07-280 Resolution No. 07-280
RESOLUTION
AUTHORIZING EXECUTION OF A REAL ESTATE AGREEMENT WITH THE GAIL
BORDEN PUBLIC LIBRARY RELATING TO THE BRANCH LIBRARY SITE
AND THE VETERANS MEMORIAL SITE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Ed Schock,Mayor, and Diane Robertson, City Clerk, be and are hereby authorized and directed to
execute a Real Estate Agreement on behalf of the City of Elgin with the Gail Borden Public Library,
relating to the branch library site and the Veterans Memorial Site,a copy of which is attached hereto
and made a part hereof by reference.
s/Robert Gilliam
Robert Gilliam, Mayor Pro Tem
Presented: November 28, 2007
Adopted: November 28, 2007
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
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Draft 11 113107-Revised
REAL ESTATE AGREEMENT
This Agreement made and entered into this o?Sl day of W L
e , 2007, by and
between the City of Ellin, an Illinois municipal corporation (hereinafter referred to as the
"City'), and the Grail Bo-den Public Library District, a body corporate and politic, organized and
existing under the laws c f the State of Illinois (hereinafter referred to as the"Library").
WITNESSETH:
WHEREAS, the City is the owner of record of certain real estate located south of Bowes
Road and west of Reser,,e Drive, such property consisting of the southeast portion of Lot 112 in
Reserve, Phase 2, in El,;in, Kane County, Illinois, such property being depicted on Exhibit A
attached hereto and legally described in Exhibit A-1 attached hereto (hereinafter referred to as
the"City Parcel"), and
WHEREAS, the Library is the owner of record of certain real estate located south of Ann
Street and east of the City's riverfront bike path such property being depicted on Exhibit B and
legally described in Exr ibit B-1 attached hereto (such property being hereinafter referred to as
the"Library Parcel"); and
WHEREAS, the City is desirous of conveying to the Library the City Parcel for the use
by the Library as a branch library, and
WHEREAS, the Library is desirous of conveying to the City the Library Parcel for use by
the City as a Veterans Memorial; and
WHEREAS, the City and the Library desire to complete the conveyances to one another
of the City Parcel and Library Parcel pursuant to the terms and conditions of this Agreement.
NOW, THEREFORE, for and in consideration of the mutual undertakings set forth
herein, and other good aid valuable consideration, the receipt and sufficiency of which is hereby
acknowledged,the parties hereto agree as follows:
1. Recitals. The foregoing recitals are incorporated into this Agreement in their
entirety.
2. Conveyat ce of City Parcel. The City agrees to convey to the Library at closing
the City Parcel. The conveyance by the City to the Library of the City Parcel shall ba by
recordable special warm my deed subject only to: (a) general real estate taxes not yet due and
payable at closing; (b) easements of record; (c) zoning laws, statutes and ordinances;
(d) covenants, conditions and restrictions of record, if any, none of which shall prohibit the
Library's intended use o'the City Parcel as a public library; and (e) a reservation by the City of a
non-exclusive easement for the benefit of the City and the public for ingress and egress onto the
City Parcel and for use by the City and the public of the parking lot to be constructed by the
NOV-13-2007 TUE 04:24 PM CITY OF ELGIN-LEGAL FAX NO, 1 847 931 5665 P. 04
Library on the City Pai cel in conjunction with the City's and the public's use of the City's
adjacent public property
3. Conveyac.ce of Library Parcel. The Library shall convey to the City at closing the
Library Parcel. The co zveyance by the Library to the City of the Library Parcel shall be by
recorded special warran.y deed subject only to: (a) general real estate taxes not yet due and
payable at closing; (b) easements of record; (c) zoning laws, statutes and ordinances; and
(d)covenants, condition:; and restrictions of record, if any, including but not limited to the terms
of the No Further Rem-,diation Letter for the Library Parcel previously issued by the Illinois
Environmental Protection Agency, none of which shall prohibit the City's intended use of the
Library Parcel as a Vetei ans Memorial.
4. Title Con.mitment for City Parcel. Not less than ten(10) days prior to the closing
date contemplated in this agreement, the City shall, at its own expense, furnish the Library a title
commitment for a 1970 ALTA owners title insurance policy issued by Chicago Title Insurance
Company (the "Title Company") in the minimum amount of insurance covering title to the City
Parcel on or after the d ite of this Agreement. Such commitment shall show title to the City
subject only to: (a) title exceptions set forth in Section 2 of this Agreement; (b) title exceptions
pertaining to liens of a definite or ascertainable amount which may be so removed by the
payment of money at thf: time of closing and which the City shall remove at that time; (c) other
matters of title aver which the Title Company is willing to insure without cost to the Library. At
closing, the City shall also furnish to the Library (i) all Affidavit of Title in customary form
covering the date of clo;;ing and showing title in the City subject only to permitted exceptions,
(ii) a Plat Act Affidavit end(iii) such other documents as are customary to complete the closings
contemplated in this Agr cement.
S. Title Conunitment for Library Parcel. Not less than ten (10) days prior to the
closing date contemplated in this agreement, the Library shall, at its own expense, furnish the
City a title commitment for a 1970 ALTA owners title insurance policy issued by Chicago Title
Insurance Company(the "Title Company")in the minimum amount of insurance covering title to
the Library Parcel on or after the date of this Agreement. Such commitment shall show title to
the Library subject only :o: (a) title exceptions set forth in Section 3 of this Agreement; (b) title
exceptions pertaining to iens of a definite or ascertainable amount which may be so removed by
the payment of money at the time of closing and which the Library shall remove at that time;, (c)
other matters of title over which the Title Company is willing to insure without cost to the City.
At closing, the Library sdall also furnish to the City (i) an Affidavit of Title in customary form
covering the ate of closing and showing title in the Library subject only to permitted exceptions,
(ii)a Plat Act Affidavit and(iii)such other documents as are customary to complete the closings
contemplated in this Agreement.
6. Title Clearance. If the title commitments to be provided pursuant to Sections 4
and S of this Agreement disclose either unpermitted exceptions that render the title not in
conformance with the p•ovisions of this Agreement, the intended grantor, either the City or
Library as the case may -je, shall have thirty (30) days from the date: of delivery thereof to have
the exceptions removed Crom the commitment, or to have the Title Company commit to insure
against loss or damage tl at may be associated by such exceptions and, in such event, the time of
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closing shall be thirty ;30) days after the delivery of the commitment or the time expressly
specified in Section 8 h,reof, whichever is later. If the intended Grantor, either the City or the
Library as the case may be, fails to have the exceptions removed, or in the alternative, to obtain
the commitment for titL; insurance specified above as to such exceptions, the intended Grantee,
either the City or the L brary as the case may be, may terminate this Agreement or may elect,
upon notice to the other party within ten (10) days after the expiration of the thirty (30) day
period, to take title as it then is. If the intended Grantee, either the City or Library, does not so
elect, this Agreement shall be deemed terminated and null and void with no further liability of
either party hereunder_
7. survey. Vot less than ten(10) days prior to Closing, the City, at its own expense,
shall obtain, and provic e a copy to the Library, a Plat of Survey of the Library Parcel dated
within six (6) months of the Closing,prepared by an Illinois professional land surveyor, showing
any encroachments, me:.surements of all lot lines, all easements of record, building setback lines
of record, fences, all buildings and other improvements on the Library Parcel in distances
therefrom to the nearest two lot lines. In addition, the survey to be provided shall be a boundary
survey conformed to he current requirements of the Illinois Department of Professional
Regulation. The surve:i shall show all corners staked and flagged or otherwise monumented.
The survey shall have tl►e following statement prominently appearing near the professional land
surveyor's seal and si giature: "This professional service conforms to the current Illinois
minimum standards for a boundary survey." Not less than ten (10) days prior to Closing, the
Library, at its own expense, shall obtain, and provide a copy to the City, a Plat of Survey of the
City Parcel dated witl in six (6) months of the date of Closing, prepared by an Illinois
professional land surveyor, showing any encroachments, measurements of all lot lines, all
easements of record, building setback lines of record, fences, all buildings and other
improvements on the City Parcel in distances therefrom to the nearest two lot lines. In addition,
the survey to be provided shall be a boundary survey conformed to the current requirements of
the Illinois Department of Professional Regulation. The survey shall show all corners staked and
flagged or otherwise monumented. The survey shall have the following statement prominently
appearing near the professional land surveyor's seal and signature: "This professional service
conforms to the current Hinois minimum standards for a boundary survey."
8. Closing. The closing shall take place at the Chicago Title Insurance Company
office in Elgin, Illinois, within sixty (60) days after the execution of this Agreement unless this
Agreement is terminatedt sooner pursuant to the provisions of Section 6 or other hereunder_ At
closing, each party shal pay one-half(1/2) of the standard closing costs of the Title Company;
real estate taxes shall be prorated to the Closing Date, based upon the last ascertainable
assessment and rate apalicable to each parcel. Each party shall be responsible for its own
attorney's fees.
9. R resen_ations, Warranties and Covenants. Without limitation of any other
provision of this Agreement and as a material inducement to each party's entering into this
Agreement, each party tepresents, warrants, and covenants with respect to such party's parcel to
the other party that:
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A. From and after the date hereof, each party agrees not to (a) sell, transfer, convey,
or encumber or cause to be sold, transferred, conveyed, or encumbered, that
party's p:,operty or any part thereof, or(b)alter or amend the zoning classification
of such property, except as requested by the intended grantee to permit its
intended use of such property, or (c) otherwise perform or permit any act or deed
which shall diminish, encumber, or affect the intended grantee's rights in and to
the appli.able parcel or prevent Grantor from performing fully his obligations
hereunder, in. each case without the express written consent of the intended
grantee.
B. To each party's knowledge and belief, there are, and as of the Closing Date there
will be r o violations of any federal, state, county, or municipal statutes, laws,
codes,or finances, rules, regulations, orders,decrees, and directives relating to the
use and condition of such party's parcel of which it has notice. Each party
covenant; and warrants that it shall notify the other party in writing with respect
to matters of which it has notice on or before the closing and shall take such
action as may be necessary to comply with such statutes, laws, regulations, codes,
ordinance s,rules, orders, decrees, and directives relating to the use or condition of
the applicable,parcel prior to the closing.
C. To each 1 iarty's knowledge and belief(i) each party, or any agent thereof, has not
received any notice from any governmental ar quasi-governmental body or
agency o• from any person or entity with respect to, and does not know of, any
actual or threatened taking of, the applicable parcel or any portion thereof for any
public or quasi-public purpose by the exercise of the right of condemnation or
eminent t1ornain and(ii) there is no claim, litigation,proceeding, or goverrunental
investigai ion pending or threatened against or relating to the applicable parcel or
any porti,)n thereof, or against the transactions contemplated by this Agreement,
or agains the intended grantor which affects the intended grantor's ownership of
the applii-,able parcel, this transaction, or the ability of the intended grantor to
perform t ereunder;
D. To each party's knowledge and belief, neither the execution nor delivery of this
Agreement, consummation of the transactions contemplated hereby, nor
fulfillmer t of or compliance with the terms and conditions hereof conflicts with or
will resu.t in a breach of any of the terms, conditions, or provisions of any
agreement or instrument to which such party is a party or by which it is bound, or
constitutes a default under any of the foregoing, or results in the creation of a lien,
claim, ch rrge, or encumbrance on the applicable parcel other than those matters
approved by the intended grantee pursuant to the terms hereof, and this
Agreement and all documents to be executed pursuant hereto by the intended
grantor are and shall be binding upon and enforceable there against in accordance
with their respective terms.
E. To each party's knowledge and belief, no labor, material, or services have been
furnished by or at the direction of the intended grantor in, on, or about the
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applicable parcel, or any part thereof, as a result of which any mechanics',
laborer's, or materialmen's liens or claims thereof might arise. No person has any
Tight of f rst refusal or any option to acquire title to the intended grantor's parcel
or any pat thereof.
F. To each F arty's knowledge and belief, there are no underground storage tanks on
the intent ed grantor's parcel and the intended grantor's parcel complies with any
applicable: governmental law, regulation or requirement relating to environmental
and occul ational health and safety matters and hazardous materials or substances.
G. There are no existing leases affecting the intended grantor's parcel, there are no
existing c 3ntracts or options to purchase the intended grantor's parcel,there exists
no management agreement of any kind relative to the intended grantor's parcel
that will continue in force beyond the Closing Date, and as of the Closing Date,
the intended grantor's parcel will be vacant and unoccupied.
H. In the event of any of the foregoing representations, covenants, and warranties are
not true ,nd accurate and the applicable party cannot or does not correct said
represent,tions, covenants, and warranties and accept liability for any damages
incurred by the other party as a result of the inaccuracy thereof, the aggrieved
party Shal l have the right to rescind this Agreement prior to or at the Closing.
10. Prohibiter Transactions. From and after the date hereof, neither party shall, and
shall not permit any thir I party to, without the express written consent of the intended grantee:
(a) enter into any lease, contract, or agreement or grant any rights (including licenses and
easements) respecting the applicable parcel or any portion thereof; (b) create or suffer any right,
claim, lien, or encumbn nce of any kind or nature whatsoever on the applicable parcel or any
portion thereof; or (c) ,.dd or remove soil from the applicable parcel or otherwise dump or
abandon any property, n taterials, or chemicals thereon. If any third party shall add or remove
soil from any parcel of otherwise dump or abandon any property, materials, or chemicals
thereon, the intended grantor shall cause said third party to remove anything dumped or
abandoned thereon ant restore such parcel to its condition prior to such dumping or
abandonment,and if such third party shall fail to do so, the aggrieved party shall have the right to
rescind this Agreement prior to or at the Closing.
11. Brokers. 1'he parties represent and warrant to each other that neither dealt with a
broker or finder with re:pert to the transaction contemplated hereunder, and each party hereby
indemnifies and agrees t,) save, defend, and hold the other party harmless from and against any
loss, cost, damage, claim, liability, or expense, including but not limited to reasonable attorneys'
fees and litigation costs suffered or incurred by such other party as a result of a breach of the
foregoing warranty.
12. Assurances of Cooperation. The parties hereby covenant and agree that they will
at all times prior to or a ter the Closing, and from time to time do, execute, acknowledge, and
deliver or will cause to )e done, executed, acknowledged, and delivered all such further acts,
documents, and instru icrits as may reasonably be required by the other party, and following
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reasonable approved by counsel for the party to perform, in order to carry out fully and
effectuate the transaction herein contemplated in accordance with the provisions of this
Agreement.
13. Possessioi t. Each party agrees to deliver sole and exclusive possession of the
applicable parcel to the intended grantee at Closing.
14. Authority The parties represent to each other that each has the power and
authority to enter into ti is Agreement in the names, titles, and capacities herein stated and on
behalf of entities, person s, estates, or firms represented or purported to be represented by such
person and further repre.;ent that all formal requirements necessary or required by any statutes,
laws, ordinances, codes, rules, regulations, orders, decrees, directives, articles of incorporation,
charters,or bylaws for ec ch of them to enter into this Agreement have been complied with.
1.5. Entire Agreement. This Agreement represents the entire agreement between the
parties hereto and shall not be modified or affected by any offer, proposal, statement, or
representation, oral or w itten, made by or for either party in connection with the negotiation of
the terms hereof. No future modification, termination, or amendment of this Agreement may be
made, except by written agreement executed by the parties hereto. No failure by the parties
hereto to insist upon the strict performance of any covenant, duty, agreement, or condition of this
Agreement or to exercist, any right or remedy upon a breach thereof shall constitute a waiver of
any such right or remedy or any other covenant, agreement, term, or condition. Any parry
hereto, by written notice. tray, but shall be under no obligation to, waive any of its rights or any
conditions to the obligat ons hereunder, or any duty, obligation, or covenant of any other party
hereto. No waiver shall affect or alter this Agreement, but each and every covenant, agreement,
term, and condition of d.is Agreement shall continue in full force and effect with respect to any
other then existing or sul Sequent breach thereof.
16. Time. Time shall be of the essence of this Agreement and the performance of all
covenants, agreements,aid obligations hereunder.
17. Notices. 411 elections, notices, and other communications to be given hereunder
by either party to the other shall be in writing and sent by(i) facsimile transmission to the other
party's attorney at the r umber set forth below with a follow-up via 'United States mail, (ii)
personal delivery, (iii) o iemight courier with evidence of receipt, or (iv) certified or registered
mail,return receipts requested,postage prepaid,addressed:
If to the City: City of Elgin
150 Dexter Court
Elgin, Illinois 601.20
Attention: City Clerk
With a copy to: City of Elgin
150 Dexter Court
Elgin, Illinois 60120
Attention: Corporation Counsel
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847-931-5665 (facsimile)
If to Library: Carol Medal,Executive Director
Gail Borden Public Library
270 North Grove Avenue
Elgin, Illinois 60120
With a copy to: John T. Even
Roberts, Simon&Even, Ltd.
1620 Colonial Parkway
Inverness, Illinois 60067-4725
847-705-7642 (facsimile)
or at such other address--s or fax numbers as the parties may designate to the other by written
notice in the manner h..-rein provided. Any such notice or election shall be effective upon
delivery, if personally d.-livered, one (1) day after delivery to the ovemight courier or two (2)
days after depositing sane in the United States mails.
18. Severabil:ty, If any provision of this Agreement or the application thereof to any
person or circumstance shall be invalid or unenforceable to any extent, the remainder of this
Agreement and the appl cation of such provision to other persons or circumstances shall not be
affected thereby and shad l be enforced to the fullest extent permitted by law.
19, Non-Merger. The terms and provisions of this Agreement shall not merge with,
be extinguished, or be otherwise affected by any subsequent conveyance or instrument by or
between the parties here to unless such instrument shall specifically so state and be signed by
both parties.
20. Captions. Captions of sections herein are inserted only for convenience and are in
no way to be construec as a part of this Agreement or as a limitation of the scope of the
particular sections to which they refer.
21. Public Parking on City Parcel. The Library agrees to award as part of the
contracts for the cons=lion of the Branch Library on the City Parcel the bid alternate providing
for an additional thirty(_!0)parking spaces in the parking lot to be constructed on.the City Parcel
by the Library. The parties agree that the cost of such bid alternate for the additional thirty (30)
parking spaces is $40,40). The City agrees to and shall reimburse the Library the costs for such
bid alternate for the a&itional thirty (30) parking spaces in the amount of $40,400 upon the
Library being responsible for the payment of same and within fifteen (15) days of an invoice
from the Library to the City. The Library agrees that the City shall retain in the conveyance of
the City Parcel from the City to the Library a non-exclusive easement for the benefit of the City
and the public for ingres; and egress onto the City Parcel and for use by the City and the public
of the parking lot to be constructed by the Library on the City Parcel in conjunction with the
City's and the public's u:a of the City's adjacent public property.
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22, Additional Asleement with Hitchcock Design—Grou . The City agrees that within
thirty (30) days after th-. execution of this Agreement to enter into, at its expense, a further
agreement with Hitchaiek Design Group to obtain further recommendations regarding the
coordination of the City';Veterans?Memorial Project and the adjacent proposed City and Library
joint project consisting c f teaching gardens and outdoor native habitat restoration. The services
to be provided by Hitchcock Design Cxroup in such an agreement with the City are as generally
set forth in the October 3, 2007 proposal letter of Hitchcock Design Group attached hereto as
Exhibit C, provided, however, it is agreed and understood that the actual agreement between the
City and Hitchcock Design Group shall include terms,provisions and be in a form as determined
by the City.
IN WITNESS WHEREOF, the City and the Library have executed this Agreement the
day and year first above written, intending to be legally bound hereby and warranting authority
to execute the same.
CITY OF ELGIN,ILLMOIS THE GAIL BORDEN PUBLIC LIBRARY
DISTRICT
B By.
Mayor s president
Attest: Attest- ,
By:
'%�U U1ti
City Clerk Its Secretary
FAega1 Dcpt\Rtat>statc\RE—Agree=nt-f.ibrary aranch-Veterans Memorial Exchange.doe.
8
NOV-13-2007 TUE 04:26 PM CITY OF ELGIN-LEGAL FAX NO, 1 847 931 5665 P. 11
BOWES ROAD -
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EXHIBIT A
NOV-13-2007 TUE 04:26 PM CITY OF ELGIN-LEGAL FAX NO. 1 847 931 5665 P, 12
r
EXHIBIT A-1
LEGAL DESCRIPTION OF CITY PARCEL
Legal description of Cit I Parcel to be inserted pursuant to depiction in Exhibit A and pursuant to
survev to be obtained.
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NOV-13-2007 TUE 04:28 PM CITY OF ELGIN-LEGAL FAX NO. 1 847 931 5665 P. 14
EXHIBIT B-I
L1 GAL DESCRIPTION OF LIBRARY PARCEL
Legal description of Libr IrY parcel to be inserted pursuant to depiction in Exhibit B and pw-su.ant
to survey to be obtained.
NOV-13-2007 TUE 04:28 PM CITY OF ELGIN-LEGAL FAX NO, 1 B47 931 5665 P. 15
Hitchcock
Design Groin
Creating Better PWeS*
October 3,2007
David Kaptain
Council Member
City of Elgin
150 Dexter Court
Eigir,IL 60120
RE: Teaching Gardens and Outdoor Native Habitat Restoration
at the Gail Borden L ibrary—Veterans Memarial Rovisios
Dear David:
Thank you for your contin ed trust in our efforts at the Gail Barden Library's Outdoor Learning Garden&
Shoreline Restoration, We sincerely appreciate the opportunity to continue our work with you and the Library as
this project evolves.
Based on our conversation,, to date,we understand that a Veterans Mernorial will be added to the progrtan of the
library site.This creates the need to reevaluate the master plan and make adjustments to fit this new goal.We
propose a Ida-off meeting with the core group including spokesmen from the Local Veterans Organizations to
redefine the overall progral n goals.We will then revise the site plan.to meet the needs of all parties.We will pay
special attention to environmental aspects of the site to increase the chances of the Grand Victoria Foundation grant
success.
We can provide the service S indicated in the attached Scope of Services for a fixed fee of$19,100.Reimbursable
expenses(printing,mileage;and courier)will be invoiced in addition to the professional service fees and will be
capped at$1,500.
We can begin work at your authorization and anticipate completing the scope of services in enough detail to meet
the November 1,2007 Lea rr of Intent deadline for the Grant Victoria Foundation,with final graphics and
summaries to follow befon s the end of the year.
Thanks again for the oppor tunity! Please let me know if you have any questions or if you need any additional
information.
Sincerely,
Hitebeock Design Group
Eric F.Hornig,ASLA
Principal
Fax River Rawxsar,ae Alliance,Gait Barden t.ibrwy,Coy of Elgin Page i of 2 October 200
TcacLPS(;mdms and Native B bide R aoratioa sq the Goal Bwdco Libmry
221 West Jefferson Avenue Napervlie.16roisti0W T 630.941-17'$7 F 634.961.9925 www.hdehwckdesigngroup-com
EXHIBIT G
NOV-13-2007 TUE 04:28 PM CITY OF ELGIN-LEGAL FAX NO, 1 847 931 5665 P. 16
ACCIEPTANCIE sal will
Please indicate your acceptan,z of this proposal by signing and returning this copy. A countersigned proposal
tot tamed to you. This prop asal may be modified or withdrawn unless written authorization to proceed has been
received within 30 days.
ACCEPTED:-
Signature of individual authorized to accept this
agreement on behalf of client-
Printed Njune and Title
ACCEPTED-
gill lnnnan,Senior Vice President
Hitchcock Design Group
M. Carole Medal,Gail Borden Library
Bill Inman,Hitchcock Design Group
Jennifer imbu.pja,Hitchcock Design Group
Fox River kenaismoc Allienee,I W1 Burden Library,City of Roin Page 2 of 2 Oaober 2007
Teaching Gardens and NAive Hal 4tu Rggnration the Gail Border Library
NOV-13-2007 TUE 04:28 PM CITY OF ELGIN-LEGAL FAX NO. 1 B47 931 5665 P. 17
Hitchcock
Design GroLq)
Creal"Better Pk'K eS*
Scope of Services
A. Program Phase
We will: arranged and invited
1. Meet with you ane' conduct a kick
meeting with stsff and other stakeholders,as arrang
by you. Including at a minimum.discussion of the following agenda:
a. Confirm revisions to existing master plan
b. Identify VOtet aria goals and objectives
c. Confirm Sche Jule Milestones
2, Summarize and di dribute written information obtained at the kick-off meeting.
R. Schematic Design Pha W will;
Using the information known to date,Hitchcock Design Group and organization of the
1, Prepare the first it:ration of the Schematic Design illustrating the scale,type orSeveral ideas will be
garden's improve neaw the circulation between them and their general appear
explored in this it itial design period to:
a. Test the proje ct area's ability to meet the project goals
b- Identify mult.ple methods of achieving learning outeonnes at different levels
c- Illustrate dift;rent cost approaches
d. Help identify client preferences
2. Document the scl.aru0c design using quality graphics including:
a, flan view dr.[wings at appropriate scales
b. Site cross see;tions
c- Perspective character sketches
d. Photogaphiu examples from other projects
e. Written"wo'king eriteda"to help support ideas.
3. Develop(and up late throughout the process)a preliminary construction cost opinion that assigns dollars
to various concel 11jalized ideas to facilitate discussions regarding;
a. Design preft rences vs-Cost
b. Funding
C. Phasing
4. Meet with the'IN forking Group"to Miew the initial Se betnatic Design Documents and supporting
information. M�et with this group up to two(2)times to discuss idea advancement and refinement.
S. Provide a metho i for stakeholders to offer ongoing feedback including:
a. Develop a p-oject website and regularly post in-progress Schematic Design Documents(3 updates
planted dur ng the schematic design phase. To occur following each Group meeting).
b. Provide a re served ernail address to provide stakeholders with a method to offer ongoing feedback as
the design s ilutions are refined. Summarize email commentary periodically and provide written
summation nemos.
c. Email notifi rations(email addresses provided by you)when updates are posted.
Fox River Renais Allianee,Gail Borden library,City of Elgin Page i 0f2
l7Ctnhcr 2007
Tew
ling Cw*m and Native H:biW Restoration
NOV-13-2007 TUE 04:28 PM CITY OF ELGIN-LEGAL FAX NO, 1 847 931 5665 P. 18
6. Following the Wor.iing Group's approval,prepare a PowerPoint presentation in preparation for the Design
Input Meetings,wl.ich include color presentation graphics,a digital presentation of the property,design
process and feedba*to date.
7. Prepare for and co,►duct the Lhsign Input Meeting with,as directed by you. Joint meetings are preferred
for continuity ofthe exchange of information and Back.
a. Learning Gars en Committee
b. Library Board
c. library Four[ation
d. City of Elgin i'ity Council
e. voterans Representatives
S. Summarize the mt etings by creating the Design Input Meeting Report,which includes raw data,attendee
list,and conclusio is. Forward information in a meeting summary format to you.
C. Master Plan Phase
Using dw information cnown to date,we will:
1. Incorporate the co nments generated at the Design Input Meeting,as approved by you,and finalize the
Schematic Design
1 Meet with the Waking Group to review the final Schernatic Design Documents.
3. Prepare Final Mat ter Plan Document(bound booklet)including:
a_ Cover letter t►funding entity(Grand Victoria Foundation)
b. Written exec►five summary of the master plan(goals,objectives,solutions,cost summary)
C. Presentation i paphics
i. Master c 3lor plan view of garden with labels
ii. Aerial pt rspective of main garden space
iii. Collage 4character sketches and phoWgraphs
d. Final Opinion t of Probable Construction Cost
e. Support infor mation
i. Site analysis
ii. Stakehol der feedback
4. Forward(3)hard copies of the.Final Master Plan Documents to you for review and comment.
5. Post Final Master Plan Documents on the project web site_
6. Based on comme its received,make minor revisions to the Final Master Plan documents.
D. Grant Application Co ordination Phase
Based on the approve I final master plan,we will:
1. Meal with a Grand Victoria Foundation representative to discuss the project_
2. Obtain and prepare the required documents for the grant submittal package.
3. Answer incidentA.l questions posed by the grant administrator.
Optional,Additional Sen ices
If circumstances arise during our performance of the services outlined which we believe require additional services,
we will promptly notify y:)u about the nature,extent and probable additional cost of the additional services,and
perform only such additicnal services following your written authorization,
Fox River Aihv=,Gail Borden:.ibrmy,city of Elgin Page 2 of 2 October 2()07
Texhirig Garden and Native fiat im Restoration at tha C,ail Aorden l.ihrmy