Elgin City Council Committee of the Whole and Regular Meeting - October 8, 2025

The Elgin City Council convened for a Committee of the Whole meeting at 6:00 p.m. followed by a Regular Meeting at 7:00 p.m. on October 8, 2025. The meetings addressed staffing for fire and EMS services, health insurance renewal, a management pay plan overhaul, a food truck for Wing Park Golf Course, fuel card contract renewal, Larkin High School athletic field improvements, proposed council rule changes, and other routine items. All votes were unanimous (9-0) unless noted.

Committee of the Whole

Consent Calendar (Committee of the Whole)

• Approval of the minutes from September 24, 2025, was moved, seconded, and approved 9-0.

Public Comments & Testimony

• Carol Bailey (Elgin resident) provided updates on the Martin Luther King Jr. celebration for 2026 (January 17-19, 2026) and requested volunteers. She directed residents to the Elgin City of Peace Facebook page for sign-up information.

Discussion Items (Committee of the Whole)

• SAFER Grant (Item A): The city manager presented the approval of a FEMA SAFER grant of just over $3 million to hire nine firefighter-paramedics for a sixth full-time ambulance. The city's total cost is under $5 million over three years, with the city responsible for about $2 million. After three years, the city would absorb full payroll costs. Fire Chief Sogan and Assistant Chief Rink answered questions. Councilmember Ortiz asked about reducing reliance on mutual aid (especially South Elgin); Chief Sogan confirmed the grant should reduce but not eliminate mutual aid. Councilmember Dixon inquired about legacy costs; the grant amount is fixed but future collective bargaining increases could raise costs. Councilmember Powell praised the grant. The item was moved and seconded for approval; a roll call vote was taken, and the motion carried 9-0.
• Blue Cross Blue Shield Health Insurance (Item B): The city manager explained the annual renewal process. The initial 21.2% increase was negotiated down to 11.19% (including a 1.25% discount for renewing dental/accident/critical illness policies). Councilmember Ortiz asked about wellness incentives; HR Director Bennett said it would require union negotiations. Councilmember Dixon noted that UnitedHealthcare, Aetna, and Cigna declined to bid due to high drug costs. The plan also covers retirees. A motion for approval was seconded and passed 9-0.
• Management Pay Plan and Benefits Ordinance (Item C): The city manager introduced the result of a classification, compensation, and benefits study by the HR Group, transitioning from a step increase system to a performance-based range system. HR Director Bennett explained the new process: a three-level check (supervisor, director, HR) in the new UKG system with a five-point scale; the highest recommended raise is 5% for exceptional performance, with average raises around 2-3%. The ordinance includes bilingual pay. Councilmember Powell asked about redlined employees (those above the maximum); about 10% of 145 management employees are redlined, mostly in parks and recreation. Councilmember Dixon asked about the frequency of market reviews; the HR group recommends every two years for pay grade adjustments, but not a full-scale revision. The city manager has discretion to adjust pay grades, with annual reporting to council. A motion was made, seconded, and passed 9-0.
• Food Truck for Wing Park Golf Course (Item D): The city manager announced a contract with Delivery Concepts Inc. for a food truck design and build, permanently based at the Wing Park Clubhouse. Councilmember Ortiz confirmed the city retains ownership. A motion for approval was seconded and passed 9-0.
• Fuel Card Services Renewal (Item E): The city manager presented the renewal of the state joint purchasing program for fuel cards covering 700 vehicles and 529 cards. A motion was seconded and passed 9-0.

Announcements from Council

• Councilmember Ortiz welcomed new staff member Melody and praised Ken Jones for training.

Regular Meeting

Consent Calendar (Regular Meeting)

• Approval of minutes from September 24, 2025, was moved, seconded, and approved 9-0.

Proclamations & Presentations

• Domestic Violence Awareness Month: Joanne Stingley, representing Community Crisis Center, presented information on domestic violence services, noting 67 referrals from detectives in the past month. Ribbons were distributed.
• Proclamation Honoring Denise Haben: Councilmember Powell read a proclamation recognizing the life and legacy of Denise Haben, a community activist committed to justice and equity. Carol Ann Bailey accepted the proclamation.

Public Comments & Testimony

• Carol Bailey (repeated from Committee of the Whole) provided the same MLK celebration update.
• Linda Searcy (former U46 educator, Elgin resident) spoke about the 890 Galt Boulevard project, citing zoning issues (light-industrial), a 1967 consent decree prohibiting residential and places of worship, and concerns about traffic impact on Oak Ridge, Sherwood Oaks, and Castlewood areas.
• Jane Lampkin (Calder Crossing North Condominium Association Board) requested city ordinances for e-bikes and e-scooters, citing safety concerns with young children riding unsafely. Sandy also spoke in support.

Bids

• Edward Schock Center Carpet Replacement: Awarded to Shaw Industries for $155,426 via Sourcewell joint purchasing. Passed 9-0. Councilmember Ortiz asked about the city creating its own cooperative purchasing; city manager said they could explore it in the future.
• Fire Station 5 Flooring Replacement: Awarded to Shaw Industries for $32,996 for ceramic tile replacement. Passed 9-0.

Other Business

• Petition 26-25 – 2125 Point Boulevard (A Tech Ambulance Sign): Planning and Zoning Commission recommended approval of an electronic changeable monument sign along I-90, larger than normally permitted but smaller than other approved signs in the area. Conditions include a static message, 10-second hold, and instant change. Passed 9-0. Councilmember Ortiz asked about message rotation; staff confirmed the 10-second rule.
• Petition 25-25 – 1475 Larkin Avenue (Larkin High School Athletic Field Improvements): U46 proposes improvements to the track and field, including a new 7,600 sq ft building (concessions, locker rooms, bathrooms), 1,500 sq ft pavilion, two ticket booths, scoreboard, permanent bleachers (capacity 2,250), press box, and ornamental fencing. The field would be oriented east-west. Traffic study estimates 300-400 vehicles for games; parking available on-site (540 spaces) with shuttle service from nearby schools if needed. Councilmember Dixon raised resident concerns about parking and traffic but praised the thoughtful plan. Councilmember Martinez supported the project, noting low frequency (5 home games per year). Councilmember Powell highlighted the need for student athletics. Councilmember Stefan noted the north-side ticket booths help direct parking away from neighborhoods. Councilmember Ortiz (Larkin alum) noted the east-west orientation is permitted by IHSA and used by successful schools. The motion passed 9-0.
• Ordinance Amending City Council and Boards & Commissions Code: The council discussed multiple amendments: (1) Ticket policy for city-paid events – voted to change cancellation notice from 48 hours to 5 business days (passed 5-4); agreed on exceptions for death, illness, or emergency; and that tickets are non-transferable to friends/relatives (consensus reached). (2) Appointment of board/commission members – voted that both recommending persons (the two council members) rotate (passed 5-4-2? The exact tally was 4 yes, 3 no, 2 abstentions; the mayor announced the motion carried, so the ordinance will be prepared with both rotating). (3) Remote meeting rules – voted on requiring cameras on for remote attendance (passed 7-2) and on whether council members may attend executive session remotely (the vote was 5 yes to allow remote attendance, 4 no; the mayor clarified that a yes vote meant “can attend remotely,” so the motion to allow remote attendance passed 5-4; thus executive session remote attendance remains allowed). (4) Travel policy – discussion about council members attending conferences at city expense; consensus was to maintain existing policy but require sharing of information learned. No formal vote was needed; the item will be incorporated into the draft ordinance.
• Change Order #2 for Dundee Avenue Site Investigation: Resolution authorizing execution with Ramboll Americas Engineering Solutions. Passed 9-0.
• Resolution Accepting SAFER Grant: Resolution accepting the FEMA SAFER grant. Passed 9-0.

Consent Agenda & Miscellaneous Business

• Consent agenda passed 9-0. Miscellaneous business passed 9-0.

Announcements

• Next Committee of the Whole: October 22, 2025, at 6:00 p.m.
• Next Regular Meeting: October 22, 2025, at 7:00 p.m.
• The council adjourned to executive session at the end of the regular meeting.