97-86 m. .�
Resolution No. 97-86
RESOLUTION
AUTHORIZING FILING OF APPLICATION AND ONE YEAR ACTION PLAN FOR
A GRANT UNDER THE HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974
WHEREAS, Title 1 of the Housing and Community Development
Act of 1974 provides for block grant funding assistance to
units of general purpose local governments for the purpose of
strengthening the ability of said governments and elected
officials to determine the community development needs, set
priorities, and allocate resources to various activities; and
WHEREAS, the City Council of Elgin, Illinois, has
determined that additional emphasis is needed in the area of
community development in order that beneficial solutions to
the problems of slum and blight, and housing and neighborhood
deterioration may be determined.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF ELGIN, ILLINOIS:
Section 1 . That a submission be made to the Department
of Housing and Urban Development for a grant in the amount of
One Million Sixteen Thousand Dollars ($1, 016,000) .
Section 2 . That the Interim City Manager is hereby
authorized and directed to execute and file such submission
with the Department of Housing and Urban Development and to
provide additional information and furnish such documents as
may be required by said Department to execute such agreements
as are required by said Department, and to act as the
authorized correspondent of the City of Elgin.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: February 26, 1997
Adopted: February 26, 1997
Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
•
PROPOSED PROJECTS
COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM YEAR 1997-1998
PLANNING DEPARTMENT
CITY OF ELGIN
Proposed Project Proposed Funding
Geneva Street Public Improvement $ 218, 366
Hispanic Life Skills Program 47 , 000
McKinley School Playground Renovation 100, 000
YWCA Facility Improvements 200, 000
Literacy Workplace Initiative 30,000
Residential Grant Program 375,083
Administration 75, 000
$1, 045,449
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ACTIVE PROJECTS STATUS REPORT
COMMUNITY DEVELOPMENT
— BLOCK GRANT PROGRAM
PLANNING DEPARTMENT
QUARTERLY JAN/FEB/MAR 1997
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I N D E X
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Active Projects Listed by Year of Grant Pages
1992
HAE Smoke Alarms and Sprinkler System 1-3
1993
HAE Park Towers Elevator Improvement 4-5
..
1994
e. HAE Park Towers Plumbing Improvements 6-7
1995
OP Historic Elgin Design Guidelines 8
Northeast Neighborhood Architectural Survey 9
Community Crisis Center Renovations 10-11
w HAE Courts Gas Line Relocation 12-13
Elgin Recreation Center 14-16
1996
YMCA Building Rehabilitation 17-18
HAE Fire Alarm and Air Handling System 19-20
•. Community Crisis Center Health Clinic Relocation 21-22
Wright Avenue Park ADA Play Equipment 23-24
YWCA Building Rehabilitation and Security Improvements . . 25-26
YWCA Refugee Crime Prevention Program 27-28
Senior Center Building Rehabilitation 29-30
Literacy Volunteer Program 31-32
Impediments to Fair Housing 33-34
1997
AO
Geneva Street Public Improvement 35-36
Hispanic Life Skills Program 37-38
McKinley School. Playground Renovation 39-40
YWCA Facility Improvements 41-42 •
Literacy Workplace Initiative 43-44
Residential Grant Program 45
March 31 1997
Prepared By: Veronica Bell
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
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PROJECT: HAE Smoke Alarms and Sprinkler System 120 South State St.
on PROJECT SUMMARY: This project provides for the purchase and
installation of 150 smoke alarms and a sprinkler system for the elderly
public housing.
-
FINANCIAL
Allocation: $256,789. Project Number: 154815
Expense to Date: $120,701. Account Number: 230-0000-791.92-32
Committed: $202,133.
ow MANAGEMENT
Project Coordinator: Pat Andrews
Secondary Coordinator: Housing Authority of Elgin
Architect: Michael Sutter, Sutter & Schroeder Architects
General Contractor: Scale Construction Company
Subcontractor: Ron Jones Electric-Smoke Alarms
ow Subcontractor: Greenbriar Mechanical Systems-Sprinkler System
SCHEDULE/STATUS
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Environmental Clearance: Request Release of Funds- 09/25/92
Release of Funds- 10/13/92
op Subrecipient Agreement: N/A
Smoke Alarms
Installed in 150 dwelling units completed 04/01/94
Sprinkler System
RFP For Architectural Services: Draft completed 05/30/95
Staff review and agency review complete 06/26/95
— Revisions Complete 07/12/95
RFP distributed 07/13/95
Pre-proposal Tour of Facilities 07/26/95
Proposals due 08/10/95
City Council Award: 08/23/95 ($10,500)
Plan Review and Revisions:
am Submitted for review (Sprinklers) 12/27/95
Review completed by staff (Sprinklers) 01/09/96
Page l
Wage Rates Ordered: 07/26/93-Smoke Alarms
01/09/96-Sprinklers
- Bid Opening: 02/21/96 Sprinklers
Bid Award: 03/25/96 Sprinklers ($191,633.00)
Labor Standards Monitoring: Start of Work 01/28/94- Smoke Alarms
Work Completed 04/01/94- Smoke Alarms
Preconstruction Conference: Sprinklers 05/16/96
Labor Standards documentation complete 05/22/96
Payment Processing: Sprinkler System Design
processed payout #1 11/09/95
processed payout #2 02/02/96
processed payout #3 01/21/97
ea Smoke Alarms- Final payout 04/19/94
COMMENTS
1993 Insufficient funds to install sprinkler system.
03/20/96 Low bid exceeds allocated funds by ($25,133.00) Additional
funding approved by City Council.
04/03/96 Letter to contractor on award of bid.
05/96 Discovered Asbestos on hidden valves.
06/07/96 Analysis of asbestos and specifications for removal.
sw 07/12/96 Removal of asbestos started and in process.
08/06/96 Asbestos abatement completed.
08/13/96 Notified of required changes to sprinkler plan.
08/29/96 Housing Authority added additional valves, change order.
dim Housing Authority will pay for the change order for the first and tenth
floor values ($8,125) .
08/29/96 Change Order for additional sprinkler heads for Apt. c type
■w unit, as required by the Fire Department. (10 heads= $500. ) .
08/30/96 Contractor to obtain sprinkler permit for the work.
10/04/96 Asbestos Payout processed ($950. ) .
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10/18/96 Payout processed ($16,063. ) .
11/18/96 Construction status meeting.
12/9/96 Contractor to resubmit incorrect paperwork.
12/13/96 Payout processed ($16,028. ) , also processed permit fee
requisition & payout ($1,375. ) from contingency funds (not part of bid
award) .
12/24/96 Contractor to resubmit inaccurate & incomplete paperwork for
payout processing.
01/13/97 Response to general contractor delay of elevator work to
complete sprinkler work.
01/23/97 Letter to contractor regarding deficiencies.
Urn
02/97 Received information requested except for any change order
associated with sprinkler revisions.
OR
Page 2
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o n PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
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PROJECT: HAE Park Tower Elevator Improvement 120 South State Street
um PROJECT SUMMARY: This project provides for the installation of a
computerized elevator control system and improvement to meet ADA
requirements for the elderly public housing.
w FINANCIAL
Allocation: $156,102. Project Number: 154904
Expense to Date: $128,027. Account Number: 230-0000-791.93-36
Committed: $154,650.
MANAGEMENT
Project Coordinator: Pat Andrews
Secondary Coordinator: Housing Authority of Elgin
"s"' Architect: Michael Sutter Sutter & Schroeder Architects
Contractor: Scale Construction
Subcpntractor: Valley Elevator, Inc.
SCHEDULE/STATUS
ws Environmental Clearance: Request Release of Funds 06/16/93
Release of Funds 07/16/93
Subrecipient Agreement: N/A
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RFP For Architectural Services: Draft complete 05/30/95
Staff and agency review complete 06/26/95
Revisions complete 07/12/95
RFP distributed 07/13/95
Pre-proposal tour of facilities 07/26/95
Proposals due 08/10/95
so City Council Award: 08/23/95 ($3,500.00)
Plan Review and Revisions:
sw Submitted for review 12/27/95
Review completed By Staff 01/09/96
Wage Rates Ordered: 01/09/96
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Bid Opening: 02/21/96
oso Bid Award: 03/25/96 ($151,150)
Labor Standards Monitoring: Preconstruction Conference 05/16/96
w Labor standards documentation complete 05/22/96
Page 4
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Payment Processing:
10/96 Payout processed ($78,465. )
'" 12/13/96 Payout processed ($16,000. )
1/21/97 Payout processed ($27,700. )
3/97 Payout Processed
COMMENTS
03/20/96 Low bid exceeds allocated funds by ($10,900. ) Additional
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funding approved by City Council.
04/03/96 Letter to contractor on award of bid.
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06/17/96 Project delay due to asbestos removal.
07/12/96 Removal of asbestos started and in process.
08/06/96 Asbestos abatement completed.
08/96 Elevator equipment ordered.
09/96 Construction underway.
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11/18/96 Construction Status meeting.
e. 11/30/96 Anticipated completion of small elevator.
12/96 Fire Department to meet with residents re: elevators and emergency
access.
12/09/96 Contractor to resubmit incorrect paperwork.
es 12/24/96 Contractor to resubmit inaccurate & incomplete paperwork.
01/23/97 Letter
02/11/97 Started work on large elevator.
o2/14/97 Letter to contractor regarding deficiencies.
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PROJECT STATUS REPORT
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COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
PROJECT: HAE Park Towers Plumbing Improvements 120 South State Street
PROJECT SUMMARY: This project will encompass the rodding of all
systems, the installation of additional cleanouts, and an increase in
the main sanitary waste pipe size.
So FINANCIAL
Allocation: $129,524. Project Number: 154003
Expense to Date: $ 27,312. Account Number: 230-0000-791.93-36
Committed: $125,800.
MANAGEMENT
so
Project Coordinator: Pat Andrews
Secondary Coordinator: Housing Authority of Elgin
— Architect: Michael Sutter Sutter & Schroeder Architects
General Contractor: Scale Construction, Inc.
Subcontractor: Greenbriar Mechanical Systems
um Subcontractor: SECO Environmental Inc.
SCHEDULE/STATUS
Environmental Clearance: Request For Release of Funds 06/27/94
Funds Released July 29, 1994
sop Subrecipient Agreement: N/A
RFP For Architectural Services: Draft completed 05/30/95
Staff review and agency review complete 06/26/95
Revisions complete 07/12/95
Pre-proposal Tour of Facilities 07/27/95
Proposals Due 08/10/95
"D City Council Award: 08/23/95 ($4,500.00)
Plan Review and Revisions:
esw Submitted for review 12/27/95
Review completed by staff 01/09/96
Wage Rates Ordered: . 01/09/96
Bid Opening: 02/21/96
Bid Award: 03/25/96 ($121,300.00)
Labor Standards Monitoring: Preconstruction Conference 05/16/96
Labor Standards Documentation complete 05/22/96
Page 6
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Payment Processing:
10/96 Payout processed to General Contractor ($23,742. )
01/21/97 processed Payout y p ($36,400. )
02/14/97 Processed payout for additional repairs ($2,474. )
03/97 Processed payout.
COMMENTS
03/20/96 Low bid exceeds allocated funds by ($40,800) . Additional
ww funding approved by City Council.
04/03/96 Letter to contractor on award of bid.
05/96 Asbestos found on valves and joints. Contractor consulted for
analysis. Confirmed asbestos. Specifications & cost for removal.
"" 06/10/96 Specifications for asbestos removal complete.
06/96 Received locations of valves and joints from HAE. Solicited
proposals for asbestos removal.
07/15/96 Bid Approved for the removal of asbestos. ($950.00) Work
started and in process.
08/06/96 Asbestos abatement completed.
s' 08/07/96 Work in progress.
11/18/96 Construction status meeting. Emergency asbestos removal on
three unknown fittings completed.
11/19/96 As plumbing work is progressing and wall are being opened,
certain problems are being discovered. Apt. on 10th floor hot water
pipe has leak, needs replacing. Agreement reached, each additional work
item to be reviewed by the Architect, notify the City, HAE will keep a
log and take photos. Once $1,000 in additional items has been reached,
we will review status of work progress, available funding estimate and
what additional costs may be encountered and then take appropriate
action.
ON 12/26/96 Plumbing work near completion.
$2,200 in additional items to
date. Log maintained and photos by HAE staff.
02/14/97 Letter to contractor re: deficiencies.
NM 03/97 Competition plumbing work.
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PROJECT STATUS REPORT
,s. COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
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PROJECT: Historic Elgin Design Guidelines
PROJECT SUMMARY: This project is for the development of design
guidelines for the community's older and historic housing stock.
FINANCIAL
Allocation: $30,000. Project Number: 154107
Expense to Date: $21,909. Account Number: 230-0000-791.30-99
Committed: $24,950.
MANAGEMENT
Project Coordinator: Sarosh Saher
Secondary Coordinator: Pat Andrews
Historic Preservation Consultant: Thomason & Associates
SCHEDULE/STATUS
Environmental Clearance: Exempt 05/15/95
RFP For Architectural Services: Distributed 11/01/95
Proposals Due 12/01/95
low
City Council Award: 02/14/96 ($24,950.00)
Review and Revisions: on going
Program Monitoring: on going
Payment Processing:
Payout #1 for on-site analysis and report writing. $4,000.00
Payout #2 for continued on-site analysis and report writing. $7,525.00
Payout #3 for continued on-site analysis and report writing. $9,350.00
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Payout #4 for continued on-site analysis and report writing. $1,000.00
03/26/97 Final Payout and Change order for City Council Approval.
inn COMMENTS
05/96 Draft of Guideline Manual Completed.
NIP 07/96 Anticipated completion.
07/96 Memo to council request extension of the completion date to 12/96.
08/96 Continued review by the Heritage Commission.
09/96 Continued review by the Heritage Commission.
Oil 10/96 Continued review by the Heritage Commission.
11/96 Continued review by the Heritage Commission.
03/97 Design Guidelines approved by City Council.
Page 8
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
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PROJECT: Northeast Neighborhood Architectural Survey
m„ PROJECT SUMMARY: This project is for a survey of the northeast
neighborhood excluding the historic district.
FINANCIAL
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Allocation: $33,000. Project Number: 154109
Expense to Date: $28,063. Account Number: 230-0000-791.30-99
mm Committed: $31,960.
MANAGEMENT
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Project Coordinator: Sarosh Saher
Secondary Coordinator: Pat Andrews
Consultant: Historic Certification Consultants
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SCHEDULE/STATUS
nn Environmental Clearance: Exempt 05/15/95
RFP For Consultant Services: Distributed 01/05/96
Proposals due 02/02/96
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City Council Award: 04/24/96
($31,960.00)
Review and Revisions: on going
Program Monitoring: on going
Payment Processing:
Payout #1 Services, Miscellaneous Consulting $5,372.00 05/22/96
Payout #2 Services, Miscellaneous Consulting $8,839.30 07/02/96
Payout #3 Services, Miscellaneous Consulting $6,461.00 07/30/96
Payout #4 Services, Miscellaneous Consulting $3,558.00 09/10/96
Payout #5 Services, Miscellaneous Consulting $3,832.66 10/10/96
COMMENTS
Final Draft Due 03/97
OM Anticipated completion 03/97
NO
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
r.
PROJECT: Community Crisis Center Renovations 37 South Geneva Street
,,m PROJECT SUMMARY: This project is for the construction of an entryway
shelter roof over the exterior basement entrance, and for building and
foundation rehabilitation work for the Center.
FINANCIAL
Allocation: $72,000. Project Number: 154123
01" Expense to Date: $16,606. Account Number: 230-000-791.92-32
Committed: $51,109.
MANAGEMENT
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Project Coordinator: Pat Andrews
Secondary Coordinator: Veronica Bell
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Architect: Michael Sutter, Sutter & Schroeder
Contractor: TJL Construction
Subcontractor:
SCHEDULE/STATUS
Environmental Clearance: Requested release of funds 05/15/95
Funds released 07/15/95
Subrecipient Agreement: Draft completed 05/14/96
"" Staff review complete 05/30/96
Crisis center review complete 06/07/96
Revisions complete 07/02/96
- City Council Approval 07/10/96
Resolution authorizing 07/24/96
RFP For Architectural Services: Draft completed 05/30/95
mm
Staff review and agency review complete 06/26/95
Revisions complete 07/12/95
RFP distributed 07/13/95
+� Pre-Proposal Tour of Facilities 07/26/95
Proposals Due 08/10/95
City Council Award 08/23/95 ($4,500. )
Plan Review and Revisions: Draft Plans received 07/18/96
Review of plans and specifications by staff 08/96
Wage Rates Ordered: 07/16/96
Bid Package: Received, under staff review 07/18/96
Returned to architect for revisions 08/96
09/25/96 City Council Award ($46,609. ) TJL Construction
Page 10
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Labor Standards Monitoring:
11/01/96 Preconstruction Conference
ow Program Monitoring: Ongoing
Payment Processing:
�. 10/22/96 Payout to Architect ($3,375. )
11/23/96 Payout for asbestos removal ($1,750. )
02/11/97 Payout processed.
COMMENTS
05/94 The roofed stairwell is complete.
08/95-09/95 Gutter and downspout work funded by DCCA.
— 10/95-11/95 Assessment of water infiltration after installation of
gutters and downspouts.
11/95 Request to delay project until April/May 1996, when clothing
ow center lease expires and lower level of the building is vacated.
05/14/96 Meeting with Crisis Center, staff, and architect on the work
■* to be accomplished. Crisis Center to provide a priority list of work
to be done.
o w 06/07/96 After several contacts with Crisis Center, priority list
received.
09/18/96 Pre-bid contractor meeting at the Crisis Center.
10/31/96 Asbestos removal completed.
,�. 11/22/96 Contractor delay start of work until 12/04/96
02/11/97 40% of work completed.
um 03/97 Anticipated completion.
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
PROJECT: HAE Courts Gas Line Relocation Various Housing Courts
PROJECT SUMMARY: This project will relocate the building mounted
natural gas lines to the interior of the public housing units.
FINANCIAL
Allocation: $45,722. Project Number: 154126
Expense to Date: $44,417. Account Number: 230-0000-791.93-36
*" Committed: $44,417.
MANAGEMENT
Project Coordinator: Pat Andrews
Secondary Coordinator: Housing Authority of Elgin
Architect: Michael Sutter Sutter & Schroeder Architects
001 General Contractor: Scale Construction, Inc.
Subcontractor: Northern Illinois Gas Company
+� SCHEDULE/STATUS
Environmental Clearance: Request For Release of Funds 05/15/95
Funds Released 06/30/95
Subrecipient Agreement: N/A
RFP For Architectural Services: Draft completed 05/30/95
Staff review and agency review complete 06/26/95
Revisions complete 07/12/95
- Pre-proposal Tour of Facilities 07/27/95
Proposals Due 08/10/95
City Council Award: 08/23/95 ($3,500.00)
w Plan Review and Revisions:
Submitted for review 12/27/95
Review completed by staff 01/09/96
Wage Rates Ordered: 01/09/96
,A„ Bid Opening: 02/21/96
Bid Award: 03/25/96 ($40,917.00)
11111 Labor Standards Monitoring: Preconstruction Conference 05/16/96
Labor Standards Documentation complete 05/22/96
Page 12
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Payment Processing:
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10/18/96 Payout processed ($8,400. )
12/13/96 Payout processed ($16,100. )
gm COMMENTS
03/20/96 Low bid exceeds allocated funds by ($9,417.00) . Additional
funds approved by City Council.
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06/06/96 Estimate received from N.I. Gas on installing new meters.
""' 06/26/96 Additional charge from N. I. Gas for Gas meter replacement
contingency funds ($4,605. )
�,. 07/96 Work in process.
08/96 Work in process.
11/08/96 Work Complete except for exterior pipe opening filling.
12/13/96 Notified contractor to schedule final inspection to close out
permit.
01/01/97 Work completed.
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
U.
PROJECT: Elgin Recreation Center (ERC) 1080 East Chicago Street
PROJECT SUMMARY: This project provides for building rehabilitation
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work and the purchase of equipment in support of the ERC to operate and
function as a physical fitness facility at its new location.
U. FINANCIAL
Allocation: $95,225. Project Number: 154130
r Expense to Date: $90,437. Account Number: 230-0000-791.92.32
Committed: $ 3,700.
MANAGEMENT
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
Architect: N/A
Contractor: N/A •
SCHEDULE/STATUS
Environmental Clearance: Request Release of Funds- 05/15/95
Funds Released- 07/15/95
U.
Subrecipient Agreement: 10/11/95 Amended: 08/28/96
RFP For Architectural Services: Sent to 20 Firms- 05/07/96
Mandatory Prebid Meeting- 05/17/96
Addendum #1 to RFP: Sent to Firms at Prebid Meeting- 05/21/96
Proposals Due- 06/03/96
Received 4 proposals, review of proposals ON HOLD-06/12/96
09/25/96 REJECTED by Council.
City Council Award: N/A
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Plan Review and Revisions: N/A
Wage Rates Ordered: N/A
Bid Packages:
1. Boxing Equipment- Bid Awarded 05/20/96
2. Physical Fitness Equipment-Award of Bid Tabled 06/12/96
• 3. Office Furniture & Equipment-Review of Bids ON HOLD. 09/25/96
Rejected by Council.
4. Computer Equipment-Specifications Being Reviewed ON HOLD. 09/25/96
Mb Rejected by Council.
5. Business Sign-Complete 06/13/96
6. Security Cameras-Specifications Being Reviewed/Cancelled.
w 7. Emergency Lighting-Complete 06/13/96
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Labor Standards Monitoring: N/A
Program Monitoring: ERC Data Report Due- 03/31/96
OP
06/14/96 Letter sent requesting semi-annual report-
07/31/96 Follow up telephone call regarding report due
08/28/96 Follow up telephone call regarding report due
08/29/96 ERC Data Report submitted, reviewed, accepted
12/16/96 Letter sent requesting monthly reports for Oct.-Dec.
12/16/96 Need estimate for 1996 audit.
02/10/97 Monitoring visit to verify low/mod income households.
02/12/97 Letter to agency regarding monitoring visit.
02/28/97 Audit estimate received ($3,700. )
03/03/97 Report received for Oct.-Dec. 1996
log
03/04/97 Next ERC Data Report Due 04/15/97
Payment Processing:
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1. Sporting & Athletic Equipment- Processed 01/10/96
2. Sporting & Athletic Supplies- Processed 01/10/96
ss 3. Building Supplies for Soccer Area- Processed 03/13/96
4. Building Supplies for Flooring-Processed 04/08/96
5. Building Supplies for Soccer Walls- Processed 04/26/96
6. Emergency Lighting for Security- Processed 06/13/96
ww 7. Boxing Equipment-Processed 06/17/96
8. Business Sign- Processed 07/03/96
9. BSN Sports-Processed 09/10/96
no 10/22/96 Payout 1- Back Utility and Rent Payments ($38,535.80)
10/25/96 Payout 2- Utility & Rent Payments ($8,910.53)
11/96 Payout 3- Utility & Rent Payments ($9,275.66) .
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12/96 Payout 4- Rent & Utility Payments ($9,100.00) . (estimate)
02/97 Payout 5- Rent & Utility Payments ($8,100.00) .
03/97 Payout 6- Rent & Utility Payments ($8,100.00) .
COMMENTS
09/13/95- The location change from 18 N. State Street to 1080 East
■q, Chicago Street and the use of funds required an amendment to the 1995
CDBG Program.
06/12/96 The Council voted to reconsider the 1995 funds allocated ERC.
11111b 06/26/96 The City Council held a public hearing to discuss the release
of the 1995 fund allocation and additional funding to assist with 1996
operating expenses. The public hearing was closed.
07/10/96 The Council appointed a task force to evaluate how the City
Council can best serve the community in providing support to the ERC.
07/24/96 Resolution establishing ERC Task Force.
08/05/96 08/14/96-08/19/96- Task Force Meetings.
Ink 08/28/96 Recommendation of the Task Force and amended subrecipient
agreement submitted for City Council consideration, accepted.
08/31/96 notice published allowing 30 day public comment on amendment
to ERC, 1995 CDBG Project. Amendment provides for public service-
gib
included, but not limited to, the payment of rent and utilities.
Page 15
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09/05/96 Letter of objection regarding the amendment to 1995 CDBG funds
for Elgin Recreation Center.
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09/11/96 ERC agency review of subrecipient agreement.
10/09/96- Final public hearing to amend 1995 ERC project and City
Council action, Resolution of Amended Subrecipient Agreement.
44 10/15/96 Received ERC Long Range Business Plan as required by the Task
Force and Subrecipient Agreement.
11/01/96 Task Force recommendation to maintain current level of funding
441 with City funds of $20,600 and remaining CDBG funds for rent and
utilities for 1997. Approved.
03/18/97 City funds in the amount of $20,600. expended for Rent and
Utility payments for January and February 1997.
4111 03/25/97 Contact ERC to inquire when 1996 Audit will be complete.
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Page 16
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PROJECT STATUS REPORT
MN
COBMiUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
+e.
PROJECT: YMCA Building Rehabilitation 111 North Channing Street
4111 PROJECT SUMMARY: This project will focus on the upgrading or
replacement of deteriorated original mechanical systems; and associated
asbestos removal.
FINANCIAL
Allocation: $300,000.00 Project Number: . 154201
OR Expense to Date: $ 13,370.00 Account Number: 230-0000-791.30-99
Committed: $ 19,500.00 230-0000-791.93-36
• • MANAGEMENT
Project Coordinator: Pat Andrews
Secondary Coordinator: Monica Bates
' 111 Architect: B & A Engineering
Contractor:
} Subcontractor:
IMO
SCHEDULE/STATUS
Environmental Clearance: Requested Release of Funds 05/31/96
Funds Released 06/26/96
Subrecipient Agreement: Staff and agency review 11/96
ea Council consideration: 12/18/96
Resolution to approve: 01/08/97
ow RFP For Architectural Services:
Draft completed 08/01/96
` Review and Revisions complete 08/13/96
Distributed 08/15/96
Proposals Due: 09/06/96
Staff review of proposals 09/11/96
City Council Award: 09/25/96 ($19,500)
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Wage Rates Ordered: 11/22/96
Bid Package: 01/97
Plan Review and Revisions: 03/97 (see comments) .
Bids due: 03/25/97
Bid Award: Anticipated 04/97
o" Labor Standards Monitoring: ongoing
Preconstruction Conference Anticipated 04/97
o
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Project Monitoring:
Construction Start Anticipated 05/97
Payment Processing:
12/04/96 Payout to Architect ($4,117.20)
01/21/97 Payout to Architect ($4,530.00)
IMP COMMENTS
05/15/96 Meeting with Lead Agencies and Subrecipient.
'w 06/27/96 Meeting with YMCA and City Staff to discuss process and
scheduling.
08/27/96 Pre-proposal meeting at YMCA & HAE.
10/18/96 B & A Site Visit.
w
11/13/96 B & A Site Visit to discuss status of plans and specs.
12/02/96 Received building conditions report with recommendations from B
soo & A, distributed to staff for review.
12/11/96 Meeting with Agency and B & A to review report, scope of work,
any revisions. Agency reviewing plans & specs.
01/97=03/97 Agency and city review of specifications and plans.
Revisions concerning scope of work, revised cost estimates to agency and
Parks.
03/06/97 Final Plans and Specifications received for bidding.
03/14/97 Pre-bid meeting ay YMCA.
w 03/25/97 Bids Due.
w
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e.
PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
am
PROJECT: HAE Fire Alarm and Air Handling Systems 120 South State St.
PROJECT SUMMARY: This project involves installing a complete new alarm
system and a new air handling system that will replace the current
systems with more safe and efficient systems that will meet all current
federal, state, and local codes.
OM
FINANCIAL
— Allocation: $250,000.00 Project Number: 154202
Expense to Date: $ 4,725.00 Account Number: 230-0000-791.30-99
Committed: $ 16,250.00 230-0000-791.93-36
MANAGEMENT
Project Coordinator: Pat Andrews
Secondary Coordinator: Housing Authority of Elgin
Architect: B & A Engineering
Contractor:
Subcontractor:
SCHEDULE/STATUS
Environmental Clearance: Requested Release of Funds 05/31/96
Funds Released 06/26/96
s■ Subrecipient Agreement: N/A
RFP For Architectural Services:
ON Draft completed 08/01/96
Review and Revisions complete 08/13/96
Distributed 08/15/96
Proposals due 09/06/96
Staff review of proposals 09/11/96
.,, City Council Award: 09/25/96 ($16,250.00)
Plan Review and Revisions: 01/17/97 Received
Under Staff review: 02/97
Wage Rates Received: 12/23/96
Bid Package: Anticipated 04/97
OP Labor Standards Monitoring: 02/97-Ongoing
Preconstruction Conference Anticipated 04/97
Construction start: Anticipated 04/97
no
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Program Monitoring
Payment Processing:
uw 12/04/96 Payout to Architect ($2,887.50)
01/21/97 Payout to Architect ($1,837.50)
so
COMMENTS
08/27/96 Pre-proposal meeting at HAE & YMCA.
10/18/96 B & A Site Visit
11/13/96 B & A Site Visit
on
12/03/96 Building conditions report received, routed to staff and HAE
for review.
fim
01/17/97=03/18/97 Review of Draft Specifications and Plans.
03/19/97 Meeting with B & A and City Staff to review Draft
Specifications and Plans.
OW
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w
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ow PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
PROJECT: Community Crisis Center Health Clinic Relocation
37 South Geneva Street
PROJECT SUMMARY: This project will relocate the Health Clinic from 6
North State Street (Center City) to the Community Crisis Center. The
project would convert approximately 1,390 square feet of basement space
ISO for the Health Clinic. The project includes revisions to the floors,
walls, ceiling, windows and entrances. Plumbing, electrical, telephone
and the division of floor space to include waiting and screening areas,
e■ an ADA public rest room, three exam rooms and storage space would be
added.
FINANCIAL
Allocation: $100,000.00 Project Number: 154204
Expense to Date: -0- Account Number: 230-0000-791.30-99
- Committed: 230-0000-791.93-36
MANAGEMENT
w
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
00
Agency Contact: Lisa Sampson
Architect:
Contractor:
Subcontractor:
w
SCHEDULE/STATUS
w Zoning Issue: The Zoning Ordinance permits health centers only in
business and industrial districts. An application for a conditional use
for a planned development in the CF Community Facility District must be
filed, processed and approved by City Council before this project can
1" proceed.
Agency files zoning application 11/15/96
Staff review of application, deficiency letter sent 11/16/96
Publish for public hearing Anticipated 04/97
Public hearing to consider conditional use 05/97
OM Findings of Fact (summary of public hearing) 05/97
City Council consideration 06/97
Ordinance passed 06/97
NOTE: THE FOLLOWING SUBJECT TO ZONING APPROVAL BY CITY COUNCIL.
en RFP For Architectural Services (Plans and Specs. ) : Anticipated 07/97
City Council Award: Anticipated 07/97
WS Page 21
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Plan Review and Revisions: Anticipated 09/97
Environmental Clearance: Needs Illinois Historic Preservation Clearance,
review and approval of plans and specifications prior to environmental
clearance. 10/97
- Subrecipient Agreement: Anticipated 06/97
Wage Rates Ordered: Anticipated 09/97
Bid Package: Anticipated 10/97
Labor Standards Monitoring: 11/97- ongoing throughout project.
O. Preconstruction Conference: 11/97
Program Monitoring
Payment Processing:
COMMENTS
u
05/14/96 Meeting with Agency and tour of Center.
06/27/96 Letter to Lisa Sampson transmitting zoning application package.
07/96 Agency needs to submit zoning application.
09/10/96 Follow-up letter regarding status of zoning application.
09/18/96 Reminded about zoning application at pre-bid meeting.
10/96 Call to Crisis Center Regarding the status of application.
11/05/96 Assistance to Agency, provided legal for property and site plan.
11/21/96 Application Deficiency letter sent to Agency.
12/06/96 Contacted Agency to review status of application and answer
zoning questions.
01/97 Contacted Agency regarding status and consideration of a
neighborhood information meeting before scheduling a public hearing.
w 02/11/97 Letter sent to Agency requesting update and status of zoning
application.
03/13/97 Agency called and requested copy of statement of purpose and
conformance submitted with zoning application 11/16/96.
eo 03/17/97 Agency advised that they would conduct a neighborhood
4 information meeting prior to scheduling the public hearing.
03/31/97 Neighborhood meeting not scheduled yet.
0110
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dam
PROJECT STATUS REPORT
.. COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
AV
PROJECT: Wright Avenue Park ADA Play Equipment 676 Wright Avenue
+w PROJECT SUMMARY: This project will replace old playground equipment
and other fixtures with equipment that is accessible (ADA) and meets the
Consumer Product Safety Commission (CPSC) guidelines.
'a FINANCIAL
Allocation: $100,000. Project Number: 154205
wm Expense to Date: $ 6,189. Account Number: 230-0000-791.30-99
Committed: $ 4,850. 230-0000-791.93-32
MANAGEMENT
am
Project Coordinator: Jerry Pask
Secondary Coordinator: Pat Andrews
U. Contractor: Environmental Assessment & Investigation
Subcontractor:
w SCHEDULE/STATUS
Environmental Clearance: Pending an environmental audit.
er
RFP For Architectural Services: N/A
Plan Review and Revisions: N/A
o n Wage Rates Ordered: N/A Will use Community volunteer labor.
Labor Standards Monitoring: N/A
Bid Package:
Distributed 03/97
City Council Award:
Program Monitoring
OP •
Payment Processing:
05/96-09/96 Miscellaneous payouts including postage, meeting rooms,
blueprint reproduction, title reports, photos ($1,334. )
09/96 Payout to Environmental Science ($2,512.50) .
10/23/96 Final Payout to Environmental Science ($2,337.50) .
COMMENTS
05/09/96 Public meeting for community input on renovation of the park.
U. 06/23/96 Neighborhood meeting.
Page 23
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06/96 Research on ownership and past use of park property.
elm
06/28/96 Three proposals received and reviewed-preliminary environmental
study of park. Lowest bid- Environmental Science & Engineering.
Awarded $4,850.
07/31/96 Preliminary Environmental Report received.
sw
08/13/96 Neighborhood Meeting to advise of project status.
08/96 Environmental audit required.
ws
09/96 Need to resolve: vacate rights of way and ownership of platted
park triangles.
sr
10/09/96 City Council consideration of site environmental audit (to be
paid out of the General Fund $12,745.00) .
ino
11/96 Waiting for Environmental Audit Report.
12/20/96 Received Environmental Audit Report (EAR) .
01/14/97 EAR distributed to City Council.
w,. 02/97 Neighborhood Meeting rescheduled.
03/04/97 Staff review and revision of plans and specifications.
s•
03/05/97 Memo re; Available funds and cost estimates.
03/18/97 Bid Package to Purchasing.
om
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mo
PROJECT STATUS REPORT
om
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
A PROJECT: YWCA Building Rehabilitation and Security Improvements
220 East Chicago Street
PROJECT SUMMARY: This project will eliminate a number of accumulated
building code violations and security and ADA concerns, as well as
general improvements to the facility.
+s.
FINANCIAL
Allocation: $50,000.00 Project Number: 154206
+o Expense to Date: -0- Account Number: 230-0000-791.30-99
Committed: 5,000.00 230-0000-791.93.36
ow MANAGEMENT
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
Agency Contact: Don Skelton
Architect: Sutter & Schroeder Architects
Contractor:
s Subcontractor:
SCHEDULE/STATUS
OR
Environmental Clearance: Requested Release of Funds 05/31/96
Funds Released 06/26/96
' Subrecipient Agreement: 10/09/96
Draft prepared and under review 10/96
Council Approval: 11/06/96
RFP For Architectural Services: 12/17/96
Under Staff and Agency Review 12/18/96
Revisions: 01/97
OD Distribution: In Purchasing 01/97
RFP Due: 03/14/97
03/19/97 Review Committee recommendation.
City Council Award: 03/26/97 ($5,000. )
ee Plan Review and Revisions: Anticipated 05/97
Wage Rates Ordered: Anticipated 04/97
Bid Package: Anticipated 06/97
Labor Standards Monitoring: Anticipated 06/97- throughout project
Preconstruction Conference: Anticipated 06/97
Page 25
IN
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,w.
Program Monitoring
01/15/97 Review of Agency memberships and program participants.
Improvements to be ADA.
4111
Payment Processing:
— COMMENTS
08/20/96 Agency to prioritize rehabilitation and security needs.
08/22/96 Meeting with Agency, tour of facilities, review of needs.
meg Facility Assessment to be conducted by Burnidge Cassell Associates
during September.
08/23/96 Review prioritized list.
08/28/96 Amendment to 1996 CDBG Program, Additional funds allocated to
YWCA.
09/11/96 Contacted agency, need profile which demonstrates that 51% of
clientele is low/mod, the facility is open to the public.
10/07/96 Agency submitted documentation. Agency was given copy of
subrecipient agreement to review. Facility analysis delay of two weeks.
10/11/96 Agency approval of agreement.
w. 11/04/96 Received documentation of membership.
11/15/96 Still waiting for facility analysis.
1111
12/05/96 Received Facility Analysis.
12/09/96 Staff review of analysis.
4111
12/16/96 Meeting with Agency to review priorities and discuss analysis.
01/29/97 Agency submitted bid information for first aid kits.
01/30/97 Meeting with Agency to discuss membership and program
participation.
02/97 Contact Agency re: need for bid information on fire extinguishers.
03/04/97 Agency to submit bids info on fire extinguishers.
03/19/97 Review committee-RFP Architectural Services.
ma
Ns
Page 26
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
ow
PROJECT: YWCA Refugee Crime Prevention Program
220 East Chicago Street
■w
PROJECT SUMMARY: This project will provide for a Lao Community Liaison
Worker. The Liaison would provide assistance to victims, offenders and
family members when they are faced with proceedings involved with the
- court system, juvenile justice system, probation department, Department
of Children and Family Services, and school suspension hearings.
o n FINANCIAL
Allocation: $25,000.00 Project Number: 154207
Expense to Date: $16,666.64 Account Number: 230-0000-791.30-99
.w. Committed: $25,000.00
MANAGEMENT
yew
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
mum Agency Contact: Carol Elias
SCHEDULE/STATUS
OO Environmental Clearance: Exempt Status 05/15/96
Subrecipient Agreement: Draft Completed 08/06/96
.. Review and revisions completed 08/07/96
City Council Approval 08/14/96 ($25,000. )
Resolution 08/28/96
w
RFP For Architectural Services: N/A
City Council Award: N/A
U.
Plan Review and Revisions: N/A
Wage Rates Ordered: N/A
Bid Package: N/A
OO
Labor Standards Monitoring: N/A
Program Monitoring: Quarterly reporting will be required.
First Report Due: 09/30/96 for (Jul-Aug-Sept) quarter.
10/10/96 First Quarter Report Received.
Second Report Due: 12/31/96 for (Oct-Nov-Dec) quarter.
01/06/97 Second Quarter Report Received.
Page 27
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Payment Processing: Payments on a bi-monthly basis.
Payout #1 for JUL-AUG. ($4,166.66) 09/11/96
Payout #2 for SEP-OCT. ($4,166.66) 11/11/96
Payout #3 for NOV-DEC. ($4,166.66) 01/16/97
Payout #4 for JAN-FEB. ($4,166.66) 03/21/97
COMMENTS
07/30/96 Contact with Carol of YWCA discussed the need for funds to
keep program active.
00 08/12/96 Agency review of subrecipient agreement
08/30/96 Program in effect from July 1, 1996 through June 30, 1997.
s.•
09/03/96 Sent agency copy of executed agreement.
10/96 Project in progress.
11/96 Project in progress.
om 12/96 Project in progress.
03/31/97 Project in progress.
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limo
PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
ewi
PROJECT: Senior Center Building Rehabilitation 101 South Grove Avenue
,M PROJECT SUMMARY: This project will rehabilitate the exterior of the
building, which may include tuckpointing of the limestone building face,
roof repairs and window replacement.
no FINANCIAL
Allocation: $50,000.00 Project Number: 154208
s■ Expense to Date: -0- Account Number: 230-0000-791.30-99
Committed: $ 5,800.00 230-0000-791.93-36
OM MANAGEMENT
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
om Agency Contact: Beth McClory
Architect: Sutter & Schroeder Architects
Contractor:
um Subcontractor:
SCHEDULE/STATUS
Staff prepare RFP for Architectural Services to prepare specifications.
Draft 11/18/96
RFP under staff review: 11/19/96
Distributed: 01/97
City Council Award: 03/12/97 ($5,800.00)
Specifications prepared Anticipated 04/30/97
e�.
Environmental Clearance: Requires Illinois Historic Preservation
clearance, prior to environmental clearance. Send specifications to be
reviewed. Anticipated 05/97
Subrecipient Agreements Draft prepared 12/96
Staff and Agency Review: 01/15/97
City Council Resolution on Agreement: 03/12/97
Bid Package: Anticipated 06/97
w City Council Award: Anticipated 06/97
Wage Rates Ordered: Anticipated 05/97
Labor Standards Monitoring: Anticipated 6/97-ongoing throughout project.
w Preconstruction Conference: Anticipated 6/97
'Program Monitoring
s•
Payment Processing:
Page 29
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COMMENTS
05/31/96 Historic Structure
am 08/96 Meet with staff to discuss project priorities and development of
specifications.
09/96 Anticipated project start date 04/97 due to construction season
,�. for hot tar roofing.
09/10/96 Lamp, Inc. to submit proposal cost to prepare specifications.
09/30/96 Follow-up call to Lamp regarding spec bid.
10/96 Follow-up call to Lamp regarding spec bid.
O P
10/30/96 Spec. bid received from Lamp $4,000.00.
11/04/96 Determined that RFP for Specifications should be prepared to
get a competitive rate.
w' 11/15/96 RFP for Architectural Services prepared.
01/97 RFP to be distributed.
02/21/97 RFP Bids due.
,.m 03/04/97 Review and recommendation on RFP proposals by Review Committee.
w.
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Pm
us
PROJECT STATUS REPORT
P0
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
•
PP
PROJECT: Literacy Workplace Initiative Program
PROJECT SUMMARY: This project will establish work place literacy
programs to provide employees with basic skills training. The local
business would provide the first 50% matching funds.
MP FINANCIAL
Allocation: $20,000.00 Project Number: 154209
Expense to Date: $14,398.50 Account Number: 230-0000-791.30-99
Committed: $20,000.00
MANAGEMENT
on
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
O' Agency Contact: Beverly Saiz
SCHEDULE/STATUS
Environmental Clearance: Exempted Status 09/06/96
Subrecipient Agreement: Draft prepared 09/19/96
Staff and Agency review 09/25/96
Revisions 09/30/96
City Council Approval: 10/09/96 ($20,000)
P Resolution: 10/23/96
RFP For Architectural Services: N/A
PP
City Council Award: N/A
Plan Review and Revisions: N/A
Wage Rates Ordered: N/A
Bid Package: N/A
Labor Standards Monitoring: N/A
Ps
Program Monitoring: Semi-annual reports required.
First report due: 04/01/97
moo Payment Processing: With signed application and agreement with
participating company.
sw Page 31
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Payment Processing:
02/12/97 Payout #1 $2,832.50
03/03/97 Payout #2 $1,827.00
�w 03/03/97 Payout #3 $2,409.50
03/03/97 Payout #4 $2,329.50
03/18/97 Payout #5 $5,000.00 is being processed.
mow
COMMENTS
07/10/96 City Council amended 1996 Budget to include this project.
($83,000.00 in additional funds received)
08/14/96 Final public hearing, resolution authorizing first amendment to
■w the 1996 CDBG action plan and budget.
09/06/96 Agency to develop literacy evaluation forms.
um
09/20/96 Discuss program and subrecipient agreement with agency.
10/29/96 Executed agreement sent to Literacy Connection.
u m
10/31/96 Project in progress.
1110 12/96 Project in progress.
03/31/97 Project in progress.
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ow
PROJECT STATUS REPORT
o m COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
w PROJECT: Impediments to Fair Housing
PROJECT SUMMARY: This project is for the analysis of impediments to
OM fair housing and the development of actions to address any identified
impediments to fair housing within the City of Elgin.
FINANCIAL
sw
Allocation: $12,600. Project Number: 154210
Expense to Date: $12,600. Account Number: 230-0000-791.30-99
�,. Committed: $12,600.
MANAGEMENT
•
s
Project Coordinator: Pat Andrews
Secondary Coordinator:Veronica Bell
Consultant: Kent Group
SCHEDULE/STATUS
Environmental Clearance: N/A
w Subrecipient Agreement: N/A
RFP For Consulting Services: 08/96
City Council Award: 09/25/96
w
Draft Report Received: 10/31/96
Staff Review and Revisions: 11/96
mm
Wage Rates Ordered: N/A
Bid Package: N/A
Labor Standards Monitoring: N/A
mm
Program Monitoring: On going
Payment Processing:
mum 10/10/96 Payout #1 ($5,000. ) .
01/97 Payout #2 ($6,340. )
03/97 Final Payout ($1,260. )
mm
COMMENTS
09/27/96 Meeting with consultants to exchange information.
OM
10/10/96 Kent Group meets with Fair Housing Officer.
10/11/96 Additional information provided to consultant.
10/22/96 Additional information provided to consultant. •
mm 11/04/96 Draft report distributed for staff review and comments.
11/19/96 Staff meeting to discuss comments to be assembled for
submission to consultant.
,s. 11/25/96 Letter of staff comments to consultant.
Page 33
mm
wit
12/12/96 Review of revised report and staff comments with Kent Group.
12/19/96 Final Report and diskette received.
um
01/22/97 Presentation to City Council.
02/97 City Council Accepts Report.
03/97 Project is Completed.
PIP
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■. Page 34
•
w.
PROJECT STATUS REPORT
rrw
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
PROJECT: Geneva Street Public Improvement
South Geneva Street between DuPage & Fulton Streets
w•
PROJECT SUMMARY: This project will reconstruct a deteriorated
retaining wall and sidewalk. The project is located in the public right
of way on the westerly boundary of the Elgin Historic District.
ow
FINANCIAL
■m Allocation: $218,366.00 Project Number: 154301
Expense to Date: -0- Account Number:
Committed:
MANAGEMENT
Project Coordinator: Joe Evers
mm Secondary Coordinator: Pat Andrews
Contractor:
Subcontractor:
IMP
SCHEDULE/STATUS
Neighborhood Meetings
Environmental Clearance: Needs Illinois Historic Preservation
Clearance, review and approval of plans and specifications prior
ow to environmental clearance.
Plans and Specifications to be prepared by Engineering.
mw
Neighborhood Review
Heritage Commission Review
Historic Preservation Clearance
e�w
Wage Rates Ordered: Anticipated
w Bid Package: Anticipated
Bid Award:
Labor Standards Monitoring: ongoing throughout project.
Preconstruction Conference:
Program Monitoring
OM
Page 35
w■
Payment Processing:
"s" COMMENTS
03/31/97 Need release of CDBG funds prior to start of project.
iwr
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s
Page 36
PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
PROJECT: Hispanic Life Skills Program
ss PROJECT SUMMARY: This project will provide a Seminar Coordinator to
develop training seminars that address issues such as health, housing,
crime, employment, communication, immigration, finance, insurance and
education for the Hispanic Community.
FINANCIAL
Allocation: $47,000.00 Project Number: 154304
Expense to Date: -0- Account Number:
Committed:
it
MANAGEMENT
iwr
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
Agency Contact: Mary Camacho
'a SCHEDULE/STATUS
Environmental Clearance: Exempted Status
sw
Subrecipient Agreement: Draft prepared
Staff and Agency review
Revisions
City Council Approval:
Resolution:
mw RFP For Architectural Services: N/A
City Council Award: N/A
OP
Plan Review and Revisions: N/A
Wage Rates Ordered: N/A
w.
Bid Package: N/A
m. Labor Standards Monitoring: N/A
Program Monitoring: Semi-annual reports required.
First report due:
Payment Processing:
Page 37
.i.
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Payment Processing:
mm
COMMENTS
03/31/97 Need release of CDBG funds prior to start of project.
MO
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en PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
sa
PROJECT: McKinley School Playground Renovation
258 Lovell Street
olo
PROJECT SUMMARY: This project will provide for the construction of a
new playground. The existing playground has deteriorated.
�r
FINANCIAL
Allocation: $100,000.00 Project Number: 154305
Expense to Date: -0- Account Number:
Committed:
■�, MANAGEMENT
Project Coordinator: Pat Andrews
Secondary Coordinator: Veronica Bell
Agency Contact: McKinley PTO
Contractor:
Subcontractor:
SCHEDULE/STATUS
Environmental Clearance:
Meetings with the School PTO
Plan Review and Revisions:
Wage Rates Ordered: Will use some Community volunteer labor.
Labor Standards Monitoring:
Preconstruction Conference:
Bid Package:
oo
City Council Award:
Program Monitoring
Payment Processing:
COMMENTS
03/31/97 Need release of CDBG funds prior to start of project.
Set up public meeting for community input on construction of the
playground.
Page 39
NIM
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PROJECT STATUS REPORT
um
• COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
sa
PROJECT: YWCA Facility Improvements
220 East Chicago Street
uw
PROJECT SUMMARY: This project will rehabilitate and address
items of deferred maintenance as well as eliminate conditions
considered to be health and safety concerns.
FINANCIAL
,. Allocation: $200,000.00 Project Number: 154306
Expense to Date: -0- Account Number:
Committed:
MANAGEMENT
Project Coordinator: Veronica Bell
•* Secondary Coordinator: Pat Andrews
Agency Contact: Don Skelton/Carol Elias
Architect:
MP Contractor:
Subcontractor:
SCHEDULE/STATUS
Environmental Clearance: Request Release of Funds:
Funds Released:
Subrecipient Agreement:
Draft prepared and under review:
w Council Approval:
RFP For Architectural Services:
Under Staff and Agency Review:
"' Revisions:
Distribution:
RFP Due:Review Committee recommendation:
City Council Award:
Plan Review and Revisions:
Wage Rates Ordered:
Bid Package:
Labor Standards Monitoring:- throughout project
Preconstruction Conference:
on
Page 41
OOP
Program Monitoring
Payment Processing:
ee
COMMENTS
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ION
Page 42
low
PROJECT STATUS REPORT
w COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
PROJECT: Literacy Workplace Initiative Program
„s PROJECT SUMMARY: This project will expand the work place literacy
program that provides employees of businesses with basic skills and
literacy training. The local business would provide the first 50% of
matching funds.
FINANCIAL
Allocation: $30,000.00 Project Number: 154309
Expense to Date: -0- Account Number:
Committed:
MANAGEMENT
Project Coordinator: Veronica Bell
w Secondary Coordinator: Pat Andrews
Agency Contact: Bevery Saiz
SCHEDULE/STATUS
Environmental Clearance: Exempted Status
a.
Subrecipient Agreement: Draft
Staff and Agency review
Revisions:
City Council Approval:
Resolution:
IM RFP For Architectural Services: N/A
City Council Award: N/A
MP
Plan Review and Revisions: N/A
Wage Rates Ordered: N/A
OP
Bid Package: N/A
s' Labor Standards Monitoring: N/A
Program Monitoring: Semi-annual reports required.
First report due:
ear
Payment Processing: With signed application and agreement with
participating company.
AIM
Page 43
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Payment Processing:
COMMENTS
me 03/31/97 Need release of funds prior to start of project.
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Page 44
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•
am
OM PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
MARCH 31, 1997
ail
PROJECT: Residential Grant Program City wide
sr PROJECT SUMMARY: This program, in existence since 1977, encourages
improvements in the quality and safety of the existing housing stock by
offering 100% grants to low income homeowners and percentage grants to
other homeowners based on income and family size.
FINANCIAL
Allocation: *$525,083. Project Number: 154299 & 154399
Expense to Date: $ 35,387. Account Number: 230-0000-791.69-10
RIM " This amount reflects a two year allocation for 1996-1997.
MANAGEMENT
Project Coordinator: Bob Richardson
Secondary Coordinator: Pat Andrews
SCHEDULE/STATUS
Environmental Clearance at Primary level: Funds Released
Environmental Clearance at Secondary level: Based on the location, may
need historic clearance by the City's Historic Preservationist.
Subrecipient Agreement: N/A
RFP For Architectural Services: N/A
City Council Award: N/A
Plan Review and Revisions: N/A
NB Wage Rates Ordered: N/A
Bid Package: N/A
Labor Standards Monitoring: N/A
w Program Monitoring: By coordinators
Payment Processing: As projects are inspected and completed.
COMMENTS
From June 1995 to June 1996, a total of 79 residential dwelling units
were rehabilitated (48 single family, 14 two family and 1 three
um family) . Multiple family rehabilitation work was limited to the
exterior of the structure. Of the 79 households affected by the
rehabilitation work, a total of 70 were low and moderate income (89%)
w. and a total of 58 were low income (78%) .
Page 45
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I I I U I I I I I I I I I I I I I I I
PP
ACTIVE PROJECTS STATUS REPORT
PP
COMMUNITY DEVELOPMENT
BLOCK GRANT PROGRAM
PLANNING DEPARTMENT
QUARTERLY JUL/AUG/SEP 1997
P
M
III
PP
•
I N D E X
Active Projects Listed by Year of Grant Pages
1992
HAE Smoke Alarms and Sprinkler System 1-3
1993
HAE Park Towers Elevator Improvement 4-5
1994
HAE Park Towers Plumbing Improvements 6-7
1995
Community Crisis Center Renovations 8-9
Elgin Recreation Center 10-12
1996
YMCA Building Rehabilitation 13-14
HAE Fire Alarm and Air Handling System 15-16
Community Crisis Center Health Clinic Relocation 17-19
Wright Avenue Park ADA Play Equipment 20-21
YWCA Building Rehabilitation and Security Improvements . 22-24
YWCA Refugee Crime Prevention Program 25-26
Senior Center Building Rehabilitation 27-29
Literacy Volunteer Program 30-31
I
1997
WO Geneva Street Public Improvement 32-33
Hispanic Life Skills Program 34-35
McKinley School Playground Renovation 36-38
YWCA Facility Improvements 39-40
Literacy Workplace Initiative 41-42
Residential Grant Program 43
October 1, 1997
Prepared By: Veronica Bell
•
PROJECT STATUS REPORT
010 COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
MO
PROJECT: HAE Smoke Alarms and Sprinkler System 120 South State St.
PROJECT SUMMARY: This project provides for the purchase and
PP installation of 150 smoke alarms and a sprinkler system for the elderly
public housing.
IA FINANCIAL
Allocation: $256,789. Project Number: 154815
OP
Expense to Date: $145,401. Account Number: 230-0000-791.92-32
Committed: $202,133.
MANAGEMENT
Project Coordinator: Pat Andrews
Secondary Coordinator: Housing Authority of Elgin
PP Architect: Michael Sutter, Sutter & Schroeder Architects
General Contractor: Scale Construction Company •
ia
Subcontractor: Ron Jones Electric-Smoke Alarms
OP
Subcontractor: Greenbriar Mechanical Systems-Sprinkler System
SCHEDULE/STATUS
Environmental Clearance: Request Release of Funds- 09/25/92
Ty Release of Funds- 10/13/92
OP Subrecipient Agreement: N/A
Smoke Alarms
4P Installed in 150 dwelling units completed 04/01/94
Sprinkler System
OP
RFP For Architectural Services: Draft completed 05/30/95
Staff review and agency review complete 06/26/95
Revisions Complete 07/12/95
gym. RFP distributed 07/13/95
Pre-proposal Tour of Facilities 07/26/95
Proposals due 08/10/95
City Council Award: 08/23/95 ($10,500)
a.
Plan Review and Revisions:
P, Submitted for review (Sprinklers) 12/27/95
Review completed by staff (Sprinklers) 01/09/96
Page 1
PP
■•
MO
MO Wage Rates Ordered: 07/26/93-Smoke Alarms
01/09/96-Sprinklers
Bid Opening: 02/21/96 Sprinklers
Bid Award: 03/25/96 Sprinklers ($191,633.00)
Labor Standards Monitoring: Start of Work 01/28/94- Smoke Alarms
Work Completed 04/01/94- Smoke Alarms
MO
Preconstruction Conference: Sprinklers 05/16/96
Labor Standards documentation complete 05/22/96
Payment Processing: Sprinkler System Design
processed payout #1 11/09/95
processed payout #2 02/02/96
processed payout #3 01/21/97
Smoke Alarms- Final payout 04/19/94
COMMIDITS
1993 Insufficient funds to install sprinkler system.
03/20/96 Low bid exceeds allocated funds by ($25,133.00) Additional
funding approved by City Council.
04/03/96 Letter to contractor on award of bid.
PP 05/96 Discovered Asbestos on hidden valves.
06/07/96 Analysis of asbestos and specifications for removal.
07/12/96 Removal of asbestos started and in process.
PIP 08/06/96 Asbestos abatement completed.
08/13/96 Notified of required changes to sprinkler plan.
08/29/96 Housing Authority added additional valves, change order.
Housing Authority will pay for the change order for the first and tenth
floor values ($8,125) .
4.
08/29/96 Change Order for additional sprinkler heads for Apt. c type
unit, as required by the Fire Department. (10 heads= $500. ) .
PP 08/30/96 Contractor to obtain sprinkler permit for the work.
kke 10/04/96 Asbestos Payout processed ($950. ) .
10/18/96 Payout processed ($16,063. ) .
PO 11/18/96 Construction status meeting.
12/9/96 Contractor to resubmit incorrect paperwork.
12/13/96 Payout processed ($16,028. ) , also processed permit fee
requisition & payout ($1,375. ) from contingency funds (not part of bid
award) .
12/24/96 Contractor to resubmit inaccurate & incomplete paperwork for
payout processing.
Pi 01/13/97 Response to general contractor delay of elevator work to
4. complete sprinkler work.
01/23/97 Letter to contractor regarding deficiencies.
• 02/97 Received information requested except for any change order
associated with sprinkler revisions.
Page 2
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om
IIII! COMMENTS (Continued)
4/1/97 Met with Architect re: revisions to sprinkler plans by contractor.
OP
4/2/97 Steve Bone confirmed unnecessary changes with Architect.
4/3/97 Architect to calculate add-ons and deducts from proposed changes.
4/18/97 Meeting with Contractor, Architect, HAE & Fire Dept. on final
sprinkler plans and associated change orders.
Ow 4/22/97 Final plans submitted & approved by Fire Dept.
4/23/97 Meeting with Housing Authority to discuss status of projects and
funding.
00 5/8/97 Met with Architect & HAE staff to discuss project to date and
potential change order. Architect to meet with Contractor.
5/14/97 Architect met with General Contractor and Plumbing
WI
Subcontractor. Contractor to recalculate potential change order
providing credit for labor as well as materials.
6/2/97 Letter to contractor requesting delayed change order calculations.
6/2/97 Received copy of proposed change order.
Ow 6/3/97 Discussed change order & funding with HAE.
6/4/97 Architect to submit recommendation regarding change order.
6/25/97 City Council consideration of proposed change order.
- 6/26/97 Contacted Scale to inform of Council vote and to instruct
subcontractor to proceed.
7/9/97 City Council approves change order #1.
WO
7/10/97 Contacted Scale to sign change order and to contact HAE.
7/14/97 Contacted contractor-no contact with Rae and no work underway,
change order has not been returned to the City.
7/16/97 FAX to HAE- start of work for sprinkler system.
7/18/97 Coordinate with HAE & Scale for on-site pipe storage.
7/23/97 Sprinkler work started.
8/6/97 HAE called regarding an electrical wiring problem. HAE to contact
Ow general contractor and architect.
8/20/97 Scale to correct electrical wiring problems they created per
architect.
Ow
Ow
IP
Page 3
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6
Po
PROJECT STATUS REPORT
IP COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PROJECT: HAE Park Tower Elevator Improvement 120 South State Street
PROJECT SUMMARY: This project provides for the installation of a
10 computerized elevator control system and improvement to meet ADA
requirements for the elderly public housing.
SIR FINANCIAL
L.
Allocation: $156,102. Project Number: 154904
OPP
Expense to Date: $154,538. Account Number: 230-0000-791.93-36
Committed: $154,650.
MANAGEMENT
MO
Project Coordinator: Pat Andrews
Secondary Coordinator: Housing Authority of Elgin
PO Architect: Michael Sutter Sutter & Schroeder Architects
Contractor: Scale Construction
Subcontractor: Valley Elevator, Inc.
SCHEDULE/STATUS
tw
Environmental Clearance: Request Release of Funds 06/16/93
01 Release of Funds 07/16/93
Subrecipient Agreement: N/A
1
RFP For Architectural Services: Draft complete 05/30/95
Staff and agency review complete 06/26/95
Revisions complete 07/12/95
•
RFP distributed 07/13/95
Pre-proposal tour of facilities 07/26/95
Proposals due 08/10/95
Pi City Council Award: 08/23/95 ($3,500.00)
k*
Plan Review and Revisions:
Submitted for review 12/27/95
Review completed By Staff 01/09/96
Wage Rates Ordered: 01/09/96
Bid Opening: 02/21/96
PP Bid Award: 03/25/96 ($151,150)
Labor Standards Monitoring: Preconstruction Conference 05/16/96
Labor standards documentation complete 05/22/96
Page 4
PO
4
PP r Payment Processing:
10/96 Payout processed ($78,465. )
12/13/96 Payout processed ($16,000. )
1/21/97 Payout processed ($27,700.)
3/97 Payout Processed
5/97 Payout Processed
OP COMMENTS
03/20/96 Low bid exceeds allocated funds by ($10,900. ) Additional
Po funding approved by City Council.
04/03/96 Letter to contractor on award of bid.
06/17/96 Project delay due to asbestos removal.
07/12/96 Removal of asbestos started and in process.
08/06/96 Asbestos abatement completed.
08/96 Elevator equipment ordered.
09/96 Construction underway.
PO 11/18/96 Construction Status meeting.
4. 11/30/96 Anticipated completion of small elevator.
12/96 Fire Department to meet with residents re: elevators and emergency
PP access.
Lo
12/09/96 Contractor to resubmit incorrect paperwork.
12/24/96 Contractor to resubmit inaccurate & incomplete paperwork.
Pi
01/23/97 Letter to Contractor regarding deficiencies.
02/11/97 Started work on large elevator.
02/14/97 Letter to contractor regarding deficiencies.
6/8/97 Letter to Contractor re: payroll submission & final inspection and
approval of work.
7/10/97 Verified with Code that elevator permit has not been finaled.
7/21/97 Final inspection to be conducted. Elevator did not pass final
P1 inspection. Repair continuing.
9/21/97 Received proposed change order for elevator work from contractor.
Contacted Architect re: change order.
10/10/97 Meeting with Architect, Contractor and HAE regarding change
order, extent covered by contract vs. extent not covered by contract.
pm
PP
L
pm
4.
Page 5
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PROJECT STATUS REPORT
N O COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PROJECT: HAE Park Towers Plumbing Improvements 120 South State Street
PROJECT SUMMARY: This project will encompass the rodding of all
systems, the installation of additional cleanouts, and an increase in
the main sanitary waste pipe size.
FINANCIAL
Allocation: $129,524. Project Number: 154003
Expense to Date: $116,224. Account Number: 230-0000-791.93-36
gui
Committed: $125,800.
MANAGEMENT
Project Coordinator: Pat Andrews
Secondary Coordinator: Housing Authority of Elgin
tw Architect: Michael Sutter Sutter & Schroeder Architects
General Contractor: Scale Construction, Inc.
Subcontractor: Greenbriar Mechanical Systems
Subcontractor: SECO Environmental Inc.
OP
SCHEDULE/STATUS
Environmental Clearance: Request For Release of Funds 06/27/94
, Funds Released July 29, 1994
N, Subrecipient Agreement: N/A
RFP For Architectural Services: Draft completed 05/30/95
Staff review and agency review complete 06/26/95
WO
Revisions complete 07/12/95
Pre-proposal Tour of Facilities 07/27/95
Proposals Due 08/10/95
1P City Council Award: 08/23/95 ($4,500.00)
Plan Review and Revisions:
Submitted for review 12/27/95
Review completed by staff 01/09/96
Wage Rates Ordered: 01/09/96
P.
Bid Opening: 02/21/96
Bid Award: 03/25/96 ($121,300.00)
MI
Labor Standards Monitoring: Preconstruction Conference 05/16/96
Labor Standards Documentation complete 05/22/96
p
Page 6
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Payment Processing:
10/96 Payout processed to General Contractor ($23,742. )
�w 01/21/97 Payout processed ($36,400. )
02/14/97 Processed payout for additional repairs ($2,474. )
03/97 Processed payout.
COMMENTS
illy
03/20/96 Low bid exceeds allocated funds by ($40,800) . Additional
funding approved by City Council.
04/03/96 Letter to contractor on award of bid.
05/96 Asbestos found on valves and joints. Contractor consulted for
analysis. Confirmed asbestos. Specifications & cost for removal.
06/10/96 Specifications for asbestos removal complete.
if
06/96 Received locations of valves and joints from HAE. Solicited
proposals for asbestos removal.
PP
07/15/96 Bid Approved for the removal of asbestos. ($950.00) Work
started and in process.
08/06/96 Asbestos abatement completed.
08/07/96 Work in progress.
11/18/96 Construction status meeting. Emergency asbestos removal on
z three unknown fittings completed.
11/19/96 As plumbing work is progressing and wall are being opened,
NI certain problems are being discovered. Apt. on 10th floor hot water
pipe has leak, needs replacing. Agreement reached, each additional work
item to be reviewed by the Architect, notify the City, HAE will keep a
PP
log and take photos. Once $1,000 in additional items has been reached,
we will review status of work progress, available funding estimate and
what additional costs may be encountered and then take appropriate
action.
PI 12/26/96 Plumbing work near completion. $2,200 in additional items to
date. Log maintained and photos by HAE staff.
02/14/97 Letter to contractor re: deficiencies.
• 03/97 Completion of plumbing work.
S
S
p9
Page 7
PP
S
PROJECT STATUS REPORT
MP COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
Mr
PROJECT: Community Crisis Center Renovations 37 South Geneva Street
PROJECT SUMMARY: This project is for the construction of an entryway
shelter roof over the exterior basement entrance, and for building and
foundation rehabilitation work for the Center.
PP FINANCIAL
Allocation: $67,150. Project Number: 154123
• Expense to Date: $27,594. Account Number: 230-000-791.92-32
Committed: $51,109.
MANAGEMENT
4, Project Coordinator: Pat Andrews
Secondary Coordinator: Veronica Bell
Architect: Michael Sutter, Sutter & Schroeder
Contractor: TJL Construction
Subcontractor:
ss
SCHEDULE/STATUS
Environmental Clearance: Requested release of funds 05/15/95
Funds released 07/15/95
Subrecipient Agreement: Draft completed 05/14/96
PPP Staff review complete 05/30/96
Crisis center review complete 06/07/96
Revisions complete 07/02/96
MR City Council Approval 07/10/96
Resolution authorizing 07/24/96
RFP For Architectural Services: Draft completed 05/30/95
Staff review and agency review complete 06/26/95
Revisions complete 07/12/95
RFP distributed 07/13/95
Pre-Proposal Tour of Facilities 07/26/95
Proposals Due 08/10/95
City Council Award 08/23/95 ($4,500. )
w
Plan Review and Revisions: Draft Plans received 07/18/96
Review of plans and specifications by staff 08/96
Wage Rates Ordered: 07/16/96
Bid Package: Received, under staff review 07/18/96
Returned to architect for revisions 08/96
09/25/96 City Council Award ($46,609. ) TJL Construction
S
Page 8
PP
Labor Standards Monitoring:
11/01/96 Preconstruction Conference
PP Program Monitoring: Ongoing
Payment Processing:
10/22/96 Payout to Architect ($3,375. )
11/23/96 Payout for asbestos removal ($1,750. )
02/11/97 Payout processed ($16,515.90) .
07/14/97 Payout processed ($14,222.40) .
!I
COMMENTS
OP 05/94 The roofed stairwell is complete.
08/95-09/95 Gutter and downspout work funded by DCCA.
10/95-11/95 Assessment of water infiltration after installation of
PP gutters and downspouts.
11/95 Request to delay project until April/May 1996, when clothing
tv'` center lease expires and lower level of the building is vacated.
05/14/96 Meeting with Crisis Center, staff, and architect on the work to
OP be accomplished. Crisis Center to provide a priority list of work to be
done.
06/07/96 After several contacts with Crisis Center, priority list
!P received.
09/18/96 Pre-bid contractor meeting at the Crisis Center.
10/31/96 Asbestos removal completed.
PP
11/22/96 Contractor delay start of work until 12/04/96
02/11/97 40% of work completed.
06/16/97 Change order in the amount of
g $2,411 per request of Crisis
Center for additional work.
IP 09/23/97 Contractor contacted offfice per problem with window
replacement and proposed solution. Historic Preservation concurred with
solution. Contractor to contact Architect.
09/25/97 Architect reviewed proposed change order to replace glass
block. Change order of $2,070. administratively approved. FAXED to
contractor.
WOO
�I!
MP
Page 9
AR
411
PROJECT STATUS REPORT
!! COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PROJECT: Elgin Recreation Center (ERC) 1080 East Chicago Street
PROJECT SUMMARY: This project provides for building rehabilitation
work and the purchase of equipment in support of the ERC to operate and
function as a physical fitness facility at its new location.
• FINANCIAL
Allocation: $95,225. Project Number: 154130
PP
Expense to Date: $95,225. Account Number: 230-0000-791.92.32
Committed:
4
MANAGEMENT
U
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
PP Architect: N/A
Contractor: N/A
SCHEDULE/STATUS
Environmental Clearance: Request Release of Funds- 05/15/95
Funds Released- 07/15/95
In
Subrecipient Agreement: 10/11/95 Amended: 08/28/96
100 RFP For Architectural Services: Sent to 20 Firms- 05/07/96
Mandatory Prebid Meeting- 05/17/96
Addendum #1 to RFP: Sent to Firms at Prebid Meeting- 05/21/96
OP
Proposals Due- 06/03/96
Received 4 proposals, review of proposals ON HOLD-06/12/96
09/25/96 REJECTED by Council.
City Council Award: N/A
IP
Plan Review and Revisions: N/A
Wage Rates Ordered: N/A
!!!� Bid Packages:
1. Boxing Equipment- Bid Awarded 05/20/96
2. Physical Fitness Equipment-Award of Bid Tabled 06/12/96
3. Office Furniture & Equipment-Review of Bids ON HOLD. 09/25/96
Rejected by Council.
IP
4. Computer Equipment-Specifications Being Reviewed ON HOLD. 09/25/96
Rejected by Council.
5. Business Sign-Complete 06/13/96
6. Security Cameras-Specifications Being Reviewed/Cancelled.
7. Emergency Lighting-Complete 06/13/96
Page 10
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Labor Standards Monitoring: N/A
Program Monitoring: ERC Data Report Due- 03/31/96
1w 06/14/96 Letter sent requesting semi-annual report-
07/31/96 Follow up telephone call regarding report due
08/28/96 Follow up telephone call regarding report due
Pt 08/29/96 ERC Data Report submitted, reviewed, accepted
12/16/96 Letter sent requesting monthly reports for Oct.-Dec.
12/16/96 Need estimate for 1996 audit.
Oa
02/10/97 Monitoring visit to verify low/mod income households.
02/12/97 Letter to agency regarding monitoring visit.
02/28/97 Audit estimate received ($3,700. )
03/03/97 Report received for Oct.-Dec. 1996
1O 03/04/97 Next ERC Data Report Due 04/15/97
Payment Processing:
1. Sporting & Athletic Equipment- Processed 01/10/96
2. Sporting & Athletic Supplies- Processed 01/10/96
3. Building Supplies for Soccer Area- Processed 03/13/96
4. Building Supplies for Flooring-Processed 04/08/96
5. Building Supplies for Soccer Walls- Processed 04/26/96
6. Emergency Lighting for Security- Processed 06/13/96
OP 7. Boxing Equipment-Processed 06/17/96
8. Business Sign- Processed 07/03/96
9. BSN Sports-Processed 09/10/96
10/22/96 Payout 1- Back Utility and Rent Payments ($38,535.80)
10/25/96 Payout 2- Utility & Rent Payments ($8,910.53)
11/96 Payout 3- Utility & Rent Payments ($9,275.66) .
12/96 Payout 4- Rent & Utility Payments ($9,100.00) . (estimate)
02/97 Payout 5- Rent & Utility Payments ($8,100.00) .
6.
03/97 Payout 6- Rent & Utility Payments ($8,100.00) .
COMMENTS
09/13/95- The location change from 18 N. State Street to 1080 East
Chicago Street and the use of funds required an amendment to the 1995
CDBG Program.
Jeo
06/12/96 The Council voted to reconsider the 1995 funds allocated ERC.
06/26/96 The City Council held a public hearing to discuss the release
of the 1995 fund allocation and additional funding to assist with 1996
operating expenses. The
P g enses
p public hearing was closed.
07/10/96 The Council appointed a task force to evaluate how the City
Council can best serve the community in providing support to the ERC.
r 07/24/96 Resolution establishing ERC Task Force.
08/05/96 08/14/96-08/19/96- Task Force Meetings.
08/28/96 Recommendation of the Task Force and amended subrecipient
agreement submitted for City Council consideration, accepted.
08/31/96 notice published allowing 30 day public comment on amendment
• to ERC, 1995 CDBG Project. Amendment provides for public service-
included, but not limited to, the payment of rent and utilities.
Page 11
OP
Pe
k. 09/05/96 Letter of objection regarding the amendment to 1995 CDBG funds
for Elgin Recreation Center.
Pm 09/11/96 ERC agency review of subrecipient agreement.
10/09/96- Final public hearing to amend 1995 ERC project and City
Council action, Resolution of Amended Subrecipient Agreement.
10/15/96 Received ERC Long Range Business Plan as required by the Task
Po
Force and Subrecipient Agreement.
11/01/96 Task Force recommendation to maintain current level of funding
with City funds of $20,600 and remaining CDBG funds for rent and
10 utilities for 1997. Approved.
03/18/97 City funds in the amount of $20,600. expended for Rent and
Utility payments for January and February 1997.
pi 03/25/97 Contact ERC to inquire when 1996 Audit will be complete.
05/08/97 Audit for 1996 is underway.
06/97 Project complete.
07/97 Anticipated completion of audit.
PO 08/97 Processed payout for audit.
kA 08/97 Project complete.
p
kA
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PP
PP
PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PROJECT: YMCA Building Rehabilitation 111 North Channing'Street
PROJECT SUMMARY: This project will focus on the upgrading or
no
replacement of deteriorated original mechanical systems; and associated
asbestos removal.
IP FINANCIAL
Allocation: $300,000.00 Project Number: 154201
- Expense to Date: $123,018.00 Account Number: 230-0000-791.30-99
Committed: $285,456.00 230-0000-791.93-36
MANAGEMENT
B
Project Coordinator: Pat Andrews
Secondary Coordinator: Monica Bates
Architect: B & A Engineering
Contractor: Elgin Sheet Metal
Subcontractors: Holian Asbestos, Cannonball Mechanical, Applied Controls
OP
SCHEDULE/STATUS
Environmental Clearance: Requested Release of Funds 05/31/96
!P Funds Released 06/26/96
Subrecipient Agreement: Staff and agency review 11/96
Council consideration: 12/18/96
Resolution to approve: 01/08/97
OUP RFP For Architectural Services:
Draft completed 08/01/96
Review and Revisions complete 08/13/96
Distributed 08/15/96
Proposals Due: 09/06/96
Staff review of proposals 09/11/96
City Council Award: 09/25/96 ($19,500)
Wage Rates Ordered: 11/22/96
S Bid Package: 01/97
Plan Review and Revisions: 03/97 (see comments) .
3
Bids due: 03/25/97
UP Bid Award: 04/09/97 Elgin Sheet Metal ($265,956)
Labor Standards Monitoring: ongoing
Preconstruction Conference: 05/01/97
PO
Page 13
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Project Monitoring:
Construction Start Anticipated 06/97
Payment Processing:
Ow
12/04/96 Payout to Architect ($4,114.95)
01/21/97 Payout to Architect ($4,530.00)
06/04/97 Payout to Architect ($9,900.00
07/10/97 Payout to contractor ($16,200.00)
08/22/97 Payout to contractor ($21,600.00)
09/12/97 Payout to contractor ($66,600.00)
P. COMMENTS
05/15/96 Meeting with Lead Agencies and Subrecipient.
00 06/27/96 Meeting with YMCA and City Staff to discuss
9 y process and
scheduling.
08/27/96 Pre-proposal meeting at YMCA & HAE.
10/18/96 B & A Site Visit.
11/13/96 B & A Site Visit to discuss status of plans and specs.
Pg 12/02/96 Received building conditions report with recommendations from B
& A, distributed to staff for review.
12/11/96 Meeting with Agency and B & A to review report, scope of work,
[Pm
any revisions. Agency reviewing plans & specs.
01/97=03/97 Agency and city review of specifications and plans.
Pi Revisions concerning scope of work, revised cost estimates to agency and
Parks.
03/06/97 Final Plans and Specifications received for bidding.
03/14/97 Pre-bid meeting at YMCA.
!! 03/25/97 Bids opened. One bid received.
03/26/97 Discussion with B & A on sole bid, deducts & budget.
04/03/97 Received recommendation from B & A for City Council
FP consideration.
04/09/97 City Council bid award to Elgin Sheet Metal ($265,956. )
05/97 Equipment ordered.
• 06/97 Start of work.
07/16/97 Walk through with project Engineer to veiw work underway and work
completed:
r 07/17/97 Contacted Pat Nelson for briefing of 7/16/97 meeting and proposed
timing for pool shut down and pool filter replacement.
08/97 Work proceeding smoothly with timing of pool shut downs.
09/97 Work proceeding in a timely manner.
Page 14
NO
PROJECT STATUS REPORT
P. COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
OP
PROJECT: HAE Fire Alarm and Air Handling Systems 120 South State St.
PROJECT SUMMARY: This project involves installing a complete new alarm
system and a new air handling system that will replace the current
systems with more safe and efficient systems that will meet all current
federal, state, and local codes.
FINANCIAL
Allocation: $250,000.00 Project Number: 154202
Expense to Date: $ 14,688.00 Account Number: 230-0000-791.30-99
Committed: $ 16,250.00 230-0000-791.93-36
po MANAGEMENT
Project Coordinator: Pat Andrews
P1 Secondary Coordinator: Housing Authority of Elgin
Architect: B & A Engineering
Contractor:
Subcontractor:
Pi
SCHEDULE/STATUS
OP
Environmental Clearance: Requested Release of Funds 05/31/96
Funds Released 06/26/96
Subrecipient Agreement: N/A
L.
RFP For Architectural Services:
Draft completed 08/01/96
PI
Review and Revisions complete 08/13/96
m. Distributed 08/15/96
Proposals due 09/06/96
Staff review of proposals 09/11/96
City Council Award: 09/25/96 ($16,250.00)
Pi Plan Review and Revisions: 01/17/97 Received
Under Staff review: 02/97
PP Wage Rates Received: 12/23/96
Bid Package: 04/18/97
Labor Standards Monitoring: 02/97-Ongoing
Preconstruction Conference: 08/11/97
Construction start: 08/97
PI
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Program Monitoring: On going
P"
Payment Processing:
12/04/96 Payout to Architect ($2,887.50)
01/21/97 Payout to Architect ($1,837.50)
06/02/97 Payout to Architect ($9,775.00)
COMMENTS
08/27/96 Pre-proposal meeting at HAE & YMCA.
10/18/96 B & A Site Visit
11/13/96 B & A Site Visit
12/03/96 Building conditions report received, routed to staff and HAE
for review.
Po
01/17/97=03/18/97 Review of Draft Specifications and Plans.
03/19/97 Meeting with B & A and City Staff to review Draft
Specifications and Plans.
PO 03/20/97 B & A revising plans and specifications
03/21/97 Wage rates sent to B & A for bid packages.
04/21/97 Bid Advertisement.
04/23/97 Meeting with HAE staff.
05/02/97 Pre-bid walk through at Central Park Towers.
05/97 Extended bid opening to 05/20/97.
5/28/97 Bids opened- Bids exceed budget.
5/29/97 Contacted HAE & Architect to advise of bids.
06/03/97 Architect to research bids received versus cost estimate
submitted.
PP 06/11/97 Architect recommendation to reject all bids & rebid separately.
06/25/97 City Council rejects bids.
07/14/97 Bid opening for air handling system.
PO 07/23/97 Bid award for City Council for air handling system.
08/06/97 Reviewed proposed contract with Purchasing.
9/97 Bid package being prepared for fire alarm system.
PO
9/97 Contract executed between Contractor and City for air handling
system.
9/26/97 Bids out for fire alarm system.
PO
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•
PROJECT STATUS REPORT
PP COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
OP
PROJECT: Community Crisis Center Health Clinic Relocation
37 South Geneva Street
PO PROJECT SUMMARY: This project will relocate the Health Clinic from 6
North State Street (Center City) to the Community Crisis Center. The
project would convert approximately 1,390 square feet of basement space
PP for the Health Clinic. The project includes revisions to the floors,
walls, ceiling, windows and entrances. Plumbing, electrical, telephone
and the division of floor space to include waiting and screening areas,
PP an ADA public rest room, three exam rooms and storage space would be
added.
FINANCIAL
F0
Allocation: $100,000.00 Project Number: 154204
Expense to Date: -0- Account Number: 230-0000-791.30-99
Committed: $10,500.00 230-0000-791.93-36
MANAGEMENT
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Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
Agency Contact: Lisa Sampson
ri Architect: Dahlquist & Lutzow Architects
Contractor:
Subcontractor:
PP
SCHEDULE/STATUS
Zoning Issue: An application for a conditional use for a planned
development in the CF Community Facility District must be filed,
processed and approved by City Council for a health clinic before this
project can proceed. Approved by Council June 25, 1997.
PP
Subrecipient Agreement: Draft 06/26/97 Staff & Agency Review 07/02/97
Council consideration 07/09/97
PP Resolution: 07/23/97
RFP For Architectural Services (Plans and Specs. ) : 08/08/97
Pi City Council Award: 10/08/97 ($10,500. )
Resolution: 11/05/97
Plan Review and Revisions: Anticipated 12/97
Pi
Environmental Clearance: Needs Illinois Historic Preservation Clearance,
review and approval of plans and specifications prior to environmental.
clearance. Anticipated 01/98
Pi
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PP
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OP
OP Wage Rates Ordered: Anticipated 01/97
Bid Package: Anticipated 02/98
P
Labor Standards Monitoring: Anticipated 03/98- ongoing throughout
project.
Preconstruction Conference: Anticipated 03/98
OW Construction Start: Anticipated 03/98
Program Monitoring
PO Payment Processing:
COMMENTS
PP
05/14/96 Meeting with Agency and tour of Center.
06/27/96 Letter to Lisa Sampson transmitting zoning application package.
07/96 Agency needs to submit zoning application.
Ow
09/10/96 Follow-up letter regarding status of zoning application.
09/18/96 Reminded about zoning application at
g pp pre-bid meeting.
10/96 Call to Crisis Center Regarding the status of application.
PP 11/05/96 Assistance to Agency, provided legal for property and site plan.
11/15/96 Agency files zoning application.
11/16/97 Staff review of application.
• 11/21/96 Application Deficiency letter sent to Agency.
12/06/96 Contacted Agency to review status of application and answer
zoning questions.
01/97 Contacted Agency regarding status and consideration of a
neighborhood information meeting before scheduling a public hearing.
02/11/97 Letter sent to Agency requesting update and status of zoning
application.
OW 03/13/97 Agency called and requested copy of statement of purpose and
6. conformance submitted with zoning application 11/16/96.
03/17/97 Agency advised that they would conduct a neighborhood
w, information meeting prior to scheduling the public hearing.
03/31/97 Neighborhood meeting not scheduled yet.
04/04/97 Deficiencies submitted, reviewed, and approved.
OP
04/30/97 Publish for public hearing.
05/14/97 Neighborhood meeting regarding proposed health clinic.
irk 05/21/97 Public hearing to consider conditional use.
06/04/97 Findings of Fact (summary of public hearing) .
!O 06/11/97 Received transcript of public hearing.
06/25/97 City Council consideration.
07/09/97 Conditional Use Ordinance passed.
!P 08/97 RFP Draft, revisions, distribution.
09/10/97 Architectural proposals opened.
09/11/97 Staff review of proposals.
OW
09/11/97 Selection of review committee, memo to schedule meeting.
09/16/97 Memo to Legal reagrding Muterspaugh proposal-nonresponsive?
09/16/97 Response from Legal concurs-9 proposal is rejected-nonresponsive.
Ow
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09/25/97 Review committee meeting- review, discussion, ranking, selection
h. and recommendation of architectural proposal for City Council
consideration.
PP
09/29/97 Memo to City Council to consider award for Architectural
Services.
10/08/97 Award of contract to Dahlquist and Lutzow Architects.
10/17/97 Contract Architect regarding contract.
Pi 10/97 Set up meeting with Architect and Agency regarding scope of work.
PP
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PROJECT STATUS REPORT
00" COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
00
PROJECT: Wright Avenue Park ADA Play Equipment 676 Wright Avenue
4t
PROJECT SUMMARY: This project will replace old playground equipment
Pi and other fixtures with equipment that is accessible (ADA) and meets the
Consumer Product Safety Commission (CPSC) guidelines.
FINANCIAL
Allocation: $100,000. Project Number: 154205
Expense to Date: $ 99,759. Account Number: 230-0000-791.30-99
Committed: 230-0000-791.93-32
MANAGEMENT
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Project Coordinator: Jerry Pask
Secondary Coordinator: Pat Andrews
• Contractor: Environmental Assessment & Investigation
Designer:
SCHEDULE/STATUS
Environmental Clearance: Pending an environmental audit.
Clearance: 01/97
RFP For Architectural Services: N/A
Plan Review and Revisions: N/A
Wage Rates Ordered: N/A Will use Community volunteer labor.
Labor Standards Monitoring: N/A
Bid Package:
' Distributed 03/97 Opening: 05/05/97
City Council Award: 05/14/97
U
G Preconstruction Conference: 06/02/97
PI Program Monitoring: On going.
Payment Processing:
05/96-09/96 Miscellaneous payouts including postage, meeting rooms,
blueprint reproduction, title reports, photos ($1,334. )
09/96 Payout to Environmental Science ($2,512.50) .
10/23/96 Final Payout to Environmental Science ($2,337.50) .
04/09/97 Payouts for printing and rental of room ($209.87) .
iw 06/02/97 Payout for legal notice-bid package ($504.60) .
• Page 20
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10 COMMENTS
05/09/96 Public meeting for community input on renovation of the park.
06/23/96 Neighborhood meeting.
OP
06/96 Research on ownership and past use of park property.
06/28/96 Three proposals received and reviewed-preliminary environmental
study of park. Lowest bid- Environmental Science & Engineering.
Awarded $4,850.
07/31/96 Preliminary Environmental Report received.
08/13/96 Neighborhood Meeting to advise of project status.
OP 08/96 Environmental audit required.
09/96 Need to resolve: vacate rights of way and ownership of platted
park triangles.
10/09/96 City Council consideration of site environmental audit (to be
MO
paid out of the General Fund $12,745.00) .
ito 11/96 Waiting for Environmental Audit Report.
12/20/96 Received Environmental Audit Report (EAR) .
WO 01/14/97 EAR distributed to City Council.
02/97 Neighborhood Meeting rescheduled.
03/04/97 Staff review and revision of plans and specifications.
!O 03/05/97 Memo re; Available funds and cost estimates.
03/18/97 Bid Package to Purchasing.
05/27/97 Neighborhood Meeting.
06/19/97 Community build date set for 8/2/97
Re
08/97 Project is complete.
PP
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PROJECT STATUS REPORT
PP COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PO PROJECT: YWCA Building Rehabilitation and Security Improvements
220 East Chicago Street
PROJECT SUMMARY: This project will eliminate a number of accumulated
building code violations and security and ADA concerns, as well as
general improvements to the facility.
• FINANCIAL
Allocation: $50,000.00 Project Number: 154206
N! Expense to Date: $2,626.45 Account Number: 230-0000-791.30-99
Committed: $5,000.00 230-0000-791.93.36
MANAGEMENT
IP
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Project Coordinator: Veronica Bell
Secondary Coordinator: Carol Elias
PP Agency Contact: Don Skelton
Architect: Sutter & Schroeder Architects
Contractor:
NA Subcontractor:
10
SCHEDULE/STATUS
PO
Environmental Clearance: Requested Release of Funds 05/31/96
Funds Released 06/26/96
Subrecipient Agreement: 10/09/96
Draft prepared and under review 10/96
Council Approval: 11/06/96
PP
RFP For Architectural Services: 12/17/96
Under Staff and Agency Review 12/18/96
Revisions: 01/97
PP
Distribution: In Purchasing 01/97
RFP Due: 03/14/97
03/19/97 Review Committee recommendation.
City Council Award: 03/26/97 ($5,000. )
Plan Review and Revisions: 06/05/97
PP Plans Approved: 06/25/97
Wage Rates Ordered: 05/16/97 Received: 06/17/97
Bid Package: Distributed-07/97 Opened-08/14/97
Bid Award: Anticipated: 11/97
Labor Standards Monitoring: Anticipated 11/97- throughout project
Preconstruction Conference: Anticipated 11/97
PO
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Program Monitoring: On going.
01/15/97 Review of Agency memberships and program participants.
Improvements to be ADA.
OP Payment Processing:
05/14/97 Payout to Architect ($1,250. )
08/21/97 Payout for evacuation frames ($239.40)
08/25/97 Payout for fire extinguishers ($518.00)
09/22/97 Payout for first aid kits ($481.85) .
COMMENTS
08/20/96 Agency to prioritize rehabilitation and security needs.
08/22/96 Meeting with Agency, tour of facilities, review of needs.
Facility Assessment to be conducted by Burnidge Cassell Associates during
September.
0 08/23/96 Review prioritized list.
08/28/96 Amendment to 1996 CDBG Program, Additional funds allocated to
YWCA.
Pr 09/11/96 Contacted agency, need profile which demonstrates that 51% of
clientele is low/mod, the facility is open to the public.
10/07/96 Agency submitted documentation. Agency was given copy of
subrecipient agreement to review. Facility analysis delay of two weeks.
10/11/96 Agency approval of agreement.
° 11/04/96 Received documentation of membership.
11/15/96 Still waiting for facility analysis.
• 12/05/96 Received Facility Analysis.
12/09/96 Staff review of analysis.
12/16/96 Meeting with Agency to review priorities and discuss analysis.
Al 01/29/97 Agency submitted bid information for first aid kits.
01/30/97 Meeting with Agency to discuss membership and program
participation.
NIP 02/97 Contact Agency re: need for bid information on fire extinguishers.
03/04/97 Agency to submit bids info on fire extinguishers.
03/19/97 Review committee-RFP Architectural Services.
04/15/97 Bid package for first aid kits & fire extinguishers to
IP Purchasing.
05/15/97 Called Purchasing for status on bid package.
05/27/97 Preliminary plans completed 06/05/97 Meeting with agency and
• Architect regarding scheduling, scope of work and review of preliminary
plans.
06/11/97 Revised bid package to include evacuation frames and resubmitted
PW
to Purchasing.
07/02/97 Architect to submit cost estimate and assemble bid packages.
07/10/97 Received cost estimates from architect.
07/21/97 Bid opening for emergency equipment.
PW 07/22/97 Bid documents for ADA work submitted to Purchasing.
1P Page 23
PP
PPP
08/05/97 Pre-bid meeting for ADA Rehabilitation at YWCA.
08/06/97 Bids awarded for emergency equipment.
08/97 Agency called-frames and first aid kits received.
08/14/97 Bids due for ADA rehabiliation.
08/15/97 Review of bids, sent copies to architect, all base bids over
PO available funding.
09/97 Bid review, requesting breakdown of base bids to separate item
costs from each bidder.
OP 09/97 Meet with YWCA to prioritize and select items within the funds
allocated.
09/97 Agency called-fire extinguishers received.
PP
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PROJECT: YWCA Refugee Crime Prevention Program
220 East Chicago Street
411 PROJECT SUMMARY: This project will provide for a Lao Community Liaison
Worker. The Liaison would provide assistance to victims, offenders and
family members when they are faced with proceedings involved with the
Pi court system, juvenile justice system, probation department, Department
of Children and Family Services, and school suspension hearings.
FINANCIAL
ik
Allocation:
$25,000.00 Project Number: 154207
Pi
Expense to Date: $25,000.00 Account Number: 230-0000-791.30-99
Committed:
MANAGEMENT
Pi
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
Agency Contact: Carol Elias
SCHEDULE/STATUS
Pi Environmental Clearance: Exempt Status 05/15/96
Subrecipient Agreement: Draft Completed 08/06/96
Review and revisions completed 08/07/96
City Council Approval 08/14/96 ($25,000. )
Resolution 08/28/96
PO
RFP For Architectural Services: N/A
City Council Award: N/A
PO Plan Review and Revisions: N/A
Wage Rates Ordered: N/A
Bid Package: N/A
Labor Standards Monitoring: N/A
Pi Program Monitoring: Quarterly reporting will be required.
First Report Due: 09/30/96 for (Jul-Aug-Sept) quarter.
10/10/96 First Quarter Report Received.
Second Report Due: 12/31/96 for (Oct-Nov-Dec) quarter.
01/06/97 Second Quarter Report Received.
Third Report Due: 03/31/97 for (Jan-Feb-Mar) quarter.
Fourth Report Due: 06/30/97 for (Apr-May-Jun) quarter.
Page 25
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PP
Payment Processing: Payments on a bi-monthly basis.
fr Payout #1 for JUL-AUG. ($4,166.66) 09/11/96
Payout #2 for SEP-OCT. ($4,166.66) 11/11/96
Payout #3 for NOV-DEC. ($4,166.66) 01/16/97
Payout #4 for JAN-FEB. ($4,166.66) 03/21/97
Payout #5 for MAR-APR. ($4,166.66) 05/12/97
Payout #6 for MAY-JUN. ($4,166.66) 07/12/97 Final payout.
COMMENTS
07/30/96 Contact with Carol of YWCA discussed the need for funds to keep
program active.
08/12/96 Agency review of subrecipient agreement
41 08/30/96 Program in effect from July 1, 1996 through June 30, 1997.
09/03/96 Sent agency copy of executed agreement.
10/96 Project in progress.
Pi
11/96 Project in progress.
12/96 Project in progress.
03/31/97 Project in progress.
07/02/97 Letter to Agency regarding third and fourth quarter reports due.
07/08/97 Received third and fourth quarter reports.
09/15/97 Request by YWCA for audit information for 1996 on project.
09/22/97 Audit information sent to auditor.
09/97 Project is complete.
4.
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PROJECT: Senior Center Building Rehabilitation 101 South Grove Avenue
PROJECT SUMMARY: This project will rehabilitate the exterior of the
building, which may include tuckpointing of the limestone building face,
roof repairs and window replacement.
PP FINANCIAL
Allocation: $50,000.00 Project Number: 154208
IN Expense to Date: $ 2,922.40 Account Number: 230-0000-791.30-99
Committed: $ 5,800.00 230-0000-791.93-36
MANAGEMENT
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
Agency Contact: Beth McClory
Architect: Sutter & Schroeder Architects
Contractor:
Subcontractor:
SCHEDULE/STATUS
PP
Staff prepare RFP for Architectural Services to prepare specifications.
kw Draft 11/18/96
RFP under staff review: 11/19/96
Distributed: 01/97
City Council Award: 03/12/97 ($5,800.00)
Plans and Specifications prepared: 05/01/97
pi
Environmental Clearance: Requires Illinois Historic Preservation
clearance, prior to environmental clearance. Plans and Specifications
sent to IHPA: 06/02/97
Subrecipient Agreement: Draft prepared 12/96
Staff and Agency Review: 01/15/97
City Council Resolution on Agreement: 03/12/97
Wage Rates Ordered: 05/15/97 Received: 06/17/97
Bid Package: Prepared and Distributed 09/97
Bid Opening: 10/07/97
City Council Award: Anticipated 10/22/97
In
Labor Standards Monitoring: Anticipated 10/97-ongoing throughout project.
Preconstruction Conference: Anticipated 10/97
PP Program Monitoring: On-going
Page 27
PP
Payment Processing:
PP 04/08/97 Payout to Architect ($2,900. )
COMMENTS
05/31/96 Historic Structure
08/96 Meet with staff to discuss project priorities and development of
specifications.
PI
09/96 Anticipated project start date 04/97 due to construction season for
hot tar roofing.
09/10/96 Lamp, Inc. to submit proposal cost to prepare specifications.
09/30/96 Follow-up call to Lamp regarding spec bid.
10/96 Follow-up call to Lamp regarding spec bid.
10/30/96 Spec. bid received from Lamp $4,000.00.
PP 11/04/96 Determined that RFP for Specifications should be prepared to get
a competitive rate.
11/15/96 RFP for Architectural Services prepared.
01/97 RFP to be distributed.
02/21/97 RFP Bids due.
03/04/97 Review and recommendation on RFP proposals by Review Committee.
05/01/97 Meeting with Architect and Agency to review preliminary plans.
IA 05/14/97 Plans submitted, under review by Code Administration.
L. 06/02/97 Plans submitted to State Historic Preservation Agency for review
and approval.
06/25/97 Letter from IHPA requesting original photos of building.
06/25/97 Letter to Architect requesting original photos.
06/26/97 Architect sends 6 color photos to IHPA.
07/24/97 IHPA letter states that project does not meet Historic
PO
Preservation regulations-the windows whould be restored and repaired, not
replaced.
08/04/97 Advised Architect and Agency of IHPA determination.
08/07/97 City Staff meet with Agency to take pictures of the windows and
further evaluate the windows.
08/07/97 Letter to Architect that City Staff concurs with IHPA, windows
should be restored, not replaced.
09/09/97 Called Architect requesting status of specifications for
windows. Architect requested direction in redefining the scope of work
for restoration of the windows for the bid package. Indicated that each
window would require separate evaluation in order to prepare
6. specifications for bid package.
09/12/97 Met Architect at Senior Center and arranged for aerial bucket
• from Electrical Department in order to evaluate each window (second
story) individually and prepare specifications.
09/15/97 Letter from Architect reinstating the first recommendation to
Pi replace the second story windows due to significant deterioration.
09/16/97 Called architect, decision to split the bid packages. Bid
package prepared for second story roof replacement and limestone repair
Fw and tuckpointing.
09/25/97 Letter to IHPA Requesting a reconsideration of the original
determination with respect to the windows.
PP Page 28
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ih 10/01/97 Prebid meeting at Senior Center.
10/07/97 Bid Opening.
PP 10/09/97 Bid tabulation set to Architect for review.
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Page 29
!II ,
PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PROJECT: Literacy Workplace Initiative Program
PROJECT SUMMARY: This project will establish work place literacy programs
PO to provide employees with basic skills training. The local business would
provide the first 50% matching funds.
FINANCIAL
Allocation: $20,000.00 Project Number: 154209
OW Expense to Date: $19,561.00 Account Number: 230-0000-791.30-99
Committed: $20,000.00
MANAGEMENT
RI
Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
Pi Agency Contact: Beverly Saiz
SCHEDULE/STATUS
M
Environmental Clearance: Exempted Status 09/06/96
PO
Subrecipient Agreement: Draft prepared 09/19/96
Staff and Agency review 09/25/96
Revisions 09/30/96
City Council Approval: 10/09/96 ($20,000)
11 Resolution: 10/23/96
RFP For Architectural Services: N/A
BP City Council Award: N/A
Plan Review and Revisions: N/A
Po
Wage Rates Ordered: N/A
Bid Package: N/A
Labor Standards Monitoring: ' N/A
Program Monitoring: Semi-annual reports required.
Pm First report due: 04/01/97 Received 04/18/97
Payment Processing,: With signed application and agreement with
participating company.
Page 30
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Payment Processing: Participating Company:
Awl
02/12/97 Payout #1 $2,832.50 Elgin Sweeper Company
03/03/97 Payout #2 $1,827.00 Balzers Tool Coating ,Inc.
OR
03/03/97 Payout #3 $2,409.50 Gibson Strings & Accessories
03/03/97 Payout #4 $2,329.50 Sherman Hospital
03/18/97 Payout #5 $5,000.00 U.S. Precision Glass Company
05/15/97 Payout #6 $2,832.50 CR Industries
PR
09/29/97 Payout #7 $2,330.00 Dentsply Rinn Corporation
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COMMENTS
L.p
07/10/96 City Council amended 1996 Budget to include this project.
($83,000.00 in additional funds received)
08/14/96 Final public hearing, resolution authorizing first amendment to
the 1996 CDBG action plan and budget.
09/06/96 Agency to develop literacy evaluation forms.
h.
09/20/96 Discuss program and subrecipient agreement with agency.
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10/29/96 Executed agreement sent to Literacy Connection.
10/31/96 Project in progress.
12/96 Project in progress.
PP 03/31/97 Project in progress.
06/30/97 Project in progress.
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09/30/97 Project Complete. Remaining balance will be combined with the
1997-98 CDBG funded literacy program.
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PROJECT STATUS REPORT
Pi COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
OP
PROJECT: Geneva Street Public Improvement
South Geneva Street between DuPage & Fulton Streets
PROJECT SUMMARY: This project will reconstruct a deteriorated
retaining wall and sidewalk. The project is located in the public right
of way on the westerly boundary of the Elgin Historic District.
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FINANCIAL
Allocation: $218,366.00 Project Number: 154301
PR
Expense to Date: -0- Account Number: 230-0000-791.30-99
Committed: 230-0000-791.93-80
PP MANAGEMENT
Project Coordinator: Steve Pertzborn
111 Secondary Coordinator: Pat Andrews
Contractor:
Subcontractor:
SCHEDULE/STATUS
Neighborhood Meetings
PP
Environmental Clearance: Needs Illinois Historic Preservation
Clearance, review and approval of plans and specifications prior
Pi to environmental clearance.
Plans and Specifications to be prepared by Engineering.
OP
Neighborhood Review
'40 Heritage Commission Review
Historic Preservation Clearance
PP
Wage Rates Ordered: Anticipated
PA Bid Package: Anticipated
Bid Award:
PP Labor Standards Monitoring: ongoing throughout project.
Preconstruction Conference:
Program Monitoring
OP
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Payment Processing:
COMMENTS
1�1
03/31/97 Need release of CDBG funds prior to start of project.
06/30/97 Release of funds 07/97
07/16/97 Discussed Project with Public Wroks Director
07/23/97 Provided CDBG Procurement regulations to Engineering.
08/97 Meeting with Engineering to discuss project, CDBG regulations, and
PP Historic Preservation clearance.
08/97 Photos of proposed materials taken by Engineering and forwarded to
Historic Preservationist.
01
,:
Page 33
PP
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PROJECT STATUS REPORT
1111 COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PI
PROJECT: Hispanic Life Skills Program
PROJECT SUMMARY: This project will provide a Seminar Coordinator to
develop training seminars that address issues such as health, housing,
4. crime, employment, communication, immigration, finance, insurance and
education for the Hispanic Community.
PO
FINANCIAL
PO
Allocation: $47,000.00 Project Number: 154304
Expense to Date: $3,394.27 Account Number: 230-0000-791.30-99
Committed: $47,000.00 230-0000-791.34-03
Po MANAGEMENT
Project Coordinator: Pat Andrews
1 Agency Contact: Audrey Reed
Seminar Coordinator: Cheryl Wilkins
SCHEDULE/STATUS
Environmental Clearance: Exempted Status
Release of Funds: 07/97
P
Subrecipient Agreement: Draft prepared 06/26/97
Staff and Agency review: 06/26/97
PP Revisions: 06/27/97
City Council Approval: 08/13/97
Resolution: 08/27/97
PP
RFP For Architectural Services: N/A
City Council Award: N/A
PO Plan Review and Revisions: N/A
Wage Rates Ordered: N/A
Po Bid Package: N/A
Labor Standards Monitoring: N/A
NI
Program Monitoring: Semi-annual reports required.
First report due: 02/98
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Payment Processing:
Payout #1 Meeting Expenses and Professional Services ($3,394.27)
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COMMENTS
03/31/97 Need release of CDBG funds prior to start of project.
07/97 Release of funds.
07/22/97 Meeting with Agency to discuss draft Agreement.
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08/97 Seminars initiated by Agency.
9/97 Letter to Agency regarding changes to audit requirement. Sent copy
of executed Agreement.
Or 09/24/97 Received first report and billing for review.
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
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SEPTEMBER 30, 1997
On PROJECT: McKinley School Playground Renovation
258 Lovell Street
• PROJECT SUMMARY: This project will provide for the construction of a new
playground. The existing playground has deteriorated.
FINANCIAL
Allocation: $100,000.00 Project Number: 154305
Expense to Date: $ 1,581.00 Account Number: 230-0000-791.93-32
P6 Committed: $ 80,943.06
MANAGEMENT
Project Coordinator: Pat Andrews
Secondary Coordinator: Veronica Bell
Agency Contact: McKinley PTO- Ruth Munson
PP
Contractor: Prime Construction
Subcontractor:
SCHEDULE/STATUS
Environmental Clearance: Pending
Release of Funds: 07/97
Meetings with the School PTO
PO
Plan Review and Revisions: Concept 04/17/97
Staff concept review of parking plan 06/18/97 Revisions 06/27/97 Approved
07/97
PP Wage Rates Ordered: Will use some Community volunteer labor.
Labor Standards Monitoring: Ongoing
No Preconstruction Conference: 08/28/97 for Parking Lot.
Bid Packages and City Council Award: Lumber & Trex- Seigle 08/27/97
($24,099.72) and Miscellaneous Hardware ($1,354.60) .
Utility poles- McArthur Lumber & Post 08/27/97 ($3,800.00) .
Demolition & expansion of parking lots-Prime Construction 08/27/97
($35,299.50) .
Miscellaneous Hardware- Ace Hardware 08/27/97 ($463.49) .
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Wood Fiber Surface- Wood Fiber Products 08/29/97 ($4,040.00) .
P6 Geotextile Fabric- Reese Recreation Products 08/29/97 ($1,165.00)
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Program Monitoring: Ongoing- Work dates 8/15/97 through 8/19/97.
Payment Processing: Removal of dead tree limbs-Cortez Tree Service
10/14/97 ($660.00)
PP
Payout to Parr Electric ($1,581.00) 09/22/97
Granite stone for walking track- ($1,224.00)
• Miscellaeous supplies: $4,437.93
Err Anticipated expeditures: Miscellaneous- $1,000.00
Landscaping of parking area $7,000.00
pr Playground fencing $5,000.00
Basketball hoops $1,000.00
Asphalt paving for front of school yard $5,000.00
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COMMENTS
03/31/97 Need release of CDBG funds prior to start of project.
04/04/97 Design Day at McKinley School.
04/14/97 Meeting with school representative and Parks regarding project.
04/17/97 Concept design for playground received and draft review
PO underway.
05/02/97 Preliminary staff review comments received.
05/07/97 Received materials list from Common Grounds.
05/08/97 Staff meeting to review comments, concept plan and materials
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list.
05/28/97 Meeting with Common Grounds to review comments and concept plan.
More detailed information to be provided by the Leathers Design Group.
07/11/97 Final materials list- review with Common Grounds.
07/16/97 Common Grounds meeting.
07/22/97 Draft wood products specs. completed.
MP 07/23/97 Met with Common Grounds to review material list, materials
donated, play equipment specifications, review of wood specifications and
select site delivery dates.
07/24/97 Bid form to Purchasing-Wood Products.
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07/24/97 Organization Day at McKinley School.
08/04/97 Parking Lot bid package assembly.
08/05/97 Darquist special order and materials bid package assembled.
PO 08/06/97 Common Grounds Steering Committee meeting.
08/13/97 Wood Carpet & Geo-textile Bid Package assembled.
08/15/97 Bid opening for lumber & parking lot.
pm 09/03/97 Common Grounds Steering Committee meeting.
09/04/97 Parking lot work started.
09/24/97 Met with Ruth Munson to review school yard improvement plans and
• landscaping. Plan approved by Zoning Officer.
09/24/97 Common Grounds meeting at McKinley School.
09/25/97 Brick purchase approved.
09/26/97 Trees trimmed.
09/29/97 Parking lot completed.
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09/30/97 Meeting with Paul Pedersen re: revisions to landscaping
quantities list; tree trimming costs, rotted granite stone and brick
wall.
10/06/97-10/10/97 Coordination of material delivery with Site Captain.
OP 10/07/97 Common Grounds meeting.
10/08/97 Revised landscaping plans received.
10/14/97 Common Grounds meeting.
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PROJECT STATUS REPORT
PP COMMUNITY DEVELOPMENT BLOCK GRANT
` SEPTEMBER 30, 1997
•
// PROJECT: YWCA Facility Improvements
220 East Chicago Street
ri PROJECT SUMMARY: This project will rehabilitate and address items of
deferred maintenance as well as eliminate conditions considered to be
health and safety concerns.
FINANCIAL
Allocation: $200,000.00 Project Number: 154306
Expense to Date: -0- Account Number: 230-0000-791.30-99
Committed: 230-0000-791.93.36
MANAGEMENT
Project Coordinator: Veronica Bell
Secondary Coordinator: Carol Elias
Agency Contact: Don Skelton
Architect:
Contractor:
Subcontractor:
SCHEDULE/STATUS
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Environmental Clearance: Request Release of Funds: 06/97
Funds Released: 07/97
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Subrecipient Agreement:
Draft prepared and under review: 07/10/97
Council Approval: 07/23/97
Resolution: 08/13/97
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RFP For Architectural Services: Anticipated 11/97
PP Under Staff and Agency Review: Anticipated 11/97
Revisions: Anticipated 11/97
Distribution: 11/97
RFP Due: Review Committee recommendation: Anticipated 12/97
City Council Award: Anticipated 01/98
PP Plan Review and Revisions: Anticipated 02/98
Wage Rates Ordered: Anticipated 03/98
Bid Package: Anticipated 03/98
Bid Award: Anticipated 03/98
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Labor Standards Monitoring:- throughout project
Preconstruction Conference: 04/98
Page 39
Program Monitoring: Semi-annual reports.
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Payment Processing:
COMMENTS
8/97 Sent executed copy of Agreement to Agency.
08/21/97 Agency review of the Request for Architectural Services.
100 9/30/97 Set up meeting with Agency to discuss scope of work items for the
project.
10/97 Revise RFP based on identified and prioritized work items by
00 Agency.
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
PO PROJECT: Literacy Workplace Initiative Program
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PROJECT SUMMARY: This project will expand the work place literacy
program that provides employees of businesses with basic skills and
literacy training. The local business would provide the first 50% of
matching funds.
P FINANCIAL
Allocation: $30,000.00 Project Number: 154309
PD Expense to Date: -0- Account Number: 230-0000-791.30-99
Committed: $30,000.00
MANAGEMENT
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Project Coordinator: Veronica Bell
Secondary Coordinator: Pat Andrews
Agency Contact: Beverly Saiz
SCHEDULE/STATUS
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Environmental Clearance: Exempted Status Release of Funds: 07/97
Subrecipient Agreement: Draft 06/25/97
PP Staff and Agency review: 06/26/97
ki Revisions:
City Council Approval: 07/23/97
Resolution: 08/13/97
RFP For Architectural Services: N/A
City Council Award: N/A
Plan Review and Revisions: N/A
PP Wage Rates Ordered: N/A
Bid Package: N/A
Labor Standards Monitoring: N/A
Program Monitoring: Semi-annual reports required.
!� First report due: 01/98
Payment Processing: With signed agreement with participating company.
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Payment Processing:
COMMENTS PP
03/31/97 Need release of funds prior to start of project.
11 06/26/97 Sent Agreement to Agency for review.
07/97 Release of Funds.
08/97 Sent Agency executed Agreement.
09/97 Project in progress.
,< 09/97 Combine remaining funds from 1996 project with this project
($439.00) .
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PROJECT STATUS REPORT
COMMUNITY DEVELOPMENT BLOCK GRANT
SEPTEMBER 30, 1997
ro PROJECT: Residential Grant Program City wide
PROJECT SUMMARY: This program, in existence since 1977, encourages
improvements in the quality and safety of the existing housing stock by
, offering 100% grants to low income homeowners and percentage grants to
other homeowners based on income and family size.
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FINANCIAL
Allocation: $525,083. Project Number: 154299 & 154399
Expense to Date: $319,377. Account Number: 230-0000-791.78-99
This amount reflects a two year allocation for 1996-1998.
MANAGEMENT
Project Coordinator: Bob Richardson
Secondary Coordinator: Pat Andrews
SCHEDULE/STATUS
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Environmental Clearance at Primary level: Funds Released
Environmental Clearance at Secondary level: Based on the location, may
need historic clearance by the City's Historic Preservationist.
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Subrecipient Agreement: N/A
RFP For Architectural Services: N/A
sw City Council Award: N/A
Plan Review and Revisions: N/A
Wage Rates Ordered: N/A
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Bid Package: N/A
Labor Standards Monitoring: N/A
Program Monitoring: By coordinators
Payment Processing: As projects are inspected and completed.
COMMENTS
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From June 1996 to June 1997, a total of 106 residential dwelling units
were rehabilitated (62 single family, 17 two family, 2 three family and 1
four family) . Multiple family rehabilitation work was limited to the
exterior of the structure. Of the 106 households affected by the
rehabilitation work, a total of 96 were low and moderate income (91%) and
a total of 82 were low income , (77%) . By racial/ethnic category, the
PP households assisted were 51 (48%) White, Non-Hispanic, 18 (17%) Black,
Non-Hispanic, 37 (35%) Hispanic and 42 (40%) were female headed
households.
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