Committee of the Whole

CITY COUNCIL COMMITTEE OF THE WHOLE MEETING AGENDA MAY 13, 2026|6:00 PM CITY COUNCIL CHAMBERS Call to Order Roll Call Approval of Minutes of Previous Meeting – April 22, 2026 Public Comment Initiatives and Other Items A. Historic Architectural Rehabilitation Grant Resolution Approving Recipients for the 2026 Program ($129,895) and Historic Paint Grant Resolution Approving Recipients for the 2026 Program ($167,245) Objective: Award grants to owners of historic landmark properties or those located within the city’s historic districts for exterior rehabilitation and restoration work to their residen- tial properties and a paint grant to owners within the Elgin National Watch Historic Dis- trict. B. Operational Services for the 2026 Nightmare on Chicago Street Event—Agreement with Duff Entertainment, Inc. (Not to Exceed $55,091) Objective: Secure gate and ticket operations for Nightmare on Chicago Street. C. WaterTap Trailer for Free Public Drinking Water at Community Events—Purchase ($40,000) Objective: Provide a mobile, self-serve hydration station at city and city-sponsored events, supporting waste reduction, public health and sustainability education goals outlined in the City’s Climate Action and Resiliency Plan. D. Police Department Social Services Unit Soft Interview Room Enhancements—Ac- ceptance of International Association of Chiefs of Police Grant ($4,926 Grant) Objective: Enhance the comfort, safety and trauma-informed environment of the police department social services unit’s ‘soft’ interview room to better serve victims of crime. Committee of the Whole Agenda – May 13, 2026 Page 2 E. Juvenile Violence Intervention and Prevention Youth Empowerment Program (YEP)— Purchase of Services Agreement ($45,600) Objective: Contract with community liaisons to provide administrative duties inclusive of home visits, school visits and other programs while working in conjunction with the police department and community partners for the juvenile violence intervention and preven- tion through the Youth Empowerment Program (YEP). F. Youth Empowerment Program (YEP) Soccer Programming – Acceptance of Elgin Town- ship Grant ($10,000 Grant) Objective: Continue offering programming to support initiatives that provide prevention and engagement opportunities for the city’s youth. G. Kids United Summer Program – Acceptance of Elgin Township Grant ($20,000 Grant) Objective: Continue offering programming to support youth initiatives that provide pre- vention and engagement opportunities for the city’s youth. H. BMX Track Public Riding Hours at Elgin Sports Complex – Amendment to Land Use Agreement with Elgin BMX Riders Association, Inc. (No Cost) Objective: Formalize and authorize designated public riding hours at the BMX track through an amendment to the existing land use agreement, while clearly defining opera- tional responsibilities, safety protocols and risk management measures. I. McClure Avenue 2026 Resurfacing Project Design Engineering Services—Amendment Agreement No. 1 with Engineering Enterprises, Inc. ($59,668) Objective: Analyze, design, and prepare construction documents for the resurfacing of various collector and residential streets for the 2026 neighborhood street and 2026 col- lector street resurfacing programs, including Walnut Avenue. J. McLean Boulevard at Royal Boulevard Traffic Signal Modernization Project—Design and Construction Engineering Services Agreement with Hampton, Lenzini and Renwick, Inc. (HLR) ($127,610) Objective: Analyze, design and prepare construction documents to modernize the signal- ized intersection at Mclean and Royal Boulevards and to also provide field inspection, con- tract administration, general coordination and control of the day-to-day construction ac- tivities for the modernization project. K. Elgin Township Road District Street Resurfacing Cost Reimbursement—Intergovernmen- tal Agreement (No Cost) Objective: Include certain township road segments into the city’s 2026 resurfacing pro- gram to minimize disruption to residents and provide cost efficiencies for both local gov- ernment units. Committee of the Whole Agenda – May 13, 2026 Page 3 L. Metro West Council of Government—Membership Renewal ($30,000) Objective: Maintain membership in a regional council of governments to advance legisla- tive priorities, protect local resources and coordinate regional advocacy. 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: May 13, 2026 ITEM: Historic Architectural Rehabilitation Grant Resolution Approving Recipients for the 2026 Program ($129,895) and Historic Paint Grant Resolution Approving Recipients for the 2026 Program ($167,245) OBJECTIVE: Award grants to owners of historic landmark properties or those located within the city’s historic districts for exterior rehabilitation and restoration work to their residential properties and a paint grant to owners within the Elgin National Watch Historic District. RECOMMENDATION: Approve three recipients to participate in the 50/50 component and five recipients to participate in the 75/25 component of the Historic Architectural Rehabilitation Grant Program in the amount of $129,895. Secondly, approve twelve recipients to participate in the Historic Paint Grant Pro- gram in the amount of $167,245. The Historic Architectural Rehabilitation Grant program provides incentives to owners of residen- tial property to offset the costs of exterior rehabilitation work. The “50/50” component of the program covers half of the costs of exterior work done to eligible properties up to $20,000. The “75/25” component covers 75 percent of the costs of such work up to $20,000 for low- and mod- erate-income owners. The city received nine Historic Architectural Rehabilitation applications. Three applications are under the 50/50 component of the program and five are under the 75/25 component. One eligible 50/50 applicant withdrew from the program. Five out of the eight are owner-occupied homes. The Historic Paint Grant Program is in its second year. The program provides a grant of up to $15,000 to owner-occupied, low-to-moderate income property owners to paint their home within the Elgin National Watch Historic District. The city received fourteen Historic Paint Grant applica- tions. Each grant program was allocated $150,000 from the General Fund in 2026. The city council will need to allocate $167,245 to fully fund twelve of the fourteen eligible Historic Paint Grant appli- cations. Staff is requesting to transfer unused funds from the Historic Architectural Rehabilitation Grant Program in an amount of $17,245 to fund twelve of the fourteen eligible Historic Paint Grant applications. BACKGROUND The city established the 50/50 Historic Architectural Rehabilitation Grant program in 1995 to pro- vide incentives to owners of residential property to offset the costs of exterior rehabilitation work. In 1998 and following the designation of the Elgin National Watch Historic District which contained a larger low- to moderate-income demographic, the city established the 75/25 Historic Architectural Rehabilitation Grant Program to prioritize incentives to low- to moderate-income owners of residential property to offset their cost of exterior rehabilitation work. Each program currently covers either 50 percent or 75 percent of the costs of exterior work done to eligible properties up to $20,000. The programs are now in their 30th funded year (funds were not allocated in 2012) with the city having allocated over $4.8 million in grant funds, resulting in a total investment of over $10.1 million in exterior rehabilitation costs. Since its inception, 434 properties have participated in both programs, contributing to the revitalization of the city’s five historic districts and individual landmarks. The city established the Historic Paint Grant program last year to help owner-occupied, low-to- moderate income residents within the Elgin National Watch Historic District paint their homes. Two cost estimates were submitted by each property owner by qualified contractors. The city pays the contractors directly, relieving the property owners from having to come up with the funds initially and be reimbursed later. Availability of the 2026 grant programs was announced on January 7, 2026, with applications due March 27, 2026. Following the call for applications, four applications were received for grants from the 50/50 component, and five applications were received for grants from the 75/25 com- ponent of the Historic Architectural Rehabilitation Grant program. Fourteen applications were received for the Historic Paint Grant program. OPERATIONAL ANALYSIS Historic Architectural Rehabilitation Grant Eligible properties must be residential or at least contain a primary residence on the property, if used for more than one land use. Additionally, applicants for the 75/25 component must meet the current federal income guidelines to qualify as a low-to-moderate income household and own and reside on the premises. A property nominated as a local landmark or designated bun- galow thematic historic district property may also apply for the grant contingent upon the ap- proval of such designation prior to signing the grant agreement. A property cannot receive more than two grants in a five-year period. However, there is no restriction on the number of proper- ties for which an individual property owner may have participated in the program in any given year. Members of the Elgin Heritage Commission or the Design Review Subcommittee may apply for the grant if they meet all of the eligibility requirements. However, they cannot participate in the selection of grant recipients in that given year. The grant program guidelines allow a homeowner to either hire a contractor or to complete the grant project on his or her own. Each program reimbursement policy allows for a 50 or 75 percent 2 reimbursement of the project costs up to $20,000, with the stipulation that material costs only will be reimbursed for the grantee who elects to do the work on his or her own. Historic Rehabilitation Grant Fund Program Overview • The program components each provide a 50 percent or 75 percent reimbursement grant of up to $20,000 maximum. • Qualified applicants for the 75/25 component must meet the current federal guidelines for low-to-moderate household income and must own and occupy an individual landmark, designated bungalow or residential property located within the historic district. • The minimum total project cost to qualify is $5,000 for the 50/50 component and $2,500 for the 75/25 component. • The grant funding covers exterior residential building rehabilitation projects. De- tailed eligibility qualifications can be found in Attachment B, “2026 Historic Archi- tectural Rehabilitation Grant Program Guideline”, pp. 4-5. • Proposed projects require a minimum of two estimates from contractors who have the following credentials: Renovation, Repair and Painting (RRP) Certifica- tion, Insurance Certificate and Contractor Letter of Warranty – three years mini- mum. Material costs only are reimbursed for projects performed by the property owner. • Properties must be fully code-compliant on the exterior of the property with all applicable codes prior to final payment. • Grants awarded to low- to moderate-income property owners are non-taxable. • The grant project completion time is eighteen months from the date of signing the agreement. Applicants must receive a minimum score of 40 points (the minimum threshold) out of a possible 100 to qualify for either component of the program. The following criteria were used to evaluate and score the applications that were submitted for the current funding cycle. The maximum al- lowable points for a specific criterion are indicated in parenthesis as follows: 1. Current historic significance of the structure (maximum of 15 points). This cate- gory is based on existing professional surveys of the historic districts. An additional 10 points are granted to a property if its significance rating has the potential to change from non-contributing to contributing, or contributing to significant after the grant project is completed. 2. Proposed work to the structure (maximum of 50 points). Reconstruction of miss- ing structures and restoration work on primary facades score higher (50 points) than continuing maintenance (10 points). 3. Evaluation of relative visual public benefit or impact to the streetscape (maximum of 30 points). Issues such as visibility and location within the neighborhood and 3  anticipated change in appearance after completion of work are considered. This criterion is evaluated solely by the Elgin Heritage Commission’s Grant Review Sub- committee. 4. a. 50/50 component: Occupancy (maximum of 5 points). Owner-occupied houses score higher than non-owner-occupied rental properties (0 points). b. 75/25 component: Property owner income: Low income (20 points); Mod- erate income (10 points) Before final disbursement of funds, recipients are required to sign an agreement with the city and complete all work. Additionally, the properties must be brought into exterior code compli- ance to fulfill the requirements of the program. If any of the grant recipients are unable to fulfill the requirements of the program, the next eligible applicant on the recommended list will be awarded a grant. The projects recommended to be funded by the grant program are listed in the table below: 2026 50/50 COMPONENT – ELIGIBLE APPLICANTS Qualified Applicants Address Total Owner Lowest Bid Grant Amount (Historic District) Points 1. Eleazar Hernandez 62 S. Geneva St. 82.10 $41,000 $20,000 (Non-Owner-Occupied) (Elgin) Proposed Project: Removal of non-original siding and restoration of original siding, recreation of missing architectural features; scrape, prep, prime and paint. 2. Roberto Gallardo 352 Prairie St. 77.45 $49,500 $20,000 (Non-Owner-Occupied) (Elgin) Proposed Project: Reconstruction of front porch and rear stairs to match existing Italianate porch facing S. Chapel Street. 3. Paul Orzechowski 453 Park St. 64.650 $42,861 $20,000 (Non-Owner-Occupied) (Elgin) Proposed Project: Rehabilitation of the side porch facing Park Street to a historically appropriate designed wood porch. Total Amount Recommended for Funding 50/50 Component $60,000 4  2026 75/25 COMPONENT – ELIGIBLE APPLICANTS Qualified Applicants Address Total Owner Lowest Bid Grant Amount (Historic District) Points 1. Beth Norman 705 Douglas Ave. 99.20 $44,950 $20,000 (Owner-Occupied) (Spring-Douglas) Proposed Project: Rehabilitation front porch to match historic photograph. 2. Bernardo Morales 547 S. Liberty St. 91.60 $27,000 $20,000 Gonzalez (Elgin National (Owner-Occupied) Watch) Proposed Project: Removal of non-original siding and restoration of original siding, recreation of missing architectural features; scrape, prep, prime and paint. 3. JoAnna Candella 122 Hilton Pl. 90.55 $6,319 $4,740 (Owner-Occupied) (Elgin) Proposed Project: Rehabilitation of front porch. 4. Horalia Aguilar 402 S. Liberty St. 84.05 $7,900 $5,925 (Owner-Occupied) (Elgin National Watch) Proposed Project: Rehabilitation of side porch. 5. Ewa Mikosz 423 E. Chicago St. 77.40 $25,640 $19,230 (Owner-Occupied) Unit E (Elgin) Proposed Project: Removal of vinyl windows and replacement with aluminum-clad wood windows. Total Amount Recommended for Funding 75/25 Component $69,895 Historic Paint Grant Eligible properties must be residential and be within the Elgin National Watch Historic District. Additionally, applicants must meet the current federal income guidelines to qualify as a low-to- moderate income household and own and reside on the premises. The grant program guidelines do not allow the homeowner to perform the work. A qualified con- tractor will be hired and paid directly from the city. 5 Historic Paint Grant Fund Program Overview • The program offers a grant of up to $15,000 maximum. • Qualified applicants must meet the current federal guidelines for low-to-moder- ate household income and must own and occupy a residential property located within the Elgin National Watch Historic District. • There is no minimum total project cost to qualify. • The grant funding covers exterior residential painting projects. • The property must contain no more than two dwelling units. • Paint colors and scheme will be reviewed by staff. • Proposed projects require a minimum of two estimates from contractors who have the following credentials: Renovation, Repair and Painting (RRP) Certifica- tion, Insurance Certificate, and Contractor Letter of Warranty - three years mini- mum. • Properties must be fully code-compliant on the exterior of the property with all applicable codes prior to final payment. • The grant project completion time is twelve months from the date of signing the agreement. The following criteria were used to evaluate and score the applications that were submitted for the current funding cycle. The maximum allowable points for a specific criterion are indicated in parenthesis as follows: 1. Building Ownership (maximum of 20 points). This category is based on if the prop- erty is Single Family (20 points) or a Two Unit (15 points). 2. Income Qualifications (maximum of 20 points). This is based on the current federal guidelines for low-to-moderate household income. Very Low Income (20 points), Low Income (15 points), and Moderate Income (10 points). 3. Code Compliance (maximum of 20 points). This is based on if the property has been cited for a paint violation (20 points) or if they do not have a citation for paint (10 points). 4. Age of Structure (maximum of 20 points). Constructed prior to 1945 (20 points), Constructed between 1946-1975 (15 points), Constructed after 1976 (10 points). 5. Evaluation of relative visual public benefit or impact to the streetscape (maximum of 20 points). Issues such as visibility and location within the neighborhood and anticipated change in appearance after completion of work are considered. The contractor bids were evaluated by staff and chosen based on qualifications, criteria and pro- posed scope of work. 6 Before final disbursement of funds, recipients and the selected contractor are required to sign an agreement with the city and complete all work. Additionally, the properties must be brought into exterior code compliance to fulfill the requirements of the program. If any of the grant re- cipients are unable to fulfill the requirements of the program, the next eligible applicant on the recommended list will be awarded a grant. The projects recommended to be funded by the grant program are listed in the table below: 2026 HISTORIC PAINT GRANT – ELIGIBLE APPLICANTS Qualified Applicants Total Grant Amount Owner Address Points (Lowest-Qualified Bid) 1. Francisco Arroyo 527 Raymond St. 95 $15,000 (Single-Family) 2. Angel Luis Cortez 505 Raymond St. 95 $14,640 (Single-Family) 3. Juanita Casas 262 Watch St. 94 $15,000 (Single-Family) 4. Hector Gaona 456 Regent St. 90 $15,000 Santibanez (Single-Family) 5. Patsy Peluso 426 Bowen Ct. 89 $12,955 (Single-Family) 6. Jose Guadalupe Lopez 437 St. Charles St. 89 $14,400 (Two-Unit) 7. Adolfo Zavala 425 Raymond St. 88 $13,950 (Single-Family) 8. Endera Ebanks 325 Wellington Ave. 85 $13,300 (Single-Family) 9. Hector Campos 266 Watch St. 84 $10,100 (Single-Family) 10. Maria Martinez 277 Lessenden Pl. 83 $14,900 (Single-Family) 11. Samuel Escalera 537 Arlington Ave. 80 $14,500 (Single-Family) 12. Guy Parrish 377 Yarwood Street 80 $13,500 (Single-Family) Total Amount Recommended for Funding $167,245 7  Additional Grants but No Remaining Funding 13. Patricia DeGeorge 565 Wellington Ave. 79 $9,850 (Single-Family) (working with applicant to increase amount to $15,000 to address all outstanding issues) 14. Omar Vega 368 S. Liberty Street 70 $11,700 (Single-Family) Total Amount – Unfunded $21,550 ($26,700) INTERESTED PERSONS CONTACTED A call for applications was announced on January 7, 2026, with an application deadline of March 27, 2026. An email notification was sent to several preservation heritage organizations as well as neighborhood groups. Both grant programs were also announced at various neighborhood meet- ings (NENA, GPA and EWA) and through a press release, the city’s website, and the Facebook webpage. Applications were also made available at the city’s community development depart- ment office and mailed to those who inquired. Additionally, code compliance officer Pedro Villagomez physically handed out over 25 Historic Paint Grant applications to Elgin National Watch Historic District properties that appeared to need painting assistance. The Elgin Heritage Commission’s Grant Review Subcommittee convened to consider and score all Historic Architectural Rehabilitation Grant applications received for the grants on April 7, 2026. The Grant Review Subcommittee consisted of members from both the Heritage Commission and its Design Review Subcommittee. FINANCIAL ANALYSIS Historic Architectural Rehabilitation Grants require either a 50/50 or a 75/25 match of actual material and/or contractor project costs up to a maximum of $20,000. The city’s grant invest- ments are a private/public partnership that results in improvements to city neighborhoods which might not otherwise be completed due to the financial burden placed on the homeowner. The Historic Architectural Rehabilitation Grant programs have been traditionally viewed as criti- cal neighborhood-related projects. The grants have been vital for continuing to maintain the city’s older housing stock and removing barriers and competitive disadvantages when compared to other housing options in the city and region. The Historic Paint Grant program does not have matching requirements which removes the fi- nancial burden from the homeowner. The grant maximum is $15,000 and paid directly to the contractor. 8 The 2026 adopted budget allocated funding for historic rehabilitation grants and paint grants in the amount of $150,000 for each program. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT AMOUNT AMOUNT #(S) BUDGETED AVAILABLE General 010-6902-719.78-99 N/A $300,000 $300,000 LEGAL IMPACT Each grant recipient of each program will be required to sign an agreement before work can begin. ALTERNATIVES The city council may choose not to award these grants, or the city council can also choose to award funds in a different manner. NEXT STEPS 1. Notify all grant recipients of the final list of selected recipients via mail. 2. Execute an agreement with each recipient selected to participate in the program before work can begin. 3. Complete initial inspection of the exterior of the property to identify any exterior code violations that will need to be rectified prior to final disbursement of the grants. 4. Review and approval of the COA and building permits by staff and/or the Elgin Heritage Commission's Design Review Subcommittee before work begins. 5. Request quarterly progress reports by grant recipients. 6. Conduct site visits during construction. 7. Complete Historic Architectural Rehabilitation project within eighteen months from the date of signing the agreements. Complete Paint Grant project within twelve months from the date of signing the agreements. 9 Originators: Christen Sundquist, Historic Preservation Planner Marc Mylott, Community Development Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Photographs of Submitted Historic Rehabilitation Grant Project Applications B. 2026 Historic Architectural Rehabilitation Grant Program Guidelines C. Instructions to Grant Review Subcommittee Members D. Sample Score Sheet (Note: the final scores of the Commission are contained in the table within this memo) E. 2026 Historic Paint Grant Program Guidelines 10  2026 HISTORIC ARCHITECTURAL GRANT 50/50 AND 75/25 PROGRAM APPLICATIONS 2026 HISTORIC ARCHITECTURAL GRANT PROGRAM - 50/50 Applicant #1 Score: 82.10 Eleazar Hernandez 62 S. Geneva Street Proposed Project: Removal of non-original siding and restoration of original siding underneath; Recreation of missing architectural feature per submitted rendering; Reinstallation of missing windows per submitted rendering; Scrape, prep, prime and paint Total Project Cost: $41,000 Eligible Funding Amount: $20,000 Staff proposed rendering 2026 HISTORIC ARCHITECTURAL GRANT PROGRAM - 50/50 Applicant #2 Score: 77.45 Roberto Gallardo 352 Prairie Street Proposed Project: Reconstruction of front porch and rear stairs to match existing Italianate porch facing S. Chapel Street. Total Project Cost: Eligible Funding Amount: $49,500 $20,000 2026 HISTORIC ARCHITECTURAL GRANT PROGRAM - 50/50 Applicant #3 Score: 64.65 Paul Orzechowski 453 Park Street Proposed Project: Rehabilitation of the side porch facing Park Street to a historically appropriate designed wood porch. Total Project Cost: $42,861 Eligible Funding Amount: $20,000 Applicant #1 Score: 99.20 Beth Norman 705 Douglas Avenue Proposed Project: Rehabilitation front porch to match historic photograph. Total Project Cost: $44,950 Eligible Funding Amount: $20,000 Applicant #2 Score: 91.60 Bernardo Morales 547 S. Liberty Street Proposed Project: Removal of non-original siding and restoration of original siding, recreation of missing architectural features; scrape, prep, prime and paint. Total Project Cost: Eligible Funding Amount: $27,000 $20,000 Staff proposed rendering Applicant #3 Score: 90.55 JoAnna Candella 122 Hilton Place Proposed Project: Rehabilitation of front porch. Total Project Cost: $6,319 Eligible Funding Amount: $4,740 Applicant #4 Score: 84.05 Horalia Aguilar 402 S. Liberty Street Proposed Project: Rehabilitation of side porch. Total Project Cost: $7,900 Eligible Funding Amount: $5,925 Staff proposed rendering Applicant #5 Score: 77.40 Ewa Mikosz 423 E. Chicago St, Unit E Proposed Project: Removal of vinyl windows and replacement with aluminum-clad wood windows. Total Project Cost: Eligible Funding Amount: $25,640 $19,230  50 – 50 Historic Architectural Rehabilitation Grant APPLICATION DEADLINE: FRIDAY, March 27, 2026, 5:00 P.M. This packet contains the following The city also offers a low- information to assist your completion The intent of this grant moderate income 75-25 of the 2026 Historic Architectural program is to emphasize grant opportunity with Rehabilitation Grant Application for the special architecture of the Historic Architectural Elgin's historic districts the 50-50 Program: Rehabilitation Grant and landmarks. Grants Program. If you are A. Eligible Properties will be awarded for interested in this B. Application Process rehabilitation work to C. Eligible Projects highlight this uniqueness, program, we encourage D. Project Evaluation not for compliance with you to review the 75-25 E. Inspections the basic minimum program details to F. Agreements property maintenance determine your eligibility. G. Grant Project Work codes. H. Payment of Grant Fund (See Section C for eligible project details.) A. ELGIBLE PROPERTIES Properties must meet the following qualifications: 2026 PROGRAM HIGHLIGHTS 1. The property must be a residential structure, 50 years or older, • Reimbursement - 50% up located within a historic district designated by City ordinance to $20,000 maximum or a residential structure registered as an Elgin landmark by • Minimum total project cost City ordinance. to qualify - $5,000 • Minimum of 2 cost Elgin Historic Districts estimates must be • Elgin Historic District (Gifford Park) submitted with the • Spring-Douglas Historic District application • Elgin National Watch Historic District • Certificate of Appropriateness (COA) • D.C. Cook/Lovell Area Historic District approval is encouraged • Elgin Bungalow Thematic Historic District prior to application submittal Elgin City Landmarks • Competitive grant – • Properties designated by the Elgin City Council projects are ranked according to set criteria 2. The property must contain no more than four dwelling units. • Project completion time - 3. The property owner must be at least eighteen years of age. 18 months • Taxable Grant 2026 • 50-50 Historic Architectural Rehabilitation Grant Page 2 of 7 B. APPLICATION PROCESS CERTIFICATE OF Complete the application form. It is recommended that APPROPRIATENESS (COA) applicants provide City Staff with detailed photos of the property To further assist applicants in prior to submitting an application. While this is not required, it ensuring project compliance may allow Staff to provide a preliminary opinion on the type of with the city’s Design work proposed. Guidelines, it is preferred that Attach supporting documentation to the application form applicants obtain COA approval including the following: from the Design Review Subcommittee (DRSC) prior to • Project Summary: A successful project summary will submitting a grant application. include design and material specifications that (Regardless of approval, a COA correspond with the City of Elgin’s Design Guideline application must still be Manual. (Copies of the Guidelines are available online at completed with your grant www.cityofelgin.org.) Applicants are responsible for application.) writing their project summaries; however, the City’s historic preservation staff is available to provide The DRSC meets on the 2nd and 4th guidance. Tuesday of each month at 6:00 p.m. at City Hall in the Council Chambers. PROJECT SUMMARIES THAT ARE VAGUE AND LACK Property owner representation is DETAILED SPECIFICATIONS WILL BE RETURNED TO THE required. APPLICANT FOR REVISION. Applicants should share their detailed project summaries Please note: applicants should do with their selected contractors. everything possible to ensure that their project specifications are complete and that they have discussed o Example of an incomplete project summary description: their project with staff prior to the Front porch reconstruction includes replacement of DRSC meeting. Although COA handrails, stairs, and columns. approval is not guaranteed, the results of the DRSC meeting and suggested o Example of a complete project summary description: revisions will further assist the (Tip: When writing your description, please provide applicant with developing their project enough details so that the reader would be able to summary. build your project directly from your description. It Grant application deadline: should include dimensions, design details, etc.) MARCH 27, 2026. The front porch will be reconstructed in wood, primed and painted and installed as follows: Flooring: o 1 x 4 tongue and groove, Douglas Fir Stairs: o Constructed in 5/4” thick lumber o Treads will be bull-nosed with 1” overhang on three sides, min. 10” wide. o Risers, max. 7 3/4”, flush with stringer. APPLICATION DEADLINE: MARCH 27, 2026 AT 5:00 P.M. 2026 • 50-50 Historic Architectural Rehabilitation Grant Page 3 of 7 Handrails: o Minimum 30” but no more than 36” in height above finished floor (AFF). o Top rail will be 2x4 with chamfered top at a minimum of 30” but no more than 36” AFF. o Bottom rail will be 2x4 with chamfered edges, 2” AFF. o Balusters will be 2x2’s with 3” cove at top, and spaced no more than 3” on center. To ensure that the balusters have straight corners rather than round corners, the balusters will be cut from 4x4s. o Newel posts will be 6x6 chamfered posts with 1x4 wrapping and have a ball cap, minimum of 5”. o The newel posts will be attached to the bottom riser. Skirting: o The skirt frame will be 1 x 6 with a 1x4 lower board. o The vertical skirting board will be 1x4 and installed behind the frame, 1” spacing with 8” header. • Estimates: A. If you intend to hire a contractor: A minimum of two cost estimates from contractors which includes the following documentation must be submitted with your application: 1. Renovation, Repair and Paint (RRP) Certification and Firm Certification (this is an Environmental Protection Agency (EPA) required certification of contractors); 2. Insurance Certificate (Comprehensive Liability, Worker's Compensation, if applicable, and Completed Operations Insurance); 3. Contractor Letter of Warranty, 3-year minimum. Please allow ample time to obtain your contractors’ estimates and the required certifications. Contractor estimates that do not have the above documentation will be considered invalid and you will be required to obtain another estimate. This information MUST BE provided prior to the grant application deadline. There will be no exceptions. B. If you intend to complete the project on your own: Only material costs will be reimbursed, pre-tax. Please submit a cost estimate for proposed materials to be used. Your estimate must itemize all anticipated materials. General cost estimates will not be accepted. • Drawings with dimensions and specifications A drawing or historic photos which clearly provide details pertaining to measurements and materials should be attached to your application AND/OR a written scope of work. Drawings should include a Plat of Survey, plans, elevations and construction details. Please note that your project needs to comply with the city’s building and zoning codes and consultation with city staff to assure that your proposed project meets the requirements is encouraged. • Color photographs must be included with the application. Submitted photographs must be current (taken in 2026). Digital format is acceptable and encouraged. Digital photos should be clearly labeled as per the photograph submittal instructions below. APPLICATION DEADLINE: MARCH 27, 2026 AT 5:00 P.M. 2026 • 50-50 Historic Architectural Rehabilitation Grant Page 4 of 7 When submitting your photographs, please include the following identification. 1. Photographs of each building elevation marked North, South, East, and West. 2. Photographs of architectural features and the entire building must be submitted. 3. Photographs must be clearly marked to identify the proposed project area(s). 4. Historic photographs, if available, should also be included. C. ELIGIBLE PROJECTS (Funding is available for exterior work only) The focus of the grant program is the historic rehabilitation and restoration of exterior residential architectural details. 1. Proposed work to structure- the following categories are listed in order of funding priority. • Complete reconstruction of missing features. (Example: Such as front/side porches, parade porches, towers, turrets and carriage houses based on original evidence and designs.) • Removal of multiple non-original inappropriate features and restoring these with original details and materials on significant elevations. (Example: More than one of the following: Removal of non-original aluminum/vinyl siding to restore the original underlying cladding, while restoring any original window openings and ornamental features; opening an enclosed porch or replacement of concrete stoop/porch with original materials and detail; siding restoration with appropriate trim detailing; replacing inappropriate asphalt shingle with cedar, metal or tile; installation of half round gutters and round downspouts, installation of original material storm windows and screens; or replacing an exterior or storm door with one of the correct period and style design.) • Removal of an individual non-original inappropriate features and restoring to original detail and material. (Example: Removal of vinyl or aluminum windows and replacement with wood windows.) • Repairing/stabilizing deteriorated existing features and reusing existing architectural elements. (Example: Porch overhaul utilizing new structural lumber and decking but conserving column/posts, spindles/balusters, and brackets, using epoxy consolidates or other methods; window overhaul using epoxy consolidates or other methods.) • Upgrade deteriorated materials with new appropriate materials. (Example: New wood windows, new wood door, roof upgrade to wood, slate, tile shingles as appropriate to the style of the house.) • Restoration of original paint schemes to a style that is compatible with the style of the house. APPLICATION DEADLINE: MARCH 27, 2026 AT 5:00 P.M. 2026 • 50-50 Historic Architectural Rehabilitation Grant Page 5 of 7 Example INELIGIBLE PROJECTS include: • Ongoing maintenance items (minor repair, scraping and painting, minor tuck pointing, roof replacement). • Decks and fences. • Landscape and plant material, sidewalks, driveways, retaining walls, and other site features. • The use of substitute material in siding. • Aluminum and vinyl extruded or clad windows; storm windows and doors. • Flush mounted, ogee, K-style gutters in aluminum or plastic. D. PROJECT EVALUATION Applications will be scored and ranked according to the criteria for selection process, as set forth by the Elgin Heritage Commission and as identified below. (A copy of the criteria and scoring system is attached to the application form.) 1. Current historic/architectural significance of the structure- The significance of a property will be scored using professional surveys undertaken in the historic districts. Properties are rated Significant, Contributing, or Non-Contributing. Additional points will be awarded to a structure for work that will elevate the status, from non-contributing to contributing. 2. Evaluation of relative visual public benefit or impact to the streetscape: anticipated change in appearance after completion of work will be rated. 3. Occupancy - Owner occupied homes score higher than rental properties. 4. Applications will be reviewed and scored by the Heritage Commission’s Grant Review Subcommittee. Upon completion of the review of applications, a list of eligible recipients ranked in order of points scored, will be transmitted to the Elgin City Council for final approval. After approval of selected grant projects by the City Council, property owners will be contacted to determine if they wish to proceed with the grant project. E. INSPECTIONS Prior to final payment of grant funds, properties participating in the grant program must be fully compliant on the exterior of the property with all applicable codes. The Community Development Department will perform inspections as outlined below. 1. Initial code inspection: Before the grant agreement is signed, an inspector of the Community Development Department will inspect the property to determine existing code violations. This inspection will be carried out in addition to the evaluation of the proposed work. The property owner will be notified of outstanding code violations. These will generally need to be corrected within the time allocated by the Community Development Department. If an extension is required, please contact the Code Enforcement Officer who conducted the inspection. When major rehabilitations are being done, the Community Development Director may be able to grant an extension upon review of the applicant’s request. 2. After completion of the project, a follow-up code inspection done to ensure that violations are corrected prior to disbursing the funds. APPLICATION DEADLINE: MARCH 27, 2026 AT 5:00 P.M. 2026 • 50-50 Historic Architectural Rehabilitation Grant Page 6 of 7 If the grant work is completed, and other code violations exist which were not identified during the first inspection, additional time for correction will be allowed. The time will be determined by the Community Development Department, or designee, not to exceed a maximum of 90 days. Note: If a project is not completed in the stipulated amount of time or withdrawn by the applicant, all code violations on the exterior of the property determined at the initial code inspection and/or any subsequent inspection will still require corrective actions. The time limit allowed for compliance with the property maintenance codes will be determined by the Code Enforcement Officer. F. AGREEMENTS 1. Grant Agreement: The selected participants will need to undertake a Grant Agreement with the City of Elgin. Grant Agreements must be signed and returned within 30 days. If the city does not receive the signed agreement, the grant award will be forfeited, and funds will be transferred to the next project on the waiting list. There will be no exceptions. 2. Term of Grant Agreement: Property owners participating in the grant program have 18 months from the time of signing the agreement to complete the grant project. 3. Corrective Action(s) for Code Violations: If the project is a major rehabilitation, an inventory of existing current code violations on the exterior will be conducted. Extensions on corrective actions may be determined by the Code Enforcement Officer; however, the final grant payout will not be made to a grant recipient until the violations are corrected. G. GRANT PROJECT WORK 1. Beginning the project: Grant project work as reviewed by the Elgin Heritage Commission and approved by the City Council may commence after the Grant Agreement has been signed, and necessary Building Permits issued. 2. All grant project work carried out to the exterior of the structures on the property must conform to the Elgin Design Guideline Manual and be approved through a Certificate of Appropriateness (COA). 3. Upon receipt of the signed Grant Agreement, applicants will have 180 days to receive approval for a Certificate of Appropriateness and/or submit a change in scope request. In the event that the applicant does not obtain the COA approval within the allotted time, the grant will be forfeited and the funding will be re-allocated to the next project on the waiting list. The grant recipient is responsible for filing the application for a COA and supporting documentation. 4. Should the COA be denied, the applicant may submit a plan for a modified project, which will be reevaluated based upon the criteria above. If the modified project qualifies for funding under the budget cycle, the grant allocation will then be modified to reflect the modified project but would not exceed the original allocated amount. If the modified project fails to qualify, then the grant funds will be forfeited and the next selected recipient will be invited to participate in the program. However, all outstanding code violations will need to be corrected in the time determined by the respective Code Enforcement Officer. APPLICATION DEADLINE: MARCH 27, 2026 AT 5:00 P.M. 2026 • 50-50 Historic Architectural Rehabilitation Grant Page 7 of 7 Please note: If the proposed work requires approval from the Elgin Heritage Commission’s Design Review Subcommittee, an application will be presented at the first available meeting. The Design Review Subcommittee meets the 2nd and 4th Tuesday of each month at 6:00 p.m. in the City Council Chambers. The applicant or a property representative is required to be in attendance. 5. Time period to complete grant project: Grant participants have 18 months to complete all the work as originally approved under the agreement. If the grant work has not been completed within the 18 month time period, the grant funds will be forfeited unless additional time, not to exceed 90 days, is granted by the Community Development Director or designee. 6. Progress reports will be mailed out to grant recipients on a quarterly basis and to identify any potential timing problems before they arise. 7. Final evaluation of grant project: Upon completion of the grant project, an evaluation of the work will be carried out by the appropriate City Staff together with any additional code inspections. H. PAYMENT OF GRANT FUNDS 1. Payment of grant funds will be made once the grant project is completed within the stipulated 18 months and the exterior of the property is made fully code compliant. 2. The grant recipient’s payment request must include proper proof of payment to the contractors/vendors, together with statements of completion or waivers of lien. Payment will not exceed the original amount allocated at the time of approval of the project. 3. No advance payments will be made. Partial reimbursement may be allowed if the work includes discrete and separate improvements, and if the applicant’s financial ability to participate in the program is dependent upon partial payment; for example, a porch restoration project that involves 1) replacement of stairs, 2) re-flooring the porch, and 3) reconstruction of porch column and railing details). Prior to partial payout, the project component must be completed. Additionally, the grantee will be required to submit copies of paid receipts and contractor’s lien waiver with their payment request. The City will retain 25% of the allocated funds until the entire project is completed and the exterior is fully code compliant. Only one 90-day time extension will be permitted. If a project remains incomplete after the extended deadline, the grant recipient will forfeit all funding and must repay any partial payments received. A property lien may be placed upon the property until such time as the re-payment is made to the City. 4. All 50/50 grants are considered taxable income and the grant recipient will receive a 1099 form from the City of Elgin for income tax preparation purposes. __________________________________________________ For more information on the Historic Architectural Rehabilitation Grant Program please contact: C hristen Sundqu ist, H istoric Pre servation Pl an ner C ommunity Development Department, 150 Dex ter C ourt, E lgin, Illin ois 6 01 20 www .cityofelgin. org • chr isten.su ndquist @elgi nIL .gov • 847- 9 31- 60 04 APPLICATION DEADLINE: MARCH 27, 2026 AT 5:00 P.M.  ELGIN HISTORIC ARCHITECTURAL REHABILITATION GRANT PROGRAM 50/50 – Year 2026 APPLICATION COVERSHEET Please review the grant program guidelines attached to this application. There is no fee for the application Boxes must be marked to confirm that you have included the requested information with your application. If boxes are not clearly marked and the requested documentation is missing, your application will be deemed incomplete and returned to you. It is the applicant’s responsibility to ensure that the application is complete. ALL information must be submitted by the application deadline. NO ADDITIONAL INFORMATION WILL BE ACCEPTED AFTER THE MARCH 27, 2026 DEADLINE. Applications should be submitted to the Community Development Department, Attn: Christen Sundquist, City of Elgin, 150 Dexter Court, Elgin, IL 60120. Completed Application Form Current photographs (most recent) of each If applicant is not the property owner, a letter of house elevation clearly labeled as North, South, consent authorizing the grant application and East, and West. proposed changes to the property. Detailed photographs of proposed project Proof of ownership of the Subject Property (one of the area(s). following) Select one of the two project options: Property Warranty Deed, mortgage statement or title insurance document; or most recent Option 1: Project performed by Contractor property tax statement. Bid #1 Copy of homeowner’s insurance policy statement. Estimate Verification of property owner identification RRP certification and Firm Certification Copy of Driver’s License Certificate of Insurance Social Security Card. 3-year minimum warranty Copy of current rental license (if applicable). Bid #2 Signed property maintenance inspection permission Estimate form. RRP certification and Firm Certification Signed W-9 Form Certificate of Insurance C.O.A. application. You must submit a completed 3-year minimum warranty application. It is preferred that you also proceed with obtaining COA approval from the Design Review Option 2: Project performed by property Subcommittee. (Please see application guidelines.) owner (material costs reimbursed only -pretax) Material itemized estimate (only one is required for each project component). Acknowledgement I/We hereby represent that the information contained in this application and documentation provided is true and correct to the best of my/our knowledge. Applicant's Signature:_________________________________________ Date: ___________________ Owner’s Signature:___________________________________________ Date:__________________ (If different from the applicant)  ELGIN HISTORIC ARCHITECTURAL REHABILITATION GRANT PROGRAM 50/50 - Year 2026 PLEASE PRINT ALL INFORMATION PART 1 Address of Property to be Rehabilitated____________________________________, Elgin, IL Zip:__________ Applicant Name: ___________________________________________________________________________ Daytime Telephone: (____)_________________ Email: _____________________________________________ NOTE: If the applicant is not the owner, he/she must be authorized by the owner to commit to changes proposed on the property. A signed letter from the property owner authorizing the grant application submittal must be included with your application. Eligible grant application properties are those that are either located within Elgin’s five (5) historic districts or have been designated as individual landmarks. Please check one of the two options below.  My property is an Individual Landmark (located outside of Elgin’s historic districts). Please identify the historic name of the building and its original construction date (if known): ____________________________________.  My property is located within a Historic District. Please identify the District:  Elgin Historic District  Spring–Douglas Historic District  Elgin National Watch Historic District  DC Cook/Lovell Area Historic District  Bungalow Thematic Historic District Have you ever received a Historic Rehabilitation Grant for this property?  yes  no If yes, please identify the year(s) and project: Ex: 2023, Porch Restoration _________________________________________________________________________________. If your property has been awarded two grants within the past five years, your project is ineligible for funding. PART 2 Do you live on the property? Yes No To substantiate property ownership information, please submit copies of any one (1) of the following: Property Warranty deed Most recent property tax form Land contract registered with the County Number of dwelling units on property.  1 2 3  4 (If more than 4, project is ineligible.) Number of Street Frontages. 1 2 3 (If more than one, please name the streets that the property fronts onto.) Street Names:__________________________________________________________________ 2026 50-50 Hist. Arch. Rehab. Grant Application - Page 2 of 4 PART 3 Please describe the work you propose to undertake on the exterior of the property. This should include changes and alterations to the building(s), and must itemize all features to be removed and/or added. Indicate the type of material to be used when replacing features. Please see Section B, Page 2 of the application’s guidelines for details on how to write your project summary. (Use additional pages as necessary.) __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ _________________________________________________________________________________________ 2026 50-50 Hist. Arch. Rehab. Grant Application - Page 3 of 4 PART 4 Please provide a brief description of each item of work you are proposing. Next to the description for each item, list the estimated cost for completion provided by each of your two contractors. List the name of the contractor who provided each estimate beneath the cost. • Applications will not be considered unless a minimum of two contractors estimates (or one material estimate if you are doing the project on your own) are submitted for each item of work. When submitting your contractors’ estimates, you must also request and include the following documents from your contractor: 1. Renovation, Repair, and Painting (RRP) Certification AND Firm Certification (For more information see: www2.epa.gov/lead/renovation-repair-and-painting-program). 2. Three-Year Minimum Warranty Letter. 3. Certificate of Insurance. • If you plan to complete the project on your own, you must include an itemized estimate for materials. Only materials will be reimbursed, pre-tax amount. Item # Description of Work Cost - Estimate # 1 ($) Cost - Estimate # 2 ($) 1. Cost: $ Cost: $ Name: Name: 2. Cost: $ Cost: $ Name: Name: 3. Cost: $ Cost: $ Name: Name: 4. Cost: $ Cost: $ Name: Name: 5. Cost: $ Cost: $ Name: Name: 6. Cost: $ Cost: $ Name: Name: 7. Cost: $ Cost: $ Name: Name: 8. Cost: $ Cost: $ Name: Name: 9. Cost: $ Cost: $ Name: Name: 10. Cost: $ Cost: $ Name: Name: Total Cost of Project* $ *For Staff use only. Total cost will be determined by using the lowest reasonable bid for each item of work. This information will not affect your choice of contractor. 2026 50-50 Hist. Arch. Rehab. Grant Application - Page 4 of 4  COMMUNITY DEVELOPMENT 3-1-1 (in Elgin) (847) 931-6001 (outside of Elgin) permits@cityofelgin.org www.cityofelgin.org/permits 150 Dexter Court, Elgin, IL, 60120 CERTIFICATE OF APPROPRIATENESS Property designated as an individual landmark or within a historic district must have any exterior repair, alteration, demolition or new construction approved by the Elgin Heritage Commission – Design Review Subcommittee prior to construction. If you aren’t sure if a property is a local landmark or within a locally designated historic district, visit the website www.cityofelgin.org/historicpreservation or contact 311. WHAT YOU SHOULD KNOW Be sure to view the Elgin Historic District and Landmark Design Guideline Manual. This manual will explain what is and is not permitted on the exterior of a historic property. If your structure is in one of the locally designated districts or a local landmark and you want to make changes to the exterior of your property, you have to obtain a Certificate of Appropriateness from the Community Development Department. ‣ A Certificate of Appropriateness is a form issued to ensure that the exterior of work planned for a building’s rehabilitation or new construction meets the criteria of the QR Code for Elgin Historic District design guidelines. A Building Permit is a separate form and type of review which ensures and Landmark Guidelines the structural soundness and safety of the building. The COA needs to be obtained in addition to the regular building permit and in some cases where a building permit is not required. The city does not charge a fee for the COA. ‣ A Certificate of Appropriateness is required for the following but not limited to:  Construction, alteration, demolition, or removal of structure(s) or appurtenances, any of which affect the exterior architectural appearance of a property within a locally designated district or to a landmark structure.  Maintenance such as painting, repairs at porches, windows, doors, masonry, foundations, spot replacement of deteriorated features, exterior repair or replacement of driveways, sidewalks, patios, etc. Submit application to the Community Development Department, 150 Dexter Court, Elgin, IL 60120 or email it to permits@cityofelgin.org. For assistance completing this application, please contact 311.  APPLICANT INFORMATION PROPERTY ADDRESS _____________________________________________________________________________________________ APPLICANT OWNER CONTRACTOR TENANT OTHER NAME: ___________________________________________ PHONE: ___________________________________________ ADDRESS: _________________________________________ EMAIL: ____________________________________________ CITY, STATE, ZIP: ___________________________________ PROPERTY OWNER INFORMATION (if different than above) NAME: ___________________________________________ PHONE: ___________________________________________ ADDRESS: _________________________________________ EMAIL: ____________________________________________ CITY, STATE, ZIP: ___________________________________ DESCRIPTION OF WORK ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ PLEASE NOTE: 1. All work must conform to the regulations set forth in the Elgin Historic District and Landmark Design Guideline Manual and the adopted Illinois Codes and City Ordinances. 2. The Certificate of Appropriateness (COA) is provided at no cost. Building Permit(s) may be required in addition to a COA. All COA approvals expire 6 months from approval date. 3. Extensions of a COA may be granted upon submission of proper documentation. 4. On completion of work, I/We agree to notify the Historic Preservation Planner at (847) 931-6004 to schedule an inspection of the property. Any changes to approved work must seek prior approval before work begins and materials purchased or created. 5. The undersigned owner or occupant of the dwelling referenced above has read and understands the content of this notice and voluntarily consents to an exterior inspection of the dwelling by the Historic Preservation Planner for the purpose of verifying existing conditions and taking photographic evidence, and/or measurements to confirm those conditions. _____________________________ _____________________________ _____________________________ PRINT NAME SIGNATURE OF APPLICANT DATE Submit application to the Community Development Department, 150 Dexter Court, Elgin, IL 60120 or email it to permits@cityofelgin.org. For assistance completing this application, please contact 311.  OFFICE USE ONLY COA APPROVAL for: _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ HISTORIC PRESERVATION PLANNER/DESIGNEE: _______________________________________________________________________ ______________________ ______________________ ____________________ APPROVAL DATE COA NUMBER PERMIT NUMBER Submit application to the Community Development Department, 150 Dexter Court, Elgin, IL 60120 or email it to permits@cityofelgin.org. For assistance completing this application, please contact 311. Form (Rev. January 2003) W-9 Request for Taxpayer Give form to the requester. Do not Department of the Treasury Identification Number and Certification send to the IRS. Internal Revenue Service Name Print or type Business name, if different from above Individual/ Exempt from backup Check appropriate box: Sole proprietor Corporation Partnership Other 䊳 withholding Address (number, street, and apt. or suite no.) Requester’s name and address (optional) See Specific Instructions on page 2. City, state, and ZIP code List account number(s) here (optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. For individuals, this is your social security number (SSN). Social security number However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on – – page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or Note: If the account is in more than one name, see the chart on page 4 for guidelines on whose number Employer identification number to enter. – Part II Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. I am a U.S. person (including a U.S. resident alien). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. (See the instructions on page 4.) Sign Signature of Here U.S. person 䊳 Date 䊳 Purpose of Form Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the A person who is required to file an information return with terms of a tax treaty to reduce or eliminate U.S. tax on the IRS, must obtain your correct taxpayer identification certain types of income. However, most tax treaties contain a number (TIN) to report, for example, income paid to you, real provision known as a “saving clause.” Exceptions specified estate transactions, mortgage interest you paid, acquisition in the saving clause may permit an exemption from tax to or abandonment of secured property, cancellation of debt, or continue for certain types of income even after the recipient contributions you made to an IRA. has otherwise become a U.S. resident alien for tax purposes. U.S. person. Use Form W-9 only if you are a U.S. person If you are a U.S. resident alien who is relying on an (including a resident alien), to provide your correct TIN to the exception contained in the saving clause of a tax treaty to person requesting it (the requester) and, when applicable, to: claim an exemption from U.S. tax on certain types of income, 1. Certify that the TIN you are giving is correct (or you are you must attach a statement that specifies the following five waiting for a number to be issued), items: 2. Certify that you are not subject to backup withholding, 1. The treaty country. Generally, this must be the same or treaty under which you claimed exemption from tax as a 3. Claim exemption from backup withholding if you are a nonresident alien. U.S. exempt payee. 2. The treaty article addressing the income. Note: If a requester gives you a for m other than Form W-9 3. The article number (or location) in the tax treaty that to request your TIN, you should use the requester’s form. contains the saving clause and its exceptions. However, this form must meet the acceptable specifications 4. The type and amount of income that qualifies for the described in Pub. 1167, General Rules and Specifications for exemption from tax. Substitute Tax Forms and Schedules. 5. Sufficient facts to justify the exemption from tax under Foreign person. If you are a foreign person, use the the terms of the treaty article. appropriate Form W-8 (see Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities). Cat. No. 10231X Form W-9 (Rev. 1-2003) Form W-9 (Rev. 1-2003) Page 2 Example. Article 20 of the U.S.-China income tax treaty Specific Instructions allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a Name resident alien for tax purposes if his or her stay in the United If you are an individual, you must generally enter the name States exceeds 5 calendar years. However, paragraph 2 of shown on your social security card. However, if you have the first Protocol to the U.S.-China treaty (dated April 30, changed your last name, for instance, due to marriage 1984) allows the provisions of Article 20 to continue to apply without informing the Social Security Administration of the even after the Chinese student becomes a resident alien of name change, enter your first name, the last name shown on the United States. A Chinese student who qualifies for this your social security card, and your new last name. exception (under paragraph 2 of the first protocol) and is If the account is in joint names, list first, and then circle, relying on this exception to claim an exemption from tax on the name of the person or entity whose number you entered his or her scholarship or fellowship income would attach to in Part I of the form. Form W-9 a statement that includes the information described above to support that exemption. Sole proprietor. Enter your individual name as shown on your social security card on the “Name” line. You may enter If you are a nonresident alien or a foreign entity not your business, trade, or “doing business as (DBA)” name on subject to backup withholding, give the requester the the “Business name” line. appropriate completed Form W-8. Limited liability company (LLC). If you are a single-member What is backup withholding? Persons making certain LLC (including a foreign LLC with a domestic owner) that is payments to you must under certain conditions withhold and disregarded as an entity separate from its owner under pay to the IRS 30% of such payments (29% after December Treasury regulations section 301.7701-3, enter the owner’s 31, 2003; 28% after December 31, 2005). This is called name on the “Name” line. Enter the LLC’s name on the “backup withholding.” Payments that may be subject to “Business name” line. backup withholding include interest, dividends, broker and Other entities. Enter your business name as shown on barter exchange transactions, rents, royalties, nonemployee required Federal tax documents on the “Name” line. This pay, and certain payments from fishing boat operators. Real name should match the name shown on the charter or other estate transactions are not subject to backup withholding. legal document creating the entity. You may enter any You will not be subject to backup withholding on payments business, trade, or DBA name on the “Business name” line. you receive if you give the requester your correct TIN, make Note: You are requested to check the appropriate box for the proper certifications, and report all your taxable interest your status (individual/sole proprietor, corporation, etc. ). and dividends on your tax return. Payments you receive will be subject to backup Exempt From Backup Withholding withholding if: If you are exempt, enter your name as described above and 1. You do not furnish your TIN to the requester, or check the appropriate box for your status, then check the 2. You do not certify your TIN when required (see the Part “Exempt from backup withholding” box in the line following II instructions on page 4 for details), or the business name, sign and date the form. 3. The IRS tells the requester that you furnished an Generally, individuals (including sole proprietors) are not incorrect TIN, or exempt from backup withholding. Corporations are exempt from backup withholding for certain payments, such as 4. The IRS tells you that you are subject to backup interest and dividends. withholding because you did not report all your interest and Note: If you are exempt from backup withholding, you should dividends on your tax return (for reportable interest and still complete this form to avoid possible erroneous backup dividends only), or withholding. 5. You do not certify to the requester that you are not Exempt payees. Backup withholding is not required on any subject to backup withholding under 4 above (for reportable payments made to the following payees: interest and dividend accounts opened after 1983 only). 1. An organization exempt from tax under section 501(a), Certain payees and payments are exempt from backup any IRA, or a custodial account under section 403(b)(7) if the withholding. See the instructions below and the separate account satisfies the requirements of section 401(f)(2); Instructions for the Requester of Form W-9. 2. The United States or any of its agencies or instrumentalities; Penalties 3. A state, the District of Columbia, a possession of the Failure to furnish TIN. If you fail to furnish your correct TIN United States, or any of their political subdivisions or to a requester, you are subject to a penalty of $50 for each instrumentalities; such failure unless your failure is due to reasonable cause 4. A foreign government or any of its political subdivisions, and not to willful neglect. agencies, or instrumentalities; or Civil penalty for false information with respect to 5. An international organization or any of its agencies or withholding. If you make a false statement with no instrumentalities. reasonable basis that results in no backup withholding, you Other payees that may be exempt from backup are subject to a $500 penalty. withholding include: Criminal penalty for falsifying information. Willfully 6. A corporation; falsifying certifications or affirmations may subject you to 7. A foreign central bank of issue; criminal penalties including fines and/or imprisonment. 8. A dealer in securities or commodities required to register Misuse of TINs. If the requester discloses or uses TINs in in the United States, the District of Columbia, or a violation of Federal law, the requester may be subject to civil possession of the United States; and criminal penalties. Form W-9 (Rev. 12-2002) Page 3 9. A futures commission merchant registered with the Part I. Taxpayer Identification Commodity Futures Trading Commission; Number (TIN) 10. A real estate investment trust; Enter your TIN in the appropriate box. If you are a resident 11. An entity registered at all times during the tax year alien and you do not have and are not eligible to get an under the Investment Company Act of 1940; SSN, your TIN is your IRS individual taxpayer identification 12. A common trust fund operated by a bank under number (ITIN). Enter it in the social security number box. If section 584(a); you do not have an ITIN, see How to get a TIN below. 13. A financial institution; If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN. However, the IRS prefers that 14. A middleman known in the investment community as a you use your SSN. nominee or custodian; or If you are a single-owner LLC that is disregarded as an 15. A trust exempt from tax under section 664 or entity separate from its owner (see Limited liability described in section 4947. company (LLC) on page 2), enter your SSN (or EIN, if you The chart below shows types of payments that may be have one). If the LLC is a corporation, partnership, etc., enter exempt from backup withholding. The chart applies to the the entity’s EIN. exempt recipients listed above, 1 through 15. Note: See the chart on page 4 for further clarification of If the payment is for . . . THEN the payment is exempt name and TIN combinations. for . . . How to get a TIN. If you do not have a TIN, apply for one immediately. To apply for an SSN, get Form SS-5, Interest and dividend payments All exempt recipients except Application for a Social Security Card, from your local Social for 9 Security Administration office or get this form on-line at www.ssa.gov/online/ss5.html. You may also get this form Broker transactions Exempt recipients 1 through 13. by calling 1-800-772-1213. Use Form W-7, Application for Also, a person registered under IRS Individual Taxpayer Identification Number, to apply for an the Investment Advisers Act of ITIN, or Form SS-4, Application for Employer Identification 1940 who regularly acts as a Number, to apply for an EIN. You can get Forms W-7 and broker SS-4 from the IRS by calling 1-800-TAX-FORM Barter exchange transactions Exempt recipients 1 through 5 (1-800-829-3676) or from the IRS Web Site at www.irs.gov. and patronage dividends If you are asked to complete Form W-9 but do not have a TIN, write “Applied For” in the space for the TIN, sign and Payments over $600 required Generally, exempt recipients date the form, and give it to the requester. For interest and to be reported and direct 1 through 7 2 dividend payments, and certain payments made with respect sales over $5,000 1 to readily tradable instruments, generally you will have 60 1 days to get a TIN and give it to the requester before you are See Form 1099-MISC, Miscellaneous Income, and its instructions. 2 subject to backup withholding on payments. The 60-day rule However, the following payments made to a corporation (including gross does not apply to other types of payments. You will be proceeds paid to an attorney under section 6045(f), even if the attorney is a corporation) and reportable on Form 1099-MISC are not exempt from backup subject to backup withholding on all such payments until you withholding: medical and health care payments, attorneys’ fees; and payments provide your TIN to the requester. for services paid by a Federal executive agency. Note: Writing “Applied For” means that you have already applied for a TIN or that you intend to apply for one soon. Caution: A disregarded domestic entity that has a foreign owner must use the appropriate Form W-8. Form W-9 (Rev. 1-2003) Page 4 Part II. Certification What Name and Number To Give the To establish to the withholding agent that you are a U.S. Requester person, or resident alien, sign Form W-9. You may be For this type of account: Give name and SSN of: requested to sign by the withholding agent even if items 1, 3, and 5 below indicate otherwise. 1. Individual The individual For a joint account, only the person whose TIN is shown in 2. Two or more individuals (joint The actual owner of the account Part I should sign (when required). Exempt recipients, see account) or, if combined funds, the first Exempt from backup withholding on page 2. individual on the account 1 Signature requirements. Complete the certification as 3. Custodian account of a minor The minor 2 indicated in 1 through 5 below. (Uniform Gift to Minors Act) 4. a. The usual revocable The grantor-trustee 1 1. Interest, dividend, and barter exchange accounts savings trust (grantor is opened before 1984 and broker accounts considered also trustee) active during 1983. You must give your correct TIN, but you b. So-called trust account The actual owner 1 do not have to sign the certification. that is not a legal or valid 2. Interest, dividend, broker, and barter exchange trust under state law accounts opened after 1983 and broker accounts 5. Sole proprietorship or The owner 3 considered inactive during 1983. You must sign the single-owner LLC certification or backup withholding will apply. If you are For this type of account: Give name and EIN of: subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 6. Sole proprietorship or The owner 3 in the certification before signing the form. single-owner LLC 3. Real estate transactions. You must sign the 7. A valid trust, estate, or Legal entity 4 certification. You may cross out item 2 of the certification. pension trust 4. Other payments. You must give your correct TIN, but 8. Corporate or LLC electing The corporation you do not have to sign the certification unless you have corporate status on Form been notified that you have previously given an incorrect TIN. 8837 “Other payments” include payments made in the course of the requester’s trade or business for rents, royalties, goods 9. Association, club, religious, The organization (other than bills for merchandise), medical and health care charitable, educational, or services (including payments to corporations), payments to a other tax-exempt organization nonemployee for services, payments to certain fishing boat 10. Partnership or multi-member The partnership crew members and fishermen, and gross proceeds paid to LLC attorneys (including payments to corporations). 5. Mortgage interest paid by you, acquisition or 11. A broker or registered The broker or nominee abandonment of secured property, cancellation of debt, nominee qualified tuition program payments (under section 529), 12. Account with the Department The public entity IRA or Archer MSA contributions or distributions, and of Agriculture in the name of pension distributions. You must give your correct TIN, but a public entity (such as a you do not have to sign the certification. state or local government, school district, or prison) that receives agricultural program payments 1 List first and circle the name of the person whose number you furnish. If only one person on a joint account has an SSN, that person’s number must be furnished. 2 Circle the minor’s name and furnish the minor’s SSN. 3 You must show your individual name, but you may also enter your business or “DBA” name. You may use either your SSN or EIN (if you have one). 4 List first and circle the name of the legal trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless the legal entity itself is not designated in the account title.) Note: If no name is circled when more than one name is listed, the number will be considered to be that of the first name listed. Privacy Act Notice Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest, dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA or Archer MSA. The IRS uses the numbers for identification purposes and to help verify the accuracy of your tax return. The IRS may also provide this information to the Department of Justice for civil and criminal litigation, and to cities, states, and the District of Columbia to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, or to Federal and state agencies to enforce Federal nontax criminal laws and to combat terrorism. You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 30% of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to a payer. Certain penalties may also apply. The Criteria Scoring Document is to show what projects will receive the most points from the committee. This is for reference only. 2026 HISTORIC ARCHITECTURAL REHABILITATION GRANT 50/50 Program Property Address: ____________________________________ Total Points: ________ CITY OF ELGIN HERITAGE COMMISSION/STAFF USE ONLY 1. Current Historic Significance of the Structure Points Historically/Architecturally Significant property 9 Contributing 6 Non-contributing 3 The following points will be granted to a property if changed from: Non-contributing to significant 12 Non-contributing to contributing 10 Contributing to significant 9 Notes: points not to exceed 15 total for the Section. 2. Proposed Work to the Structure Partial points may be given in more than one category; however, the total points allotted under Section 2 cannot exceed 50 points. Complete reconstruction of missing structures/features using original documentation like photographs, maps, etc., using materials to match original: (Examples: Front/side porches, parade porches, towers, turrets and carriage houses based on original evidence and designs.) 40 ……………………………………………..50 Removal of multiple non-original inappropriate features and restoring all with original details and materials on significant elevations. (Example: More than one of the following: Removal of non-original aluminum/vinyl siding to restore the original underlying cladding, while restoring any original window openings and ornamental features; opening an enclosed porch or replacement of concrete stoop/porch with original materials and detail; siding restoration with appropriate trim detailing; replacing inappropriate asphalt shingle with cedar, metal or tile; installation of half round gutters and round downspouts, installation of original material storm windows and screens; or replacing an exterior or storm door with one of the correct period and style design.) 30 ……………………………………………..40 Removal of individual non-original inappropriate features and restoring to original detail and material: (Example: Removal of vinyl or aluminum windows and replacement with wood windows.) 20 ……………………………………………..30 Repairing/stabilizing deteriorated existing features and reusing existing architectural elements. (Example: Porch overhaul utilizing new structural lumber and decking but conserving column/posts, spindles/balusters, and brackets, using epoxy consolidates or other methods; window overhaul using epoxy consolidates or other methods.) 10 ……………………………………………..20 Upgrade deteriorated materials with new appropriate materials (Example: New wood windows, new wood door, roof upgrade to wood, slate, tile shingles as appropriate to the style of the house.) 5 ……………………………………………..10 Continuing Maintenance: Continuing Maintenance items will not be considered unless included with other comprehensive rehabilitation or restoration projects. (Example: Cleaning, re-pointing, scraping and painting, porch handrail repair, glazing and glass replacement while retaining original sashes, replacing deteriorated materials with new appropriate materials different from the original, use of architectural composition asphalt shingles) 0 ……………………………………………..5 3. Evaluation of relative visual public benefit or impact to the streetscape Issues such as visibility and location within the neighborhood, and anticipated change in appearance after completion of work will be considered. The item will be evaluated on a scale of 1 to 30. (low impact) 1…………………15……………………..30 (high impact) 4. Occupancy Owner Occupied 5 Rental Property 0 Minimum points required to qualify for grant award 40  75-25 Historic Architectural Rehabilitation Grant APPLICATION DEADLINE: FRIDAY, MARCH 27, 2026, 5:00 P.M. This is a low- This packet contains the following information to assist your completion of the 2026 Historic The intent of this grant moderate income program is to emphasize Architectural Rehabilitation Grant Application qualification grant. If for the 75-25 Program: the special architecture of you do not income Elgin's historic districts A. Eligible Properties and landmarks. Grants qualify, we encourage B. Application Process will be awarded for you to apply under C. Eligible Projects rehabilitation work to the 50-50 Historic D. Project Evaluation highlight this uniqueness, Architectural E. Inspections not for compliance with Rehabilitation Grant F. Agreements the basic minimum Program. G. Grant Project Work property maintenance H. Payment of Grant Fund codes. (See Section C for eligible A. ELGIBLE PROPERTIES project details.) Properties must meet the following qualifications: 2026 PROGRAM 1. The property must be a residential structure, 50 years or older, HIGHLIGHTS located within a historic district designated by City ordinance or a • Low-Mod Income residential structure registered as an Elgin landmark by City Qualification required ordinance. • Reimbursement - 75% up to $20,000 maximum Residential property owners within the following historic districts • Minimum total project cost and landmarks are eligible to apply: to qualify - $2,500 • Minimum of 2 cost Elgin Historic Districts estimates must be • Elgin Historic District (Gifford Park) submitted with the application • Spring-Douglas Historic District • Certificate of • Elgin National Watch Historic District Appropriateness (COA) • D.C. Cook/Lovell Area Historic District approval is encouraged • Elgin Bungalow Thematic Historic District prior to application submittal Elgin City Landmarks • Competitive grant – • Properties designated by the Elgin City Council projects are ranked according to set criteria 2. The property must contain no more than four dwelling units. • Project completion time - 18 months 3. The property owner must be at least eighteen years of age. • Grant property must be 4. The property must be owner occupied. owner-occupied 5. The property owner must the current federal guidelines for low to • Non-Taxable Grant moderate family income. The guidelines are as follows (FY 2025): 2026 • 75-25 Historic Architectural Rehabilitation Grant Page 2 of 8 CERTIFICATE OF HUD Federal Income /Historic Rehabilitation Grant Guidelines APPROPRIATENESS (COA) Household Extremely Very Low Other Low To further assist applicants in Size Low Income Income (Moderate) ensuring project compliance 1 $25,200 $42,000 $67,150 with the city’s Design 2 $28,800 $48,000 $76,750 Guidelines, it is preferred that 3 $32,400 $54,000 $86,350 applicants obtain COA approval 4 $35,950 $59,950 $95,900 from the Design Review 5 $38,850 $64,750 $103,600 Subcommittee (DRSC) prior to 6 $43,150 $69,550 $111,250 submitting a grant application. 7 $48,650 $74,350 $118,950 (Regardless of approval, a COA 8 $54,150 $79,150 $126,600 application must still be B. APPLICATION PROCESS completed with your grant Complete the application form. It is recommended that application.) applicants provide City Staff with detailed photos of the property The DRSC meets on the 2nd and 4th prior to submitting an application. While this is not required, it Tuesday of each month at 6:00 p.m. at may allow Staff to provide a preliminary opinion on the type of City Hall in the Council Chambers. work proposed. Property owner representation is required. Attach supporting documentation to application form including the following: Please note: applicants should do • Project Summary: A successful project summary will everything possible to ensure that include design and material specifications that their project specifications are correspond with the City of Elgin’s Design Guideline complete and that they have discussed their project with staff prior to the Manual. (Copies of the Guidelines are available online at DRSC meeting. Although COA www.cityofelgin.org.) Applicants are responsible for approval is not guaranteed, the results writing their project summaries; however, the City’s of the DRSC meeting and suggested historic preservation staff is available to provide revisions will further assist the guidance. applicant with developing their project summary. PROJECT SUMMARIES THAT ARE VAGUE AND LACK DETAILED SPECIFICATIONS WILL BE RETURNED TO THE Grant application deadline: APPLICANT FOR REVISION. Applicants should share MARCH 27, 2026. their detailed project summaries with their selected contractors. o Example of an incomplete project summary description: “Front porch reconstruction includes replacement of handrails, stairs, and columns.” 2026 • 75-25 Historic Architectural Rehabilitation Grant Page 3 of 8 o Example of a complete project summary description: (Tip: When writing your description, please provide enough details so that the reader would be able to build your project directly from your description. It should include dimensions, design details, etc.) “The front porch will be reconstructed in wood, primed and painted and installed as follows: Flooring: o 1 x 4 tongue and groove, Douglas Fir Stairs: o Constructed in 5/4” x 12 lumber o Treads will be bull-nosed with 1” overhang on three sides, min. 10” wide. o Risers, max. 7 3/4”, flush with stringer. Handrails: o Minimum 30” but no more than 36” in height above finished floor (AFF). o Top rail will be 2x4 with chamfered top at a minimum of 30” but no more than 36” AFF. o Bottom rail will be 2x4 with chamfered edges, 2” AFF. o Balusters will be 2x2’s with 3/4” cove at top, and spaced no more than 3” on center. To ensure that the balusters have straight corners rather than round corners, the balusters will be cut from 4x4s. o Newel posts will be 6x6 chamfered posts with 1x4 wrapping and have a ball cap, minimum of 5”. o The newel posts will be attached to the bottom riser. Skirting: o The skirt frame will be 1 x 6 with a 1x4 lower board. o The vertical skirting board will be 1x4 and installed behind the frame, 1” spacing with 8” header. “ • Estimates: A. If you intend to hire a contractor: A minimum of two estimates from contractors which includes the following documentation must be submitted with your application: 1. Renovation, Repair and Paint (RRP) Certification and Firm Certification (this is an Environmental Protection Agency (EPA) required certification of contractors); 2. Insurance Certificate (Comprehensive Liability, Worker's Compensation, if applicable, and Completed Operations Insurance); 3. Contractor Letter of Warranty, 3-year minimum. Please allow ample time to obtain your contractors’ estimates and the required certifications. Contractor estimates that do not have the above documentation will be considered invalid and you will be required to obtain another estimate. This information MUST BE provided prior to the grant application deadline. There will be no exceptions. B. If you intend to complete the project on your own: Only material costs will be reimbursed. Please submit a cost estimate for proposed materials to be used. Your estimate must itemize all anticipated materials. General cost estimates will not be accepted. 2026 • 75-25 Historic Architectural Rehabilitation Grant Page 4 of 8 Drawings with dimensions and specifications A drawing or historic photos which clearly provide details pertaining to measurements and materials should be attached to your application AND/OR a written scope of work. Drawings should include a Plat of Survey, plans, elevations and construction details. Please note that your project needs to comply with the city’s building and zoning codes and consultation with city staff to ensure that your proposed project meets the requirements is encouraged. • Color photographs must be included with the application. Submitted photographs must be current (taken in 2026). Historic photographs, if available, should also be included. Digital format is acceptable and encouraged. Digital photos should be clearly labeled as per the photograph submittal instructions below. When submitting your photographs, please include the following identification. 1. Photographs of each building elevation marked North, South, East, and West. 2. Photographs of architectural features and the entire building must be submitted. 3. Photographs must be clearly marked to identify the proposed project area(s). 4. Historic photographs, if available, should also be included. • Income Verification. Documentation pertaining to your household income and owner occupancy must be attached to your application. The requested information is outlined in Part 5 on the application. C. ELIGIBLE PROJECTS (Funding is available for exterior work only) The focus of the grant program is the historic rehabilitation and restoration of exterior residential architectural details. 1. Proposed work to structure- the following categories are listed in order of funding priority. • Complete reconstruction of missing features. (Example: Such as front/side porches, parade porches, towers, turrets and carriage houses based on original evidence and designs.) • Removal of multiple non-original inappropriate features and restoring these with original details and materials on significant elevations. (Example: More than one of the following: Removal of non-original aluminum/vinyl siding to restore the original underlying cladding, while restoring any original window openings and ornamental features; opening an enclosed porch or replacement of concrete stoop/porch with original materials and detail; siding restoration with appropriate trim detailing; replacing inappropriate asphalt shingle with cedar, metal or tile; installation of half round gutters and round downspouts, installation of original material storm windows and screens; or replacing an exterior or storm door with one of the correct period and style design.) • Removal of an individual non-original inappropriate features and restoring to original detail and material. (Example: Removal of vinyl or aluminum windows and replacement with wood windows.) 2026 • 75-25 Historic Architectural Rehabilitation Grant Page 5 of 8 • Repairing/stabilizing deteriorated existing features and reusing existing architectural elements. (Example: Porch overhaul utilizing new structural lumber and decking but conserving column/posts, spindles/balusters, and brackets, using epoxy consolidates or other methods; window overhaul using epoxy consolidates or other methods.) • Upgrade deteriorated materials with new appropriate materials. (Example: New wood windows, new wood door, roof upgrade to wood, slate, tile shingles as appropriate to the style of the house.) • Restoration of original paint schemes to a style that is compatible with the style of the house. Example INELIGIBLE PROJECTS include: • Ongoing maintenance items (minor repair, scraping and painting, minor tuck pointing, roof replacement). • Decks and fences. • Landscape and plant material, sidewalks, driveways, retaining walls, and other site features. • The use of substitute material in siding. • Aluminum and vinyl extruded or clad windows; storm windows and doors. • Flush mounted, ogee, K-style gutters in aluminum or plastic. D. PROJECT EVALUATION Applications will be scored and ranked according to the criteria for selection process, as set forth by the Elgin Heritage Commission and as identified below. (A copy of the criteria and scoring system is attached to the application form.) 1. Current historic/architectural significance of the structure- The significance of a property will be scored using professional surveys undertaken in the historic districts. Properties are rated Significant, Contributing, or Non-Contributing. Additional points will be awarded to a structure for work that will elevate the status, from non-contributing to contributing. 2. Evaluation of relative visual public benefit or impact to the streetscape: Anticipated change in appearance after completion of work will be rated. 3. Property Owner Income - Lower income applicants will score higher than moderate income applicants. 4. Applications will be reviewed and scored by the Heritage Commission’s Grant Review Subcommittee. Upon completion of the review of applications, a list of eligible recipients ranked in order of points scored, will be transmitted to the Elgin City Council for final approval. After approval of selected grant projects by the City Council, property owners will be contacted to determine if they wish to proceed with the grant project. 2026 • 75-25 Historic Architectural Rehabilitation Grant Page 6 of 8 E. INSPECTIONS Prior to final payment of grant funds, properties participating in the grant program must be fully compliant on the exterior of the property with all applicable codes. The Community Development Department will perform inspections as outlined below. 1. Initial code inspection: Before the grant agreement is signed, an inspector of the Community Development Department will inspect the property to determine existing code violations. This inspection will be carried out in addition to the evaluation of the proposed work. The property owner will be notified of outstanding code violations. These will generally need to be corrected within the time allocated by the Community Development Department. If an extension is required, please contact the Code Enforcement Officer who conducted the inspection. When major rehabilitations are being done, the Community Development Director may be able to grant an extension upon review of the applicant’s request. 2. After completion of the project, a follow-up code inspection done to ensure that violations are corrected prior to disbursing the funds. If the grant work is completed, and other code violations exist which were not identified during the first inspection, additional time for correction will be allowed. The time will be determined by the Department of Code Administration, or designee, not to exceed a maximum of 90 days. Note: If a project is not completed in the stipulated amount of time or withdrawn by the applicant, all code violations on the exterior of the property determined at the initial code inspection and/or any subsequent inspection will still require corrective actions. The time limit allowed for compliance with the property maintenance codes will be determined by the Code Enforcement Officer. F. AGREEMENTS 1. Grant Agreement: The selected participants will need to undertake a Grant Agreement with the City of Elgin. Grant Agreements must be signed and returned within 30 days. If the city does not receive the signed agreement, the grant award will be forfeited, and funds will be transferred to the next project on the waiting list. There will be no exceptions. 2. Term of Grant Agreement: Property owners participating in the grant program have 18 months from the time of signing the agreement to complete the grant project. 3. Corrective Action(s) for Code Violations: If the project is a major rehabilitation, an inventory of existing current code violations on the exterior will be conducted. Extensions on corrective actions may be determined by the Code Enforcement Officer; however, the final grant payout will not be made to a grant recipient until the violations are corrected. G. GRANT PROJECT WORK 1. Beginning the project: Grant project work as reviewed by the Elgin Heritage Commission and approved by the City Council may commence after the Grant Agreement has been signed, and necessary Building Permits issued. 2026 • 75-25 Historic Architectural Rehabilitation Grant Page 7 of 8 2. All grant project work carried out to the exterior of the structures on the property must conform to the Elgin Design Guideline Manual and be approved through a Certificate of Appropriateness (COA). 3. Upon receipt of the signed Grant Agreement, applicants will have 180 days to receive approval for a Certificate of Appropriateness and/or submit a change in scope request. In the event that the applicant does not obtain the COA approval within the allotted time, the grant will be forfeited and the funding will be re-allocated to the next project on the waiting list. The grant recipient is responsible for filing the application for a COA and supporting documentation. 4. Should the COA be denied, the applicant may submit a plan for a modified project, which will be reevaluated based upon the criteria above. If the modified project qualifies for funding under the budget cycle, the grant allocation will then be modified to reflect the modified project but would not exceed the original allocated amount. If the modified project fails to qualify, then the grant funds will be forfeited and the next selected recipient will be invited to participate in the program. However, all outstanding code violations will need to be corrected in the time determined by the respective Code Enforcement Officer. Please note: If the proposed work requires approval from the Elgin Heritage Commission’s Design Review Subcommittee, an application will be presented at the first available meeting. The Design Review Subcommittee meets the 2nd and 4th Tuesday of each month at 6:00 p.m. in the City Council Chambers. The applicant or a property representative is required to be in attendance. 5. Time period to complete grant project: Grant participants have 18 months to complete all the work as originally approved under the agreement. If the grant work has not been completed within the 18 month time period, the grant funds will be forfeited unless additional time, not to exceed 90 days, is granted by the Community Development Director or designee. 6. Progress reports will be mailed out to grant recipients on a quarterly basis and to identify any potential timing problems before they arise. 7. Final evaluation of grant project: Upon completion of the grant project, an evaluation of the work will be carried out by the appropriate City Staff together with any additional code inspections. H. PAYMENT OF GRANT FUNDS 1. Payment of grant funds will be made once the grant project is completed within the stipulated 18 months and the exterior of the property is made fully code compliant. 2. The grant recipient’s payment request must include proper proof of payment to the contractors/vendors, together with statements of completion or waivers of lien. Payment will not exceed the original amount allocated at the time of approval of the project. 3. No advance payments will be made. Partial reimbursement may be allowed if the work includes discrete and separate improvements, and if the applicant’s financial ability to participate in the program is dependent upon partial payment; for example, a porch restoration project that involves 1) replacement of stairs, 2) re-flooring the porch, and 3) reconstruction of 2026 • 75-25 Historic Architectural Rehabilitation Grant Page 8 of 8 porch column and railing details). Prior to partial payout, the project component must be completed. Additionally, the grantee will be required to submit copies of paid receipts and contractor’s lien waiver with their payment request. The City will retain 25% of the allocated funds until the entire project is completed and the exterior is fully code compliant. Only one 90-day extension will be permitted. If a project remains incomplete after the extended deadline, the grant recipient will forfeit all funding and must repay any partial payments received. A property lien may be placed upon the property until such time as the re-payment is made to the City. 4. All 75/25 grants are non- taxable. _________________________________________________ For more information on the Historic Architectural Rehabilitation Grant Program please contact: Christen Su ndquis t, Histori c Preserva tion Planner Community Developmen t De partmen t, 1 50 D exter Cour t, Elgin, Illinois 6012 0 www.cityofelgin.org • christe n.sundq uist@el ginIL.gov • 8 47- 931 -60 04 APPLICATION DEADLINE: FRIDAY, MARCH 27, 2026 AT 5:00 P.M.  ELGIN HISTORIC ARCHITECTURAL REHABILITATION GRANT PROGRAM 75/25 - Year 2026 APPLICATION COVERSHEET Please review the grant program guidelines attached to this application. There is no fee for the application Boxes must be marked to confirm that you have included the requested information with your application. If boxes are not clearly marked and the requested documentation is missing, your application will be deemed incomplete and returned to you. It is the applicant’s responsibility to ensure that the application is complete. ALL information must be submitted by the application deadline. NO ADDITIONAL INFORMATION WILL BE ACCEPTED AFTER THE MARCH 27, 2026 DEADLINE. Applications should be submitted to the Community Development Department, Attn: Christen Sundquist, City of Elgin, 150 Dexter Court, Elgin, IL 60120. Completed Application Form, including income C.O.A. application. You must submit a verification form (Part 5). completed application. It is preferred that you If applicant is not the property owner, a letter of also proceed with obtaining COA approval from consent authorizing the grant application and the Design Review Subcommittee. (Please see proposed changes to the property. application guidelines.) Proof of ownership of the Subject Property (one of the Current photographs (most recent) of each following) house elevation clearly labeled as North, South, Property Warranty Deed, mortgage statement East, and West. or title insurance document; or most recent Detailed photographs of proposed project property tax statement. area(s). Copy of homeowner’s insurance policy statement. Verification of property owner identification Select one of the two project options: Copy of Driver’s License Option 1: Project performed by Contractor Bid #1 Social Security Card. Estimate Copy of current rental license (if applicable). RRP certification and Firm Certification Signed property maintenance inspection permission form. Certificate of Insurance Signed W-9 Form 3-year minimum warranty Bid #2 Most Recent IRS Federal Income Tax Return (IRS Form 1040 or 1040A) Estimate Two months of most recent pay stubs for all employed RRP certification and Firm Certification household members. Certificate of Insurance Senior Citizens Only: Social Security Statement and Copy 3-year minimum warranty of Pension Check Option 2: Project performed by property owner (material costs reimbursed only) Material itemized estimate (only one is required for each project component). Acknowledgement I/We hereby represent that the information contained in this application and documentation provided is true and correct to the best of my/our knowledge. Applicant's Signature:_________________________________________ Date: ___________________ Owner’s Signature:___________________________________________ Date:__________________ (If different from the applicant)  ELGIN HISTORIC ARCHITECTURAL REHABILITATION GRANT PROGRAM 75-25 - Year 2026 PLEASE PRINT ALL INFORMATION PART 1 Address of Property to be Rehabilitated____________________________________, Elgin, IL Zip:__________ Applicant Name: ___________________________________________________________________________ Daytime Telephone:(____)_________________ Email: _____________________________________________ NOTE: If the applicant is not the owner, he/she must be authorized by the owner to commit to changes proposed on the property. A signed letter from the property owner authorizing the grant application submittal must be included with your application. Eligible grant application properties are those that are either located within Elgin’s five (5) historic districts or have been designated as individual landmarks. Please check one of the two options below.  My property is an Individual Landmark (located outside of Elgin’s historic districts). Please identify the historic name of the building and its original construction date (if known): ____________________________________.  My property is located within a Historic District. Please identify the District:  Elgin Historic District  Spring–Douglas Historic District  Elgin National Watch Historic District  DC Cook/Lovell Area Historic District  Bungalow Thematic Historic District Have you ever received a Historic Rehabilitation Grant for this property?  yes  no If yes, please identify the year(s) and project: Ex: 2021, Porch Restoration _________________________________________________________________________________. If your property has been awarded two grants within the past five years, your project is ineligible for funding. PART 2 Do you live on the property? Yes No Note: Only owner-occupied residential properties up to 4 units are eligible for participation in the program. To substantiate your property ownership information, please submit copies of any one (1) of the following: Property Warranty deed Most recent property tax form Land contract registered with the County Number of dwelling units on property.  1 2 3  4 (If more than 4, project is ineligible.) Number of Street Frontages. 1 2 3 (If more than one, please name the streets that the property fronts onto.) Street Names:_________________________________________________________________ 2026 75-25 Hist. Arch. Rehab. Grant Application - Page 2 of 6 PART 3 Please describe the work you propose to undertake on the exterior of the property. This should include changes and alterations to the building(s), and must itemize all features to be removed and/or added. Indicate the type of material to be used when replacing features. Please see Section B of the application’s guidelines for details on how to write your project summary. (Use additional pages as necessary.) __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ 2026 75-25 Hist. Arch. Rehab. Grant Application - Page 3 of 6 PART 4 Please provide a brief description of each item of work you are proposing. Next to the description for each item, list the estimated cost for completion provided by each of your two contractors. List the name of the contractor who provided each estimate beneath the cost. • Applications will not be considered unless a minimum of two contractors estimates (or one material estimate if you are doing the project on your own) are submitted for each item of work. When submitting your contractors’ estimates, you must also request and include the following documents from your contractor: 1. Renovation, Repair, and Painting (RRP) Certification AND Firm Certification (For more information see: www2.epa.gov/lead/renovation-repair-and-painting-program). 2. Three-Year Minimum Warranty Letter. 3. Certificate of Insurance. • If you plan to complete the project on your own, you must include an itemized estimate for materials. Only materials will be reimbursed. Item # Description of Work Cost - Estimate # 1 ($) Cost - Estimate # 2 ($) 1. Cost: $ Cost: $ Name: Name: 2. Cost: $ Cost: $ Name: Name: 3. Cost: $ Cost: $ Name: Name: 4. Cost: $ Cost: $ Name: Name: 5. Cost: $ Cost: $ Name: Name: 6. Cost: $ Cost: $ Name: Name: 7. Cost: $ Cost: $ Name: Name: 8. Cost: $ Cost: $ Name: Name: 9. Cost: $ Cost: $ Name: Name: 10. Cost: $ Cost: $ Name: Name: Total Cost of Project* $ *For Staff use only. Total cost will be determined by using the lowest reasonable bid for each item of work. This information will not affect your choice of contractor. 2026 75-25 Hist. Arch. Rehab. Grant Application - Page 4 of 6 PART 5 75-25 – Year 2026 – Income Qualification Head of Household Name: _________________________________ SSN #: ________________ Address: _________________________________________________, Elgin, IL 6012________ Household Income Information (Per Most Recent Income Tax Return) Name Age Sex Adjusted Gross Income a: $ ) (Head of Household b: $ c: $ d: $ e: $ f: $ g: $ h: $ Total Household Income (total of lines a thru h) $ Figure reported in IRS Form 1040 or 1040A $ (Only list Adjusted Gross Income) If filed separately, list both figures $ (Only list Adjusted Gross Income) Note: To substantiate the above information, please submit the most recent copies of the following: IRS Federal Income Tax Return (IRS Form 1040 or 1040A) Two months of most recent pay stubs for all employed household members. For senior citizens only: Circuit Breaker from (Property Tax Release), Social Security Statement and Pension Check The applicant must meet the current federal guidelines for low to moderate family income. The guidelines are as follows (continued on Page 6): 2026 75-25 Hist. Arch. Rehab. Grant Application - Page 5 of 6  Income Guidelines (as per HUD Guidelines, FY 2025) Please circle the number of people living within your household and also fill in your household income. The income of all household members needs to be included below. Household Extremely Very Low Other Low Your total combined household Size Low Income Income (Moderate) income (30%) (50%) (80%) 1 $25,200 $42,000 $67,150 2 $28,800 $48,000 $76,750 3 $32,400 $54,000 $86,350 4 $35,950 $59,950 $95,900 5 $38,850 $64,750 $103,600 6 $43,150 $69,550 $111,250 7 $48,650 $74,350 $118,950 8 $54,150 $79,150 $126,600 2026 75-25 Hist. Arch. Rehab. Grant Application - Page 6 of 6  COMMUNITY DEVELOPMENT 3-1-1 (in Elgin) (847) 931-6001 (outside of Elgin) permits@cityofelgin.org www.cityofelgin.org/permits 150 Dexter Court, Elgin, IL, 60120 CERTIFICATE OF APPROPRIATENESS Property designated as an individual landmark or within a historic district must have any exterior repair, alteration, demolition or new construction approved by the Elgin Heritage Commission – Design Review Subcommittee prior to construction. If you aren’t sure if a property is a local landmark or within a locally designated historic district, visit the website www.cityofelgin.org/historicpreservation or contact 311. WHAT YOU SHOULD KNOW Be sure to view the Elgin Historic District and Landmark Design Guideline Manual. This manual will explain what is and is not permitted on the exterior of a historic property. If your structure is in one of the locally designated districts or a local landmark and you want to make changes to the exterior of your property, you have to obtain a Certificate of Appropriateness from the Community Development Department. ‣ A Certificate of Appropriateness is a form issued to ensure that the exterior of work planned for a building’s rehabilitation or new construction meets the criteria of the QR Code for Elgin Historic District design guidelines. A Building Permit is a separate form and type of review which ensures and Landmark Guidelines the structural soundness and safety of the building. The COA needs to be obtained in addition to the regular building permit and in some cases where a building permit is not required. The city does not charge a fee for the COA. ‣ A Certificate of Appropriateness is required for the following but not limited to:  Construction, alteration, demolition, or removal of structure(s) or appurtenances, any of which affect the exterior architectural appearance of a property within a locally designated district or to a landmark structure.  Maintenance such as painting, repairs at porches, windows, doors, masonry, foundations, spot replacement of deteriorated features, exterior repair or replacement of driveways, sidewalks, patios, etc. Submit application to the Community Development Department, 150 Dexter Court, Elgin, IL 60120 or email it to permits@cityofelgin.org. For assistance completing this application, please contact 311.  APPLICANT INFORMATION PROPERTY ADDRESS _____________________________________________________________________________________________ APPLICANT OWNER CONTRACTOR TENANT OTHER NAME: ___________________________________________ PHONE: ___________________________________________ ADDRESS: _________________________________________ EMAIL: ____________________________________________ CITY, STATE, ZIP: ___________________________________ PROPERTY OWNER INFORMATION (if different than above) NAME: ___________________________________________ PHONE: ___________________________________________ ADDRESS: _________________________________________ EMAIL: ____________________________________________ CITY, STATE, ZIP: ___________________________________ DESCRIPTION OF WORK ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ PLEASE NOTE: 1. All work must conform to the regulations set forth in the Elgin Historic District and Landmark Design Guideline Manual and the adopted Illinois Codes and City Ordinances. 2. The Certificate of Appropriateness (COA) is provided at no cost. Building Permit(s) may be required in addition to a COA. All COA approvals expire 6 months from approval date. 3. Extensions of a COA may be granted upon submission of proper documentation. 4. On completion of work, I/We agree to notify the Historic Preservation Planner at (847) 931-6004 to schedule an inspection of the property. Any changes to approved work must seek prior approval before work begins and materials purchased or created. 5. The undersigned owner or occupant of the dwelling referenced above has read and understands the content of this notice and voluntarily consents to an exterior inspection of the dwelling by the Historic Preservation Planner for the purpose of verifying existing conditions and taking photographic evidence, and/or measurements to confirm those conditions. _____________________________ _____________________________ _____________________________ PRINT NAME SIGNATURE OF APPLICANT DATE Submit application to the Community Development Department, 150 Dexter Court, Elgin, IL 60120 or email it to permits@cityofelgin.org. For assistance completing this application, please contact 311.  OFFICE USE ONLY COA APPROVAL for: _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ HISTORIC PRESERVATION PLANNER/DESIGNEE: _______________________________________________________________________ ______________________ ______________________ ____________________ APPROVAL DATE COA NUMBER PERMIT NUMBER Submit application to the Community Development Department, 150 Dexter Court, Elgin, IL 60120 or email it to permits@cityofelgin.org. For assistance completing this application, please contact 311. Form (Rev. January 2003) W-9 Request for Taxpayer Give form to the requester. Do not Department of the Treasury Identification Number and Certification send to the IRS. Internal Revenue Service Name Print or type Business name, if different from above Individual/ Exempt from backup Check appropriate box: Sole proprietor Corporation Partnership Other 䊳 withholding Address (number, street, and apt. or suite no.) Requester’s name and address (optional) See Specific Instructions on page 2. City, state, and ZIP code List account number(s) here (optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. For individuals, this is your social security number (SSN). Social security number However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on – – page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or Note: If the account is in more than one name, see the chart on page 4 for guidelines on whose number Employer identification number to enter. – Part II Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. I am a U.S. person (including a U.S. resident alien). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. (See the instructions on page 4.) Sign Signature of Here U.S. person 䊳 Date 䊳 Purpose of Form Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the A person who is required to file an information return with terms of a tax treaty to reduce or eliminate U.S. tax on the IRS, must obtain your correct taxpayer identification certain types of income. However, most tax treaties contain a number (TIN) to report, for example, income paid to you, real provision known as a “saving clause.” Exceptions specified estate transactions, mortgage interest you paid, acquisition in the saving clause may permit an exemption from tax to or abandonment of secured property, cancellation of debt, or continue for certain types of income even after the recipient contributions you made to an IRA. has otherwise become a U.S. resident alien for tax purposes. U.S. person. Use Form W-9 only if you are a U.S. person If you are a U.S. resident alien who is relying on an (including a resident alien), to provide your correct TIN to the exception contained in the saving clause of a tax treaty to person requesting it (the requester) and, when applicable, to: claim an exemption from U.S. tax on certain types of income, 1. Certify that the TIN you are giving is correct (or you are you must attach a statement that specifies the following five waiting for a number to be issued), items: 2. Certify that you are not subject to backup withholding, 1. The treaty country. Generally, this must be the same or treaty under which you claimed exemption from tax as a 3. Claim exemption from backup withholding if you are a nonresident alien. U.S. exempt payee. 2. The treaty article addressing the income. Note: If a requester gives you a for m other than Form W-9 3. The article number (or location) in the tax treaty that to request your TIN, you should use the requester’s form. contains the saving clause and its exceptions. However, this form must meet the acceptable specifications 4. The type and amount of income that qualifies for the described in Pub. 1167, General Rules and Specifications for exemption from tax. Substitute Tax Forms and Schedules. 5. Sufficient facts to justify the exemption from tax under Foreign person. If you are a foreign person, use the the terms of the treaty article. appropriate Form W-8 (see Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities). Cat. No. 10231X Form W-9 (Rev. 1-2003) Form W-9 (Rev. 1-2003) Page 2 Example. Article 20 of the U.S.-China income tax treaty Specific Instructions allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a Name resident alien for tax purposes if his or her stay in the United If you are an individual, you must generally enter the name States exceeds 5 calendar years. However, paragraph 2 of shown on your social security card. However, if you have the first Protocol to the U.S.-China treaty (dated April 30, changed your last name, for instance, due to marriage 1984) allows the provisions of Article 20 to continue to apply without informing the Social Security Administration of the even after the Chinese student becomes a resident alien of name change, enter your first name, the last name shown on the United States. A Chinese student who qualifies for this your social security card, and your new last name. exception (under paragraph 2 of the first protocol) and is If the account is in joint names, list first, and then circle, relying on this exception to claim an exemption from tax on the name of the person or entity whose number you entered his or her scholarship or fellowship income would attach to in Part I of the form. Form W-9 a statement that includes the information described above to support that exemption. Sole proprietor. Enter your individual name as shown on your social security card on the “Name” line. You may enter If you are a nonresident alien or a foreign entity not your business, trade, or “doing business as (DBA)” name on subject to backup withholding, give the requester the the “Business name” line. appropriate completed Form W-8. Limited liability company (LLC). If you are a single-member What is backup withholding? Persons making certain LLC (including a foreign LLC with a domestic owner) that is payments to you must under certain conditions withhold and disregarded as an entity separate from its owner under pay to the IRS 30% of such payments (29% after December Treasury regulations section 301.7701-3, enter the owner’s 31, 2003; 28% after December 31, 2005). This is called name on the “Name” line. Enter the LLC’s name on the “backup withholding.” Payments that may be subject to “Business name” line. backup withholding include interest, dividends, broker and Other entities. Enter your business name as shown on barter exchange transactions, rents, royalties, nonemployee required Federal tax documents on the “Name” line. This pay, and certain payments from fishing boat operators. Real name should match the name shown on the charter or other estate transactions are not subject to backup withholding. legal document creating the entity. You may enter any You will not be subject to backup withholding on payments business, trade, or DBA name on the “Business name” line. you receive if you give the requester your correct TIN, make Note: You are requested to check the appropriate box for the proper certifications, and report all your taxable interest your status (individual/sole proprietor, corporation, etc. ). and dividends on your tax return. Payments you receive will be subject to backup Exempt From Backup Withholding withholding if: If you are exempt, enter your name as described above and 1. You do not furnish your TIN to the requester, or check the appropriate box for your status, then check the 2. You do not certify your TIN when required (see the Part “Exempt from backup withholding” box in the line following II instructions on page 4 for details), or the business name, sign and date the form. 3. The IRS tells the requester that you furnished an Generally, individuals (including sole proprietors) are not incorrect TIN, or exempt from backup withholding. Corporations are exempt from backup withholding for certain payments, such as 4. The IRS tells you that you are subject to backup interest and dividends. withholding because you did not report all your interest and Note: If you are exempt from backup withholding, you should dividends on your tax return (for reportable interest and still complete this form to avoid possible erroneous backup dividends only), or withholding. 5. You do not certify to the requester that you are not Exempt payees. Backup withholding is not required on any subject to backup withholding under 4 above (for reportable payments made to the following payees: interest and dividend accounts opened after 1983 only). 1. An organization exempt from tax under section 501(a), Certain payees and payments are exempt from backup any IRA, or a custodial account under section 403(b)(7) if the withholding. See the instructions below and the separate account satisfies the requirements of section 401(f)(2); Instructions for the Requester of Form W-9. 2. The United States or any of its agencies or instrumentalities; Penalties 3. A state, the District of Columbia, a possession of the Failure to furnish TIN. If you fail to furnish your correct TIN United States, or any of their political subdivisions or to a requester, you are subject to a penalty of $50 for each instrumentalities; such failure unless your failure is due to reasonable cause 4. A foreign government or any of its political subdivisions, and not to willful neglect. agencies, or instrumentalities; or Civil penalty for false information with respect to 5. An international organization or any of its agencies or withholding. If you make a false statement with no instrumentalities. reasonable basis that results in no backup withholding, you Other payees that may be exempt from backup are subject to a $500 penalty. withholding include: Criminal penalty for falsifying information. Willfully 6. A corporation; falsifying certifications or affirmations may subject you to 7. A foreign central bank of issue; criminal penalties including fines and/or imprisonment. 8. A dealer in securities or commodities required to register Misuse of TINs. If the requester discloses or uses TINs in in the United States, the District of Columbia, or a violation of Federal law, the requester may be subject to civil possession of the United States; and criminal penalties. Form W-9 (Rev. 12-2002) Page 3 9. A futures commission merchant registered with the Part I. Taxpayer Identification Commodity Futures Trading Commission; Number (TIN) 10. A real estate investment trust; Enter your TIN in the appropriate box. If you are a resident 11. An entity registered at all times during the tax year alien and you do not have and are not eligible to get an under the Investment Company Act of 1940; SSN, your TIN is your IRS individual taxpayer identification 12. A common trust fund operated by a bank under number (ITIN). Enter it in the social security number box. If section 584(a); you do not have an ITIN, see How to get a TIN below. 13. A financial institution; If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN. However, the IRS prefers that 14. A middleman known in the investment community as a you use your SSN. nominee or custodian; or If you are a single-owner LLC that is disregarded as an 15. A trust exempt from tax under section 664 or entity separate from its owner (see Limited liability described in section 4947. company (LLC) on page 2), enter your SSN (or EIN, if you The chart below shows types of payments that may be have one). If the LLC is a corporation, partnership, etc., enter exempt from backup withholding. The chart applies to the the entity’s EIN. exempt recipients listed above, 1 through 15. Note: See the chart on page 4 for further clarification of If the payment is for . . . THEN the payment is exempt name and TIN combinations. for . . . How to get a TIN. If you do not have a TIN, apply for one immediately. To apply for an SSN, get Form SS-5, Interest and dividend payments All exempt recipients except Application for a Social Security Card, from your local Social for 9 Security Administration office or get this form on-line at www.ssa.gov/online/ss5.html. You may also get this form Broker transactions Exempt recipients 1 through 13. by calling 1-800-772-1213. Use Form W-7, Application for Also, a person registered under IRS Individual Taxpayer Identification Number, to apply for an the Investment Advisers Act of ITIN, or Form SS-4, Application for Employer Identification 1940 who regularly acts as a Number, to apply for an EIN. You can get Forms W-7 and broker SS-4 from the IRS by calling 1-800-TAX-FORM Barter exchange transactions Exempt recipients 1 through 5 (1-800-829-3676) or from the IRS Web Site at www.irs.gov. and patronage dividends If you are asked to complete Form W-9 but do not have a TIN, write “Applied For” in the space for the TIN, sign and Payments over $600 required Generally, exempt recipients date the form, and give it to the requester. For interest and to be reported and direct 1 through 7 2 dividend payments, and certain payments made with respect sales over $5,000 1 to readily tradable instruments, generally you will have 60 1 days to get a TIN and give it to the requester before you are See Form 1099-MISC, Miscellaneous Income, and its instructions. 2 subject to backup withholding on payments. The 60-day rule However, the following payments made to a corporation (including gross does not apply to other types of payments. You will be proceeds paid to an attorney under section 6045(f), even if the attorney is a corporation) and reportable on Form 1099-MISC are not exempt from backup subject to backup withholding on all such payments until you withholding: medical and health care payments, attorneys’ fees; and payments provide your TIN to the requester. for services paid by a Federal executive agency. Note: Writing “Applied For” means that you have already applied for a TIN or that you intend to apply for one soon. Caution: A disregarded domestic entity that has a foreign owner must use the appropriate Form W-8. Form W-9 (Rev. 1-2003) Page 4 Part II. Certification What Name and Number To Give the To establish to the withholding agent that you are a U.S. Requester person, or resident alien, sign Form W-9. You may be For this type of account: Give name and SSN of: requested to sign by the withholding agent even if items 1, 3, and 5 below indicate otherwise. 1. Individual The individual For a joint account, only the person whose TIN is shown in 2. Two or more individuals (joint The actual owner of the account Part I should sign (when required). Exempt recipients, see account) or, if combined funds, the first Exempt from backup withholding on page 2. individual on the account 1 Signature requirements. Complete the certification as 3. Custodian account of a minor The minor 2 indicated in 1 through 5 below. (Uniform Gift to Minors Act) 4. a. The usual revocable The grantor-trustee 1 1. Interest, dividend, and barter exchange accounts savings trust (grantor is opened before 1984 and broker accounts considered also trustee) active during 1983. You must give your correct TIN, but you b. So-called trust account The actual owner 1 do not have to sign the certification. that is not a legal or valid 2. Interest, dividend, broker, and barter exchange trust under state law accounts opened after 1983 and broker accounts 5. Sole proprietorship or The owner 3 considered inactive during 1983. You must sign the single-owner LLC certification or backup withholding will apply. If you are For this type of account: Give name and EIN of: subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 6. Sole proprietorship or The owner 3 in the certification before signing the form. single-owner LLC 3. Real estate transactions. You must sign the 7. A valid trust, estate, or Legal entity 4 certification. You may cross out item 2 of the certification. pension trust 4. Other payments. You must give your correct TIN, but 8. Corporate or LLC electing The corporation you do not have to sign the certification unless you have corporate status on Form been notified that you have previously given an incorrect TIN. 8837 “Other payments” include payments made in the course of the requester’s trade or business for rents, royalties, goods 9. Association, club, religious, The organization (other than bills for merchandise), medical and health care charitable, educational, or services (including payments to corporations), payments to a other tax-exempt organization nonemployee for services, payments to certain fishing boat 10. Partnership or multi-member The partnership crew members and fishermen, and gross proceeds paid to LLC attorneys (including payments to corporations). 5. Mortgage interest paid by you, acquisition or 11. A broker or registered The broker or nominee abandonment of secured property, cancellation of debt, nominee qualified tuition program payments (under section 529), 12. Account with the Department The public entity IRA or Archer MSA contributions or distributions, and of Agriculture in the name of pension distributions. You must give your correct TIN, but a public entity (such as a you do not have to sign the certification. state or local government, school district, or prison) that receives agricultural program payments 1 List first and circle the name of the person whose number you furnish. If only one person on a joint account has an SSN, that person’s number must be furnished. 2 Circle the minor’s name and furnish the minor’s SSN. 3 You must show your individual name, but you may also enter your business or “DBA” name. You may use either your SSN or EIN (if you have one). 4 List first and circle the name of the legal trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless the legal entity itself is not designated in the account title.) Note: If no name is circled when more than one name is listed, the number will be considered to be that of the first name listed. Privacy Act Notice Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest, dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA or Archer MSA. The IRS uses the numbers for identification purposes and to help verify the accuracy of your tax return. The IRS may also provide this information to the Department of Justice for civil and criminal litigation, and to cities, states, and the District of Columbia to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, or to Federal and state agencies to enforce Federal nontax criminal laws and to combat terrorism. You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 30% of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to a payer. Certain penalties may also apply. The Criteria Scoring Document is to show what projects will receive the most points from the committee. This is for reference only. 2026 HISTORIC ARCHITECTURAL REHABILITATION GRANT 75/25 PROGRAM Property Address: ____________________________________ Total Points: ________ CITY OF ELGIN STAFF/HERITAGE COMMISSION USE ONLY 1. Current Historic Significance of the Structure Points Historically/Architecturally Significant property 9 Contributing 6 Non-contributing 3 The following points will be granted to a property if changed from: Non-contributing to significant 12 Non-contributing to contributing 10 Contributing to significant 9 Notes: points not to exceed 15 total for the Section. 2. Proposed Work to the Structure Partial points may be given in more than one category; however, the total points allotted under Section 2 cannot exceed 50 points. Complete reconstruction of missing structures/features using original documentation like photographs, maps, etc., using materials to match original: (Examples: Front/side porches, parade porches, towers, turrets and carriage houses based on original evidence and designs.) 40 ……………………………………………..50 Removal of multiple non-original inappropriate features and restoring all with original details and materials on significant elevations. (Example: More than one of the following: Removal of non-original aluminum/vinyl siding to restore the original underlying cladding, while restoring any original window openings and ornamental features; opening an enclosed porch or replacement of concrete stoop/porch with original materials and detail; siding restoration with appropriate trim detailing; replacing inappropriate asphalt shingle with cedar, metal or tile; installation of half round gutters and round downspouts, installation of original material storm windows and screens; or replacing an exterior or storm door with one of the correct period and style design.) 30 ……………………………………………..40 Removal of individual non-original inappropriate features and restoring to original detail and material: (Example: Removal of vinyl or aluminum windows and replacement with wood windows.) 20 ……………………………………………..30 Repairing/stabilizing deteriorated existing features and reusing existing architectural elements. (Example: Porch overhaul utilizing new structural lumber and decking but conserving column/posts, spindles/balusters, and brackets, using epoxy consolidates or other methods; window overhaul using epoxy consolidates or other methods.) 10 ……………………………………………..20 Upgrade deteriorated materials with new appropriate materials (Example: New wood windows, new wood door, roof upgrade to wood, slate, tile shingles as appropriate to the style of the house.) 5 ……………………………………………..10 Continuing Maintenance: Continuing Maintenance items will not be considered unless included with other comprehensive rehabilitation or restoration projects. (Example: Cleaning, re-pointing, scraping and painting, porch handrail repair, glazing and glass replacement while retaining original sashes, replacing deteriorated materials with new appropriate materials different from the original, use of architectural composition asphalt shingles) 0 ……………………………………………..5 3. Evaluation of relative visual public benefit or impact to the streetscape Issues such as visibility and location within the neighborhood, and anticipated change in appearance after completion of work will be considered. The item will be evaluated on a scale of 1 to 30. (low impact) 1…………………10…………………………..30 (high impact) 4. Property owner income For applicants whose income levels fall within the following categories, as an incentive, the following bonus points will be added to their total evaluated score. Low income 20 Moderate income 10 Above moderate income 0 Minimum points required to qualify for grant award 40  ATTACHMENT C HISTORIC ARCHITECTURAL GRANT PROGRAM Grant Review Instructions A packet has been provided for each grant application to be reviewed. The packets include the following material:  An initial staff evaluation sheet  A scoring criteria sheet with the staff evaluation included  Inventory Form showing property when district was formed (If Available)  Other documentation if provided by the applicant  Photo(s) of the property. The initial evaluation sheet includes the preliminary staff score and the high and low qualified bids as determined by staff. The grant amount is based on the low qualified bid. Section 1 of the scoring criteria sheet is compiled by staff from the inventory forms and/or district nomination form. Section 2 of the scoring criteria sheet is determined by staff and the subcommittee members. Each subcommittee member should review the information provided and determine a score for “Proposed Work to the Structure.” You may issue partial points in more then one category. The total points allotted under section 2 cannot exceed 50 points. As in the past, all subcommittee members’ scores in this section will be added together and then divided by the number of attendees. This average score will be added to staff’s score and divided by two. Section 3 of the scoring criteria is determined by the members of the subcommittee only. Each subcommittee member should assign a score for the “Evaluation of relative visual public benefit or impact to the streetscape” category. This number should be between 1 and 30, the higher the visual impact, the higher the score. Section 4 of the scoring criteria for the 50/50 grant is determined by staff based on rental license records and applicant’s address. Scoring criteria for the 75/25 grant is determined by staff based on the Owner’s income level (only Owners who live on the property may qualify for the 75/25 grant). During the grant review portion of the meeting, each application will be reviewed and a final point total will be determined. The projects will be listed in order of total points received and a recommendation list will be established. This list will be forwarded to the City Council for formal approval. Grant applications must receive a minimum point total of 40 to be eligible for a grant.  2026 HISTORIC ARCHITECTURAL REHABILITATION GRANT 50/50 Program Property Address: ____________________________________ Total Points: ________ CITY OF ELGIN HERITAGE COMMISSION/STAFF USE ONLY 1. Current Historic Significance of the Structure Points Historically/Architecturally Significant property 9 Contributing 6 Non-contributing 3 The following points will be granted to a property if changed from: Non-contributing to significant 12 Non-contributing to contributing 10 Contributing to significant 9 Notes: points not to exceed 15 total for the Section. 2. Proposed Work to the Structure Partial points may be given in more than one category; however, the total points allotted under Section 2 cannot exceed 50 points. Complete reconstruction of missing structures/features using original documentation like photographs, maps, etc., using materials to match original: (Examples: Front/side porches, parade porches, towers, turrets and carriage houses based on original evidence and designs.) 40 ……………………………………………..50 Removal of multiple non-original inappropriate features and restoring all with original details and materials on significant elevations. (Example: More than one of the following: Removal of non-original aluminum/vinyl siding to restore the original underlying cladding, while restoring any original window openings and ornamental features; opening an enclosed porch or replacement of concrete stoop/porch with original materials and detail; siding restoration with appropriate trim detailing; replacing inappropriate asphalt shingle with cedar, metal or tile; installation of half round gutters and round downspouts, installation of original material storm windows and screens; or replacing an exterior or storm door with one of the correct period and style design.) 30 ……………………………………………..40 Removal of individual non-original inappropriate features and restoring to original detail and material: (Example: Removal of vinyl or aluminum windows and replacement with wood windows.) 20 ……………………………………………..30 Repairing/stabilizing deteriorated existing features and reusing existing architectural elements. (Example: Porch overhaul utilizing new structural lumber and decking but conserving column/posts, spindles/balusters, and brackets, using epoxy consolidates or other methods; window overhaul using epoxy consolidates or other methods.) 10 ……………………………………………..20 Upgrade deteriorated materials with new appropriate materials (Example: New wood windows, new wood door, roof upgrade to wood, slate, tile shingles as appropriate to the style of the house.) 5 ……………………………………………..10 Continuing Maintenance: Continuing Maintenance items will not be considered unless included with other comprehensive rehabilitation or restoration projects. (Example: Cleaning, re-pointing, scraping and painting, porch handrail repair, glazing and glass replacement while retaining original sashes, replacing deteriorated materials with new appropriate materials different from the original, use of architectural composition asphalt shingles) 0 ……………………………………………..5 3. Evaluation of relative visual public benefit or impact to the streetscape Issues such as visibility and location within the neighborhood, and anticipated change in appearance after completion of work will be considered. The item will be evaluated on a scale of 1 to 30. (low impact) 1…………………15……………………..30 (high impact) 4. Occupancy Owner Occupied 5 Rental Property 0 Minimum points required to qualify for grant award 40  2026 HISTORIC ARCHITECTURAL REHABILITATION GRANT 75/25 PROGRAM Property Address: ____________________________________ Total Points: ________ CITY OF ELGIN STAFF/HERITAGE COMMISSION USE ONLY 1. Current Historic Significance of the Structure Points Historically/Architecturally Significant property 9 Contributing 6 Non-contributing 3 The following points will be granted to a property if changed from: Non-contributing to significant 12 Non-contributing to contributing 10 Contributing to significant 9 Notes: points not to exceed 15 total for the Section. 2. Proposed Work to the Structure Partial points may be given in more than one category; however, the total points allotted under Section 2 cannot exceed 50 points. Complete reconstruction of missing structures/features using original documentation like photographs, maps, etc., using materials to match original: (Examples: Front/side porches, parade porches, towers, turrets and carriage houses based on original evidence and designs.) 40 ……………………………………………..50 Removal of multiple non-original inappropriate features and restoring all with original details and materials on significant elevations. (Example: More than one of the following: Removal of non-original aluminum/vinyl siding to restore the original underlying cladding, while restoring any original window openings and ornamental features; opening an enclosed porch or replacement of concrete stoop/porch with original materials and detail; siding restoration with appropriate trim detailing; replacing inappropriate asphalt shingle with cedar, metal or tile; installation of half round gutters and round downspouts, installation of original material storm windows and screens; or replacing an exterior or storm door with one of the correct period and style design.) 30 ……………………………………………..40 Removal of individual non-original inappropriate features and restoring to original detail and material: (Example: Removal of vinyl or aluminum windows and replacement with wood windows.) 20 ……………………………………………..30 Repairing/stabilizing deteriorated existing features and reusing existing architectural elements. (Example: Porch overhaul utilizing new structural lumber and decking but conserving column/posts, spindles/balusters, and brackets, using epoxy consolidates or other methods; window overhaul using epoxy consolidates or other methods.) 10 ……………………………………………..20 Upgrade deteriorated materials with new appropriate materials (Example: New wood windows, new wood door, roof upgrade to wood, slate, tile shingles as appropriate to the style of the house.) 5 ……………………………………………..10 Continuing Maintenance: Continuing Maintenance items will not be considered unless included with other comprehensive rehabilitation or restoration projects. (Example: Cleaning, re-pointing, scraping and painting, porch handrail repair, glazing and glass replacement while retaining original sashes, replacing deteriorated materials with new appropriate materials different from the original, use of architectural composition asphalt shingles) 0 ……………………………………………..5 3. Evaluation of relative visual public benefit or impact to the streetscape Issues such as visibility and location within the neighborhood, and anticipated change in appearance after completion of work will be considered. The item will be evaluated on a scale of 1 to 30. (low impact) 1…………………10…………………………..30 (high impact) 4. Property owner income For applicants whose income levels fall within the following categories, as an incentive, the following bonus points will be added to their total evaluated score. Low income 20 Moderate income 10 Above moderate income 0 Minimum points required to qualify for grant award 40  HISTORIC EXTERIOR PAINT GRANT ELGIN NATIONAL WATCH HISTORIC DISTRICT APPLICATION DEADLINE: FRIDAY, MARCH 27, 2026, 5:00 P.M. This is a low to moderate income qualification grant. The Exterior Paint Grant This packet contains the following information to assist your Program provides financial completion of the 2026 Historic Exterior Paint Grant Application: assistance to home owners A. Eligible Properties who wish to paint the exterior B. Application Process of the structures on their C. Review of Applications property, but may lack the D. Inspections financial resources to do so. A E. Agreements maximum grant of $15,000 is F. Grant Project Work available. Grant amounts will G. Payment of Grant Funds be based on the lowest reasonable cost estimate by a A. ELGIBLE PROPERTIES qualified contractor. Properties must meet the following qualifications: 1. The property must be a residential structure, 50 years or older, 2026 PROGRAM located within the Elgin National Watch Historic District. HIGHLIGHTS 2. The property must contain no more than two dwelling units. • Low-Mod Income Qualification 3. The property owner must be at least eighteen years of age. required 4. The property must be owner occupied. • Property within Elgin National 5. Property must be in good standing with the city. Watch Historic District 6. The property owner must meet the current federal guidelines • Grant up to $15,000 maximum for low to moderate family income. The guidelines are as • Minimum of 2 cost estimates follows (FY 2025): must be submitted with the application • Certificate of Appropriateness HUD Federal Income /Historic Rehabilitation Grant Guidelines (COA) approval is encouraged prior to application submittal Household Extremely Very Low Other Low • Project completion time – 12 Size Low Income Income (Moderate) months 1 $25,200 $42,000 $67,150 • Grant property must be owner- 2 $28,800 $48,000 $76,750 occupied 3 $32,400 $54,000 $86,350 • Non-Taxable Grant for property 4 $35,950 $59,950 $95,900 owner 5 $38,850 $64,750 $103,600 6 $43,150 $69,550 $111,250 7 $48,650 $74,350 $118,950 8 $54,150 $79,150 $126,600 2026 • Historic Exterior Paint Grant Page 2 of 5 B. APPLICATION PROCESS CERTIFICATE OF Complete the application form. Applications will be scored and APPROPRIATENESS (COA) ranked according to the criteria for selection process outlined in To further assist applicants in Section III – Review of Applications. Grants will be awarded to ensuring project compliance those applications that have scored the highest. If funding with the city’s Design remains after initial application deadline, funds will be Guidelines, it is preferred that distributed for a period of 6 months on a first come first serve applicants obtain COA approval basis or until funds run out. prior to submitting a grant application. (Regardless of Property owners wishing to participate in the Program will be approval, a COA application asked to submit paint colors to be reviewed and approved by staff prior to signing the Grant Agreement. As a reference, must still be completed with recommendations for paint and paint colors, as well as removal your grant application.) and surface preparation are within the Elgin Design Guideline Manual for Landmarks and Historic Districts. Grant application deadline: March 27, 2026. Attach supporting documentation to application form including the following: • Estimates: A. A minimum of two estimates from contractors which includes the following documentation must be submitted with your application: 1. Renovation, Repair and Paint (RRP) Certification and Firm Certification (this is an Environmental Protection Agency (EPA) required certification of contractors); 2. Insurance Certificate (Comprehensive Liability, Worker's Compensation, if applicable, and Completed Operations Insurance); 3. Contractor Letter of Warranty, 3-year minimum. 4. W-9 from the selected contractor Please allow ample time to obtain your contractors’ estimates and the required certifications. Contractor estimates that do not have the above documentation will be considered invalid and you will be required to obtain another estimate. This information MUST BE provided prior to the grant application deadline. There will be no exceptions. • Certificate of Appropriateness (COA) Application must be filled out, signed and dated – application included within packet. • Color Scheme Please attach a copy of the color scheme/swatches indicating which colors are proposed to be used for siding, trim and accents. It is encouraged to work with staff prior to submittal for appropriate colors and color placement. • Color photographs of existing conditions must be included with the application. Submitted photographs must be current (taken in 2026). Digital format is acceptable and encouraged. • Income Verification. Documentation pertaining to your household income and owner occupancy must be attached to your application. The requested information is outlined in Part 5 in the application. 2026 • Historic Exterior Paint Grant Page 3 of 5 C. REVIEW OF APPLICATIONS On receipt of the application form the property and proposed work will be evaluated by city staff. Review will be carried out based on the following criteria for selection. (Note: based on 100 point rating system, with 100 points being the highest rating): 1. Building Ownership a. Owner Occupied – Single Family (20 points) b. Owner Occupied – Two Unit (15 points) 2. Income Qualification a. Very Low Income (20 points) b. Low Income (15 points) c. Moderate Income (10 points) 3. Code Compliance a. Property has been cited for a painting violation (20) b. Property has not been cited for a painting violation (10) 4. Age of Structure a. Constructed prior to 1945 (20 points) b. Constructed between 1946 and 1975 (15 points) c. Constructed after 1976 (10 points) 5. Visual Impact of Proposed Project a. Issues such as visibility, location within the neighborhood, and anticipated change in appearance after completion of work will be considered. (1 to 20 points) Note: Staff will make final selection of contractor based on qualifications, criteria and proposed scope of work. D. INSPECTIONS The Neighborhood Services Department will perform inspections as outlined below. 1. Initial code inspection: Before the grant agreement is signed, an inspector of the Neighborhood Services Department will inspect the property to determine existing code violations. This inspection will be carried out in addition to the evaluation of the proposed work. The property owner will be notified of outstanding code violations. These will generally need to be corrected within the time allocated by the Neighborhood Services Department. If an extension is required, please contact the Code Enforcement Officer who conducted the inspection. 2. After completion of the project, a follow-up code inspection will be completed to ensure that violations are corrected. If the grant work is completed, and other code violations exist which were not identified during the first inspection, additional time for correction will be allowed. The time will be determined by the Neighborhood Services Department, or designee, not to exceed a maximum of 90 days. Note: If a project is not completed in the stipulated amount of time or withdrawn by the applicant, all code violations on the exterior of the property determined at the initial code inspection and/or any subsequent inspection will still require corrective actions. The time limit allowed for compliance with the property maintenance codes will be determined by the Code Enforcement Officer. 2026 • Historic Exterior Paint Grant Page 4 of 5 E. AGREEMENTS 1. Grant Agreement: The selected participants and the selected contractor will need to undertake a Grant Agreement with the city of Elgin. Grant Agreements must be signed and returned within 30 days. If the city does not receive the signed agreement, the grant award will be forfeited, and funds will be transferred to the next project on the waiting list. There will be no exceptions. 2. Term of Grant Agreement: Property owners participating in the grant program have 12 months from the time of signing the agreement to complete the grant project. 3. Corrective Action(s) for Code Violations: An inventory of existing current code violations on the exterior will be conducted. Extensions on corrective actions may be determined by the Code Enforcement Officer. F. GRANT PROJECT WORK 1. Beginning the project: Grant project work as reviewed and approved by staff may commence after the Grant Agreement has been signed, and necessary Building Permits issued. 2. All grant project work carried out to the exterior of the structures on the property must conform to the Elgin Design Guideline Manual for Landmarks and Historic Districts and be approved through a Certificate of Appropriateness (COA). 3. Upon receipt of the signed Grant Agreement, applicants will have 180 days to receive approval for a Certificate of Appropriateness and/or submit a change in scope request. In the event that the applicant does not obtain the COA approval within the allotted time, the grant will be forfeited and the funding will be re-allocated to the next project on the waiting list. The grant recipient is responsible for filing the application for a COA and supporting documentation. 4. Time period to complete grant project: Grant participants have 12 months to complete all the work as originally approved under the agreement. If the grant work has not been completed within the 12 month time period, the grant funds will be forfeited unless additional time, not to exceed 90 days, is granted by the Community Development Director or designee. Note: All outstanding code violations will need to be corrected in the time allotted for the completion of the project regardless of whether the project has been completed or withdrawn by the applicant. 5. Progress reports will be mailed out to grant recipients on a quarterly basis and to identify any potential timing problems before they arise. 6. Final evaluation of grant project: Upon completion of the grant project, an evaluation of the work will be carried out by the appropriate city Staff together with any additional code inspections. 2026 • Historic Exterior Paint Grant Page 5 of 5 G. PAYMENT OF GRANT FUNDS 1. Payment of grant funds will be made to the contractor once the grant project is completed within the stipulated 12 months. The contractor will be required to fill out a W-9. 2. The payment request must include an invoice with a detailed scope of work from the contactor. Payment will not exceed the original amount allocated at the time of approval of the project. 3. An initial deposit of no more than 50% of the total project cost may be made to the contractor for purchase of materials upon provided start date of the project. Once the project is completed, the remaining funds will be paid to the contractor upon a submitted detailed invoice. Only one extension, not to exceed 90-days, will be permitted. If a project remains incomplete after the extended deadline, the contractor will forfeit all funding and must repay any partial payments received. 4. All Historic Exterior Paint grants are non- taxable to the property owner. _________________________________________________ For more information on the Historic Exterior Paint Grant Program please contact: Christen Su ndquis t, Histori c Preserva tion Planner Community Developmen t De partmen t, 1 50 D exter Cour t, Elgin, Illinois 6012 0 www.cityofelgin.org • christe n.sundq uist@el ginIL.gov • 8 47- 931 -60 04  2026 ELGIN HISTORIC EXTERIOR PAINT GRANT PROGRAM APPLICATION COVERSHEET Please review the grant program guidelines attached to this application. There is no fee for the application Boxes must be marked to confirm that you have included the requested information with your application. If boxes are not clearly marked and the requested documentation is missing, your application will be deemed incomplete and returned to you. It is the applicant’s responsibility to ensure that the application is complete. ALL information must be submitted by the application deadline. NO ADDITIONAL INFORMATION WILL BE ACCEPTED AFTER THE MARCH 27, 2026 DEADLINE. Applications should be submitted to the Community Development Department, Attn: Christen Sundquist, City of Elgin, 150 Dexter Court, Elgin, IL 60120. Completed Application Form, including income C.O.A. application. You must submit a verification form (Part 5). completed application. If applicant is not the property owner, a letter of Current photographs (most recent) of each consent authorizing the grant application and house elevation clearly labeled as North, South, proposed changes to the property. East, and West. Proof of ownership of the Subject Property (one of the Color Scheme – paint swatches following) Property Warranty Deed, mortgage statement Cost Estimates: or title insurance document; or most recent Project performed by Contractor property tax statement. Bid #1 Copy of homeowner’s insurance policy statement. Estimate Verification of property owner identification RRP certification and Firm Certification Copy of Driver’s License Certificate of Insurance Social Security Card. 3-year minimum warranty Signed property maintenance inspection permission W-9 form. Bid #2 Signed W-9 Form Estimate Most Recent IRS Federal Income Tax Return (IRS Form RRP certification and Firm Certification 1040 or 1040A) Certificate of Insurance Two months of most recent pay stubs for all employed 3-year minimum warranty household members. W-9 Senior Citizens Only: Social Security Statement and Copy of Pension Check Acknowledgement I/We hereby represent that the information contained in this application and documentation provided is true and correct to the best of my/our knowledge. Applicant's Signature:_________________________________________ Date: ___________________ Owner’s Signature:___________________________________________ Date:__________________ (If different from the applicant) 2026 • Historic Exterior Paint Grant Application Page 2 of 5 HISTORIC EXTERIOR PAINT GRANT PROGRAM PLEASE PRINT ALL INFORMATION PART 1 Address of Property ____________________________________, Elgin, IL Zip:__________ Applicant Name: ___________________________________________________________________________ Daytime Telephone: (____)_________________ Email: _____________________________________________ NOTE: If the applicant is not the owner, he/she must be authorized by the owner to commit to changes proposed on the property. A signed letter from the property owner authorizing the grant application submittal must be included with your application. Eligible grant application properties are those that are located within the Elgin National Watch Historic District. Have you ever received a grant from the city for this property?  yes  no If yes, please identify the year(s) and project: Ex: 2022, Historic Rehabilitation Grant _________________________________________________________________________________. If your property has been awarded two grants within the past five years, your project is ineligible for funding. PART 2 Note: Only owner-occupied residential properties up to 2-units are eligible for participation in the program. To substantiate your property ownership information, please submit copies of any one (1) of the following: Property Warranty deed Most recent property tax form Land contract registered with the County Number of dwelling units on property.  1 2 (If more than 2, project is ineligible.) Number of Street Frontages. 1 2 3 (If more than one, please name the streets that the property fronts onto.) Street Names:_________________________________________________________________ PART 3 Please describe the work you propose to undertake on the exterior of the property. Indicate proposed paint colors and locations. *It is strongly recommended to work with staff regarding appropriate colors and placement prior to submission of the application. __________________________________________________________________________________________ __________________________________________________________________________________________ Historic Exterior Paint Grant Application 2026 • Historic Exterior Paint Grant Application Page 3 of 5 __________________________________________________________________________________________ PART 4 Please provide a brief description of each item of work you are proposing. Next to the description for each item, list the estimated cost for completion provided by each of your two contractors. List the name of the contractor who provided each estimate beneath the cost. • Applications will not be considered unless a minimum of two contractors estimates are submitted for each item of work. When submitting your contractors’ estimates, you must also request and include the following documents from your contractor: 1. Renovation, Repair, and Painting (RRP) Certification AND Firm Certification (For more information see: www2.epa.gov/lead/renovation-repair-and-painting-program) 2. Three-Year Minimum Warranty Letter 3. Certificate of Insurance 4. W-9 Item # Description of Work Cost - Estimate # 1 ($) Cost - Estimate # 2 ($) 1. Cost: $ Cost: $ Name: Name: 2. Cost: $ Cost: $ Name: Name: 3. Cost: $ Cost: $ Name: Name: Total Cost of Project* $ *For Staff use only. Staff will make final selection of contractor based on qualifications, criteria and proposed scope of work. Historic Exterior Paint Grant Application 2026 • Historic Exterior Paint Grant Application Page 4 of 5 PART 5 Year 2026 – Income Qualification Head of Household Name: _________________________________ SSN #: ___________________ Address: _________________________________________________, Elgin, IL 60120 Household Income Information (Per Most Recent Income Tax Return) Name Age Sex Adjusted Gross Income a: $ ) (Head of Household b: $ c: $ d: $ e: $ f: $ g: $ h: $ Total Household Income (total of lines a thru h) $ Figure reported in IRS Form 1040 or 1040A $ (Only list Adjusted Gross Income) If filed separately, list both figures $ (Only list Adjusted Gross Income) Note: To substantiate the above information, please submit the most recent copies of the following: IRS Federal Income Tax Return (IRS Form 1040 or 1040A) Two months of most recent pay stubs for all employed household members. For senior citizens only: Circuit Breaker from (Property Tax Release), Social Security Statement and Pension Check The applicant must meet the current federal guidelines for low to moderate family income. The guidelines are as follows (continued on Page 5): Historic Exterior Paint Grant Application 2026 • Historic Exterior Paint Grant Application Page 5 of 5 Income Guidelines (as per HUD Guidelines, FY 2025) Please circle the number of people living within your household and also fill in your household income. The income of all household members needs to be included below. Household Extremely Very Low Other Low Your total combined household Size Low Income Income (Moderate) income (30%) (50%) (80%) 1 $25,200 $42,000 $67,150 2 $28,800 $48,000 $76,750 3 $32,400 $54,000 $86,350 4 $35,950 $59,950 $95,900 5 $38,850 $64,750 $103,600 6 $43,150 $69,550 $111,250 7 $48,650 $74,350 $118,950 8 $54,150 $79,150 $126,600 Historic Exterior Paint Grant Application  COMMUNITY DEVELOPMENT 3-1-1 (in Elgin) (847) 931-6001 (outside of Elgin) permits@cityofelgin.org www.cityofelgin.org/permits 150 Dexter Court, Elgin, IL, 60120 CERTIFICATE OF APPROPRIATENESS Property designated as an individual landmark or within a historic district must have any exterior repair, alteration, demolition or new construction approved by the Elgin Heritage Commission – Design Review Subcommittee prior to construction. If you aren’t sure if a property is a local landmark or within a locally designated historic district, visit the website www.cityofelgin.org/historicpreservation or contact 311. WHAT YOU SHOULD KNOW Be sure to view the Elgin Historic District and Landmark Design Guideline Manual. This manual will explain what is and is not permitted on the exterior of a historic property. If your structure is in one of the locally designated districts or a local landmark and you want to make changes to the exterior of your property, you have to obtain a Certificate of Appropriateness from the Community Development Department. ‣ A Certificate of Appropriateness is a form issued to ensure that the exterior of work planned for a building’s rehabilitation or new construction meets the criteria of the QR Code for Elgin Historic District design guidelines. A Building Permit is a separate form and type of review which ensures and Landmark Guidelines the structural soundness and safety of the building. The COA needs to be obtained in addition to the regular building permit and in some cases where a building permit is not required. The city does not charge a fee for the COA. ‣ A Certificate of Appropriateness is required for the following but not limited to:  Construction, alteration, demolition, or removal of structure(s) or appurtenances, any of which affect the exterior architectural appearance of a property within a locally designated district or to a landmark structure.  Maintenance such as painting, repairs at porches, windows, doors, masonry, foundations, spot replacement of deteriorated features, exterior repair or replacement of driveways, sidewalks, patios, etc. Submit application to the Community Development Department, 150 Dexter Court, Elgin, IL 60120 or email it to permits@cityofelgin.org. For assistance completing this application, please contact 311.  APPLICANT INFORMATION PROPERTY ADDRESS _____________________________________________________________________________________________ APPLICANT OWNER CONTRACTOR TENANT OTHER NAME: ___________________________________________ PHONE: ___________________________________________ ADDRESS: _________________________________________ EMAIL: ____________________________________________ CITY, STATE, ZIP: ___________________________________ PROPERTY OWNER INFORMATION (if different than above) NAME: ___________________________________________ PHONE: ___________________________________________ ADDRESS: _________________________________________ EMAIL: ____________________________________________ CITY, STATE, ZIP: ___________________________________ DESCRIPTION OF WORK ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ PLEASE NOTE: 1. All work must conform to the regulations set forth in the Elgin Historic District and Landmark Design Guideline Manual and the adopted Illinois Codes and City Ordinances. 2. The Certificate of Appropriateness (COA) is provided at no cost. Building Permit(s) may be required in addition to a COA. All COA approvals expire 6 months from approval date. 3. Extensions of a COA may be granted upon submission of proper documentation. 4. On completion of work, I/We agree to notify the Historic Preservation Planner at (847) 931-6004 to schedule an inspection of the property. Any changes to approved work must seek prior approval before work begins and materials purchased or created. 5. The undersigned owner or occupant of the dwelling referenced above has read and understands the content of this notice and voluntarily consents to an exterior inspection of the dwelling by the Historic Preservation Planner for the purpose of verifying existing conditions and taking photographic evidence, and/or measurements to confirm those conditions. _____________________________ _____________________________ _____________________________ PRINT NAME SIGNATURE OF APPLICANT DATE Submit application to the Community Development Department, 150 Dexter Court, Elgin, IL 60120 or email it to permits@cityofelgin.org. For assistance completing this application, please contact 311.  OFFICE USE ONLY COA APPROVAL for: _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ HISTORIC PRESERVATION PLANNER/DESIGNEE: _______________________________________________________________________ ______________________ ______________________ ____________________ APPROVAL DATE COA NUMBER PERMIT NUMBER Submit application to the Community Development Department, 150 Dexter Court, Elgin, IL 60120 or email it to permits@cityofelgin.org. For assistance completing this application, please contact 311. Form (Rev. January 2003) W-9 Request for Taxpayer Give form to the requester. Do not Department of the Treasury Identification Number and Certification send to the IRS. Internal Revenue Service Name Print or type Business name, if different from above Individual/ Exempt from backup Check appropriate box: Sole proprietor Corporation Partnership Other 䊳 withholding Address (number, street, and apt. or suite no.) Requester’s name and address (optional) See Specific Instructions on page 2. City, state, and ZIP code List account number(s) here (optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. For individuals, this is your social security number (SSN). Social security number However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on – – page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or Note: If the account is in more than one name, see the chart on page 4 for guidelines on whose number Employer identification number to enter. – Part II Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. I am a U.S. person (including a U.S. resident alien). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. (See the instructions on page 4.) Sign Signature of Here U.S. person 䊳 Date 䊳 Purpose of Form Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the A person who is required to file an information return with terms of a tax treaty to reduce or eliminate U.S. tax on the IRS, must obtain your correct taxpayer identification certain types of income. However, most tax treaties contain a number (TIN) to report, for example, income paid to you, real provision known as a “saving clause.” Exceptions specified estate transactions, mortgage interest you paid, acquisition in the saving clause may permit an exemption from tax to or abandonment of secured property, cancellation of debt, or continue for certain types of income even after the recipient contributions you made to an IRA. has otherwise become a U.S. resident alien for tax purposes. U.S. person. Use Form W-9 only if you are a U.S. person If you are a U.S. resident alien who is relying on an (including a resident alien), to provide your correct TIN to the exception contained in the saving clause of a tax treaty to person requesting it (the requester) and, when applicable, to: claim an exemption from U.S. tax on certain types of income, 1. Certify that the TIN you are giving is correct (or you are you must attach a statement that specifies the following five waiting for a number to be issued), items: 2. Certify that you are not subject to backup withholding, 1. The treaty country. Generally, this must be the same or treaty under which you claimed exemption from tax as a 3. Claim exemption from backup withholding if you are a nonresident alien. U.S. exempt payee. 2. The treaty article addressing the income. Note: If a requester gives you a for m other than Form W-9 3. The article number (or location) in the tax treaty that to request your TIN, you should use the requester’s form. contains the saving clause and its exceptions. However, this form must meet the acceptable specifications 4. The type and amount of income that qualifies for the described in Pub. 1167, General Rules and Specifications for exemption from tax. Substitute Tax Forms and Schedules. 5. Sufficient facts to justify the exemption from tax under Foreign person. If you are a foreign person, use the the terms of the treaty article. appropriate Form W-8 (see Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities). Cat. No. 10231X Form W-9 (Rev. 1-2003) Form W-9 (Rev. 1-2003) Page 2 Example. Article 20 of the U.S.-China income tax treaty Specific Instructions allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a Name resident alien for tax purposes if his or her stay in the United If you are an individual, you must generally enter the name States exceeds 5 calendar years. However, paragraph 2 of shown on your social security card. However, if you have the first Protocol to the U.S.-China treaty (dated April 30, changed your last name, for instance, due to marriage 1984) allows the provisions of Article 20 to continue to apply without informing the Social Security Administration of the even after the Chinese student becomes a resident alien of name change, enter your first name, the last name shown on the United States. A Chinese student who qualifies for this your social security card, and your new last name. exception (under paragraph 2 of the first protocol) and is If the account is in joint names, list first, and then circle, relying on this exception to claim an exemption from tax on the name of the person or entity whose number you entered his or her scholarship or fellowship income would attach to in Part I of the form. Form W-9 a statement that includes the information described above to support that exemption. Sole proprietor. Enter your individual name as shown on your social security card on the “Name” line. You may enter If you are a nonresident alien or a foreign entity not your business, trade, or “doing business as (DBA)” name on subject to backup withholding, give the requester the the “Business name” line. appropriate completed Form W-8. Limited liability company (LLC). If you are a single-member What is backup withholding? Persons making certain LLC (including a foreign LLC with a domestic owner) that is payments to you must under certain conditions withhold and disregarded as an entity separate from its owner under pay to the IRS 30% of such payments (29% after December Treasury regulations section 301.7701-3, enter the owner’s 31, 2003; 28% after December 31, 2005). This is called name on the “Name” line. Enter the LLC’s name on the “backup withholding.” Payments that may be subject to “Business name” line. backup withholding include interest, dividends, broker and Other entities. Enter your business name as shown on barter exchange transactions, rents, royalties, nonemployee required Federal tax documents on the “Name” line. This pay, and certain payments from fishing boat operators. Real name should match the name shown on the charter or other estate transactions are not subject to backup withholding. legal document creating the entity. You may enter any You will not be subject to backup withholding on payments business, trade, or DBA name on the “Business name” line. you receive if you give the requester your correct TIN, make Note: You are requested to check the appropriate box for the proper certifications, and report all your taxable interest your status (individual/sole proprietor, corporation, etc. ). and dividends on your tax return. Payments you receive will be subject to backup Exempt From Backup Withholding withholding if: If you are exempt, enter your name as described above and 1. You do not furnish your TIN to the requester, or check the appropriate box for your status, then check the 2. You do not certify your TIN when required (see the Part “Exempt from backup withholding” box in the line following II instructions on page 4 for details), or the business name, sign and date the form. 3. The IRS tells the requester that you furnished an Generally, individuals (including sole proprietors) are not incorrect TIN, or exempt from backup withholding. Corporations are exempt from backup withholding for certain payments, such as 4. The IRS tells you that you are subject to backup interest and dividends. withholding because you did not report all your interest and Note: If you are exempt from backup withholding, you should dividends on your tax return (for reportable interest and still complete this form to avoid possible erroneous backup dividends only), or withholding. 5. You do not certify to the requester that you are not Exempt payees. Backup withholding is not required on any subject to backup withholding under 4 above (for reportable payments made to the following payees: interest and dividend accounts opened after 1983 only). 1. An organization exempt from tax under section 501(a), Certain payees and payments are exempt from backup any IRA, or a custodial account under section 403(b)(7) if the withholding. See the instructions below and the separate account satisfies the requirements of section 401(f)(2); Instructions for the Requester of Form W-9. 2. The United States or any of its agencies or instrumentalities; Penalties 3. A state, the District of Columbia, a possession of the Failure to furnish TIN. If you fail to furnish your correct TIN United States, or any of their political subdivisions or to a requester, you are subject to a penalty of $50 for each instrumentalities; such failure unless your failure is due to reasonable cause 4. A foreign government or any of its political subdivisions, and not to willful neglect. agencies, or instrumentalities; or Civil penalty for false information with respect to 5. An international organization or any of its agencies or withholding. If you make a false statement with no instrumentalities. reasonable basis that results in no backup withholding, you Other payees that may be exempt from backup are subject to a $500 penalty. withholding include: Criminal penalty for falsifying information. Willfully 6. A corporation; falsifying certifications or affirmations may subject you to 7. A foreign central bank of issue; criminal penalties including fines and/or imprisonment. 8. A dealer in securities or commodities required to register Misuse of TINs. If the requester discloses or uses TINs in in the United States, the District of Columbia, or a violation of Federal law, the requester may be subject to civil possession of the United States; and criminal penalties. Form W-9 (Rev. 12-2002) Page 3 9. A futures commission merchant registered with the Part I. Taxpayer Identification Commodity Futures Trading Commission; Number (TIN) 10. A real estate investment trust; Enter your TIN in the appropriate box. If you are a resident 11. An entity registered at all times during the tax year alien and you do not have and are not eligible to get an under the Investment Company Act of 1940; SSN, your TIN is your IRS individual taxpayer identification 12. A common trust fund operated by a bank under number (ITIN). Enter it in the social security number box. If section 584(a); you do not have an ITIN, see How to get a TIN below. 13. A financial institution; If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN. However, the IRS prefers that 14. A middleman known in the investment community as a you use your SSN. nominee or custodian; or If you are a single-owner LLC that is disregarded as an 15. A trust exempt from tax under section 664 or entity separate from its owner (see Limited liability described in section 4947. company (LLC) on page 2), enter your SSN (or EIN, if you The chart below shows types of payments that may be have one). If the LLC is a corporation, partnership, etc., enter exempt from backup withholding. The chart applies to the the entity’s EIN. exempt recipients listed above, 1 through 15. Note: See the chart on page 4 for further clarification of If the payment is for . . . THEN the payment is exempt name and TIN combinations. for . . . How to get a TIN. If you do not have a TIN, apply for one immediately. To apply for an SSN, get Form SS-5, Interest and dividend payments All exempt recipients except Application for a Social Security Card, from your local Social for 9 Security Administration office or get this form on-line at www.ssa.gov/online/ss5.html. You may also get this form Broker transactions Exempt recipients 1 through 13. by calling 1-800-772-1213. Use Form W-7, Application for Also, a person registered under IRS Individual Taxpayer Identification Number, to apply for an the Investment Advisers Act of ITIN, or Form SS-4, Application for Employer Identification 1940 who regularly acts as a Number, to apply for an EIN. You can get Forms W-7 and broker SS-4 from the IRS by calling 1-800-TAX-FORM Barter exchange transactions Exempt recipients 1 through 5 (1-800-829-3676) or from the IRS Web Site at www.irs.gov. and patronage dividends If you are asked to complete Form W-9 but do not have a TIN, write “Applied For” in the space for the TIN, sign and Payments over $600 required Generally, exempt recipients date the form, and give it to the requester. For interest and to be reported and direct 1 through 7 2 dividend payments, and certain payments made with respect sales over $5,000 1 to readily tradable instruments, generally you will have 60 1 days to get a TIN and give it to the requester before you are See Form 1099-MISC, Miscellaneous Income, and its instructions. 2 subject to backup withholding on payments. The 60-day rule However, the following payments made to a corporation (including gross does not apply to other types of payments. You will be proceeds paid to an attorney under section 6045(f), even if the attorney is a corporation) and reportable on Form 1099-MISC are not exempt from backup subject to backup withholding on all such payments until you withholding: medical and health care payments, attorneys’ fees; and payments provide your TIN to the requester. for services paid by a Federal executive agency. Note: Writing “Applied For” means that you have already applied for a TIN or that you intend to apply for one soon. Caution: A disregarded domestic entity that has a foreign owner must use the appropriate Form W-8. Form W-9 (Rev. 1-2003) Page 4 Part II. Certification What Name and Number To Give the To establish to the withholding agent that you are a U.S. Requester person, or resident alien, sign Form W-9. You may be For this type of account: Give name and SSN of: requested to sign by the withholding agent even if items 1, 3, and 5 below indicate otherwise. 1. Individual The individual For a joint account, only the person whose TIN is shown in 2. Two or more individuals (joint The actual owner of the account Part I should sign (when required). Exempt recipients, see account) or, if combined funds, the first Exempt from backup withholding on page 2. individual on the account 1 Signature requirements. Complete the certification as 3. Custodian account of a minor The minor 2 indicated in 1 through 5 below. (Uniform Gift to Minors Act) 4. a. The usual revocable The grantor-trustee 1 1. Interest, dividend, and barter exchange accounts savings trust (grantor is opened before 1984 and broker accounts considered also trustee) active during 1983. You must give your correct TIN, but you b. So-called trust account The actual owner 1 do not have to sign the certification. that is not a legal or valid 2. Interest, dividend, broker, and barter exchange trust under state law accounts opened after 1983 and broker accounts 5. Sole proprietorship or The owner 3 considered inactive during 1983. You must sign the single-owner LLC certification or backup withholding will apply. If you are For this type of account: Give name and EIN of: subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 6. Sole proprietorship or The owner 3 in the certification before signing the form. single-owner LLC 3. Real estate transactions. You must sign the 7. A valid trust, estate, or Legal entity 4 certification. You may cross out item 2 of the certification. pension trust 4. Other payments. You must give your correct TIN, but 8. Corporate or LLC electing The corporation you do not have to sign the certification unless you have corporate status on Form been notified that you have previously given an incorrect TIN. 8837 “Other payments” include payments made in the course of the requester’s trade or business for rents, royalties, goods 9. Association, club, religious, The organization (other than bills for merchandise), medical and health care charitable, educational, or services (including payments to corporations), payments to a other tax-exempt organization nonemployee for services, payments to certain fishing boat 10. Partnership or multi-member The partnership crew members and fishermen, and gross proceeds paid to LLC attorneys (including payments to corporations). 5. Mortgage interest paid by you, acquisition or 11. A broker or registered The broker or nominee abandonment of secured property, cancellation of debt, nominee qualified tuition program payments (under section 529), 12. Account with the Department The public entity IRA or Archer MSA contributions or distributions, and of Agriculture in the name of pension distributions. You must give your correct TIN, but a public entity (such as a you do not have to sign the certification. state or local government, school district, or prison) that receives agricultural program payments 1 List first and circle the name of the person whose number you furnish. If only one person on a joint account has an SSN, that person’s number must be furnished. 2 Circle the minor’s name and furnish the minor’s SSN. 3 You must show your individual name, but you may also enter your business or “DBA” name. You may use either your SSN or EIN (if you have one). 4 List first and circle the name of the legal trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless the legal entity itself is not designated in the account title.) Note: If no name is circled when more than one name is listed, the number will be considered to be that of the first name listed. Privacy Act Notice Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest, dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA or Archer MSA. The IRS uses the numbers for identification purposes and to help verify the accuracy of your tax return. The IRS may also provide this information to the Department of Justice for civil and criminal litigation, and to cities, states, and the District of Columbia to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, or to Federal and state agencies to enforce Federal nontax criminal laws and to combat terrorism. You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 30% of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to a payer. Certain penalties may also apply. AGENDA ITEM: B MEETING DATE: May 13, 2026 ITEM: Operational Services for the 2026 Nightmare on Chicago Street Event—Agreement with Duff En- tertainment, Inc. (Not to Exceed $55,091) OBJECTIVE: Secure gate and ticket operations for Nightmare on Chicago Street. RECOMMENDATION: Award Duff Entertainment the purchase of service agreement for Nightmare on Chicago Street gate and ticket operations. Nightmare on Chicago Street is a post-apocalyptic themed street festival that takes place in down- town Elgin each October. This year the event will span two days, October 16-17, 2026. Planning is already well underway, and that includes securing a vendor to facilitate the gate, ticket and security operations. Friday’s activities include a major concert while Saturday’s activities remain focused on the traditional Nightmare on Chicago Street festivities. The proposal provides all nec- essary ticketing and gate management for the event. BACKGROUND Nightmare on Chicago Street (NOCS) has been a staple event in the city’s programming since 2011. The event provides staged entertainment, roaming performances, multiple vendor options and more, creating a fully immersive experience. Since its inception in 2011, the Nightmare on Chicago Street has grown from an attendance of approximately 3,500 to over 18,000 in 2017. From 2011-2017, ticketing and gate operations were managed by city staff. In 2017, it became clear that the operational needs for an event of Nightmare on Chicago Street’s size had outgrown city staff’s ability to effectively manage. The determination was made to seek a professional ser- vice with experience in event operations in following years. Since 2018, ticketing operations have been provided by a vendor. The event did not take place in the 2020-2021 years due to Covid-19. From 2022-24, Duff Entertainment provided ticketing and gate operations and gate security for Nightmare on Chicago Street. Duff Entertainment also has extensive experience with festival operations and has managed events such as the Windy City Smoke Out, River North Live!, The Taste of Oak Brook, and more. The city issued an RFP for ticketing and gate services in 2025 for which Duff Entertainment was the sole respondent. The 2026 Nightmare on Chicago Street event marks the second-year re- newal in the two successive year renewal option laid out in the RFP. OPERATIONAL ANALYSIS The city previously contracted with Duff Entertainment for similar services for Little Park of Hor- rors in 2021 and Nightmare on Chicago Street in 2022-25. The operational solutions provided by Duff Entertainment ensure that this portion of the event remains feasible to manage while also providing the best customer service experience for event attendees. Returning in 2026, Nightmare on Chicago Street ticket prices will remain steady at $30 for early bird sales, $35 for presale, and $40 for the day-of purchase and VIP parking will return for the same rate of $50. Tickets are set to go on sale in early June. In a new twist on Saturday’s all-access and early-entry ticket, this year’s main event will feature a VIP pass which allows passholders to enter the zone one hour early through a dedicated gate, provides dedicated restroom facilities and beer vending lines, event re-entry and an off-site VIP lounge with one included drink and live-streamed coverage of the zone stages and happenings. Friday’s Nightmare Concert will take place within the zone, only on Chicago Street. Gates will open at 5pm with the concert starting at 6pm and concluding at 10:00 p.m. Various food and drink vendors will be on site to meet the crowd’s needs. Event goers will get a sneak peek into Nightmare on Chicago Street with roving street performers while the Cirque stage and other pop- up areas will be activated with performances making it feel like a preview of the main event on Saturday. Tickets for the Nightmare Concert will be on presale for at $49, $54 for day-of and $79 for VIP tickets. VIP parking may also be available for Friday at $50, consistent with Saturday’s main event. VIP tickets for the Nightmare Concert include an exclusive off-site VIP lounge, live streamed coverage of the main stage where the concert is taking place, a dedicated gate and restroom facilities, and re-entry access. FINANCIAL ANALYSIS The 2026 adopted General Fund budget includes funding for Nightmare on Chicago Street. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE General 010-5404-769.30-99 710281 $55,091 $55,091 2 INTERESTED PERSONS CONTACTED None. LEGAL IMPACT The city issued a request for proposals for ticketing and gate services in 2025, for which Duff Entertainment was the sole respondent. The request for proposals and the agreement with Duff Entertainment provided for the renewal of the agreement for the 2026 and 2027 Nightmare on Chicago Street events. ALTERNATIVES The city council may choose vote not to approve the contract and direct staff to pursue alterna- tives. NEXT STEPS Execute the agreement with Duff Entertainment. Originators: Peter Tomeczko, Major Events Coordinator Amanda Harris, Cultural Arts & Special Events Director Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Agreement 3  PURCHASE AGREEMENT THIS AGREEMENT 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 Duff Entertainment, Inc., an Illinois corporation, (hereinafter referred to as “DEI”). NOW, THEREFORE, in consideration of the mutual promises and covenants provided for herein, the sufficiency of which is mutually acknowledged, the parties hereto hereby agree as follows: 1. City shall purchase, and DEI shall sell the goods and/or services described by Attachment A, attached hereto and made a part hereof, at the City’s Nightmare on Chicago Street & Nightmare Concert events, scheduled to be held on October 16th & 17th, 2026 (the “Event”). 2. This Agreement is subject to and governed by the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this Agreement shall be the Circuit Court of Kane County, Illinois. DEI hereby irrevocably consents to the jurisdiction of the Circuit Court of Kane County, Illinois for the enforcement of any rights, the resolution of any disputes and/or for the purposes of any lawsuit brought pursuant to this Agreement or the subject matter hereof; and DEI agrees that service by first class U.S. mail to Duff Entertainment, Inc., c/o Harry Rice, 800 Huntleigh Dr., Naperville, Illinois 60540 shall constitute effective service. Both parties hereto waive any rights to a jury. 3. There shall be no modification of this Agreement, except in writing and executed with the same formalities as the original. 4. This Agreement embodies the whole agreement of the parties. There are no promises, terms, conditions, or obligations other than those contained herein, and this Agreement shall supersede all previous communications, representations, or agreements, either verbal, written or implied between the parties hereto. 5. DEI hereby waives any and all claims or rights to interest on money claimed to be due pursuant to this Agreement, and waives any and all such rights to interest to which it may otherwise be entitled pursuant to law, including, but not limited to, pursuant to the Local Government Prompt Payment Act (50 ILCS 505/1, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 6. The terms of this Agreement shall be severable. In the event any of the terms or the provisions of this Agreement are deemed to be void or otherwise unenforceable for any reason, the reminder of this Agreement shall remain in full force and effect. 1 7. Notwithstanding any other provision of this Agreement, it is expressly agreed and understood that in connection with the performance of this Agreement, DEI shall comply with all applicable federal, state, city, and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, DEI hereby certifies, represents, and warrants to the City that all of DEI'S employees and/or agents who will be providing products and/or services with respect to this Agreement shall be legally authorized to work in the United States. DEI shall also, at its expense, secure all permits and licenses, pay all charges and fees, and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or services to be provided for in this Agreement. The City shall have the right to audit any records in the possession or control of DEI to determine DEI'S compliance with the provisions of this section. In the event the City proceeds with such an audit, DEI shall make available to the City DEI'S relevant records at no cost to the City. City shall pay any and all costs associated with any such audit. 8. This Agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. For the purposes of executing this Agreement, any signed copy of this Agreement transmitted by fax machine or e-mail shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Agreement transmitted by fax machine or e-mail shall be considered for these purposes as an original signature and shall have the same legal effect as an original signature. Any such faxed or e-mailed copy of this Agreement shall be considered to have the same binding legal effect as an original document. At the request of either party any fax or e-mail copy of this Agreement shall be re-executed by the parties in an original form. No party to this Agreement shall raise the use of fax machine or e-mail as a defense to this Agreement and shall forever waive such defense. 9. In the event of any conflict between the terms and provisions of this Agreement and Attachment A hereto, the terms and provisions of this Agreement shall control 10. City shall pay DEI an amount to be determined by the actual hours worked and the actual services provided within thirty (30) days of City’s receipt of an invoice for the same; provided, however, that in no event shall City pay a total amount in excess of $55,090.94 without the prior written agreement of the City, regardless of any actual goods or services provided by DEI. 11. The services contemplated by this Agreement shall be provided on October 16th and 17th, 2026, or, in the event that the City determines that the Event needs to be rescheduled due to inclement weather, accidents, strikes, acts of God, or any other reason, upon such other date(s) and times as may be directed by the City in its sole discretion. In the event of the exercise of the aforementioned discretion by the City, the City shall not be liable to DEI for any funds in excess of those contemplated by this Agreement without the prior written agreement of the City in the City’s sole discretion. 2 12. In no event shall City be liable for any monetary damages in excess of the purchase price contemplated by this Agreement. In no event shall the City be liable for any consequential, special or punitive damages, or any damages resulting from loss of profit. 13. The City shall have the right to renew this Agreement for the City’s Nightmare on Chicago Street event for the years 2027 and 2028 upon the same terms and conditions of this Agreement, in the City’s sole discretion. The persons signing this Agreement on behalf of the parties below certify that s/he has been authorized by the respective party to commit said party contractually, and has been authorized to execute this Agreement on said party’s behalf. IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above written. DUFF ENTERTAINMENT, INC. CITY OF ELGIN ____________________________________ Katie Steel ____________________________________ Print Name Richard G. Kozal, City Manager ____________________________________ Attest:_______________________________ Signature City Clerk Business Manager ____________________________________ Title Legal Dept\Agreement\Purchase Agr-Duff Entertainment-2026-NCOS-5-5-26.docx 3  ATTACHMENT A (Duff Entertainment, Inc., Proposal to be inserted)  Nightmare on Chicago Street 2026 | Duff Entertainment Production Expenses Item Company 2026 RFP Estimate Notes Staff Gate Security Staff Inner Valor $22,340.39 Gate Scanner Staff Duff Entertainment, Inc. $8,699.60 Box Office Staff Duff Entertainment, Inc. $4,200.95 Labor Crew Neon $4,575.00 Staff Total $39,815.94 Equipment Barricade Lakeshore Athletic Services $5,000.00 Square Units Duff Entertainment, Inc. $950.00 10 units @ $95/each Box Office Sign Poles Duff Entertainment, Inc. $525.00 350 for 4 sign kits, $525 for 6 kits Equipment Total $6,475.00 Operations Duff Ent Management Fee Duff Entertainment, Inc. $6,500.00 General Event Liability Insurance Duff Entertainment, Inc. $2,000.00 2025 Ticketing Chargebacks TBD Crew Meals Duff Entertainment, Inc. $300.00 Operations Total $8,800.00 TOTAL $55,090.94  EVENT Nightmare on Chicago Street 2026 VENDOR Inner Valor LOCATION ROLE QUANTITY START END HOURS RATE TOTAL Friday 10/16 NIGHTMARE CONCERT VIP VIP Highland Lofts 2 4:00:00 PM 11:00:00 PM 14.00 $38.00 $532.00 Gates Gate #1 - Grove Supervisor 1 3:00:00 PM 11:00:00 PM 8.00 $45.00 $360.00 Gate #1 - Grove Entry 3 4:00:00 PM 11:00:00 PM 21.00 $38.00 $798.00 Gate #1 - Grove Exit 2 4:00:00 PM 11:00:00 PM 14.00 $38.00 $532.00 Gate #3 - Spring Supervisor 1 3:00:00 PM 11:00:00 PM 8.00 $45.00 $360.00 Gate #3 - Spring Entry 5 4:00:00 PM 11:00:00 PM 35.00 $38.00 $1,330.00 Gate #3 - Spring Exit 2 4:00:00 PM 11:00:00 PM 14.00 $38.00 $532.00 OVERNIGHT SECURITY Overnight Team Leader Supervisor 1 10:00:00 PM 8:00:00 AM 10.00 $45.00 $450.00 Gate #1 - Grove Security 1 10:00:00 PM 8:00:00 AM 10.00 $38.00 $380.00 Gate #2 - Douglas Security 1 10:00:00 PM 8:00:00 AM 10.00 $38.00 $380.00 Gate #3 - Spring Security 1 10:00:00 PM 8:00:00 AM 10.00 $38.00 $380.00 Gate #4 - South Security 1 10:00:00 PM 8:00:00 AM 10.00 $38.00 $380.00 Saturday 10/17 OPENING MORNING Pre-Event Team Lead Supervisor 1 8:00:00 AM 3:30:00 PM 7.50 $45.00 $337.50 Gate #1 - Grove Security 1 8:00:00 AM 3:30:00 PM 7.50 $38.00 $285.00 Gate #2 - Douglas Security 1 8:00:00 AM 3:30:00 PM 7.50 $38.00 $285.00 Gate #3 - Spring Security 1 8:00:00 AM 3:30:00 PM 7.50 $38.00 $285.00 Gate #4 - South Security 1 8:00:00 AM 3:30:00 PM 7.50 $38.00 $285.00 EVENT NIGHT Roaming Commander 2 1:00:00 PM 11:00:00 PM 20.00 $50.00 $1,000.00 Line Ambassadors North Gates Supervisor 1 2:00:00 PM 10:00:00 PM 8.00 $45.00 $360.00 North Gates Ambassador 5 2:00:00 PM 10:00:00 PM 40.00 $38.00 $1,520.00 South Gate Supervisor 1 2:00:00 PM 10:00:00 PM 8.00 $45.00 $360.00 South Gate Ambassador 2 2:00:00 PM 10:00:00 PM 16.00 $38.00 $608.00 Gates Gate #1 - Grove Supervisor 1 2:00:00 PM 11:00:00 PM 9.00 $45.00 $405.00 Gate #1 - Grove Entry 3 3:00:00 PM 11:00:00 PM 24.00 $38.00 $912.00 Gate #1 - Grove Exit 2 3:00:00 PM 11:00:00 PM 16.00 $38.00 $608.00 Gate #2 - Douglas Supervisor 1 2:00:00 PM 11:00:00 PM 9.00 $45.00 $405.00 Gate #2 - Douglas Entry 5 3:00:00 PM 11:00:00 PM 40.00 $38.00 $1,520.00 Gate #2 - Douglas Exit 2 3:00:00 PM 11:00:00 PM 16.00 $38.00 $608.00 Gate #3 - Spring Supervisor 1 2:00:00 PM 11:00:00 PM 9.00 $45.00 $405.00 Gate #3 - Spring Entry 5 3:00:00 PM 11:00:00 PM 40.00 $38.00 $1,520.00 Gate #3 - Spring Exit 2 3:00:00 PM 11:00:00 PM 16.00 $38.00 $608.00 Gate #4 - South Supervisor 1 2:00:00 PM 11:00:00 PM 9.00 $45.00 $405.00 Gate #4 - South Entry 5 3:00:00 PM 11:00:00 PM 40.00 $38.00 $1,520.00 Gate #4 - South Exit 2 3:00:00 PM 11:00:00 PM 16.00 $38.00 $608.00 VIP VIP Highland Lofts 2 4:00:00 PM 11:00:00 PM 14.00 $38.00 $532.00 Total Staff 69 Total Hours 551.50 Security Payroll -$ 21,795.50- 2.5% Admin Fee -$ 544.89- Total Amount -$ 22,340.39- AGENDA ITEM: C MEETING DATE: May 13, 2026 ITEM: WaterTap Trailer for Free Public Drinking Water at Community Events—Purchase ($40,000) OBJECTIVE: Provide a mobile, self-serve hydration station at city and city-sponsored events, supporting waste reduction, public health and sustainability education goals outlined in the City’s Climate Action and Resiliency Plan. RECOMMENDATION: Purchase the WaterTap trailer using revenue provided to the city from the LRS Waste and Recy- cling Annual Green Initiatives in-kind fund that provides the city with $25,000 per year as part of the LRS refuse services contract with the city. The current available balance is $50,000, reflecting the accumulation of unspent funds from the prior year. ____________________________________________________________________________ The WaterTap Trailer is a mobile hydration station that will provide free, potable drinking water at city and city-sponsored events. The unit supports waste reduction and public health goals by reducing reliance on single-use plastic bottles and ensuring access to drinking water during large outdoor events, particularly during periods of extreme heat. The trailer also serves as a visible platform for sustainability education, reinforcing the city’s Climate Action and Resiliency Plan (CAP) and responding to community feedback from the 2023 Community, Waste, Recycling and Organics Survey. The WaterTap trailer is being purchased using revenue the city derives from the Lakeshore Recy- cling System’s (LRS) Annual Green Initiatives in-kind fund. That fund contributes $25,000 annually to the city as a component to the LRS refuse and recycling services contract with the city. The current available balance is $50,000, reflecting the accumulation of unspent funds from the prior year. BACKGROUND The WaterTap Trailer advances waste reduction and water conservation goals outlined in the CAP and responds directly to community feedback identifying a need to reduce single-use plastics and expand sustainability education. The investment also supports the city’s strategic plan under the Environmental Stewardship outcome by integrating sustainability practices into public-facing op- erations through coordination among the Department of Cultural Arts and Special Events (DCASE), Water Department, and City Manager’s Office. Extreme heat events, defined as temperatures exceeding 95 degrees Fahrenheit, are becoming more frequent across Kane County. As summer temperatures rise and event attendance in- creases, providing free, accessible drinking water at community events is an important public health and safety measure. OPERATIONAL ANALYSIS The WaterTap Trailer was selected based on its ease of transport, minimal operational require- ments, and flexibility across event types and locations. The unit is a towable trailer equipped with multiple stainless-steel dispensers, a food-grade water storage tank, optional direct water hookup and a built-in filtration system to ensure high-quality drinking water. The purchase includes a training session for city staff covering setup, water connections, and troubleshooting. Once deployed, the unit is fully self-serve and does not require on-site staffing. It does not require electricity and can operate using either a direct water connection or its onboard storage tank, allowing use at a wide range of event sites. The unit includes integrated water meters to track gallons dispensed, enabling staff to measure impact, report outcomes and evaluate usage trends over time. The trailer will be branded with City of Elgin and sustainability messaging and includes a digital display to share public information, sponsor recognition and educational content promoting waste reduction and reusable bottle use. 2 The unit will be stored at the water department’s Slade Avenue facility in a secure, locked loca- tion and will be winterized during the off-season. The department of cultural arts and special events will manage scheduling and coordinate event use, while water department staff will han- dle transport and setup during regular working hours. Sustainability staff will oversee routine maintenance. The WaterTap Trailer will be available for use at all city and city-sponsored events during the 2026 event season at no cost. Following the initial season of use, staff will evaluate operations and usage to inform future use for non-city events and overall management of the trailer. As part of Elgin’s Waste, Recycling and Organics Collection Services contract with Lakeshore Re- cycling Systems (LRS), the city receives $25,000 annually in in-kind funding to support sustaina- bility initiatives. Funds from 2025 and 2026 are being proposed for allocation to purchase the WaterTap Trailer. INTERESTED PERSONS CONTACTED The sustainability commission was consulted and expressed support for the purchase. FINANCIAL ANALYSIS The total cost of the WaterTap Trailer, including equipment and delivery, is $40,000. Funding will be drawn entirely from the LRS Annual Green Initiatives in-kind fund, which provides $25,000 per year. The current available balance is $50,000, reflecting the accumulation of unspent funds from the prior year. The remaining balance in the LRS fund will be retained for future sustainability initiatives. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE General 010-6902-719.92-46 690213 $40,000 $50,000 LEGAL IMPACT The proposed contract requires an exception to the procurement ordinance, requiring approval by two-thirds of the members of the city council. ALTERNATIVES The city council may choose not to approve the purchase of the WaterTap Trailer. In that event, staff will reevaluate the use of LRS in-kind funds. 3 NEXT STEPS 1. Execute purchase of the WaterTap Trailer. 2. Coordinate deployment and promotion for the 2026 summer event season. ______________________________________________________________________________ Originators: Jessica VanDyke, Sustainability Coordinator Kristin Iftner, Sustainability Manager Selena Tapia, Cultural Arts & Special Events Manager Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager _____________________________________________________________________________ ATTACHMENTS A. WaterTap Trailer Specifications and Product Brochure 4 AGENDA ITEM: D MEETING DATE: May 13, 2026 ITEM: Police Department Social Services Unit Soft Interview Room Enhancements—Acceptance of In- ternational Association of Chiefs of Police Grant ($4,926 Grant) OBJECTIVE: Enhance the comfort, safety and trauma-informed environment of the police department social services unit’s ‘soft’ interview room to better serve victims of crime. RECOMMENDATION: Approve the acceptance of the International Association of Chiefs of Police grant award in the amount of $4,926. The police department’s social services unit provides follow-up services to victims of crimes, in- cluding domestic violence, sexual assault, child abuse, and other traumatic incidents. The unit offers crisis intervention, advocacy, resource coordination and, in many cases, counseling services to victims and their families. To conduct these sensitive interactions, the unit utilizes a designated ‘soft’ interview room located outside of its primary office space within the police department. The police department is seeking to use grant funds to purchase updated furniture and supportive items to create a more comfortable, welcoming and trauma-informed setting for victims. BACKGROUND The police department’s social services unit provides a vital component to the community with a victim-centered response to those in need. Social workers and social service personnel conduct follow-up interviews with victims, assist with safety planning, provide emotional support and connections with community-based counseling and support services. Many of these interactions occur during a highly vulnerable period for a victim. A neutral, calming and comfortable environment is essential to reducing anxiety, building trust and encouraging open communication. The department’s current ‘soft’ interview room has furnishings that have reached their end of life and no longer fully support the department’s goal of providing a trauma- informed environment consistent with best practices in victim services. The acceptance of the International Association of Chiefs of Police grant will provide funding for this project. OPERATIONAL ANALYSIS The International Association of Chiefs of Police grant funds will be used to purchase new furni- ture and related items for the Social Services ‘soft’ interview room. Planned purchases include comfortable seating, child-friendly and sensory-supportive items, small tables, décor and other furnishings designed to promote a calm and supportive atmosphere. The enhanced space will be used for victim interviews, counseling sessions, crisis intervention meetings, juvenile related services, and meetings with family members. By improving the physi- cal environment, the department will strengthen its ability to provide compassionate, trauma- informed care and improve overall victim engagement and outcomes. The improvements will directly support victims of violent and non-violent crimes by fostering a setting that feels safe and non-threatening, separate from traditional enforcement-focused spaced within the police department. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The awarded amount of $4,926 will fund the purchase of furniture and related items. No addi- tional city funds are required beyond the administration of the grant. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE N/A LEGAL IMPACT None. ALTERNATIVES The city council may choose not to accept this grant opportunity and direct the department to pursue other funding sources. 2 NEXT STEPS 1. Finalize the grant acceptance with the International Association of Chiefs of Police. 2. Purchase furniture and related items with grant funds. 3. Provide the necessary grant reporting to the International Association of Chiefs of Police. Originators: Scott Holmes, Commander Ana Lalley, Chief of Police Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Agreement with International Association of Chiefs of Police 3 AGENDA ITEM: E MEETING DATE: May 13, 2026 ITEM: Juvenile Violence Intervention and Prevention Youth Empowerment Program (YEP)—Purchase of Services Agreement ($45,600) OBJECTIVE: Contract with community liaisons to provide administrative duties inclusive of home visits, school visits and other programs while working in conjunction with the police department and commu- nity partners for the juvenile violence intervention and prevention through the Youth Empower- ment Program (YEP). RECOMMENDATION: Enter into a purchase of service agreement with community liaisons to facilitate the juvenile vi- olence intervention and prevention Youth Empowerment Program (YEP). The police department in October 2020 initiated a comprehensive review and analysis of its “Op- eration Homefront” program. That program began in 2009 and conducted over 400 home visits with parents about possible gang-related activity involving a child. Working with department per- sonnel, community members, Councilmember Corey Dixon and the consulting firm CKone, LLC (who was hired by the department in March of 2021 to help develop and facilitate a new program that would provide a more robust response to juvenile violence and prevention), the Youth Em- powerment Program (YEP) was developed. YEP provides a robust response to juvenile outreach, prevention, and intervention and began in October 2021 with CKone, LLC providing the facilitation of the program working with department personnel, community members, and community part- ners. The police department’s goal when starting the program was to transition the program to the community, ultimately being facilitated by community liaisons. In furtherance of this goal, CKone, LLC in June 2022 transitioned away from the program and YEP is currently led by community liai- sons Jeff Ligon and Aaron Cobbs, the police department’s Special Investigations Group, School Resource Officers, Social Services, Adjudication and Community Outreach Specialist Daniel Flores. The police department is seeking to enter into a renewal of a purchase of service agreement with community liaisons Jeff Ligon and Aaron Cobbs for continued facilitation of YEP. BACKGROUND The police department in October 2020 presented the city council with information regarding the department’s then gang prevention program called Operation Homefront. From October 2020 to March 2021, the police department began a comprehensive review and analysis of the program along with the department’s response to juveniles who have contact with the depart- ment to examine areas of improvement and to propel these programs into their next evolution. For several months, department personnel worked with community members, Councilmember Dixon and the consulting firm CKone, LLC to create a new program that focused on overall juve- nile violence intervention and prevention and replace the current Operation Homefront pro- gram. In October 2021, the Youth Empowerment Program (YEP) was launched. YEP centers on a multidisciplinary partnership between the police department, school district, community-based organizations and faith-based agencies. The program seeks to enhance open lines of communication, collaboration, planning and the execution of strategy by the various agencies in the partnership for the sole purpose of providing access to juvenile violence interven- tion, prevention programs and initiatives. YEP is grounded in restorative justice practices which seek to understand and repair harm done while focusing on repairing relationships rather than punishment. YEP utilizes a community-based approach which fosters open communication chan- nels between all partners so that mitigating factors surrounding incidents can be discussed and a possible intervention can be implemented before incidents reach the level of actionable police involvement. The police department’s goal when starting YEP was to transition the program to the community, ultimately being facilitated by community liaisons. In furtherance of this goal in June 2022, the consulting firm hired by the department transitioned away from the program and since then YEP is led by community liaisons Jeff Ligon and Aaron Cobbs, the police department’s Special Investi- gations Group, School Resource Officers, Social Services, Adjudication, and Community Outreach Specialist Daniel Flores. The department is seeking to enter into a renewal of a purchase of ser- vice agreement with community liaisons Jeff Ligon and Aaron Cobbs to continue to facilitate the program. OPERATIONAL ANALYSIS The city council in March 2021 approved a contract with CKone, LLC to work with the police de- partment in the development of a juvenile violence intervention and prevention program, includ- ing training and implementation. In July of that year, the city council was provided with an update on the department’s progress along with the initial framework for YEP and the program officially started in October 2021. The city council in January 2022 received an update on the progress of the program, and in February 2023, the city council approved a contract with community liaisons Jeff Ligon and Aaron Cobbs to facilitate the program and renewed these contracts in 2024 and 2025. 2 YEP’s focus is on family intervention using a balanced collaborative approach by providing vio- lence prevention and intervention information to parents if needed and connecting youth and families to social and emotional support services. Youth are referred to the program by officers, community members, and school personnel. Referrals to the program are made based upon if the youth was a victim or involved in a firearm offense, gang involvement, altercations at schools, or if social services, youth group or mentoring referrals are needed. YEP last year conducted more than 95 family intervention home visits and connected juveniles to supportive programming and community resources. Referrals were received through multiple pathways, to include the police department, in-school referrals, and direct family requests. Re- ferrals originated primarily from Elgin High School (32.56%), followed by Larkin High School (16.28%), Kimball Middle School (11.63%), Dream Academy (9.30%), Larsen Middle School (9.30%), Patrol and the Special Investigations Group (9.30%), Abbott Middle School (6.98%), and Ellis Middle School (4.65%). Home visits are conducted for cases involving gang-related activity, truancy, substance abuse (including vaping), dating violence, school dropouts, assault and battery offenses, misdemeanor activity, and families in need of supportive resources. The three most common referral reasons in 2025 were Assault or Battery, gang-related activity, and vaping/substance abuse, with truancy closely following. During home visits, officers and community partners assess needs and provide resource connections, with food assistance being the most frequently requested service. Of the juveniles referred to YEP in 2025, 49 percent successfully completed the program, 28 per- cent declined participation and 23 percent remain actively engaged in services. Successful com- pletion is defined as participation in a home visit and voluntary enrollment in the program for a three- or six-month period, during which the juvenile completes structured components such as therapy sessions, community service hours, weekly check-ins, mentorship engagement, or con- nection with a community partner. Successful participants also have no additional referrals dur- ing their period of involvement. Families who decline services often cite frustration with systems, past negative experiences with law enforcement, lack of trust, or misinformation regarding pro- gram intent. YEP currently serves more than 100 students across participating schools. Group-based YEP pro- gramming is offered bi-weekly at Larkin High School, Abbott Middle School, Ellis Middle School, and Kimball Middle School. Elgin High School, Dream Academy, and Larsen Middle School provide weekly one-on-one ‘In-School YEP’ mentorship. Groups are structured to meet the needs of stu- dent populations. The demographic breakdown of youth served reflects 67.44 percent high school-age students and 32.56 percent middle school-age students. Participants are 71.05 per- cent male and 28.95 percent female. Racial and ethnic demographics include 71.13 percent His- panic or Latino, 18.56 percent Black or African-American and 10.31 percent white. YEP programming is collaborative and inclusive, involving School District U-46 personnel, com- munity liaisons, school resource officers, and more than 30 community partners. Partner organ- izations include School District U-46, Boys & Girls Club, YouthBuild, Food for Greater Elgin, X1 3 Sports, Pro Boxing Gym, The Skin Space, Raising Highly Capable Kids™, Charlie Health, Elgin Town- ship, IG Transportation, Congregation Kneseth, The Vineyard, R Church, Coalition for a Safe and Healthy Elgin, San Mar Beauty, Studio 270, First United Methodist Church, Alignment Collabora- tive for Education, Side Street Studios, Twinbliss Photography, Life Zone 360, New Life Covenant Church, Fade Stars Barbershop, Centro de Información, Gladiadores FC, R&A Construction, Casa del Pollo, EPIC Real Estate, and Casa Michoacán. Last year, YEP expanded its services by launching the Raising Highly Capable Kids pilot program, a proven 13-week course designed to strengthen family structure by equipping parents with the skills, confidence, and tools needed to raise healthy and responsible children. From February 2025 through May 2025, YEP parents participated alongside community members and partners. Ten families successfully completed the program and reported meaningful improvements in their children’s behavior. Community liaison’s Aaron Cobbs and Jeff Ligon work in conjunction with the police department’s Special Investigations Group, School Resource Officers, Social Services, Adjudication, and Com- munity Outreach Specialist Daniel Flores and after receiving referrals discuss the best course for resolution with YEP community partners. The police department is now seeking to enter into a renewal of a purchase of service agreement with community liaisons Jeff Ligon and Aaron Cobb who will continue to facilitate the program inclusive of home visits, identifying participants for focused family visits, social service needs and general community outreach. The police depart- ment continues to work collectively with all stakeholders in the YEP and will continue to develop the program so that the needs of the community are met. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS Funding for the agreement is included in the 2026 police department operating budget. The total cost includes $36,000 allocated to the purchase of service agreement with community liaisons Jeff Ligon and Aaron Cobb with a payment rate of $500 each per month for the administration of the program; and additionally, $200 per home visit for a total monthly amount not to exceed $1,500 per month, per person. An additional $9,600 is being used for monthly programming costs not to exceed $800 per month. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT # AMOUNT AMOUNT BUDGETED AVAILABLE General 010-230-731.30-99 N/A $36,000 $27,400 4 LEGAL IMPACT None. ALTERNATIVES The city council may choose not to enter into a purchase of service agreement with community liaisons to facilitate the juvenile violence intervention and prevention Youth Empowerment Pro- gram. NEXT STEPS Enter into an agreement with community liaisons to facilitate the juvenile violence intervention and prevention Youth Empowerment Program. ______________________________________________________________________________ Originator: Ana Lalley, Chief of Police Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ______________________________________________________________________________ ATTACHMENTS A. Purchase of Services Agreement- Jeffrey Ligon B. Purchase of Services Agreement- Aaron Cobbs 5  PURCHASE OF SERVICES AGREEMENT THIS AGREEMENT is made and entered into this _____day of May, 2026, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as “CITY”) and Jeffrey Ligon, (hereinafter referred to as “CONSULTANT”). WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with Juvenile Crime Prevention Programs and Services (hereinafter referred to as the “PROJECT”); and WHEREAS, the CONSULTANT represents that it is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed by and between the CITY and the CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged to perform the services relating to the PROJECT as described herein, subject to the following terms and conditions and stipulations: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Chief of Police of the CITY, hereinafter referred to as the “DIRECTOR”. B. The CONSULTANT will engage in telephone conferences as well as personally meet with the DIRECTOR and any and all agencies and parties critical to the PROJECT on an ongoing and as needed basis in order to gather information via discussions, interviews and written correspondence. The CONSULTANT will counsel and assist in the design and preparation of revised and new Juvenile Crime Prevention Programs and Services. The CONSULTANT will provide training and accompany the Elgin Police Department and partners on home visits and other programming. The CONSULTANT will also provide feedback and counsel on next steps and improvement of training, implementation, development and monitoring the PROJECT. 2. WORK PRODUCT All work prepared by the CONSULTANT pursuant to this Agreement including, but not limited to, reports, plans, and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the DIRECTOR. CONSULTANT’S execution of this Agreement shall constitute CONSULTANT’S conveyance of and assignment of all right, title and interest, including but not limited to any copyright interests, by the CONSULTANT to the CITY of all such work prepared by the CONSULTANT pursuant to this Agreement. The CITY shall have the right either on its own or through such other consultants as determined by the CITY to utilize and/or amend such work product. 3. PAYMENTS TO THE CONSULTANT (Not to Exceed Method) A. The CITY shall make periodic payments to the CONSULTANT based upon actual progress at a payment rate of $500 per month; and additionally, CONSULTANT shall further receive an additional $200 per home visit for a total monthly amount not exceed $1,500 per month, and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. 4. INVOICES A. The CONSULTANT shall submit monthly invoices in a format approved by the CITY. B. The CONSULTANT shall maintain records showing actual time devoted and cost incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect and audit all data and records of the CONSULTANT for work done under this Agreement. The CONSULTANT shall make these records available at reasonable times during the Agreement period and for one (1) year after termination of this Agreement. 5. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to the CONSULTANT. In the event that this Agreement is so terminated, the CONSULTANT shall be paid only for services actually performed. 6. TERM This Agreement shall, unless terminated for cause or pursuant to Paragraph 5, terminate one year from the date of this Agreement. 7. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party, by reason of any default, fails within fifteen (15) days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. Notwithstanding the foregoing, or anything else to the contrary in this Agreement, with the sole exception of an action to recover the monies the CITY has agreed to pay to the CONSULTANT pursuant to this Agreement, no action shall be commenced by the CONSULTANT against the CITY for monetary damages. CONSULTANT hereby further waives any and all claims or rights to interest on money claimed to be due pursuant to this Agreement, and waives any and all such rights to interest which it claims it may otherwise be entitled pursuant to law, including, but not limited to, the Local Government Prompt Payment Act (50 ILCS 501/1, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The parties hereto further agree that any action or claim by the CONSULTANT arising out of this Agreement 2 must be filed within one year of the date the alleged cause of action arose or the same will be time- barred. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 8. INDEMNIFICATION To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify and hold harmless the CITY, its officers, employees, agents, boards and commissions from and against any and all claims, suits, judgments, costs, attorneys fees, damages or other relief, including, but not limited to, workers’ compensation claims, in any way resulting from or arising out of negligent actions or omissions of the CONSULTANT in connection herewith, including negligence or omissions of employees or agents of the CONSULTANT arising out of the performance of this Agreement. In the event of any action against the CITY, its officers, employees, agents, boards or commissions, covered by the foregoing duty to indemnify and hold harmless, such action shall be defended by legal counsel of the CITY’s choosing. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 9. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 10. NONDISCRIMINATION No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. 11. NO CO-PARTNERSHIP OR AGENCY This Agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. 12. SEVERABILITY The parties intend and agree that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 13. HEADINGS 3 The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are intended to define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. 14. MODIFICATION OR AMENDMENT This Agreement and its attachments constitute the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. 15. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. CONSULTANT hereby irrevocably consents to the jurisdiction of the Circuit Court of Kane County, Illinois for the enforcement of any rights, the resolution of any disputes and/or for the purposes of any lawsuit brought pursuant to this agreement or the subject matter hereof; and CONSULTANT agrees that service by first class U.S. mail to the address in paragraph 18 shall constitute effective service. Both parties hereto waive any rights to a jury. 16. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other consultants in the CITY’s employ or any work associated with the PROJECT. 17. WRITTEN COMMUNICATIONS All recommendations and other communications by the CONSULTANT to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the CONSULTANT be made or confirmed in writing. 18. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: A. As to the CITY: Ana Lalley Chief of Police City of Elgin 4  151 Douglas Avenue Elgin, Illinois 60120-5555 B. As to the CONSULTANT: Jeffrey Ligon 698 Shenandoah Trail Elgin, IL 60123 IN WITNESS WHEREOF, the parties hereto have entered into and executed this agreement effective as of the date and year first written above. CITY OF ELGIN: By: Richard G. Kozal, City Manager Attest: City Clerk CONSULTANT: By: 5  PURCHASE OF SERVICES AGREEMENT THIS AGREEMENT is made and entered into this ____day of May, 2026, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as “CITY”) and Aaron Cobbs, (hereinafter referred to as “CONSULTANT”). WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with Juvenile Crime Prevention Programs and Services (hereinafter referred to as the “PROJECT”); and WHEREAS, the CONSULTANT represents that it is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed by and between the CITY and the CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged to perform the services relating to the PROJECT as described herein, subject to the following terms and conditions and stipulations: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Chief of Police of the CITY, hereinafter referred to as the “DIRECTOR”. B. The CONSULTANT will engage in telephone conferences as well as personally meet with the DIRECTOR and any and all agencies and parties critical to the PROJECT on an ongoing and as needed basis in order to gather information via discussions, interviews and written correspondence. The CONSULTANT will counsel and assist in the design and preparation of revised and new Juvenile Crime Prevention Programs and Services. The CONSULTANT will provide training and accompany the Elgin Police Department and partners on home visits and other programming. The CONSULTANT will also provide feedback and counsel on next steps and improvement of training, implementation, development and monitoring the PROJECT. 2. WORK PRODUCT All work prepared by the CONSULTANT pursuant to this Agreement including, but not limited to, reports, plans, and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the DIRECTOR. CONSULTANT’S execution of this Agreement shall constitute CONSULTANT’S conveyance of and assignment of all right, title and interest, including but not limited to any copyright interests, by the CONSULTANT to the CITY of all such work prepared by the CONSULTANT pursuant to this Agreement. The CITY shall have the right either on its own or through such other consultants as determined by the CITY to utilize and/or amend such work product. 3. PAYMENTS TO THE CONSULTANT (Not to Exceed Method) A. The CITY shall make periodic payments to the CONSULTANT based upon actual progress at a payment rate of $500 per month; and additionally, CONSULTANT shall further receive an additional $200 per home visit for a total monthly amount not exceed $1,500 per month, and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. 4. INVOICES A. The CONSULTANT shall submit monthly invoices in a format approved by the CITY. B. The CONSULTANT shall maintain records showing actual time devoted and cost incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect and audit all data and records of the CONSULTANT for work done under this Agreement. The CONSULTANT shall make these records available at reasonable times during the Agreement period and for one (1) year after termination of this Agreement. 5. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, the CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to the CONSULTANT. In the event that this Agreement is so terminated, the CONSULTANT shall be paid only for services actually performed. 6. TERM This Agreement shall, unless terminated for cause or pursuant to Paragraph 5, terminate one year from the date of this Agreement. 7. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party, by reason of any default, fails within fifteen (15) days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. Notwithstanding the foregoing, or anything else to the contrary in this Agreement, with the sole exception of an action to recover the monies the CITY has agreed to pay to the CONSULTANT pursuant to this Agreement, no action shall be commenced by the CONSULTANT against the CITY for monetary damages. CONSULTANT hereby further waives any and all claims or rights to interest on money claimed to be due pursuant to this Agreement, and waives any and all such rights to interest which it claims it may otherwise be entitled pursuant to law, including, but not limited to, the Local Government Prompt Payment Act (50 ILCS 501/1, et seq.), as amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The parties hereto further agree that any action or claim by the CONSULTANT arising out of this Agreement 2 must be filed within one year of the date the alleged cause of action arose or the same will be time- barred. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 8. INDEMNIFICATION To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify and hold harmless the CITY, its officers, employees, agents, boards and commissions from and against any and all claims, suits, judgments, costs, attorneys fees, damages or other relief, including, but not limited to, workers’ compensation claims, in any way resulting from or arising out of negligent actions or omissions of the CONSULTANT in connection herewith, including negligence or omissions of employees or agents of the CONSULTANT arising out of the performance of this Agreement. In the event of any action against the CITY, its officers, employees, agents, boards or commissions, covered by the foregoing duty to indemnify and hold harmless, such action shall be defended by legal counsel of the CITY’s choosing. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 9. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 10. NONDISCRIMINATION No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. 11. NO CO-PARTNERSHIP OR AGENCY This Agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. 12. SEVERABILITY The parties intend and agree that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 13. HEADINGS 3 The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are intended to define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. 14. MODIFICATION OR AMENDMENT This Agreement and its attachments constitute the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. 15. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. CONSULTANT hereby irrevocably consents to the jurisdiction of the Circuit Court of Kane County, Illinois for the enforcement of any rights, the resolution of any disputes and/or for the purposes of any lawsuit brought pursuant to this agreement or the subject matter hereof; and CONSULTANT agrees that service by first class U.S. mail to the address in paragraph 18 shall constitute effective service. Both parties hereto waive any rights to a jury. 16. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other consultants in the CITY’s employ or any work associated with the PROJECT. 17. WRITTEN COMMUNICATIONS All recommendations and other communications by the CONSULTANT to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the CONSULTANT be made or confirmed in writing. 18. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: A. As to the CITY: Ana Lalley Chief of Police City of Elgin 4  151 Douglas Avenue Elgin, Illinois 60120-5555 B. As to the CONSULTANT: Aaron Cobbs 1063 Iroquois Drive Elgin, IL 60120 IN WITNESS WHEREOF, the parties hereto have entered into and executed this agreement effective as of the date and year first written above. CITY OF ELGIN: By: Richard G. Kozal, City Manager Attest: City Clerk CONSULTANT: By: 5 AGENDA ITEM: F MEETING DATE: May 13, 2026 ITEM: Youth Empowerment Program (YEP) Soccer Programming—Acceptance of Elgin Township Grant ($10,000 Grant) OBJECTIVE: Continue offering programming to support initiatives that provide prevention and engagement opportunities for the city’s youth. RECOMMENDATION: Approve the agreement with Elgin Township to accept the grant award in the amount of $10,000. The police department in 2021 developed a new program that provides a more robust response to juvenile violence and prevention: the Youth Empowerment Program (YEP). YEP provides a ro- bust response to juvenile outreach, prevention and intervention working with department per- sonnel, community members and community partners. The police department is seeking to provide a structured soccer program to augment YEP and provide a safe, supportive environment where at-risk youth can develop teamwork, discipline, and leadership skills. BACKGROUND The Youth Empowerment Program (YEP) was developed in 2021 by the police department. YEP centers on a multidisciplinary partnership between the police department, school district, com- munity-based organizations and faith-based agencies. The program seeks to enhance open lines of communication, collaboration, planning and the execution of strategy by the various agencies in the partnership for the sole purpose of providing access to juvenile violence intervention, pre- vention programs and initiatives. YEP uses a community-based approach which fosters open communication channels between all partners so that mitigating factors surrounding incidents can be discussed and a possible inter- vention can be implemented before incidents reach the level of actionable police involvement. The police department is seeking to continue its’ at-risk youth soccer program that adheres to the same goals and objectives of YEP which expanded and enhanced the program. OPERATIONAL ANALYSIS The YEP soccer program will be staffed by the police department’s neighborhood officers, resi- dent officers, social workers, social service interns, police explorers, volunteers and trained coaches. The program will run from June 2026 through August 2026 culminating with a team soccer tournament. Middle school and high school students along with current and past YEP members will be invited to participate in the program. The funds received from this grant will provide equipment and supplies (soccer balls, goals, cones, agility poles, jerseys), cover field rental fees and trophies for participants. This is the sec- ond year the police department has requested grant money from Elgin Township to support the YEP soccer program initiative. INTERESTED PERSONS CONTACTED The police department will partner with School District U-46, local organizations and X1 Sports located in South Elgin to operate the YEP soccer program. FINANCIAL ANALYSIS The awarded amount of $10,000 will fund the 2026 YEP Youth Soccer Program. The city will need to pay any upfront costs associated with programming and will subsequently be reimbursed from the grant award. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE N/A LEGAL IMPACT None. ALTERNATIVES The city council may choose not to accept this grant opportunity and direct the department to pursue other funding sources. 2 NEXT STEPS 1. Finalize the grant acceptance with Elgin Township. 2. Provide the necessary grant reporting to Elgin Township. 3. Continue seeking grant funding to ensure continued youth programing. Originators: Scott Holmes, Commander Ana Lalley, Chief of Police Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Agreement with Elgin Township 3 AGENDA ITEM: G MEETING DATE: May 13, 2026 ITEM: Kids United Summer Program—Acceptance of Elgin Township Grant ($20,000 Grant) OBJECTIVE: Continue offering programming to support youth initiatives that provide prevention and engage- ment opportunities for the city’s youth. RECOMMENDATION: Approve the agreement with Elgin Township to accept the grant award in the amount of $20,000. Community engagement programs focusing on crime prevention are a top priority of the police department. Offering programming to support youth initiatives that provide prevention and en- gagement opportunities have long term positive effects for the city. The police department’s primary summer youth program is “Kids United.” This program provides a safe, fun and educational environment for Elgin youth. Staffed by Elgin police school resource officers, ROPE officers, police explorers, police social workers, social services interns, and commu- nity volunteers, funding for Kids United activities are provided for by a grant from Elgin Township. BACKGROUND The police department started the Kids United program in 2007. Kids United began as an open gym program that was run each year by police department resident officers along with parks and recreation department staff. The program is now run by the police department’s school resource officers. This no-cost program brings Elgin youths together with adult and youth mentors while providing experiences that acknowledge and further build upon their strengths, provide access to a variety of activities that benefit socially and academically, along with opportunities to focus on life skills. The program, which runs between June and August each year, will be held at Abbott Middle School located in Elgin. The police department has managed this program from its incep- tion, and it has been a successful initiative to provide youth and their families’ consistent positive contact with the police department and community. The Kids United program is for youth ages nine-to-seventeen who reside in Elgin Township. The program focuses on providing alternative activities for youth in the late afternoon and evening hours when other program accessibility is limited. The goal of the program is to provide a safe location for youth to participate in recreational and educational activities with their peers and various selected members of the community. The program includes activities such as sports, arts and crafts, team building, cooking, life skills, career planning, self-care and more. Throughout the program, youth have access to presenters and community members who share a variety of ex- periences that help to encourage learning and relationship building techniques. Part of the pro- gram includes providing daily meals for participants. Once a week, field trips are taken that, in 2025, included Kane County Cougars baseball game, Medieval Times, Chicago Fire soccer game, and pool/water park trips. Efforts are made to ensure each youth can attend at least one field trip. In 2025 there were over 300 attendees for the field trip portion of the program. In 2025, the program had over 2,000 participants. The youth group for ages nine to twelve had approximately 1,178 participants, averaging 45.3 participants a day. The youth group for ages thirteen through seventeen, had approximately 1,160 participants averaging 44.6 participants a day. OPERATIONAL ANALYSIS Kids United will be staffed by the police department’s school resource officers, resident officers, social workers, social service interns, police explorers and both adult and youth volunteers. The program will run from June 22 through August 11 culminating with a National Night Out / Kids United Party. Youths who are nine years through twelve years will attend from 3:00 p.m. to 5:30 p.m., and youth thirteen years to seventeen years will attend from 6:30 p.m. to 9:00 p.m. The program will operate on Monday through Thursday with field trips on Fridays and will be held in partnership with U-46 at Abbott Middle School. School District U-46 has been a long-time partner with Kids United and continues to promote and be involved in the program. Food for the youths will be provided in partnership with the Northern Illinois Food Bank and will be served during each session. Activities will ensure a safe environment to include outdoor activ- ities such as fitness, art, team building, cooking, painting, and crafts. The Kids United program has been supported by grant funding from Elgin Township since its 2007 inception. Every year staff actively seeks funding opportunities to support this important pro- gram. On April 29, 2026, the police department received notice that Elgin Township approved $20,000 in funding to facilitate the Kids United program. INTERESTED PERSONS CONTACTED The police department partners with School District U-46, Gail Borden Public Library, Northern Illinois Food Bank, and other local vendors to operate the Kids United program. 2 FINANCIAL ANALYSIS The awarded amount of $20,000 will fund the 2026 Kids United Program. The city will need to pay any upfront costs associated with programming and will subsequently be reimbursed from the grant award. BUDGET IMPACT FUND ACCOUNT PROJECT # AMOUNT AMOUNT BUDGETED AVAILABLE N/A N/A N/A N/A LEGAL IMPACT None. ALTERNATIVES The city council may choose to not accept this grant opportunity and pursue other funding sources or reduce youth programming. NEXT STEPS 1. Finalize the grant acceptance with Elgin Township. 2. Provide the necessary grant reporting to Elgin Township. 3. Continue seeking grant funding to ensure continued youth programing. _____________________________________________________________________ Originators: Scott Holmes, Commander Ana Lalley, Chief of Police Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ______________________________________________________________________________ ATTACHMENTS A. Agreement Elgin Township Kids United 3 AGENDA ITEM: H MEETING DATE: May 13, 2026 ITEM: BMX Track Public Riding Hours at Elgin Sports Complex – Amendment to Land Use Agreement with Elgin BMX Riders Association, Inc. (No Cost) OBJECTIVE: Formalize and authorize designated public riding hours at the BMX track through an amendment to the existing land use agreement, while clearly defining operational responsibilities, safety pro- tocols and risk management measures. RECOMMENDATION: Approve the Land Use Amendment Agreement with the Elgin BMX Riders Association to allow for structured public riding hours under defined terms and conditions. The city maintains long-standing partnerships with affiliate sports organizations that operate and maintain recreational facilities on city-owned property. The Elgin BMX Riders Association is re- sponsible for the operation, maintenance, and programming of the BMX facility located at the Elgin Sports Complex under the terms of the city’s 2025 land use agreement with the organization. In response to community interest in expanded access to the BMX track, staff have worked col- laboratively with BMX to explore the introduction of permanent, designated public riding hours. While the facility has traditionally operated through structured BMX programming and sanc- tioned events, this amendment provides a framework to safely expand access to a broader seg- ment of the community. The Elgin BMX Riders Association successfully piloted public riding hours last summer on Thursday evenings, resulting in positive feedback. As a result, the parks and recreation department, in part- nership with the Elgin BMX Riders Association, is proposing this amendment to formalize the per- manent addition of public riding hours at The Hill BMX track. A formal agreement was not re- quired last year, as BMX independently operated the Thursday public riding hours. However, with the addition of Sunday public riding hours, an amendment is necessary because the parks and recreation department will be responsible for staffing and overseeing those sessions. The proposed amendment does not alter the overall partnership structure but instead establishes specific provisions governing public riding hours, including delineation of responsibilities between the city and BMX, safety requirements and operational expectations. BACKGROUND The city maintains long-standing partnerships with affiliate sports organizations that operate and maintain recreational facilities on city-owned property. As outlined in the existing Land Use Agreement Elgin BMX approved March 26, 2025, the Elgin BMX Riders Association is responsible for the operation, maintenance, and programming of the BMX facility located at the Elgin Sports Complex. In response to community interest in expanded access to the BMX track, staff have worked col- laboratively with BMX to explore the introduction of permanent, designated public riding hours. While the facility has traditionally operated through structured BMX programming and sanc- tioned events, this amendment provides a framework to safely expand access to a broader seg- ment of the community. The Elgin BMX Riders Association successfully piloted public riding hours last summer on Thurs- day evenings, resulting in positive feedback. As a result, the Parks and Recreation Department, in partnership with the Elgin BMX Riders Association, is proposing this amendment to formalize the permanent addition of public riding hours at The Hill BMX track. A formal agreement was not required last year, as BMX independently operated the Thursday public riding hours. However, with the addition of Sunday public riding hours, an amendment is necessary, as the Parks and Recreation Department will be responsible for staffing and overseeing those sessions. The proposed amendment does not alter the overall partnership structure but instead estab- lishes specific provisions governing public riding hours, including delineation of responsibilities between the City and BMX, safety requirements, and operational expectations. OPERATIONAL ANALYSIS The proposed amendment is intentionally narrow in scope and applies only to designated public riding hours. All other provisions of the original agreement remain unchanged. Key components of the amendment include: Defined Roles and Responsibilities: • BMX will continue to be responsible for routine track maintenance and oversee Thursday public riding hours. • The city will oversee and staff Sunday public riding hours, including pre- and post-use in- spections to identify safety concerns and document any damage. Safety and Risk Management: • All participants will be required to execute approved waivers prior to participation. • The city will maintain the authority to suspend or cancel riding hours due to unsafe con- ditions, including weather, track conditions, or rider behavior during public open hours. • Minimum rider requirements and track rules will be enforced at all times. 2  Staffing and Operations: • The city will provide staffing during public riding hours, including a minimum of one staff member on Thursdays and two staff members on Sundays. • BMX will assist on Thursday nights during public riding hours with volunteers. • BMX will assist in training city staff on track operations, safety protocols, and rider man- agement. Damage and Maintenance Protocols: • The city will document and report any damage or incidents and will reimburse BMX for damage directly attributable to public riding hours. • Both parties will maintain clear communication regarding track conditions and repairs. Facility Use Limitations: • City use during public riding hours will be limited to the track itself, with no use of BMX- owned equipment. • BMX will provide limited access to the towers strictly for administrative purposes, i.e., electrical for registration and fee collection. Scheduling Coordination: • Public riding hours will not conflict with BMX-sanctioned events or scheduled mainte- nance. BMX will provide an annual schedule to support coordination. • The public riding hours were strategically scheduled to provide Elgin BMX Riders Associa- tion’s volunteers with adequate time to prepare and maintain the track prior to public use. This structured approach ensures that expanded access is balanced with operational control, par- ticipant safety, and protection of the facility. INTERESTED PERSONS CONTACTED Elgin BMX Riders Association FINANCIAL ANALYSIS There is no direct budget impact associated with this amendment. The addition of public riding hours will result in one-time, upfront costs for tablets and a credit card processor, along with modest operational costs to the city, primarily related to staffing and administration. These costs are expected to be absorbed within the parks and recreation department’s existing budget. The city may also incur costs associated with reimbursing BMX for any damage directly attributable to public use; however, those costs cannot be predicted. The city will try to mitigate these risks through supervision, required waivers, and enforced safety protocols. 3 Shown below are the anticipated personnel costs the city is anticipated to incur associated with the Thursday and Sunday public riding hours: Staff Public Riding Hours Cost # Thursday Staff Hourly Rate Thursday Hours Weeks Total 1 Activity Supervisor $18.00 2.75 28 $1,386.00 # Sunday Staff Hourly Rate Sunday Hours Weeks Total 2 Activity Supervisor $18.00 6.75 28 $6,804.00 Total Estimated Open Track Hours Staffing Expenses: $8,190.00 Estimated Staff Training Costs # Staff Hourly Rate Training Hours Training Weeks Total 5 Activity Supervisor $18.00 2.50 3 $675.00 Total Estimated Annual Training Expenses: $675.00 Total Estimated Staffing Expenses: $8,865.00 The estimated staffing hours exceed the actual public riding hours to account for employee time needed for arrival, preparation/setup, and cleanup following each public riding session. Adding additional public riding days beyond Thursdays and Sundays is not easily quantifiable at this time, as it would significantly alter the scope of use for the BMX track and may require a different staffing structure and employee skill sets, including potentially hiring a track manager, maintenance crew, additional activity supervisors, and other support personnel. There may also be additional maintenance-related expenses associated with increased public use of the BMX track facilities. However, those costs cannot be reasonably anticipated or quantified at this time. BUDGET IMPACT FUND ACCOUNT PROJECT # AMOUNT AMOUNT BUDGETED AVAILABLE N/A N/A N/A N/A N/A LEGAL IMPACT None. 4 ALTERNATIVES The city council may choose not to approve the amendment and instead maintain public riding hours on Thursday evenings only, thereby preserving current operations and limiting all other BMX track use to existing programming and sanctioned events through the Elgin BMX Riders As- sociation. NEXT STEPS 1. Finalize and execute the amendment with BMX. 2. Coordinate staff training with BMX representatives. 3. Publish public riding hours. 4. Implement operational procedures, safety protocols, waivers, and rider requirements. ______________________________________________________________________________ Originators: 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. Land Use Amendment Agreement with BMX Riders Association, Inc. B. Original Land Use Agreement with BMX Riders Association, Inc. C. Public Riding Hours Rules and Regulations 5  AMENDMENT TO LAND USE AGREEMENT THIS AMENDMENT AGREEMENT TO A LAND USE AGREEMENT (hereinafter referred to as the “Amendment Agreement”) is made and entered into this ______ day of May, 2026, by and between the City of Elgin, an Illinois municipal corporation (hereinafter referred to as the “City”), and Elgin BMX Riders Association, Inc., an Illinois not-for-profit corporation organized and existing under the laws of the State of Illinois (hereinafter referred to as “BMX”). WHEREAS, City and BMX previously entered into a land use agreement dated March 26, 2025 (hereinafter referred to as the “Land Use Agreement”), wherein the City agreed to permit BMX to maintain and operate an official size BMX track and other related improvements located at the Elgin Sports Complex, 709 Sports Way, Elgin, Illinois, (hereinafter referred to as the “Facility”), through December 31, 2030; and WHEREAS, City and BMX wish to enter into this Amendment Agreement to modify certain provisions of the Land Use Agreement relating to BMX’s operation and maintenance of the Facility to provide for designated public riding hours; and WHEREAS, this Amendment Agreement is germane to the Land Use Agreement as signed, is in the best interest of the City, and is authorized by law. NOW, THEREFORE, for and in consideration of the mutual undertakings as set forth herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: 1. The foregoing recitals are incorporated into this Amendment Agreement in their entirety. 2. Paragraph 1 of the Land Use Agreement is hereby amended in its entirety to read as follows: “1. BMX shall maintain and operate, and City shall permit BMX to maintain and operate, a BMX official size track, starting tower, deck, storage facilities, light and starting gate at the Elgin Sports Complex in Elgin, Illinois (hereinafter sometimes referred to as the “Facility”), at BMX’s sole cost and expense during the term of this Agreement, except as otherwise expressly provided for in paragraph 38 of this Agreement. BMX represents and warrants it has the skills and knowledge necessary to operate said Facility. It is agreed and understood that the City is relying on such representations and it is further agreed and understood that this Agreement shall not be modified, amended or altered except by a written amendment to this Agreement agreed to and executed by both parties hereto. 3. The Land Use Agreement is hereby amended by adding a new paragraph 38, to read as follows: 1 “38. Designated Public Riding Hours. 38.1 Hours of Operation. The Facility shall be open to the general public for public riding hours during the following days and times (the “Public Riding Hours”): Sunday: 12:00 p.m. to 6:00 p.m. Thursday: 6:00 p.m. to 8:00 p.m. BMX shall operate the Facility during the Public Riding Hours on Thursday evenings from 6:00 p.m. to 8:00 p.m. (the “Thursday Public Riding Hours”). The City shall operate the Facility during the Public Riding Hours on Sundays from 12:00 p.m. to 6:00 p.m. (the “Sunday Public Riding Hours”). 38.2 BMX Responsibilities. a. BMX shall remain responsible for the maintenance of the Facility as provided for in this Agreement. Notwithstanding the foregoing, BMX shall not be obligated to perform any maintenance of the BMX track prior to the Sunday Public Riding Hours. b. BMX shall document and promptly report to the City any injuries, accidents, or other similar incidents occurring during the Thursday Public Riding Hours. c. BMX shall require all participants in the Thursday Public Riding Hours to execute a waiver and assumption of risk in a form approved by the City and BMX prior to the use of the track. BMX and the City shall collaborate on an updated participant waiver and assumption of risk form on an annual basis, no later than the last day of February. d. BMX shall suspend or cancel Thursday Public Riding Hours under any of the following conditions: i. Active precipitation; ii. Wet, muddy, or hazardous track conditions; iii. Scheduled or emergency track maintenance or repairs; iv. Prescheduled BMX-sanctioned events. In addition, BMX shall have the authority to immediately suspend or cancel Thursday Public Riding Hours if, in its reasonable judgment, there exist conditions that present a safety risk, including but not limited to weather, track conditions, or participant behavior. e. BMX shall cooperate with and assist the City in promoting the Public Riding Hours. 2  f. BMS shall develop and implement operational and safety rules and protocols governing rider use of the BMX track during the Public Riding Hours. g. BMX shall assist the City in training City staff on applicable track rules, regulations, policies, protocols, and procedures. BMX shall collaborate with the City in the periodic review and updating of all general, rider, and/or track- specific rules, regulations, policies, protocols, and procedures. h. BMX shall provide the City with an updated seasonal schedule of events on an annual basis, no later than the last day of February. 38.3 City Responsibilities. a. A designated employee of the City will inspect the BMX track on Sundays prior to the commencement of the Sunday Public Riding Hours and immediately following the conclusion of the Sunday Public Riding Hours. The City shall document any findings of damage to the BMX track during the Sunday Public Riding Hours, and shall notify BMX of any findings of damage within twenty- four hours of any such findings. If it is determined that there is damage to the BMX track that is directly attributable to the Sunday Public Riding Hours, the City shall reimburse BMX its reasonable costs to repair any such damage. b. City shall document and promptly report to BMX any injuries, accidents, or other similar incidents occurring during the Sunday Public Riding Hours. c. City shall require all participants in the Sunday Public Riding Hours to execute a waiver and assumption of risk in a form approved by the City and BMX prior to the use of the track. BMX and the City shall collaborate on an updated participant waiver and assumption of risk form on an annual basis, no later than the last day of February. d. City shall cancel Sunday Public Riding Hours under any of the following conditions: i. Active precipitation; ii. Wet, muddy, or hazardous track conditions; iii. Scheduled or emergency track maintenance or repairs; iv. Prescheduled BMX-sanctioned events. In addition, the City shall have the authority to immediately suspend or cancel Sunday Public Riding Hours if, in its reasonable judgment, there exist conditions that present a safety risk, including but not limited to weather, track conditions, or participant behavior. i. City shall not access or utilize any BMX-owned equipment during the Sunday Public Riding Hours. 3  j. City shall utilize the towers at the Facility for participation registration, fee collection, and related administrative functions during the Sunday Public Riding Hours. k. City shall provide a minimum of one (1) staff member to support BMX during the Thursday Public Riding Hours. City shall provide a minimum of two (2) staff members during the Sunday Public Riding Hours. l. The City shall indemnify and hold harmless BMX and its officers, officials, employees, agents, attorneys, and representatives from and against claims, liabilities, damages, fines, penalties, liens, losses, costs, and expenses, including reasonable attorneys’ fees, to the extent arising out of the negligent, willful and wanton, or intentional acts or omissions of the City or its officers, officials, employees, agents, or representatives in connection with the operation of the Sunday Public Riding Hours. The foregoing notwithstanding, the City shall not be required to indemnify BMX for BMX’s own negligence, willful and wanton misconduct, intentional misconduct, breach of this Agreement, or violation of law. Nothing in this Agreement waives or limits any immunity, defense, limitation, or protection available to either party under the Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10/1-101 et seq., or any other applicable law. BMX shall be named as an additional insured on any City general liability policy applicable to the Sunday Public Riding Hours.” 4. That in the event of any conflict between the terms of this Amendment Agreement and the terms of the Land Use Agreement, the terms of this Amendment Agreement shall supersede and control. 5. That as except as specifically amended herein by this Amendment Agreement, the Land Use Agreement shall remain in full force and effect. 6. This Amendment 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 Amendment Agreement may be executed electronically, and any signed copy of this Amendment 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 Amendment 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 4  IN WITNESS WHEREOF, the parties hereto have entered into and executed this Amendment Agreement effective as of the date and year first written above. ELGIN BMX RIDERS ASSOCIATION, CITY OF ELGIN, an Illinois municipal INC., an Illinois not-for-profit corporation corporation By: _________________________________ By:__________________________________ President City Manager Attest Attest: ____________________________________ ____________________________________ Secretary City Clerk 5  Resolution No. 25- 70 RESOLUTION AUTHORIZING EXECUTION OF A LAND USE AGREEMENT WITH ELGIN BMX RIDERS ASSOCIATION, INC. FOR THE OPERATION OF THE BMX TRACK AT THE ELGIN SPORTS COMPLEX 709 Sports Way) BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute a Land Use Agreement on behalf of the City of Elgin with Elgin BMX Riders Association, Inc., for the operation of the BMX track at the Elgin Sports Complex located at 709 Sports Way, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: March 26, 2025 Adopted: March 26, 2025 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk  LAND USE AGREEMENT THIS AGREEMENT is made and entered into on this 26th day of March , 2025, by and between Elgin BMX Riders Association, Inc., an Illinois not- for- profit corporation, organized and existing under the laws of the State of Illinois, ( hereinafter referred to as BMX") and the CITY OF ELGIN, Illinois, a municipal corporation( hereinafter referred to as the City"). Now, therefore, in consideration of the mutual promises and covenants contained herein, the sufficiency of which are hereby mutually acknowledged, the parties hereto agree as follows: 1. BMX shall maintain and operate, and City shall permit BMX to maintain and operate, a BMX official size track, starting tower, deck, storage facilities, light and starting gate at the Elgin Sports Complex in Elgin, Illinois, at BMX' s sole cost and expense during the term of this agreement. BMX represents and warrants it has the skills and knowledge necessary to operate said facility. It is agreed and understood that the City is relying on such representations and it is further agreed and understood that this agreement shall not be modified, amended or altered except by a written amendment to this agreement agreed to and executed by both parties hereto. 2. BMX shall bear all operating costs, including, but not limited to those which insure the facility, sanction races, obtain permanent equipment and provide awards. BMX warrants and agrees to keep all facilities and equipment used in the operation of the aforementioned BMX facility and any events conducted by BMX at such facility in a reasonable, clean, sanitary, and safe condition. 3. BMX shall be responsible for any BMX property that is stored or utilized in the structures or facilities or on site. Within thirty ( 30) days of the execution of this agreement and prior to BMX conducting any activity at the facility BMX shall at its cost provide a certificate of insurance evidencing general liability insurance with limits not less than $ 5, 000, 000 per occurrence for bodily injury, personal injury and property damage. The certificate of insurance shall name the City of Elgin as additional insured and state the coverage is primary and non- contributory to any insurance carried by the City of Elgin. 4. BMX shall be strictly liable for the acts of its agents, volunteers, officers and employees and shall to the fullest extent permitted by law indemnify, defend and hold harmless the City, its officers, employees, agents, boards and commissions from and against any and all claims, suits, judgments, costs, attorney' s fees, damages or other relief arising out of or in any way connected with the BMX facilities being located at the Elgin Sports Complex or the operation or use thereof of any action or inaction by BMX or its agents, volunteers, officers and employees. Nothing herein affects BMX' s duty to defend the City. In the event of any action against the City, its officers, employees, agents, boards or commissions covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by the law firm of DeAno & Scarry, LLC, counsel of the City' s choice. The provisions of this paragraph shall survive any termination and/ or expiration of this agreement. 1  5. BMX shall contact the City' s Superintendent of Parks and Facilities when making grounds maintenance requests. 6. BMX shall obtain written approval from the City' s Superintendent of Parks and Facilities prior to taking any action which may have any effect upon the facility. 7. BMX shall provide a written report and fiscal accounting of the operation of the facility no later than December 31 each year, or as requested by the City' s Parks and Recreation Director. 8. BMX shall be entitled to sell food at the track on race days only. A temporary food handling permit must be obtained from the City of Elgin Health Department prior to selling any potentially hazardous food such as hamburgers, hotdogs, nachos, etc. Snack foods may be sold without a temporary food permit but shall be limited to canned or plastic bottled beverages, candy, chips, energy snacks, and snack cakes. Food shall be sold at the same price as set for similar food and beverages at the Sports Complex concession stands. BMX shall comply with all applicable local, state and federal laws, including, but not limited to Chapter 9. 08 of the Elgin Municipal Code. 9. BMX shall provide for a port- o- let near the track and pay the cost of and regular service to the unit. 10. City shall repair and maintain the stone path leading from the concession stand to the track. 11. City shall provide a source for watering of the site and shall pay the costs of reasonable water usage to the site. 12. City shall provide for electric service to the site and pay for the cost of reasonable electric usage. 13. City agrees to provide for the removal of refuse. BMX will provide for continuous general cleanup of the area on the day of events. 14. The BMX Board of Directors shall be the key holders for the BMX facilities. All new key holders must submit to and pass a criminal history background investigation initiated by City. 15. City shall assist with mowing areas of BMX as staffing levels allow. 16. City shall provide assistance in exploring means to make BMX facilities more secure. 17. BMX has provided certain building structures on City owned lands for use as a BMX official size track, starting tower, deck, storage facilities, fence, light and starting gate. It is 2 agreed that these structures are attached to the real estate and have thereby become the property of the City. The parties agree that the ownership of these structures rests entirely with the City. Maintenance and repair of facilities and these structures shall be the exclusive responsibility and at the sole cost of BMX. Any and all liability arising out of the negligent or reckless maintenance or repair of such facilities and structures, or failure to maintain or repair such facilities and structures shall rest entirely with the BMX. 18. BMX shall conduct all of its operations and maintain the facility in compliance with all requirements of law including but not limited to the requirements of the Elgin Municipal Code, as amended. 19. This agreement shall terminate on December 31, 2030. 20. This agreement may be terminated by either party upon sixty ( 60) days advance written notice. 21. This agreement shall not be deemed or construed to create an employment, joint venture, partnership or other agency relationship between the parties hereto. 22. It is agreed and understood that the City owns and shall continue to own all right, title and interest in the Elgin Sports Complex property including any improvements located thereon, and nothing herein nor any ofthe services to be provided by BMX or any actions by BMX taken pursuant to the agreement is intended or shall be construed to provide BMX with any rights thereto, with any and all such ownership and rights remaining with the City. 23. In all hiring or employment made possible or resulting from this agreement, there shall be no discrimination against any employee or applicant for employment because of sex, age, race, color, creed, national origin, marital status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. 24. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the agreement by the City. 25. The parties intend and agree that if any paragraph, subparagraph, phrase, clause or other provision of this agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this agreement shall remain in Cull force and effect. 3  26. This agreement constitutes the entire agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof. 27. This agreement shall be subject to and governed by the laws of the State of Illinois. The venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this agreement shall be in the Circuit Court of Kane County, Illinois. BMX hereby irrevocably consents to the jurisdiction of the Circuit Court of Kane County, Illinois for the enforcement of any rights, the resolution of any disputes and/ or for the purposes of any lawsuit brought pursuant to this agreement or the subject matter thereof; and BMX agrees that service by first class U. S. mail to the entity and address provided for herein shall constitute effective service. BMX hereby waives any and all rights to a jury. 28. BMX certifies hereby that it is not barred from bidding on a public contact as a result of a violation of 720 ILCS 5/ 33E et seq. or any similar state or federal statute regarding bid rigging. 29. As a condition of this contract, BMX shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; D. the vendor' s internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6- 101 of the Human Rights Act. A copy of the policies must be provided to the Department of Human Rights upon request. 775 ILCS 5/ 2- 105. 4  30. All notices, reports and documents required under this agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: As to the City: As to BMX: City of Elgin Martin B. Michalski 150 Dexter Court Attorney at Law Elgin, IL 60120- 5555 636 S Des Plaines River Road, Ste 100 Attn: Recreation and Facilities Supt Des Plaines, IL 60016 31. This agreement is and shall be deemed and construed to be a joint and collective work product of the City and BMX and, as such, this agreement shall not be construed against the other party, as the otherwise purported drafter of same, by any court of competent jurisdiction in order to resolve any inconsistency, ambiguity, vagueness or conflict, if any, of the terms and provisions contained herein. 32. Notwithstanding any other provision of this Agreement it is expressly agreed and understood that in connection with the performance of this Agreement that the BMX shall comply with all applicable Federal, State, City and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, BMX hereby certifies, represents and warrants to the City that all BMX' s employees and/ or agents who will be providing products and/ or services with respect to this Agreement shall be legal residents of the United States. BMX shall also at its expense secure all permits and licenses, pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/ or the products and/ or services to be provided for in this Agreement. The City shall have the right to audit any records in the possession or control of the BMX to determine BMX' s compliance with the provisions of this section. In the event the City proceeds with such an audit the BMX shall make available to the City the BMX' s relevant records at no cost to the City. 33. This agreement shall be binding on the parties hereto and their respective successors and permitted assigns. This agreement and the obligations herein may not be assigned by the BMX without the express written consent of the City which consent may be withheld at the sole discretion of the City. 34. BMX shall provide a seasonal report, in person, to the Parks and Recreation Advisory Board in the fall of each year. Said date of presentation shall be determined by the Parks and Recreation Advisory Board and communicated to League no less than two months in advance. 35. BMX covenants and agrees that it will not permit or suffer any lien to be put upon or arise or accrue against the Fields or any City property in favor of any person or persons, individual or corporate, furnishings either labor or material in any work herein proposed, and BMX further covenants and agrees to hold the City and said Fields free from any and all liens or rights or claims of lien which may or might arise or accrue under or be based upon any mechanic' s lien 5 law, so called, of the State of Illinois, now in force or hereafter to be enacted. All contracts and agreements that may be made by BMX relating to any work herein proposed, shall expressly state that the interest of the City in and to said Fields shall be wholly free from and not subject to any lien or claims of any contractor, subcontractor, mechanic, material man or laborer, whether based upon any law or regulation of the State of Illinois, or any other authority, now in force or hereafter to be enacted, and BMX also hereby covenants and agrees that it will not enter into any contract for such work which shall not in express terms contain the aforesaid provision. 36. It is agreed and understood by the parties hereto that no special duties or obligations to any third party are intended nor shall be deemed or construed to be created by this Agreement. It is further agreed and understood that this Agreement is not intended nor shall be construed to alter, limit, or constitute a waiver of any of the civil immunities afforded BMX and/ or 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, and/ or otherwise provided by law, it being agreed that all of the civil immunities set forth in such Act, as amended, and/ or as otherwise provided by law shall fully apply to any claims asserted or which might asserted against BMX and/ or the City and/ or its respective officials, officers, employees and/ or agents as a result of this Agreement, BMX' s use, operation and/ or maintenance of the Premises or any actions of the parties pursuant to this Agreement. Notwithstanding anything to the contrary in this Agreement, it is agreed and understood that no third party beneficiaries are intended or shall be construed to be created by the provisions of this Agreement. The provisions of this section shall survive any expiration and/ or termination of this Agreement. 37. 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 6 IN WITNESS WHEREOF, the undersigned have entered into executed this agreement on the date and year first written above. CITY OF ELGIN, a municipal Elgin BMX Riders Association, Inc., Corporation an Illinois not- for-profit Corporation, O By City Manager resident Att t: t st: ity Clerk ecretary Legal Dept\Agreement\ Elgin BMX Riders Association Land Use Agr 2025- Clean- 1- 3- 25. docx Minimum Rules: Rider Rules: 1. All riders must sign both waivers (City of Elgin’s Waiver and BMX Waiver). 2. All riders must sign in before entering the track for every open ride. 3. Helmets are mandatory; full-faced helmets are highly recommended. 4. Long pants, long sleeve shirt, and closed toe shoes are mandatory. 5. Gloves, chest protector, neck guards, and mouth guards are highly recommended. 6. Any rider maliciously bumping into other riders will be asked to leave the track. 7. Parents, guardians, or spectators are NOT ALLOWED on the track at any time. General and Track Rules: 1. Parents, guardians, or spectators are NOT ALLOWED on the track at any time. 2. No riding on the track when it is raining, the track is wet, or the track is muddy. 3. No stopping on the track at any time. 4. No riding the track in reverse. 5. No riding the tops of the turns. 6. All riders must enter from the gate only. No dropping in on the track anywhere else, including the second turn. 7. Any rider maliciously bumping into other riders will be asked to leave the track. 8. No strider bikes during public riding hours. 9. No motors on the track (electric or gas powered). Examples include, but are not limited to dirt bikes, motorcycles, scooters, e-bikes, remote-controlled cars, etc. 10. No climbing on the wooden structures, finish line trellis, or limestone piles. 11. Rules may be amended at any time by the City of Elgin in the best interest of riders, their safety, and to maintain the integrity of the track. AGENDA ITEM: I MEETING DATE: May 13, 2026 ITEM: McClure Avenue 2026 Resurfacing Project Design Engineering Services—Amendment Agree- ment No. 1 with Engineering Enterprises, Inc. ($59,668) OBJECTIVE: Analyze, design, and prepare construction documents for the resurfacing of various collector and residential streets for the 2026 neighborhood street and 2026 collector street resurfacing programs, including Walnut Avenue. RECOMMENDATION: Enter into the amendment agreement No. 1 with Engineering Enterprises, Inc. to provide road program design engineering services. This amendment agreement authorizes Engineering Enterprises, Inc. (EEI) to provide supple- mental design engineering services allowing for the inclusion of Walnut Avenue in the city’s 2026 McClure Avenue Resurfacing Project. The resurfacing of Walnut Avenue has been post- poned for several years in anticipation of pending sanitary sewer separation and lead service line removal work. Lead service line replacements will be completed prior to resurfacing, while the recently update sewer master plan has moved sewer separation to 2030. Given the deterio- rating roadway condition and the multiple postponements, staff is recommending inclusion of Walnut Avenue into the city’s 2026 resurfacing projects. Upon completing the design engineer- ing services, the city will advertise and award a construction contract to perform the street re- surfacing during the 2026 construction season. BACKGROUND The resurfacing of Walnut Avenue from Wilcox Avenue to State Street/Illinois Route 31 has been pending for several years due to increased deterioration in the riding surface and pave- ment subbase. The project has been postponed several times to most effectively avoid the re- moval of new pavement due to future planned underground excavation. With the completion of the sewer master plan, staff has determined that both the lead service line replacement and pending sanitary sewer separations may be scheduled to minimize future pavement disrup- tions. Lead service line replacement in that area will be completed by September 2026 at which time the resurfacing will begin. Sanitary sewer separations are being targeted for 2030. The city executed an agreement with EEI on February 11, 2026, to provide design engineering services in relation to the proposed 2026 McClure Avenue Resurfacing Project. In March 2026, as EEI was progressing on the proposed design, city staff, in response to concerns by residents and further pavement evaluation, determined that the condition of Walnut merited inclusion in the 2026 Road Program. This amendment agreement will allow EEI to provide the necessary supplemental design engineering services for the revised project scope. Residential streets located across the city’s west side, including portions of McClure Avenue, Goethe Street, Crystal Avenue, Schiller Street, Buckeye Street, Judy Court, Pine Street, and Bird Street will remain within the project limits. To balance the available construction budget, por- tions of South Street, Copper Springs Drive, and Water Road will be moved to a future resurfac- ing program. The city has regularly budgeted for an annual neighborhood street resurfacing program designed to maintain and improve minor arterial and residential streets throughout the city. Resurfacing work will generally include pavement milling and resurfacing, American with Disabilities Act (ADA) sidewalk access improvements, and minor drainage and sewer struc- ture maintenance. Design work will also include an analysis of possible pavement reconstruc- tion on certain roadway sections. OPERATIONAL ANALYSIS The city regularly utilizes engineering consulting firms to provide engineering design services for capital projects, including roadway improvements. This amendment agreement allows for pro- ject design, plan preparation, IDOT documentation and coordination, bidding, and contracting services that must precede construction work. A separate construction contract will be pre- sented separately to the city council for review and approval after construction bids are re- ceived. If approved, design efforts will take place from March through July 2026 and will culminate in the advertisement and bidding of the construction contract. Construction is anticipated to oc- cur from July through October 2026. INTERESTED PERSONS CONTACTED SWAN Neighborhood Association FINANCIAL ANALYSIS The proposed amendment agreement contemplates supplemental services in an amount not to exceed $59,668. The original agreement, executed by city council on February 11, 2026, al- lowed EEI to provide design engineering services in an amount not to exceed $179,994. The to- tal not to exceed amount of the original agreement and the proposed amendment agreement is $239,662. 2 The construction phase of this project will be bid following the completion of design engineer- ing work and is anticipated to be presented to city council for approval in June 2026. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT AMOUNT AMOUNT #(S) BUDGETED AVAILABLE Capital Improvement 385-0000-795.30-30 385016 $59,668 $59,668 LEGAL IMPACT The proposed agreement constitutes an exception to the procurement ordinance requiring ap- proval by two-thirds of the members of the city council. ALTERNATIVES The city council may choose to reject the agreement with Engineering Enterprises, Inc. Staff will then be responsible for preparing plans, specifications, and estimates. Limited staff resources, however, will cause delays in finalizing the design and possibly delay construction into the next construction season. NEXT STEPS 1. Execute the Design Engineering Services Amendment Agreement No. 1 with Engineering Enterprises, Inc. 2. Issue directive to engineer to begin work. Originators: Mike Pubentz, Public Services Director Kathryn Edwards, Engineering Inspector Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Engineering Services Amendment Agreement No. 1 with Engineering Enterprises, Inc. for the 2026 McClure Avenue Resurfacing Project. 3 AGENDA ITEM: J MEETING DATE: May 13, 2026 ITEM: McLean Boulevard at Royal Boulevard Traffic Signal Modernization Project—Design and Con- struction Engineering Services Agreement with Hampton, Lenzini and Renwick, Inc. (HLR) ($127,610) OBJECTIVE: Analyze, design and prepare construction documents to modernize the signalized intersection at Mclean and Royal Boulevards and to also provide field inspection, contract administration, gen- eral coordination and control of the day-to-day construction activities for the modernization pro- ject. RECOMMENDATION: Enter into an engineering services agreement with Hampton, Lenzini and Renwick, Inc. (HLR) to provide design and construction engineering services for the McLean Boulevard at Royal Boule- vard traffic signal replacement project. City staff, in consultation with Hampton, Lenzini and Renwick, Inc. (HLR), developed a multi-year program identifying priority intersections requiring maintenance and modernization beyond the scope of routine signal maintenance efforts. The city has identified the need to replace aging traf- fic signal components at the intersection of McLean Boulevard and Royal Boulevard to improve reliability, safety and overall operational performance The proposed engineering services agreement for the McLean Boulevard and Royal Boulevard signal modernization project includes design and construction engineering services for the re- moval and replacement of aging signal equipment with modern components consistent with cur- rent traffic signal standards. These engineering services will support project bidding and are an- ticipated to result in a construction contract award during the third quarter of 2026. BACKGROUND HLR Project Oversight The city maintains a comprehensive and structured working relationship with Hampton, Lenzini and Renwick, Inc. (HLR) to support a broad range of traffic engineering and traffic signal services. HLR has consistently performed well in its role as the city’s primary traffic engineering consultant and provides continuity in the management of the city’s signal system and related traffic infra- structure. The city’s traffic signal maintenance administration, inspection and on-call engineering services agreement with HLR serves as the foundational or “parent” agreement, establishing a framework for ongoing services such as overall traffic signal system oversight, maintenance coordination, inspection and an expanding list of on-call traffic engineering in support. This agreement allows the city to efficiently manage day-to-day operations and respond to routine and emergent traffic- related needs. As larger or more complex capital projects are identified through the above work, such as the McLean Boulevard and Royal Boulevard traffic signal modernization project scope, separate pro- ject-specific engineering services agreements are executed to address the full scope of design and construction engineering services required. This approach ensures that each project is properly scoped, budgeted and managed while still leveraging HLR’s familiarity with the city’s infrastructure and standards. This parallel agreement structure has proven effective, maintaining consistency in engineering oversight across multiple projects while allowing the city to deliver both ongoing operational ser- vices and larger traffic signal capital improvements in an efficient and coordinated manner. Mclean and Royal Boulevards Traffic Signal Modernization Project The city and HLR have identified the need to replace the existing traffic signal at the intersection of McLean Boulevard and Royal Boulevard to improve reliability, safety and overall operational performance. The McLean Boulevard and Royal Boulevard intersection has been identified as a priority location due to the age and condition of the existing signal infrastructure. The proposed project will replace aging components with modern equipment designed to meet current traffic signal standards while maintaining the existing intersection configuration. The proposed engineering services agreement includes design and construction engineering ser- vices necessary to advance the project through bidding and construction. These services will sup- port the development of plans and specifications, coordination with utilities, and preparation of bid documents, ultimately leading to a construction contract award anticipated in the third quar- ter of 2026. OPERATIONAL ANALYSIS The city routinely utilizes engineering consulting firms to provide specialized design and construc- tion engineering services for traffic signal infrastructure projects. These projects require technical expertise in traffic signal design, electrical systems, and construction documentation that extends beyond routine maintenance operations. 2 The proposed agreement with HLR will provide a comprehensive scope of services, including sur- vey and data collection, design engineering, preparation of plans and specifications, bidding as- sistance, and construction engineering services. Construction engineering services will include pre-construction coordination, part-time field observation, documentation of contractor activi- ties, and project closeout. Given the defined and targeted scope and scale of the project, combining design and construc- tion engineering services under a single agreement ensures continuity between project phases, improves coordination, and supports efficient delivery. This approach is consistent with past practice for similar signal modernization efforts. If approved, design work is anticipated to begin in the second quarter of 2026, with bidding to follow and a construction contract award anticipated in the third quarter of 2026. Construction is expected to occur during the 2027 construction season. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The proposed agreement contemplates design and construction engineering services in an amount not to exceed $127,610. Funds were budgeted and are included within the 2026 adopted budget for the full scope of this signal modernization work. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE Riverboat 275-0000-791.30-03 275013 $127,610 $127,610 LEGAL IMPACT The proposed agreement constitutes an exception to the procurement ordinance requiring ap- proval by two-thirds of the members of the city council. ALTERNATIVES The city council may choose to reject the proposed agreement with Hampton, Lenzini and Ren- wick, Inc., the city’s primary general traffic and signal consultant. The city can pursue these ser- vices with an alternate engineering firm, however, reduced familiarity with the city’s traffic signal system and standards may result in inefficiencies and increased costs and project timelines. 3 NEXT STEPS 1. Execute the agreement with Hampton, Lenzini & Renwick Inc. 2. Issue directive to engineer to begin work. 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. Engineering Services Agreement with Hampton Lenzini & Renwick, Inc. 4  05/07/2026 Nicholas Piekarski, PE, CFM Design Engineering Manager / Asst. Corp. Secretary AGENDA ITEM: K MEETING DATE: May 13, 2026 ITEM: Elgin Township Road District Street Resurfacing Cost Reimbursement—Intergovernmental Agree- ment (No Cost) OBJECTIVE: Include certain township road segments into the city’s 2026 resurfacing program to minimize disruption to residents and provide cost efficiencies for both local government units. RECOMMENDATION: Enter into the intergovernmental agreement with Elgin Township Road District that reimburses the city for its costs to resurface certain township roadways during the city’s 2026 resurfacing program. In discussions with the Elgin Township Highway Commissioner, staff saw an opportunity for inter- governmental cooperation, cost savings and reduced inconvenience to both city and township residents by including a township roadway segment in the city’s upcoming resurfacing projects. Under this agreement, a township roadway segment adjacent to the city’s planned resurfacing routes will be included in the design, construction and construction engineering phases of the project. Both parties will pay completely for all phases of the work done on roadways under their jurisdiction, and both will realize the benefits of better construction, less inconvenience and dis- ruption to residents, and cost efficiencies achieved by maximizing contract quantities. The Road included under this agreement includes a segment of Maple Street south of Erie Street. BACKGROUND The city has a history of cooperative intergovernmental agreements with several townships, in- cluding Elgin and Hanover townships. This agreement continues that tradition of intergovern- mental cooperation where and when it makes sense for both agencies and their residents. During the early design phase of the 2026 resurfacing program, city engineering staff and Elgin Township staff identified a township road segment adjacent to Elgin’s planned 2026 Resurfacing Program. As a similar cooperative program in 2025 benefited both township and city residents, staff began working with the city’s design engineering consultant to include the additional roadway. Once the township roadway limits and design elements were established, the city’s engineer was able to provide an estimate of probable cost which became the foundation for the cost sharing 1 agreement. The agreement has been drafted to be effective without overburdening the city with financial obligations by requiring the establishment of an escrow account to cover most of the township costs. Resurfacing work will generally include pavement milling and resurfacing. Subbase repair and replacement will be included in various locations to improve pavement strength. The city’s street resurfacing program extends the life of the existing pavement (i.e., the portion of the pavement below the surface course) by resurfacing and sealing the surface to prevent rainwater from reach- ing the base course. The primary purpose of the street resurfacing program is to provide pave- ment maintenance rather than pavement improvement. This maintenance is performed to ex- tend the life of the pavement as far into the future as possible before rehabilitation and replace- ment is needed. OPERATIONAL ANALYSIS The project primarily involves the grinding of existing bituminous material and the paving of a new riding surface of bituminous asphalt over the existing base on city jurisdictional streets. All work will be performed under traffic with only temporary lane closures. The township road segment is immediately adjacent to the city’s planned improvements, so no additional mobilization charges will be required by the contractor. The city’s construction con- tractor and engineering inspection firm will execute their respective services on behalf of the city and township, and the city will be the lead agency on the project. The township work will be included in the 2026 various West-Side streets resurfacing project. The work is expected to start in July 2026 and be completed by November 2026. INTERESTED PERSONS CONTACTED Elgin Township Highway Commissioner Jason Krabbe FINANCIAL ANALYSIS The agreement established a reimbursement method in which the Township will pay 80 percent of their total estimated costs to the city upon award of the construction contract. As the con- struction progresses, the city will pay the contractor and engineering firm for all costs using the escrow to offset the costs assigned to township roads. The Township will pay to the city the re- maining actual final balance upon completion of the Road District segments of the project, based upon final, actual costs. Construction costs will be calculated using bid prices and actual con- structed quantities, with a percentage of construction costs charges to the Township for design engineering (9.0%) and construction engineering (10.0%). There will be no additional costs to the city under this agreement. The current estimate for total township cost is $30,985. 2 BUDGET IMPACT FUND ACCOUNT PROJECT # AMOUNT AMOUNT BUDGETED AVAILABLE N/A LEGAL IMPACT None. ALTERNATIVES The city council may choose to deny the recommended IGA, at which time staff will work with the Township to coordinate multiple resurfacing projects within the same areas without causing damage to whichever entity completes their work first. NEXT STEPS 1. Execute the Intergovernmental Agreement. 2. Proceed with construction. 3. Separately track Township and city project costs for future reimbursement needs. 4. Complete construction scheduled for 2026. Originators: Mike Pubentz, Public Works Director Kathryn Edwards, Engineering Inspector Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel Richard G. Kozal, City Manager ATTACHMENTS A. Intergovernmental Agreement Between the City of Elgin and the Elgin Township Road District for Costs Associated with the Resurfacing of Various Township Roads. 3 AGENDA ITEM: L MEETING DATE: May 13, 2026 ITEM: Metro West Council of Government—Membership Renewal ($30,000) OBJECTIVE: Maintain membership in a regional council of governments to advance legislative priorities, protect local resources and coordinate regional advocacy. RECOMMENDATION: Approve the city’s annual membership renewal with the Metro West Council of Government in the amount of $30,000. ______________________________________________________________________________ The Metro West Council of Government (Metro West) is a nonprofit organization representing 37 municipalities across Kane, Kendall, and DeKalb Counties, collectively serving over 750,000 resi- dents. As one of its founding members, Elgin benefits from Metro West’s ability to convene regional partners, advocate for shared legislative priorities and enhance municipal effectiveness. Renew- ing membership ensures Elgin remains part of a coordinated regional effort to influence legisla- tion that directly impacts municipal revenue, infrastructure funding and local decision-making authority. Through Metro West, the city can advocate more effectively on issues such as infra- structure investment and preservation of local control, while leveraging a unified regional voice rather than acting independently. BACKGROUND Metro West is a nonprofit council of governments founded in 2004 and supported through mem- ber dues. Elgin is a founding member and has participated in the organization since its inception. Metro West represents 37 municipalities across Kane, Kendall and DeKalb Counties, including neighboring communities such as Aurora, Carpentersville, Geneva, St. Charles and South Elgin. The organization provides a structured forum for municipalities in Kane, Kendall and DeKalb Counties to coordinate on shared priorities, develop unified policy positions and engage directly with state and federal decision-makers. Metro West works collaboratively with regional agencies and partner organizations to ensure municipal perspectives are represented early in the legisla- tive and regulatory process, when policy direction is still being shaped. Legislation and administrative rulemaking affecting municipal operations is introduced regularly at the state and federal levels. While some proposals are beneficial, others create operational or financial impacts, including unfunded mandates that require local resources without additional revenue. Monitoring legislation, assessing impacts and coordinating responses across jurisdic- tions is time and resource intensive. Metro West centralizes this work on behalf of its members, allowing the city to stay informed, coordinate with neighboring communities and respond effec- tively without the need for additional staff resources. Metro West also facilitates direct engagement with legislators through coordinated advocacy ef- forts, including meetings in Springfield, legislative briefings and regional events. These efforts provide member municipalities with access and visibility that would be more difficult to achieve independently. The term of this membership renewal covers May 2026 through April 2027. OPERATIONAL ANALYSIS Municipalities increasingly rely on regional coordination to address complex policy, funding and regulatory challenges that extend beyond jurisdictional boundaries. Metro West provides a re- gional platform focused specifically on the needs of communities in Kane, Kendall and DeKalb Counties, complementing broader organizations such as the Illinois Municipal League and Na- tional League of Cities. Metro West’s 2026 legislative priorities focus on issues with direct operational and financial im- plications for the city, including: • Local Government Authority: Oppose legislation that eliminates local decision-making au- thority, ensuring local control over zoning; oppose legislation on local government that is unfunded or underfunded. • Support for Economic Development Tools: Maintain flexibility for municipalities to use tax increment financing (TIF) districts effectively. • Investment in Infrastructure: Secure additional state and federal funding to address the challenges to the region’s water and sewer infrastructure, including emerging contami- nants like PFAS. • Protection of Local Revenue: Advocate for protection and full restoration of the Local Government Distributive Fund (LGDF) to support essential services and projects. • Transportation and Mobility: Ensure municipal involvement in transportation planning and funding decisions; support coordinated regulation of electric mobility vehicles to pro- mote safety and consistency. • Public Safety and Pension Reform: Ensure municipal participation in conversations about Tier 2 pension reform. 2 Metro West's proactive legislative positions directly support the city's strategic plan, providing clear advantages by advocating for critical infrastructure funding and enabling economic devel- opment initiatives that benefit the community. Metro West works closely with the Metropolitan Mayors Caucus (MMC), Illinois Municipal League (IML), the Chicago Metropolitan Agency for Planning (CMAP) and the other metro area councils of governments (COGs) on issues affecting the region. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The annual membership cost of $30,000 supports access to coordinated legislative monitoring, advocacy and regional collaboration. Without participation in Metro West, the city would rely solely on broader organizations for legislative awareness and advocacy, limiting its ability to in- fluence regional priorities and engage early in the policy development process. Metro West’s work reduces the need for additional staff time dedicated to legislative tracking and coordination while strengthening the city’s ability to protect financial resources and ad- vance key initiatives. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT #(S) AMOUNT AMOUNT BUDGETED AVAILABLE General 010-0102-701.32-09 N/A $30,000 $30,000 LEGAL IMPACT None. ALTERNATIVES The city council may choose not to renew its annual membership with the Metro West Council of Government. The city would then solely rely upon the services of various organizations that monitor legislation affecting municipalities such as the Illinois Municipal League, National League of Cities and the International City Manager Association. NEXT STEPS Renew the city’s annual membership with the Metro West Council of Government. 3 ______________________________________________________________________________ Originators: Karina Nava, Assistant City Manager Richard G. Kozal, City Manager Final Review: Debra Nawrocki, Chief Financial Officer Christopher J. Beck, Corporation Counsel _____________________________________________________________________________ ATTACHMENTS None. 4