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City Council Minutes 1998 01-22-98 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS HELD AT THE KENDALL COUNTY BOARD ROOM, 111 W. FOX ST., YORKVILLE ON THURSDAY, JANUARY 22, 1998. Mayor Bob Johnson called the meeting to order at 7:07 p.m. and led the Council in the Pledge of Allegiance. ROLL CALL Clerk Simmons called the roll. Ward I Spang Present Sticka Present Ward II Lynch Present Kot Present Ward III Jones Present Prochaska Present Ward IV Sowinski Present Stafford Present QUORUM A quorum was established. INTRODUCTION OF GUESTS Mayor Johnson welcomed those present and asked them to introduce themselves and to enter their name on the attendance sheet provided. AMENDMENTS TO THE AGENDA Mayor Johnson stated that under Administration Committee the Kendall County Lease Agreement will follow Minutes for Approval. Alderman Kot stated under Public Safety, item#1 should read November and December Monthly Police reports not September Monthly Police Reports. Mayor Johnson stated under Economic Development Committee reports he added House Bill #2373, he stated under Mayor's report he will announce a Special City Council Meeting, he stated under Public Works Committee Reports the five (5) year Street Plan is removed from the agenda. MEETING DATES Public Works Committee Monday February 9, 1998 6:30 PM Kendall County Building Conference Room - Suite 3 Economic Development Committee Tuesday February 17, 1998 7:00 PM Kendall County Building Conference Room - Suite 3 Public Safety Committee To be announced 6:30 PM Kendall County Building Conference Room - Suite 3 Administration Committee Tuesday February 10, 1998 6:30 PM Kendall County Building Conference Room - Suite 3 CITIZENS COMMENTS No citizen comments. PUBLIC HEARING No Public Hearing. PLANNING COMMISSION/ZONING BOARD OF APPEALS/SIGN REVIEW BOARD Alderman Jones gave a brief update of the January 14, 1998 meeting. First item PC98-1 Annexation and Rezoning request by the Schneiders which was approved, will go to Economic Development Committee next and then to Committee of the Whole, second Minutes of the Regular City Council meeting January 22. 1998 - Page 2 item PC98-2, request through the County for residential, which was passed and went to Economic Development Committee and will go to Committee of the Whole next, third item PC98-3 request from Inland for rezoning at the corner of Route 34 and 47, was voted down. MINUTES FOR APPROVAL A motion was made by Alderman Prochaska and seconded by Alderman Spang to accept the minutes of the regular meeting of the City Council of January 8, 1998 as presented. Motion carried by viva voce vote. (AGREEMENT) KENDALL COUNTY LEASE AGREEMENT FROM FEBRUARY 1, 1998 UNTIL APRIL 30, 1998. A motion was made by Alderman Prochaska and seconded by Alderman Lynch to approve the Mayor and City Clerk to execute the lease agreement with Kendall County for lease of approximately 1000 square feet of space on the third floor of the building at 111 W. Fox Street, Suite 3 for the City of Yorkville Administration offices at a cost of $1000.00 per month beginning February 1, 1998 until April 30, 1998. Clerk Simmons called the roll. Jones aye Prochaska aye Spang aye Sticka aye Kot aye Lynch aye Stafford aye Sowinski aye Motion carried: Ayes: 8 Nays: 0 (AGREEMENT) KENDALL COUNTY LEASE AGREEMENT FROM MAY 1, 1998 UNTIL APRIL 30, 1999. A motion was made by Alderman Prochaska and seconded by Alderman Lynch to approve the Mayor and City Clerk to execute the lease agreement with Kendall County for lease of approximately 1000 square feet of space on the third floor of the building at 111 W. Fox Street, Suite 3 for the City of Yorkville Administration offices at the cost of $1000.00 per month beginning May 1, 1998 until April 30, 1999 with a possible termination after a 60 day notice by the City to the County. There was discussion that the wording "with a possible termination after a 60 day notice by the City to the County" was not supposed to be included in the agreement. Alderman Lynch withdrew his second and Alderman Prochaska restated the motion. A motion was made by Alderman Prochaska and seconded by Alderman Lynch to approve the Mayor and City Clerk to execute the lease agreement with Kendall County for lease of approximately 1000 square feet of space on the third floor of the building at 111 W. Fox Street, Suite 3 for the City of Yorkville Administration offices at the cost of$1000.00 per month beginning May 1, 1998 until April 30, 1999. Clerk Simmons called the roll. Prochaska aye Spang aye Sticka aye Kot aye Lynch aye Stafford aye Sowinski aye Jones aye Motion carried: Ayes: 8 Nays: 0 BILLS FOR APPROVAL A motion was made by Alderman Prochaska and seconded by Alderman Sowinski to accept the bills dated January 28, 1998 in the amount of $196,128.15 (vendor), $67,331.06 (payroll), for a total of$263,459.21. Clerk Simmons called the roll. Minutes of the Regular City Council Meeting January 22. 1998 - Page 3 Sticka aye Kot aye Lynch aye Stafford present Sowinski aye Jones aye Prochaska aye Spang aye Motion carried: Ayes: 7 Nays: 0 Present: 1 ATTORNEY'S REPORT No report. MAYOR'S REPORT Mayor Johnson stated David Schnelzi resigned from the Park Board. He stated that Mr. Schnelzi was an appointee from the Yorkville School District. He stated that he received a letter from Doctor Tom Engler stating the School Board was recommending Chris Rollins to fill the position. (APPOINT CHRIS ROLLINS TO THE YORKVILLE PARK AND RECREATIONS BOARD) Mayor Johnson formally appointed Chris Rollins to the Yorkville Park and Recreations Board representing the Yorkville School District. (COMPETITIVE COMMUNITY INITIATIVE MEETING) Mayor Johnson announced there would be a Competitive Community Initiative meeting on January 28, 1998- 7:00 pm-Austin Room at the Beecher Center. He stated the purpose of the meeting will be to review the Community Action Plan. (NORTHERN ILLINOIS PLANNING COMMISSION MEETING) Mayor Johnson stated that on February 3, 1998 - 7:00 pm, in the Kendall County Board room, the Kendall County Board will have representatives from the Northeastern Illinois Planning Commission to talk about their organization and Kendall Counties potential participation in it which would also invite Yorkville to become part of it if we so choose. (SPECIAL CITY COUNCIL MEETING) Mayor Johnson formally announced a Special City Council Meeting on Thursday, January 29, 1998 - 7:00 pm at the Beecher Center. He stated the purpose of the meeting will be for discussion and selection of an architect for a new city office building. CITY CLERK'S REPORT City Clerk Simmons asked for a motion to accept the Executive Session minutes of January 8, 1998. A motion was made by Alderman Spang and seconded by Alderman Lynch to accept the Executive Session minutes of January 8, 1998. Motion carried by viva voce vote. City Clerk Simmons stated the Executive Session Minutes were up for their six month review and asked the Mayor to recommend the committee appointed for this purpose get together and review them. Mayor Johnson asked Committee Members Alderman Stafford and Alderman Lynch to get together with Clerk Simmons at their convenience to review the Executive Session Minutes for recommendation of their release to the public. CITY TREASURER'S REPORT City Treasurer Richard Scheffrahn reported for the month of November 1997 there was $256,739.62 Revenue, $291,300.53 Expense, for the month of December 1997 there was $398,120.97 Revenue, $477,873.18 Expense leaving a balance at the end of the year of $860,880.32. City Treasurer Scheffrahn asked the City Council to accept these reports. Minutes of the Regular City Council Meeting January 22, 1998 - Page 4 A motion was made by Alderman Prochaska and seconded by Alderman Lynch to accept the City Treasurers report for the months of November and December 1997. Alderman Spang asked City Treasurer Scheffrahn to give an overview of the Trust and Agency deficit growing substantially. City Treasurer Scheffrahn stated that this was being looked into to see exactly where it stands and preferred to wait until he had all the information. Motion carried by viva voce vote. CITY ADMINISTRATOR 'S REPORT No report. SCHOOL COMMUNITY REPORT Alderman Spang stated that the next regular meeting of the Board of Education of Yorkville Community School District#115 will be January 26, 1998 at 7:30 p.m. in the District Office. He stated items on the agenda include an update on the High School construction, the 1998/1999 District Calendar, and a report from the Strategic Plan Update Committee Review. OLD BUSINESS City Attorney Kramer gave an update on the White Oak Estates sidewalk issue. He stated one issue in question was along Fox Road and from the information dug up it was clear that the sidewalk was on the preliminary plat/preliminary engineering but was not on the final engineering, so Joe Wyrott is going to contact the developer and insist on the sidewalk on Fox or money be put up for it and that it is a requirement. City Attorney Kramer stated regarding the homeowners issue regarding sidewalks and the railroad tracks. He stated there is a typed summary of the original ICC hearing. He stated there is some reference in the summary on how they wanted it designed to accommodate a sidewalk without a drop off. He stated there were no mandatory requirements in the hearing summary from the ICC or the Burlington on where the sidewalk must be put nor did the summary prohibit it. He stated City Engineer Joe Wyrott told him the Burlington made a mistake on the crossing in a sense that they had a dimension on how long the timbers for the crossing should have been and should have been off centered to the west to accommodate a sidewalk so there would not be a gap. He stated the Burlington centered the timbers on the blacktop right of way and but where the sidewalk would go the timbers do not extend all the way out. He stated the minutes Jim Nanninga and Joe Wyrott dug out for him were not helpful in a sense that they do not state you must put a sidewalk in or no you don't have to put a sidewalk in. He stated that it was up to the City Council if they wanted to honor the White Oak Estates Home Owners Association and not require a sidewalk along River Birch Drive. Alderman Spang stated that he has spoke to Tony Robinson of the White Oak Estates Board of Directors, and Tony Robinson asked him to convey to the City Council that the Board of Directors does not wish to make a call either way on the pedestrian crossing over the railroad tracks and wants it left up to the City Council. Alderman Spang read a letter (attached) from the Board of Directors of White Oak Estates into the record. Alderman Spang stated that Tony Robinson told him that he will report to the City Council the results of the vote taken at their homeowners association meeting in February. Alderman Lynch stated that he got a call from one of the homeowners and he told him that he wanted sidewalks every place. There was discussion and decision that the issue of a sidewalk over the railroad tracks should be discussed at the next Public Works meeting since the issue has become more complicated. Minutes of the Regular City Council Meeting January 22, 1998 - Page 5 NEW BUSINESS There was none. COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT (SEPTEMBER, OCTOBER, NOVEMBER WATER REPORTS) A motion was made by Alderman Sowinski and seconded by Alderman Lynch to accept the September, October, November Water Department Reports. Motion carried by viva voce vote. ECONOMIC DEVELOPMENT COMMITTEE REPORT (NOVEMBER AND DECEMBER BUILDING PERMIT REPORTS) A motion was made by Alderman Jones and seconded by Alderman Lynch to approve the November and December Building Permit Reports of 1997. Motion carried by viva voce vote. (HOUSE BILL #2373) Mayor Johnson stated House Bill #2373 is a bill introduced by Representative Pat Linder. He stated this bill calls upon certain types of mandated studies to be done by the County regarding the proposed Race Track and it also talks about mandating for a citizens referendum. He stated that he felt this was good way to approach the Race Track issue. He stated that he asked the Economic Development Committee to review House Bill #2373 and bring back their recommendation. Alderman Jones stated that they did looked into this legislation and it is their recommendation that the City Council support this bill. A motion was made by Alderman Jones and seconded by Alderman Spang to support House Bill #2373 and ask our State Representatives to pass the bill. Clerk Simmons called the roll. Jones aye Prochaska aye Spang aye Sticka aye Kot aye Lynch aye Stafford aye Sowinski aye Motion carried: Ayes: 8 Nays: 0 Mayor Johnson asked City Administrator Jim Nanninga to compare letters to Senator Ed Petka and State Representative Tom Cross advising them of the City Councils support of this legislation. He also directed City Administrator Nanninga to also send a copy to Representative Pat Lindner. PUBLIC SAFETY COMMITTEE REPORT (NOVEMBER & DECEMBER MONTHLY POLICE REPORTS) A motion was made by Alderman Kot and seconded by Alderman Sowinski to accept the November and December Monthly Police Reports. Motion carried by viva voce vote. (ORDINANCE 98-1) ORDINANCE AMENDING CHAPTER 6 IN REGARD TO HUMAN RESOURCES COMMISSION A motion was made by Alderman Kot and seconded by Alderman Stafford to adopt ordinance amending Chapter 6 in regard to Human Resources Commission. Clerk Simmons called the roll. Minutes of the Regular City Council Meeting January 22, 1998 - Page 6 Sticka aye Kot aye Lynch aye Stafford aye Sowinski aye Jones aye Prochaska aye Spang aye Motion carried: Ayes: 8 Nays: 0 (ORDINANCE 98-2) AMENDMENT TO LIQUOR ORDINANCE A motion was made by Alderman Kot and seconded by Alderman Prochaska to adopt an ordinance amending Title 3, Section 3-4B-8 of the Liquor Control Ordinance of the United City of Yorkville. Clerk Simmons called the roll. Spang aye Sticka aye Kot aye Lynch aye Stafford aye Sowinski aye Jones aye Prochaska aye Motion carried: Ayes: 8 Nays: 0 ADMINISTRATION COMMITTEE REPORT (APPOINTMENT OF CITY SECRETARY/DEPUTY CITY CLERK) A motion was made by Alderman Prochaska and seconded by Alderman Lynch to appoint Sandra Marker to the position of City Secretary/Deputy City Clerk effective January 23, 1998 with a starting salary of$24,000.00 per year under the terms of the City of Yorkville Employee manual, plus the $2,900.00 stipend for Deputy Clerk. Clerk Simmons called the roll. Kot aye Lynch aye Stafford aye Sowinski aye Jones aye Prochaska aye Spang aye Sticka aye Motion carried: Ayes: 8 Nays: 0 At this time Mayor Johnson called Sandra Marker forward and swore her in. (RESOLUTION 98-1) JOB DESCRIPTION-SECRETARY TO THE CITY ADMINISTRATOR A motion was made by Alderman Prochaska and seconded by Alderman Sowinski to approve the newly revised job description for the position of Secretary to the City Administrator. Clerk Simmons called the roll. Stafford aye Sowinski aye Jones aye Prochaska aye Spang aye Sticka aye Kot aye Lynch aye Motion carried: Ayes: 8 Nays: 0 ADDITIONAL BUSINESS Alderman Spang read a typed summary (attached) of his opinion on the act the City Council will be taking one week from tonight to firm up plans for a new city office building. • Minutes of the Regular City Council Meeting January 22,1998 - Page 7 Alderman Prochaska, Alderman Sowinski, Alderman Stafford and Alderman Sticka gave brief opinions. Mayor Johnson made a brief statement in response to Alderman Spang, Alderman Prochaska, Alderman Sowinski, Alderman Stafford's opinions. He stated that there is no right or wrong to anyone's opinion. He stated that we have to look with what we feel is the best vision for the future and with the best interest of our employees and also our city. He stated that he feels the City Council needs to look at how we can enhance Economic Development in this community. Alderman Sticka gave a brief statement on his feelings. ADJOURNMENT A motion was made by Alderman Sowinski and seconded by Alderman Spang to adjourn the meeting at 8:04 p.m. Motion carried by viva voce vote. By: Deborah K. Simmons, City Clerk City of Yorkville, Illinois • • CITY COUNCIL MEETING 7-1 PLEASE SIGN IN! NAME: ADDRESS: 7Y iJ 4uf, h2 Ali a'kG/Ze-- tik..1rd 1 01/21/1998 17:26 6309934419 - CAPSTONE PAGE 01 White Oak Estates Honr2eownetts Association January 21, 1998 City of Yorkville Board of Planning & Zoning 111W. Fox Street Yorkville, IL 60560 Dear Board Members: This is to clarify, in writing, the position of the White Oak Estates Board of Directors regarding the requirement for sidewalks along River Birch Drive in our subdivision and to outline our planned course of action to amend the White Oak Estates covenants accordingly. After being approached by homeowners living along River Birch Drive requesting we delete the requirement for sidewalks in front of their homes, the White Oak Estates Directors surveyed the property owners of the subdivision to determine a census opinion on the issue. Whereas the vast msjority of property owners support the position of not requiring sidewae along River Birch Drive the Board of Directors filed the variance request before you now. The White Oak Estates Board of Directors will present an amendment to the covenants at our annual homeowners association meeting scheduled for next month. An official vote to amend the covenants will,be taken at this meeting with the will of the majority prevailing. The White Oak Estates Board of Director recognizes that both the Zoning Board and the Homeowners Association must approve the proposed change independently before this issue is resolved and is therefore confident the position of all effected parties is adequately represented and protected. Best Regards, 1//451-- le Oak Estates Board of Directors One week from tonight this council will act to firm up plans for a new city office building projected to cost $1.2 million. Two proposals for office space, each costing less than $500,000, have been rejected. The first, best option was, of course, to acquire the Historic Court House and renovate it for the city's use. That plan was estimated to cost $300,000 to bring it up to a standard we could use today. Each successive year would have required maintenance and revision. The amount of updating could have been driven by available revenue rather than revenue needs being driven by debt load. That option would have provided over 14,000 square feet of space for the City Administration and Police Department. Room would also have been available for Engineering, Parks, and even some rental space to help with maintenance costs. Another option rejected was one suggesting better utilization of current facilities. Remodeling present office space in the public works building would yield 1,600 square feet for Engineering, Public Works, and records storage. A 2,500 square foot addition to the Beecher Building or the Library would provide Administration two and one-half times the current office space in use. The Police department could benefit by a 1,000 square foot addition to their building and paving the parking areas. A garage could be added for some of the squad cars for a very reasonable cost. There might even be some money available to rehab the Parks building down at the river front. The cost estimate of this project would be around $500,000. Tonight I offer a third option. There are several buildings in the downtown area that are available for a very reasonable cost. One that comes to mind is the former Farmers State Bank Building, known more recently as the Wilder Horse Company building. It is available for just over $100,000 and would provide over 2,000 square feet of office space for the Administration Department of the city. Additions and improvements could be made to the Police Department as outlined previously along with remodeling the Public Works and Engineering Offices for a cost well under$500,000. Where better to put City Hall than right downtown? Before we embark further on a 1.2 million dollar path, consider this. Aside from the fact that we must have permanent quarters, several other areas are competing for the available funds. Can we divert the over 2 million dollars that this debt becomes when financed while other areas of city services are so woefully under funded? This Council is not willing to formally adopt a 5 year street repair plan because the revenue required is uncertain. What about the Police Department? Can we continue to chase criminals, respond to emergencies, and patrol our city with squad cars that have over 100,000 miles on them? We currently have five of our nine police vehicles above 100,000 miles and two more above 70,000 miles. What about Public Works? Last year we began an addition the Public Works garage and had to stop because the required funding did not materialize. Two of our four heavy trucks are falling apart. One, a 1985 model, and the other, a 1983 model, were used when we purchased them from the State of Illinois Highway Department. We have no idea how many miles they have, their odometers were long ago broken. The third truck is a 1976 model. That's 22 • years old now. Talk to the Public Works employees. Ask them to show you the equipment they work with everyday. Do we have an amortization plan to replace these vehicles or will we just appropriate the $70,000 or$80,000 needed when one finally gives up. We plan on taking a 2.3 million dollar loan from the Illinois Environmental Protection Agency to rehabilitate the sanitary sewer system. These repayment dollars are to come from utility taxes and sewer tap on fees. Both of those revenue sources are dependent on the ups and downs of the economy. In addition, that loan will only fund the most critical repairs. There remains over 2 million dollars in additional repairs of a less critical nature for which no funding source has yet been identified. The statement has been made that we should have all our offices in one place. If we were well funded and didn't know where to spend the next tax dollar, I think a new 1.2 million dollar Yorkville Government Center would be a fine idea. The reality is that we don't have that kind of money. We, as servants of the good people of Yorkville, must never lose track of what we are here for, to serve our citizens, not spend their money on ourselves. for one can conduct the city's business in a rehabbed downtown building, and at the same time hopefully contribute to the revitalization of our downtown area. What better way for the city to start getting ready for the year 2000! Jeff Spang Alderman, Ward 1 January 22, 1998