Committee of the Whole

CITY COUNCIL COMMITTEE OF THE WHOLE MEETING AGENDA DECEMBER 17, 2025|6:00 PM CITY COUNCIL CHAMBERS Call to Order Roll Call Approval of Minutes of Previous Meeting – December 3, 2025 Public Comment Items on Both Agendas A. Fire Protection Agreements with Illinois Tool Works and Covestro, LLC ($97,899 Revenue) Objective: Provide an economically beneficial way for the fire department to service com- mercial properties located outside the city’s corporate limits. Initiatives and Other Items B. Federal Emergency Management Agency (FEMA) Flood Insurance Rate 2026 Map Revi- sions and Attendant Kane County Stormwater Management Ordinance Amendments (No Cost) Objective: Maintain the city’s compliance with the Federal Emergency Management Agency’s National Flood Insurance Program and the Kane County’s “certified community” status by adopting the updated Flood Insurance Rate Maps and establishing automatic adoption of Kane County Stormwater Management ordinance amendment updates. C. Federal Surface Transportation Program (STP) Funding—Resolution Committing Local Funds for Various Transportation Improvement Projects (No Cost) Objective: Demonstrate local agency commitment to funding various transportation im- provement projects in compliance with the Kane/Kendall Council of Mayors’ federal Sur- face Transportation Program funding competitive application criteria. Committee of the Whole Agenda – December 17, 2025 Page 2 D. Kimball Street Traffic Signal Interconnect Project—Joint Funding Agreement and Reso- lution for Improvement Under the Illinois Highway Code with the Illinois Department of Transportation ($135,306) Objective: Establishing cost sharing levels and responsibilities between the state of Illinois and city of Elgin for funding for the Kimball Street traffic signal interconnect project which has been awarded federal funding through a “Congestion Mitigation and Air Quality” (CMAQ) grant. E. Winter Maintenance Services—Intergovernmental Agreement with Hanover Township (No Cost) Objective: Approve the 2025-26 intergovernmental agreement with Hanover Township for certain winter maintenance services. F. Public Improvements Acceptance—1007 North Randall Road (Starbucks Coffee) ($383 Estimated Five-Year Maintenance Cost) Objective: Fulfill the city’s obligation to maintain reliable infrastructure for serving busi- nesses and residents. G. Parking Structure Repairs and Painting—Change Order No. 1 for Bid 25-043 ($87,385) Objective: Perform additional work to repair broken tendons, additional concrete repairs, and membrane surface replacement to maintain structural integrity of the Spring Street parking deck. H. Removal and Disposal of Water Treatment Lime Residuals for 2026—Agreement with Stewart Spreading, Inc., Amendment No. 4 ($3,107,010) Objective: Continue treatment of the city’s drinking water by responsibly handling the lime softening waste residual from the city’s water treatment process. I. Lead Service Line Replacement (LSLR) Program Year 5 Improvements—Engineering Ser- vices Agreement with Engineering Enterprises, Inc. (EEI), Amendment No. 1 ($2,875,816) Objective: Contract with EEI for construction engineering services for Year 5 of the Lead Service Line Replacement Program. Announcements from Council Announcements from Staff Adjournment PLEASE NOTE: The City of Elgin is subject to the requirements of the Americans with Disabilities Act of 1990. Individ- uals 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. AGENDA ITEM: A MEETING DATE: December 17, 2025 ITEM: Fire Protection Agreements with Illinois Tool Works and Covestro, LLC ($97,899 Revenue) OBJECTIVE: Provide an economically beneficial way for the fire department to service commercial properties located outside the city’s corporate limits. RECOMMENDATION: Approve fire protection agreements with Illinois Tool Works and Covestro, LLC. The city currently has one-year fire protection agreements with two companies located outside the city’s corporate limits: Illinois Tool Works and Covestro, LLC. The fire protection services pro- vided under each agreement include the same firefighting response and ambulance service as if the property was located within the city’s corporate limits. During the past twenty-three years, the fire department has responded to a total of 112 calls for service under the terms of these agreements, three of which occurred in 2025. Payment to the city under these agreements is de- rived from a tax rate that currently equates to $2.10 per $100 equalized assessed valuation. BACKGROUND The city began offering fire protection contracts in 1962 to Illinois Tool Works, Chicago Rawhide, Leewards and McGraw Edison. Beginning in 1967, the fire protection contracts established a tax rate based on real estate and personal property assessed valuations. The tax rate only included operating costs and capital expenditures of the fire department. Insurance costs, depreciation and pension contributions were added to the formula in 1976 which currently equates to a rate of $2.10 per $100 equalized assessed valuation. OPERATIONAL ANALYSIS The city currently has one-year fire protection agreements with two companies located outside the city’s corporate limits: Illinois Tool Works and Covestro, LLC. The fire protection services pro- vided under each agreement include the same firefighting response as if the property was located within the city’s corporate limits. Ambulance service is also provided under each agreement no differently than that afforded to city residents. INTERESTED PERSONS CONTACTED Representatives from Illinois Tool Works and Covestro, LLC were contacted and notified of the proposed 2026 fire protection agreements. FINANCIAL ANALYSIS The fees collected for this service are recorded as revenue in the general fund. The revenues received from these two companies in 2025 totaled $90,172. The fees for 2026 are calculated to be $97,899. The increase of $7,727 is due to increases in each property’s equalized assessed val- uation. During the past twenty-three years, the fire department has responded to a total of 112 calls (three in 2025) for service under the terms of these agreements. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE N/A N/A N/A N/A N/A LEGAL IMPACT None. ALTERNATIVES The city council may choose not to provide fire protection to Illinois Tool Works and Covestro, LLC. NEXT STEPS Prepare contracts and then invoice and collect fees. Originators: Debra Nawrocki, Chief Financial Officer Final Review: Christopher Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Fire Protection Agreement with Covestro, LLC B. Fire Protection Agreement with Illinois Tool Works 2  FIRE PROTECTION AGREEMENT THIS AGREEMENT made and entered into as of January 1, 2026, by and between the City of Elgin, an Illinois municipal corporation (hereinafter referred to as the “City”) and Covestro LLC, a Pennsylvania limited liability company authorized to operate and do business in the State of Illinois (hereinafter referred to as the “Company”). WITNESSETH WHEREAS, the Company is the owner of certain property located south of the corporate limits of the City of Elgin on Illinois Route 25 at the property commonly known as 1122 St. Charles Street, in Elgin Township, Kane County, Illinois, (hereinafter referred to as the “Subject Property”) which property and improvements located thereon are outside the corporate limits of any municipality; and WHEREAS, Company has requested the City to furnish fire protection service for the Subject Property; and WHEREAS, City has agreed to provide said fire protection service on the terms and conditions hereinafter stated. NOW, THEREFORE, in consideration of the mutual promises of the parties hereto and the covenants hereinafter contained, the sufficiency of which is hereby acknowledged, it is agreed as follows: 1. That City shall furnish fire protection service to Company for the Subject Property for a period of one (1) year commencing January 1, 2026 and terminating on December 31, 2026. Fire protection service shall consist of extending to the Company the regular firefighting facilities of the City in case of a fire upon the Company’s premises at the Subject Property in the same manner as if said property were situated within the corporate limits of the City of Elgin. In addition to such regular fire protection services, City shall furnish ambulance service at the Subject Property as is generally available to residents of City. As a condition of the furnishing of fire protection services, Company agrees to permit City to make inspections to determine compliance with the fire code of the City of Elgin and agrees to comply with same. Failure to do so shall constitute grounds for termination of this agreement without penalty to City and without refund of any kind to Company. 2. That in consideration of said fire protection service, Company agrees to pay to City the sum of Forty-Seven Thousand One Hundred Fourteen and no/100 Dollars ($47,114.00). Said payment shall be paid no later than January 2, 2026. 3. That any rights of Company arising pursuant to or in connection with this agreement may from time to time be assigned with respect to all of the above described premises or portions thereof. Written notice of such assignment shall be given to City within thirty (30) days.  4. That it is agreed and understood that the fire protection services, ambulance services and other services to be provided by the City pursuant to this agreement are intended to be the same services generally available to the general public for properties located within the corporate city limits of the City of Elgin and that no additional or special legal obligations or duties are intended or shall be construed to have been created by this agreement. It is further understood and agreed that this agreement is not intended nor shall be construed to alter, limit or constitute a waiver of any of the civil immunities afforded the City and/or its officials, officers, employees and/or agents pursuant to the Local Governmental and Governmental Employees Tort Immunity Act at 745 ILCS 10/1-101 et seq., as amended, the Emergency Telephone System Act at 50 ILCS 750/0.01 et seq., as amended, the Emergency Medical Services Systems Act at 210 ILCS 50/1 et seq., as amended, and/or otherwise provided by law, it being agreed that all of the civil immunities as set forth in such Acts, as amended, and/or otherwise provided by law, shall fully apply to any and all claims asserted or which might be asserted against the City and/or its officials, officers, employees and/or agents as a result of this Agreement or any of the actions of the parties pursuant to this Agreement. Without limiting the foregoing, it is further agreed and understood that the City and/or its officials, officers, employees and/or agents as a result of this Agreement or any of the actions of the parties pursuant to this Agreement shall not be liable to any party to this Agreement or any other person or entity for failure to provide adequate fire protection, rescue, or emergency service, failure to suppress or contain a fire, failure to provide or maintain sufficient personnel, equipment, or other fire protection facilities, failure to provide emergency medical services, and/or for any act and/or omission in connection with the developing, adopting, operating or implementing any plan or system relating to the City's emergency telephone systems. Notwithstanding anything to the contrary in this Agreement, it is agreed and understood that no third-party beneficiaries are intended to be created by the provisions of this Agreement and it is the intention of the parties hereto that no action may be commenced by any person or entity against the City and/or its officials, officers, employees, agents and/or other related persons or entities for monetary damages for any alleged breach or failure to provide services described in this Agreement. 5. 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. This Agreement may be executed electronically, and any signed copy of this Agreement transmitted by facsimile machine, email, or other electronic means 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 facsimile machine, email, or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. [SIGNATURE PAGE FOLLOWS] 2  IN WITNESS WHEREOF the City Manager and City Clerk have executed this agreement for and on behalf of the City of Elgin and the below duly-authorized officers of Covestro LLC have executed this agreement for and on behalf of said Company and each have caused their respective corporate seals to be affixed. Dated: ______________________________ Dated: ________________________________ CITY OF ELGIN COVESTRO LLC By _________________________________ By ___________________________________ City Manager Reg. Head of Local Site Services NA Attest: Attest: ____________________________________ ______________________________________ City Clerk Secretary Legal Dept\Agreement\FireProtection-Covestro-2026.docx 3  FIRE PROTECTION AGREEMENT THIS AGREEMENT made and entered into as of January 1, 2026, by and between the City of Elgin, an Illinois municipal corporation (hereinafter referred to as the “City”) and Illinois Tool Works, Inc., a Delaware corporation authorized to operate and do business in the State of Illinois (hereinafter referred to as the “Company”). WITNESSETH WHEREAS, the Company is the owner of certain property located south of the corporate limits of the City of Elgin on Illinois Route 25 located at the property commonly known as 1201 St. Charles Street, in Elgin Township, Kane County, Illinois, (hereinafter referred to as the “Subject Property”) which property and improvements located thereon are outside the corporate limits of any municipality; and WHEREAS, Company has requested the City to furnish fire protection service for the Subject Property; and WHEREAS, City has agreed to provide said fire protection service on the terms and conditions hereinafter stated. NOW, THEREFORE, in consideration of the mutual promises of the parties hereto and the covenants hereinafter contained, the sufficiency of which is hereby acknowledged, it is agreed as follows: 1. That City shall furnish fire protection service to Company for the Subject Property for a period of one (1) year commencing January 1, 2026 and terminating on December 31, 2026. Fire protection service shall consist of extending to the Company the regular firefighting facilities of the City in case of a fire upon the Company’s premises at the Subject Property in the same manner as if said property were situated within the corporate limits of the City of Elgin. In addition to such regular fire protection services, City shall furnish ambulance service at the Subject Property as is generally available to residents of City. As a condition of the furnishing of fire protection services, Company agrees to permit City to make inspections to determine compliance with the fire code of the City of Elgin and agrees to comply with same. Failure to do so shall constitute grounds for termination of this agreement without penalty to City and without refund of any kind to Company. 2. That in consideration of said fire protection service, Company agrees to pay to City the sum of Fifty Thousand Seven Hundred Eighty-Six and no/100 Dollars ($50,786.00). Said payment shall be paid no later than January 2, 2026. 3. That any rights of Company arising pursuant to or in connection with this agreement may from time to time be assigned with respect to all of the above-described premises or portions thereof. Written notice of such assignment shall be given to City within thirty (30) days.  4. That it is agreed and understood that the fire protection services, ambulance services and other services to be provided by the City pursuant to this agreement are intended to be the same services generally available to the general public for properties located within the corporate city limits of the City of Elgin and that no additional or special legal obligations or duties are intended or shall be construed to have been created by this agreement. It is further understood and agreed that this agreement is not intended nor shall be construed to alter, limit or constitute a waiver of any of the civil immunities afforded the City and/or its officials, officers, employees and/or agents pursuant to the Local Governmental and Governmental Employees Tort Immunity Act at 745 ILCS 10/1-101 et seq., as amended, the Emergency Telephone System Act at 50 ILCS 750/0.01 et seq., as amended, the Emergency Medical Services Systems Act at 210 ILCS 50/1 et seq., as amended, and/or otherwise provided by law, it being agreed that all of the civil immunities as set forth in such Acts, as amended, and/or otherwise provided by law, shall fully apply to any and all claims asserted or which might be asserted against the City and/or its officials, officers, employees and/or agents as a result of this Agreement or any of the actions of the parties pursuant to this Agreement. Without limiting the foregoing, it is further agreed and understood that the City and/or its officials, officers, employees and/or agents as a result of this Agreement or any of the actions of the parties pursuant to this Agreement shall not be liable to any party to this Agreement or any other person or entity for failure to provide adequate fire protection, rescue, or emergency service, failure to suppress or contain a fire, failure to provide or maintain sufficient personnel, equipment, or other fire protection facilities, failure to provide emergency medical services, and/or for any act and/or omission in connection with the developing, adopting, operating or implementing any plan or system relating to the City's emergency telephone systems. Notwithstanding anything to the contrary in this Agreement, it is agreed and understood that no third-party beneficiaries are intended to be created by the provisions of this Agreement and it is the intention of the parties hereto that no action may be commenced by any person or entity against the City and/or its officials, officers, employees, agents and/or other related persons or entities for monetary damages for any alleged breach or failure to provide services described in this Agreement. 5. 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. This Agreement may be executed electronically, and any signed copy of this Agreement transmitted by facsimile machine, email, or other electronic means 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 facsimile machine, email, or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. [SIGNATURE PAGE FOLLOWS] 2  IN WITNESS WHEREOF the City Manager and City Clerk have executed this agreement for and on behalf of the City of Elgin and the below duly-authorized officers of Illinois Tool Works, Inc. have executed this agreement for and on behalf of said Company and each have caused their respective corporate seals to be affixed. Dated: _______________________________ Dated: _______________________________ CITY OF ELGIN ILLINOIS TOOL WORKS, INC. By __________________________________ By __________________________________ City Manager Its President Attest: Attest: _____________________________________ _____________________________________ City Clerk Secretary Legal Dept\Agreement\FireProtection-Illinois Tool Works-2026.docx 3 AGENDA ITEM: B MEETING DATE: December 17, 2025 ITEM: Federal Emergency Management Agency (FEMA) Flood Insurance Rate 2026 Map Revisions and Attendant Kane County Stormwater Management Ordinance Amendments (No cost) OBJECTIVE: Maintain the city’s compliance with the Federal Emergency Management Agency’s National Flood Insurance Program and the Kane County’s “certified community” status by adopting the updated Flood Insurance Rate Maps and establishing automatic adoption of Kane County Storm- water Management ordinance amendment updates. RECOMMENDATION: Adopt the proposed Federal Emergency Management Agency’s Flood Insurance Rate Map Revi- sions and the associated Kane County Stormwater Management ordinance amendments. The Federal Emergency Management Agency (FEMA) regularly reviews Flood Insurance Rate Maps (FIRMs) to identify flood hazards, assess flood risks, and provide accurate data to guide stakeholders in taking effective mitigation actions that result in safer and more resilient commu- nities. This process supports the National Flood Insurance Program (NFIP) and provides the basis for community floodplain management regulations and flood insurance requirements. To main- tain Elgin’s NFIP “certified community” status, the city must adopt FIRM revisions and appropri- ately revise its stormwater ordinance. Doing so will allow Elgin property owners to participate in the NFIP, which provides flood insurance to help reduce the economic impact of floods by provid- ing an insurance resource that is not typically covered by homeowners’ insurance. BACKGROUND Driven by the occurrence of increased flood flows related to regional land development and ur- banization over time, the Federal Emergency Management Agency (FEMA) partnered with the Illinois State Water Survey to re-evaluate the Cook and Kane Counties hydraulic discharge models used to determine expected floodplain boundaries. The results of that study, which indicated a 64 percent increase in peak flood flow values in the Elgin area, formed the basis for the pending Flood Insurance Rate Map (FIRM) flood map revisions being considered under this measure. Residents and business owners use flood maps to learn about flood risk as they purchase prop- erty and investigate how best, financially and physically, to protect their property from flooding. Flood maps are used by local agencies to understand and communicate the local flood risk, to manage development activities within the floodplain, and establish safety requirements for new or substantially improved buildings. Mortgage lenders and insurance providers use flood maps to help determine a property’s flood risk, potential flood insurance requirements, and insurance costs. In conjunction with this risk identification process, the National Flood Insurance Program (NFIP) provides insurance to help reduce the socio-economic impact of floods. It is managed by FEMA and offered directly to the public through many insurance companies. By adopting the revised FEMA flood maps and the Kane County Stormwater Management ordi- nance, both of which are used to define risk areas and technical requirements of building activi- ties within the floodplain, the city will maintain its status as a NFIP “certified Community.” Doing so will allow Elgin property owners to participate in the NFIP and have access to flood insurance options that are not typically covered by homeowners’ insurance. Maintaining certified commu- nity status also qualifies property owners to receive flood disaster assistance, as federal agencies may not provide assistance unless the community participates in the program. Elgin adopted the Kane County Stormwater Management ordinance (KCSMO) in 2001 and has adopted revisions over time, most recently in 2019. To maintain compliance with the NFIP, FEMA and the Illinois Department of Natural Resources (IDNR/OWR) have directed certified communi- ties to adopt the updated maps and certain storm water ordinance revisions. This action will adopt the new FEMA maps and establish a dynamic adoption clause allowing the city’s ordinance to automatically incorporate future updates to the KCSMO, ensuring continued consistency and compliance. Cook County map updates, which cannot be automatically adopted due to FEMA re- strictions, will still require separate Council action when future revisions are issued. OPERATIONAL ANALYSIS When the revised flood maps become effective in January 2026, they will impact approximately 554 properties within the city limits located along Poplar Creek and the Lord’s Park tributary to Poplar Creek on the city’s east side. These revisions will have varying degrees of impact but will generally place properties and structures into a defined flood area that were previously not in- cluded under that designation. These map revisions do not change the risk of flooding; their goal is to accurately identify flood risks under current storm water conditions. Some of the properties and structures within the newly defined floodplain are likely to have experienced flooding in the past even though they were not in a designated flood zone. The principal impact to the affected properties is the poten- tial for increased flood insurance coverage requirements. Structures located within flood zones may be required by lenders to purchase flood insurance through the NFIP. Some lenders, partic- ularly those programs with federally backed funds, may require the purchase of flood insurance prior to approving loans or mortgages. Moreover, development in floodplain must meet mini- mum NFIP standards as well as additional permitting requirements in accordance with the KCSMO. 2 Elgin participates in the NFIP and maintains “certified community” status under the KCSMO. Upon implementation of the revised FIRM flood maps, property owners may be contacted by their lenders or insurance providers to discuss any required or optional changes in insurance cov- erage requirements. Residents can also review the FEMA flood insurance website https://www.fema.gov/flood-insurance or contact their insurer to discuss participation in the NFIP. Although the city does not manage or coordinate the NFIP, staff can help identify if a prop- erty is located within the newly mapped floodplain. The proposed ordinance updates will not change day-to-day development review or stormwater permitting processes. By adopting the updated FEMA FIRM/FIS and establishing automatic adop- tion of future KCSMO revisions, the city ensures that its regulations remain current and consistent with county, state and federal requirements. This will streamline future updates, preserve “cer- tified community” status, and maintain resident eligibility for flood insurance under the NFIP. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS There are no direct immediate costs associated with acceptance of the amendments however developments may incur additional costs to implement some of the new requirements into their projects. BUDGET IMPACT FUNDS (S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE N/A N/A N/A N/A N/A LEGAL IMPACT None. ALTERNATIVES The city council may choose not to adopt the proposed updates; however, this would risk loss of Certified Community status and could jeopardize the availability of flood insurance for residents and businesses. NEXT STEPS 1. Approve a resolution adopting the amendments to the Kane County Stormwater Man- agement Ordinance. 3 2. Update the City’s website. Originators: Amanda Olsen, Engineer I Mike Pubentz, Public Services Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Proposed Section 21.01.015: Automatic Adoption of the Kane County Stormwater Man- agement Ordinance Amendments B. Proposed Section 21.01.040: Base Flood Elevations and Floodplain Map Adoption 4 Section 21.01.015. Automatic Adoption of Future Amendments to the Kane County Stormwater Management Ordinance. Pursuant to Section 21.01.010, the City of Elgin has adopted the Kane County Stormwater Management Ordinance. All future amendments, revisions, additions, and restatements to the Kane County Stormwater Management Ordinance, including all appendices, technical manuals, and referenced standards incorporated therein, shall become part of the City’s stormwater and floodplain management regulations upon their effective date at Kane County unless expressly rejected by the City Council. A copy of the Kane County Stormwater Management Ordinance, including the most current amendments as hereafter adopted, shall be maintained on file in the Office of the City Clerk and made available for public inspection. Section 21.01.040. – Base Flood Elevations and Floodplain Maps This ordinance’s protection standard is the base flood. The best available base flood data are listed below. Whenever a party disagrees with the best available data, the party shall finance the detailed engineering study needed to replace the existing data with better data and submit it to the FEMA and IDNR/OWR for approval prior to any development of the site. A. The BFE for the floodplains shall be as delineated on the base flood profiles in the countywide Flood Insurance Study (FIS) of Cook County prepared by the FEMA and dated January 23, 2026. Flood Insurance Rate Map (FIRM), panel number 17031C0142K, 17031C0144K, 17031C0153K, 17031C0161K, 17031C0163K, dated January 23, 2026 and panel number 17031C0135J, 17031C0305J, dated August 19, 2008. B. For those floodplain areas within the corporate limits of the City of Elgin that lie within Kane County, the base flood elevations, Regulatory Floodplain, and floodway limits shall be as established by Section 9-136.A of the Kane County Stormwater Management Ordinance, as adopted by the City under Ordinance No. G49-19. The current FEMA Flood Insurance Study (FIS) and Flood Insurance Rate Maps (FIRMs) for Kane County, including any amendments, additions, revisions, Letter of Map Revisions (LOMRs), or substitutions adopted and published by FEMA, are hereby incorporated by reference and made part of this ordinance as if fully set forth herein. C. The BFE for each floodplain delineated as an “AH Zone” or “AO Zone” shall be that elevation (or depth) delineated on the FIRM. D. The BFE for each of the remaining floodplains delineated as an “A Zone” on the FIRM shall be according to the best data available from federal, state, or other sources. Should no other data exist, an engineering study must be financed by the applicant to determine BFEs. E. Establishing a BFE is required in a Zone A for all new subdivision proposals and other proposed developments (including proposals for manufactured home parks and subdivisions) greater than 50 lots or 5 acres, whichever is the lesser. F. The BFE for the floodplains of those parts of unincorporated County that are within the extraterritorial jurisdiction, or that may be annexed, shall be as delineated on the base flood profiles in the FIS and FIRM prepared by the FEMA. AGENDA ITEM: C MEETING DATE: December 17, 2025 ITEM: Federal Surface Transportation Program (STP) Funding—Resolution Committing Local Funds for Various Transportation Improvement Projects (No Cost) OBJECTIVE: Demonstrate local agency commitment to funding various transportation improvement projects in compliance with the Kane/Kendall Council of Mayors’ federal Surface Transportation Program funding competitive application criteria. RECOMMENDATION: Adopt the resolution committing local funds for various transportation improvement projects in accordance with the Kane/Kendall Council of Mayors’ federal Surface Transportation Program funding competitive application criteria. The Kane/Kendall Council of Mayors (KKCOM) about every two years opens a call for projects that serves as an invitation to municipalities to apply for federal funding towards eligible projects. KKCOM’s 2026 call for projects will be ranking projects seeking federal Surface Transportation Program (STP) funds to design and construct transportation improvement projects. To participate in the call for projects and apply to receive STP funds, the city must commit local funds to pay for portions of the projects being applied for. This resolution identifies the city’s plan to commit local funds towards the Phase I and II Engineering and portions of the construction cost for transpor- tation improvement projects being applied for in the KKCOM 2026 call for projects. Since 2018 the city has received over $22.5 million in federal STP funding commitments for road- way projects including East Chicago Street ($2.5M); Dundee Avenue from Summit Street north to Page Street ($6.5M); US Route 20 at Reinking Road roundabout ($2.5M), Dundee/Center/Villa reconstruction ($2.5M), Larkin Ave and Airlite Street intersection improvements ($2.5M), and the Douglas Avenue reconstruction ($2.5M). BACKGROUND The federal Surface Transportation Program (STP) provides funding to municipalities for trans- portation improvement projects on the Federal-Aid Highway System, a system that is comprised of roadways that service large numbers of the motoring public. Northeastern Illinois is divided into eleven Councils of Mayors, which are allocated STP funding for local transportation projects. The Kane/Kendall Council of Mayors receives approximately $8 million a year in STP funds. Approximately every two years, the KKCOM has a call for projects, which is an opportunity for municipalities to apply to receive STP funds for eligible projects. The projects submitted during the call for projects are ranked according to the KKCOM methodology, and the rankings are uti- lized by the Transportation Policy Committee to prepare a programming recommendation. The Policy Committee program recommendation is forwarded to the Full Council for final approval. The program is submitted to the Chicago Metropolitan Agency for Planning (CMAP) to be devel- oped into the regional Transportation Improvement Program (TIP), the northeastern Illinois five- year agenda of transportation projects. The TIP seeks to distribute funds among a wide range of communities and project types, and with this goal in mind, municipalities are responsible for funding an agreed upon portion of the project cost. The KKCOM is currently accepting applications for the 2026 call for projects, and city staff have been collaborating with local engineering firms to submit funding applications for eligible trans- portation improvement projects within the city, which include the following projects: • Douglas Avenue Reconstruction from Kimball Street to River Bluff Road* • Kimball Street at Grove Avenue Intersection Improvements and Resurfacing • Larkin Avenue Resurfacing from Airlite Street to McLean Boulevard • National Street Reconstruction* • Congdon Avenue and River Bluff Road Resurfacing • McLean Boulevard at Sports Way/Spartan Drive Intersection Improvements* • Shales Parkway Resurfacing from E. Chicago Street/Illinois 19 to Bode Road • Damisch Road Resurfacing from Reinking Road to Big Timber Road • South Grove Avenue Resurfacing from National Street to E. Chicago Street (*) indicate previously submitted projects that were placed on the STP funding contingency funding list. These projects must be resubmitted and may be placed on either the active or contingency list. As part of the funding application process, applicants are required commit to providing a portion of the total requested project funding. Staff recommends the use of the city’s Motor Fuel Tax allotment to fund its obligation, which is anticipated to be the cost of Phase I and II Engineering, and the local share of construction costs for the aforementioned projects with these costs spread over several budget years. The applications for funding will likely be rejected if the city does not commit local funds to finance the projects’ local funding obligation. Since 2018, the city has received over $22.5 million in federal STP funding commitments for road- way projects. Those projects include East Chicago Street ($2.5M); Dundee Avenue from Summit Street north to Page Street ($6.5M); US Route 20 at Reinking Road roundabout ($2.5M); Dun- dee/Center/Villa Streets reconstruction ($2.5M); Larkin Avenue and Airlite Street intersection improvements ($2.5M); Douglas Avenue reconstruction ($2.5M); Coombs-Highland-McDonald 2 Road resurfacing ($1.4M); Highland and Lyle Avenues roundabout ($630K); Lillian-South Street- Walnut Avenue resurfacing ($500K); McLean Boulevard at Sports Way intersection improve- ments ($448K); and the National Street reconstruction ($476K). OPERATIONAL ANALYSIS City staff have been working with various engineering consultants to prepare applications for four transportation improvement projects. These applications will be submitted to the KKCOM’s 2026 call for projects in December 2025. The KKCOM will rank the project applications and these rankings will be utilized by the Transportation Policy Committee to prepare a programming rec- ommendation. The KKCOM and CMAP will review the programming recommendation and will develop the regional Transportation Improvement Program (TIP) based on the recommendation. The TIP, which will show which projects have been selected to receive STP funding, is tentatively scheduled to be released in fall, 2026. If it is determined that funds will be awarded towards city transportation improvement projects, city staff will begin the Phase I Engineering process and will present engineering services agreements at future city council meetings. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS Passage of the resolution does not immediately obligate city funds to the proposed projects. If the projects are successfully included in the TIP, it is anticipated that city Motor Fuel Tax (MFT) would be used to pay for the city’s share of engineering and construction services. Use of federal STP funds through this program allows the city to recoup 70-80% of project costs. FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE LEGAL IMPACT None. ALTERNATIVES 1. The city council may choose to reject the proposed resolution committing local funds to- wards various transportation improvement projects. 2. The city council could provide staff direction to alter the resolution and bring it back for further consideration. 3 3. The city council could choose not to apply for STP funding as part of the KKCOM 2026 call for projects. The city would not receive STP funds for various transportation improvement projects and would be responsible for providing all funds to design and construct the pro- jects. NEXT STEPS 1. Submit the resolution to the KKCOM alongside project applications for the 2026 call for projects. 2. Receive notice from the KKCOM regarding projects selected to receive STP funding. 3. Form Phase I Engineering services agreements on projects selected to receive STP fund- ing. Originators: Mike Pubentz, Public Services Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Resolution Committing Local Funds for Proposed Federal Surface Transportation Program (STP) Funding 4  Resolution Number 25-xx RESOLUTION AUTHORIZING COMMITMENT OF LOCAL FUNDS FOR SURFACE TRANSPORTATION PROGRAM (STP) PROJECTS WHEREAS, the U.S. Department of Transportation through the Surface Transportation Program (STP) provides funding through the regional Councils of Mayors to municipalities for projects on the Federal-Aid Highway System; and WHEREAS, the Kane-Kendall Council of Mayors currently has opened the application period for all eligible projects, which will be evaluated and considered for inclusion into the Chicago Metropolitan Agency for Planning (CMAP) regional Transportation Improvement Program (TIP); and WHEREAS, the City of Elgin, Illinois desires to make an application to the Kane-Kendall Council of Mayors Surface Transportation Program for grant funding for the improvement of the following projects: • Douglas Avenue Reconstruction from Kimball Street to River Bluff Road • Kimball Street at Grove Avenue Intersection Improvements and Resurfacing • Larkin Avenue Resurfacing from Airlite Road to McLean Boulevard • National Street Reconstruction • Congdon Avenue and River Bluff Road Resurfacing • McLean Boulevard at Sports Way/Spartan Drive Intersection Improvements • Shales Parkway Resurfacing from E. Chicago Street/IL 19 to Bode Road • Damisch Road Resurfacing from Reinking Road to Big Timber Road • South Grove Avenue Resurfacing from National Street to E. Chicago Street WHEREAS, for each approved project the City will be required to provide a portion of the total requested project funding and intends to use its Motor Fuel Tax allotment to fund its obligation: and WHEREAS, the City Council of the City of Elgin, Illinois believes it is in the best interests of the city to submit applications for funding for the aforementioned projects. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, the City of Elgin hereby agrees to commit funds required in the Kane-Kendall Council of Mayors Surface Transportation Program (STP) for its local share of the cost of the aforementioned projects, including all funds required for Phase I and II Engineering for the aforementioned projects if they are selected by the Kane-Kendall Council of Mayors Surface Transportation Program. _______________________________________ David J. Kaptain, Mayor Presented: Adopted: Vote: Yeas Nays Recorded: Attest: _________________________ Kimberly A. Dewis, City Clerk 2 AGENDA ITEM: D MEETING DATE: December 17, 2025 ITEM: Kimball Street Traffic Signal Interconnect Project— Joint Funding Agreement and Resolution for Improvement Under the Illinois Highway Code with the Illinois Department of Transportation ($135,306) OBJECTIVE: Establishing cost sharing levels and responsibilities between the state of Illinois and city of Elgin for funding for the Kimball Street traffic signal interconnect project which has been awarded fed- eral funding through a “Congestion Mitigation and Air Quality” (CMAQ) grant. RECOMMENDATION: Enter into joint funding agreement with the Illinois Department of Transportation establishing cost sharing levels and responsibilities between the state of Illinois and city of Elgin for the Kim- ball Street Traffic Signal Interconnect Project confirming Elgin’s twenty percent funding share in the amount of $135,306. The Kimball Street traffic signal interconnect project will modernize and coordinate the traffic signals along Kimball Street from Dundee Avenue to North Grove Avenue. The city has been awarded a federal “Congestion Mitigation and Air Quality” (CMAQ) grant providing 80 percent funding for the Kimball Street traffic signal interconnect project. The CMAQ program requires local public agencies to provide a twenty percent funding match. For this project, the city’s share totals $135,306, consisting of $9,978 for construction engineering and $125,328 for construction costs. IDOT, which administers the federal funding, requires local public agencies to both enter into a joint funding agreement and adopt a formal resolution committing these local funds prior to project letting. The project is set to be publicly bid during the first quarter of 2026 with con- struction complete by year end. BACKGROUND Elgin has been awarded federal funding through the federal “Congestion Mitigation and Air Qual- ity” (CMAQ) Improvement Program for the Kimball Street Traffic Signal Interconnect Project. This initiative will improve traffic flow, reduce congestion and enhance safety along the Kimball Street corridor between Dundee Avenue and North Grove Avenue. In response to the 2023 Chicago Metropolitan Agency for Planning (CMAP) call for projects, the city, with the support of Hampton, Lenzini, and Renwick, Inc. (HLR), submitted the project for CMAQ consideration. The project was selected and awarded $541,225 in federal funds, representing 80 percent of eligible construction and construction engineering costs. As the “Local Public Agency” (LPA), the city is required by the Illinois Department of Transporta- tion (IDOT) to formally commit its twenty percent local share, totaling $135,306, which consists of $125,328 for construction and $9,978 for construction engineering. IDOT requires an executed LPA resolution demonstrating the city’s intention to provide these funds before federal partici- pation can be authorized. The Kimball Street Traffic Signal Interconnect Project includes replacement of five traffic signal cabinets and controllers, installation of new video detection equipment, deployment of uninter- ruptible power supply systems, select signal post upgrades and the installation of approximately 2,000 feet of fiber-optic cable to create a coordinated signal system. These improvements will modernize corridor operations, enhance intersection reliability and support regional air-quality objectives by reducing unnecessary vehicle idling. The joint funding agreement and accompanying resolution satisfy IDOT’s requirement for a writ- ten LPA funding commitment and enables the project to advance toward final design, bidding, and construction in accordance with federal and state guidelines. OPERATIONAL ANALYSIS IDOT requires all LPA’s receiving federal transportation funds to formally document their com- mitment to the local cost share associated with each project. This ensures that federal funds are only obligated once the LPA demonstrates the ability and intent to cover its portion of the project expenses. For the Kimball Street Traffic Signal Interconnect Project, the city has been awarded $541,225 in federal CMAQ funding, representing 80 percent of eligible construction costs. To activate these funds, the city must commit to the remaining 20 percent, totaling $135,306, which includes $125,328 for construction and $9,978 for construction engineering. With CMAQ funding being used for this project, IDOT requires that the city uses the BLR 05310C— Joint Funding Agreement for Construction Work form, an IDOT document, to form the funding agreement. When using the Joint Funding Agreement, IDOT also requires passage of the com- panion form BLR 0911 - Resolution for Improvement Under the Illinois Highway Code to ensure local agency commitment to funding the local share of the project. Upon approval, the joint funding agreement and resolution will be transmitted to IDOT as part of the federal authorization process. This action enables IDOT to proceed with funding eligibility reviews, secure federal authorization for construction, and ensure the project remains on sched- ule for its programmed 2026 fiscal year letting. 2 INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The approval of this resolution commits to Elgin’s local share of the project funds in the amount of $135,306. The 2026 Proposed Riverboat Budget provides funding for this initiative. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE Riverboat 275-0000-791.93-80 275009 $135,306 $135,306 LEGAL IMPACT None. ALTERNATIVES The city council may choose not to approve this resolution and by doing so, the city risks losing the awarded CMAQ funding. NEXT STEPS 1. Approve resolution committing 2026 funds to the Kimball Street Traffic Signal Intercon- nect project 2. Execute five (5) copies of the IDOT BLR 05310C Joint Funding Agreement for Federally Funded Construction agreement document. Originators: Aaron Neal, Director of Public Works Mike Pubentz, Public Services Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager 3 ATTACHMENTS A. Joint Funding Agreement with the Illinois Department of Transportation for Federally Funded Construction B. Resolution for Improvement under the Illinois Highway Code with the Illinois Department of Transportation 4 AGENDA ITEM: E MEETING DATE: December 17, 2025 ITEM: Winter Maintenance Services—Intergovernmental Agreement with Hanover Township (No Cost) OBJECTIVE: Approve the 2025-26 intergovernmental agreement with Hanover Township for certain winter maintenance services. RECOMMENDATION: Approve the 2025/2026 extension of an Intergovernmental Maintenance Facility Agreement with Hanover Township. The city and Hanover Township have been operating under the terms of a 2017 intergovernmental agreement (IGA) designed to enhance snow and ice control efficiencies for their respective con- stituents. Under the IGA, Hanover Township has access to and may store up to 500 tons of road salt at the city’s Shales Parkway salt storage facility. In exchange, Hanover Township provides winter maintenance services on certain roadways under the city’s jurisdiction. The current IGA was originally executed in 2017 with an initial five-year term, followed by annual one-year extensions, allowing both the township and the city to continue under the same terms. Staff recommends approval of the 2025–2026 annual extension of the current agreement and plans to present a revised multi-year agreement with the township in the latter portion of 2026. BACKGROUND The city and Hanover Township have recognized that collaboration can improve the efficiency of winter operations within their respective service areas. Elgin’s Shales Parkway salt storage facility is conveniently located near Hanover Township’s western jurisdictional boundaries. Allowing the township to store and access road salt at this facility provides cost savings by eliminating the need for them to construct and maintain a separate salt storage facility. In return, Hanover Township provides winter maintenance on certain city roadways, including Spaulding Road, Gasket Drive, Chestnut Drive, Rohrssen Road and Cardinal Drive. This arrange- ment enables more efficient service delivery, as these streets are adjacent to roadways already maintained by the township. The current intergovernmental agreement was executed in 2017. Staff plans to draft a new multi- year agreement in 2026 for consideration by the city council. OPERATIONAL ANALYSIS The Shales Parkway facility is the largest of the city-owned salt storage sites, with a capacity of nearly 7,500 tons. Under the proposed intergovernmental agreement, Hanover Township may store up to 500 tons of salt (purchased by the township) for use on its roadways. The township is responsible for the costs associated with loading this salt into the city-owned facility via the con- veyor system. The city and Hanover Township track salt usage to ensure that Elgin road salt is not used for township roads. Additionally, the city provides the township to a liquid blend of calcium chloride, salt water, and beet juice allowing the Township to maintain roadways under the agreement in a manner consistent with city street operations during snow and ice events. The current intergovernmental agreement formally terminated on April 1, 2021, but includes language allowing annual extensions by mutual written consent. This 2025–2026 extension will be the final annual extension under the 2017 agreement. INTERESTED PERSONS CONTACTED Hanover Township. FINANCIAL ANALYSIS There is no direct cost to the city for this agreement. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE N/A N/A N/A N/A N/A LEGAL IMPACT None. 2 ALTERNATIVES The city may choose not to extend the intergovernmental agreement. That action will require the city to reconfigure the current snow plowing routes to incorporate the Elgin roads contem- plated for service under the agreement terms while also provided notice to Hanover Township that they can no longer store salt at the city’s Shales Parkway Facility. NEXT STEPS Execute the 2025/2026 extension of an Intergovernmental Maintenance Facility Agreement with Hanover Township. Originators: Aaron Neal, Director of Public Works Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. 2025/2026 Extension of Intergovernmental Maintenance Facility Agreement between Hano- ver Township and the City of Elgin B. 2017 Intergovernmental Maintenance Facility Agreement between Hanover Township and the City of Elgin 3 AGENDA ITEM: F MEETING DATE: December 17, 2025 ITEM: Public Improvements Acceptance—1007 North Randall Road (Starbucks Coffee) ($383 Estimated Five-Year Maintenance Cost) OBJECTIVE: Fulfill the city’s obligation to maintain reliable infrastructure for serving businesses and residents. RECOMMENDATION: Approve the acceptance of the public improvements for ownership and maintenance within the site located at 1007 North Randall Road. A resubdivision within the Valley Creek Subdivision was completed to accommodate the develop- ment at 1007 North Randall Road for Starbucks coffeehouse. The public improvements to be ac- cepted include the sanitary main and its respective appurtenances. BACKGROUND CAGE Engineering provided engineering plans for the development located at 1007 North Randall Road. These plans were reviewed and approved by the engineering department in 2024. This development is for a Starbucks located on the east side of Randall Road and north of Royal Boule- vard. A location map is provided as Attachment A. Certain single lot developments, including the subject site, are required to extend public utilities onto private property. The public improvements constructed as part of the building at 1007 North Randall Road include sanitary sewer and its respective appurtenances. At this time, it is being requested that the city accept the public improvements constructed with the site for ownership and maintenance. The engineering department provided field inspection throughout the construction process of the public improvements. To process the acceptance of public improvements by the city council, the engineering department developed a final punch list of items to be addressed. After final inspection, it was determined that all items were properly addressed and therefore considered acceptable. OPERATIONAL ANALYSIS Acceptance of the public improvements will add the following city-maintained facilities: 854 lin- eal feet of eight-inch sanitary sewer; five sanitary sewer manholes and all respective appurte- nances for those public improvements. The city will perform a follow-up inspection within the twelve-month maintenance period from the date of the resolution accepting the public improve- ments. The city’s acceptance of the public improvements will ensure proper general maintenance, providing residents and visitors with reliable infrastructure for business and leisure activities. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS There are no direct immediate costs associated with acceptance of the public improvements. Maintenance and operating costs associated with the sanitary main and its appurtenances will increase over time and will be included as part of the annual budgeting process. The total cost of maintenance is estimated to be $383 over the next five years. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE N/A LEGAL IMPACT None. ALTERNATIVES None. NEXT STEPS 1. Approve a resolution accepting the public improvements. 2. Secure a twelve-month surety in the amount of ten percent of the cost for the accepted improvements to ensure them against defects caused by faulty workmanship or inferior materials. 2 3. If no defects are found within twelve months after city council’s acceptance of the public improvements, return the twelve-month surety to Premier Design and Build. Originators: Amanda Olsen, CFM, Engineer I Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Location Map B. Final Plat of Subdivision for Valley Creek Resubdivision 3 Attachment B AGENDA ITEM: G MEETING DATE: December 17, 2025 ITEM: Parking Structure Repairs and Painting—Change Order No. 1 for Bid 25-043 ($87,385) OBJECTIVE: Perform additional work to repair broken tendons, additional concrete repairs, and membrane surface replacement to maintain structural integrity of the Spring Street parking deck. RECOMMENDATION: Approve Change Order No. 1 for the Spring Street parking structure maintenance repairs and the Centre Parking Structure painting contract, awarded to Golf Construction, for $87,385 to allow for the completion of additional safety repairs that will preserve the integrity of the Spring Street parking deck. The Spring Street parking deck, which is now more than forty years old, requires ongoing mainte- nance to protect its structural components and concrete surfaces from continuous exposure to the elements. This project included the removal and replacement of joint sealants, the application of new traffic coatings, and minor concrete floor repairs. When the project was initially bid, concrete repair work was included. Those preliminary inspec- tions did not indicate that numerous tendons were broken beneath the surface of the concrete in the Spring Street Parking Deck. To maintain the structural integrity and protect the longevity of the parking deck, these tendons must be repaired. These repairs are required to provide safety for patrons utilizing the parking deck and to preserve the aging structure. With the request for this additional work, all work is now scheduled for completion by the end of April 2026. BACKGROUND The city council in August of this year approved a bid to perform necessary maintenance repairs required at the Spring Street parking deck and to paint The Edward Schock Centre of Elgin parking deck to enhance that structure’s aesthetics. Parking structures require ongoing preventative maintenance to limit damage and deterioration. Key activities include replacing flexible expansion joints on the exposed upper levels, along with minor concrete patching and repair work. These measures are essential to protect surfaces and structural components from salt and other contaminants. The Spring Street parking deck, constructed in 1982, is now over 40 years old and requires these preventative efforts to remain in safe, stable condition. Replacing the deck would cost an esti- mated $11 million to provide an equivalent number of parking spaces in this high-demand down- town location. OPERATIONAL ANALYSIS Regular maintenance is essential to protect a parking structure’s components from corrosion caused by moisture and other contaminants. Over time, age and exposure to the elements cause joint seal materials to become brittle, shrink, and deteriorate. Once this happens, moisture and debris can penetrate the joints, accelerating structural damage. Routine upkeep, including con- crete patching and minor repairs to exposed surfaces, help prevent this deterioration. The proposed repairs for the Spring Street parking structure included minor concrete restoration and joint seal replacements throughout the facility to reduce water infiltration and prolong its lifespan. During this work, in the Spring Street parking deck, additional structural and safety needs were identified. Multiple support tendons were discovered to be broken during the con- crete repairs. Repairing these tendons requires hundreds of additional square feet of concrete repairs as well. All maintenance and aesthetic upgrades under this contract were originally sched- uled for completion by November 2025. With the newly identified repairs required, completion is now anticipated by the end of April 2026. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS Sufficient funding is available to cover the cost of this change order. BUDGET IMPACT FUND ACCOUNT PROJECT # AMOUNT AMOUNT BUDGETED AVAILABLE Central Area TIF 262-0000-791.40-04 N/A $87,385 $87,385 LEGAL IMPACT None. 2 ALTERNATIVES The city council may choose not to approve the change order with Golf Construction and provide staff with further direction. NEXT STEPS Execute the change order with Golf Construction. Originators: Greg Hulke, Parks and Facilities Superintendent Jen Hermonson, Parks and Recreation Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Change Order No. 1 3  City of Elgin Change Order ELGIN, ILLINOIS PROJECT: Bid No. 25-043 CHANGE ORDER No. 1 CONTRACT: Parking Structure Repairs and Painting – Bid No. 25-043 SCOPE: To perform additional concrete and tendon repair work necessary after discovery of broken tendons during originally contracted repairs REASONS FOR CHANGE: When the project was initially bid, site conditions and inspections did not suggest that there were multiple support tendons broken within the concrete floor structure of the deck. To maintain the integrity and longevity of the Spring St. Parking Deck, additional concrete and support tendons must be repaired as they are discovered. The circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed. The change is germane to the original contract as signed. This change order is in the best interests of the City of Elgin and authorized by law. SUMMARY OF CHANGES IN CONTRACT AMOUNT: This contract is being increased by $87,385. This will allow the contractor to perform the additional concrete replacement and support tendons as described above. ORIGINAL CONTRACT AMOUNT: $199,375 CHANGE ORDER No. 1 Perform additional concrete and support tendon repairs ADD $87,385 TOTAL FOR CHANGE ORDER NO. 1 ADD $87,385 TOTAL REVISED CONTRACT AMOUNT: $286,760 The original amount of the contract with Golf Construction was $199,375. Change Order No. 1 totaling $87,385 will increase the original contract amount by a total of $87,385, that sum representing 43.8% of the original contract amount. The new contract amount, inclusive of all change orders, is $286,760. OTHER CONTRACT PROVISIONS: All other contract provisions remain the same. CHANGE ORDER No. 1 Agreed to this day of , 2025. Recommended by: Parks and Recreation Department By: Greg Hulke Title: Parks and Facilities Superintendent Date: December 17, 2025 Signature: Accepted by: Golf Construction Party of the Second Part (Contractor) By: Title: Date: Signature: Approved by: CITY OF ELGIN Party of the First Part (Owner) By: Richard G. Kozal Title: City Manager Date: Signature: Legal Dept\Agreement\Golf Construction AGENDA ITEM: H MEETING DATE: December 17, 2025 ITEM: Removal and Disposal of Water Treatment Lime Residuals for 2026—Agreement with Stewart Spreading, Inc., Amendment No. 4 ($3,107,010) OBJECTIVE: Continue treatment of the city’s drinking water by responsibly handling the lime softening waste residual from the city’s water treatment process. RECOMMENDATION: Award the Amendment Agreement No. 4 to Stewart Spreading, Inc. of Sheridan, Illinois, for the Removal and Disposal of Water Treatment Lime Residuals. The city’s water treatment plants produce lime residuals that are stored at two lagoon sites. The lime residuals in these lagoons must be regularly removed to provide continuous capacity. The city has contracted with Stewart Spreading, Inc. since 2021 to remove the lime residuals and re- purpose the product for agricultural soil replenishment. Approval of this amendment will author- ize Stewart Spreading to continue removal and land application during 2026 of lime residuals produced by the water treatment process. BACKGROUND The Leo Nelson Riverside and Airlite Water Treatment Plants produce lime residuals as a by-prod- uct of the water softening process. This material, consisting mostly of calcium carbonate, is stored at two lagoon sites. The Riverside Plant pumps the lime residuals directly to lagoons im- mediately south of the Highlands Golf Course. The Airlite Plant storage lagoons are located at the treatment plant. Regular removal and disposal of the lime residuals in these lagoons is required to provide continuous capacity for the waste stream, which is integral to continually treat the water. In 2021, the city contracted with Stewart Spreading, Inc., to handle the lime residuals, which was the first year of a five-year renewable contract. OPERATIONAL ANALYSIS The removal and disposal of lime residuals is vital for the success of the water treatment process. Utilizing the most cost-effective and beneficial solution for removal is the most sustainable method to handle the residuals. Land application has been determined to be the most cost-ef- fective and sustainable method for disposing of the lime residuals. Staff and the contractor work diligently to dispose of as much of the material as feasible through land application. Additionally, land application also incorporates a very beneficial reuse of the waste stream residuals to benefit the farming community. Land application of lime residuals in- creases the pH of the soil and is effective in improving the soil characteristics. Land application of the residuals requires significant permitting from the Illinois Environmental Protection Agency, and the terms of the agreement ensure that the handling of the residuals meet these regulations. The contractor will continue to assist the city with the renewals of the permit and reporting the locations of residuals land application. The greatest challenge of land application is that it can only be completed during short windows of time when crops are not in the fields and weather permits, which is generally late fall and early spring. At times, the option to landfill lime residuals can be utilized if lagoon capacity is required but the land application option is not available. City staff will work diligently to minimize the landfill wasting of the material. The land application window described above is particularly challenging at the Airlite Water Treatment Plant site where the lagoons require multiple cycles of cleaning each year. The need for a well-planned and managed residuals handling operation is imperative, and Stewart Spread- ing has proven they can handle the residuals from the Airlite facility. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The method of payment for the lime sludge residuals is per dry ton of residuals removed from the McLean Lagoons and per gallon of Airlite residual transferred for additional drying to the McLean Lagoons. Staff recommend awarding Amendment Agreement No. 4 to Stewart Spread- ing, Inc. of Sheridan, Illinois. Expenditures for the removal and disposal of water treatment lime residue for 2026 will not exceed $3,107,010. The 2026 Proposed Utility Fund Budget includes funding for this contract. 2 BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE Utility 401-4002-771.45-99 N/A $3,107,010 $3,107,010 LEGAL IMPACT The proposed agreement requires an exception to the procurement ordinance, which requires approval by two-thirds of the members of the city council. ALTERNATIVES The city council may choose to reject the agreement; however, direction would be required to staff, on how to proceed with handling the treatment residuals. Within three months, the lack of a residuals handling contractor would affect the ability to treat water, and the city does not cur- rently have the resources to complete the residuals handling in-house. NEXT STEPS 1. Agreement is executed 2. Issue notice to proceed Originators: Nora Bertram, Water Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A: Amendment Agreement No. 4 3  FOURTH EXTENSION OF PURCHASE AGREEMENT THIS FOURTH EXTENSION OF PURCHASE AGREEMENT (hereinafter referred to as the “Extension Agreement” is hereby made and entered into this ____ day of _________________, 2025, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the “City”), and Stewart Spreading, Inc., an Illinois corporation (hereinafter referred to as “Contractor”). WHEREAS, the City and Contractor hereto have previously entered into an agreement dated October 27, 2021 (hereinafter referred to as "Original Agreement"), wherein the City engaged the Contractor to remove lime residue from lagoons located at the South McLean site and lagoons located at the Airlite Water Treatment Plant (hereinafter referred to as the "Project"); and WHEREAS, the term of the Original Agreement terminated on December 31, 2022 WHEREAS, the Original Agreement further provides that the parties may agree to enter into subsequent one-year extension agreements under the same terms and conditions as provided for in the Original Agreement, subject to an annual price adjustment based upon the Consumer Price Index (CPI) published on January 1 of each year; and WHEREAS, the Original Agreement provided for a maximum payment by the City of $4,130,000 for all work performed through December 31, 2022; and WHEREAS, the parties entered into a First Extension of Purchase Agreement, dated April 26, 2023, which extended the Original Agreement for a term commencing on January 1, 2023 and terminating on December 31, 2023 (the “First Extension Agreement”); and WHEREAS, the parties entered into a Second Extension of Purchase Agreement, dated March 6, 2024, which extended the Original Agreement for a term commencing on January 2024 and terminating on December 31, 2024 (the “Second Extension Agreement”); and WHEREAS, the parties entered into a Third Extension of Purchase Agreement, dated February 12, 2025, which extended the Original Agreement for a term commencing on January 1, 2025 and terminating on December 31, 2025 (the “Third Extension Agreement”); and WHEREAS, the Illinois Prevailing Wage Act (820 ILCS 130/1 et seq.) (the “Act”) was amended effective January 1, 2024 to provide that the services to be provided by Contractor under the Original Agreement are considered public works that are subject to the requirements of the Act, thereby necessitating an increase in the contract price; and WHEREAS, the parties have determined it to be in their mutual best interests to extend the term of the Original Agreement for an additional one-year term upon the same terms and conditions of the Original Agreement, subject to the additional services and price adjustment provided for herein; and 1  WHEREAS, the parties hereto have determined and agree that the total maximum payment for the work performed and services described in this Fourth Extension Agreement shall be in an amount of $3,107,010; and WHEREAS, the changes provided to the Original Agreement in this Fourth Extension of Purchase Agreement are germane to the Original Agreement as signed and this Fourth Extension of Purchase Agreement is in the best interest of the City and authorized by law. NOW, THEREFORE, for and in consideration of the mutual undertakings provided herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby mutually acknowledged, the parties hereto agree as follows: 1. The above recitals are incorporated into and made part of this Fourth Extension Agreement as if fully recited herein. 2. The parties agree to extend the term of the Original Agreement for an additional one-year term, which shall be deemed to have commenced on January 1, 2026, and which shall terminate on December 31, 2026, under the same terms of the Original Agreement except as expressly provided for in this Fourth Extension Agreement. 3. Attachment A of the Original Agreement, under the heading "Stewart Spreading, Inc. will be responsible for:," is hereby amended to read as follows: "Stewart Spreading, Inc., shall provide certain additional services to include: a. If there is need, removal of lime residual from the decant ponds and will maintain the decant ponds located at the McLean Lagoons site, up to $40,986 per year for time and materials; b. Approved lagoon site maintenance and/or lagoon improvements shall be provided on a time and materials basis." 4. Attachment A of the Original Agreement, under the heading "Contract Rates," is hereby amended by adding a new provision thereto to read as follows: "Anything to the contrary in this Agreement or Attachment A thereto notwithstanding, the total amount that the City shall pay Stewart Spreading, Inc., for any work performed during the term of the Fourth Extension Agreement, said term being January 1, 2026 to December 31, 2026, shall not exceed the total amount of $3,107,010.00. The detailed basis of the fee schedule associated with the work performed under the Fourth Extension Agreement shall be as follows: • Airlite- Water Treatment Plant $0.0799 per gallon transferred from the Airlite 2  lagoons to the McLean lagoons. • McLean Lagoons - $115.175 per Dry Ton for Lime removed and land applied from South McLean Boulevard Lagoons and the McLean temporary storage lagoon for Airlite Lime. • McLean Lagoons - $183.737 per Dry Ton for Lime removed and landfilled from the South McLean Boulevard Lagoons and the McLean temporary storage lagoon for Airlite Lime." 5. That except as amended by this Fourth Extension Agreement the Original Agreement shall remain in full force and effect. 6. That in the event of any conflict between the terms of the Original Agreement, as amended by the First Extension Agreement, the Second Extension Agreement and the Third Extension Agreement, and the provisions in this Fourth Extension Agreement, the provisions of this Fourth Extension Agreement shall control. 7. This Fourth Extension Agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. This Fourth Extension Agreement may be executed electronically, and any signed copy of this this Fourth Extension Agreement transmitted by facsimile machine, email, or other electronic means shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Fourth Extension Agreement transmitted by facsimile machine, email, or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. IN WITNESS WHEREOF, the undersigned have entered into and executed this Fourth Extension Agreement as of the date and year first written above. CITY OF ELGIN STEWART SPREADING, INC. By: _ City Manager Attest: Attest: City Clerk Legal Dept\Agreement\Stewart Spreading Inc-Extension Agr No 4-11-24-25-clean.docx 3 AGENDA ITEM: I MEETING DATE: December 17, 2025 ITEM: Lead Service Line Replacement (LSLR) Program Year 5 Improvements—Engineering Services Agreement with Engineering Enterprises, Inc. (EEI), Amendment No. 1 ($2,875,816) OBJECTIVE: Contract with EEI for construction engineering services for Year 5 of the Lead Service Line Re- placement Program. RECOMMENDATION: Award an Amendment No. 1 to the agreement with Engineering Enterprises, Inc., for construc- tion engineering services related to the Lead Service Line Replacement Program Year 5 in the amount of $2,875,816. Elgin’s Lead Service Line Replacement Program has been ongoing since 2020. Year 1 replaced approximately 390 lead service lines utilizing the proceeds of a $4 million principal forgiven loan from the Illinois Environmental Protection Agency (IEPA). Year 2 was a larger program with an opportunity to secure a second $4 million principal forgiveness loan from the IEPA and utilizing approximately $9.5 million in ARPA funding that has been committed to Lead Service Line Re- placements. The Year 2 program replaced over 870 service lines. The Year 3 program replaced over 900 service lines in 2024 using an IEPA loan, the remaining ARPA funds and additional capital funds. The Year 4 program replaced service lines utilizing IEPA funds, DCEO Grant funds, congres- sional directed funds and other funding sources, it is expected that approximately 1,200 services will be replaced once the Year 4 program is complete. The Year 5 program will utilize IEPA funds and other funding sources to replace approximately 900 services, as well as approximately 20,000 feet of water main replacement. Engineering Enterprises, Inc., (EEI), has prepared and are plan- ning to bid six contracts for this year’s program. This amendment agreement is for construction engineering and daily oversight of those six contracts. BACKGROUND Lead pipes were historically used to convey water from the city-owned and operated water mains into homes, businesses and other facilities. This industry accepted construction practice contin- ued until approximately 1970 when copper replaced lead as the industry choice. National regulations governing water treatment require that drinking water be treated so that a scale occurs from the process of the drinking water flowing through a water service line pipe. Additionally, in 2022 the Lead Service Line Replacement and Notification Act was implemented by the State, which places a requirement on the city to replace all lead service lines over the next several decades. The replacement requirements are dependent on the final inventory of lead service lines in the system by 2027. The city contracted with EEI in December of 2019 to prepare a project plan in order to request funding from the Illinois Environmental Protection Agency (IEPA) State Revolving Loan Fund that is specifically earmarked for lead service line replacement (LSLR). The program allows for up to $4 million in principal forgiveness to each entity per year, therefore, this funding is more similar to a grant than a loan. In June of 2020, EEI and city staff finalized the project plan and submitted the plan to the IEPA. In 2022 and 2023 the city secured the funding for Year 1 and Year 2 of the IEPA principal forgiveness loan in the amount of $4 million. Year 3 utilized a zero interest IEPA State Revolving Fund loan. Year 4 utilized both a principal forgiven loan, zero-interest IEPA loans, congressionally directed spending funds and DCEO grant funds. Year 5 provides for some princi- pal forgiveness loan funding, and the city is currently pursuing additional zero interest loan funds from IEPA as well. OPERATIONAL ANALYSIS Utilizing IEPA loans and local funding, the city plans to award six separate contracts for the Lead Service Line and Water Main Replacement Program in 2026. EEI is currently preparing the bidding documents for all six contracts and will be submitting the necessary paperwork for the IEPA loan, which will be used to fund three of the contracts. The other three contracts will be funded through local funding. Construction engineering services will be required for the daily inspection, field reporting, record keeping and contractor communication as well as overall project coordi- nation of the lead service line replacements. The city regularly uses engineering consulting firms to provide these services. INTERESTED PERSONS CONTACTED The bidding documents for the IEPA funded projects will be submitted to the IEPA and reviewed, in order for the construction engineering to be loan eligible this agreement must be approved prior to submittal to IEPA for review. FINANCIAL ANALYSIS The proposed Amendment Agreement No. 1 totals $2,875,816. The engineering services pro- vided by Engineering Enterprises will include six separate construction contracts. The 2026 Pro- posed Utility Fund budget includes funding for this contract amendment. 2 BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE Utility 401-4002-771.30-03 409950 $2,875,816 $2,875,816 LEGAL IMPACT Approval of this agreement requires an exception to the procurement ordinance, which requires approval by two-thirds of the city council for acceptance. ALTERNATIVES The city council may choose to reject the agreement and direct staff to request proposals from other engineering firms for construction engineering services. This option will likely delay re- placement of lead service lines and may lead to loss of IEPA funding. NEXT STEPS 1. Execute the agreement with EEI. 2. Issue directive to engineer to begin work. Originators: Nora Bertram, Water Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Amendment Agreement No. 1 with Engineering Enterprises, Inc. 3  AMENDMENT AGREEMENT NO. 1 THIS AMENDMENT AGREEMENT No. 1 is hereby made and entered into this ____ day of _________________, 2026, by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as the “City”), and Engineering Enterprises, Inc., an Illinois corporation (hereinafter referred to as “Engineer”). WHEREAS, the City and Engineer hereto have previously entered into an agreement dated August 13, 2025 (the “Original Agreement”), wherein the City engaged the Engineer to furnish certain professional services in connection with the Lead Service Line Replacement Program – Year 5 Improvements (hereinafter referred to as the “Original Agreement” and the “Project”); and WHEREAS, the City has determined that the proposed scope of the PROJECT should be further modified to include Construction Phase Professional Engineering Services; and WHEREAS, the contract price for the Original Agreement was $682,974.00. The contract price for Engineering services pursuant to Amendment No. 1 is $2,875,816.00. WHEREAS, the changes contemplated by this Amendment Agreement No. 1 are germane to the Original Agreement as signed; and this Amendment Agreement No. 1 is in the best interests of City and is authorized by law. NOW, THEREFORE, for and in consideration of the mutual promises and covenants provided for herein, and other good and valuable consideration, the sufficiency of which is hereby acknowledged, the parties hereto agree as follows: 1. The above recitals are incorporated into and made a part of this agreement as if fully recited hereby. 2. Section 1C of the Original Agreement is hereby further amended by adding the following to the end thereof: “ENGINEER shall perform the Services described in “Attachment A-1”, entitled “Scope of Services”. No Supplemental Services shall be performed by the ENGINEER nor shall the City be responsible for Payment of any Supplemental Services unless and until such Supplemental Services are authorized in advance in writing by the City.” 3. Section 2B of the Original Agreement is hereby further amended by adding the following to the end thereof: “A project schedule for the PROJECT is included as Attachment B-1 attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C below” 4. Section 4A of the Original Agreement is hereby amended by adding the following to the end thereof: “For services provided pursuant to Amendment No. 1 the ENGINEER shall be paid in accordance with the Estimate of Level of Effort and Associated Cost dated November 25, 2025, attached as Attachment C-1 and incorporated herein by this reference, and in accordance with the ENGINEER’S Standard Schedule of  Charges dated January 1, 2026, attached hereto as Attachment D-1 for personnel employed on the PROJECT, with the total fees and expenses to be paid to the ENGINEER not to exceed $2,875,816.00. regardless of the actual costs incurred by the ENGINEER unless substantial modification to the scope of work are authorized in writing by the DIRECTOR and approved by way of written amendment to this agreement.” 5. Section 4B of the Original Agreement is hereby amended by adding the following to the end thereof: “Outside service expenses are included within the total fee amount not to exceed $2,875,816.00. referred to in Section 4A hereof.” 6. Section 4C of the Original Agreement is hereby amended by adding the following to the end thereof: “Reimbursable expenses are included within the total fee amount not to exceed $2,875,816.00. referred to in Section 4A hereof.” 7. Section 4D of the Original Agreement is hereby amended by adding the following to the end thereof: Payment Schedule ESTIMATED INVOICE ESTIMATED VALUE OF ESTIMATED INVOICE % DATE WORK COMPLETE VALUE COMPLETE Jan-26 2% $ 57,516.32 $ 57,516.32 Feb-26 5% $ 143,790.80 $ 86,274.48 Mar-26 10% $ 287,581.60 $ 143,790.80 Apr-26 15% $ 431,372.40 $ 143,790.80 May-26 20% $ 575,163.20 $ 143,790.80 Jun-26 25% $ 718,954.00 $ 143,790.80 Jul-26 35% $ 1,006,535.60 $ 287,581.60 Aug-26 45% $ 1,294,117.20 $ 287,581.60 Sep-26 55% $ 1,581,698.80 $ 287,581.60 Oct-26 65% $ 1,869,280.40 $ 287,581.60 Nov-26 75% $ 2,156,862.00 $ 287,581.60 Dec-26 85% $ 2,444,443.60 $ 287,581.60 Jan-27 95% $ 2,732,025.20 $ 287,581.60 Feb-27 95% $ 2,732,025.20 $ - Mar-27 95% $ 2,732,025.20 $ - Apr-27 95% $ 2,732,025.20 $ - May-27 98% $ 2,818,299.68 $ 86,274.48 Jun-27 99% $ 2,847,057.84 $ 28,758.16 Jul-27 100% $ 2,875,816.00 $ 28,758.16 Total = $ 2,875,816.00 8. The changes provided to the Original Agreement, as provided in this Amendment Agreement No. 1 are germane to the Original Contract, and this Amendment Agreement No. 1 is in the best interests of the City of Elgin and is authorized by law. 9. That except as amended in this Amendment Agreement No. 1, the Original Agreement shall remain in full force and effect, including Section F-1 “IEPA Professional Services Contract Clauses”. 10. That in the event of any conflict between the terms of the Original Agreement, and the provisions in this Amendment Agreement No. 1, the provisions of this Amendment Agreement No. 1 shall control. IN WITNESS WHEREOF, the undersigned have entered into and executed this Amendment Agreement as of the date and year first written above. CITY OF ELGIN CONSULTANT By:_________________________________ By:_________________________________ City Manager Its Principal Attest: Attest: ___________________________________ ___________________________________ City Clerk Its Executive Assistant CITY OF ELGIN, IL YEAR 5 LSLR PROGRAM ATTACHMENT A-1 SCOPE OF SERVICES LEAD SERVICE LINE REPLACEMENT – YEAR 5 City of Elgin, IL Professional Services Agreement - Construction Engineering The City of Elgin has identified approximately 870 lead services lines to be replaced (main to meter) using funds from the IEPA Public Water Supply Loan Program (PWSLP) and local funds. The service replacements are divided into six separate construction contracts: Year 5 Contract Min. No. of Funding LSLR Contract A (LSLR & associated water main replacement) 193 IEPA and local Contract B (IEPA $4M) 258 IEPA Contract C (IEPA bypass funding) 357 IEPA Contract D (Emergency Repairs) 60 Local Contract E (St. Charles St. IDOT LSLR) 33 Local 2026 Water Main Improvements (no LSLR) N/A Local Total 901 Contract A includes approximately 8,300 linear feet of new water main installation. A separate, water main replacement only contract includes approximately 12,400 feet of new water main installation. The City is currently nearing the completion of the design phase of this project and is seeking to proceed to the construction phase. Due to construction costs running lower than anticipated for Year 4, the City also identified an additional 123 lead service lines to be replaced under Year 4 Contracts B and C (IEPA L17-5873 eligible). The City also added an additional 37 lead service line replacements to Year 4 under Contracts D, F, and G (local funding). This amendment includes construction engineering services for the additional 160 lead service line replacements added to Year 4. The following list of work items establishes the scope of engineering services for this project: CONSTRUCTION ENGINEERING 3.1 Construction Administration  Project Management  Preparation of on-line data management tool (Field Maps)  Prepare for, attend, and facilitate the preconstruction meeting including preparation of meeting minutes  Shop drawing review  Resident notifications (3 total; English and Spanish) o Overall project information and general schedule o Notice of service replacement o Restoration and flushing guidelines  Project manager attendance of field meetings; 2 meetings per month for 10 months - (excluding Contract D - Emergency Repairs)  Prepare pay estimates and change orders  IEPA disbursement requests – Contract A, Contract B, and Contract C only  IEPA Project Closeout – Contract A, Contract B, and Contract C only PAGE 1 CITY OF ELGIN, IL YEAR 5 LSLR PROGRAM 3.2 Construction Layout and Record Drawings  Contract A Water Main and 2026 Water Main Improvements contracts only  Stake proposed water main, structures, and curb and gutter. B-boxes will not be staked.  Perform post construction field survey for record drawings  Prepare and review record drawings 3.3 Construction Observation and Documentation – Water Main  Contract A and 2026 Water Main Improvements contracts only  Take pre-construction videos and photos of pre-existing conditions  Provide resident engineering services for construction  Provide quantity tracking, documentation, and daily field reports (e-mails and Salesforce)  On-site meetings with the City as needed  Punch walks and letters 3.4 Construction Observation and Documentation – LSLR  Home assessments with Contractor and City  Provide resident engineering services for construction  Provide quantity tracking, documentation, and daily field reports (e-mails and Salesforce)  On-line data management using Field Maps  On-site meetings with the City as needed  Punch walks and letters The following scope of services will be provided by EEI’s Subconsultant:  On-call CCDD testing and certification – LPC 662/663 (Rubino Engineering Inc.)  Waste profile testing (Rubino Engineering Inc.)  Material testing (Rubino Engineering Inc.)  Plumbing and grounding inspections (B&F Construction Code Services, Inc.) EXCLUSIONS The above scope of services excludes the following:  Attendance at City Council Meeting  Construction layout for LSLRs  Post construction field survey and/or record drawings for LSLRs  Resident coordination during construction (by Contractor) The above scope summarizes the work items that will be completed for this contract. Additional work items, including additional meetings beyond the meetings defined in the above scope shall be considered outside the scope of the base contract and will be billed in accordance with EEI’s Standard Schedule of Charges (Attachment D-1) in affect at the time the extra work is performed. PAGE 2 ATTACHMENT B-1: ESTIMATED SCHEDULE CLIENT PROJECT NUMBER CITY OF ELGIN EG2503 PROJECT TITLE DATE PREPARED BY LEAD SERVICE LINE REPLACEMENT - YEAR 5 - CONSTRUCTION ENGINEERING 11/25/25 KMM TASK TASK DESCRIPTION 2026 2027 NO. MAY JUNE JULY AUG SEPT OCT NOV DEC JAN FEB MAR APRIL MAY JUNE JULY CONTRACT A 3.1 Construction Administration 3.2 Construction Layout and Record Drawings - Water Main 3.3 Construction Observation and Documentation - Water Main 3.4 Construction Observation and Documentation - LSLR CONTRACT B 3.1 Construction Administration 3.4 Construction Observation and Documentation - LSLR CONTRACT C 3.1 Construction Administration 3.4 Construction Observation and Documentation - LSLR CONTRACT D 3.1 Construction Administration 3.4 Construction Observation and Documentation - LSLR CONTRACT E 3.1 Construction Administration 3.4 Construction Observation and Documentation - LSLR WATER MAIN IMPROVEMENTS 3.1 Construction Administration 3.2 Construction Layout and Record Drawings - Water Main 3.3 Construction Observation and Documentation - Water Main YEAR 4 - ADDITIONAL SCOPE 3.1 Construction Administration 3.4 Construction Observation and Documentation - LSLR 52 Wheeler Road, Sugar Grove, IL 60554 Tel: 630.466.6700 Fax: 630.466.6701 www.eeiweb.com  ATTACHMENT C-1: ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST PROFESSIONAL ENGINEERING SERVICES CLIENT PROJECT NUMBER CITY OF ELGIN EG2503 PROJECT TITLE DATE PREPARED BY LEAD SERVICE LINE REPLACEMENT - YEAR 5 11/25/25 KMM ROLE PIC PM SPE I PE PM SPT II SPT I GIS ADMIN TASK TASK DESCRIPTION E-3 E-1 P-5 P-4 E-1 T-6 T-5 P-2 A-3 HOURS COST NO. RATE $262 $228 $203 $184 $228 $191 $179 $153 $79 CONTRACT A (IEPA L17-5874 where indicated) 3.1 Construction Administration (IEPA; 148 services) 30 110 6 6 152 $ 34,332 3.1 Construction Administration (Local; Water Main + 45 services) 80 250 6 6 342 $ 79,352 3.2 Construction Layout and Record Drawings - Water Main 9 105 40 154 $ 29,267 3.3 Construction Observation and Documentation - Water Main 1,950 1,950 $ 358,800 3.4 Construction Observation and Documentation - LSLR (IEPA; 148 Services) 1,108 1,108 $ 198,332 3.4 Construction Observation and Documentation - LSLR (45 Services) 340 340 $ 60,860 Contract A Subtotal: 110 360 - 1,950 9 105 1,488 12 12 4,046 $ 760,943 DIRECT EXPENSES (IEPA L17-5874) DIRECT EXPENSES (LOCAL) Mailing and Printing $ 1,500 Mailing and Printing $ 500 Plumbing and Electrical Inspection (B&F) $ 7,400 Plumbing and Electrical Inspection (B&F) $ 2,250 Material Testing (Rubino) $ 1,500 Material Testing (Rubino) $ 1,500 DIRECT EXPENSES (IEPA) = $ 10,400 DIRECT EXPENSES (LOCAL) = $ 4,250 LABOR SUMMARY (IEPA L17-5874) LABOR SUMMARY (LOCAL) EEI Labor Expenses = $232,664 EEI Labor Expenses = $ 528,279 TOTAL LABOR EXPENSES (IEPA) $232,664 TOTAL LABOR EXPENSES (LOCAL) $ 528,279 CONTRACT A COST (IEPA L17-5874) $243,064 CONTRACT A COST (LOCAL) $ 532,529 CONTRACT A TOTAL COST $ 775,593 PAGE 1 OF 4  ATTACHMENT C-1: ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST PROFESSIONAL ENGINEERING SERVICES CLIENT PROJECT NUMBER CITY OF ELGIN EG2503 PROJECT TITLE DATE PREPARED BY LEAD SERVICE LINE REPLACEMENT - YEAR 5 11/25/25 KMM ROLE PIC PM SPE I PE PM SPT II SPT I GIS ADMIN TASK TASK DESCRIPTION E-3 E-1 P-5 P-4 E-1 T-6 T-5 P-2 A-3 HOURS COST NO. RATE $262 $228 $203 $184 $228 $191 $179 $153 $79 CONTRACT B (IEPA L17-7580) 3.1 Construction Administration (IEPA; 236 services) 40 200 240 $ 56,080 3.1 Construction Administration (Local; 22 services) 8 12 20 $ 4,832 3.4 Construction Observation and Documentation - LSLR (IEPA; 236 Services) 1,716 1,716 $ 315,744 3.4 Construction Observation and Documentation - LSLR (Local; 22 Services) 160 160 $ 29,440 Contract B Subtotal: 48 212 - 1,876 - - - - - 2,136 $ 406,096 DIRECT EXPENSES (IEPA L17-7580) DIRECT EXPENSES (LOCAL) Mailing and Printing $ 2,400 Mailing and Printing $ 300 Plumbing and Electrical Inspection (B&F) $ 11,800 Plumbing and Electrical Inspection (B&F) $ 1,100 Material Testing (Rubino) $ 2,400 Material Testing (Rubino) $ 220 DIRECT EXPENSES (IEPA) = $ 16,600 DIRECT EXPENSES (LOCAL) = $ 1,620 LABOR SUMMARY (IEPA L17-7580) LABOR SUMMARY (LOCAL) EEI Labor Expenses = $371,824 EEI Labor Expenses = $ 34,272 TOTAL LABOR EXPENSES (IEPA) $371,824 TOTAL LABOR EXPENSES (LOCAL) $ 34,272 CONTRACT B COST (IEPA L17-7580) $388,424 CONTRACT B COST (LOCAL) $ 35,892 CONTRACT B TOTAL COST $ 424,316 ROLE PIC PM SPE I PE PM SPT II SPT I GIS ADMIN TASK TASK DESCRIPTION E-3 E-1 P-5 P-4 E-1 T-6 T-5 P-2 A-3 HOURS COST NO. RATE $262 $228 $203 $184 $228 $191 $179 $153 $79 CONTRACT C (IEPA L17-5874) 3.1 Construction Administration 50 312 362 $ 84,236 3.4 Construction Observation and Documentation - LSLR 2,598 2,598 $ 478,032 Contract C Subtotal: 50 312 - 2,598 - - - - - 2,960 $ 562,268 DIRECT EXPENSES (IEPA L17-5874) Mailing and Printing $ 3,600 Plumbing and Electrical Inspection (B&F) $ 17,850 Material Testing (Rubino) $ 3,600 DIRECT EXPENSES (IEPA) = $ 25,050 LABOR SUMMARY (IEPA L17-5874) EEI Labor Expenses = $562,268 TOTAL LABOR EXPENSES (IEPA) $562,268 CONTRACT C COST (IEPA L17-5874) $587,318 PAGE 2 OF 4  ATTACHMENT C-1: ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST PROFESSIONAL ENGINEERING SERVICES CLIENT PROJECT NUMBER CITY OF ELGIN EG2503 PROJECT TITLE DATE PREPARED BY LEAD SERVICE LINE REPLACEMENT - YEAR 5 11/25/25 KMM ROLE PIC PM SPE I PE PM SPT II SPT I GIS ADMIN TASK TASK DESCRIPTION E-3 E-1 P-5 P-4 E-1 T-6 T-5 P-2 A-3 HOURS COST NO. RATE $262 $228 $203 $184 $228 $191 $179 $153 $79 CONTRACT D (EMERGENCY REPAIR) 3.1 Construction Administration 12 40 8 8 68 $ 14,120 3.4 Construction Observation and Documentation - LSLR 450 450 $ 80,550 Contract D Subtotal: 12 40 - - - - 450 8 8 518 $ 94,670 CONTRACT E (ST. CHARLES ST. LSLR) 3.1 Construction Administration 8 18 8 8 42 $ 8,056 3.4 Construction Observation and Documentation - LSLR 248 248 $ 44,392 Contract E Subtotal: 8 18 - - - - 248 8 8 290 $ 52,448 WATER MAIN IMPROVEMENTS 3.1 Construction Administration (Water Main) 100 326 8 8 442 $ 102,384 3.2 Construction Layout and Record Drawings - Water Main 18 143 58 219 $ 41,799 3.3 Construction Observation and Documentation - Water Main 3,010 3,010 $ 538,790 Water Main Improvements Subtotal: 100 326 - - 18 143 3,068 8 8 3,671 $ 682,973 CONTRACTS D, E, AND WM IMP. DIRECT EXPENSES (LOCAL) Mailing and Printing $ 2,000 Plumbing and Electrical Inspection (B&F) $ 4,650 Material Testing (Rubino) $ 2,000 DIRECT EXPENSES (LOCAL) = $ 8,650 CONTRACTS D, E, AND WM IMP. LABOR SUMMARY (LOCAL) EEI Labor Expenses = $ 830,091 TOTAL LABOR EXPENSES (LOCAL) $ 830,091 CONTRACTS D, E, AND WM IMP. TOTAL COST $ 838,741 LEAD SERVICE LINE REPLACEMENT - YEAR 5 TOTAL COST $ 2,625,968 PAGE 3 OF 4  ATTACHMENT C-1: ESTIMATE OF LEVEL OF EFFORT AND ASSOCIATED COST PROFESSIONAL ENGINEERING SERVICES CLIENT PROJECT NUMBER CITY OF ELGIN EG2503 PROJECT TITLE DATE PREPARED BY LEAD SERVICE LINE REPLACEMENT - YEAR 5 11/25/25 KMM YEAR 4 - ADDITIONAL SCOPE ROLE PIC PM SPE I PE PM SPT II SPT I GIS ADMIN TASK TASK DESCRIPTION E-3 E-1 P-5 P-4 E-1 T-6 T-5 P-2 A-3 HOURS COST NO. RATE $262 $228 $203 $184 $228 $191 $179 $153 $79 YEAR 4 (IEPA L17-5873 where indicated) 3.1 Construction Administration (IEPA; 123 services) 20 96 116 $ 27,128 3.1 Construction Administration (Local; 37 services) 10 26 36 $ 8,548 3.4 Construction Observation and Documentation - LSLR (IEPA; 123 Services) 852 852 $ 156,768 3.4 Construction Observation and Documentation - LSLR (Local; 37 Services) 256 256 $ 47,104 Year 4 Subtotal: 30 122 - 1,108 - - - - - 1,260 $ 239,548 DIRECT EXPENSES (IEPA L17-5873) DIRECT EXPENSES (LOCAL) Mailing and Printing $ 1,300 Mailing and Printing $ 400 Plumbing and Electrical Inspection (B&F) $ 6,150 Plumbing and Electrical Inspection (B&F) $ 1,850 Material Testing (Rubino) $ 400 Material Testing (Rubino) $ 200 DIRECT EXPENSES (IEPA) = $ 7,850 DIRECT EXPENSES (LOCAL) = $ 2,450 LABOR SUMMARY (IEPA L17-5873) LABOR SUMMARY (LOCAL) EEI Labor Expenses = $183,896 EEI Labor Expenses = $ 55,652 TOTAL LABOR EXPENSES (IEPA) $183,896 TOTAL LABOR EXPENSES (LOCAL) $ 55,652 YEAR 4 COST (IEPA L17-5873) $191,746 YEAR 4 COST (LOCAL) $ 58,102 YEAR 4 - ADDITIONAL SCOPE TOTAL COST $ 249,848 AMENDMENT NO. 1 TOTAL COST $ 2,875,816 PAGE 4 OF 4  ATTACHMENT D-1 ENGINEERING ENTERPRISES, INC. 52 Wheeler Road, Sugar Grove, IL 60554 Ph: 630.466.6700 •Fx: 630.466.6701 www.eeiweb.com STANDARD SCHEDULE OF CHARGES ~ JANUARY 1, 2026 EMPLOYEE DESIGNATION CLASSIFICATION HOURLY RATE Senior Principal E-4 $268.00 Principal E-3 $262.00 Senior Project Manager E-2 $254.00 Project Manager E-1 $228.00 Senior Project Engineer/Surveyor II P-6 $218.00 Senior Project Engineer/Surveyor I P-5 $203.00 Project Engineer/Surveyor P-4 $184.00 Senior Engineer/Surveyor P-3 $169.00 Engineer/Surveyor P-2 $153.00 Associate Engineer/Surveyor P-1 $139.00 Senior Project Technician II T-6 $191.00 Senior Project Technician I T-5 $179.00 Project Technician T-4 $167.00 Senior Technician T-3 $153.00 Technician T-2 $138.00 Associate Technician T-1 $120.00 Engineering/Land Surveying Intern I-1 $ 89.00 Director of Marketing and Business Development M-4 $141.00 Marketing Coordinator M-2 $105.00 Executive Administrative Assistant A-4 $ 84.00 Administrative Assistant A-3 $ 79.00 VEHICLES. DRONE, EXPERT TESTIMONY, REPROGRAPHICS AND DIRECT COSTS* Vehicle for Construction Observation $ 20.00 Unmanned Aircraft System / Unmanned Aerial Vehicle / Drone $245.00 Expert Testimony $300.00 In-House Scanning and Reproduction $0.25/Sq. Ft. (Black & White) $1.00/Sq. Ft. (Color) Reimbursable Expenses (Direct Costs) Cost Services by Others (Direct Costs) Cost + 10% * unless specified otherwise in agreement OUTSTANDING SERVICE • EVERY CLIENT • EVERY DAY