97-116 Resolution No. 97-116
R
RESOLUTION
AUTHORIZING EXECUTION OF AN INTERGOVERNMENTAL AGREEMENT WITH
THE BOARD OF EDUCATION OF SCHOOL DISTRICT U-46
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Robert O. Malm, Interim City Manager, and
Dolonna Mecum, City Clerk, be and are hereby authorized and
directed to execute an Intergovernmental Agreement on behalf
of the City of Elgin with the Board of Education of School
District U-46 for the utilization of land and facilities, a
copy of which is attached hereto and made a part hereof by
reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: April 23, 1997
Adopted : April 23, 1997
Vote: Yeas 5 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
SCHOOL DISTRICT U-46
Elgin, Illinois
RESOLUTION
AUTHORIZING ENTERING INTO AN INTERGOVERNMENTAL
AGREEMENT WITH THE CITY OF ELGIN
RE: ENLARGED GYMNASIUMS
WHEREAS, the City of Elgin and School District U-46 have mutually
determined that it would be in the best interests of the citizens of the
community to be able to utilize gymnasiums at Gifford Elementary and Channing
Elementary Schools for recreational purposes during non-school hours when
said buildings are not being used for School District purposes; and
WHEREAS, the new gymnasiums to be constructed for said schools which, if
enlarged would better meet the needs of the community during non-school
hours.
NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of
Education as follows:
1. That an intergovernmental agreement with the City of Elgin be drafted
which contains the mutual covenants and agreements related to the
construction of enlarged gymnasiums at Gifford Elementary and Channing
Elementary Schools and for the use of said spaces during non-school
hours.
2 . That the President and Secretary of the Board of Education be authorized
to sign said agreement.
Adopted this .V12":" day of , 1997 , on a vote as follows:
Aye: 7
Nay: 0
Absent: 0
Signed:
AL4t- L,,e 4,i5,4-4
President, Board fa Education
ATTEST:
4447
Sec etary, Board of Eolocation
9731
i
INTERGOVERNMENTAL AGREEMENT
FOR THE UTILIZATION OF LAND AND FACILITIES
BY AND BETWEEN
THE BOARD OF EDUCATION OF SCHOOL DISTRICT U-46
KANE, COOK AND DUPAGE COUNTIES AND
THE CITY OF ELGIN, KANE AND COOK COUNTIES
This Agreement made and entered into this Z647-day of
/01A'L, 1997 , by and between the Board of Education of School
District U-46, Kane, Cook and DuPage Counties, Illinois
(hereinafter referred to as the "School District" and the City
of Elgin, Kane and Cook Counties, Illinois (hereinafter
referred to as the "City" ) .
WHEREAS, the Illinois Constitution of 1970 and the
Intergovernmental Cooperation Act of the State of Illinois
encourage the cooperation between units of local government
for matters of mutual concern; and
WHEREAS, the City and the School District mutually agree
that Channing Elementary and Gifford Elementary Schools should
have expanded gymnasiums to be utilized cooperatively by both
parties; and
WHEREAS, the School District desires to begin
construction on Gifford Elementary School in June, 1997 to be
completed by November, 1997 ; and
WHEREAS, the School District also desires to begin
construction on Channing Elementary School in March, 1999 to
be completed by the 1999-2000 school year; and
WHEREAS, the City and the School District have mutually
determined that it would be in the best interests of the
citizens of the community to be able to utilize certain
portions of the elementary schools when said buildings are not
being used for School District purposes, but could be used for
community recreation activities sponsored by the City; and
WHEREAS, the City has determined that in order to provide
the citizens of the community with the necessary recreational
activities at elementary schools, certain additions and
enlargements will be required, which additions and
enlargements would not otherwise be necessary for the School
District in order for the School District to provide for the
educational needs of the residents of said School District;
and
WHEREAS, the School District has determined that the
City' s use of the elementary schools for community
recreational activities during non-school hours would not
f
interfere with the School District' s delivery of educational
services to its students and residents; and
WHEREAS, the School District agrees to expand each of the
Gifford Elementary School and the Channing Elementary School
gymnasium from 3,000 square feet to 4,500 square feet, provide
a separate entrance to each gymnasium, separate restroom
facilities for each gymnasium and include a storage space not
less than 12 feet by 12 feet for City usage adjacent to each
gymnasium.
NOW, THEREFORE, in consideration of the foregoing and the
mutual covenants and agreements as hereinafter set forth, the
City and the School District agree as follows :
Section 1 Construction Costs and Design
A. The City shall reimburse the School District for costs
associated with the expanded gymnasium facilities over a 10
year period, with the first payment due the tenth day of
January following occupancy of the renovated facility, with 9
equal installments payable on January 10 of each following
year, at no interest. The cost for the expanded gymnasium
facility at Gifford School shall be made on the basis of an
architectural calculation based on actual bids for the
project. The cost for the Channing School facility shall be
included as a bid alternate. In either case, the City shall
not be obligated for more than $300, 000 per site.
B. Should this agreement cease, for any reason, within the
first twenty-five (25) years after occupancy of the facility,
the District shall reimburse the City the undepreciated value
of the gymnasium expansion based upon a twenty-five (25) year
straight line depreciation method dated from the first day of
occupancy of the facility.
C. The City and the School District agree to cooperate in
the design of the gymnasium facility and all alterations and
change orders so that the planned recreational and educational
uses of both parties are met.
Section 2 Facility and Site Use
A. The City and the School District agree that the
elementary schools and surrounding sites and shall be jointly
used as outlined below. For purposes of this Agreement, the
School District "facility" shall refer to the elementary
schools, including the gymnasiums and adjacent restrooms and
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the adjoining outside School District property, including
parking lots . The City shall be entitled to reasonable modes
of ingress and egress to and from the facility during
non-school hours when using the gymnasium.
B. For purposes of this Agreement, "non-school hours" shall
be defined as follows :
1 . Weekdays . From 5 : 00 p.m. to 10 : 30 p.m. , Monday
through Friday, throughout the school term.
2 . Weekends . All day Saturday and after 12 : 00 p.m. on
Sunday, throughout the school term.
3 . Holidays . That extended period of time when school
is not in session throughout the school term, including, but
not necessarily limited to Thanksgiving, Winter and Spring
vacations .
4 . Summer. That period of time during the months of
June, July and August, outside of the school term, except for
scheduled maintenance and cleaning. Scheduled maintenance and
cleaning periods shall be designated by the School District in
writing. Notice of such designation will be delivered to the
City at least thirty (30) days prior to the end of each school
term.
C. During "non-school hours" when the school district has an
on duty custodian, the City will receive building use at no
cost.
D. It is understood and agreed that the needs of the School
District may require usage of the School District facility
during non-school hours on certain days throughout the
calendar year for special events, such as parent-teacher
conferences, holiday programs and PTA fund-raising events.
Prior to the start of each school term, not later than June
30th of each year, the City and the School District shall
designate in writing one weekday evening per week and one full
weekend per school quarter, during the school term, for
school programs or activities . The Thanksgiving and Spring
holiday break and five consecutive days during the Winter
holiday shall be preempted by the School District for
scheduled maintenance and cleaning.
In addition, it is understood and agreed by the City that
there may be occasions when the School District may require
usage of the facility during non-school hours assigned to the
City in order to accommodate special uses as the need arises .
Therefore, upon the minimum of 14 days ' written notice, the
School District may request a modification of the usage
schedule set forth above. Consent shall not be unreasonably
withheld. In instances where all the U-46 facilities are
3
closed for emergency reasons (i .e. snow/extreme cold) , the
gymnasium shall not be used by the City on that day.
In addition, it is understood and agreed by the School
District that there may be occasions when the City may require
usage of the facility during non-school hours assigned to the
School District in order to accommodate special uses as the
need arises . Therefore, upon a minimum of 14 days ' notice,
the City may request a modification of the usage schedule set
forth above. Consent shall not be unreasonably withheld.
E. The City and the School District recognize and understand
that this is a unique agreement providing the optimum use of
public facilities being constructed for the residents of both
the City and the School District. It is recognized that there
may be a need, from time to time, for periodic review and
modification of this Agreement, after formal adoption and
execution of this Agreement. Such reviews shall take place as
needed, at the request of either the School District or the
City. Only by mutual written consent of the parties acting
through authority granted by their respective board and
council, may this Agreement be amended.
F. The School District is currently in the initial stages of
a planning process known as Partnership in Excellence for
Learning. A committee is looking at innovative, creative ways
to provide educational services . The culmination of this
process could result in a modified school year, flexible
scheduling and the like. it is understood, therefore, that
any modification to use Gifford and Channing Schools for
educational purpose could require a modification to the
periods of time these facilities could be used for
recreational purposes .
G. It is understood and agreed that certain areas of the
facility shall be designated for storage and/or office space
for City use. Those areas designated for City storage and/or
office space shall be solely occupied by the City throughout
the calendar year, including during school hours .
H. In executing this Intergovernmental Agreement and
accepting its benefits, the City agrees that it shall use the
School District facility solely for those activities which it
properly and lawfully is authorized to sponsor. The City
agrees to require users to abide by the School District' s no
smoking and no alcohol policy.
Section 3 Operational Costs
A. Utilities and Custodial/Night Cleaning Costs The City
understands and agrees that, through its utilization of the
facility, it may render the School District liable for
additional custodial and/or night cleaning costs . The City
agrees that it shall be bound by the provisions of the
4
agreement between the School District and the Elgin Support
Staff Organization ( "ESSO" ) , as it pertains to the use of
Channing Elementary and Gifford Elementary Schools and for
purposes of computing additional costs resulting from City
use.
1. The School District agrees to provide at its sole
cost reasonably required heating, cooling and electrical
services during those times that the City uses the facility.
2 . The School District agrees to provide at no
additional cost to the City, reasonably required custodial
and/or night cleaning services with a quality of maintenance
equal to ongoing school custodial and/or night cleaning
services during the timeframe that the City uses the facility.
3 . The City shall pay any additional cost including
regular and overtime compensation for custodial and/or night
cleaning during weekends, holidays and summer usages when a
custodian and/or night cleaner is required solely due to a
City sponsored activity and is not assigned to regular duty,
within thirty ( 30) days after receipt of an invoice for the
same by the School District.
B. Repairs The School District shall at its sole cost be
responsible for the repair and replacement of fixtures,
furnishings and improvements to the facility. If damage to
the fixtures, furnishings and improvements are the direct
result of a City activity, the City agrees to reimburse the
School District for its direct cost of the necessary repairs
or replacements .
C. Supervision of Activities The City agrees to provide and
assume, at its sole cost, personnel sufficient and necessary
to properly schedule and supervise City activities at the
School District facility.
D. Equipment It is understood that certain items of
equipment provided by the City and/or the School District upon
request may be utilized jointly for City and School District
activities . Both parties agree that the party using the
equipment will be solely responsible for any damage to
equipment as a direct result of that usage regardless of
ownership.
E. Liability/Insurance Prior to the commencement of the use
of the subject facilities the School District agrees to
provide the City with a certificate of insurance pursuant to
its self insurance program naming the City as a primary,
non-contributory additional insured with limits of not less
5
than $500,000 per occurrence and excess coverage of not less
than $5,000,000 for claims relating to the condition of the
subject facilities or the occupancy or use thereof by the
City or its invitees covering general liability, including
personal injury and property damage. Such certificate of
insurance shall provide that the insurance shall not be
terminated for any reason without thirty ( 30) days advance
written notice to the City. Such insurance, however, shall
not be required to cover, nor shall the School District be
liable for, any loss, damage or injury of any kind to any
person or property occasioned by the negligent acts or
omissions of the City, its agents, or employees .
The School District agrees and does hereby indemnify and hold
harmless the City from and against any and all claims,
actions, causes of action, damages, liability and expenses,
including attorney fees, in connection with loss of life,
personal injury, and/or property damage arising out of any
occurrence in, or upon the facilities, or the occupancy or use
of such facilities or any part thereof, or arising from or out
of the School District's failure to comply with any provision
of this agreement, or otherwise occasioned fully or in part by
the actions, negligence, inaction or omission of the School
District, its officials, employees, agents, representatives,
contractors, invitees or licensees . Such indemnification,
however, shall not include nor shall the School District be
liable for, any loss, damage or injury of any kind to any
person or property occasioned by negligent acts of the City,
its agents, employees, or invitees . In the case the City
shall, without fault on its part, remain a party to any
litigation within the purview of such indemnification and
hold harmless provision, then the School District shall
protect and hold the City harmless and shall pay all costs,
expenses and reasonable attorneys fees incurred or paid by
the City in connection with such litigation. The City may at
its option, require the School District to assume the City' s
defense in any action within the purview of this
indemnification and hold harmless provision through counsel
satisfactory to the City.
Prior to the commencement of the use of the subject facilities
the City agrees to provide the School District with a
certificate of insurance pursuant to its self insurance
program naming the School District as a primary,
non-contributory additional insured with limits of not less
than $500, 000 per occurrence and excess coverage of not less
than $5,000, 000 for claims arising out of negligent acts or
omissions of the City, its officers, agents, employees or
invitees and which also involve the City occupancy and use of
the subject facilities by the City or its invitees covering
general liability, including personal injury and property
damage. Such certificate of insurance shall provide that the
insurance shall not be terminated for any reason without
thirty (30) days advance written notice to the School
6
District. Such insurance, however, shall not be required to
cover, nor shall the City be liable for, any loss, damage or
injury of any kind to any person or property occasioned by
the design, construction or maintenance of the subject
facilities or by the negligent acts or omissions of the
School District, its agents, employees or invitees .
The City agrees and does hereby indemnify and hold the School
District harmless from and against any and all claims,
actions, causes of action, damages, liability and expenses,
including attorney's fees, in connection with loss of life,
personal injury, and/or property damage arising out of
negligent acts or omissions of the City, its officers, agents,
employees or invitees and which also involve the City's
occupancy or use of such facilities or any part
thereof, or arising from or out of the City' s failure to
comply with any provision of this agreement. Such
indemnification, however, shall not include nor shall the
City be liable for, any loss, damage or injury of any kind to
any person or property occasioned by the design, construction
or maintenance of the subject facilities or by negligent acts
of the School District, its agents, employees, or invitees.
In the - case that the School District shall, without fault on
its part, remain a party to any litigation within the purview
of such indemnification and hold harmless provision, then the
City shall protect and hold the School District harmless and
shall pay all costs, expenses and reasonable attorney' s fees
incurred or paid by the School District in connection with
such litigation. The School District may at its option,
require the City to assume the School District ' s defense in
any action with the purview of this indemnification and hold
harmless provision through counsel satisfactory to the School
District.
Section 4 Miscellaneous Provisions
A. Right of First Refusal In the event that the School
District determines to sell the facility, or any portion
thereof, the City shall have the right of first refusal upon
the same terms and conditions as has been agreed to in writing
with a prospective purchaser. Should the City exercise said
right of first refusal, the City shall receive full credit
for the undepreciated value of its contribution toward the
construction of the gym. Depreciation of the improvements
shall be determined through the use of a twenty-five (25)
year straight line depreciation method dated from the first
day of occupancy of the facility. Such right of first
refusal shall expire thirty ( 30) days after the School
District gives written notice of its receipt of any
acceptable offer to purchase from a third party to the City,
along with a copy of such offer to purchase, unless exercised
within such thirty (30) day period.
7
A
•
In the event the City does not exercise its right of first
refusal, and the property is sold to a third party, the school
district agrees to pay the City the undepreciated value of its
contribution towards the construction of the gym.
Depreciation of the improvements shall be determined through
the use of a twenty-five (25) year straight line depreciation
method dated from the first day of occupancy of the facility.
B. Agreement for Exchange of Services In exchange for the
schooldistrict providing custodial support and utilities,
(reference Section 3 A. 1-2 ) , the City agrees to provide the
following services/fee waivers : maintenance of playground
equipment at Channing, Huff, Gifford and Lowrie Schools;
waive Hemmens rental fees up to $3, 000 per school year and an
annual one-time event fee waiver for use of the Wing Park
bandshell; and field maintenance at Kimball and Abbott Middle
Schools .
C. Safe Summer Open Gym Program A City-sponsored safe
summer open gym program operates in some U-46 facilities . In
exchange for $13,000 reduction in the custodial costs related
to the safe summer open gym program, the City agrees to the
following services/fee waivers : waive rental fees for use of
soccer complex for Larkin and Elgin High School boys and girls
home games; grant Larkin High School usage of Spartan Meadows
Golf Course for home matches and team practices at a cost
equivalent to one resident season pass; use of Wing and Lords
Park for cross country meets for Elgin and Larkin High
Schools .
D. Notice Any and all notices requires to be sent to the
City shall be served in writing by certified mail or by
personal delivery during regular business hours to the City
Clerk, 150 Dexter Court, Elgin IL 60120 .
Any and all notices required to be sent to the School
District shall be served in writing by certified mail or by
personal delivery during regular business hours to the
Secretary of the Board of Education, School District U-46 at
355 East Chicago Street, Elgin, II 60120 .
E. Savings Clause It is mutually understood and agreed
that all agreements and covenants herein are severable and
that in the event any of them shall be held to be invalid by
any court of competent jurisdiction, this Agreement shall be
interpreted as if such invalid agreement or covenant were not
contained herein.
F. Default In the event that either the City or the School
District default in faithfully performing its obligations
hereunder, the non-defaulting party shall give notice to the
other party of such default in writing. In the event that
such default continues thereafter for a period of sixty ( 60)
days, then the non-defaulting party may withhold cooperation
8
of participation in this Agreement until all said defaults
are
cured and/or take such further legal or equitable action as
shall otherwise be available.
G. Term This Agreement shall be in effect for a period of
twenty-five (25) years commencing November 1, 1997 through
October 31, 2022 unless otherwise earlier terminated as
provided herein. In the event the gymnasium at Gifford
School is not complete, the parties will meet to insure the
City has twenty-five (25 ) years of building use. The parties
may elect to renew this Agreement in its current or modified
form or such terms thereafter as they shall find agreeable.
IN WITNESS WHEREOF, the parties have hereto set their
hands and seals the day and year first above written.
BOARD OF EDUCATION OF SCHOOL DISTRICT U-46
Kane, Cook and DuPage Counties, Illinois
By . z2,74.4)
President
ATTEST:
Secretary
CITY OF - _ N
K. e a d •.k/ ount"es, Illinois
By: /.��
Cit `• Manage
ATT T:
City Clerk
9
\1.y OF Eq.:,
t City of Elgin vit
Agenda Item No.
.4
a Tf UIE*�
• April 3, 1997
TO: Mayor and Members of the City Council
FROM: Robert O. Malm, Interim City Manager
SUBJECT: U-46 Gym Expansions Cooperative Program
PURPOSE
The purpose of this memorandum is to provide information to the Mayor and members of the City
Council to consider entering into an agreement with School District U-46 to expand gymnasiums
at Gifford and Channing Schools and for facility usage by the community and the Parks and
Recreation Department.
BACKGROUND
In early January, 1997, Gordon Shulz, Assistant Superintendent of Finance for School District U-
46, contacted the City regarding potential interest in providing funding for the expansion of four
school gyms for additional community facility usage. At the January 22, 1997 meeting, City
Council approved the concept of entering into an agreement with U-46 to expand gymnasiums at
Gifford and Channing Schools. Staff was requested to develop an intergovernmental agreement
with U-46.
City staff has met with U-46 administration to develop the attached proposed agreement. The
agreement includes the following terms:
• Agreement has a 25 year term and is renewable.
• The cost of the expanded facilities is limited to a maximum of$300,000 per gymnasium
which will be paid for by the City interest free in ten equal annual installments.
• Gifford School's expanded gym will open in November, 1997. The City's first payment
would not be due until January, 1998.
• Channing School's expanded gym will open during the 1999-2000 school year. The City's
first payment would not be due until January, 2000.
• U-46 will provide custodial services, maintenance services, and pay for utilities for the
facilities. In exchange, the City will continue to provide the following services/fee
waivers: playground maintenance for Channing,Huff, Gifford, and Lowrie Schools;waive
Hemmens rental fees up to $3,000; an annual one-time event fee waiver for use of the
Wing Park bandshell for graduation ceremonies; and field maintenance at Kimball and
Abbott Middle Schools.
• In addition,the school district will provide a $13,000 reduction in annual costs associated
with the Safe Summer open gym program in exchange for the following services/fee
waivers: waive rental fees for use of the soccer complex for Larkin and Elgin High School
r"'"''` boys and girls teams; continue to grant use of Spartan Meadows for Larkin home golf
matches and practices; continue to grant use of Wing and Lords Parks for Larkin and
Elgin High Schools cross country meets.
U-46 Expanded Gymnasium Agreement •
April 3, 1997
elik Page 2
Facility Rental Savings
Currently,the Parks and Recreation budget includes$68,000 for rental of U-46 facilities to .
accommodate recreation programs such as men's and youth basketball,volleyball, karate,
gymnastics, and open gyms. Under the terms of the purposed expanded gym agreement, the City
would be able to use of Gifford and Channing School gyms at no cost during weekday evenings
during the school year. As a result, the City will realize savings of approximately$14,000 in
facility rental charges. In addition, the City has received fee reductions of$13,000 for the Safe
Summer open gym program, which is housed in 10 different U-46 facilities. In total, the
agreement allows the City to realize $27,000 in facility rental costs to help offset the City's cost ,
for the expanded gymnasiums. Facility rental savings could also result in additional reduced or
no-cost programming.
FINANCIAL IMPACT
The cost to expand the gyms is limited to $300,000 each. Based on the two schools proposed,
Gifford and Channing, the total maximum cost of the program would be$600,000. The school
district is willing to accept payments spread over ten years on an interest-free loan basis, a
maximum annual expenditure by the City of$60,000. The first payment for the expanded Gifford
School facility would not begin until the 1998 fiscal year. The City's obligation for the Gifford
,e"" gym will be calculated using an architectural calculation based on the accepted bid for the project.
The first payment for the expanded Channing School facility would not begin until the 2000 fiscal
year. The City's obligation for the Channing gym will be determined through bidding the gym
expansion as an alternate. The gym payments would need to be included in either the Parks and
Recreation portion of the General Fund or through other funding sources such as Riverboat or
Riverboat Lease Funds.
The cooperative facility use agreement will allow the City to reduce its annual facility rental
expenditures. Additional recreational fee revenue may also be generated through increased .
programming.
COMMUNITY GROUPS/INTERESTEDJERSONS CONTACTED
At their March 17 meeting, the U-46 School Board discussed the intergovernmental agreement
with the City for the expansion of Channing and Gifford school gymnasiums and expressed
preliminary support for the agreement. The attached agreement will be on the April 7, 1997
School Board Agenda for consideration.
LEGAL IMPACT •
Although it has been the practice of the City to waive certain fees for U-46 usage of City facilities,
an ordinance amendment will be necessary to implement the fee waivers included in the proposed
agreement.
ApU-4616
3, 1Exp9an97ded Gymnasium Agreement
Page 3
ALTERNATIVES
The City Council could approve the agreement as drafted, edit the agreement or decline to enter
into the expanded gymnasium agreement with School District U-46.
RECOMMENDATION
It is recommended that the City Council approve the agreement for expanded gymnasiums at
Gifford and Channing schools.
Respectfully submitted,
IA st3 J-U)
Monica Bates
Director of Parks and Recreation
Eric S. Stuckey
• •et Director/Public Information Officer
2" ((J„,
-44
Ro. rtO. Malm
Inte City Manager
Attachments
Committee of the Whole Meeting
January 22 , 1997
Page 3
unprogrammed 1996 riverboat funds . Yeas : Councilmembers Gavin,
Gilliam, Schock, Walters, Yearman and Mayor Kelly. Nays : None.
Councilwoman Yearman also asked that the Legal Department
investigate whether it is possible to recover the cost of
sidewalk installation for this project and similar projects such
as Summit Street and Randall Road when the developers in the
beginning should have been required to install sidewalks .
Disposition of City-owned property at Lillian and Weston -
Funding of Habitat for Humanity Project
Councilman Walters made a motion, seconded by Councilman
Gilliam, to reimburse the CDBG Fund for the Lillian and Weston
acquisition, keep the property as open space, and provide
Habitat for Humanity with $25,000 in financial assistance for
the rehabilitation of property at 620 Brook Street. Yeas :
Councilmembers Gavin, Gilliam, Schock, Walters and Yearman.
Nays : Mayor Kelly.
Historic Architectural Rehabilitation Grant Program 1995 -
Status Report and Request for Program Revision
Councilman Gavin made a motion, seconded by Councilman Walters,
to amend the grant Program to allow 18 months for rehabilitations
to be completed by amending Section 20 . 15 of the Elgin Municipal
Code entitled Historic/Architectural Rehabilitation Grant
Program. Yeas : Councilmembers Gavin, Gilliam, Schock, Walters,
Yearman and Mayor Kelly. Nays : None.
Oversizing of Gymnasiums for Community Recreation Programs
Councilman Walters made a motion, seconded by Councilman
Gilliam, to authorize preparation of an Intergovernmental
Agreement regarding the City providing funding support to expand
the gymnasiums at Channing and Gifford Schools and to continue
to negotiate with School District U-46 regarding the details .
Discussion was held regarding whether it was necessary to make a
decision at this time regarding both of the proposed schools or
whether a decision regarding Channing School could be delayed.
Councilman Gavin made a motion, seconded by Councilwoman
Yearman, to amend the aforesaid motion to remove Channing and
discuss it later when additional information and figures are
available. Yeas : Councilmembers Gavin and Yearman. Nays :
Councilmembers Schock, Walters, Yearman, and Mayor Kelly.
Councilman Gilliam abstained. Motion to amend failed.
The vote on the original motion was as follows : Yeas :
Councilmembers Gavin, Schock, Walters, Yearman, and Mayor
Kelly. Nays : None. Councilman Gilliam abstained.
•
<t'l OF E
` 40
41. Agenda Item No.# City of Elgin
o �TEDttg't`
r
January 17, 1997
TO: Mayor and Members of the City Council
FROM: Robert O. Malm, Interim City Manager
SUBJECT: U-46 Gym Expansions Cooperative Program
PURPOSE
The purpose of this memorandum is to provide information to the
Mayor and members of the City Council to consider funding
support to expand two Elgin school gyms and enter into a
cooperative agreement for facility usage by the community and
the Parks and Recreation Department.
BACKGROUND
In early January, 1997, Gordon Schulz, Assistant Superintendent
of Finance for U-46, contacted the City regarding potential
interest in providing funding for the expansion of four school
gyms in exchange for additional community facility usage (see
attached letter) .
A priority ranking has been established by Parks and Recreation
staff for the school gyms proposed by U-46 for expansions as
follows :
1. Gifford School - 240 Clifton
2 . Channing School - 63 S. Channing
3 . Coleman School - 1220 Dundee
4 . Illinois Park School - 1350 Wing Street
The above priority ranking is based on: 1) the existing
cooperative relationship with the individual school; 2) the
location of the school in terms of neighborhood access; and 3)
the potential for program expansion at the school.
Should the City Council be interested in such a cooperative
arrangement, staff recommends the funding of gym expansions at
Gifford and Channing Schools. A cooperative effort at these
two schools will allow the Parks and Recreation Department the
ability to expand services for areas currently greatly
underserved by recreation facilities and reduce the City
facility rental costs throughout the year.
Preliminary discussions with U-46 administrators based on
similar agreements with other communities indicate that an
agreement would likely include the following elements :
U-46 Gym Expansions
January 17 , 1997
Page 2
Pa Llent by the City of the additional cost associated
with the expanded gym (approximately $300, 000 per
gym) . This amount would be interest free and be paid
in ten equal annual installments beginning in 1998 .
The facilities would be available for City use: four
out of five weekday evenings per week during the
school year; three weekends per month (all Sundays
would be available) ; and throughout the entire summer.
The School District would be responsible for all
utility and regular maintenance and cleaning costs .
In addition to these conditions, U-46 administration has
indicated a willingness to explore reduction/elimination of
some usage fees at other elementary and middle school
locations . The City could realize some operational cost
savings as a result of this agreement. For example, the City
spent $46 ,000 for U-46 facility rental in 1996 . Of this
amount, $25, 000 was expended for the use of 10 open gym sites
during the 1996 Safe Summer program.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
U-46 School District.
FINANCIAL IMPACT .0+4)
The cost to expand the gyms is estimated to be $300,000 each.
The exact cost of the larger gyms would be determined through
the bid process by including the upgraded facilities as a bid
alternate. Based on the two schools proposed, Gifford and
Channing, the total cost of the program is figured to be
approximately $600,000 . The school district is willing to
accept payments spread over ten years on an interest-free loan
basis, an annual expenditure by the City of $60, 000 . These
payments would not begin until the 1998 fiscal year and would
need to be included in either the Parks and Recreation portion
of the General Fund or through other funding sources such as
Riverboat or Riverboat Lease Funds .
The cooperative facility use agreement will allow the City to
reduce its annual facility rental expenditures . Additional
recreational fee revenue may also be generated through
increased programming.
LEGAL IMPACT
None.
ALTERNATIVES4114)
Do not participate in the cooperative facility expansion with
U-46 .
U-46 Gym Expansions
January 17 , 1997
Page 3
RECOMMENDATION
City Council direction is requested. If the City Council
should want to pursue this cooperative arrangement, an
agreement would be negotiated with U-46 and presented for City
Council approval at the February 12, 1997 meeting.
Respectfully submitted,
Monica Bates
D' tor of Parks & Recreation
t/0)14-
GJ ---..
Robert O. Malm
Interim City Manager
MB
Attachment
•
hOI Administrative Office
` � J CCO355 East Chicago Street
District _ Elgin, Illinois 60120-6543
(847) 888-5000
U .46- . _: FAX (847) 888-0272
All A Tradition of Teaching Excellence
• i h o w1
January 7 , 1997.:
Mr. Robert Maim
Assistant City Manager
City of Elgin
150 Dexter Court
Elgin, IL 60120
Dear Mr. Maim:
From individuals within the City of Elgin and School District U-46,
there have been requests to have some elementary school gymnasiums
large enough for regulation size basketball courts. This would
allow for after hours community use by high school age students and
adults in organized programs. Having several larger size gyms would
be consistent with the City' s policy -for out-reaching to
r neighborhoods and the District U-46 Strategic Plan recommendation to
have elementary schools become neighborhood centers.
Regulation size gyms have been recommended for the replacement
Illinois Park School, Gifford School, Coleman School and Channing
School. This would allow two such facilities on the west side of
Elgin and two on the east side. Included in a plan for an enlarged
gym would be_additional washrooms and office/storage space.
It is estimated that such expanded facility would cost an additional
$300, 000 per building. This is a request to have the City of Elgin
provide the additional funds needed. The School District is willing
to accept payments spread over ten years on an interest-free loan ti/
basis . We presently have installment payment agreements for
enlarged gyms with another park district and one community.
The projects at Illinois Park, , Gifford and Coleman are nearing the
end of their design phases . In order to meet the occupancy -
deadlines for those buildings, a decision on whether or not the City
would participate in financing an enlarged gym is needed as soon as
possible, but no later than January 31, 1997 . Another Elgin school -*
in its final design phase is Lords Park Elementary School but the
enlarged gym has not been -suggested for that building. A decision
on such a project at Channing would not be needed until early 1998.
School District U•46 Serves: Bartlett, Elgin, Hanover Park, South Elgin, Streamwood, Wayne
and portions of Carol Stream, Hoffman Estates, St. Charles, Schaumburg and West Chicago
•
If the City is unable to commit to the aforementioned projects at
. . this time, enlarged gyms could still be placed on other elementary
schools since planning of additions will not begin until early-1998
for the—remaining four west side and three east side Elgin
elementary schools. -
Obviously an after hours program for older age students and *adults
could operate in a regular elementary size gym. This request-- is - •
presented for consideration only because an opportunity to have
larger size elementary school gyms currently exists. Such an
opportunity will not be available again for many, many years.
Please call (847 ) 888-5011 with any questions you have or any
additional information you may need.
•
Yours truly, -
%:tt1171.,44/4"1/
Gordon E. Schulz,
Assistant Superintendent, Finance
GES/dk •
•
--
SCHOOL DISTRICT U-46
Elgin, Illinois
RESOLUTION
' AUTHORIZING ENTERING INTO AN INTERGOVERNMENTAL
AGREEMENT WITH THE CITY OF ELGIN
RE: ENLARGED GYMNASIUMS
WHEREAS, the City of Elgin and School District U-46 have mutually
determined that it would be in the best interests of the citizens of the
community to be able to utilize gymnasiums at Gifford Elementary and Channing
Elementary Schools for recreational purposes during non-school hours when
said buildings are not being used for School District purposes; and
WHEREAS, the new gymnasiums to be constructed for said schools which, if
enlarged would better meet the needs of the community during non-school
hours.
NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of
Education as follows:
1. That an intergovernmental agreement with the City of Elgin be drafted
which contains the mutual covenants and agreements related to the
construction of enlarged gymnasiums at Gifford Elementary and Channing
Elementary Schools and for the use of said spaces during non-school
hours.
2 . That the President and Secretary of the Board of Education be authorized
to sign said agreement.
Adopted this . / day of _ , 1997 , on a vote as follows:
Aye: 7
Nay: 0
Absent: 0
Signed:
.AZAeot- L...? 4,i5/..-4
President, Board CT Education
ALThST:
44411hj
Sec etary, Board of E•/cation
9731