CITY OF ELGIN, ILLINOIS COUNCIL AGENDA CITY COUNCIL CHAMBERS. Regular Meeting 7:00 P.M. February 11, 2015

            CITY OF ELGIN, ILLINOIS  COUNCIL AGENDA  CITY COUNCIL CHAMBERS      Regular Meeting  7:00 P.M.  February 11, 2015    Call to Order    Invo...
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            CITY OF ELGIN, ILLINOIS  COUNCIL AGENDA  CITY COUNCIL CHAMBERS      Regular Meeting  7:00 P.M.  February 11, 2015    Call to Order    Invocation – Pastor Gabriel Barden, Seventh Day Adventist Church    Pledge of Allegiance    Roll Call    Minutes of Previous Meetings – January 28, 2015    Recognize Persons Present    Bids    1.  14‐054  Parkway Tree Trimming  ($135,000)  2.  14‐063  Parks  and  Recreation  Department  Athletic  Program  Officials    ($66,506  ‐  Offset by Program Revenues)  3.  15‐001  2015 Neighborhood Street Resurfacing Program  ($2,237,240)  4.  Northwest  Municipal  Conference/Suburban  Purchasing  Cooperative  Joint  Purchasing  Program – Purchase of Vactor  ($371,369)    Other Business (O)    1.  Resolution  Authorizing  Execution  of  an  Agreement  with  BTE  Video,  Inc.  for  TV  Production Programming and Video Services    **Consent Agenda (C)    1. Resolution Authorizing Purchase of Two Stryker Power Load Systems from Stryker Sales  Corporation   

City Council Agenda – February 11, 2015  2.

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Resolution  Authorizing  Purchase  of  Thirty‐Nine  Automatic  External  Defibrillators  (AED)  and Related Components from Zoll Medical Corporation             Resolution  Authorizing  Purchase  of  Three  Cardiac  Monitors  and  Related  Components  from Zoll Medical Corporation          Resolution  Authorizing  Execution  of  a  Restaurant  Lease  and  Services  Agreement  with  G&L Glenwood, LLC To Operate Food and Beverage Operations at The Highlands of Elgin  Golf Course          Resolution Authorizing Execution of an Agreement with Thomas Engineering Group, LLC  for  Design,  Administration  and  Planning  Engineering  Services  in  Connection  with  the  2015 Neighborhood Street Rehabilitation Project‐St. John Street          Resolution  Accepting  a  Plat  of  Dedication  for  a  Public  Right‐of‐Way  and  Grant  of  Easement (2601 Mason Road)          Resolution Appointing Members to Various Boards and Commissions          Ordinance Reclassifying Territory in the CI Commercial Industrial District to PAB Planned  Area Business District (909 East Chicago Street)          Ordinance  Amending  Chapter  2.30  of  the  Elgin  Municipal  Code,  1976,  as  Amended,  Entitled "Residential Rehabilitation Program" 

  Miscellaneous Business (M)    1. Boards and Commissions Minutes  a. Bicycle & Pedestrian Advisory Committee  December 2, 2014  b. Hemmens Cultural Center Advisory Task Force January 6, 2014  c. Parks and Recreation Advisory Board September 30 and November 18, 2014  d. Retiree Health Insurance Trust Fund August 12, 2014  e. Committee of the Whole for January 14, 2015  f. City Council Minutes for January 14, 2015    Announcements    Next Committee of the Whole Meeting, Wednesday, February 25, 2015, at 6:00 p.m., in the City  Council Chambers    Next Regular Meeting of the Elgin City Council, Wednesday, February 25, 2015, at 7:00 p.m. in  the City Council Chambers    Adjournment   

City Council Agenda – February 11, 2015 

 

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**All matters listed under Consent Agenda are considered to be routine and non‐controversial  by the City Council and will be enacted by one motion and one roll call vote.  There will be no  separate discussion of these items.  If discussion is desired by a Council member or citizen, that  item will be removed from the Consent Agenda and will be considered separately immediately  after approval of the Consent Agenda.  Citizens desiring discussion on any item listed under the  Consent  Agenda  should  contact  a  Council  member  prior  to  the  meeting  and  request  that  the  item be removed for discussion.    The City of Elgin is subject to the requirements of the Americans with Disabilities Act of 1990.   Individuals  with  disabilities  who  plan  to  attend  this  meeting  and  who  require  certain  accommodations  in  order  to  allow  them  to  observe  and/or  participate  in  this  meeting,  or  who have questions regarding the accessibility of the meeting or the facilities, are requested  to  contact  the  Human  Resources  Department  at  (847)  931‐6076  or  TT/TDD  (847)  931‐5616  promptly to allow the City of Elgin to make reasonable accommodations for those persons.   

             

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AGENDA ITEM:    MEETING DATE:  February 11, 2015    ITEM:  Parkway Tree Trimming – Bid 14‐054  ($135,000)    OBJECTIVE:  Provide comprehensive and cyclical maintenance of Elgin’s urban forest.    RECOMMENDATION:  Award contract to The Davey Tree Expert Company for parkway tree trimming in the amount of  $135,000.      BACKGROUND    Cycle pruning is one of several operations coordinated through the forestry department for the  care of Elgin’s urban forest. During cycle pruning and the associated crown cleaning, certified  arborists remove dead, damaged or compromising limbs thereby preventing additional damage  or  disease.  The  process  also  improves  the  effect  of  street  lighting  while  lessening  tree  and  property  damage  that  may  occur  during  a  storm.  To  maintain  its  tree  stock  effectively,  Elgin  strives to maintain a seven year trimming cycle.    

 

 

 

The  city  has  utilized  a  contractor  to  perform  a  majority  of  its  cycle  pruning  for  the  last  nine  years. The contractor provides notice to affected residents prior to trimming a predetermined  neighborhood  and  implements  traffic  control  as  necessary.  Each  tree  also  receives  an  aerial  evaluation that is forwarded to staff for appropriate action outside of the pruning process. Staff  evaluates the work performed and confirms contractor activities prior to authorizing payment.    OPERATIONAL ANALYSIS    Use  of  a  contractor  for  cycle  pruning  allows  staff  to  focus  on  additional  forest  management  tasks consisting of:    1. Addressing constituent concerns as provided through 311  2. Coordination of spring and fall tree planting (approximately 450 trees annually)  3. Evaluation of tree health on public property  4. Specific pruning, removal and stump grinding  5. Storm response and cleanup  6. Pesticide applications for the Emerald Ash Borer  7. Assisting code with evaluation of hazardous trees  Elimination of contract pruning would require additional staff and equipment as outlined in At‐ tachment C, or refocusing staff attention from activities listed above. Curtailing the cycle prun‐ ing program would lengthen the preventative maintenance cycle resulting in increased damage  or disease to Elgin’s tree stock.    INTERESTED PERSONS CONTACTED    None.    FINANCIAL ANALYSIS     The bid solicited proposals on pruning cost per tree category based on diameter in six‐inch in‐ crements. Quantities provided in the bid documents are a representative sampling of the entire  urban forest, and are intended for bid comparison purposes. The proposed three year agree‐ ment  contains  an  option  for  two  annual  renewals  extending  the  contract  through  2019.  The  Davey Tree Expert Company (Davey Tree) is willing to carry pricing through the extension years  pending evaluation of the Consumer Price Index for the Elgin area.    The approved 2015 forestry budget contained funding consistent with a seven year pruning cy‐ cle. Staff requests approval to authorize Davey Tree to perform cycle pruning up to the budget‐ ed amount of $135, 000. Remaining funds are intended for contract tree removal.   

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BUDGET IMPACT    FUND(S) 

ACCOUNT(S) 

PROJECT #(S) 

General 

010‐3370‐763.45‐05 

N/A 

AMOUNT  BUDGETED  $270,000 

AMOUNT  AVAILABLE  $135,000 

  LEGAL IMPACT    Staff requested bids through the Daily Herald and the city’s website on December 12. Two ven‐ dors submitted responsive bids by the January 5 opening. Davey Tree has an established history  with the city and has performed satisfactorily in the past.     ALTERNATIVES    1. The city council could choose to direct staff to provide the service in‐house.    2. The  city  council  could  choose  to  extend  the  trimming  cycle  by  reducing  the  amount  awarded for this activity.    NEXT STEPS    Execute the contract with The Davey Tree Expert Company.      Originators:            Final Review:         

   

   

Tom Migatz, Interim Public Works Superintendent  Greg Rokos, Public Works Director  Debra Nawrocki, Finance Manager  William A. Cogley, Corporation Counsel  Richard G. Kozal, Assistant City Manager/Chief Operating Officer  Sean R. Stegall, City Manager 

  ATTACHMENTS  A. B. C.

Bid Tabulation  Cycle Pruning Locations  Alternative Analysis 

 

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INVITATION TO BID CITY OF ELGIN

The Davey Tree Experts Company 150 N Mantua Street Kent, OH 44240

Invitation to Bid: 14-054 Parkway Tree Trimming Date of Opening: January 5, 2015 Department: Forestry Size Description Class A- Under ( 6'' ) DBH Class B- 6''to 12'' DBH Class C 12'' to 18'' DBH Class D- 18" to 24" DBH Class E- 24'' to 30'' DBH Class F- 30''to 36'' DBH Class G - 36++'' DBH Total Will Guarantee these Prices for 2018 Will Guarantee these Prices for 2019

Qty 10 30 300 300 300 50 50

Basic Unit Price $15 $22 $41 $50 $60 $85 $85

Based on CPI Based on CPI

Total Price $150 $660 $12,300 $15,000 $18,000 $4,250 $4,250 $54,610

Winkler Tree and Landscaping PO Box 1154 LaGrange Park, IL 60526

Unit price $18 $36 $54 $120 $173 $216 $260

Total Price $180 $1,080 $16,200 $36,000 $51,750 $10,800 $13,000 $129,010

Yes if fuel under $3.25/gal Yes if fuel under $3.25/gal

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RANDALL RD

SUMMIT ST

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20

Trim Zone Areas for 2015

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1,550

VILL

3,100

A ST

6,200 Feet

Prepared by City of Elgin Department of Community Development January 2015

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Attachment C Contract to In-House Comparison Purchase Cost Salary FTE* L28 ([email protected] $22.80$32.57/hour) Benefits FTE L23 ([email protected] $20.60$29.43/hour Benefits Equipment Line Truck ([email protected] $120,000) Amortization Chipper Truck ([email protected] $75,000) Amortization Chipper ([email protected] $70,000) Amortization Saws and Tools Miscellaneous Cell Phone (6 @ Equipment $200) Uniforms and PPE** (6 @ $500) TOTAL

Annualized Cost $94,848-$135,191

Service Life

$37,939-$54,196 $171,392$244,858

$240,000

$68,557-$97,943 $20,000

8-10 years

$150,000

$24,000 $7,000

8-10 years

$140,000

$15,000 $7,500

8-10 years

$10,000 $600

$14,000 $3,000 $5,040 $3,000

$540,600

* Full-time Employee (FTE) ** Personal Protective Equipment (PPE)

$471,276$630,728

             

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AGENDA ITEM:    MEETING DATE:  February 11, 2015    ITEM:  Parks and Recreation Department Athletic Program Officials ‐ Bid 14‐063  ($66,506 ‐ Offset by Program Revenues)    OBJECTIVE:  Provide athletic program officials for softball and basketball games.    RECOMMENDATION:  Award the bid to RACK Officials for Parks and Recreation Department Athletic Program Officials  in the amount of $66,506.      BACKGROUND    The parks and recreation department began using a referee assignor in 2003 for the city’s adult  softball and basketball leagues and youth basketball leagues. Before then, the city staff was re‐ sponsible  for  contracting  each  referee  individually.  This  process  was  time‐consuming  as  staff  was  responsible  for  finding  quality  referees,  scheduling  and  training  them,  managing  referee‐ related disputes and then paying the individual referees for their services. The city has realized  greater efficiencies by contracting with a single referee assignor to staff all of the city’s softball  and  basketball  leagues.  One  fee  is  paid  to  the  contractual  assignor  who,  in  turn,  assumes  re‐ sponsibility for all referee‐related operations. This operational change has become a necessity  following the city’s reduction in parks and recreation department full‐time staff during the past  several years.     OPERATIONAL ANALYSIS    Approximately 400 youth basketball games, 70 adult basketball games and 1,350 softball games  are annually conducted in the city’s leagues. About 3,500 participants compete in these games  during the year. Vendors were asked to provide fees per referee for the various leagues that  are offered in addition to the assignor fee. Because the number of games bid has been estimat‐ ed on the 2014 actual athletic schedule, the proposed contract amount is an estimate and will  be modified based on actual games played in 2015.     RACK Officials, the current assignor, was the only responsive bidder in the amount of $66,506.  The city has used RACK Officials as its assignor  since 2003  and staff has been impressed with 

 

their quality of work and professionalism. RACK Officials is a local company that primarily em‐ ploys  local  residents  who  have  come  to  know  the  program’s  facilities  and  participants.  Their  familiarity of the Elgin league rules and operations is critical to the success of the programs.    Youth soccer is the only city athletic league that does not utilize an assignor. This is because no  assignor has a large enough pool of soccer officials to handle the leagues. Soccer officials are  hired as employees, scheduled by city staff and paid hourly.    INTERESTED PERSONS CONTACTED    None.    FINANCIAL ANALYSIS     The proposed agreement consists of an initial three‐year term with optional annual extensions  through 2019. RACK Officials, the only responsive bidder, has agreed to hold contract prices for  the first three years of the agreement. In year four, the price would increase by less than 1 per‐ cent and 1.1 percent in year five. The basketball and softball leagues generated combined rev‐ enues of $204,000 in 2014. To make sure that RACK’s charges are competitive, staff contacted  other local communities to see what they are being charged for similar services. The table be‐ low outlines what other communities are currently paying, as well as RACK’s proposed fees for  2015. The fees include all assigning fees combined with the payment for the officials.    Organization  Adult Softball  Adult Basketball  Youth Basketball  Bartlett Park District  $35  $28‐$33  $28‐$33  Hoffman Estates PD  TBD  TBD  TBD  Lake in the Hills P&R  $33  $36  $31  Dundee PD  NA  $35  $30‐$35  Elgin Parks and Rec  $34.10  $37.10  $28.10‐$33.10    BUDGET IMPACT    FUND(S) 

ACCOUNT(S) 

PROJECT  #(S) 

AMOUNT  BUDGETED 

AMOUNT  AVAILABLE 

Parks & Recreation 

296‐5058‐762‐45‐99 

$79,540 

$79,540 

Parks & Recreation 

296‐5070‐766.45‐99 

AT0015  AT0017  N/A 

$74,800 

$71,002 

  LEGAL IMPACT    A request for bids was first advertised in the Daily Herald and through the city’s website on De‐ cember 17, 2014 and opened on December 30, 2014.    

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ALTERNATIVES    1. The city council may choose to direct staff to provide the contracted service in‐house.    2. The city council may choose to require staff to rebid the services.    NEXT STEPS:    1.  Execute contract with RACK Officials.    2.  Establish the purchase order.      Originators:            Final Review:       

   

     

Randy Reopelle, Parks & Recreation Director  Amy Spooner, Centre Customer Service Manager  Brett Lind, Centre Senior Recreation Supervisor  

 

Debra Nawrocki, Finance Manager  William A. Cogley, Corporation Counsel/Chief Development Officer  Richard G. Kozal, Assistant City Manager/Chief Operating Officer  Sean R. Stegall, City Manager 

   

  ATTACHMENTS  A. B. C.

Bid Tabulation 2015 ‐ 2017  Bid Tabulation 2018  Bid Tabulation 2019 

 

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Bid 14‐063 Parks Program Referrees Bid Opening Date December 30, 2014

TABULATION OF BIDS CITY  OF ELGIN Invitation No. 14‐063 Date of Opening: 12/30/14 Deparment: Parks and Recreation

Rack Officials, Inc. 11N208 Russenwood Court Elgin, IL 60124

SPORT SOFTBALL Summer  Fall Early Out Tourney

Number  Assignor  Officials  Assignor  of Games Officials Rate Rate Fee Fees Total Fees 1000 1 $31.00 $3.10 $31,000.00 $3,100.00 $34,100.00 300 1 $31.00 $3.10 $9,300.00 $930.00 $10,230.00 31 1 $31.00 $3.10 $961.00 $96.10 $1,057.10

BASKETBALL K‐4 5th‐8th grade 5th‐8th grade girls Men's  GRAND TOTALS

Number  Assignor  Officials  Assignor  of Games Officials Rate Rate Fee Fees Total Fees 275 1 $30.00 $3.10 $8,250.00 $852.50 $9,102.50 2 $25.00 $3.10 $4,800.00 $595.20 $5,395.20 96 32 2 $25.00 $3.10 $1,600.00 $198.40 $1,798.40 65 2 $34.00 $3.10 $4,420.00 $403.00 $4,823.00 $60,331.00 $6,175.20 $66,506.20

2015 ‐ 2017  RATES

Bid 14‐063 Parks Program Referrees Bid Opening Date December 30, 2014

TABULATION OF BIDS CITY  OF ELGIN Invitation No. 14‐063 Date of Opening: 12/30/14 Deparment: Parks and Recreation

Rack Officials, Inc. 11N208 Russenwood Court Elgin, IL 60124

SPORT SOFTBALL Summer  Fall Early Out Tourney

Number  Assignor  Officials  Assignor  of Games Officials Rate Rate Fee Fees Total Fees 1000 1 $31.00 $3.10 $31,000.00 $3,100.00 $34,100.00 300 1 $31.00 $3.10 $9,300.00 $930.00 $10,230.00 31 1 $31.00 $3.10 $961.00 $96.10 $1,057.10

BASKETBALL K‐4 5th‐8th grade 5th‐8th grade girls Men's  GRAND TOTALS

Number  Assignor  Officials  Assignor  of Games Officials Rate Rate Fee Fees Total Fees 275 1 $30.00 $3.10 $8,525.00 $852.50 $9,377.50 2 $25.00 $3.10 $4,992.00 $595.20 $5,587.20 96 32 2 $25.00 $3.10 $1,664.00 $198.40 $1,862.40 65 2 $34.00 $3.10 $4,420.00 $403.00 $4,823.00 $60,862.00 $6,175.20 $67,037.20

2018  RATES

Bid 14‐063 Parks Program Referrees Bid Opening Date December 30, 2014

TABULATION OF BIDS CITY  OF ELGIN Invitation No. 14‐063 Date of Opening: 12/30/14 Deparment: Parks and Recreation

Rack Officials, Inc. 11N208 Russenwood Court Elgin, IL 60124

SPORT SOFTBALL Summer  Fall Early Out Tourney

Number  Assignor  Officials  Assignor  of Games Officials Rate Rate Fee Fees Total Fees 1000 1 $31.00 $3.10 $31,500.00 $3,100.00 $34,600.00 300 1 $31.00 $3.10 $9,450.00 $930.00 $10,380.00 31 1 $31.00 $3.10 $976.50 $96.10 $1,072.60

BASKETBALL K‐4 5th‐8th grade 5th‐8th grade girls Men's  GRAND TOTALS

Number  Assignor  Officials  Assignor  of Games Officials Rate Rate Fee Fees Total Fees 275 1 $30.00 $3.10 $8,525.00 $852.50 $9,377.50 2 $25.00 $3.10 $4,992.00 $595.20 $5,587.20 96 32 2 $25.00 $3.10 $1,664.00 $198.40 $1,862.40 65 2 $34.00 $3.10 $4,550.00 $403.00 $4,953.00 $61,657.50 $6,175.20 $67,832.70

2019  RATES

               

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AGENDA ITEM:    MEETING DATE:  February 11, 2015    ITEM:  2015 Neighborhood Street Resurfacing Program ‐ Bid 15‐001  ($2,237,240)    OBJECTIVE:  Improve  pavement  infrastructure  on  several  adjacent  streets  within  the  Heartland  Meadows,  Woodbridge South and Mulberry Grove subdivisions.    RECOMMENDATION:  Award  the  2015  Neighborhood  Street  Resurfacing  Program  bid  to  Plote  Construction,  Inc.  of  Hoffman Estates, Illinois in the amount of $2,237,240.      BACKGROUND    The city hired Will Burke Kelsey and Associates (WBK) in 2014 to develop a project for resurfac‐ ing neighborhood streets. Staff requested that WBK prepare a project large enough to exceed  available funding in the event additional funding became available and to have a second project  ready early the following year. The project being awarded to Plote falls within this second cate‐ gory.  Plote  completed  the  2014  street  resurfacing  work  as  designed  by  WBK,  so  awarding  to  Plote in early 2015 the remainder of the contemplated 2014 work will provide a smooth transi‐ tion for the city, the contractor and the consultant.    When the city increased its home rule sales tax by 0.05 cent to 1.25 percent in 2012, it decided  not to deposit the incremental revenue generated from this sales tax in the General Fund but  rather to fund infrastructure and other capital improvement projects throughout the city. These  funds are designated by ordinance to the city’s “Capital Improvements Fund” (CIP). The resur‐ facing programs have also historically utilized Riverboat Funds and this project will be no excep‐ tion.  The  amount  of  Riverboat  Funding,  however,  will  be  lower.  The  city  also  previously  used  Motor Fuel Tax (MFT) funds to provide intermittent resurfacing, but to avoid delays caused by  submitting local programs to the State, the MFT funds are now used to pay operational expens‐ es and the offsetting amount in the General Fund is used on resurfacing projects. In summary,  the Neighborhood Resurfacing Program will be funded by CIP, Riverboat and General Funds.    The city’s Neighborhood Street Resurfacing Program extends the life of the existing pavement  (i.e., the portion of the pavement below the surface course) by resurfacing and sealing the sur‐

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face to prevent rain water from reaching the base course. The primary purpose of the Neigh‐ borhood  Street  Resurfacing  Program  is  to  provide  pavement  maintenance  rather  than  pave‐ ment improvement. This maintenance is performed to extend the life of the pavement as far  into the future as possible before rehabilitation and replacement is needed.     The  streets  in  this  area  were  originally  constructed  between  1990  and  2000  as  part  of  the  Heartland Meadows, Woodbridge South and Mulberry Grove Subdivisions. At the present time,  most of the infrastructure, with the exception of the surface, is in fair to good condition. This  project will, in Woodbridge South, thicken the asphalt surface and replace small sections of the  gravel base that has failed. In the other two subdivisions, the city has an asphalt base instead of  the  gravel  base  found  in  Woodbridge  South  that  manages  the  loads,  water  conditions  and  freeze/thaw  issues  much  better.  Although  there  is  some  curb  and  gutter  and  sidewalk  work  contemplated  in  this  project,  the  primary  focus  of  this  program  is  paving  only.  The  concrete  work will generally be utilized for improving the accessibility ramps at the intersections.    OPERATIONAL ANALYSIS    The project primarily involves pavement grinding and new riding surface of either three or five  inches of new bituminous concrete over existing base (three on asphalt base and five on gravel  base) on city jurisdictional streets. The incidental removal and replacement of minor amounts  of curb and gutter and sidewalks will also be performed when required. Attachment A includes  maps of the streets to be resurfaced.    The bid award also includes one alternate to allow the streets within the Tollgate industrial park  to be resurfaced. Current funding levels dictate that the alternate for resurfacing the industrial  park’ streets may not be awarded. The Tollgate industrial park resurfacing project will ready to  proceed in the event the city issues bonds to fund additional street resurfacing.     Seven bid packages were issued with the city receiving five bidders for the project. For the base  bid only, the bids ranged from a low of $2,237,236 to a high of $2,652,177. The alternate bid,  for the Tollgate industrial park, ranged from a low of $697,487 to a high of $914,849. Plote Con‐ struction  was  the  lowest  responsive  bidder  for  the  base  bid  as  well  as  the  alternate  bid.  The  bids are shown in Attachment B. Funds in the budget are available to award the base bid only at  this time. If additional funding becomes available the alternate could be added via a change or‐ der.     The  engineers  estimate  for  the  base  bid  was  $2,479,864  and  for  the  alternate  was  $832,697.  Plote  Construction  has  just  finished  up  the  2014  Neighborhood  Street  Resurfacing‐North  and  South projects, has previously worked for the city and has, in each case, provided a satisfactory  product that the city ultimately accepted.    

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INTERESTED PERSONS CONTACTED    None.    FINANCIAL ANALYSIS     Staff is recommending awarding the 2015 Neighborhood Street Resurfacing Program to Plote in  the amount of $2,237,236.08. The city council approved a 2015 budget that appropriated Capi‐ tal Improvement ($1,153,460), General ($975,000) and Riverboat Funds ($500,000) for the 2015  resurfacing  programs.  The  2014  design  and  construction  administration  contract  with  the  amendment  number  one  to  add  McLean  Resurfacing  ($230,350  charge  to  the  CIP)  with  WBK  included sufficient funds for the construction administration of this project. The WBK contract  is expected to be fully completed in 2015.     In addition to this project, the staff is hoping to utilize any remaining 2014 resurfacing money  (anticipated to be $310,000) and the remainder of the aforementioned 2015 funds (anticipated  to be $160,800) to employ a consultant to design/engineer a 2016 resurfacing program in the  first half of 2015. There may be an opportunity to use this other project in 2015 should the city  move forward with issuing bonds. Staff will be bringing a separate memorandum to bring this  other project forward.    BUDGET IMPACT    FUND(S) 

ACCOUNT(S) 

PROJECT # 

AMOUNT  BUDGETED 

AMOUNT AVAIL‐ ABLE 

Capital Improvement 

385‐0000‐795.30‐03 

 

$150,000 

$0 

Capital Improvement 

385‐0000‐795.93‐80 

 

$1,003,460 

$923,110 

General  Riverboat 

010‐3341‐755.93‐80  275‐0000‐795.93‐80 

   

$975,000  $500,000 

$975,000  $500,000 

  LEGAL IMPACT    Notices were published in the Daily Herald the week of January 12, 2015 and on the city’s web  site.  The  bids  were  opened  and  read  publicly  on  January  27,  2015.  Seven  bid  packages  were  sold with the city receiving five bidders for the project. Plote Construction was the lowest re‐ sponsive bidder.   

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ALTERNATIVES    1. The city council may choose to award the base bid and the alternate bid; however, ap‐ proximately $700,000 would need to be secured for the project.     2. The city council may choose to reject all bids. Additional direction will be necessary be‐ fore the project could be repackaged and bid.    NEXT STEPS    1. Execute the subject contract documents.    2. Issue notice to proceed.    3. Deliver notices of construction to each property within the project limits.    4. Complete construction scheduled in 2015.      Originators:    Final Review:               

 

Joseph Evers, City Engineer 

       

Debra Nawrocki, Finance Manager  William A. Cogley, Corporation Counsel/Chief Development Officer  Richard G. Kozal, Assistant City Manager/Chief Operating Officer  Sean R. Stegall, City Manager 

  ATTACHMENTS  A. B.

Location Map  Bid Tabulation 

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Attachment A      Maps of Project Area    For the    Bid Award of the    2015 Neighborhood Street Program   

N

E

W S 1"=1000'

116 West Main Street, Suite 201 St. Charles, Illinois 60174 (630) 443-7755

DSGN.

VRD

DWN.

EAM

CHKD.

VRD

SCALE :

1"= 1000'

FILE NAME:

TITLE :

2015 NEIGHBORHOOD RESURFACING PROGRAM BASE BID LOCATION MAP

PROJECT NO. DATE : SHEET

130267

12-12-2014 1

OF

LOC-01

2

N

E

W S 1"=1000'

116 West Main Street, Suite 201 St. Charles, Illinois 60174 (630) 443-7755

DSGN.

VRD

DWN.

EAM

CHKD.

VRD

SCALE :

1"= 1000'

FILE NAME:

TITLE :

2015 NEIGHBORHOOD RESURFACING PROGRAM

ALTERNATE BID LOCATION MAP

PROJECT NO. DATE : SHEET

130267

12-12-2014 2

OF

LOC-02

2

  

Attachment B      Bid Tab for the    Bid Award for the     2015 Neighborhood Street Resurfacing  Program 

               

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AGENDA ITEM:    MEETING DATE:  February 11, 2015    ITEM:   Purchase of Vactor ‐ Northwest Municipal Conference/Suburban Purchasing Cooperative Joint  Purchasing Program   ($371,369)    OBJECTIVE:  Replace equipment to meet the maintenance needs of storm and wastewater infrastructure.    RECOMMENDATION:  Award  a  contract  to  Standard  Equipment  Company  for  the  purchase  of  a  Stock  2015  Vactor  Model 2112 Plus for the sewer division in the amount of $371,369.      BACKGROUND    The  city  has  been  using  two  Vactor  sewer  cleaning  trucks  to  meet  the  maintenance  needs  of  the storm and wastewater infrastructure. A Vactor is a sewer cleaning vehicle with equipment  capable of sewer jetting and hydro‐excavating.     As  the  city’s  infrastructure  has  continued  to  grow,  the  city’s  maintenance  needs  have  been  commensurately  increasing.  Staff  uses  Vactors  to  properly  maintain  and  clean  the  infrastruc‐ ture in accordance with the National Pollution Discharge Elimination System (NPDES) permit. In  accordance  with  this  program,  staff  annually  cleans  309,000  linear  feet  of  sanitary  lines,  109,000 linear feet of storm lines, 100,000 linear feet of combined sewer lines and 1,955 catch  basins. Staff uses these vehicles to maintain fourteen combined sewer overflows that are annu‐ ally inspected by the Illinois Environmental Protection Agency (IEPA). Crews clean and maintain  nine sanitary lift stations as well as 22 storm water detention basins with this equipment.    OPERATIONAL ANALYSIS    The  average  life  span  of  a  Vactor,  when  used  in  an  operation  comparable  to  the  city,  is  ten  years. The city replaced a seventeen‐year‐old Vactor in 2013. While this new Vactor is techni‐ cally a replacement of the existing fifteen‐year‐old Vactor, the old Vactor will be kept as a city‐ wide unit and backup as there is no cost effective trade‐in value according the vendor. The city  requires that at least two Vactors be operable and functioning to properly clean storm sewer  lines and catch basins.  

 

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          In  additio on  to  using  this  vehicle e  for  the  designated  puurpose,  a  Vaactor  is  also  used  in  maainte‐ nance off the fire station triple b basin floor drains. The seewer divisio on also uses  it to assist o other  divisions  on  constru uction  sites  as  a  hydro‐‐excavator,  ssuch  as  watter  main  brreaks  and  under‐ ground e electrical fau ult repairs. TThe Vactor is also used  to clean strructures for  the water ttreat‐ ment valves and slud dge lines.    

    Standard d  Equipmentt  Company  is  i the  only  licensed  new w  Vactor  deealership  in  Illinois.  Pricing  is  obtained d through the Northwestt Municipal Conference//Suburban PPurchasing C Cooperative  Joint  Purchasin ng Program..    INTEREST TED PERSON NS CONTACTTED    None.    AL ANALYSISS   FINANCIA   The cost to purchase e this equipm ment totals  $371,369 thhrough the N Northwest M Municipal Co onfer‐ ence/Sub burban Purcchasing Coop perative Join nt Purchasinng Program. The purchaase of this equip‐ ment is p part of the adopted 2015 5 Utilities Bu udget. 

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          BUDGET IMPACT    FUND(S)  ACCOUNT(S)  430‐4202‐772.92‐48

Utility 

PROJECT  #(S)   

AMOUNT  BUDGETED  $500,000 

AMOUNT  AVAILABLE  $500,000 

  LEGAL IMPACT    Section 5.02.020(B) of the General Provisions of the Procurement Ordinance permits “purchas‐ es made pursuant to any joint purchasing program sponsored by the State or other governmen‐ tal agency.”     ALTERNATIVES    The city council may choose not to purchase the new Vactor.     NEXT STEPS    Execute contracts with Standard Equipment Company.      Originators:      Final Review:     

 

 

Kyla B. Jacobsen, Water Director  Debra Nawrocki, Finance Manager  William A. Cogley, Corporation Counsel/Chief Development Officer  Richard G. Kozal, Assistant City Manager/Chief Operating Officer  Sean R. Stegall, City Manager 

    ATTACHMENTS    A. Standard Equipment Company Stock 2013 Vactor Model 2112 Plus quote   B. Northwest  Municipal  Conference/Suburban  Purchasing  Cooperative  Joint  Purchasing  Program contract for Standard Equipment Company 

 

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January 30th, 2015

Mrs. Kyla B. Jacobsen Water Director 1900 Holmes Road Elgin, IL 60123 Dear Mrs. Jacobsen,

Standard Equipment Company is pleased to present the following quote on a 2015 Vactor model 2112 Plus sewer cleaner mounted on a Freightliner model FL114 6x4 chassis with equipment per your request. Please note that this quote is based off the NWMC Joint Purchasing Program and is valid for 30 days from today’s date. 2015 Vactor model 2112 Plus to include: 12 yard debris body Two stage fan, Single Engine Debris body washout Digital Pressure gauge Fold down pipe rack, street side Front and rear handgun connections Lube manifold 3” Y-strainer at fill 10’ Telescopic boom Boom post storage Rotatable boom inlet hose Hydro excavation kit 700’ x 1” Piranha sewer hose Digital footage counter Hydraulic tank shut off valves Hydraulic oil temp alarm Handlight with bumper plug Imron primer base Debris body up alarm FOB Elgin, IL. One day onsite operator/maintenance training

1500 gallon water tank 80 GPM @ 2500 PSI water system 6” decant butterfly valve, rear door, 3 o’clock position Fold down pipe rack, curb side Rear door splash shield Front mounted handgun holder Low water alarm with light, flow indicator Cold weather recirculation Front joystick boom control Bellypack wireless control Accumulator Fan flush out Auto level wind guide Handgun hose reel, spring retractable Rodder pump drain valves Rear LED arrowstick Behind cab toolbox 15’ leader hose 5 strobe system (2 rear, 2 mid, 1 roof mount) Payment upon delivery One factory mechanics training

FOR THE AMOUNT OF:

$371,369

Thank you for the opportunity to quote you on your sewer cleaning needs. Please contact me at (312) 208-6377 if you have any questions on this quote. Best Regards, STANDARD EQUIPMENT COMPANY

Jim Miller

CITY OF ELGIN, ILLINOIS, AGREEMENT FOR Sewer Vactor This Agreement is made and entered into this ____ day of_____________, 2015 by and between the City of Elgin ("the CITY"), a municipal corporation organized and existing under the laws of the State of Illinois, and Standard Equipment Company, incorporated in the state of Illinois and having a principal place of business at 2033 West Walnut St., Chicago, IL 60612 ("the CONTRACTOR"). ARTICLE I. DEFINITION. " THIS CONTRACT" as used herein shall mean this Agreement, the Invitation for Bids (IFB) including all documents referenced therein and the Contractor's bid response (bid) thereto incorporated by reference herein and made a part hereof. The CONTRACTOR agrees to provide the goods and/or services all in accordance with the IFB and CONTRACTOR’S Bid. In the event there is a conflict between this Agreement and the bid documents, the bid documents shall supersede this Agreement. ARTICLE II. SCOPE OF WORK. The CONTRACTOR shall provide the goods or services described in the IFB and Bid, at the prices and terms contained therein. ARTICLE III. TIME OF PERFORMANCE. The CONTRACTOR shall provide the goods or services upon receipt of purchase order; and the CITY shall pay to CONTRACTOR the total sum of $371,496. ARTICLE IV. TERMINATION. The following shall constitute events of default under THIS CONTRACT: a) any material misrepresentation made by the CONTRACTOR to the CITY, b) any failure by the CONTRACTOR to perform any of its obligations under THIS CONTRACT including, but not limited to, the following: (i) failure to commence performance of THIS CONTRACT at the time specified in THIS CONTRACT due to a reason or circumstance within the CONTRACTOR's reasonable control, (ii) failure to perform THIS CONTRACT with sufficient personnel and equipment or with sufficient material to ensure the completion of THIS CONTRACT within the specified time due to a reason or circumstance within the CONTRACTOR's reasonable control, (iii) failure to perform THIS CONTRACT in a manner reasonably satisfactory to the CITY, (iv) failure to promptly re-perform within reasonable time the services that were rejected by the CITY as erroneous or unsatisfactory, (v) failure to comply with a material term of THIS CONTRACT, including, but not limited to the Affirmative Action requirements, and (vi) any other acts specifically and expressly stated in THIS CONTRACT as constituting a basis for termination for cause. The CITY may terminate THIS CONTRACT for its convenience upon fourteen (14) days prior written notice. ARTICLE V . DAMAGES. From any sums due to the CONTRACTOR for services, the CITY may keep for its own the whole or any part of the amount for expenses, losses and damages as directed by the Purchasing Director, incurred by the CITY as a consequence of procuring services as a result of any failure, omission or mistake of the CONTRACTOR in providing the goods and services as provided in THIS CONTRACT. ARTICLE VI. GOVERNING LAWS AND ORDINANCES. This CONTRACT is made subject to all the laws of the State of Illinois and the ordinances of the CITY and if any such clause herein does not conform to such laws or ordinances, or in the event any of the terms or provisions herein are deemed to be void or otherwise unenforceable for any reason, such clause shall be void (the remainder of the contract shall not be affected) and the laws or ordinances shall be operative in lieu thereof. Venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this CONTRACT shall be in the Circuit Court of Kane County, Illinois.

ARTICLE VII. AFFIRMATIVE ACTION. The CONTRACTOR will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry, national origin, place of birth, age or physical handicap which would not interfere with the efficient performance of the job in question. The CONTRACTOR will take affirmative action to comply with the provisions of Elgin Municipal Code Section 3.12.100 and will require any subcontractor to submit to the CITY a written commitment to comply with those provisions. The CONTRACTOR will distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants and prospective subcontractors. The CONTRACTOR agrees that the provisions of Chapter 3.12 of the Elgin Municipal Code, 1976, is hereby incorporated by reference, as if set out verbatim.

ARTICLE VIII. ASSIGNABILITY. The CONTRACTOR shall not assign, sell or transfer any interest in THIS CONTRACT without prior written consent of the CITY. ARTICLE IX. AMENDMENTS. There shall be no modification of the CONTRACT, except in writing and executed with the same formalities of the original. ARTICLE X. NOTICES. Any notice given under this CONTRACT shall be in writing and shall be deemed to have been given when hand delivered or deposited in the U.S. mail, certified or registered, return receipt requested, addressed, if to CONTRACTOR, at the address set forth above to the attention of the project manager or undersigned representative, and if to the City, to the attention of the City Manager, 150 Dexter Court, Elgin, IL 60120 or to such other address and/or authorized representatives as either party shall designate in writing to the other in the manner herein provided. ARTICLE XI. INDEMNIFICATION. To the fullest extent permitted by law, Contractor agrees to and shall indemnify, defend and hold harmless the City, its officers, employees, boards and commissions from and against any and all claims, suits, judgments, costs, attorney's fees, damages or any and all other relief or liability arising out of or resulting from or through or alleged to arise out of any acts or negligent acts or omissions of Contractor or Contractor's officers, employees, agents or subcontractors in the performance of this CONTRACT, including but not limited to, all goods delivered or services or work performed hereunder. In the event of any action against the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend and hold harmless, such action shall be defended by legal counsel of the City's choosing. ARTICLE XII. PUBLICITY. The CONTRACTOR may not use, in any form or medium, the name of the City of Elgin for public advertising unless prior written permission is granted by the CITY. ARTICLE XIII. APPROPRIATIONS. The fiscal year of the CITY is the 12 month period ending December 31. The obligations of the CITY under any contract for any fiscal year are subject to and contingent upon the appropriation of funds sufficient to discharge the obligations which accrue in that fiscal year and authorization to spend such funds for the purposes of the contract. If, for any fiscal year during the term of the CONTRACT, sufficient funds for the discharge of the CITY’S obligations under the contract are not appropriated and authorized, then the CONTRACT shall terminate as of the last day of the preceding fiscal year, or when such appropriated and authorized funds are exhausted, whichever is later, without liability to the CITY for damages, penalties or other charges on account of such termination.

ARTICLE XIV. NO AGENCY. This CONTRACT shall not be construed so as to create a joint venture, partnership, employment or other agency relationship between the parties hereto, except as may be specifically provided for herein. ARTICLE XV. CONFLICT. In the event of any conflict between the terms provided in any attachments hereto and the body of this CONTRACT, the terms and provisions of this CONTRACT shall control. ARTICLE XVI. ENTIRE AGREEMENT. This CONTRACT embodies the whole agreement of the parties. There shall be no promises, terms, conditions or obligations other than those contained therein; and this CONTRACT shall supersede all previous communications, representations, or agreements, either verbal or written, between the parties. ARTICLE XVII. COMPLIANCE WITH LAWS. Notwithstanding any other provision of this CONTRACT it is expressly agreed and understood that in connection with the performance of this CONTRACT the CONTRACTOR shall comply with all applicable federal, state, city and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, CONTRACTOR hereby certifies, represents and warrants to the CITY that all CONTRACTOR'S employees and/or agents who will be providing products and/or services with respect to this CONTRACT shall be legal residents of the United States. CONTRACTOR shall also at its expense secure all permits and licenses, pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or services to be provided for in this CONTRACT. The CITY shall have the right to audit any records in the possession or control of the CONTRACTOR to determine CONTRACTOR'S compliance with the provisions of this section. In the event the CITY proceeds with such an audit the CONTRACTOR shall make available to the CITY the CONTRACTOR'S relevant records at no cost to the CITY. CONTRACTOR shall pay any and all costs associated with any such audit. Without limiting the foregoing, CONTRACTOR hereby certifies, represents and warrants to the CITY that all CONTRACTORS employees and/or agents located in the United States, who will be providing products and/or services with respect to this CONTRACT, shall be legal residents of the United States. This agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. For the purposes of executing this agreement, any signed copy of this agreement transmitted by fax machine or e-mail shall be treated in all manners and respects as an original document. The signature of any party on a copy of this agreement transmitted by fax machine or e-mail shall be considered for these purposes as an original signature and shall have the same legal effect as an original signature. Any such faxed or e-mailed copy of this agreement shall be considered to have the same binding legal effect as an original document. At the request of either party any fax or e-mail copy of this agreement shall be re-executed by the parties in an original form. No party to this agreement shall raise the use of fax machine or e-mail as a defense to this agreement and shall forever waive such defense. The person signing THIS CONTRACT certifies that s/he has been authorized by the CONTRACTOR to commit the CONTRACTOR contractual and has been authorized to execute THIS CONTRACT on its behalf. IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above written.

CONTRACTOR

CITY OF ELGIN

_____________________

_____________________

Name and Title

Sean R. Stegall City Manager

FEIN NO._____________

Resolution No. 15-23 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH BTE VIDEO, INC. FOR TV PRODUCTION PROGRAMMING AND VIDEO SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED that Sean R. Stegall, City Manager, be and is hereby authorized and directed to execute an agreement on behalf of the City of Elgin with BTE Video, Inc. for TV production programming and video services, a copy of which is attached hereto and made a part hereof by reference. __________________________________ David J. Kaptain, Mayor Presented: February 11, 2015 Adopted: Vote: Yeas Nays: Recorded: Attest: __________________________ Kimberly A. Dewis, City Clerk

CITY OF ELGIN AGREEMENT FOR

TV Production Programming, Video Services This Agreement is made and entered into this

day of.

2015 by and between the City of Elgin ("the CITY"), a municipal

corporation organized and existing under the laws of the State of Illinois, and BTE Video, Inc. , incorporated in the state of Illinois and having a principal place of business at 10208 W. Dameier Road, Lena, IL 61048 ("the CONTRACTOR"). ARTICLE I. DEFINITION. "THIS CONTRACT" as used herein shall mean this Agreement and all attachments hereto, including the "Video Programming Services Scope of Work," attached hereto and incorporated herein by this reference. The CONTRACTOR agrees to provide the goods and/or services all in accordance with THIS CONTRACT.

ARTICLE II. SCOPE OF WORK. The CONTRACTOR shall provide video production services for thirty-six (36) Elgin Today programs for January 2015 through December 2017, inclusive (one per month), and video production services for the 2015, 2016, and 2017 Independence Day Parade. The cost for such video production services shall be in accordance with the following schedule:

Year 3

Year 2

Yeari Episode Cost Monthly

$

2 ,950

4th of July

$

2 ,704

Annual

Episode Cost

Annual

3,039 r$

36,462

2,704

$ $

2,785

r$

38,104

$

5,823

$

$ $

35,400

$

Episode Cost

Annual 37,556

2,868

$ $

5,998

$

40,424

3,130

2,785

$ $

39,247

$

2,868

Total Annual

$

117,775

The CITY will make payment on a monthly basis, as the programs are completed and an invoice for the same is received. ARTICLE III. DURATION. The CONTRACTOR shall commence the performance of THIS CONTRACT upon receipt of a fully executed contract from the City. THIS CONTRACT shall terminate on December 31, 2017, unless terminated sooner in accordance with the terms and provisions of THIS CONTRACT."

ARTICLE IV.

TERMINATION.

The following shall constitute events of default under THIS CONTRACT:

a)

any material

misrepresentation made by the CONTRACTOR to the CITY, b) any failure by the CONTRACTOR to perform any of its obligations under THIS CONTRACT including, but not limited to, the following: (i) failure to commence performance of THIS CONTRACT at

the time specified in THIS CONTRACT due to a reason or circumstance within the CONTRACTOR'S reasonable control, (ii) failure to perform THIS CONTRACT with sufficient personnel and equipment or with sufficient material to ensure the completion of THIS CONTRACT within the specified time due to a reason or circumstance within the CONTRACTOR'S reasonable control, (iii) failure to perform THIS CONTRACT in a manner reasonably satisfactory to the CITY, (iv) failure to promptly re-perform within reasonable time the services that were rejected by the CITY as erroneous or unsatisfactory, (v) failure to comply with a material term of THIS

CONTRACT, including, but not limited to the Affirmative Action requirements, and (vi) any other acts specifically and expressly stated in THIS CONTRACT as constituting a basis for termination for cause. The CITY may terminate THIS CONTRACT for its convenience upon fourteen (14) days prior written notice.

ARTICLE V . DAMAGES. From any sums due to the CONTRACTOR for goods or services, the CITY may keep for its own the whole or any part of the amount for expenses, losses and damages as directed by the Purchasing Director, incurred by the CITY as a

consequence of procuring goods or services as a result of any failure, omission or mistake of the CONTRACTOR in providing goods or services as provided in THIS CONTRACT.

ARTICLE VI. GOVERNING LAWS AND ORDINANCES. This CONTRACT is made subject to all the laws of the State of Illinois and the ordinances of the CITY and if any such clause herein does not conform to such laws or ordinances, such clause shall be void (the remainder of the contract shall not be affected) and the laws or ordinances shall be operative in lieu thereof. Venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this agreement shall be in the Circuit Court of Kane County, Illinois.

ARTICLE VII. AFFIRMATIVE ACTION. The CONTRACTOR will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry, national origin, place of birth, age or physical handicap which would not interfere with the efficient performance of the job in question. The CONTRACTOR will take affirmative action to comply with the provisions of Elgin Municipal Code Section 3.12.100 and will require any subcontractor to submit to the CITY a written commitment to comply with those provisions. The CONTRACTOR will distribute copies of this commitment to all persons who participate in recruitment, screening, referral and selection of job applicants and prospective subcontractors. The CONTRACTOR agrees that the provisions of Chapter 3.12 of the Elgin Municipal Code, 1976, is hereby incorporated by reference, as if set out verbatim.

ARTICLE VIII.

ASSIGNABILITY.

The CONTRACTOR shall not assign, sell or transfer any interest in THIS CONTRACT

without prior written consent of the CITY.

ARTICLE IV. AMENDMENTS. There shall be no modification of the CONTRACT, except in writing and executed with the same formalities of the original.

ARTICLE X.

NOTICES. Any notice given under this CONTRACT shall be in writing and shall be deemed to have been given

when hand delivered or deposited in the U.S. mail, certified or registered, return receipt requested, addressed, if to CONTRACTOR, at

the address set forth above to the attention of the project manager or undersigned representative, and if to the City, to the attention of the City Manager, 150 Dexter Court, Elgin, IL 60120 or to such other address and/or authorized representatives as either party shall designate in writing to the other in the manner herein provided.

ARTICLE XL INDEMNIFICATION. To the fullest extent permitted by law, Contractor agrees to and shall indemnify, defend and hold harmless the City, its officers, employees, boards and commissions from and against any and all claims, suits, judgments, costs, attorney's fees, damages or any and all other relief or liability arising out of or resulting from or through or alleged to arise out of any acts or negligent acts or omissions of Contractor or Contractor's officers, employees, agents or subcontractors in the performance of

this agreement, including but not limited to, all goods delivered or services or work performed hereunder. In the event of any action against the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend and hold harmless, such action shall be defended by legal counsel of the City's choosing. The provisions of this Article shall survive any expiration and/or termination of this agreement.

ARTICLE XII. PUBLICITY. The CONTRACTOR may not use, in any form or medium, the name of the City of Elgin for public advertising unless prior written permission is granted by the CITY.

ARTICLE XIII. APPROPRIATIONS. The fiscal year of the CITY is the 12 month period ending December 31. The obligations of the CITY under any contract for any fiscal year are subject to and contingent upon the appropriation of funds sufficient to discharge the obligations which accrue in that fiscal year and authorization to spend such funds for the purposes of the contract. If, for any fiscal year during the term of the CONTRACT, sufficient funds for the discharge of the CITY'S obligations under the contract are not appropriated and authorized, then the CONTRACT shall terminate as of the last day of the preceding fiscal year, or when such

appropriated and authorized funds are exhausted, whichever is later, without liability to the CITY for damages, penalties or other charges on account of such termination.

ARTICLE XIV. NO AGENCY. This agreement shall not be construed so as to create a joint venture, partnership, employment or other agency relationship between the parties hereto.

ARTICLE XV. CONFLICT. In the event of any conflict between the terms provided in any attachments hereto and the body of this CONTRACT, the terms and provisions of this CONTRACT shall control. ARTICLE XVI.

ENTIRE AGREEMENT.

This CONTRACT embodies the whole agreement of the parties.

There shall be no

promises, terms, conditions or obligations other than those contained therein; and this CONTRACT shall supersede all previous communications, representations, or agreements, either verbal or written, between the parties. ARTICLE XVII. COMPLIANCE WITH LAWS. Notwithstanding any other provision of this CONTRACT it is expressly agreed and understood that in connection with the performance of this CONTRACT that the CONTRACTOR shall comply with all

applicable Federal, State, City and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees.

Without limiting the foregoing, CONTRACTOR

hereby certifies, represents and warrants to the CITY that all CONTRACTOR'S employees and/or agents who will be providing products and/or services with respect to this CONTRACT shall be legal residents of the United States. CONTRACTOR shall also at its expense secure all permits and licenses, pay all charges and fees and give all notices necessary and incident to the due and lawful

prosecution of the work, and/or the products and/or services to be provided for in this CONTRACT. The CITY shall have the right to audit any records in the possession or control of the CONTRACTOR to determine CONTRACTOR'S compliance with the provisions

of this section. In the event the CITY proceeds with such an audit the CONTRACTOR shall make available to the CITY the CONTRACTOR'S relevant records at no cost to the CITY. CONTRACTOR shall pay any and all costs associated with any such audit." The person signing THIS CONTRACT certifies that s/he has been authorized by the CONTRACTOR to commit the CONTRACTOR contractual and has been authorized to execute THIS CONTRACT on its behalf.

IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above written.

CONTRACTOR

/ , - /■»

,;/

CITY OF ELGIN

fi ■ Name and Title

Sean R. Stegall City Manager

FEIN

VIDEO PROGRAMMING SERVICES SCOPE OF WORK Monthly News/Magazine Interview Program: The Contractor shall provide all pre-production, production and post-production activities for one (1) thirty minute program.

The other third of the program will be an interview-style program, with Elgin's mayor and a guest, if desired. The segment of the show will be focused on city topics such as current or future capital improvements projects, city events, departmental activities, new programs or issues relating to the city. Necessary elements of the show include script writing and topic development, research if necessary, coordination of guests, inclusion of any necessary graphics, appropriate lighting techniques, b-roll video to enhance topic and segment, and editing for

final airing. Final product should be ready to air. GENERAL:

Production shall include all pre-production, production, and post-production activities; including researching and scripting, lighting, videotaping, editing dissolves and special effects, personnel, etc. The Contractor shall provide and perform all things and services necessary for production startup, including but not limited to a studio; the retention and training of necessary and adequate personnel; and the procurement and/or provision of all necessary equipment.

The Contractor should use digital video equipment that can produce a video product which can be transferable electronically as a Quicktime or mpg2 file or dubbed to DVD which is necessary for proper playback. All programming will be reviewed by the City prior to filming and airing to ensure adequate quality and accuracy. Should the program be of substandard quality, the proposer will correct indicated problems. Any additional problems will be resolved by conference with the City designee and the primary point of contact of the proposer. The Contractor shall provide the final product to the City within a reasonable time to be reviewed in the event of any possible changes prior to airing.

Resolution No. 15-16 RESOLUTION AUTHORIZING PURCHASE OF TWO STRYKER POWER LOAD SYSTEMS FROM STRYKER SALES CORPORATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Sean R. Stegall, City Manager, be and is hereby authorized and directed to purchase two Stryker Power Load Systems from Stryker Sales Corporation for the total amount of $59,341.85 pursuant to the quotation therefor dated January 16, 2015, a copy of which is attached hereto and made a part hereof by reference. BE IT FURTHER RESOLVED that the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interests of the city for the purchase authorized by this resolution. __________________________________ David J. Kaptain, Mayor Presented: February 11, 2015 Adopted: Vote: Yeas Nays: Recorded: Attest: __________________________ Kimberly A. Dewis, City Clerk

Resolution No. 15-17 RESOLUTION AUTHORIZING PURCHASE OF THIRTY-NINE AUTOMATIC EXTERNAL DEFIBRILLATORS (AED) AND RELATED COMPONENTS FROM ZOLL MEDICAL CORPORATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Sean R. Stegall, City Manager, be and is hereby authorized and directed to purchase thirtynine automatic external defibrillators (AED) and related components from Zoll Medical Corporation for the total amount of $52,244 pursuant to the quotation therefor dated January 26, 2015, a copy of which is attached hereto and made a part hereof by reference. BE IT FURTHER RESOLVED that the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interests of the city for the purchase authorized by this resolution. __________________________________ David J. Kaptain, Mayor Presented: February 11, 2015 Adopted: Vote: Yeas Nays: Recorded: Attest: __________________________ Kimberly A. Dewis, City Clerk

Resolution No. 15-18 RESOLUTION AUTHORIZING PURCHASE OF THREE CARDIAC MONITORS AND RELATED COMPONENTS FROM ZOLL MEDICAL CORPORATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Sean R. Stegall, City Manager, be and is hereby authorized and directed to purchase three cardiac monitors and related components from Zoll Medical Corporation for the total amount of $83,480.12 pursuant to the quotation therefor dated January 13, 2015, a copy of which is attached hereto and made a part hereof by reference. BE IT FURTHER RESOLVED that the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interests of the city for the purchase authorized by this resolution. __________________________________ David J. Kaptain, Mayor Presented: February 11, 2015 Adopted: Vote: Yeas Nays: Recorded: Attest: __________________________ Kimberly A. Dewis, City Clerk

Resolution 15-19 RESOLUTION AUTHORIZING EXECUTION OF A RESTAURANT LEASE AND SERVICES AGREEMENT WITH G&L GLENWOOD, LLC TO OPERATE FOOD AND BEVERAGE OPERATIONS AT THE HIGHLANDS OF ELGIN GOLF COURSE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that David J. Kaptain, Mayor, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute a restaurant lease and services agreement on behalf of the City of Elgin with G&L Glenwood, LLC to operate food and beverage operations at The Highlands of Elgin Golf Course, a copy of which is attached hereto and made a part hereof by reference. __________________________________ David J. Kaptain, Mayor Presented: February 11, 2015 Adopted: Vote: Yeas Nays: Recorded: Attest: __________________________ Kimberly A. Dewis, City Clerk

Resolution No. 15-20 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH THOMAS ENGINEERING GROUP, LLC FOR DESIGN, ADMINISTRATION AND PLANNING ENGINEERING SERVICES IN CONNECTION WITH THE 2015 NEIGHBORHOOD STREET REHABILITATION PROJECT-ST. JOHN STREET BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Sean R. Stegall, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with Thomas Engineering Group, LLC for design, administration and planning engineering services in connection with the 2015 Neighborhood Street Rehabilitation Project-St. John Street, a copy of which is attached hereto and made a part hereof by reference. _______________________________________ David J. Kaptain, Mayor Presented: February 11, 2015 Adopted: Vote: Yeas Nays Recorded: Attest:

_________________________ Kimberly A. Dewis, City Clerk

Resolution No. 15-21 RESOLUTION ACCEPTING A PLAT OF DEDICATION FOR A PUBLIC RIGHT-OF-WAY AND GRANT OF EASEMENT (2601 Mason Road) BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that it hereby accepts a certain plat of dedication for a public right-of-way and grant of easement prepared by Manhard Consulting Ltd., an Illinois land surveyor, and dated September 11, 2014, last revised September 17, 2014, for the property legally described as follows: A PART OF THE NORTHEAST QUARTER OF THE NORTHWEST QUARTER AND THE NORTHWEST QUARTER OF THE NORTHWEST QUARTER (EXCEPT THE NORTH 10.50 CHAINS) OF SECTION 31, TOWNSHIP 42 NORTH, RANGE 8 EAST OF THE THIRD PRINCIPAL MERIDIAN, MORE PARTICULARLY DESCRIBED AS FOLLOWS: BEGINNING AT THE NORTHEAST CORNER OF THE NORTHWEST QUARTER OF SAID SECTION 31; THENCE SOUTH 00 DEGREES 36 MINUTES 14 SECONDS WEST ALONG THE EAST LINE OF SAID NORTHWEST QUARTER, A DISTANCE OF 40.01 FEET TO A LINE DRAWN PARALLEL WITH AND 40.00 FEET SOUTH OF THE NORTH LINE OF SAID NORTHWEST QUARTER; THENCE SOUTH 89 DEGREES 39 MINUTES 17 SECONDS WEST ALONG SAID PARALLEL LINE, A DISTANCE OF 1260.80 FEET TO A LINE DRAWN PARALLEL WITH AND 60.00' EAST OF THE EAST LINE OF THE BESAL SUBDIVISION ACCORDING TO THE PLAT THEREOF RECORDED OCTOBER 7, 1996 AS DOCUMENT 96K071800; THENCE SOUTH 00 DEGREES 37 MINUTES 42 SECONDS WEST ALONG SAID PARALLEL LINE, A DISTANCE OF 654.11 FEET TO A TANGENT CURVE; THENCE SOUTH ALONG SAID TANGENT CURVE CONCAVE TO THE NORTHWEST HAVING A RADIUS OF 510.00 FEET SUBTENDING A CHORD BEARING SOUTH 05 DEGREES 22 MINUTES 48 SECONDS WEST, AN ARC DISTANCE OF 84.59 FEET TO A TANGENT LINE; THENCE SOUTH 10 DEGREES 07 MINUTES 54 SECONDS WEST ALONG SAID TANGENT LINE, A DISTANCE OF 72.37 FEET TO A TANGENT CURVE; THENCE SOUTH ALONG SAID TANGENT CURVE CONCAVE TO THE SOUTHEAST HAVING A RADIUS OF 390.00 FEET SUBTENDING A CHORD BEARING SOUTH 04 DEGREES 59 MINUTES 11 SECONDS WEST, AN ARC DISTANCE OF 70.05 FEET TO A TANGENT LINE; THENCE SOUTH 00 DEGREES 09 MINUTES 32 SECONDS EAST ALONG SAID TANGENT LINE, A DISTANCE OF 412.14 FEET TO THE SOUTH LINE OF THE NORTH HALF OF THE NORTHWEST QUARTER, ALSO BEING THE NORTH LINE OF RANDALL CROSSING BUSINESS PARK SUBDIVISION ACCORDING TO THE PLAT THEREOF RECORDED FEBRUARY 25, 2005 AS DOCUMENT 2005K022055 AND

ALSO BEING THE NORTHEAST CORNER OF ALFT LANE AS DEDICATED BY DOCUMENT 2005K022055; THENCE SOUTH 89 DEGREES 49 MINUTES 14 SECONDS WEST ALONG SAID NORTH LINE, A DISTANCE OF 60.00 FEET TO THE NORTHWEST CORNER OF SAID ALFT LANE; THENCE NORTH 00 DEGREES 09 MINUTES 32 SECONDS WEST, A DISTANCE OF 412.17 FEET TO A TANGENT CURVE; THENCE NORTH ALONG SAID TANGENT CURVE CONCAVE TO THE SOUTHEAST HAVING A RADIUS OF 450.00 FEET SUBTENDING A CHORD BEARING NORTH 04 DEGREES 59 MINUTES 11 SECONDS EAST, AN ARC DISTANCE OF 80.82 FEET TO A TANGENT LINE; THENCE NORTH 10 DEGREES 07 MINUTES 54 SECONDS EAST ALONG SAID TANGENT LINE, A DISTANCE OF 72.37 FEET TO A TANGENT CURVE; THENCE NORTH ALONG SAID TANGENT CURVE CONCAVE TO THE NORTHWEST HAVING A RADIUS OF 450.00 FEET SUBTENDING A CHORD BEARING NORTH 05 DEGREES 22 MINUTES 48 SECONDS EAST, AN ARC DISTANCE OF 74.64 FEET TO THE SOUTHEAST CORNER OF SAID BESAL SUBDIVISION; THENCE NORTH 00 DEGREES 37 MINUTES 42 SECONDS EAST ALONG THE EAST LINE OF SAID BESAL SUBDIVISION, A DISTANCE OF 693.10 FEET TO THE NORTH LINE OF SAID NORTHWEST QUARTER; THENCE NORTH 89 DEGREES 39 MINUTES 17 SECONDS EAST ALONG SAID NORTH LINE, A DISTANCE OF 1320.79 FEET TO THE POINT OF BEGINNING, IN THE TOWNSHIP OF DUNDEE, IN KANE COUNTY, ILLINOIS. BE IT FURTHER RESOLVED that the City Clerk be and is hereby authorized and directed to cause said plat of dedication to be filed with the Recorder of Deeds of Kane County, Illinois. __________________________________ David J. Kaptain, Mayor Presented: February 11, 2015 Adopted: Vote: Yeas Nays: Recorded: Attest: __________________________ Kimberly A. Dewis, City Clerk

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Resolution No. 15-22 RESOLUTION APPOINTING MEMBERS TO VARIOUS BOARDS AND COMMISSIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Molly Miceli be and is hereby appointed as a member of the Cultural Arts Commission for a term that expires on November 1, 2017. BE IT FURTHER RESOLVED that Winifred Cooper be and is hereby appointed as a member of the Human Relations Commission for a term to expire May 1, 2015. __________________________________ David J. Kaptain, Mayor Presented: February 11, 2015 Adopted: Vote: Yeas Nays: Recorded: Attest: __________________________ Kimberly A. Dewis, City Clerk

Ordinance No. G3-15 AN ORDINANCE RECLASSIFYING TERRITORY IN THE CI COMMERCIAL INDUSTRIAL DISTRICT TO PAB PLANNED AREA BUSINESS DISTRICT (909 East Chicago Street) WHEREAS, written application has been made to reclassify certain property located at 909 East Chicago Street from CI Commercial Industrial District to PAB Planned Area Business District; and WHEREAS, after due notice in the manner provided by law the Planning & Zoning Commission conducted a public hearing concerning said application and has submitted its written findings and recommendations; and WHEREAS, the City Council of the City of Elgin concurs with the Findings and Recommendation of the Planning & Zoning Commission. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS: Section 1. That the City Council of the City of Elgin hereby adopts the Findings of Fact, dated January 5, 2015, made by the Planning & Zoning Commission, a copy of which is attached hereto and made a part hereof by reference as Exhibit A. Section 2. That Chapter 19.08, Section 19.08.020 entitled “Zoning District Map” of the Elgin Municipal Code, as amended, be and the same is hereby further amended by adding thereto the following paragraph: The boundaries hereinafter laid out in the ‘Zoning District Map’, as amended, be and are hereby altered by including in the PAB Planned Area Business District the following described property: That part of the South Half of Section 18, Township 41 North, Range 9 East of the Third Principal Meridian described as follows: Commencing at the Southeast corner of the Southwest Quarter of Section 18; thence West along the South line of said Section 18, a distance of 638.0 feet to the Southeast corner of a 14 acre tract or lot sold by Grote and Church to Jay Legge; thence North 7 degrees 55 minutes East a distance of 516 feet; thence North 82 degrees 05 minutes 00 seconds West a distance of 520.7 feet to the Westerly line of Lot 9 of the County Clerks Subdivision of un-subdivided lots in Section 18, Township 41 North, Range 9 East of the Third Principal Meridian; thence North 7 degrees 55 minutes 00 seconds East, along said Westerly line, a distance of 415.70 feet to a point on a line that is 500.00 feet Southerly of (measured at right angles thereto) and parallel with the centerline of State Route 19 to the Point of beginning ; thence continuing Northerly along said Westerly line of Lot 9, a distance of 486.8 feet (483.48

feet measure) to the Southerly line of State Route 19; thence Northwesterly along said Southerly line of State Route 19, a distance of 286.8 feet; thence Southerly at right angles to the last described course, a distance of 467.0 feet to a point on a line that is 500 feet Southerly of (measured at right angles thereto) and parallel with the centerline of State Route 19; thence Southeasterly along said Parallel line, a distance of 411.96 feet more or less to the Point of Beginning, in Cook County, Illinois (commonly known as 909 East Chicago Street). Section 3. That the City Council of the City of Elgin hereby grants the rezoning from CI Commercial Industrial District to PAB Planned Area Business District at 909 East Chicago Street which shall be designed, developed, and operated subject to the following provisions: A.

Purpose and Intent. The purpose of the PAB planned area business district is to provide commodities and services to several neighborhoods, and in some instances to a communitywide or regional supporting population, subject to the provisions of chapter 19.60 of the zoning ordinance. A PAB zoning district is most similar to, but departs from the standard requirements of the AB zoning district.

B.

Supplementary Regulations. Any word or phrase contained herein, followed by the symbol “[SR]”, shall be subject to the definitions and the additional interpretive requirements provided in Chapter 19.90, Supplementary Regulations, of the Elgin Municipal Code, as amended. The exclusion of such symbol shall not exempt such word or phrase from the applicable supplementary regulation.

C.

General Provisions. In this PAB District, the use and development of land and structures shall be subject to the provisions of Chapter 19.05, General Provisions, of the Elgin Municipal Code, as may be amended from time to time.

D.

Zoning Districts - Generally. In this PAB Planned Area Business District, the use and development of land and structures shall be subject to the provisions of Chapter 19.07, Zoning Districts, as may be amended from time to time.

E.

Location and Size of District. PAB Planned Area Business Districts should be located in substantial conformance to the official comprehensive plan. The amount of land necessary to constitute a separate PAB District exclusive of rights of way, but including adjoining land or land directly opposite a right of way shall not be less than two acres, unless such land is located between any nonresidential zoning district, and any residence district or an residence conservation district, which all have frontage on the same block. No departure from the required minimum size of a planned district shall be granted by the City Council.

F.

Land Use. In this PAB Planned Area Business District, the use and development of land and structures shall be subject to the provisions of Chapter 19.10, Land -2-

Use, of the Elgin Municipal Code, as amended. The following land uses shall be the only permitted uses allowed within this PAB zoning district. “Sale of new automobiles (defined to include passenger vehicles, sport utility vehicles, vans and pickups) and accessory uses customarily accessory to such new automobile retail sales, including without limitation: the sale of used automobiles; the sale of automobile parts and tires; the performance of automobile service, repairs and maintenance; the operation of a car wash for dealership and customer vehicles; in-house financial services pertaining to automobile sales.” G.

Site Design. In this PAB Planned General District, the use and development of land and structures shall be subject to the provisions of Section 19.12, Site Design, of the Elgin Municipal Code, as amended. The development of land and structures shall be in substantial conformance with the following: 1.

Substantial conformance to the Application and supporting documents submitted by Charles M. Weck, including the following exhibits: a. Consent and Disclosure statement submitted by Charles M. Weck, Member of the 909 East Chicago LLC, dated October 20, 2014. b. Statement of Purpose and Conformance prepared by Charles M. Weck, dated October 20, 2014. c. Plat of Survey prepared by Gremley & Biedermann, PLCS Corporation, dated September 19, 2014. d. Development exhibits entitled “Napleton’s Elgin KIA, 909 E. Chicago Street, Elgin, IL,” and comprising of the following drawings: i. Existing/Demolition Site Plan and New Site Plan (Sheet A-2); Existing/Demolition Exterior Elevations, Existing/Demolition Mezzanine Floor Plan and Notes and Details (Sheet A-4); First Floor Plan and Notes (A-6); Exterior Elevations, Mezzanine Plan, Notes and Details (Sheet A-7), prepared by Sher Bergstrom Architects Inc., last revised date October 21, 2014. ii. Landscape Plan for Napleton Elgin KIA, prepared by Prairie Path Group, dated November 6, 2014. iii. Exterior Rendering – prepared by Interbrand Design Forum, dated May 2014. iv. Proposed Graphics – prepared by Pattison Sign Group, Inc., last revised date September 23, 2014. In the event of any conflict between the foregoing documents and this ordinance or any other applicable city ordinances, this ordinance or other applicable city ordinances shall supersede and control.

2.

Compliance with all other applicable codes and ordinances. -3-

H.

Off Street Parking. In this PAB Planned Area Business District, off street parking shall be subject to the provisions of Chapter 19.45, Off Street Parking, of the Elgin Municipal Code, as may be amended except as specified within this ordinance.

I.

Off Street Loading. In this PAB Planned Area Business District, off street loading shall be subject to the provisions of Chapter 19.47, Off Street Loading, as may be amended from time to time.

J.

Signs. In this PAB Planned Area Business District, signs shall be subject to the provisions of 19.50, Signs, as may be amended from time to time except as provided for within Ordinance G22-09 entitled “An Ordinance Establishing Special Regulations for Street Graphics for the Route 19/East Chicago Street Area of Special Character” and additionally stipulated as follows: 1.

The Building shall be allowed the installation of wall graphics in substantial conformance to the Development Exhibits specified within Section 3.G. of this ordinance.

2.

Replacement of said existing free-standing graphics will require full compliance with the requirements of Ordinance G22-09 entitled “An Ordinance Establishing Special Regulations for Street Graphics for the Route 19/East Chicago Street Area of Special Character.”

K.

Planned Developments. In this PAB Planned Area Business District, the use and development of the land and structures shall be subject to the provisions of Chapter 19.60, Planned Developments, as may be amended from time to time. A conditional use for a planned development may be requested by the property owner without requiring an amendment to this PAB zoning district.

L.

Conditional Uses. In this PAB Planned Area Business District, application for conditional uses shall be subject to the provisions of Chapter 19.65, Conditional Uses, as may be amended from time to time. A conditional use may be requested by the property owner without requiring an amendment to this PAB zoning district.

M.

Variations. In this PAB Planned Area Business District, application for variation shall be subject to the provisions of Chapter 19.70, Variations, as may be amended from time to time. A variation may be requested by the property owner without requiring an amendment to this PAB zoning district.

N.

Appeals. Any requirement, determination, or interpretation associated with the administration and enforcement of the provisions of this ordinance may be

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appealed subject to the provisions of Chapter 19.75, Appeals, as may be amended from time to time. Section 4. That this ordinance shall be in full force and effect immediately after its passage in the manner provided by law. _________________________________ David J. Kaptain, Mayor

Presented: February 11, 2015 Passed: Vote: Yeas Nays: Recorded: Published: Attest: _____________________________ Kimberly A. Dewis, City Clerk

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Ordinance No. G4-15 AN ORDINANCE AMENDING CHAPTER 2.30 OF THE ELGIN MUNICIPAL CODE, 1976, AS AMENDED, ENTITLED “RESIDENTIAL REHABILITATION PROGRAM” BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS: Section 1. That Chapter 2.30 of the Elgin Municipal Code, 1976, as amended, entitled “Residential Rehabilitation Program” be and is hereby amended in its entirety to read as follows: “Chapter 2.30 RESIDENTIAL REHABILITATION PROGRAM 2.30.010: TITLE: 2.30.020: DEFINITIONS: 2.30.030: ADMINISTRATION: 2.30.040: ESTABLISHMENT: 2.30.050: OWNER OCCUPIED, SINGLE-FAMILY DWELLING REHABILITATION GRANT PROGRAM: 2.30.060: HANDICAP ACCESSIBILITY PROGRAM: 2.30.070: EMERGENCY REPAIR PROGRAM: 2.30.080: GRANTS; GENERAL: 2.30.010: TITLE: This chapter shall be entitled the RESIDENTIAL REHABILITATION PROGRAM. Any reference to the residential rehabilitation program shall be construed to refer to this chapter and any amendments. 2.30.020: DEFINITIONS: DWELLING: A building, or portion thereof, used exclusively for human habitation. DWELLING UNIT: One or more rooms containing individualized cooking, sleeping and sanitary facilities which is designed, occupied or intended for use by one household for human habitation. HUD: The United States Department of Housing and Urban Development. LAWFUL SINGLE-FAMILY DWELLING OR RENTAL RESIDENTIAL PROPERTY: A singlefamily dwelling or rental residential property lawfully established under this code. MOBILE HOME: A factory assembled structure designed for permanent habitation and so constructed as to permit its transport on wheels, temporarily or permanently attached to its frame, from the place of its construction to the location, or subsequent locations, and placement on a temporary foundation, at which it is intended to be a permanent habitation, and situated so as to permit the occupancy thereof as a dwelling unit for one or more persons.

MOBILITY LIMITED DISABLED INDIVIDUAL: Any person who is challenged by a physical handicap that requires special fixtures or structural modifications, or some combination thereof, in order to move independently in or about a residential structure. OWNER OCCUPIED: A single-family dwelling occupied as the permanent bona fide residence or domicile by the record title holder of the real property on which the single-family dwelling or rental residential property is located. PROPERTY MAINTENANCE CODE: The city of Elgin property maintenance code, as amended. RESIDENTIAL REHABILITATION PROGRAM ELIGIBILITY GUIDELINES: Annually revised Section 8 income guidelines used to determine eligibility in the residential rehabilitation program. SECTION 8: Section 8 of the United States housing act of 1937, as amended. SECTION 8 INCOME GUIDELINES: The household income limits for participation in housing assistance programs authorized by or consistent with the United States housing act of 1937, as amended. SINGLE-FAMILY DWELLING: A building with one dwelling unit. For the purposes of this chapter, a mobile home shall constitute a single-family dwelling. 2.30.030: ADMINISTRATION: The administration of the provisions of this chapter is hereby assigned to the community development director or his or her designee. Applications hereunder shall be made to the community development department which shall have the authority and responsibility for carrying out the provisions of this chapter including preparation and periodic revision of the residential rehabilitation program eligibility guidelines and rules and procedures not otherwise established by this chapter and not in conflict with the provisions of this chapter that are deemed necessary for administration of the residential rehabilitation grant program as defined in the City of Elgin Community Development Block Grant Policies and Procedures Manual. 2.30.040: ESTABLISHMENT: The following residential rehabilitation program is hereby established for the city: A. Owner occupied, single-family dwelling rehabilitation program. B. Emergency repair program. C. Handicap accessibility program. D. Lead based paint control/abatement program.

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Funding for the established programs may be allocated until the funds budgeted for such use are exhausted. 2.30.050: OWNER OCCUPIED, SINGLE-FAMILY DWELLING REHABILITATION GRANT PROGRAM: A. Eligible Rehabilitation: Exterior repair or rehabilitation of owner occupied, lawful singlefamily dwellings. Eligible assistance shall be limited to the actual costs incurred in meeting the requirements of the property maintenance code. B. Applicant Qualifications: Eligible applicants shall include any person who meets all of the following qualifications: 1. Owns and occupies a lawful single-family dwelling located within the corporate limits of the city and outside of a “Special Management Area” as defined in the Kane County stormwater management ordinance as adopted by the City of Elgin including a floodplain, regulatory floodplain, wetland, wetland mitigation area, or other like area. 2. Is at least eighteen (18) years of age. 3. Is a member of a household meeting the current Section 8 guidelines established by HUD. C. Grants: The amount of any grant shall be determined by the community development director or his or her designee in accordance with the following residential rehabilitation program eligibility guidelines. Applicants with household incomes meeting the Section 8 extremely low income, very low and low income guidelines may qualify for a one hundred percent (100%) grant not to exceed fifteen thousand dollars ($15,000.00). An additional grant in the amount not to exceed ten thousand dollars ($10,000) for a total grant amount not to exceed twenty-five thousand dollars ($25,000) may be provided for the removal or mitigation of lead based paint hazards on the interior of the residential structure in accordance with the U.S. Department of Housing and Urban Development’s (HUD) Lead Safe Housing Rule 24 CFR 35 entitled “Lead-Based Paint Poisoning Prevention in Certain Residential Structures.” In the event the total cost of the rehabilitation project exceeds fifteen thousand dollars ($15,000), the rehabilitation project shall not be eligible for a grant under this chapter. In addition, in the event the total cost of the removal or mitigation of lead-based paint hazards on the interior and/or exterior of the residential structure exceeds ten thousand dollars ($10,000), the rehabilitation project shall not be eligible for a grant under this chapter. In no event shall the amount of the grant under this chapter exceed twenty-five thousand dollars ($25,000). D. Conditions: Agreement Required: Program participation shall require the execution of an agreement between the owner and the city. The community development director, or his or

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her designee, is authorized to execute the agreement on behalf of the city. The agreement shall include, but is not limited to, the following requirements for the owner: 1. The owner shall allow a city selected and approved contractor to complete exterior repair or rehabilitation of the owner occupied, lawful single-family dwelling designated within the agreement in compliance with the property maintenance code within a six (6) month period from the date of the execution of the agreement. 2. The owner shall retain ownership of and continue to occupy such rehabilitated owner occupied, lawful single-family dwelling for a period not less than twelve (12) months following the rehabilitation completion date as determined by the community development director or his or her designee. Should the owner relinquish his or her ownership interest during the twelve (12) month period, the grant shall be repaid by the owner in full. 3. An owner who owns a property built prior to January 1, 1978, is subject to HUD’s Lead Safe Housing Rule, 24 CFR 35 and the City’s lead hazard reduction policies as defined in the City of Elgin Community Development Block Grant Policies and Procedures Manual. The owner shall agree to the following to assist the city in complying with its lead hazard reduction policies: a. The owner shall allow an initial lead-based paint hazard inspection to be conducted by a city-appointed inspector on the interior and exterior of the dwelling and where applicable, on the interior and exterior common areas of the property which may include but not be limited to the garage, fences and bare soil. b. The owner shall agree to the mitigation or removal of any lead-based paint hazards identified by the initial inspection on the interior and exterior of the dwelling and as identified, on the interior and exterior common areas of the property which may include but not be limited to the garage, fences and bare soil. Any such mitigation or removal or any lead-based paint hazards will be completed by the city's selected contractor at no cost to the owner through an additional grant providing for such mitigation or removal pursuant to the provisions of section 2.30.050.C. c. During the time period of the initial inspection and during the course of the project, the owner may be required to temporarily relocate from the property. The costs associated with the temporary relocation of the owner shall be at no cost to the owner, such temporary relocation costs to be paid from the grant funds for the project pursuant to the provisions of section 2.30.050.C. d. Regardless of participation in the program, the owner of a pre-1978 building shall be required to disclose all the findings of the initial lead-based paint hazard inspection and where applicable, risk assessment, and lead clearance reports upon sale of the property, in accordance with HUD’s Lead Safe Housing Rule, 24 CFR 35, Subpart-A entitled “Disclosure of Known Lead-Based Paint and/or Lead-Based Paint Hazards Upon Sale or Lease of Residential Property.”

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4. The owner shall allow periodic inspections of the property by the city to monitor the progress of the work including, but not limited to, a final inspection. Upon completion of the work, the owner shall allow a final lead-based paint hazard inspection to be conducted by a city-appointed inspector on the interior and exterior of the dwelling to determine the extent of lead hazard mitigation or removal and allow the preparation of a lead clearance report. 5. To the greatest extent possible considering the maximum amount of funding available to an individual owner within this Section 2.30.050.C, program participation and exterior rehabilitation activities shall either result in full compliance, or demonstrate working towards full compliance, with the property maintenance code as it applies to the exterior of the single-family dwelling. The maximum amount of funding available to an individual owner within Section 2.30.050, or an expectation of participation in this program in future years, shall not stay enforcement of property maintenance code violations. 2.30.060: HANDICAP ACCESSIBILITY PROGRAM: A. Eligible Accessibility Work: Grants shall be awarded for structural modifications to owner occupied, lawful single-family dwellings for the purchase and installation of handicap accessibility fixtures for dwelling units occupied by households having one or more mobility limited disabled individuals. Eligible assistance shall be limited to the actual costs incurred in completing the designated accessibility work. B. Applicant Qualifications: Eligible applicants shall include any person who meets the following qualifications: 1. Owns and occupies a lawful single-family dwelling residential property located within the corporate limits of the city and outside of a “Special Management Area” as defined in the Kane County stormwater management ordinance as adopted by the City of Elgin including a floodplain, regulatory floodplain, wetland, or wetland mitigation area or other like area. 2. Is at least eighteen (18) years of age. 3. Is a member of a household meeting the current Section 8 guidelines established by HUD. 4. Owns a lawful single-family dwelling residential property requiring structural building modifications or the installation of handicap accessibility fixtures to serve the accessibility needs of an occupant within the eligible household. C. Grants: Owners with household incomes at or below the Section 8 low income guidelines may qualify for a one hundred percent (100%) grant not to exceed five thousand dollars ($5,000.00), plus a one hundred percent (100%) grant toward lead-based paint control and abatement activities not to exceed two thousand five hundred dollars ($2,500.00).

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D. Conditions: Agreement Required: Program participation shall require the execution of an agreement between the property owner and the city. The community development director, or his or her designee, is authorized to execute the agreement on behalf of the city. The agreement shall include, but shall not be limited to the following requirements for the owner: 1. The owner shall demonstrate the mobility limiting disability of a member of one or more occupant households which require the accessibility improvements. 2. The owner shall allow periodic inspections by the city to monitor the progress of the work including, but not limited to, a final inspection. In the event a grant toward leadbased paint control and abatement activities is awarded to the owner, the owner shall allow a final lead-based paint hazard inspection to be conducted by a city-appointed inspector to determine the extent of lead hazard mitigation or removal and allow the preparation of a lead clearance report. 3. The owner shall allow a city selected and approved contractor to complete the accessibility improvements to the single-family dwelling in the agreement within a six (6) month period following the date of the execution of the agreement. 2.30.070: EMERGENCY REPAIR PROGRAM: A. Eligible Repair Work: Grants for the emergency repair of water service lines, sanitary sewer laterals, furnaces, electrical systems and water heaters serving owner occupied, lawful single-family dwellings. Grants for the repair of water service lines shall be limited to the repair of those portions of the water service line extending from the water shut off valve located in the public right of way servicing the single-family dwelling to the terminus of the water service line at the single-family dwelling. Grants for the repair of sanitary sewer laterals shall be limited to the portion of the sewer extending from the single-family dwelling to the wye at the sanitary sewer main. For the purposes of this section, the term "emergency" shall mean an unforeseen combination of circumstances that calls for immediate action; a sudden unexpected happening; an unforeseen occurrence or condition; a sudden or unexpected occasion for action; or a pressing necessity. Grants for the routine repair or periodic maintenance of water and sewer service lines, furnaces, electrical systems and water heaters are expressly precluded from grant eligibility. Eligible assistance shall be limited to the actual costs incurred in performing the designated emergency repairs. B. Applicant Qualifications: Eligible applicants shall include any person who meets the following qualifications:

1. Owns and occupies a lawful single-family dwelling located within the corporate limits of the city and outside of a “Special Management Area” as defined in the Kane County stormwater management ordinance as adopted by the City of Elgin including a floodplain, regulatory floodplain, wetland, or wetland mitigation area or other like area.

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2. Is at least eighteen (18) years of age. 3. Is a member of a household meeting the current Section 8 guidelines established by HUD. 4. Requires the repair of a water service line, sewer service line, furnace, water heater or electrical system serving a lawful single-family dwelling located within the corporate limits of the city. C. Grants: Eligible applicants may apply for a one time, one hundred percent (100%) grant, not to exceed three thousand dollars ($3,000.00) to complete the necessary repairs. D. Conditions; Agreement Required: Program participation shall require the execution of an agreement between the applicant and the city. The community development director, or his or her designee, is authorized to execute the agreement on behalf of the city. The agreement shall include, but is not limited to, the following requirements for the applicant: 1. When applicable, the applicant shall: a. Demonstrate to the water director, or the water director's designee, that the water service line serving the owner occupied, lawful single-family dwelling requires emergency repair. b. Demonstrate to the public works director, or the public works director's designee that the sanitary sewer lateral serving the owner occupied, lawful single-family dwelling requires emergency repair. c. Demonstrate to the community development director, or the community development director’s designee, that the furnaces, electrical systems and water heaters serving the owner occupied, lawful single-family dwelling require emergency repair. 2. The water director or public works director, when applicable, shall provide the community development director with his or her findings regarding the applicant's proposed emergency repairs prior to the community development director's execution of the agreement. 3. The applicant shall complete the repairs designated within the agreement within a sixty (60) day period following the date of the execution of the agreement.

4. The applicant shall retain ownership of the single-family dwelling for a period of six (6) months following the completion date of the improvements, as determined by the community development director or his or her designee. 2.30.080: GRANTS; GENERAL:

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A. Evaluations Required: The community development director, or his or her designee, shall evaluate or cause to be evaluated all single-family dwelling properties for which a grant or loan is sought pursuant to the terms of this chapter to determine whether they are lawful, to confirm compliance with the property maintenance code, and to determine the extent of leadbased paint hazards on the exterior and interior of the property. Such evaluation shall be made prior to the execution of any agreement for a grant. A second evaluation to confirm compliance with the property maintenance code and to determine the extent of lead hazard mitigation or removal shall be made following completion of work and prior to the payment of any grant. B. Applications and Guidelines: The community development director, or his or her designee, is hereby authorized and directed to prepare and distribute the appropriate forms and guidelines for the implementation of this chapter. C. Limitations: Grants or loans authorized under this chapter shall be limited to the reimbursement of actual expenses incurred for eligible repairs, shall be payable only upon satisfactory completion of the designated repairs and shall be limited to the amount approved at the time of execution of the rehabilitation grant agreement. No grants shall be approved for any un-authorized rehabilitation, repair, reconstruction, lead-based paint hazard removal or accessibility improvement activities initiated or completed prior to the execution of the rehabilitation grant agreement. No grant payments in the form of advance payments or prepayments shall be authorized. The community development director, or his or her designee, shall make direct payments only to the contractor(s) selected and approved to perform the work on the eligible repairs and only upon the satisfactory completion of the designated repairs. D. Extension of Contract: The community development director, or his or her designee, may grant a onetime extension to a rehabilitation grant agreement authorized under this chapter not exceeding six (6) months when there are circumstances, difficulties, or hardships that make unreasonable the time for compliance specified by the rehabilitation grant agreement. For the consideration of time extensions, personal circumstances peculiar to the property owner or contractor (s) selected and approved to perform the work may constitute such circumstances within the meaning of this subsection as related to material shortages, labor strikes, or seasonal limitations preventing the completion of the work contemplated in the rehabilitation grant agreement. E. Failure to Perform: Failure to perform the obligations of the rehabilitation grant agreement shall subject the owner to repayment of any grant monies received. F. Penalty For Misrepresentation Or Failure To Comply With Conditions: Any person who willfully makes any false statement or misrepresentation in obtaining a loan or grant under the provisions of this chapter, or willfully fails to comply with the applicable conditions affecting that person's grant or loan shall be subject to a fine of not less than one hundred dollars ($100.00) nor more than five hundred dollars ($500.00), shall be required to reimburse the city for the amount of the grant, plus the city's costs in administering that grant, and shall forfeit the right to any future participation in any program authorized under

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the residential rehabilitation program ordinance.” Section 2. That all ordinances or parts of ordinances in conflict with the provisions of this ordinance be and are hereby repealed. Section 3. That this ordinance shall be in full force and effect ten days after its passage and publication in the manner provided by law. _________________________________ David J. Kaptain, Mayor

Presented: February 11, 2015 Passed: Vote: Yeas Nays: Recorded: Published: Attest: _____________________________ Kimberly A. Dewis, City Clerk

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1011

ELGIN

MEETING MINUTES

BICYCLE & PEDESTRIAN ADVISORY COMMITTEE

Bicycle & Pedestrian Advisory Committee Meeting Minutes December 2, 2014

6: 00 p. m. The Centre —West Conference Room Present:

Karen Erickson, Tom Armstrong, Wayne Heinmiller, Chris Manheim, Jerry Turnquist

Staff:

Dave Waden ( Planning /Parks & Recreation), Ron Rudd ( Engineering)

Absent:

Darin Anderson, Scott Magee, Roberto Soberano ( Police Department)

Call to Order: Chair Erickson called the meeting to order at 6: 05 p. m.

Approval of Minutes: Manheim made a motion to approve the minutes of the November 4`h regular meeting. Heinmiller seconded the motion, which passed unanimously. Citizen' s Forum: None.

Bicycle Route 1 & 4: Construction has been completed on Route 1. Rudd reported on some issues

concerning duplication of signage. Issues getting under US Route 20 and past the railroads remain a significant hurdle for the project. The inability, to date, to connect the bikeway to the National Street METRA Station may make the project ineligible for continued CMAQ funding.

Bicycle Friendly Community Application: Elgin has been placed on the honorable mention list of communities. One criticism was the lack of bicycle accommodations along arterial streets, many of

which are county and state controlled. Adopting a Complete Streets policy and guidelines will be an important step to take prior to the next application. Ed Barsotti from LIB has been invited to attend the February meeting can provide guidance to move forward with our efforts. Detour Routes / Protocol for Special Events: Anderson had volunteered to draft correspondence to the

City, including recommendations to amend the special events application and to list other actions to mitigate conflicts between cyclists and special events on public property.

Duckworth and Kane County Correspondence: The committee discussed drafts of two letters Heinmiller had written. One addressing concerns regarding the proposed Bike Route 4 and the other addressing

concerns regarding the Fox River Trail. Waden will forward the letters to City staff for review and further action.

Walnut /South / Lillian Corridor Pedestrian Accommodations: The committee continued discussions

regarding the lack of traffic control for vehicles travelling the Walnut /South /Lillian corridor and the impact of that traffic on the quality of life for area residents and businesses. It is difficult for adjoining residents to exit their driveways and for traffic (motoring, bicycle and pedestrians) to cross the corridor with the unrestricted traffic flow. The committee discussed various steps to start a dialogue to address these issues.

Shady Oaks /Summit Intersection: Residents from Cobblers Crossing Subdivision approached the City Council with concerns regarding recent accidents at the intersection. There has been no update to follow -up action. New Business:

The committee reviewed a schedule of events for National Bike Month in May. Heinmiller and

Armstrong will coordinate with the Parks and Recreation Department to get the events listed in the Spring Parks and Recreation catalogue, along with a reserve the date notice for Bike.Walk. Move: Elgin Week in June.

The committee continued discussion of plans for Bike. Walk. Move: Elgin Week 2015. The committee

discussed adding a progressive dinner in downtown Elgin, which would involve three or four restaurants. The schedule needs to be finalized in March to be included in the summer Parks & Recreation catalogue.

Armstrong noted that a citizens advisory group has been meeting with [ DOT to discussing future improvements to US Route 20. A link to information regarding the study effort can be found at www. us20elginstudy. com .

Heinmiller reported that Hoffman Estates is making use of volunteers to patrol sections of their bikeway network.

Heinmiller reported that the new bridge on Bartlett Road crossing 1 - 90 is no open to traffic. The bridge includes bicycle and pedestrian accommodations.

Heinmiller reported that Cook County is hosting open houses to accept public input on their long range transit plan.

The detour route under the 1 - 90 Tollway Bridge construction has been completed and is open. The detour path is narrow and includes 90- degree turns. Cyclists on the Fox River Trail are asked to dismount and walk their bikes through the detour.

School District U -46 was the recipient of a Safe Routes to School grant.

The Elgin Area Convention and Visitors Bureau is developing a Fox River Trail map that will highlight destinations along and near the trail from South Elgin to Carpentersville.

Armstrong and Heinmiller will attend the Housing Authority of Elgin holiday event at The Centre, which features a bicycle giveaway. Last year, approximately 70 bicycles along with helmets and locks were distributed to attendees. The Elgin Police Department registered all of the new bikes.

Next Meeting: The next regular meeting of the BPAC is scheduled for Tuesday, January 6`" at 6: 00 p. m. in the West Conference Room of The Centre.

Adjournment: The meeting was adjourned at 7: 00 p. m. Respectfully submitted,

Tom Armstrong, Secretary Approved:

ELGIN

u

THE CITY IN THE SUBURBS°

Hemmens Cultural Center Advisory Task Force Meeting Minutes

Tuesday, January 6, 2015

A. Call to Order - the meeting was called to order at 6: 31 pm B. Roll Call:

Members Present: Charles Cassell, Charlene Goldman, Chris Johnson, Elisabeth

McCoy, Margarita Mendoza, Clare 011ayos, Erin Rehberg, Greg Cherry

Members Absent: David Bearden, Randall Green, Dee Dee Johnson, Marlene Shales, Sal Zamudio

Staff present: Butch Wilhelmi; Facilitator, Jim Galvin C. Approval of Minutes - The minutes were approved w /minor changes.

D. Editing the draft recommendation to the City:

Before discussion of the draft, Chair 011ayos asked for an update on the surveys.

Butch explained that they were loaded onto the website that afternoon. Member

Mendoza said that she would email the results of the surveys received by Reflejos. Chair 011ayos suggested that the new communications Director be invited to the next

meeting at which Judson will present their findings. Member Cassell requested that they receive written copies of the Judson study.

Chair 011ayos suggested that editing the draft at this time is putting the cart before the horse but that a start needs to be made.

Member Mendoza questioned the

proposed seating capacity in a second space and whether it could be adjusted to

make it feel more intimate. Member Cassell stated that a black box is a flexible space. Member Rehberg suggested that the black box needs to be more clearly explained. Chair 011ayos stated that The Hemmens is " right sized" for many of the groups.

Butch pointed out that the 1, 800 — 2,400 seating would only happen if the

new PAC is built. Member Mendoza stated that parking needs to be addressed and

it was mentioned that the Centre deck was designed to accommodate a 4th level. Chair 011ayos asked if the new Judson study was based on the 2013 Judson study

and Member Rehberg stated that the student did have the previous study but could

not speak to specifics. The size of the black box in the previous Judson Study 6,800 ft2) and its seating capacity was discussed with 400 suggested as a theatre

event capacity. Chair 011ayos pointed out that there may not be support for all of the

suggestions and that priorities need to be established which should include the audio

improvements.

included as a priority.

Member Johnson suggested that an orchestra shell be Member Cassell stated that if there isn' t support for the

second space that the need for it needs to be clear in the report. Chair 011ayos suggested that there needs to be a reference to use of the Art Showcase.

Jim asked whether the Strategic Priorities work. Member Rehberg said that she liked the fact that they are front & center to which there was concurrence. Member

Johnson recommended elaborating on the City in the Suburbs and how as a city we

draw people to us. Member Cherry said we should emphasize Elgin as a destination

for the arts. Member Rehberg recommended using language already created by the Council as much as possible.

Jim asked about the Current functions section of the draft.

Member Rehberg

suggested adding some of the users to the text as well as attaching a list. It was suggested that City events such as the upcoming MLK event be highlighted. Chair and 011ayos suggest that different language be used rather than " Home of ..."

maybe a different way of listing users. Butch suggested local, regional and national.

Member Rehberg stated that " Home of ..." suggest longevity. Member Cherry stated the need to focus on education and kids. Chair 011ayos recommended

showing success stories from CTE and others. Member Cherry suggested equating to sports: they need fields and courts; the arts need performance spaces and galleries. Member Johnson recommended adding volunteers and participants to the by the numbers section.

Chair 011ayos stated that ESFF &

EST should

be

mentioned in the Hemmens Presents section and First Friday Improv in the Co -Pro

section. Member Rehberg questions the mention of eliminated programs in the

It was suggested that the Hemmens Presents paragraph be rearranged. She also thought Cat' s Pajamas should be mentioned by name in the ExHall section. It was questioned where Mrs. IL fir in the " Performing Arts Rentals"

current functions.

and it was suggested that the heading be changed to " Performance Rentals."

Chair

011ayos said that City events need to be listed. Member Rehberg pointed out that under Community Rentals, groups do rent; not can rent.

Jim moved the discussion to current inadequacies. Member Mendoza reiterated the

need to include parking. It was questioned whether the parking was an issue now or if a 2nd space is created. Butch stated that it is often an issue now and will be Member Cherry suggested that challenges might be a better term than inadequacies to which there was Member Rehberg suggested that it be concurrence from the other members.

amplified with additional a performance space.

presented as a table with the challenges and suggested solutions. Chair 011ayos suggested it be broken down into categories such as FOH /BOH, Service, staff, etc.

Member Johnson suggested that the exterior is not unattractive but that the approaches need to be improved.

Member Mendoza mentioned the challenge of

community outreach and Member Rehberg pointed out that this was a Chair staffing011ayos issue.

Member Johnson recommended that staffing is " severely limited." questioned what the new Communications Director would be able to do for The Hemmens. Butch responded that this is something that will be determined as she settles into the role. Jim recapped that categories is a good idea and staffing should go to the top of the list. Member Cherry questioned whether technical staff or

administrative staff was needed to which Butch responded both. Member McCoy stated that marketed needed to go both ways to get renters in and information out and that staff is imperative for this. Jim confirmed that the Challenges section would

be broken down to Patron Service, FOH, BOH, Infrastructure and Exterior. Member Rehberg reiterated that more staff is required for any improvement. Jim asked the members if the Vision section was wanted and /or needed. Member

Cherry stated yes and the vision is a destination for the arts. Chair 011ayos stated

that the vision needs to be for the City in the Suburbs and should celebrate Elgin' s diversity.

Member McCoy added the need to show how the Task Force' s

recommendations support that. Chair 011ayos pointed out that Mayor Kaptain stated

that Elgin will always be a blue collar town but she added there are many kinds of collars.

Member Rehberg mentioned that this section may be something that is

vocalized rather than

read.

Member Cherry pointed out that the last paragraph

really sums it up. Jim wondered if it should be rearranged and the bullet points

pulled out. Chair 011ayos explained that the City Council in the go's supported the idea of an " Entertainment District" vs. a Cultural Arts Destination. Jim suggested

changing the title to " Vision for a City in the Suburbs" and making it narrative with some of the points written into it.

Member Johnson pointed out the need to

emphasize the arts as an economic engine. Chair 011ayos question the role of the

EACVB in supporting the arts and how they and the EAC could help secure corporate buy -in.

Jim turned the discussion to Recommended Improvements and stated that he would rearrange to align with the categories. Member Rehberg stated that the plan needed to be simple and Butch suggested that past studies that previously recommended similar improvements be referenced. states what is wanted be highlighted.

Chair 011ayos suggested that the text that

Member Cassell suggested that Next Steps should include " Preliminary Design

Phase" for a new facility. He explained that this would be the first of the five steps needed to complete the project and would include the hiring of designers and consultants to provide visual renderings and cost estimates. He also suggested that some members of the Task Force could transition to the design team to provide

continuity and that a public -private partnership would need to be pursued and should

include attendance at the 3P conference. Member Johnson asked what the five steps were. Member Cassell explained that they are the preliminary design phase, design development, construction documents, bidding and construction.

Jim

suggested listing the steps. Member Cherry said it should be kept concise Member Goldman suggested that it show income as well.

F. Closing Comments —Butch suggested that buy -in from DNA, EAC and EACVB would be beneficial.

G. Adjournment —The meeting was adjourned at 8: 35pm

Respectfully submitted

Butch Wilhelmi,

Cultural Center Director

Mayor

David J. Kaptain

Ill

City Council Richard Dunne

Terry Gavin

ELGIN

Rosamaria Martinez Tish S. Powell

THE CITY IN THE SUBURBS

John Prigge Carol Rauschenberger

Toby Shaw F. John Steffen

ParksParks andand RecreationRecreation AdvisoryAdvisory BoardBoard MeetingMeeting MinutesMinutes citycity ManagerManager

SeptemberSeptember 30,30, 20142014

SeanSean R.R. StegallStegall

6:6: 0000 p.p. m.m. BowesBowes CreekCreek CountryCountry ClubClub Porter'Porter' ss PubPub DiningDining RoomRoom 12501250 BowesBowes CreekCreek Boulevard,Boulevard, Elgin,Elgin, ILIL 6012460124

Absent:Absent:

TomTom Armstrong,Armstrong, EricEric Larson,Larson, CarlCarl Missele,Missele, KristenKristen RoweRowe AnthonyAnthony Armato,Armato, KarynKaryn Garcia,Garcia, EliseElise RichRich

Staff:Staff:

MariaMaria Cumpata,Cumpata, VerdelleVerdelle CornCorn

Present:Present:

I.

CaliCali toto Order:Order: TomTom ArmstrongArmstrong calledcalled thethe meetingmeeting toto orderorder atat 6:6: 0202 p.p. m.m.

II.II.

WelcomeWelcome toto NewNew BoardBoard MemberMember AnthonyAnthony Armato:Armato: AnthonyAnthony ArmatoArmato emailedemailed staffstaff thatthat hehe isis unableunable toto attendattend thethe meeting.meeting.

Iii.Iii.

MinutesMinutes ofof thethe JulyJuly 29,29, 20142014 meeting:meeting: CarlCarl MisseleMissele notednoted therethere isis oneone correction correction toto pagepage 22 ofof thethe JulyJuly minutes.minutes. UnderUnder VII.VII. Miscellaneous,Miscellaneous, itemitem a.a., , thethe motionmotion shouldshould statestate thatthat CarlCarl MisseleMissele abstainedabstained fromfrom thethe vote.vote. CarlCarl MisseleMissele motionedmotioned thethe boardboard acceptaccept thethe minutesminutes withwith thethe aboveabove correctioncorrection andand EricEric LarsonLarson seconded.seconded.

IV.IV.

CitizensCitizens ForumForum ( ( itemsitems notnot onon thethe agenda):agenda):

None.None.

V.V.

BowesBowes CreekCreek NeighborhoodNeighborhood ParkPark # # 22 Plan:Plan: TomTom ArmstrongArmstrong notednoted thethe displays,displays, AA andand B,B,

onon thethe westwest wallwall ofof thethe meetingmeeting roomroom showingshowing twotwo designdesign alternativesalternatives forfor thethe secondsecond parkpark inin BowesBowes Creek.Creek. HeHe notednoted thatthat atat somesome pointpoint therethere willwill bebe aa thirdthird parkpark inin anotheranother

phasephase ofof thethe development.development.

TonightTonight wewe areare considering considering twotwo designdesign alternativesalternatives forfor

neighborhoodneighborhood parkpark 2.2. TomTom openedopened thethe floorfloor toto residentsresidents inin attendance.attendance.

AfterAfter varyingvarying commentscomments oror questionsquestions fromfrom residents,residents, itit waswas determineddetermined thatthat mostmost preferredpreferred optionoption BB withwith aa moremore naturalnatural colorcolor schemescheme blendingblending withwith landscapelandscape andand naturalnatural surroundings.surroundings.

ResidentsResidents requestedrequested addingadding parkpark benchesbenches oror aa retainingretaining wallwall forfor seatingseating whilewhile childrenchildren play.play. TomTom notednoted thatthat therethere areare twotwo additionaladditional benches benches andand aa tabletable outsideoutside thethe gazebogazebo / / shelter.shelter.

150150 DexterDexter Court,Court, Elgin,Elgin, ILIL 6012060120

847847 - - 931931 - - 61006100

www.www. cityofelgin.cityofelgin. orgorg

Last, Maria noted that residents can go to www.citvofelain. ora \bcpark2 survey to provide further input. VI.

Naming of Bowes Creek Neighborhood Park # 1: The park naming guidelines adopted

by the city were reviewed. Maria Cumpata asked if any of the board members would

take the lead to research the history of the park's area to see what historical naming options for the park could be recommended. Tom Armstrong will contact historian, Jerry Turnquist.

Residents suggested linking the naming of all three parks to golf, such as: Fairway Park, Ryder Park, and Tournament Park.

Several residents voiced concern over speeding vehicles and asked if a speed bump or

flashing sign " kids playing" be installed by each park site along with reduction in speed limit.

VII.

Other:

a. Update on Vending in Parks: Maria Cumpata reported that the City Council has not addressed mobile vending in the city. In the event city council adds vending in the

city ordinances, we should define an application process for potential vendors in

parks to vet the applicants, and define the criteria we use to make the decision on

which vendors are allowed to vend in a park.

b. Youth Scholarship Fundraisers: Maria reported that the Beer &

BBQ @ Bowes

fundraiser resulted in adding $15,336 in the Youth Scholarship Fund.

The Corporate Challenge fundraiser is the next fundraiser taking place on Friday, November 7. We are on pace to have more teams participating than ever and can

use additional help. Board members can let Randy know if they are interested in volunteering. The event starts at 6:00 p.m. in the Heritage Ballroom. Volunteers run scores to the banquet room, timing, judging, etc. c. VIII.

Miscellaneous: Nothing else was reported.

Adjournment: Carl Missele motioned to adjourn the meeting. Eric Larson seconded.

Motion carried unanimously. The meeting adjourned at 6: 47 p. m.

Respectfully su mitted

Verdeile Corn, Recording Secretary d: ~_

Appro7

4

/

Mayor David J. Kaptain

Al,

City Council Richard Dunne

Terry Gavin

ELGIN

Rosamaria Martinez Tish 5. Powell

THE CITY ( N THE SUBURBS-

John Prigge Carol Rauschenberger

Toby Shaw F. John Steffen

Parks and Recreation Advisory Board Meeting Minutes City Manager

November 18, 2014

Sean R. Stegall

6: 00 p. m. Parks and Recreation Department

Staff Conference Room, Administration Office, Second Level

The Centre of Elgin, 100 Symphony Way, Elgin, IL 60120 Present: Absent: Staff:

Tom Armstrong, Carl Missele, Kristen Rowe Anthony Armato, Karyn Garcia, Eric Larson Randy Reopelle, Maria Cumpata, Verdelle Corn

Call to Order: Tom Armstrong called the meeting to order at 6:01 p. m. Minutes of the September 30, 2014 meeting: The minutes of September 30rh' s meeting will be resubmitted to the board at the next meeting as this meeting did not have a quorum.

III.

Citizens Forum ( items not on the agenda): None.

IV.

BMX Track: Jackie Altizer provided a recap of 2014 operations. Jackie noted The Hill

has a strong group of volunteers and she will return to oversee the operation for 2015 for continuity.

An advisory council will be formed and is working on filing for Illinois non -profit status. Events scheduled for 2015 include the state championship - May 301h and the gold cup qualifier - August 23. The Hill is partnering with Rockford for the state championships hosting one day at each track.

The Hill does need some improvements including a fence to keep track safe and maintenance operations efficient; and water run to concessions. Without water, the

operation cannot obtain a food license.

Maria Cumpata recommended The Hill be part of the Youth Sports Grant process. Maria will send the guidelines to Jackie.

150 Dexter Court, Elgin, ! L 601.20

847- 931 -6100

www. cityofelgin. org

V.

Summer Aquatics Pool Report: Lords Family Aquatic Center hours were increased this

past season due to Wing Park Family Aquatic Center closure for renovation. The supervisor did not need to hire any new seasonal staff for the outdoor pool this year

due to the closure of Wing for renovations. In 2015 that will not be the case. The supervisor will need to hire new seasonal staff. VI.

Other:

a. 2015 meeting schedule: The schedule is set for 2015. There will be no meeting in December. The June and November meetings are scheduled one week early than the norm due to holidays.

b. Other: No news or other items were brought to the board' s attention.

VII.

Adjournment: The meeting adjourned at 6: 59 p. m.

Respect y `- " z--,._.

Verde Ile / /Corn, Recording Secretary Approved: . /

CITY OF ELGIN RETIREE IIEALTH INSURANCE TRUST FUND MINUTES

AUGUST 12, 2014

The City of Elgin Retiree health Insurance Trust Fund board meeting was called to order at 9: 10 a.m. by Gail Cohen in City Hall Conference Room One. The roll call was answered by Lori Grocke, Gail Cohen, Martin Gregory and Dennis Ahrens. Colleen Lavery is no longer with the City of Elgin. Approval of Minutes

Lori Grocke made a motion, seconded by Gail Cohen, to approve the minutes of May 12, 2014. The vote was unanimous.

Gail Cohen made a motion, seconded by Marty Gregory, to approve the special meeting minutes of May 13. The vote was unanimous. Reports Investment Reports

Mike Piotrowski from Marquette Associates was a guest at the meeting. He discussed the performance of the fund. Mike went over the allocations and reported that the trust is up 3. 6%

from earlier this year. The fund had a very strong second quarter. The fund is diversified but Mike believes we can diversify it more. Mike recommended option `B" in the handout he brought, of the five options listed. This option recommends reducing small -cap investments which seem to be over -valued and adding more floating bonds (Bank loans, & publicly traded mutual Raids). Gail Cohen inquired if this change will change the fees. Mike indicated it would not.

Lori Grocke made a motion, seconded by Marty Gregory, to follow the recommendation of Marquette. The vote was unanimous.

Lori Grocke discussed the funds currently at Fifth Third Bank. Lori & Mike will monitor the

funds to make sure they are staying within guidelines. PMA has one CD that will mature next December. Lori & Mike will discuss that CD when it matures.

Miscellaneous Items

Colleen Lavery left the City of Elgin in June, 2014. The hiring process had not started at the date of this meeting. The Board will be informed when a new CFO is hired.

Executive Session

No Executive Session was called.

There being no further business, a motion was made by Lori Grocki, seconded by Dennis Ahrens, to adjourn the meeting. The vote was unanimous. The meeting was adjourned at 9: 50 a.m.

Respectfully submitted,

Ric and Kozal

Acting CFO /Director

Date Approve

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