needs.
• Triad - an educational program designed to reduce the criminal victimization of senior
citizens and enhance the delivery of law enforcement services to senior citizens.
• To provide information to Elgin residents requiring access to City services.
• Recruitment of volunteers for City and community needs.
r
Committee of the Whole
February 27, 2008
Page 6
Consideration of Additional Technical Amendments to Title 14 of the Elgin Municipal
Code in Compliance with Illinois Environmental Protection Agency Permits for the City's
Municipal Separate Storm Sewer System and Combined Sewer Overflow System
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize
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. The amendments are summarized below.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Title 14.08.180 Prohibited Substances
• Includes the"combined sewer"with storm and sanitary to prohibit unlawful material
to be discharged or placed in same.
Title 14.08.010 Storm and Sanitary; Separate systems to be maintained
• Adds provision that requires property owners to disconnect from a combined sewer
and reconnect to separated sanitary and storm systems once both are available.
Title 14.08.050 Storm and COMBINED Sewer; Control and Supervision:
• Adds the term combined sewer to a historically storm sewer ordinance,to address the
dual nature of a combined sewer.
• Adds provisions to require detention whenever connecting a new storm sewer system
to a combined sewer. This provision is a good measure to prevent the surcharging of
combined sewers during heavy rain events.
Consideration of Acceptance of Public Improvement in the Fox River Business Park
Subdivision
Councilmember Walters made a motion, seconded by councilmember Powers, to accept the
public improvements in the Fox River Business Park Subdivision. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Announcements from Council
Councilmember Walters asked if staff would look for additional money in the budget to use for
street improvements. He stated that the weather has had an adverse effect on the condition of
City streets and he hopes that more streets can be repaired this coming construction season.
Councilmember Gilliam stated that he agreed with this request. Councilmember Folarin said that
staff is already looking for additional funds and have identified a possible $6 million in addition
to what had already been allocated. This would allow the City to resurface an additional twenty
to thirty miles of streets. He said once this had been finalized, the information would be brought
Committee of the Whole
February 27, 2008
Page 7
back to the Council for review and approval. He expected this would be done very quickly.
Councilmember Kaptain requested that staff prepare a Committee of the Whole memo regarding
the naming of new City parks. He also asked about the creation of an Elgin Hall of Fame and
wondered if this could be done through the Image Commission.
Announcements from Staff
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.
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
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 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 6:20 p.m. March 12, 2008
Diane Robertson, City C rk Date Approved
COMMITTEE OF THE WHOLE MEETING
FEBRUARY 13, 2008
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 January 23, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Approval of the Annual Motor Fuel Tax Resolution for General
Maintenance Funds for 2008
Councilmember Walters asked whether the item for bridge repair was for the bridges in general
or for a particular bridge. Public Works Director John Loete advised that $500,000 was allocated
for concrete work on the underside of all the bridges.
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Work Session for the 2008 Community Development Block Grant Program
Community Development Director Jerry Deering highlighted the revisions to the Community
Development Block Grant Program. He advised that the total amount was now $835,687.
Changes were made to the applications of the Elgin Housing Authority and AIDS.
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the
2008 Community Development Block Grant allocations as contained in the work session
scorecard.
Councilmember Figueroa asked about the applications of Fox Valley Mental Health Foundation.
City Manager Folarin indicated that the application for $90,000 was for the purchase of a
building. He indicated that it was not recommended to fund this request and to give a lesser
amount would make it difficult for them to complete the project. He also stated that the amount
allocated to the City had been reduced.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Mr. Deering stated that the thirty day review and public comment portion would be from
February 18, 2008, through March 19, 2008. The Council selection would then take place on
April 9, 2008.
Committee of the Whole
February 13, 2008
Page 2
Consideration of Kane County Auto Theft Task Force 2008 Grant Award Agreement
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept the
trust funds grant award agreement in the amount of$370,737 for 2008 from the Illinois Motor
Vehicle Theft Prevention Council for the Kane-Cook County Auto Theft Task Force. Upon a
roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Cultural Arts Commission Grant Award Recommendations
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to award grants
in the total amount of$62,908 per the Cultural Arts Commission to the organizations listed
below. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
ORGANIZATION PROJECT/OPT. SUPP. AWARD
1 Art For All Paint Your World Green II $613
2 Ballet Folklorico Dance Performance $6,510
3 Elgin Chapter Barbershop Harmony Spring Concert $3,164
Society
4 Elgin Children's Chorus Perfect Pitch Concert $6,627
5 Choral Union Schubert& Haydn Concert $5,950
6 Elgin Theater Company Nunsense II $5,530
7 Elgin Youth Symphony Orchestra Transform Concept $6,300
8 Fox Valley Theatre Co. Mega Hits of the 60's $6,125
9 Haitian Congo-Festival Haitian Congo-Festival $934
10 Heartland Voices Home is Where the Heart is $5,880
11 Independent Players Blithe Spirit&Story Theatre $3,136
12 Janus Theatre Theatrical Production $5,191
13 Larkin Center Larkin School Creates Arts Instruction and $5,040
Performance
14 Riverside Chapter SAI Musical Performance $1,908
Total $62,908
Consideration of Change Order No. 1 and Final for Bid 07-001 with Powerlink Services,
Inc. for Replacement of Uninterrupted Power Supply in the Police Facility
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve
Change Order No. 1 with Powerlink Services, Inc. in the amount of$16,453 for the installation
of an external bypass switch in relation to the installation of a new uninterrupted power supply
system in the Police Facility. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,
Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
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Committee of the Whole
February 13, 2008
Page 3
Consideration of Proposed Ordinance Amending the Property Maintenance Code
Requiring Carbon Monoxide Alarm Detectors within the City
Councilmember Figueroa made a motion, seconded by Councilmember Powers, to approve the
proposed ordinance amending the City's Property Maintenance Code to require carbon monoxide
alarm detectors within the City in accordance with the requirements of the Illinois Carbon
Monoxide Alarm Detector Act.
Councilmember Walters asked if this was also a state law and City Manager Folarin answered
that it was and this was to incorporate it into the City's building code.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Request for Vacation of Alley at 214 North McLean Boulevard and
211 Heine Street
Councilmember Waters made a motion, seconded by Councilmember Gilliam, to approve the
vacation of the alley along the south property lines of 214 North McLean Boulevard and 211
Heine Street in exchange for monetary compensation totaling $5,580. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor
elk Schock. Nays: None.
Consideration of Change Order No. 1 with Sinnett Builders, Inc. for Elgin Shores Forest
Preserve Park Improvement Project
Councilmember Powers made a motion, seconded by Councilmember Walters, to approve
Change Order No. 1 with Sinnett Builders, Inc. in the amount of$75,260 for the Elgin Shores
Forest Preserve Park Improvement Project. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Purchase from Advanced Processing & Imaging, Inc. of Document
Management Software and Licenses
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the
purchase of additional document management software and licenses in the amount of$32,750
from Advanced Processing & Imaging, Inc. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
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Committee of the Whole
February 13, 2008
Page 4
Consideration of a Contract with Andres Medical Billing, Ltd. for Full Service Emergency
Medical Service, Billing, Collection and Management Reporting
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept the
proposal of Andres Medical Billing, Ltd. to provide emergency medical service billing,
collection, and management reporting services for a period of five years with an option to renew
for an additional two year term at a cost of 6.25 % of net collections.
Councilmember Walters asked where this company was located and Fiscal Services Director
Nowicki answered that it was Palatine.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Change Order No. 2 to Turnkey Network Solutions Agreement for
Installation of Fiber Optic Cable
Councilmember Walters made a motion, seconded by Councilmember Powers, to approve
Change Order No. 2 in the amount of$31,335 to Turnkey Network Solutions for installation of
fiber optic cable. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Powers, Steffen, Walters, and Mayor Schock. Nays: None.
r
Consideration of Engineering Services Agreement with Carroll Engineering and
Associates, P.C. for the Study of the Cooper and Preston Drainage Issues
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve an
agreement in the amount of$18,750 with Carroll Engineering and Associates, P.C. for the study
of sanitary and storm sewer related to flooding at Cooper and Preston Avenues.
Councilmember Kaptain asked that Mr. Collins be notified of this agreement.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Acceptance of Public Improvements Constructed by Crown Community
Development on Coombs Road
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to accept the
public improvement constructed by Crown Community Development on Coombs Road at their
entrance to Highland Woods subdivision. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
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Committee of the Whole
February 13, 2008
Page 5
Consideration of Amendment No. 2 to the Engineering Services Agreement with
TranSystems,Inc. for Design and Construction Management Services related to the
Central Business District Streetscape Project
Councilmember Powers made a motion, seconded by Councilmember Steffen, to approve
Amendment No. 2 for an amount not to exceed $1,022,554 with TranSystems, Inc. for the design
and construction management of the streetscape and water main improvements associated with
the Central Business District Streetscape Project.
Councilmember Walters asked that communication with the downtown people be a priority
during this project.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Engineering Services Agreement with V3 Companies of Illinois, Ltd. for
the Entry Corridor(IL Rte 25/Dundee Avenue) Improvement Project
At the request of City Manager Folarin, Commissioner Gilliam made a motion, seconded by
Commissioner Walters,to table the agreement with V3 Companies of Illinois,Ltd. in the amount of
$474,000 for engineering services for the Entry Corridor Improvement Project for Illinois Route
25/Dundee Avenue. 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 Baxter &
Woodman for the Lincoln/Douglas Sewer Separation Project
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve
Amendment No. 2 in the amount of$35,474.19 with Baxter& Woodman for additional
construction related engineering services for the Lincoln/Douglas Sewer Separation Project.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Contract with Zoll Medical Corp. for the Purchase of Five 12 Lead
Cardiac Monitors and Associated Hardware
Councilmember Walters made a motion, seconded by Councilmember Powers, to authorize the
purchase of five 12 lead cardiac monitors and associated hardware in the amount of$93,600
from Zoll Medical Corp. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,
Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
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Committee of the Whole
February 13, 2008
Page 6
Consideration of Contract with The Omega Group for the Purchase of FireView Desktop
Emergency Response Analysis and Management Software
Councilmember Figueroa made a motion, seconded by Councilmember Powers, to approve the
purchase of FireView Desktop Emergency Response Analysis and management Software in the
amount of$23,875 from The Omega Group, Inc. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Acceptance of a Grant from the Department of Homeland Security Fire
Prevention and Safety Grant Program
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to approve the
acceptance of a grant in the amount of$17,100 from the Department of Homeland Security Fire
Prevention and Safety Grant Program. 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 Elliott and Wood, Inc. for the Construction of
Fire Station 7
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve
Change Order No. 2 in the amount of$57,208.15 with Elliott and Wood Inc. for the increase in
excavation and site utilities for the construction of Fire Station 7. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Change Order No. 3 with Cyberdine Masonry Corp. for the Construction
of Fire Station 7
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve
Change Order No. 3 in the amount of$12,122.63 with Cyberdine Masonry Corp. for the increase
in masonry services for the construction of Fire Station 7. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Announcements from Council
Councilmember Figueroa read a statement expressing his unhappiness with the recent snow
removal efforts, especially on his street. He wants to see an increase in Public Works employees
and for Public Works to have the resources to provide better service.
Councilmember Kaptain asked staff to advise the Council on what it would take to get a twelve
hour response. He stated that he conducted a survey of other communities and they strive to
respond within a twelve to fourteen hour time period.
a -
• • Committee of the Whole
February 13, 2008
Page 7
rub Councilmember Kaptain announced that Elgin Community Network will be presenting a series
of programs called"Elgin Alive". The first program will be on February 26 and the remaining
programs will be on the third Tuesday of each month.
Councilmember Powers requested that the analysis on leaf removal and snow removal include a
cost comparison of using outside resources when there is a major snow event.
Councilmember Walters wants leaf and snow removal to be a major topic for the upcoming
Council retreat. Councilmember Gilliam agreed with this suggestion.
City Manager Folarin stated that the entire process is currently being reviewed and that
recommendations will be brought to Council at the upcoming retreat. Councilmember Figueroa
stated that he wants this topic discussed openly. City Manager Folarin said that the analysis will
be done internally, but that the recommendations would be presented at an open meeting.
Announcements from Staff-None
Adjournment
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to adjourn to
Executive Session for the following reason. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public
Office, When the Public Body is Given Power to Appoint Under Law or
Ordinance, or the Discipline, Performance or Removal of the Occupant of a
Public Office, When the Public Body is Given Power to Remove the Occupant
Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open
Meetings Act
The meeting adjourned at 6:43 p.m.
February 27, 2008
Diane Robertson, City C rk Date Approved
rik COMMITTEE OF THE WHOLE MEETING
MARCH 12,2008
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 Steffen, to approve the
minutes of the February 27, 2008, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Proposed Development Agreement with Edward J. Busse Trust and the
Ruth Busse Trust to Provide for a Roadway Extension between Galvin Drive and Randall
Road
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Proposed Bikeway Master Plan as presented by TranSystems, Inc.
Public Works Director John Loete introduced Carl Missele, President of the Elgin Community
Network. Mr. Missele reviewed the background of the project. Brian Fairwood and Gina
Trinarco of TranSystems, Inc. were then introduced and they presented the proposed master plan.
The goals of the project are: 1) be recognized as a"Bicycle Friendly Community"; 2) promote
bicycling as an alternative form of transportation; 3) encourage and promote bicycling as a safe,
convenient, and pleasurable means of travel; and 4) provide access to all areas of the city and to
the regionally coordinated network. Federal, state and local plans and regulations were followed
in the development of the Master Plan. Various bicycle clubs were also consulted. A public
input meeting was held in April, 2007, that brought together various groups to review the routes
that were being considered. Four types of bikeway designations are being recommended: signed
bike routes,bike lanes, marked shared lanes, and multi-use trails. Also being proposed are links
to the existing regional bikeways,the Kane County bikeways and to the Elgin multi-use trails.
Recommended bikeways are primary and secondary bikeways, off street trails, and footbridges
and underpasses, and would be located in the four quadrants of the city.
Councilmember Gilliam asked if all of these proposals were implemented, would this make
Elgin a bicycle community. Mr. Fairwood answered that there is an application process involved
and that accepting the plan itself would be the first step in the process.
Councilmember Powers asked about safety on busy streets. Ms. Trinarco answered that the
bikeways would be designated for the different levels of experience. Mayor Schock indicated he
Committee of the Whole
March 12, 2008
Page 2
would support the plan, but reminded the Council of a cautionary memo that was written by
Corporation Counsel regarding designating official bikeways and the resulting liability to the
City. Councilmember Steffen felt the trails should be implemented as the streets become ready
and he also supports the plan. Councilmember Figueroa asked what criteria would be used to
determine the priorities and Mr. Fairwood answered that it would depend mainly on funding.
Councilmember Kaptain indicated he was in favor of the plan and would like to move forward
with it.
Councilmember Kaptain made a motion, seconded by Councilmember Walters,to accept the
proposed Bikeway Master Plan as presented by TranSystems, Inc. and approve its use as the
planning document for future bikeways in Elgin and during the upcoming street resurfacing
project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of a Contract with School District U-46 for the Police Liaison Program for
the 2007-2008 School Year
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve an
agreement with School District U-46 in the amount of$339,885.79 to continue the Police
(School)Liaison Program for the 2007-2008 school year. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Engagement of Deltawrx Consultants for Consulting Services for Police
Records Management System Replacement
Councilmember Gilliam made a motion, seconded by Councilmember Powers, to authorize the
engagement of the services of Deltawrx Consultants for the not to exceed amount of$143,158 to
perform consulting services for the Police Records Management System replacement. Upon a
roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Sole Source Purchase from Motorola of Radio Equipment for Fire Station
7
Councilmember Waters made a motion, seconded by Councilmember Gilliam, to approve a
contract with Motorola in the amount of$31,704.24 for the purchase of the following items: a
Motorola XLT5000 digital consolette radio, MC 1000 deskset radios, four portable radios,
associated hardware and a portable radio charger for Fire Station 7. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
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. Committee of the Whole
March 12, 2008
Page 3
Consideration of Sole Source Purchase from Circul Air Corp. of Fire Hose Washer and
Dryer for Fire Station 7
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve a
contract with Circul Air Corp. in the amount of$25,435 for the purchase of one mechanical hose
washer and one forced air hose dryer for Fire Station 7. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of 2008 50/50 Historic Architectural Grant Program Eligibility List
Councilmember Kaptain made a motion, seconded by Councilmember Walters, to approve the
grant recipient eligibility list as submitted for the 2008 50/50 Historic Architectural Grant
Program. Mayor Schock mentioned that he was pleased that the higher amount had produced
more substantive proposals. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,
Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Adoption of City's Official 2008 Zoning Map
Councilmember Powers made a motion, seconded by Councilmember Walters, to approve the
City's Official 2008 Zoning Map and to approve the formal publication of the new version
pursuant to Illinois State Statute (65 ILCS 5/11-13-19). Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Annual Budget for the Northern Illinois Special Recreation Association
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the
proposed fiscal year of 2008/2009 budget for the Northern Illinois Special Recreation
Association in the amount of$2.248 and $2.020 million in revenues and expenditures,
respectively. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Approval on the Naming of Two New City Parks, Settlers Park and Meier
Park
Councilmember Powers made a motion, seconded by Councilmember Kaptain, to approve the
naming of two new City of Elgin parks, Settlers Park and Meier Park. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor
Schock. Nays: None.
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, Committee of the Whole
March 12, 2008
Page 4
Consideration of 2007 Tax Abatement Ordinances
Councilmember Waters made a motion, seconded by Councilmember Gilliam, to direct the
Fiscal Services Director to prepare and submit to Kane County the final abatement ordinances
that would result at a 2007 tax rate for the City of Elgin not to exceed $1.92 per $100 assessed
valuation. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Amendment to Consulting Services Contract with K2N Crest,Inc. for
2008 Roof Replacement Project
Councilmember Powers made a motion, seconded by Councilmember Kaptain, to authorize an
amendment to the agreement with K2N Crest, Inc. in the amount of$32,895 for the 2008 roof
replacement project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Agreement with Consolidated Consulting Engineers for HVAC Systems
in the Police Facility and the Riverside Water Plant
Councilmember Kaptain made a motion, seconded by Councilmember Walters, to execute an
agreement with Consolidated Consulting Engineers in the amount of$67,000 for mechanical
engineering services relating to the investigation of HVAC systems in the Police Facility and the
Riverside Water Plant. 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 Elgin Community Network
Councilmember Walters made a motion, seconded by Councilmember Gilliam,to approve a
purchase of service agreement with Elgin Community Network at a cost of$28,950 as outlined
in the memo provided to Council. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Powers, Steffen, Walters, and Mayor Schock. Nays: None. Councilmember Kaptain
abstained due to conflict.
Consideration of Purchase of Service Agreement with Neighborhood Housing Services of
Fox Valley, Inc.
Councilmember Gilliam made a motion, seconded by Councilmember Powers, to approve a
purchase of service agreement with Neighborhood Housing Services of the Fox Valley, Inc. in
the amount of$54,000 providing for financial support for the organization. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Walters, and Mayor Schock. Nays:
None. Councilmember Steffen abstained due to conflict.
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Committee of the Whole
March 12, 2008
Page 5
Consideration of Request for Financial Assistance for the Children's Theatre of Elgin
Councilmember Gilliam made a motion, seconded by Councilmember Kaptain,to approve
additional funding in the amount of$17,500 for the Children's Theater of Elgin performance
"The Placing Out". Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Announcements from Council
Councilmember Walters indicated he had received a thank you from a resident regarding the
recent issue of"The Spirit".
Councilmember Gilliam asked about the status of the signs for downtown stores. City Manager
Folarin indicated that the proposal would be sent out shortly in the Friday mail.
Councilmember Kaptain asked staff to provide an update on the policies regarding the
immigration issue. City Manager Folarin indicated that would be forthcoming.
Announcements from Staff
Sue Olafson announced upcoming City events.
Public Works Director John Loete gave an update on pothole patching. Councilmember
Figueroa asked how the public can leave a complaint after hours. Mr. Loete replied that a
message can be left on the voice mail system and that this is checked immediately the next
morning.
Councilmember Powers asked about the status of the "3 inch scrape" street project. City
Manager Folarin answered that a presentation will be made to Council at the first meeting in
April.
Adjournment
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa,to adjourn and
go into the Executive Session following the regular Council meeting 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.
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
Committee of the Whole
March 12, 2008
Page 6
Establishment of Reserves or Settlement of Claims as Provided in the Local
Governmental and Governmental Employees Tort Immunity Act - Exempt Under
Section 120/2(c)(12) of the Open Meetings Act
The meeting adjourned at 6:50 p.m.
\\. s _ _roc. March 26, 2008
Diane Robertson, City I lerk Date Approved
COMMITTEE OF THE WHOLE MEETING
MARCH 26,2008
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, Kaptain, Powers, and Mayor
Schock. Absent: Councilmembers Gilliam, Steffen, and Walters.
Approval of Minutes
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain,to approve the
minutes of the March 12, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Kaptain, Powers, and Mayor Schock. Nays: None.
Consideration of Resolution Authorizing the Filing of an Application for a Regional
Technical Assistance Program Grant and Execution of a Grant Agreement with the
Regional Transportation Authority
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Amendment to City's Liquor Code Creating Limited Duration Class R
Video Production Permit
An ordinance will be presented at tonight's Council meeting for adoption by the City Council.
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to amend the
amendment to include any night of the week for this filming. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Powers, and Mayor Schock. Nays: None.
Consideration of Acceptance of Grant from the Illinois Criminal Justice Information
Authority for Domestic Violence Case Managers
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept a grant
agreement in the amount of$20,021 from the Illinois Criminal Justice Information Authority for
the continuation of two part-time Domestic Violence Case managers. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Kaptain, Powers, and Mayor Schock. Nays: None.
Consideration of Purchase of Service Agreement with the Elgin Area Chamber of
Commerce
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to approve a
purchase of service agreement with the Elgin Area Chamber of Commerce in the amount of
$155,000 to provide direct financial support for economic development activities of the
Chamber. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, and Mayor
Schock. Nays: None.
•Committee of the Whole
March 26, 2008
Page 2
Consideration of Purchase of Wash Water Recovery Pump from Drydon Equipment, Inc.
for the Riverside Water Treatment Plant
Councilmember Powers made a motion, seconded by Councilmember Figueroa, to authorize the
sole source purchase of the wash water recovery pump from Drydon Equipment, Inc. in the
amount of$19,584 for the Riverside Water Treatment Plant. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Powers, and Mayor Schock. Nays: None.
Consideration of Contract with Artspace to Conduct Comprehensive Marketing Study of
Area Artists
Councilmember Powers made a motion, seconded by Councilmember Kaptain, to approve an
agreement with Artspace in the amount of$25,000 to conduct a comprehensive marketing study
of area artists to determine the level of need for an affordable mixed-use live/work space for
artists in the Elgin area. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain,
Powers, and Mayor Schock. Nays: None.
Consideration of Application for Facade Improvement, Center City Business Loan
Program and e-Elgin Incentive from Tongue N Chic
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the
applications of Tongue N Chic to participate in the Special Business Loan Program in the amount
of$44,733, the e-Elgin Incentive Program in the amount of$4,403, and the Façade Improvement
Program in the amount of$21,920. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Kaptain, Powers, and Mayor Schock. Nays: None.
Consideration of Authorization for Sale of$15.115 million in General Obligation Bonds
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to authorize
proceeding with the sale of$15.115 million in General Obligation Corporate Purpose Bonds,
Series 2008 and up to $6.1 million in Refunding Bonds. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Powers, and Mayor Schock. Nays: None.
Consideration of Agreement with Around the Horn Entertainment LLC for Restaurant
Business Concept Design Services for Bowes Creek Country Club
Councilmember Figueroa made a motion, seconded by Councilmember Powers, to approve the
contract with Around the Horn Entertainment, LLC in the amount of$75,000 for restaurant
business concept design services in conjunction with the Bowes Creek Country Club. Upon a
roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, and Mayor Schock. Nays:
None.
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•Committee of the Whole
March 26, 2008
Page 3
Consideration of Purchase of Service Agreement with Boys and Girls Club of Elgin
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to approve the
2008 purchase of service agreement in the amount of$140,000 with the Boys and Girls Club of
Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, and Mayor
Schock. Nays: None.
Consideration of Resolution Requesting a Permit from the Illinois Department of
Transportation to Close Portions of State Routes for Elgin Valley Fox Trot
Councilmember Powers made a motion, seconded by Councilmember Figueroa,to approve the
draft of the resolution requesting a permit from the Illinois Department of Transportation to close
portions of state routes for the annual Elgin Valley Fox Trot and associated activities. Upon a
roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, and Mayor Schock. Nays:
None.
Consideration of Lease Agreement with Robert Gehrke for the Farming of the Elgin
Regional Park Property
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to approve the
farm lease in the amount of$51,250 with Robert Gehrke for the farming of the Elgin Regional
Park. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, and Mayor
Schock. Nays: None.
Consideration of Roundabout for the Intersection of Dundee Avenue and Summit Street
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to authorize
staff to perform the following: 1)to pursue the roundabout option at an additional estimated cost
of$160,000 to $460,000 depending upon additional Surface Transportation Program funding
eligibility and approval; and 2)petition the appropriate funding agencies for a change in the
project scope.
Councilmember Kaptain asked if there could be a trial period so residents could get used to this.
The Mayor replied that there probably could not be as this was a state design. General Services
Director David Lawry advised that there will be 3-D renderings available. Councilmember
Kaptain stated that he wants the residents to know about the roundabout. City Manager Folarin
stated this will be similar to the roundabout in Des Plaines. Mayor Schock said that he and Mr.
Lawry had met with the Director of the Illinois Department of Transportation and that he had
been receptive to the City's concerns. The Mayor also mentioned that he had received calls from
residents inquiring about possible road widening.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, and Mayor Schock.
Nays: None.
-Committee of the Whole
March 26, 2008
Page 4
Consideration of Purchase of Service Agreement with Elgin Symphony Orchestra
Councilmember Powers made a motion, seconded by Councilmember Kaptain, to approve a
purchase of service agreement in the amount of$226,680 with the Elgin Symphony Orchestra for
youth programming and general operational support. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Powers, and Mayor Schock. Nays: None.
Announcements from Council
The Mayor welcomed Mr. and Mrs. Richoz to the Council meeting as they had been absent for a
period of time.
Announcements from Staff
Fiscal Services Director, Jim Nowicki, introduced Dan Nicholas, of PHN Architects, and asked
him to give an update on the Bowes Creek Clubhouse project. Mr. Nicholas is the lead designer
for the project. He stated that his group was 50%through the design document phase and that
they were anticipating the grand opening to take place in the spring of 2009. He presented a
review of the clubhouse design, indicating that the facility would be 9,000 square feet, with the
lower level being used primarily as a service area. The exterior will be an English-style design
and there will be a 180 vehicle parking lot. He then introduced Joe Carlucci of the Carlucci
Hospitality Group. Mr. Carlucci stated that the goal was to create a space that is warm,
comfortable, friendly, and casual. He then reviewed what might be offered in the restaurant and
bar areas. City Manager Folarin reminded the Council that Toll Brothers is paying for the golf
course and the bulk of the clubhouse.
Chief Womack gave a status report on the efforts of the Elgin Police Department regarding the
illegal immigration issue. On March 6, she recently met with the Assistant Secretary of
Homeland Security and the Director of ICE, Julie Myers, to discuss the needs of local police
departments. She indicated that the priorities for ICE over the next two years will be in jail
operations and the Criminal Alien Program. They will also be refocusing on the "Customs side
of the house". Chief Womack indicated that no new federal legislation is expected soon and that
the problems that the City of Elgin is experiencing are typical of other communities. Chief
Womack reported that on March 17 she met with Assistant Special Agent in Charge, Tim
O'Sullivan, of the Chicago ICE Field Office. Items discussed included current EPD projects,
partnerships with the local ICE office, and the ICE ACCESS Program. ICE will be providing a
summary of all ICE projects in the Kane and Cook County areas and will notify the EPD when a
decision is made as to how ACCESS arrangements will be formalized. Video bond call will be
modified so that no one is released before they have been processed by the local CAP officer.
Elgin police will also be checking all foreign-born arrestees through the Alien Inquiry System.
Councilmember Kaptain asked if Chief Womack felt the Council had provided all the tools
necessary for the officers to do their job. Chief Womack said she felt the Council had provided
everything necessary for them to address the issue within their authority. She said the lack of
-Committee of the Whole
March 26, 2008
Page 5
resources is at the federal level or the ICE level. She said that ICE will be directing its efforts at
the major jails at the county level and will not be directing their efforts at the municipal level.
Councilmember Kaptain asked the City Manager if the contracts with sub-contractors adequately
address the employment of illegal immigrants and does the City ever do random checks of
employment records. City Manager Folarin said they did and that the City does do the random
checks.
Sue Olafson announced that the City's special census would begin on March 28 and would
continue through April 30. She also gave a listing of upcoming City events.
Adjournment
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to adjourn and
go into the Executive Session for the purpose of discussing the following matters.
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
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, and Mayor Schock.
Nays: None.
The meeting adjourned at 6:45 p.m.
April 9, 2008
Diane Robertson, City lerk Date Approved
4
COMMITTEE OF THE WHOLE MEETING
April 9, 2008
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 Figueroa made a motion, seconded by Councilmember Powers, to approve the
minutes of the March 26, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Kaptain, Powers, and Mayor Schock. Nays: None. Abstained: Councilmembers
Steffen and Walters
Consideration of Agreement with Shales McNutt Construction for the Design and
Construction of the Veterans Memorial Project
General Services Director David Lawry stated that Shales McNutt has partnered with Hitchcock
Design on the Veterans Memorial project. Mr. Lawry introduced Rick Hitchcock who gave the
following presentation. Mr. Hitchcock stated that the design would easily seat 150 people and
that bleachers could be brought in for larger events. The projected cost is $746,528 and
construction is expected to be completed on October 28, 2008, with dedication on November 4,
2008.
Mayor Schock expressed his appreciation for the modified design. Councilmember Walters
stated that the Navy Club would like to have the memorial closer to the river. Mr. Hitchcock
stated that the memorial is designed such that an addition could be made at a later time,but that
the current design will be okay for ceremonial purposes. Councilmember Kaptain said that the
Fox River Alliance is okay with the design and they would like to match the project timeline.
Mayor Schock expressed appreciation to the library for their cooperation. Councilmember
Walters mentioned that parking would be close to the memorial.
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
wMf1FM
itchcock
Design Group
Creating Better Places'
Creating Better Places®
Elgin Riverfront
Veterans' Memorial
April 9, 2008
Elgin Riverfront Veterans' Memorial
Presentation Agenda
• Background
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Alternative Concept -- 2008 Construction
Materials
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• Unit Paver Plazas
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• Flag Poles
• Benches / Litter receptacles
• Landscape
• Lighting
Elgin Riverfront Veterans' Memorial
Construction Budget
General Requirements (Supervision, Management,Survey,Temp Facilities) $92,170
S itework (Excavation,Utilities,Landscape) $164,014
Concrete (Foundations,curbs) $61,179
Masonry (Columns,walls, etc.) $79,943
Finishes $13,569
Specialties (Memorial plaques,engravings,benches,etc.) $84,1.63
Electrical $59,929
Contingencies, Fees, Etc. $150,061
Base Contract Amount: $705,028
Gateway Alternate $30,000
Irrigation Alternate $11 ,500
Total Contract Amount: $746,528
Elgin Riverfront Veterans' Memorial
Schedule
City Council Meeting April 9, 2008
Construction Documents Complete May 28, 2008
Begin Construction May 29, 2008
Construction Complete October 28, 2008
Dedication November 4, 2008
Veteran's Day November 11, 2008
111
Hitchcock
Design Group
Creating Better Places
Creating Better Places
Thank You !
www.hitchcockdesigngroup.com
Committee of the Whole
April 9, 2008
Page 2
Consideration of Amendments to the City's Liquor Code Increasing Annual Fee for
Certain License Classifications
Councilmember Figueroa stated he had received several phone calls from business owners who
were concerned about the increases for the Class R, R-1, and S licenses. Mayor Schock
explained that the R-1 license currently requires a uniformed officer on premises on Friday and
Saturday nights. This is costing the R-1 license holders each approximately $24,000 per year.
The proposed fee of$7,000 will actually be less than the cost of the unformed officer as the
officer will no longer be required at the business, but will now be part of a roving two-officer
detail. The costs of the two officers will now be distributed among the various license holders.
Mayor Schock went on to explain that the license fee increases were also based on a review of
calls for service to the Police Department and a comparison to other communities for comparable
license fees. Councilmember Figueroa asked how soon the license holders could be notified and
Corporation Counsel Cogley replied that letters had already been sent. He also indicated that
this would be effective immediately and that the detail officers would no longer be required at
each premises. Councilmember Steffen asked how many establishments would be policed. Mr.
Cogley said it would be at the discretion of the Police Department as to how the officers would
be deployed and that there are currently two establishments, one Class R and one Class R-1,
where officers are stationed. Because the two establishments are paying for the officers to be
stationed there, the officers are obligated to stay there. Under the new system they will be able
to provide broader coverage. Councilmember Steffen asked if there has been any response since
the letters were sent out. Mayor Schock replied that no licensees attended the recent Liquor
Commission meeting. He said he had heard from one licensee, The Mission, who was relieved
they were no longer bearing the entire cost of a duty officer.
An ordinance will be presented at tonight's Council meeting for adoption by the City Council.
Presentation on 2008 Street Resurfacing Program
City Manager Folarin stated he had been asked about how the City had been able to come up
with an additional $6 million to expand the street resurfacing program. He stated that the money
came from golf course projects, mainly at The Highlands. He said the money was shifted to be
used for resurfacing. He explained that bonds could be issued for capital projects at the golf
courses,but this could not be done for road resurfacing.
Mr. Lawry then gave the following presentation:
r
2008 Street Repair Program
• Street Resurfacing
• Street Rehabilitation
• MFT Street Resurfacing
• Special Assessment
• Unimproved Street Overlay
• CBD Streetscape
2008 Street Repair Program
Definitions
•Street Resurfacing - Grind off the old asphalt
surface and replace with new material. This work is
generally performed in newer subdivisions or more
recent street projects where the surface of the
pavement has deteriorated and needs replacement.
These areas do not require concrete work, sign
replacement or underground utility work.
•Street Rehabilitation - Grind off the old asphalt
surface, replace curb and gutter, sidewalk and
driveway approaches. Utilities are replaced as
necessary, new signage is installed, the pavement
base is repaired as necessary and the parkways are
sodded. New asphalt material is applied upon
completion of the above work.
2008 Street Repair Program
Definitions (cont.)
•Street Reconstruction, - The entire street is
removed including pavement, pavement base, curb
and gutter, sidewalk and driveway approaches and
replaced with all new elements. Signage and sod
restoration is completed when all work above is done.
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Committee of the Whole
April 9, 2008
Page 3
Mr. Lawry stated that, in summary, 43 miles of streets would be resurfaced or rehabilitated at a
cost of approximately$21,350,000.
Councilmember Walters wondered about the line that runs down Wing Park Boulevard to
Edison. Mr. Lawry stated that it actually ran to Highland and that it would be resurfaced.
Councilmember Figueroa asked how the streets with potholes would be treated. Mr. Lawry
stated they would either be temporarily or permanently repaired. Councilmember Kaptain
expressed his appreciation to Councilmembers Gilliam and Walters for bringing this project
forward. Councilmember Walters thanked the staff for their efforts. A question was asked from
the audience inquiring if all of the street work was going to be done on the west side. Mr. Lawry
said no and pointed out the various areas on the east side. The Mayor mentioned that the largest
street repair project took place last year in the Summit Park area.
Consideration of Application of Elgin Public House for Participation in the Center City
Business Loan Program
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve
subsidizing interest on loans for equipment, fixtures, and build out costs through the Center City
Business Loan Program for Greg Shannon, Anthony Shannon, Cecilia Whitt, and Lou Gramm in
the amounts of$20,142 and$12,597 in regards to the Elgin Public House, located at 219 E.
Chicago Street. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
The owners of the Elgin Public House were in the audience and recognized by the Council.
Consideration of Community Development Block Grant Sub-Recipient Agreement with
Housing Authority of Elgin
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa,to approve the
sub-recipient agreement between the City of Elgin and the Housing Authority of Elgin in the
amount of$108,500. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Purchase from Gray Manufacturing of Vehicle Lifts for the Fire
Department Vehicle Maintenance Division at Fire Station 7
Councilmember Walters made a motion, seconded by Councilmember Powers, to authorize the
purchase of a set of eight wireless mobile column lifts, eight small wheel adapters, and eight
vehicle support stands in the amount of$102,842 from Gray Manufacturing for use by the Elgin
Fire Department Vehicle maintenance Division at Fire Station 7. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
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.I
Committee of the Whole
April 9, 2008
evik Page 4
Consideration of Purchase from Standard Equipment Company of an Elgin Pelican
Sweeper
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the
purchase of one Elgin Pelican sweeper in the amount of$159,793 from Standard Equipment
Company. Councilmember Walters asked how many sweepers the City currently had and was
told there were five. It was noted that the sweepers had already been deployed. Upon a roll call
vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Announcements from Council
Councilmember Kaptain announced that the Elgin Community Network, sponsored by the City
of Elgin, the Gail Borden Public Library, and the Grand Victoria Foundation, would be
presenting the film "Saved by the Sun". This film offers options for using solar power.
Announcements from Staff
Parks & Recreation Director Reopelle introduced Orillia Brown who is the new Community
Outreach Coordinator and Julian Sanchez who is the new Eastside Recreation Center supervisor.
r Sue Olafson announced upcoming City projects and events. During her announcements the fire
alarm sounded.
Adjournment
Councilmember Walters made a motion, seconded by Councilmember Kaptain, 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 6:45pm
_ ,,1 - April 23, 2008
Diane Robertson, City C rk Date Approved
COMMITTEE OF THE WHOLE MEETING
SPECIAL MEETING
April 23,2008
The special Committee of the Whole meeting was called to order by Mayor Schock at 2:05 p.m.
in the Heritage Ballroom of The Centre. Present: Councilmembers Figueroa, Gilliam, Kaptain,
Powers, Steffen, Walters, and Mayor Schock. Absent:None.
Presentation on Public Works Services
City Manager Folarin gave a brief introduction in which he stated that the processes for leaf and
snow removal had not worked well this past year. He said that during the last several months,
the entire program had been reviewed from top to bottom and that this would be a continuous
process.
General Services Director Lawry reported that the bids for the streets resurfacing project have
come in under what was anticipated.
Prior to the start of the presentation, Assistant City Manager Stegall stated that there is no other
community quite like the City Of Elgin. The City has new and old neighborhoods that are both
suburban and urban in character. Because of this, Elgin is truly a diverse community. Mr.
Stegall also mentioned that predictability is the goal. Residents should know when to expect
City services. He stated that$2.8 million is being spent on new equipment. He mentioned that
during the presentation, a break would be taken so that the Council and other attendees could
view the new equipment already received and models that are on order.
The following was the presentation given to Council:
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2008 Street Repair Program
• Street Resurfacing
• Street Rehabilitat1On
• MFT Street Resurfacing
• Special Assessment
• Unimproved Street Overlay
• CBD Streetscape
2008 Street Repair Program
Definitions
•Street Resurfacing - Grind off the old asphalt
surface and replace with new material. This work is
generally performed in newer subdivisions or more
recent street projects where the surface of the
pavement has deteriorated and needs replacement.
These areas do not require concrete work, sign
replacement or underground utility work.
•Street Rehabilitation - Grind off the old asphalt
surface, replace curb and gutter, sidewalk and
driveway approaches. Utilities are replaced as
necessary, new signage is installed, the pavement
base is repaired as necessary and the parkways are
sodded . New asphalt material is applied upon
completion of the above work.
2008 Street Repair Program
Definitions (con't.)
•Street Reconstruction - The entire street is
removed including pavement, pavement base, curb
and gutter, sidewalk and driveway approaches and
replaced with all new elements. Signage and sod
restoration is completed when all work above is done.
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COMMITTEE OF THE WHOLE MEETING
April 23, 2008
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 April 9, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Reservation of 2008 Industrial Revenue Bond Capacity
An ordinance will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Temporary Ordinance to Liquor Code Allowing Licensees Subject to
Annual License Fee Increases to Make Quarterly Payments on Balance of Increased Fee
Councilmember Figueroa expressed his appreciation for showing sensitivity to the business
community. An ordinance will be presented at tonight's Council meeting for adoption by the
City Council.
Consideration of Amendment to Health Reimbursement Account
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve an
amendment to the City's Flex Health Reimbursement Account Plan which clarifies the ability to
use such funds to pay post-termination health premiums. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Acceptance of Off-Site Water Main Extension Improvements for the Glen
Subdivision
Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to accept the off-
site water main extension improvements for the Glen Subdivision located south of Bowes Road
and east of Nolan Road in Elgin. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Engineering Services Agreement with Engineering Enterprises, Inc. for
the Bowes Road Salt Storage Facility Site
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the
agreement with Engineering Enterprises, Inc. in the not to exceed amount of$98,184 for the
Committee of the Whole
April 23, 2008
Page 2
design and construction inspection engineering services for the Bowes Road Salt Storage Facility
site. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of First Amendment to Engineering Services Agreement with Rezek, Henry,
Meisenheimer and Gende for Highland Avenue Overhead Tank Project
Commissioner Gilliam made a motion, seconded by Commissioner Walters, to authorize the
execution of Amendment No.1 to an agreement with Rezek,Henry,Meisenheimer and Gende in the
amount of$15,000 for engineering services associated with the Highland Avenue Overhead Tank(T-
11). Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Change Order No. 1 with CB&I Contractors for the Highland Avenue
Overhead Tank Project
Councilmember Walters made a motion, seconded by councilmember Powers,to authorize the
execution of Change Order No. 1 with CB&I Contractors to deduct the amount of$17,100 for
the Highland Avenue Overhead Tank (T-11)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 with H. Linden & Sons for Phase I of the Joint Lime
Waste Disposal Main
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to authorize the
execution of Change Order No. 1 with H. Linden& Sons, Inc. for a total cost of$202,218 for
Phase I of the Joint Lime Waste Disposal Main project.
Councilmember Walters asked if the repairs would be made to Edison Avenue. Water
Superintendent Kyla Jacobson stated that restoration had already begun.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Ordinances Implementing Provisions of the Illinois Cable and Video
Competition Law of 2007
Commissioner Gilliam made a motion, seconded by Commissioner Walters, to approve
implementing provisions of the Illinois Cable and Video Competition Law of 2007 with the
following three ordinances: Construction of Utility Facilities in the Right-of-Way;Cable and Video
Customer Protection Law, and; Cable and Video Service Provider Fee and PEG Support Fee.
Councilmember Powers asked if this complied with Illinois law and both Councilmember Walters
Committee of the Whole
April 23, 2008
Page 3
and City Manager Folarin stated that it did. Councilmember Powers wondered if the City had any
discretion on where these boxes may be located and how they can be landscaped. City Manager
Folarin replied there was very little.Councilmember Kaptain stated that he has received a number of
complaints about how the right-of-way is dug up and not properly restored. Councilmember Gilliam
asked if AT&T was required to replace with sod. Mayor Schock said he would check on this.
Councilmember Powers stated he would like to revisit the idea of a truly public access channel at
some point in the future.
Upon a roll call vote:Yeas: Councilmembers Figueroa,Gilliam,Kaptain,Powers,Steffen,Walters,
and Mayor Schock. Nays: None.
Consideration of Contract with Randy Trull for Construction Management Services for
the Highlands of Elgin Phase II
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a
contract with Randy W. Trull for an amount not to exceed$80,000 for golf course construction
management on Phase II of the Highlands of Elgin Golf Course. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Announcements from Council
Councilmember Figueroa expressed his appreciation to those from the Police and Fire
Departments who attended the Near West Neighborhood Association Tour. He said that he
thought it would be a good idea to continue these visits in troubled areas. Councilmember
Kaptain concurred and said he felt it was part of the Council and staff responsibilities. City
Manager Folarin stated that the Neighborhood Services Committee had been doing this for
several years and that their next tour would include the Council.
Mayor Schock announced that tonight celebrated the thirty-fifth year that Councilmember
Gilliam has served on the Council.
Announcements from Staff
Assistant City Manager Stegall announced upcoming City events. He also stated that the Public
Works presentation was now available on the City's website and that Council meetings will be
available on the website approximately two to three hours after the conclusion of the meeting.
Fiscal Services Director Jim Nowicki announced that the City had received an AA+rating from
Standard& Poors. This places the City in the top 5% municipalities in the United States. Mayor
Schock stated that it does matter what the City is doing over the long term. It is not what is
promised, but what is accomplished. He said that this bump in the City's rating is gratifying in
that a major bond rating firm concurs with the direction that the City is headed.
Committee of the Whole
April 23, 2008
Page 4
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 6:25 p.m.
\ t, u _ May 14, 2008
Diane Robertson, City Jerk Date Approved
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COMMITTEE OF THE WHOLE MEETING
May 14, 2008
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, 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 April 23, 2008, regular meeting and the minutes of the April 23, 2008, special
meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Development Agreement between the City of Elgin,the Chicago Bandits
and Judson University for the Purpose of Providing Women's Professional Softball
Councilmember Kaptain questioned how success of this venture would be measured. Assistant
City Manager Stegall stated that the intention was for staff to provide information to Council
who would then make that determination. He said that a feasibility study should be conducted
after the conclusion of the first season, and that attendance, economic impact on hotels and
restaurants,community pride, and an additional entertainment venue are just some of the
variables to be considered. Councilmember Kaptain stated he was concerned about the success
of the league itself. Councilmember Powers said this would create a relationship with the
American Softball Association and it would bring in hotel and restaurant business creating a
ripple effect in the community. He feels if the City hosted just one tournament per week for
sixteen weeks, it could generate several million dollars for the community. He sees Elgin
becoming the softball capital of the United States. He believes the Bandits are already good
corporate citizens as they are already using local businesses. Mr. Stegall said staff would provide
to the Council, after the first season, as much information as possible so they could make the
determination whether this was a worthwhile venture. Councilmember Walters asked how does
the City evaluate the Elgin Symphony Orchestra and what is it worth when the Symphony is
featured on WFMT? He said this is a way of buying good advertising.
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Acceptance of Grant from Elgin Township for the 2008 Youth at Risk
Summer Program
Councilmember Walters made a motion, seconded by Councilmember Kaptain,to accept a grant
from the Elgin Township in the amount of$20,000 for the operation of the 2008 Youth at Risk
Summer Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
• Committee of the Whole
May 14, 2008
Page 2
Consideration of Senior Citizen Property Tax and Senior Citizen Mobile Home Rebate
Programs
Councilmember Figueroa made a motion, seconded by Councilmember Powers, to approve the
Senior Citizen Tax Rebate and Senior Citizen Mobile Home Rebate Programs for 2008. Upon a
roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor
Schock. Nays: None.
Consideration of Landmark Designation of Wing Park Golf Course
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to approve the
designation of Wing Park Golf Course at 1000 Wing Street as an individual Elgin landmark.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, and Mayor
Schock. Nays: None. Councilmember Walters abstained due to conflict.
Consideration of Engineering Services Agreement with Civil Engineering Services for
Construction Engineering for the 2008 Neighborhood Resurfacing Project
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the
agreement with Civil Engineering Services in the not to exceed amount of$209,484 for the 2008
Neighborhood Resurfacing project.
Councilmember Walters asked if the price had come in lower than expected, and if so, would it
be possible to do additional streets. City Manager Folarin said the price is below what was
expected and more streets had been already added to the list. Councilmember Figueroa asked if a
street is not included in this plan, what the alternative is. Mr. Folarin said it would be included in
the next plan, but that potholes would be taken care of now. Mayor Schock mentioned that some
of the streets are too far gone for resurfacing and that they will have to be totally rebuilt.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Co-Sponsorship Agreement with Prairie Rock Brewing Company for 13th
Annual Brewfest
Councilmember Powers made a motion, seconded by Councilmember Steffen, to approve the co-
sponsorship agreement with Prairie Rock Brewing Company for a not to exceed amount of
$5,216.50 for operational support for the 13th Annual Brewfest to be held on June 13 and 14,
2008. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters,
and Mayor Schock. Nays: None.
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Committee of the Whole
May 14, 2008
Page 3
Consideration of Co-Sponsorship Agreement with The Grove Property Owners
Association,Inc. for 1st Annual Grove Fest
Councilmember Walters made a motion, seconded by Councilmember Powers, to approve the
co-sponsorship agreement with The Grove Property Owners Association, Inc. for the not to
exceed amount of$3,963 for the 1St Annual Grove Fest. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Engineering Services Agreement with Engineering Enterprises, Inc. for
Design and Construction Inspection Services for the East Zone Booster Pump Station
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve an
agreement with Engineering Enterprises, Inc. in the not to exceed amount of$165,532 for design
and construction inspection engineering services for the East Pressure Zone Booster Pump
Station. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of 2008 Neighborhood Improvement Grant Program
Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve the
grant recipient eligibility list as submitted and execute the grant agreements for a total of$48,550
for the 2008 Neighborhood Improvement Grant Program. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Renewal of Legislative Representation Agreement with Larry Suffredin
and Steven Nemerovski
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a
two year agreement with Larry Suffredin and Steven Nemerovski at an associated cost of
$37,000 for 2008 and $39,000 for 2009 for continued legislative representation.
Mr. Suffredin presented a report on what has been happening in Springfield and how it might
affect Elgin. He reported this was the second year of a General Assembly and there should be a
limited type of interaction. Because the State did not finish the current budget it is in, let alone
get ready for the budget that should begin in July, the lobbyists are watching what is happening
closely. He said that the next budget needs to be passed by May 31 or an extraordinary majority
will be needed to pass it after that date. At this point, it appears there is no consensus on a
budget. He also reported this was the ninth year of having no state capital plan. There is a
proposal to use revenue generated by the leasing of the lottery plus an increase in auto license
fees to try to have the beginning of a capital plan. Right now, though, there is no plan to lease
the lottery. There is distrust on the part of the leaders of the House and the Senate of each other
and of the governor and because of this, nothing is happening.
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Committee of the Whole
May 14, 2008
Page 4
They have been watching the TIF bills because they want to make sure there is no limitation put
on the City's ability to use the funds.
Gaming bills are also being closely watched. Gaming revenue is down by approximately 17%
compared to past years and down about 12% more than the surrounding states. The reasons why
have not been determined. There was a bill to exempt casinos from the new no-smoking law, but
there was no interest in this and it died. The tenth license application should be coming up for
review. Interest has been shown by Des Plaines, Waukegan, south Cook County, and Rockford.
At this time, it is expected it will only generate approximately $200 million due to the current
economic conditions.
Home rule and open meeting bills have been presented, but they should have no impact on how
the City Of Elgin operates.
He said people are asking if things are better or worse, but he feels that the City Of Elgin is better
off, as everyone at the state knows what the City's needs are. He also feels the recall bill created
more animosity than before. He said the legislators know this is an election year and he hopes
this gives them the ability to finish this year's budget before May 31 and put together an
operational budget prior to July 1. The bigger projects and those with matching federal funds
will probably not happen before the November elections.
ruk Mayor Schock thanked Mr. Suffredin for all of his efforts on behalf of the City.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Announcements from Council
Councilmember Kaptain announced that Elgin Alive will be presenting"Buying and Preserving
Your Home" on Tuesday, May 20, at the Gail Borden Library.
Announcements from Staff
Sue Olafson announced upcoming City and Memorial Day events.
Adjournment
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to adjourn and
go into the Executive Session for the purpose of discussing the following matters. Upon a roll
call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor
Schock. Nays: None.
Purchase or Lease of Real Property for the Use of the Public Body- Exempt
Under Section 120/2(c)(5) of the Open Meetings Act
Committee of the Whole
May 14, 2008
Page 5
Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public
Office, When the Public Body is Given Power to Appoint Under Law or
Ordinance, or the Discipline, Performance or Removal of the Occupant of a
Public Office, When the Public Body is Given Power to Remove the Occupant
Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open
Meetings Act
The meeting adjourned at 6:35 p.m.
May 28, 2008
Diane Robertson, Ci Clerk Date Approved
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COMMITTEE OF THE WHOLE MEETING
May 28,2008
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 Powers, to approve the
minutes of the May 14, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Resolution Supporting Applications for Illinois Transportation
Enhancement Program Funding for Two Bikeway Projects
Councilmember Kaptain asked how soon the City would have to move forward with the project
if the grant were awarded. Mr. Folarin indicated that the City's share was not included in the
current budget. If the grant were awarded to the City, the soonest the City would be able to move
forward would be in 2009.
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Concept and Parameters to Recognize Famed Elginites
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the
concept and the parameters by which to select individuals for recognition and the time-frame for
awarding those honors for Elginites who have received some type of regional or national
prominence.
Councilmember Figueroa asked about the difference between this and the Kane County Hall of
Fame. Councilmember Kaptain replied this would be only for Elgin residents or those who had
lived in Elgin at some point. Councilmember Steffen asked if there could be a history
classification. Mr. Folarin asked Sue Moylan to comment on this and Ms. Moylan indicated that
a historical connection will be included.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Engineering Services Agreement with R.H. Anderson & Associates for the
Spartan Drive Rehabilitation—McLean Boulevard to Lehr Drive Project
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize an
agreement with R.H. Anderson & Associates in the not to exceed amount of$158,707.58 for
design engineering services for the Spartan Drive Rehabilitation—McLean Boulevard to Lehr
Committee of the Whole
May 28, 2008
Page 2
rik
Drive Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers,
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Engineering Services Agreement with S.T.A.T.E. Testing LLC for
Material Testing Services for the 2008 Neighborhood Resurfacing Project
Councilmember Kaptain made a motion, seconded by Councilmember Powers, to authorize the
execution of an engineering services agreement with S.T.A.T.E. Testing LLC in the not to
exceed amount of$55,200 for the 2008 Neighborhood Resurfacing Project.
Councilmember Walters asked for an explanation of what S.T.A.T.E. would be doing. Mr.
Lawry indicated it would be testing of asphalt at the plant and density checks in the field.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Amendment No. 4 to the Engineering Services Agreement with Baxter&
Woodman,Inc. for the Dundee/Summit Intersection Improvements
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve
Amendment No. 4 to the agreement with Baxter& Woodman for the not to exceed cost of
$269,000 for Phase 1 and 2 design engineering services for the roundabout alternative for the
Dundee/Summit Intersection Improvement Project.
Councilmember Walters stated that he believes roundabouts work, but he wants a lot of signage
stationed well in advance of the intersection.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Change Order No. 3 with Northwest Contractors, Inc. for the
Construction of the Highlands of Elgin Clubhouse
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to authorize
Change Order No. 3 with Northwest Contractors, Inc. in the amount of$66,507.40 for the
construction of The Highlands of Elgin Clubhouse and related site landscaping. Upon a roll call
vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
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Committee of the Whole
May 28, 2008
Page 3
Consideration of Amendment to Northern Illinois Special Recreation Association's
(NISRA) Articles of Agreement
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve an
amendment to Northern Illinois Special Recreation Association's articles of agreement which
will reinstate the requirement of receiving member district approval for NISRA's annual budget.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Engineering Services Agreement with Tank Industry Consultants,Inc.
for Inspection and Painting of Alft Lane Overhead Tank
Councilmember Powers made a motion, seconded by Councilmember Steffen, to approve an
agreement with Tank Industry Consultants, Inc. in the amount of$57,669 for engineering
services for inspection and observation services during re-painting of the Alft Lane Overhead
Tank. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Change Order No. 1 with CSR Roofing,Inc. for Roof Repairs at Police
and Public Works Facilities
ribk Councilmember Kaptain made a motion,seconded by Councilmember Figueroa,to approve Change
Order No. 1 with CSR Roofing, Inc. in the amount of $148,254 for replacement of damaged
insulation at the Police Facility, the installation of curbs for future skylights and the replacement of
rotted wood nailers at the Public Works Facility.
Mayor Schock asked if the wet insulation had been caused by the roof failure or by the fact that the
roof had been opened up. Mr. Lawry stated there was no way to tell,but due to the condition of the
roof, he believed the insulation was wet due to the roof failure.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Change Order No. 1 with American Demolition Corp. for Demolition of
Various Buildings
Councilmember Steffen made a motion, seconded by Councilmember Powers, to approve
Change Order No. 1 with American Demolition Corp. in the amount of$51,155 for the
demolition of two additional houses located at 35 Daniels and 480 Park Street, as well as the
demolition of two play structures in the Channing and College Green Parks. Upon a roll call
vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
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' Committee of the Whole
May 28, 2008
Page 4
Consideration of Contract with Shales McNutt Construction for Repairs to the Eagle Road
Bridge
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve a
contract with Shales McNutt Construction in the amount of$228,006.37 for repairs to the Eagle
Road Bridge. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of the Hemmens Performing Arts Facility Programming Assessment
Councilmember Walters made a motion, seconded by councilmember Powers, to award a
contract to Economics Research Associates for an amount not to exceed $291,800 to undertake a
programming assessment and formal evaluation of The Hemmens Cultural Center as it relates to
the potential for expansion. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain,
Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Announcements from Council
Councilmember Figueroa recognized Brendan Morse on his eighteenth birthday and for his
regular attendance at the City Council meetings.
Announcements from Staff
Sue Olafson reported on upcoming City events. She also announced that the City Of Elgin had
been recognized as one of the top one hundred cities in which to live by "Best Life"magazine.
The City ranked at fifty-two.
Adjournment
Councilmember Steffen made a motion, seconded by Councilmember Figueroa, to adjourn and
go into the Executive Session for the purpose of discussing the following matters. Upon a roll
call vote: Yeas: Councilmembers Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor
Schock. Nays: None.
Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of
the Public Body Before a Court or Administrative Tribunal - Exempt Under
Section 120/2(c)(11) of the Open Meetings Act
Establishment of Reserves or Settlement of Claims as Provided in the Local
Governmental and Governmental Employees Tort Immunity Act - Exempt Under
Section 120/2(c)(12) of the Open Meetings Act
Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public
Office, When the Public Body is Given Power to Appoint Under Law or
Committee of the Whole
May 28, 2008
Page 5
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 6:18 p.m.
�,,,,____ x t-, • ,. . ,.x vt� June 11, 2008
Diane Robertson, City Cli k Date Approved
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COMMITTEE OF THE WHOLE MEETING
June 11, 2008
The regular Committee of the Whole meeting was called to order by Mayor Schock at 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 May 28, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Ordinance Regulating the Possession, Sale and Use of Fireworks
An ordinance will be presented at tonight's Council meeting for adoption by the City Council.
Street Gang Prevention and Intervention Committee Presentation
George Irizarry gave the following presentation on behalf of the Street Gang Prevention and
Intervention Committee. At the conclusion of the report, Councilmember Figueroa thanked the
members of the committee and indicated that he would like to see the committee become a
permanent one. Mayor Schock also thanked the committee for their efforts.
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Street Gang Prevention and Intervention Committee
Report to the Elgin City Council
June 11, 2008
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Process Overview
• The committee convened its first organizational meeting on December 3,
2007 and met semi-monthly between January and April 2008. All
meetings were open to the public.
• Between January and March various organizations and local experts made
presentations to the committee. They include:
— Elgin Police Department
— Former gang members: Marcus Banner, Anthony Cedillo, Salvador Vargas
and Joel Perez
— Faith-based organizations
— Elgin Recreation Center(ERC)/God's Gym
— The Salvation Army
— Carpentersville Police Department's Strengthening Families Program
— Boys and Girls Club of Elgin
— City's Youth Scholarship Program
-- Elgin Parks and Recreation Department
— School District U-46 representatives
Issues and Recommendations
• Issue 1: Need for Public Information and Education
— Promote a public education/awareness campaign in a manner
that alerts people without alarming them.
— Increase communications among neighbors.
— Appoint a permanent Gang Prevention Committee to develop
further public information and education strategies.
• Issue 2: Systematic Exploitation of Young Children
— Offer educational forums for students and faculty by former
gang members.
— Explore the development of a training & certification for former
gang members to be able to work directly with children.
— Target anti-gang programs at children in elementary school.
1
Issues and Recommendations
• Issue 3: Parental Denial
— Parents need to be educated early and aggressively about:
• The temptation and manipulation confronting their
children
• Their responsibility for providing structure and
oversight
• Warning signs of gang involvement
• What to do when they suspect their child is involved
with a gang
COMMITTEE OF THE WHOLE MEETING
June 25, 2008
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 28, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Present: Councilmember
Gilliam. Nays: None.
Consideration of Geographic Expansion of Elgin Enterprise Zone
An ordinance will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Amendment to Chapter 11 of the Elgin Municipal Code, Entitled
"Vehicles and Traffic" Regarding Walnut Avenue Bike Route
An ordinance will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Agreement with JJR, LLC for Landscape Architecture, Engineering and
Architecture Consultant Services for Improvements to the Elgin Sports Complex
Councilmember Walters made a motion, seconded by Councilmember Powers, to authorize an
agreement with JJR, LLC in the amount of$42,500 for landscape architecture, engineering, and
architecture consultant services relating to the preparation of a master concept plan for
improvements to the Elgin Sports Complex. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Contract with Terracon Consulting Engineering & Scientists for
Environmental Testing Services at 464 & 520 McBride Street
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to award a
contract to Terracon Consulting Engineers & Scientists in the amount of$122,117 for
environmental testing services at 464 and 520 McBride Street.
Councilmember Walters asked if any problems were anticipated at either of these properties and
City Manager Folarin answered yes.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Committee of the Whole
June 25, 2008
Page 3
Consideration of Agreement with Allen + Pepa Architects, Inc. for Elgin Historic District
Area Architectural Survey and Inventory of Properties
Councilmember Waters made a motion, seconded by Councilmember Gilliam, to approve an
agreement with Allen+Pepa Architects, Inc. in the amount of$35,000 to complete the survey
and inventory of properties in the City's Elgin Historic District area. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Ordinance for Landmark Designation of the Lamming House at 324
Franklin Street
Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve the
designation of The Lamming House at 324 Franklin Street as an individual Elgin landmark.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Third and Final Amendment to Engineering Services Agreement with
Stanley Consultants for Street Signage Inventory Project
Councilmember Figueroa made a motion, seconded by Councilmember Steffen, to approve
Amendment No. 3 to the engineering services agreement with Stanley Consultants in the amount
of$100,000 for the Street Signage Inventory Project. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock.
Nays: None.
Consideration of Acceptance for Ownership and Maintenance of Phase 5A of the Otter
Creek Interceptor Sewer and Water Main
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to accept the
Otter Creek Interceptor Sewer and Water Main, Phase 5A constructed by Crown Community
Development and Shodeen Incorporated, for ownership and maintenance. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor
Schock. Nays: None.
Announcements from Council
Councilmember Figueroa congratulated the Balloon Fest committee for a nice event.
Councilmember Gilliam advised that he had been absent due to health issues. He stated he has
stayed in touch with the City Manager and staff and is up to date on all the issues.
Councilmember Powers thanked staff for the recent street repairs and stated he was pleased that
work was progressing so quickly.
Committee of the Whole
June 25, 2008
Page 4
rk Announcements from Staff
Sue Olafson reported on upcoming City events including the dedication of Fire Station#7 and
the upcoming 4th of July 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.
Purchase or Lease of Real Property for the Use of the Public Body- Exempt
Under Section 120/2(c)(5) of the Open Meetings Act
Selection of a Person to Fill a Vacant Office, Including a Vacancy in a Public
Office, When the Public Body is Given Power to Appoint Under Law or
Ordinance, or the Discipline, Performance or Removal of the Occupant of a
Public Office, When the Public Body is Given Power to Remove the Occupant
Under Law or Ordinance - Exempt Under Section 120/2(c) (3) of the Open
Meetings Act
The meeting adjourned at 6:18 p.m.
July 9, 2008
Diane Robertson, Cit Clerk Date Approved
r
COMMITTEE OF THE WHOLE MEETING
July 9,2008
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 Steffen,to approve the
minutes of the June 25, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Change Order No. 4 to Contract with Lamp, Inc. for Construction
Management Services for Fire Station 7
Councilmember Gilliam made a motion, seconded by Councilmember Powers,to authorize
Change Order No. 4 to the contract with Lamp, Inc. in the amount of$62,326 for construction
management services for Fire Station 7. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Co-Sponsorship Agreement with the Downtown Neighborhood
Association for the Elgin Cycling Classic Bike Race
Councilmember Powers made a motion, seconded by Councilmember Figueroa, to approve a co-
sponsorship agreement with the Downtown Neighborhood Association for a not to exceed
amount of$25,461 in financial and in-kind support to organize and conduct the Elgin Cycling
Classic Bike Race on Sunday, August 3, 2008.
Councilmember Walters asked where the race will be held. Councilmember Steffen answered
that it would be in the Lord's Park area.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Walters, and
Mayor Schock. Nays: None. Councilmember Steffen abstained due to conflict.
Consideration of OSLAD Grant Application through the Illinois Department of Natural
Resources for Park Improvements at Illinois-Hammond Park
Councilmember Figueroa made a motion, seconded by Councilmember Powers,to approve
OSLAD's grant application through the Illinois Department of Natural Resources to assist with
the development of City-owned property at Illinois and Hammond Streets. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Powers, Steffen, Walters, and Mayor
Schock. Nays: None.
Committee of the Whole
July 9, 2008
Page 2
rConsideration of Purchase of Service Agreement with Public Action to Deliver Shelter
(PADS) for Operating Expenses
Councilmember Walters made a motion, seconded by councilmember Powers, 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, Powers, Steffen,
Walters, and Mayor Schock. Nays: None.
Announcements from Council
Councilmember Walters commented that the audience for the 4th of July parade was estimated to
be the largest in its history. He thanked all those who attended.
Announcements from Staff
Sue Olafson announced upcoming City events.
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 6:15 p.m.
>_. \ `,._, ,,„ July 23, 2008
Diane Robertson, City lerk Date Approved
r
_._.__________
•
COMMITTEE OF THE WHOLE MEETING
July 23, 2008
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, Steffen,
Walters, and Mayor Schock. Absent: Councilmember Michael Powers.
Approval of Minutes
Councilmember Walters made a motion, seconded by Councilmember Steffen, to approve the
minutes of the July 9, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Facade Improvement Grant Application for Mad Maggie's located at
51 South Grove Street
Commissioner Walters made a motion, seconded by Commissioner Gilliam, to approve the
façade improvement project proposed for Mad Maggie's located at 51 South Grove Street to be
funded in the amount of$37,037. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Co-Sponsorship Agreement with the Puerto Rican Heritage Organization
for Puerto Rican Week Activities
Commissioner Gilliam made a motion, seconded by Commissioner Walters, to approve the co-
sponsorship agreement with the Puerto Rican Heritage Organization for an amount not to exceed
$20,815.97 for the Puerto Rican Week activities. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None. Councilmember
Figueroa abstained due to conflict.
Consideration of Amendment to Chapter 11 of the Elgin Municipal Code, Entitled
"Vehicles and Traffic"
Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to approve the
recommendation from the Neighborhood Services Committee to amend Chapter 11 of the Elgin
Municipal Code entitled "Vehicles and Traffic" at a cost of$31,700. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Purchase of Service Agreement with Elgin Proud & Beautiful
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the
purchase of service agreement with Elgin Proud& Beautiful, Inc. in the amount of$4,560 to be
used for activities that include developing a new website, planning and coordinating annual
planting projects, recruiting volunteers and participating in various community events to promote
' Committee of the Whole
July 23, 2008
Page 2
anti-litter, recycling and sustainability. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Ordinance Prohibiting Prostitution and Prostitution-Related Activities
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve the
proposed ordinance prohibiting prostitution and prostitution related activity within the City.
Regarding the portion pertaining to mandatory towing, Councilmember Steffen stated that the
operator of the vehicle gets a notice of preliminary hearing. He asked if the owner of the vehicle
should also be getting a notice. Corporation Counsel Cogley stated he will check into this and
get back to him with an answer.
Councilmember Walters asked Mr. Cogley what would constitute a nuisance property. Mr.
Cogley stated that the City has a nuisance abatement ordinance and that this can be used to target
nuisance situations. It is being amended to include drug and prostitution offenses.
Councilmember Kaptain asked if the property is one apartment in an apartment building, would
the ordinance only affect that one apartment, not the entire building. Mr. Cogley said that was
correct.
Councilmember Figueroa commended the City Manager and the Police Department for their
quick action regarding this matter.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Proposed Amendments to the Procedures Relating to the Termination of
Probationary Employees
Commissioner Gilliam made a motion, seconded by Commissioner Walters, to approve the
proposed ordinance amending procedures relating to the termination of probationary employees
by providing the City Manager with the authority to terminate probationary employees.
Councilmember Figueroa asked if this amendment would move the procedure from the Fire and
Police Commission and the Civil Service Commission to the City Manager. Mr. Folarin said
yes. Councilmember Figueroa stated that he felt it would take away the integrity of the process
and wants to see the Commissions continue to have the responsibility for termination.
Councilmember Walters stated this was for people who are in their probationary time period.
Committee of the Whole
July 23, 2008
Page 3
Councilmember Figueroa asked if this had been discussed with the Commissions and Mr. Folarin
said it had not. He stated that originally the unions had negotiated this for their members, but
that non-union personnel had not been included. Mr. Folarin stated this had to do with
expediency, not power. Councilmember Figueroa asked if a non-probationary employee has to
go before the Commissions if they are being terminated. Mr. Folarin said no, but that they had
the opportunity to grieve the decision. Councilmember Steffen asked if a probationary employee
can grieve a termination and Mr. Folarin said they could not.
Councilmember Steffen asked about the termination process. Mr. Folarin explained that the
recommendation to terminate an employee first goes to Human Resources, then it is reviewed by
the Legal Department, and then it would be presented to the City Manager for final
determination.
Councilmember Figueroa asked why this change was being presented now. Mr. Folarin
explained that the language was still in the Civil Service procedures.
Councilmember Steffen asked if the role of the Commission was going to be reduced to hiring
only. Mr. Folarin said their role will be that of recruitment in the area of the interview.
Councilmember Steffen asked if the goal was to make the process the same for probationary and
non-probationary employees and Mr. Folarin replied yes.
Upon a roll call vote: Yeas: Councilmembers Gilliam, Kaptain, Steffen, Walters, and Mayor
Schock. Nays: Councilmember Figueroa.
Announcements from Council
None
Announcements from Staff
Sue Olafson reported on upcoming City events.
Adjournment
Commissioner Gilliam made a motion, seconded by Commissioner 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, 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
Committee of the Whole
July 23, 2008
Page 4
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
Discussion of Minutes of Meetings Lawfully Closed Under This Act- Exempt
Under Section 120/2(c)(21) of the Open Meetings Act
The meeting adjourned at 6:25 p.m.
V:Six__6_,,,,Q__ .),-0,,,_.-l_a_,!75m-- August 13, 2008
Diane Robertson, City erk Date Approved
r
r
COMMITTEE OF THE WHOLE MEETING
August 13,2008
The regular Committee of the Whole meeting was called to order by City Clerk Robertson at
6:00 p.m. in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain,
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, Steffen, and Walters. Nays: None.
Approval of Minutes
Councilmember Walters made a motion, seconded by Councilmember Steffen,to approve the
minutes of the July 23, 2008, regular meeting. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Steffen, and Walters. Nays: None.
Consideration of Development Agreement with CSI Technologies Inc. to Participate in the
Jobs Incentives Grant Program
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to enter into an
agreement with CSI Technologies Inc. in the amount of$44,000 through the Jobs Incentives
Grant Program in order to relocate their offices to 1 Douglas Avenue.
Robert Aleksick, President of CSI, was introduced by Ray Moller. Mr. Aleksick thanked the
Council for the being able to participate in the Jobs Incentives Grant Program. He said it will be
a great help to his company. Mayor Pro Tem Gilliam thanked Mr. Aleksick for selecting Elgin to
relocate their offices.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters.
Nays: None.
Consideration of Development Agreement with GEKA Brush to Participate in the Jobs
Incentives Grant Program
Councilmember Walters made a motion, seconded by Councilmember Steffen, to enter into an
agreement with GEKA Brush in the amount of$40,000 through the Jobs Incentives Grant
Program in order to locate their business at 1670 Cambridge Drive.
The representative from GEKA Brush stated they appreciated the help they were receiving from
the City. He stated this location will manufacture mascara brushes and that they had already
hired several new engineers. Mayor Pro Tern Gilliam thanked him for selecting Elgin as the
location for their new plant.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters.
Committee of the Whole
August 13, 2008
Page 2
Nays: None.
Consideration of Purchase from Adaptive Digital Systems,Inc. of Covert Surveillance
Equipment
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve the
purchase of surveillance equipment in the amount of$27,141.50 from Adaptive Digital Systems,
Inc. as the sole source vendor.
Councilmember Steffen stated he was concerned that we may be overpaying for sole source
purchases and how did the City know if a supplier was over-charging. City Manager Folarin
stated he would look into this. Councilmember Figueroa asked what the intended use of the
cameras was to be. Chief Womack stated it was for covert use only.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters.
Nays: None.
Consideration of Change Order No. 1 with Ryan Central, Inc. for the Construction of the
Highlands Phase II Golf Course
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize
Change Order No. 1 in the amount of$34,162 with Ryan Central, Inc. for the construction of the
Highlands Phase II Golf Course. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Steffen, and Walters. Nays: None.
Consideration of Co-Sponsorship Agreement with the Asian Community Network
Organization for the 1st Annual Elgin Asian Fest
Councilmember Walters made a motion, seconded by Councilmember Steffen, to enter into a co-
sponsorship agreement with the Asian Community Network for an amount not to exceed $5,266
in operational support for the first annual Elgin Asian Fest to be held on August 30, 2008. Upon
a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters. Nays:
None.
Consideration of Development Agreement with Elgin Academy for Historic Street Lighting
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to enter into an
agreement with Elgin Academy in the amount of$115,000 for the installation of historic street
lighting on Academy Place and Kimball Street.
Councilmember Walters stated he thought this was a good idea and that this would create a nice
streetscape.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters.
Nays: None.
Committee of the Whole
August 13,2008
Page 3
Consideration of Amendment No. 3 with Burns & McDonnell for Construction Services for
the Lime Residue Disposal Main Phase II
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to authorize
Amendment No. 3 for the total cost of$259,581 with Burns & McDonnell for Phase II
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, Steffen, and Walters. Nays: None.
Consideration of Change Order No. 1 and Final with Marc Kresmery Construction LLC
for 5 MG Riverside Reservoir Piping Revisions Project
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to authorize
Change Order No. 1 and Final with Marc Kresmery Construction LLC in the amount of$51,539
for the 5 MG Riverside Reservoir Piping Revisions Project. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters. Nays: None.
Consideration of Sole Source Purchase from Smith Ecological Systems, Inc. of Soda Ash
Bin Replacement for the Riverside Water Treatment Plant
Councilmember Figueroa made a motion, seconded by Councilmember Steffen,to authorize the
sole source purchase of the soda ash bin replacement for the Riverside Water Treatment Plant to
Smith Ecological Systems, Inc. in the amount of$32,575. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters. Nays: None.
Consideration of Engineering Service Agreement with HNTB Corporation for Bridge
Inspection Program
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to enter into an
agreement with HNTB Corporation for an amount totaling $47,951 to provide engineering
services associated with the inspection of City bridges.
Councilmember Walters asked how often the bridges were inspected. General Services Director
Lawry stated there was a schedule such that half of the bridges were inspected every year or that
every bridge was inspected every other year.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters.
Nays: None.
Consideration of Change Order No. 1 with DiNatale Construction, Inc. for the 2008
Neighborhood Resurfacing—Miller/Edison Project
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize
Committee of the Whole
August 13, 2008
Page 4
r-
Change Order No. 1 to the contract with DiNatale Construction, Inc. in the amount of
$202,569.50 for the 2008 Neighborhood Resurfacing - Miller/Edison Project. Upon a roll call
vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters. Nays: None.
Consideration of a Kane County Division of Transportation Highway Permit for Proposed
Improvements to Randall Road and Bowes Road
Councilmember Figueroa made a motion, seconded by Councilmember Steffen, to authorize the
City Manager to execute a highway permit with Kane County Division of Transportation as
authorized Municipal Officer allowing the construction of improvements to Randall Road and
Bowes Road associated with the Elgin Sam's Wal-Mart Subdivision. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters. Nays: None.
Consideration of a Kane County Highway Permit for Bowes Creek Country Club Access
and Intersection Improvements at Corron Road & Congressional Parkway
Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to authorize the
City Manager to execute a highway permit with Kane County Division of Transportation as
authorized Municipal Officer allowing access and the installation of intersection improvements
at Corron Road and Congressional Parkway as part of the Bowes Creek Country Club
Subdivision. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen,
rik and Walters. Nays: None.
Consideration of a Sub-Recipient Agreement with the Larkin Center under the
Community Development Block Grant Program
Councilmember Figueroa made a motion, seconded by Councilmember Walters,to enter into a
sub-recipient agreement with the Larkin Center in the amount of$35,000 to be utilized to
renovate the facility located at 1212 Larkin Avenue. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters. Nays: None.
Consideration of Agreement with Redflex Traffic Systems for Photo Enforcement System
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to enter into an
agreement with Redflex Traffic Systems, Inc. at no cost to the City for a Photo Enforcement
System.
Councilmember Figueroa asked how these cameras would be utilized. Mr. Folarin stated they
would be used for red light violations. Councilmember Figueroa asked what would happen if the
driver was not the owner. Mr. Folarin stated that the owner of the vehicle would be responsible.
Councilmember Walters stated that normally if someone is given three tickets they lose their
license. Chief Womack stated that these tickets will be a civil citation and will not go to the
Secretary of State's office. If someone appeals, there is administrative adjudication.
Councilmember Steffen asked if the camera positions at Kimball and State Streets will also
capture the train gates. Chief Womack said it would not. Councilmember Steffen asked what
Committee of the Whole
August 13, 2008
Page 5
would happen if not enough fines were collected to cover the cost of the cameras. Chief
Womack stated this will be closely monitored and that the cameras could be moved to other
areas.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters.
Nays: None.
Consideration of Amendment to the City's Liquor Code Creating Class V "Wine-Maker"
License
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve
consideration of an amendment to the City of Elgin's Liquor Code to create the Class V "Wine-
Maker" license. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Steffen, and Walters. Nays: None.
Consideration of Agreement with Al's Café & Creamery to Participate in the Center City
Special Business Loan Program
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to enter into an
agreement with Al's Café & Creamery in the amount of$22,431 for participation in the Center
City Special Business Loan Program.
Councilmember Steffen stated that the owners had not been aware of the program when they
originally purchased the business. He wondered how this program could be promoted and could
the Downtown Neighborhood Association be used to promote this. Mr. Folarin stated that he
would discuss this with Ray Moller.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters.
Nays: None.
Consideration of a Pre-Development Agreement with Artspace Projects, Inc. to Provide
Services Pertaining to Phase I Feasibility Study and Phase II Preconstruction Phase
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to enter into a
pre-development agreement with Artspace Projects, Inc. to provide services pertaining to a Phase
I Feasibility Study and Phase II Pre-construction Phase for the development of an affordable
live/work space for artists in Elgin's Center City area, for a total amount of$725,000, to be
phased over a two year period, with $150,000 payable in the 2008 budget year, and the remaining
two payments payable in the 2009 budget year.
Councilmember Kaptain commended the Mayor in bringing Artspace to Elgin. He would like to
see similar programs for other areas.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters.
Nays: None.
Committee of the Whole
August 13, 2008
Page 6
Consideration of Agreement with Kelso-Burnett Company to Relocate a Fiber Optic Cable
in the Clifford Owasco Park Enhancement Project
Councilmember Figueroa made a motion, seconded by Councilmember Steffen, to enter into an
agreement with Kelso-Burnett Company for a total amount of$12,320 for the construction
services necessary to relocate a fiber optic cable as part of the Clifford Owasco Park
Enhancement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,
Kaptain, Steffen, and Walters. Nays: None.
Consideration of Amendment No. 1 to Engineering Service Agreement with ESI
Consultants for the Westfield Business Park Water Main Project
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to approve
Amendment No. 1 with ESI Consultants in the amount of$22,550 to provide for the design of a
water main relocation project at Route 20 and Shales Parkway as part of the Westfield Business
Park Water Main Project. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam,
Kaptain, Steffen, and Walters. Nays: None.
Consideration of Development Agreement with Krystal Enterprises LLC for new Beef Villa
Restaurant and a Professional Services Agreement with Cowey, Gudmunson,Leder,LTD
for Engineering Services
Councilmember Walters made a motion, seconded by Councilmember Steffen, to enter into an
agreement with Krystal Enterprises LLC that allows for the development of a new Beef Villa
Restaurant at 1337 and 1341 Dundee Avenue and to enter into an agreement with Cowey,
Gudmunson, Leder for engineering services related to the project. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Walters. Nays: None.
Announcements from Council
Councilmember Figueroa thanked the Police Department for a successful National Night Out.
He stated he would like to see additional funding for the program next year.
Councilmember Walters stated he has heard a number of positive remarks about the street
resurfacing project.
Announcements from Staff- None
Adjournment
Committee of the Whole
August 13, 2008
Page 7
Councilmember Figueroa 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, Steffen, and Walters. Nays:
None.
Establishment of Reserves or Settlement of Claims as Provided in the Local
Governmental and Governmental Employees Tort Immunity Act - Exempt Under
Section 120/2(c)(12) of the Open Meetings Act
The Sale or Purchase of Securities, Investments, or Investment Contracts—
Exempt Under Section 120/2(c)(7) of the Open Meetings Act
The meeting adjourned at 6:25 p.m.
August 27, 2008
Diane Robertson, City Cle Date Approved
COMMITTEE OF THE WHOLE MEETING
September 24, 2008
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, Kaptain, Steffen, Walters, and
Mayor Schock. Absent: Councilmember Gilliam.
Approval of Minutes
Councilmember Walters made a motion, seconded by Councilmember Steffen, to approve the
minutes of the September 10, 2008, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Service Agreement with Claim Management Consultants, LLC for
Workers Compensation Insurance Services
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Proposals for Limited Self-Insurance Programs
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Change Order No. 7 with Artlow Systems for Concrete Finishes for Fire
Station 7
Councilmember Walters made a motion, seconded by Councilmember Steffen, to authorize the
execution of a Deduct Change Order No. 7 in the amount of$7,000 to the contract with Art low
Systems for the concrete finishes for Fire Station 7. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Change Order No. 8 with Reike Office Interiors for Ceramic and Carpet
Flooring Installation for Fire Station 7
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to authorize
Change Order No. 8 to the contract with Reike Office Interiors in the amount of$8,667 for the
ceramic and carpet flooring installation at Fire Station 7. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Sole Source Contract with Motorola for the Purchase of Portable Radio
Batteries
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize the
purchase of Portable radio batteries in the amount of$10,739.97 from Motorola.
Walk
Committee of the Whole
September 24, 2008
Page 2
Councilmember Steffen expressed his appreciation to staff for including the catalog sheets with
the proposal.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor
Schock. Nays: None.
Consideration of Proposed Downtown Projecting Sgn Grant Program
Sarosh Saher, Planning Manager, gave the following presentation on the proposed program
including guidelines and examples of signs:
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Committee of the Whole
September 24, 2008
Page 3
Mayor Shock asked why there were restrictions on the illumination of the signs. Mr. Scher
explained that these restrictions could be modified,but that it was to reduce glare.
Mayor Schock then suggested that the program be revised such that the City would pay for the
first$2,500 instead of matching up to $2,500. Councilmember Walters agreed with this
suggestion. Councilmember Kaptain suggested that, in some cases, the owner may not have as
much money in the sign as the City and that they could walk away. He also would like to
eliminate redwood as one of the useable materials. He also questioned why we would want to
start this program at the same time the road construction is still underway. Mayor Schock stated
that was why this program was needed now more than ever to get around. Assistant City
Manager Sean Stegall explained that the most exposure the City would have is $550,000 and that
this money could be divided over a number of years.
Councilmember Kaptain asked about replacement signs if one business left and another took
over the property. Councilmember Steffen suggested a possible payback clause be included and
that this could be prorated. Mr. Saher agreed that this could be included in the program.
Councilmember Figueroa asked when a new business could apply and Mr. Saher said
immediately. Councilmember Figueroa asked how a business qualifies. Mr. Saher replied that
the sign must meet the guidelines, be approved, and then installed, at which point the business
would then be reimbursed.
Councilmember Steffen noted there were a number of options available to choose from.
Mayor Schock stated there are no guarantees the City might reimburse a business for a sign and
then that same entity might go out of business at a later time. He felt this grant program would
increase the likelihood of their success. He also stated that the infrastructure for another sign
would at least be in place for the next business as they would only have to replace the cover.
Mr. Stegall thanked staff and the Downtown Neighborhood Association for their work on this
project.
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to amend the
proposal to fund the first $2,500 of the design and installation of new projecting signs for Elgin's
downtown commercial properties. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Kaptain, Powers, Steffen, Walters, and Mayor Schock. Nays: None.
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to authorize
Staff to proceed with implementing the Downtown Projecting Sign Grant Program to fund the
design and installation of new projecting signs for Elgin's downtown commercial properties as
previously amended. Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Steffen,
Walters, and Mayor Schock. Nays: None.
Consideration of Amendment No. 1 to the Agreement with Black & Veatch for Airlite
Committee of the Whole
September 24,2008
Page 4
Street Water Treatment Plant Improvements
Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to authorize
Amendment No. 1 with Black& Veatch in the amount of$154,450 for engineering services
associated with the Airlite Street Water Treatment Plant Improvements. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Public Hearing on the Approval of the Naming of Four City Parks
Mayor Schock declared the hearing open and also thanked Councilmember Kaptain for bringing
this item forward. No one from the audience wished to speak and Mayor Schock declared the
hearing closed.
Councilmember Walters made a motion, seconded by Councilmember Steffen,to bring forward
the consideration for approval of the naming of four City of Elgin parks as follows: Shadow Hill
Park, Copper Springs Park, Waterford Entry Park, and Cornerstone Park. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Acceptance of Public Improvements in the Hercana Place Subdivision
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to accept the
public improvements in the Hercana Place Subdivision. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, Walters, and Mayor Schock. Nays: None. Councilmember
Steffen abstained due to conflict of interest.
Consideration of Engineering Services Agreement with Engineering Enterprises, Inc. for
the Resurfacing of Summit Street from Dundee Avenue to Hiawatha Drive
Councilmember Figueroa made a motion, seconded by Councilmember Steffen, to approve an
engineering services agreement with Engineering Enterprises, Inc. in the not to exceed amount of
$81,210 for the resurfacing of Summit Street from Dundee Avenue to Hiawatha Drive.
Councilmember Kaptain stated there recently had been an article in Time magazine regarding
roundabouts. He requested that staff research the information to confirm the facts were accurate.
Mr. Stegall noted additional funds had been allocated for additional landscaping, general
improvements, and possible removal of non-conforming signs in this area. Councilmember
Steffen asked if any additional money will be available from Kane County and Mayor Schock
said it had all been allocated.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Kaptain, Steffen, Walters, and Mayor
Schock. Nays: None.
Consideration of Business Improvement Grant with Biggers Mazda for Parking Lot and
Committee of t e Whole
September
Page 5
Si6nase Improvements
Councilmember Walters made a motion, seconded by Councilmember Figueroa,
to approve a
improvement grant with Biggers Mazda,Inc. in the amount of$i
vo00 Ye sparking lot
business improv g
and signage improvements at 1320 East Chicago Street. Upon Mayor roll callk Nays: None.
Councilmembers Figueroa,Kaptain, Steffen, Walters, and May
Announcements from Council
Councilmember Figueroa thanked staff for their assistance with Fiesta Salsa and for their help to
move some of the activities indoors because of the rain.
Councilmember Kaptain commented that staff did a good job during the e eyed t ggll event. He
did mention that some residents have felt abandoned since their homes
have requested additional police protection in their neighborhood.
Announcements from Staff
RuthAnne Hall, Management Analyst, provided an update on the odd/even parking project. She
said compliance was improving. The next step will be to issue tickets beginning October 1,
2008. Public service notices will be broadcast on Channel 17. She also thanked Sergeant
Theriault for his help.
Sue Olafson, Public Information Officer, announced upcoming City events.
Adjournment
Councilmember Walters made a motion, seconded by Councilmember Steffen, to adjourn
meeting and go into Executive Session for the following reasons. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Kaptain, 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 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
Pending, Probable or Imminent Litigation-Exempt Under Section 120/2(c)(2)of the Open
Meetings Act
Committee of the Whole
September 24, 2008
Page 6
C-
The meeting adjourned at 6:38 p.m.
October 8, 2008
Diane Robertson, City lerk Date Approved
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COMMITTEE OF THE WHOLE MEETING
November 5, 2008
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, Steffen,
Walters,and Mayor Schock. Absent: None.
Approval of Minutes
Councilmember Walters made a motion, seconded by Councilmember Steffen, to approve the
minutes of the October 22, 2008, regular meeting. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Development Agreement with Otter Creek Shopping Center for
Development Assistance related to Burlington Coat Factory
Councilmember Kaptain made a motion, seconded by Councilmember Figueroa, to enter into a
development agreement with Otter Creek LLC in the amount of$495,500 for development
assistance related to the placement of a Burlington Coat Factory retail store at the Otter Creek
Shopping Center.
Mr. Stelleos, owner of the Otter Creek Shopping Center, expressed his appreciation to staff for
their assistance in the redevelopment of Otter Creek. Mayor Schock said that the City
appreciates the substantial investment that Mr. Stelleos has made to improve the center and to
attract a new clothier to the city.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Ordinance Initiating Hearing Procedure for Creating Backup Special
Service Areas for Stormwater Management Facilities within the Cedar Grove,Oak Ridge
Phase I and Phase 2, Stonebrook Unit 1 and Tuscan Woods Subdivisions
Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to approve the
proposed ordinance initiating the hearing procedure for creating"backup" special service areas
for the stormwater management facilities in the following subdivisions: Cedar Grove, Oak Ridge
Phase 1 and Phase 2, Stonebrook Unit 1, and Tuscan Woods.
Councilmember Walters asked what would happen if a petition was filed by at least 51% of the
homeowners objecting to the backup special service area. Corporation Counsel William Cogley
replied that if this were the case, then the backup special service area would not be created. He
pointed out that if these areas were not properly maintained, then the homeowners could be sued,
and that the city has other relief available to require compliance.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and
Mayor Schock. Nays: None.
Committee of the Whole
November 5, 2008
Page 2
Consideration of Grant Application for Funds Allocated Through the Federal
Neighborhood Stabilization Program to Assist with Redevelopment of Abandoned and
Foreclosed Homes
Councilmember Steffen made a motion, seconded by Councilmember Figueroa, to direct staff to
file the application for the $2,159,623 Neighborhood Stabilization Program through the U.S.
Department of Housing and Urban Development and to amend the 2008 Community
Development Block Grant Annual Action Plan accordingly.
Councilmember Figueroa asked about the current foreclosure rate. Mr. Deering said that he did
not know, but that he would get the information. Councilmember Figueroa then asked where the
money would be allocated. Mr. Deering stated that, in general, it would be allocated to the
central portion of the city. Councilmember Figueroa questioned the purpose of the public
hearing. Mr. Deering responded that it was to gather ideas on how to construct the program and
allocate the funds.
Councilmember Kaptain asked if the application could be amended, to which Mr. Deering
replied that at this point in the process it could be amended. Councilmember Kaptain stated he
was concerned about how the funds would be allocated. Mr. Deering said that the federal
government sets the standard and that a minimum of 25%of the funds must benefit those in the
low income bracket. He stated the city can construct its own program and that a greater
percentage could be allocated.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Contract with Walker Restoration Consultants for Repairs to the
Symphony Parking Deck
Councilmember Figueroa made a motion, seconded by Councilmember Steffen, to award a
contract to Walker Restoration Consultants in the amount of$17,250 to prepare bid documents
for repairs to the Symphony Parking Deck. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Agreement with Illinois Department of Transportation for US Route 20
and Shales Parkway Intersection Improvement Project
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the
agreement with Illinois Department of Transportation for the US Route 20 and Shales Parkway
Intersection Improvement Project. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
411)
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Committee of the Whole
November 5, 2008
Page 3
Consideration of Contract with Standard Equipment Company for one Elgin MegaWind
Catch Basin Cleaner
Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to award a
contract to Standard Equipment Company in the amount of$223,657 for the purchase of one
Elgin MegaWind Catch Basin Cleaner. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Contract with Complus Data Innovations, Inc. for Automated Parking
Citation Management System
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to award a
contract to Complus Data Innovations, Inc. in the amount of$31,250 for the purchase of an
automated parking citation management system. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Announcements from Council
Councilmember Walters stated he has received a number of complaints regarding the Nicor
project at Erie and South Streets.
Announcements from Staff
Sue Olafson reported on upcoming City events.
Adiournment
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, 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
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Committee of the Whole
November 5, 2008
Page 4
Appointment, Employment, Compensation, Discipline, Performance or Dismissal 41)
of Specific Employees of the Public Body- Exempt Under Section 120/2(c)(1) of
the Open Meetings Act
The meeting adjourned at 6:20 p.m.
November 19, 2008
Diane Robertson, City k Date Approved
4)
COMMITTEE OF THE WHOLE MEETING
SPECIAL MEETING
NOVEMBER 12, 2008
The special Committee of the Whole meeting was called to order by Mayor Schock at 5:08 p.m.
in the Council Chambers. Present: Councilmembers Figueroa, Gilliam, Kaptain, Steffen,
Walters, and Mayor Schock. Absent: None.
Discussion of the Proposed 2009 Budget
City Manager Folarin opened the meeting by stating the economy, in general, is in bad shape. He
noted that the proposed budget will show how the City is addressing the situation as of this date.
He also stated that, at this time, this budget does not propose a reduction in city services or an
increase in taxes. He said that the economic situation will be monitored and if the economy
continues to deteriorate, changes will be made as necessary.
Assistant City Manager Stegall and Finance Director Nowicki gave a presentation on the
proposed 2009 Budget, a copy of which is attached to these minutes. Mr. Stegall stated that the
budget is balanced, that it conforms to all of the city's financial policies, and that expenditures
amount to $275,990.840.
Questions asked during the meeting included:
• Councilmember Walters asked if the State of Illinois could impact the city's share of state
sales tax. Mr. Stegall said they could.
• Councilmember Kaptain asked what affect auto sales will have on the budget. Mr.
Stegall said that the amount of projected sales tax generated from auto sales has been
reduced for 2009 and 2010.
• Councilmember Figueroa asked if the city would use its reserves before raising taxes and
Mr. Folarin stated this would happen only in the case of an emergency.
Mr. Nowicki presented the sections regarding the Central Area T.I.F. and the Riverboat Fund.
Mayor Schock noted that the tenth casino license may be finalized by the Illinois State Gaming
Board within the next two months. Mr. Nowicki said that the non-profit organizations funded by
the River Boat Fund will be impacted with an 18%reduction of funds in 2009.
Mr. Cogley said that the deconversion program will be affected. It was the consensus of the
Council to not pursue the mandatory deconversion program. Mr. Folarin suggested shifting the
first two years of the mandatory funds to the voluntary deconversion program. By consensus,the
Council agreed.
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Committee of the Whole
November 12, 2008
Page 2
Councilmember Kaptain stated that those working on the Sustainable Community Project will
first look at what saves the city money.
Mr. Stegall stated that the water rate increase is due mainly to the increased cost of chemicals.
Kyla Jacobson,Water System Superintendent, explained that the Airlite Water Treatment Plant
system will be totally rebuilt beginning in 2009.
According to Mr. Stegall the Sewer Fund will maintain a 2%increase to offset expenditures.
In closing, Mr. Folarin thanked staff for their efforts in preparing the proposed 2009 budget and
the various departments for their contributions to help reduce expenditures.
Adjournment
Councilmember Gilliam made a motion, seconded by Councilmember Steffen, to adjourn the
meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen,
Walters, and Mayor Schock. Nays: None.
The meeting adjourned at 7:12 p.m.
-- �a .--- December 3, 2008
Diane Robertson, City Cl k Date Approved 44)
COMMITTEE OF THE WHOLE MEETING
tow November 19, 2008
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, Walters, and
Mayor Schock. Absent: Councilmember Steffen.
Approval of Minutes
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve the
minutes of the November 5, 2008,regular meeting. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Walters, and Mayor Schock. Nays: None.
Consideration of Truth in Taxation Act Requirements and Budget Schedule
An item regarding the above subject will be presented at tonight's Council meeting for
consideration by the City Council.
Consideration of Easement Agreement with METRA for Joint Disposal Main to Cross
METRA Railway
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Councilmember Walters stated that he is very unhappy with METRA for charging $140,500 for
this easement.
Consideration of Easement Agreement with Union Pacific for Joint Disposal Main to Cross
Union Pacific Railway
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Holiday Gift Certificates for Active City Employees
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to approve
issuing$25 gift certificates to all active employees receiving checks in the 25th pay period for a
total cost of approximately$24,344.
Councilmember Gilliam asked for an explanation of the program. City Manager Folarin stated
that the gift certificates will be for use with the downtown merchants.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Walters, and Mayor
Schock. Nays: None.
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Committee of the Whole
November 19, 2008
Page 2
Consideration of Motorola Proposal to Upgrade Elgin Emergency Communications E-911
Telephone System to Phase II Wireless Capability and Compliance
Councilmember Walters made a motion, seconded by Councilmember Figueroa, to award a
contract to Motorola in the amount of$31,514 to upgrade the Emergency Communications E-
911 telephone system in order to comply with Federal Communications Commission Phase II
Wireless requirements. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Walters, and Mayor Schock. Nays: None.
Consideration of Amendment to Chapter 11 of the Elgin Municipal Code, Entitled
"Vehicles and Traffic"
Councilmember Kaptain made a motion, seconded by Councilmember Walters, approve the
recommendations from the Neighborhood Services Committee to amend Chapter 11 of the Elgin
Municipal Code, entitled "Vehicles and Traffic"as provided below.
Councilmember Walters thanked staff for addressing the request from the restaurant owner on
Walnut Street.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Walters, and Mayor
Schock. Nays: None.
1. Two Hour Parking Zones (11.60.84)—Following downtown streetscape 411)
improvements, it is the recommendation of the NSC to allow for a two hour
parking zone on the Chicago Street Bridge, north side thereof, from the
Commuter Rail Division of RTA tracks to Riverside Drive, that would include
12 spaces.
2. Stopping, Standing Parking Prohibited Where (11.60.050 c) -When the bike
lane was added on Walnut Street,parking was removed from the south side of
the street from Wilcox to Marguerite to install a shared bike lane.
3. Limited Parking Areas; One Hour Or More (11.60.070) - A request was
submitted by St. John's Lutheran School to change the parking restrictions in
front of St. John's Lutheran Church and School on North Spring Street east
side thereof, from Dexter Avenue to Division Street, to no person shall park
during the hours of four o'clock (4:00) AM and four o'clock (4:00) PM on
Monday through Friday. This time frame will allow both for the early street
sweeping of the central business district (4 a.m. to 6 p.m.). Currently four(4)
spaces are signed without an ordinance to no parking eight o'clock (8:00) AM
and four o'clock (4:00) PM on Monday through Friday, and three(3) spaces
are under the two hour parking ordinance (11.60.084).
Committee of the Whole
November 19, 2008
Page 3
4. Two Hour Parking Zone (11.60.084) - Elgin Academy requested making
Kimball Street the south side thereof, from Dundee Avenue to Academy
Place, a two hour parking zone that would include six (6) spaces.
5. Ninety Minute Parking Zone (11.60.083.2) - To promote ample parking for
businesses in the Walnut Street area, the NSC is recommending that a 90
minute parking zone be designated for eight (8) total spaces on Walnut Street
both sides thereof, from State Street to Griswold Street.
6. Stopping, Standing Parking Prohibited Where (11.60.050 c)—Due to the
narrow width of the street of Hickory Place from Liberty to Gifford Streets, it
has been recommended that parking be prohibited on the south side of the
street. This similar restriction is in place for Hickory Place, which is a one-
way street from Hill Avenue to Gifford Street.
Consideration of Sole Source Purchase from SunGard Public Sector Inc. of SunGard
Click2Gov Applicants and Utility Billing Modules
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve the a
sole source purchase from SunGard Public Sector, Inc. in the amount of$40,500 for the SunGard
Click2Gov applicants and utility billing modules. Upon a roll call vote: Yeas: Councilmembers
Figueroa, Gilliam, Kaptain, Walters, and Mayor Schock. Nays: None.
Consideration of County Proposed Technical Amendments to Elgin Municipal Code Title
21 entitled "Storm Water Management" Ordinance
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve
making flood insurance and floodplain related amendments to the Storm Water Management
Ordinance in order to meet the requirements of the Federal Emergency Management Agency and
the Illinois Department of Natural Resources.
Councilmember Kaptain asked if this would affect the manufactured home court at Villa and
Willard. General Services Director Lawry said there would be no immediate effect, but if the
property owner were to request a permit to significantly change their property, they would be
required to come into compliance at that time.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Walters, and Mayor
Schock. Nays: None.
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Committee of the Whole
November 19, 2008
Page 4
Consideration of City Proposed Technical Amendments to Elgin Municipal Code Title 21 '''
entitled "Storm Water Management" Ordinance
Councilmember Figueroa made a motion, seconded by Councilmember Kaptain, to approve
making several technical amendments to Title 21 of the Elgin Municipal Code entitled "Storm
Water Management".
Mayor Schock asked why staff was advocating the regulation of the fluctuation of the storm
water detention facilities. City Engineer Evers responded that currently the fluctuation is at 5
feet and staff would like to see that increased to 71/2 feet. The Mayor then asked if going to the
maximum or flattened grade would mean more land. Mr. Evers said yes, but that requiring a
slope of no more than 1 to 4 was for safety reasons. The Mayor wondered why no developers
had been asked to provide input on this matter. Mr. Evers said a meeting could be scheduled and
they would be invited.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Walters, and Mayor
Schock. Nays: None.
Consideration of Second Amendment to Engineering Service Agreement with Hampton,
Lenzini and Renwick for 2005-2008 Motor Fuel Tax Program
Councilmember Walters made a motion, seconded by Councilmember Kaptain, to approve the
second amendment to the agreement with Hampton, Lenzini, and Renwick in the amount of
$42,200 to provide additional engineering services for the 2007 Neighborhood Street Overlay
Program. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Walters, and
Mayor Schock. Nays: None.
Consideration of Amendment to Elgin Municipal Code Chapter 17.04.030 Regarding Park
Site Donations
Commissioner Gilliam made a motion, seconded by Commissioner Walters, to approve the
recommended amendment to Chapter 17.04.030 of the Elgin Municipal Code regarding park site
donations.
Councilmember Figueroa asked how often the amount per acreage had been changed. Parks and
Recreation Director Reopelle stated there has been a six per cent accelerator every year.
Councilmember Walters stated that he wants to see parks in neighborhoods where there are none
currently existing. He does not want the cash to be the main factor. Mr. Reopelle stated that park
site selection is driven by the master plan.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Walters, and Mayor
Schock. Nays: None.
1
Committee of the Whole
November 19, 2008
Page 5
Consideration of Agreement with Hanover Township Road District to Store Salt at Shales
Parkway Salt Dome
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve a
three year agreement with Hanover Township Road District that allows them to store salt that
they purchase at the City's Shales Parkway salt dome in exchange for plowing designated City
streets. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Walters, and
Mayor Schock. Nays: None.
Announcements from Council
Councilmember Walters expressed his displeasure with Nicor and the quality of the work that
has been performed by them at Erie and South Streets and at the intersection of Erie and Edison.
Announcements from Staff
Sue Olafson reported on upcoming City events.
Adjournment
Councilmember Waters made a motion, Councilmember am, to adjourn to
r executive session for the purpose of discussing the purcby hase or lease of real Gilli property for the use of
the public body-exempt under Section 120/2(c)(5)of the Open Meetings Act. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Walters, and Mayor Schock. Nays: None.
The meeting adjourned at 6:40 p.m.
December 3, 2008
Diane Robertson, City Date Approved
COMMITTEE OF THE WHOLE MEETING
December 3, 2008
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, 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 12, 2008, special meeting, and the minutes of the November 19, 2008,
regular meeting. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Walters, and Mayor Schock. Nays: None. Councilmember Steffen voted present
Consideration of Application of Mad Magpie's for Participation in Grease Trap Incentive
Program ($7,500) and First Amended Facade Improvement Program Agreement
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Consideration of Intergovernmental and Intercreditor Agreement with the County of
Cook, the City of Elgin and Squire Village Preservation, NFP
A resolution will be presented at tonight's Council meeting for adoption by the City Council.
Budget Presentation
Assistant City Manager Stegall and Finance Director Nowicki gave the following presentation on
the 2009 User Fees. Mr. Nowicki stated it was the city's intent to remain competitive with the
water and sewer rates. Corporation Counsel Cogley explained the proposed expansion of the
adjudication process to include ordinary code violations. He stated that the more serious
violations would still be handled by the circuit court. Councilmember Walters wondered if there
was any consistency in violations or fines. Mr. Cogley said there may be with fines.
Councilmember Steffen asked what enforcement process an adjudicator has. Mr. Cogley said
fines and judgments can be recorded immediately. Mr. Stegall reported that the proposed 2009
budget would be presented to the Council for approval at the December 17, 2008, Council
meeting.
Presentation as follows:
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Committee of the Whole
December 3, 2008
Page 2
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Committee of the Whole
December 3, 2008
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Committee of the Whole
December 3, 2008
Page 4
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2009 2.0% $1.250 • 2009 5.5% $2.985
2010 2.0% $1.275 2010 5.5% $3.149
2011 2.0% $1.300 2011 8.0% $3.400
2012 4.0% $1.352 2012 8.5% $3.689
2013 4.0% $1.406 2013 7.0% $3.947
Foes are eot:ablishod to Ptlly receerr the cost of tilt. acto.,
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Committee of the Whole
December 3, 2008
Page 5
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buticiMe permits, inspections
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Committee of the Whole
December 3, 2008
Page 8
ro osed Agreement with Kane
Consideration o f P p � , McKenna and Associates, Inc. for
Consultant Services in Connection with Bluff City Quarry Area as Proposed Tax
Increment Financing Redevelopment Project Area and Proposed Agreement with Gifford
300, LLC Providing for Reimbursement to the City of Certain Costs Relating to Bluff City
Quarry Area
Councilmember Kaptain made a motion, seconded by Councilmember Steffen, to authorize the
proposed agreement with Kane McKenna for consulting services in connection with the Bluff
City Quarry Area as a proposed tax increment financing redevelopment project area and approve
a proposed reimbursement agreement between the City and Gifford 300, LLC providing for
reimbursement to the City of its costs in connection with the agreement with Kane McKenna and
certain other costs relating to the Bluff City Quarry area. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Adoption of the International Property Maintenance Code, 2006 Edition
Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to approve
placing one copy of the International Property Maintenance Code, 2006 Edition, on file with the
City Clerk for a period of thirty days and then adopt that code, with the accompanying local
amendments, as the City's property maintenance code.
Councilmember Figueroa asked if there were any changes that would affect over-crowding °I)
issues. Mr. Deering stated there were none.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and
Mayor Schock. Nays: None.
Consideration of Change Order No. 1 and Final with Copenhaver Construction for Entry
Corridor Improvements at the Intersection of Illinois Route 25 and Interstate 90
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to approve
Change Order No. 1 with Copenhaver Construction in the amount of$150,632.30 for the entry
corridor improvements at the intersection of Illinois Route 25 (Dundee Avenue) and Interstate 90
(Northwest Tollway). Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Steffen, Walters, and Mayor Schock. Nays:None.
Consideration of Acceptance of Pedestrian and Bicycle Safety Program Grant from the
Illinois Department of Transportation
Councilmember Gilliam made a motion, seconded by Councilmember Figueroa, to accept the
Illinois Department of Transportation Pedestrian and Bicycle Safety Program Grant in the
amount of$24,255. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Steffen, Walters, and Mayor Schock. Nays: None.
411)
Committee of the Whole
December 3, 2008
Page 9
Consideration of Phase 3 of Facade Improvement Project for Properties Located at 203-209
and 211-213 National Street
Mr. Deering stated the applicant had requested that consideration of this item be tabled.
Councilmember Figueroa made a motion, seconded by Councilmember Steffen, to table
consideration of Phase 3 improvements in the amount of$215,776 for the properties located at
203-209 and 211-213 National Street. Upon a roll call vote: Yeas: Councilmembers Figueroa,
Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Facade Improvement Project Proposed for Red Bar Winery Located at 74
South Grove Avenue
Councilmember Figueroa made a motion, seconded by Councilmember Steffen, to approve the
façade improvement project in the amount of$5,709 for Red Bar Winery located at 74 South
Grove Avenue. Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain,
Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Service Agreement with Midwest Academy of TaeKwon-Do to Provide
Martial Arts Instruction at the Centre for 2009
Councilmember Kaptain made a motion, seconded by Councilmember Gilliam, to approve the
service agreement with Midwest Academy of TaeKwon-Do in the amount of$22,150 to provide
martial arts instruction at The Centre from January 2009 through December 2009. Upon a roll
call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, and Mayor Schock. Nays:
None. Councilmember Walters abstained due to conflict.
Consideration of Service Agreement with All Star Sports Instruction to Provide Youth
Sports Instruction at the Centre for 2009
Commissioner Gilliam made a motion, seconded by Commissioner Walters,to approve the service
agreement with All Star Sports Instruction in the amount of $19,500 to provide youth sports
instruction at The Centre from January 2009 through December 2009. Upon a roll call vote: Yeas:
Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays: None.
Consideration of Service Agreement with Dixon Dance Academy to Provide Dance
Instruction at the Centre for 2009
Councilmember Steffen made a motion, seconded by Councilmember Gilliam, to approve the
service agreement with Dixon Dance Academy in the amount of$37,260 to provide dance
instruction at The Centre from January 2009 through December 2009. Upon a roll call vote:
Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and Mayor Schock. Nays:
"'* None.
Committee of the Whole
December 3, 2008
Page 10
Consideration of Contract with Adesta, LLC for Installation of Fiber Optic Cable
Councilmember Walters made a motion, seconded by Councilmember Steffen, to approve the
contract with Adesta, LLC in the amount of$45,000 for the installation of fiber optic cable.
Upon a roll call vote: Yeas: Councilmembers Figueroa, Gilliam, Kaptain, Steffen, Walters, and
Mayor Schock. Nays: None.
Announcements from Council
Councilmember Kaptain announced that the Elgin Climate Change Organization would be
sponsoring the showing of the movie"WallE" at the Gail Borden Public Library on various dates
in December.
Councilmember Gilliam asked staff to prepare a status report on the immigration process.
Announcements from Staff
Sue Olafson reported on upcoming City events. She also reported that the local food pantries
were still in need of donated food items.
Mayor Schock thanked staff for their quick response and generosity to the recent appeal for non-
perishable food items for the Salvation Army. 41)
Adjournment
Councilmember Steffen 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, 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
Pending, or Probable or Imminent Litigation Against, Affecting, or on Behalf of
the Public Body before a Court or Administrative Tribunal - Exempt Under
Section 120/2(c)(11) of the Open Meetings Act
The meeting adjourned at 6:42 p.m.
December 17, 2008
Diane Robertson, City Jerk Date Approved
41)