CITY COUNCIL COMMITTEE OF THE WHOLE MEETING JULY 26, 2017|6:00 PM CITY COUNCIL CHAMBERS Call to Order Roll Call Approval of Minutes of Previous Meetings – Committee of the Whole Meeting - July 12, 2017 Special Committee of the Whole Meeting – July 15, 2017 Special Presentations and Reports - None Initiatives and Other Items A. Consideration of 2017 Community Development Block Grant Annual Action Plan and 2016 Annual Action Plan Amendment (No cost to the City) Objective: Adopt a resolution approving the 2017 Annual Action Plan, amending the 2016 Annual Action, and authorizing execution of documents necessary to participate in the Community Development Block Grant program. B. Consideration of Bike Route 4 Reallocation of Funds (No cost to the City) Objective: Provide residents bicycle facilities connecting destinations within the city of Elgin and throughout the Fox Valley. C. Consideration of Intergovernmental Maintenance Facility Agreement with Hanover Township Road District (No cost to the City) Objective: Approve intergovernmental agreement with Hanover Township Road District to provide greater efficiencies in service delivery in snow plowing and salting by the city and the road district. D. Consideration of Streambank Stabilization Project Assistance Agreement with Garden Quarter Townhome Association ($43,125) Objective: Facilitate restoration in the Tyler Creek watershed to mitigate the streambank damage and prevent further erosion. COMMITTEE OF THE WHOLE AGENDA July 26, 2017 Announcements from Council Announcements from Staff Adjournment Executive Session E. Selection of a Person to Fill a Public Office, Including a Vacancy in a Public Office, When the Public Body is Given Power to Appoint Under Law or Ordinance, or the Discipline, Performance or Removal of the Occupant of a Public Office, When the Public Body is Given Power to Remove the Occupant Under Law or Ordinance - Exempt Under Section 120/2(c)(3) of the Open Meetings Act PLEASE NOTE: 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. STRATEGIC PLAN 2013-2017 ICON KEY Public Safety Financial Stewardship Neighborhoods Economic Development Downtown Education & Workforce Development Diverse Workforce Image and Engagement 2 AGENDA ITEM: A MEETING DATE: July 26, 2017 ITEM: 2017 Community Development Block Grant Annual Action Plan and 2016 Annual Action Plan Amendment (No cost to the City) OBJECTIVE: Adopt a Resolution Approving the 2017 Annual Action Plan, Amending the 2016 Annual Action, and Authorizing Execution of Documents Necessary to Participate in the Community Develop- ment Block Grant Program. RECOMMENDATION: Approve the 2017 Community Development Block Grant Annual Action Plan and amend the 2016 CDBG Annual Action Plan. The city in 2013 began using a substantial portion of its annual Community Development Block Grant (CDBG) allocation to pay for Americans with Disabilities Act (ADA)-mandated improve- ments at park sites serving low- to moderate-income households. Consistent with city council di- rection, staff, in January, initiated the process for obtaining approval of the proposed 2017 Annual Action Plan that will complete the ADA-mandated improvements at all city parks serving low- to moderate-income households. (ADA-mandated improvements have yet to be completed at all other city park facilities.) The city will be receiving $811,060 in CDBG funds for the 2017 program year. Federal budget and appropriations delays adversely affected the 2017 CDBG program year time- table and prevent the city’s use of its 2017 CDBG funds for any other program activity than the previously directed park improvements. Shifting the city’s CDBG funding priorities at this late stage will not provide sufficient time to create and advertise an application process, allow appli- cants time to fully develop projects, review those applications for feasibility, arrange individual funding agreements, secure contractors, complete construction and payout recipients—all before the April 1, 2018 CDBG program deadline. The penalty for the city’s failure to meet the April 1, 2018 CDBG “timeliness test” deadline is HUD recapturing all or a portion of Elgin’s 2017 CDBG funds. This fall, staff will initiate the process for gaining approval of the CDBG 2018 Annual Action Plan. The 2018 Annual Action Plan will be recommending that the city’s CDBG funds once again be allocated to not-for-profit organizations. Not-for-profit organizations awarded funding through the city’s 2018 Annual Action Plan will be able to begin their approved projects early next summer. BACKGROUND The CDBG program was created in 1974 with the passage of the federal Housing and Community Development Act. The major goals of the program are to develop viable urban communities by: • Providing decent, safe and sanitary housing; • Fostering suitable living environments; and • Expanding economic opportunities for lower-income residents. The U.S. Department of Housing and Urban Development (HUD) determines the amount of each entitlement jurisdiction’s annual grant using a formula that incorporates several objective measures of community need. The formula takes into account each jurisdiction’s population, poverty rate, age of housing stock, rate of overcrowded housing, and population growth lag in relationship to other metropolitan areas. There are over 1,200 entitlement grantees throughout the country. CDBG funds are to be used primarily to benefit low- to moderate-income individuals and households, which are those making less than 80 percent of the area median income. The city has participated in the CDBG program since 1975, receiving approximately $34.5 million in federal funding during that time. HUD awarded the city $811,060 for the 2017 program year. The city launched the planning of 2017 Annual Action Plan in January with a public hearing to solicit citizen input regarding housing and community development needs and the use of CDBG funds for the 2017 program year. Con- sistent with the city council’s directive, staff in the proposed 2017 Annual Action Plan included improvements to three city parks, housing rehabilitation/repair assistance for income-eligible homeowners plus the city’s program administration costs. For the 2016 program year, the city received $790,442. That financed several park improvement projects, the city's emergency repair program and program administration costs. The parks in- cluded Grolich Park Phase 2, Wing Street Park, Trillium Park Phase 2, and Woodview Park. Con- struction on all four park projects began in the spring of 2017. As work progressed, the parks and recreation department identified several change orders that are necessary to ensure the im- provements were properly constructed. Those change order require amendments to the 2016 Action Plan to increase the amount of CDBG funds allocated for the project. OPERATIONAL ANALYSIS 2017 Annual Action Plan The three projects submitted for approval in the 2017 Annual Action Plan total $934,855 ($811,060 in new CDBG funding from PY2017 and $123,795 in CDBG funds from prior-year sav- ings). 2 Following is a summary of the projects, the amounts recommended and the agencies responsible for carrying out the projects: 1. Park Improvements CDBG funds will be used to rehabilitate and upgrade parks and playgrounds to make them compliant with the ADA, or by installing new facilities and equipment. Per CDBG require- ments, the parks are located in neighborhoods where 51 percent or more of the residents are low/moderate-income. The Parks and Recreation Department is currently working with landscape architecture firm 3 D Design to establish specific scopes of work for each of the following parks: • St. Francis Park • Kiwanis Park • Clifford/Owasco Park Proposed Funding: $750,000 Agency: City of Elgin's Parks and Recreation Department 2. Owner-Occupied Housing Rehabilitation/Repair Assistance CDBG funds will be used to provide assistance to low/moderate-income homeowners in the City of Elgin. Critical repairs will be made to improve living conditions and occupant safety, such as repairing water service lines, replacing water heaters, replacing sanitary sewer laterals, upgrading electrical systems, and replacing furnaces. Proposed Funding: $60,201 Agency: Kane County Office of Community Reinvestment 3. Program Administration CDBG funds will be used to cover costs associated with the administration of the CDBG program, and expenses associated with administration of the Continuum of Care, which facilitates the award of state and federal funding to Elgin agencies that serve the home- less population. Proposed Funding: $124,654 Agency: Kane County Office of Community Reinvestment 2016 Annual Action Plan Amendment Construction work is currently underway on the four park improvement projects that were in- cluded the 2016 Annual Action Plan. At Woodview Park, the parks and recreation department has identified several change orders that are necessary to properly construct the amenities planned for the site, including: • Additional excavation and soil removal to allow clearance of a buried