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City Council Minutes 2007 04-10-07 i I MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS, HELD IN THE CITY COUNCIL CHAMBERS, 800 GAME FARM ROAD ON TUESDAY, APRIL 10, 2007. Mayor Prochaska called the meeting to order at 7:00 P.M and led the Council in the Pledge of Allegiance. ROLL CALL Clerk Milschewski called the roll. Ward I James Present Leslie Present Ward II Burd Present Golinski Present Ward III Bock Present Munn Present (arrived 7:08) Ward IV Besco Present Spears Present Also present: City Clerk Milschewski, City Treasurer Powell. City Attorney Wyeth, Interim City Administrator Crois, Assistant City A dministra tor Olson, Police Lieutenant Schwartzkopf, Community Development Director Miller, Superintendent of Recreation Swithin, Public Relations Manager Spies and Finance Director Mika. .QUORUM A quorum was established. INTRODUCTION OF GUESTS Mayor Prochaska asked the staff and guests to introduce themselves. He welcomed the guests and asked them to enter their names on the attendance sheet provided. AMENDMENTS TO THE AGENDA Alderman Besco asked that Item #4 — Contract for Garbage, Refuse, Recycling and Yard Waste Collection be removed from the consent agenda and placed on the regular agenda under the Administration Committee Report. Mayor Prochaska noted that the City Council received a memo regarding an emergency change order for the work on Heustis Street and he asked that this item be placed on the agenda under the Mayor's Report for discussion. COMMITTEE MEETING DATES Public Works Committee Committee of the Whole 7:00 P.M., Tuesday, April 18, 2007 City of Yorkville Conference Room Economic Development Committee Committee of the Whole 7:00 P.M., Tuesday, April 18, 2007 City of Yorkville Conference Room Administration Committee Committee of the Whole 7:00 P.M., Tuesday, May 1, 2007 City of Yorkville Conference Room Public Safety Committee Committee of the Whole 7:00 P.M., Tuesday, May 1, 2007 City of Yorkville Conference Room PRESENTATIONS Swearing -in of Police Officers Mayor Prochaska, Police Commissioner Bob Johnson and Police Lieutenants Hart and Schwartzkopf swore in new police officers, Andrew Houghton and Matthew Ketchmark. Mayor Prochaska welcomed the officers to Yorkville. I PUBLIC HEARINGS Centex Homes Mayor Prochaska entertained a motion to go into public hearing for the purpose of discussing Centex Homes, a Nevada general partnership, petitioner, who has filed an application with United I The Minutes of the Regular Meetins of the Citv Council - Avril 10, 2007 - vase 2 City of Yorkville, Kendall County, Illinois requesting amendment to the existing annexation and PUD for the property commonly known as Bristol Bay. The real property consists of approximately 600 acres, located at the northwest and southeast comer of Route 47 and Galena Road, Yorkville, Illinois. So moved by Alderman Leslie seconded by Alderman Golinski. Mayor Prochaska noted that the City Council received several memos indicating that the petitioner is requesting that the public hearing be continued until the May 8, 2007 City Council meeting. Motion approved by a roll call vote. Ayes -8 Nays-0 Bock -aye, Spears -aye, Burd -aye, Munns -aye James -aye, Golinski -aye, Leslie -aye, Besco -aye At the request of the petitioner, Mayor Prochaska entertained a motion to continue the public hearing until the May 8, 2007 City Council meeting. So moved by Alderman Leslie; seconded by Alderman Golinski. Motion approved by a roll call vote. Ayes -8 Nays -0 Spears -aye, Burd -aye, Munns -aye, James -aye, Golinski -aye, Leslie -aye, Besco -aye, Bock -aye Proposed Fiscal Year 2007 -2008 Budget Mayor Prochaska entertained a motion to go into public hearing for the purpose of discussing the Proposed Fiscal Year 2007 -2008 Budget. So moved by Alderman Golinski; seconded by Alderman James. Motion approved by a roll call vote. Ayes -7 Nays -1 Bock -aye, Spears -nay, Burd -aye, Munns -aye James -aye, Golinski -aye, Leslie -aye, Besco -aye Director Mika indicated that all the changes discussed at the Committee of the Whole meeting have been addressed in the document before the City Council. Mayor Prochaska opened the floor for public comment; there was none. Mayor Prochaska opened the floor for City Council comment. Alderman Burd asked if the department heads could attend the next COW meeting in order to explain some of their budget requests. Mayor Prochaska asked Administrator Crois to inform the department heads of the request. There were no further comments. Mayor Prochaska entertained a motion to close the public hearing. So moved by Alderman Bock; seconded by Alderman Spears. Motion approved by a roll call vote. Ayes -8 Nays -0 Spears -aye, Burd -aye, Munns -aye, James -aye, Golinski -aye, Leslie -aye, Besco -aye Bock -aye CITIZEN COMMENTS None. CONSENT AGENDA 1. Monthly Treasurer's Report for February 2007 (ADM 2007 -31) 2. Fiscal Year 2006 Annual Treasurer's Report (ADM 2007 -33) 3. City Council Sound System Upgrade - approve Agreement with Sound Incorporated in an amount not to exceed $3,628. 00 and authorize Mayor to execute, subject to legal review (PW 2007 -65) Mayor Prochaska entertained a motion to approve the Consent Agenda as amended. So moved by Alderman Bock; seconded by Alderman Spears. Motion approved by a roll call vote. Ayes -8 Nays -0 Burd -aye, Munns -aye, James -aye, Golinski -aye, Leslie -aye, Besco -aye, Bock -aye, Spears -aye PLANNING COMMISSION /ZONING BOARD OF APPEAL No report. The Minutes of the Regular Meetine of the Citv Council — ADril 10, 2007 — Dag MINUTES FOR APPROVAL A motion was made by Alderman James to approve the minutes of the Committee of the Whole meetings of November 7, 2006 and December 5, 2006; seconded by Alderman Besco. Motion approved by a viva voce vote. BILLS FOR APPROVAL A motion was made by Alderman James to approve the paying of the bills listed on the Detailed Board Report dated March 28, 2007 totaling the following amounts: checks in the amount of $424,215.31 (vendors); $212,903.86 (payroll period ending 3/17/07); for a total of $637,119.17 (total); seconded by Alderman Besco. Motion approved by a roll call vote. Ayes -8 Nays -0 Munns -aye, James -aye, Golinski -aye, Leslie -aye, Besco -aye, Bock -aye, Spears -aye, Burd -aye REPORTS MAYOR'S REPORT Wheaton Woods Nature Trail Certification (PKBD 2007 -05) Mayor Prochaska indicated that this was discussed at the last COW meeting. He indicated that normally the application for a grant is done at the consensus of the Council however this particular grant requires formal City Council approval. Mayor Prochaska entertained a motion to approve a grant request to the Federal Recreational Trails Program and authorize the Director of Parks to take such action as is necessary to submit the grant, also authorizing the Mayor to sign the request form. So moved by Alderman Golinski; seconded by Alderman Spears. Motion approved by a roll call vote. Ayes -8 Nays -0 Mums -aye, Burd -aye, Spears -aye, Bock -aye, Besco -aye, Leslie -aye, Golinski -aye, James -aye Purchase of Downtown Caboose (PKBD 2007 -06) Mayor Prochaska reported that this item is for the purchase of a caboose located downtown to be used in the Whispering Meadows Park which has a railroad theme. The amount for the caboose and the cost to move it is $22,000.00. This cost does not include the cost of materials to refurbish it. Mayor Prochaska entertained a motion to approve a purchase of the downtown caboose in a sum not to exceed $10,500.00 and further authorize an additional amount in a sum not to exceed $11,500.00 for moving and siting the caboose at Whispering Meadows Park, as presented, subject to final staff and legal review. So moved by Alderman Burd; seconded by Alderman Golinski. Alderman Besco asked what happened with the discussion regarding the tennis courts. He commented that he felt this project was a money pit and the funds would be better spent on the courts. He stated that he did not see the project being completed for $22,000.00 because there will probably be a need for lighting, fences, etc. He also felt the caboose could be a target for vandalism. Alderman Leslie felt the caboose would be a unique form of "living art" and he supported the project. Alderman Golinski reminded the Council that the funds were already budgeted for the park and needed to be spent in order to take advantage of the $362,000.00 OSLAD Grant. The money from the grant has to be spent in this park. Alderman James noted that downtown Aurora has a similar caboose at their downtown station and it looks nice. He supported the project however he thought Alderman Besco had a good point; what happened with the tennis courts. i Alderman Munns agreed with Alderman Besco. He asked if additional funds would be taken out of the Parks and Recreation budget and he asked to be kept informed of the additional costs as the project progresses. He asked if the City negotiated with the owner of the Caboose. He felt the caboose was not worth $10,500.00. He did not feel this was the best way to spend money. I The Minutes of the Regular Meetine of the Citv Council — Anril 10, 2007 — naee 4 Alderman Burd noted that the caboose was already sitting in the downtown causing problems such as vandalism. She stated that since the City does not own the caboose, it cannot control what happens to it. She stated that this gives the City a chance to make a negative into a positive and she felt it was a creative idea. She noted that when she went to the Park Board about the tennis courts she made it clear that she did not want money to be taken away from the Parks Department. She wanted the funds for the tennis courts to be found in the budget however it did not seem there was support for this. I Alderman Spears commented that this will be unique for the park and that the Park Board and Director Mogle have worked hard on this project. Alderman Bock noted that the caboose conforms to the theme of the park. He stated that the cost for the caboose is $22,000.00 versus $110,000.00 for tennis courts. He recommended that the Council wait on making a decision on the tennis courts until after the results of the park & recreation survey are received. He stated he was in favor of the caboose purchase. Mayor Prochaska noted that he spoke with Director Mogle and there was a discussion with the owners of the caboose regarding the price and the final amount was not the starting price. Alderman Golinski interjected that the owners were selling the caboose to the City at cost. Mayor Prochaska also noted that the City could look for donations and volunteers to help with the completion of the project. Motion approved by a roll call vote. Ayes -6 Nays -2 Burd -aye, Spears -aye, Bock -aye, Besco -nay, Leslie -aye, Golinski -aye, James -aye, Munns -nay In -Town Road Program (Phase 2 Utilities) — Potential Change Order #1 Mayor Prochaska reported that there is an old sewer line that exists along Heustis Street between Fox and Van Emmon Streets and due to its age, the exact location was unknown. Work on the storm sewers and watermain is currently underway on the street and the location of the sewer has been determined. The clay sanitary sewer is closer to the new watermain than Illinois Environmental Protection Agency standards allow. It is necessary to replace the sewer with watermain quality pipe and the estimate to do this is about $21,000.00. Mayor Prochaska indicated that City Engineer Wywrot has asked the City Council to consider a change order to perform the additional work. Mayor Prochaska asked Attorney Wyeth if the City Council could vote on this item since it was not on the agenda. Attorney Wyeth stated that if the Council finds this is an emergency matter, it can be voted on tonight. Mayor Prochaska asked the Council if they felt this was an emergency item. Alderman Munns asked if this would cost more to replace at a later date and Mayor Prochaska indicated it would since the road is already being excavated at this time. Administrator Crois stated that he spoke with City Engineer Wywrot earlier in the day who explained that they are installing a new watermain on Heustis Street and when they opened up the street it was discovered that the water line will be below the sanitary sewer line. The separation between the water line and sewer does not meet IEPA standards so it needs to be replaced with water quality pipe. It is a matter of health and safety because with the sewer line above the water line possible sewer leakage into the watermain needs to be addressed. Also, the line can be replaced easily due to the street being opened for construction. Mayor Prochaska entertained a motion to find that this is an emergency issue to be dealt with this evening. The City Council will be considering the replacing of a length of sewer line estimated to cost $21,000.00 and direct the City Engineer to move forward with replacing this piece of pipe. So moved by Alderman Besco; seconded by Alderman Burd. Alderman Burd commented that this is an emergency because it is over by her house. Motion approved by a roll call vote. Ayes -8 Nays -0 Besco -aye, Leslie -aye, Golinski -aye, James -aye, Munns -aye, Burd -aye, Spears -aye, Bock -aye CITY COUNCIL REPORT No report. ATTORNEY'S REPORT No report. i The Minutes of the Regular Meeting of the Citv Council — April 10, 2007 — page 5 CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT No report. CITY ADMINISTATOR'S REPORT No report. FINANCE DIRECTOR'S REPORT Director Mika reported that there is ten months left on the City's copier lease and she was approached by Kopy Kat to renew it for an additional five years. With the renewal, the City would get two new copiers however the rent would increase by $1,100.00 /month. Director Mika stated she was not comfortable with the offer and stated that she would like to go out to bid for copier services. DIRECTOR OF PUBLIC WORKS REPORT No report. CHIEF OF POLICE'S REPORT No report. DIRECTOR OF PARKS & RECREATION'S REPORT No report. COMMUNITY DEVELOPMENT DIRECTOR'S REPOR No report. COMMUNITY RELATIONS OFFICER'S REPORT No report. COMMUNITY & LIAISON REPORT Library Board Alderman Leslie reported that he attended his first Library Board meeting as its liaison where they discussed their budget. They indicated they are under budget with their spending. COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT No report. ECONOMIC DEVELOPMENT COMMITTEE REPORT No report. i PUBLIC SAFETY COMMITTEE REPORT Resolution 2007 -25 Approving the Revised Job Description for the Position of Executive Assistant to Chief (formerly known as "Police Office Supervisor ") A motion was made by Alderman Spears to approve a resolution approving the revised job description for the position of Executive Assistant to Chief (formerly known as "Police Office Supervisor') as presented, subject to final legal review; seconded by Alderman Bock. Alderman Spears noted that the Council received information regarding the salary range from Assistant City Administrator Olson. Alderman Munns questioned what the salary range was and Assistant City Administrator Olson indicated that the range was from $43,000.00 to $57,000.00. Alderman Spears stated that she felt that the range should be higher when compared to other positions in the City. She recommended that the high range be increased to $62,000.00. There was a brief discussion which included the duties of this position, comparisons to other positions in the City and salary ranges. Alderman Golinski commented that the top of the range, $57,000.00, was a nice increase to the window. He asked if Chief Martin had input with the salary range. Mr. Olson stated that he did and Chief Martin agreed with the range. I The Minutes of the Regular Meeting of the Citv Council — AAril 10, 2007 — page 6 After some discussion, Mayor Prochaska recommended that the City Council approve the resolution as presented so the employee could be moved into the position. He stated that more research could be done into the salary range which could be amended at a later date if necessary. He directed Mr. Olson to continue his investigation of the salary range and to bring the information back to the Public Safety Committee. Motion approved by a roll call vote. Ayes -8 Nays -0 Spears -aye, Bock -aye, Besco -aye, Leslie -aye, Gohnski -aye, James -aye, Munns -aye, Burd -aye ADMINISTRATION COMMITTEE REPORT Resolution 2007 -26 Approving the Revised Job Description for the Position of Human Resources Manger (formerly known as "Payroll/Benefits Specialist") A motion was made by Alderman James to approve a resolution approving the revised job description for the position of Human Resources Manger (formerly known as "Payroll/Benefits Specialist ") as presented, subject to final legal review; seconded by Alderman Bock. Alderman Spears asked if the 5 to 9% increase in the salary range was in addition to the $5,000.00 increase approved several weeks ago. Mr. Olson explained that the $5,000.00 increase was included in the budget and the percentage indicates the increase to the current range. Motion approved by a roll call vote. Ayes -7 Nays -1 Bock -aye, Besco -aye, Leslie -aye, Golinski -aye, James -aye, Munns -aye, Burd -aye, Spears -nay Contract for Garbage, Refuse, Recycling and Yard Waste Collection A motion was made by Alderman James to approve the proposal to approve the contract for garbage, refuse, recycling and yard waste collection and to authorize the Mayor and City Clerk to execute subject to final legal review; seconded by Alderman Besco. Alderman Besco indicated that he asked that this be removed from the Consent Agenda because at one time he was in discussions with this company in regards to a co- operative agreement. He felt he should abstain from the vote. Alderman Burd stated that she had telephone calls from senior citizens who were concerned with the senior discount. She asked if the seniors will be still getting their discount. Mayor Prochaska indicated that the senior program was never tied to the contract but it has been a City program. Alderman Spears asked if the waste company, Veolia, was asked to give a senior discount. Representatives from the company indicated that this was not included in the bid specifications. Treasurer Powell asked the representatives from Veolia if they could develop information about recycling for the City's website. They indicated that they offer a link to their website which promotes recycling. Motion approved by a roll call vote. Ayes -6 Nays -0 Abstains- 2 Leslie -aye, Golinski -aye, James -aye, Munns - abstain, Burd -aye, Spears -aye, Bock -aye, Besco - abstain ADDITIONAL BUSINESS Bankrupt Subdivision Alderman James noted that behind the Prairie Gardens Subdivision is a subdivision that went defunct. He noted that the land was cleared and a retention pond was built. He was concerned that no one is doing maintenance on the pond which is full of water and weeds. He asked if the pond could be included in the mosquito control plan. He also asked if the City has anything in place to address this type of situation. Director Miller indicated that he would look into who is responsible for the area and get back to the City Council with any information he can find. He also indicated he would look into the City cutting the grass. 50 Anniversary Kick -off Mayor Prochaska thanked everyone who helped with the 50"` Anniversary kick -off on May 9, 2007. He stated that it was a nice event that was well attended. ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Bock; seconded by Alderman Spears. Motion approved by a viva voce vote. I I The Minutes of the Regular Meeting of the Citv Council — ADril 10, 2007 — nage 7 Meeting adjourned at 7 :55 P.M. Minutes submitted by: Jacquelyn Milschewski, City Clerk City of Yorkville, Illinois i i i I �. I CITY COUNCIL MEETING April 10, 2007 PLEASE PRINT NAME: ADDRESS: d � V ; .� � SIGNIN