City Council Packet 2014 08-26-14
AGENDA
CITY COUNCIL MEETING
CITY COUNCIL CHAMBERS
7:00 p.m.
Tuesday, August 26, 2014
Call to Order:
Pledge of Allegiance:
Roll Call by Clerk: WARD I WARD II WARD III WARD IV
Carlo Colosimo Jackie Milschewski Chris Funkhouser Rose Ann Spears
Ken Koch Larry Kot Joel Frieders Diane Teeling
Establishment of Quorum:
Amendments to Agenda:
Presentations:
Public Hearings:
Citizen Comments on Agenda Items:
Consent Agenda:
1. PW 2014-58 Water Department Reports for May and June 2014
2. PW 2014-59 Baseline Road Improvements
a. Engineering Agreement with EEI – authorize Mayor and City Clerk to execute
b. MFT Resolution – authorize Mayor and City Clerk to execute
3. PW 2014-60 2014 MFT Program
a. 2014 MFT Bid Award – accept bid and award contract to “D” Construction, Co., in an amount not
to exceed $282,881.37
b. MFT Supplemental Resolution – authorize the Mayor and City Clerk to execute
4. PW 2014-61 Walsh Drive Drainage Improvements – Bid Award – accept base bid, plus alternative 1
and award contract to Len Cox and Sons Excavating, in an amount not to exceed $105,989.00
5. PW 2014-62 Sunflower/Greenbriar Pond Naturalization – Bid Award – accept bid for Sunflower Estates
and Greenbriar Pond Improvements and award contract to Encap Inc., in an amount not to exceed
$96,843.50
6. PW 2014-63 Raintree Village Units 4, 5 and 6 – Completion of Improvements – Encap Proposal –
accept proposal and award contract to Encap, Inc., in an amount not to exceed $40,550.00
7. PW 2014-64 Route 34 – Western Section Trail Locations – authorizes staff to recommend that the trail
location between Cannonball Trail and Center Parkway be shifted to the north side of Route 34
United City of Yorkville
800 Game Farm Road
Yorkville, Illinois 60560
Telephone: 630-553-4350
www.yorkville.il.us
City Council Agenda
August 26, 2014
Page 2
8. PW 2014-37 Ordinance Amending the Code of Ordinances Regulating On-Street Parking (Parking
Restrictions in Windett Ridge Subdivision) – authorize Mayor and City Clerk to execute
9. CC 2014-59 Ordinance Amending the Code of Ordinances Regulating On-Street Parking (Parking
Restrictions in Whispering Meadows) – authorize Mayor and City Clerk to execute
10. CC 2014-60 Ordinance Amending the Code of Ordinances Regulating On-Street Parking (Parking
Restrictions near Cannonball Ridge Park) – authorize Mayor and City Clerk to execute
Minutes for Approval:
1. CC 2014-79 Minutes of the Regular City Council Meeting – July 22, 2014
Bills for Payment (Informational): $833,395.77
Mayor’s Report:
1. ADM 2014-49 Resolution Authorizing the Southwest Fox Valley Cable and Telecommunications
Consortium as Agent for Purposes of Negotiating Cable Franchise Renewal Terms
Public Works Committee Report:
Economic Development Committee Report:
Public Safety Committee Report:
Administration Committee Report:
Park Board:
1. CC 2014-78 Intergovernmental Cooperative Agreement of the Yorkville Community Unit School
District #115 and the City
Plan Commission:
1. PC 2014-15 Peaceful Pathways Montessori School – 1.5 Mile Review
Zoning Board of Appeals:
City Council Report:
City Clerk’s Report:
Community and Liaison Report:
Staff Report:
Additional Business:
Executive Session:
Citizen Comments:
Adjournment:
City Council Agenda
August 26, 2014
Page 3
COMMITTEES, MEMBERS AND RESPONSIBILITIES
ADMINISTRATION: September 25, 2014 – 6:30 p.m. – City Hall Conference Room
Committee Departments Liaisons
Chairman: Alderman Spears Finance Library
Vice-Chairman: Alderman Milschewski Administration
Committee: Alderman Funkhouser
Committee: Alderman Frieders
ECONOMIC DEVELOPMENT: September 2, 2014 – 6:00 p.m. – City Hall Conference Room
Committee Departments Liaisons
Chairman: Alderman Koch Community Development Plan Commission
Vice-Chairman: Alderman Teeling Building Safety and Zoning Yorkville Econ. Dev. Corp.
Committee: Alderman Colosimo Kendall Co. Plan Commission
Committee: Alderman Frieders
PUBLIC SAFETY: September 4, 2014 – 6:30 p.m. – City Hall Conference Room
Committee Departments Liaisons
Chairman: Alderman Colosimo Police Human Resource Comm.
Vice-Chairman: Alderman Spears School District
Committee: Alderman Kot
Committee: Alderman Funkhouser
PUBLIC WORKS: September 16, 2014 – 6:00 p.m. – City Hall Conference Room
Committee Departments Liaisons
Chairman: Alderman Teeling Public Works Park Board
Vice-Chairman: Alderman Kot Engineering YBSD
Committee: Alderman Milschewski Parks and Recreation
Committee: Alderman Koch
2014/2015 City Council Goals – City Council
Goal Priority Staff
“Staffing” 6 All Departments
“Vehicles and Small Equipment” 9 All Departments
UNITED CITY OF YORKVILLE
WORKSHEET
CITY COUNCIL
Tuesday, August 26, 2014
7:00 PM
CITY COUNCIL CHAMBERS
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AMENDMENTS TO AGENDA:
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CITIZEN COMMENTS ON AGENDA ITEMS:
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CONSENT AGENDA:
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1. PW 2014-58 Water Department Reports for May and June 2014
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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2. PW 2014-59 Baseline Road Improvements
a. Engineering Agreement with EEI
b. MFT Resolution
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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3. PW 2014-60 2014 MFT Program
a. 2014 MFT Bid Award
b. MFT Supplemental Resolution
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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4. PW 2014-61 Walsh Drive Drainage Improvements – Bid Award
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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5. PW 2014-62 Sunflower/Greenbriar Pond Naturalization – Bid Award
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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6. PW 2014-63 Raintree Village Units 4, 5 and 6 – Completion of Improvements – Encap Proposal
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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7. PW 2014-64 Route 34 – Western Section Trail Locations
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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8. PW 2014-37 Ordinance Amending the Code of Ordinances Regulating On-Street Parking (Parking
Restrictions in Windett Ridge Subdivision
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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9. CC 2014-59 Ordinance Amending the Code of Ordinances Regulating On-Street Parking (Parking
Restrictions in Whispering Meadows)
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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10. CC 2014-60 Ordinance Amending the Code of Ordinances Regulating On-Street Parking (Parking
Restrictions near Cannonball Ridge Park)
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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MINUTES FOR APPROVAL:
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1. CC 2014-79 Minutes of the Regular City Council Meeting – July 22, 2014
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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BILLS FOR PAYMENT:
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1. Bills for Payment (Informational)
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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MAYOR’S REPORT:
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1. ADM 2014-49 Resolution Authorizing the Cable Consortium as Agent for Cable Franchise Agreement
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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PARK BOARD:
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1. CC 2014-78 Intergovernmental Cooperative Agreement of the Yorkville Community Unit School District
#115 and the City
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
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PLAN COMMISSION:
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2. PC 2014-15 Peaceful Pathways Montessori School – 1.5 Mile Review
□ Approved: Y ______ N ______ □ Subject to __________________________________________
□ Removed ________________________________________________________________________
□ Notes _____________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
ADDITIONAL BUSINESS:
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CITIZEN COMMENTS:
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Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #1
Tracking Number
PW 2014-58
Water Department Reports for May and June 2014
City Council – August 26, 2014
PW – 7/19/14
Moved to Consent Agenda
PW 2014-58
Majority
Approval
Monthly water reports that are submitted to the IEPA.
Eric Dhuse Public Works
Name Department
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #2
Tracking Number
PW 2014-59
Baseline Road Improvements – Engineering Agreement with EEI and MFT Resolution
City Council – August 26, 2014
N/A
Majority
Approval
See attached memo.
Bart Olson Administration
Name Department
Summary
Approval of an engineering agreement with EEI for repairs of the Baseline Road bridge deck.
Background
The Baseline Road Bridge deck is deteriorating and is need of surface repair. The repairs will
extend the bridge deck for a number of years. We expect that this bridge will be entirely replaced as
part of the Route 47 northern expansion, which is currently in Phase II design in Kendall County and
Phase I design in Kane County. In order for the bridge to remain in operation until replacement, these
repairs must be completed by the City.
This item was last discussed during the FY 15 budget discussion. The City has $50,000
budgeted within the MFT Fund for this project. This contract will cover the entire repair project, from
pre-bid inspections, bid preparation, and construction observation and will run $28,772.
Recommendation
Staff recommends approval of the attached engineering agreement with EEI.
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: August 14, 2014
Subject: Baseline Road Improvements Engineering Agreement with EEI
We inadvertently excluded from the Public Works Packet the appropriate MFT Appropriation
Resolution for use of MFT funds for the bridge repair project. Please find attached the resolution
in the amount of $50,000.
If you have any questions or require additional information, please let us know.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: August 20, 2014
Subject: Baseline Road Bridge Repair
Printed 8/20/2014 BLR 09111 (Rev. 11/06)
Resolution for Improvement by
Municipality Under the Illinois
Highway Code
BE IT RESOLVED, by the Council of the
Council or President and Board of Trustees
United City of Yorkville Illinois
City, Town or Village
that the following described street(s) be improved under the Illinois Highway Code:
Name of Thoroughfare Route FromTo
Baseline Road N/A 75 Feet West of IL Route 47 IL Route 47
BE IT FURTHER RESOLVED,
1. That the proposed improvement shall consist of patching of the Baseline Road Bridge over Rob Roy
Creek, Structure 045-3044.
and shall be constructed TBD wide
and be designated as Section 14-00047-00-BR
2. That there is hereby appropriated the (additional Yes No) sum of Fifty Thousand
and no/100------------------------------------------------------------ Dollars ($50,000.00 ) for the
improvement of said section from the municipality’s allotment of Motor Fuel Tax funds.
3. That work shall be done by Contract ; and,
Specify Contract or Day Labor
BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit two certified copies of this resolution to the
district office of the Department of Transportation.
Approved I, Beth Warren Clerk in and for the
City of Yorkville
City, Town or Village
County of Kendall , hereby certify the
Date
foregoing to be a true, perfect and complete copy of a resolution adopted
by the Council
Council or President and Board of Trustees
Department of Transportation at a meeting on August 26, 2014
Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this
26th day of August, 2014
Regional Engineer
(SEAL)
City, Town, or Village Clerk
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #3
Tracking Number
PW 2014-60
2014 MFT Program – Bid Award and MFT Supplemental Resolution
City Council – August 26, 2014
Consideration of Contract Award
Contract Award
Brad Sanderson Engineering
Name Department
Bids were received, opened and tabulated for work to be done on the MFT funded portion of the
2014 Roads to Better Roads Program at 11:30 a.m., August 11, 2014. Representatives of
contractors bidding the project, the City, and our firm were in attendance. A tabulation of the
bids and the engineer’s estimate is attached for your information and record.
As noted in the bid tab, the low bid was 17% ($40,800.27) above our estimate. In reviewing the
bids and speaking to the contractor, we can attribute the overage to the timing of the bidding and
the proposed completion schedule (October 31st). Several contractors have informed us that they
have a substantial amount of work yet to be completed this fall, which is resulting in higher
prices for those of us trying to bid and complete work yet this construction season. Moving
forward, if at all possible, we should try and position ourselves to bid these types of projects in
the spring in order to receive optimal pricing.
At this point, we have the following options:
1. Award the contact at the full price ($282,881.37). It is my understanding from our
conversation that additional funds may be available.
2. Award the contract at the full price ($282,881.37) and then issue a change order to reduce
the value to the budgeted amount ($240,000 +/-). To do this, we would have to eliminate
one of the streets that we had planned to pave; reduce our crack sealing quantity and/or
modify our striping plans. It could also be a combination of the above as well.
3. Reject the bids and rebid the project in the spring with other planned roadways creating a
much larger project and potentially realizing a better bidding climate.
In discussing this in detail with Eric, we are recommending option 1 for the following reasons:
The streets that were planned to be paved (Adrian, Hydraulic and Woodworth) are in
need of immediate improvement.
By performing crack sealing operations, we estimate that we are adding 3-5 years to the
life of the pavement and view this as a critical element of our pavement preservation
program.
The striping has been needed for several years and from a safety perspective needs to be
completed.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: August 13, 2014
Subject: 2014 Roads to Better Roads Program
By not performing the work this year, we run the risk of further pavement degradation.
This is difficult to quantify in dollars, but certainly would result in additional patching
and shorter pavement life if crack sealing is not performed.
Therefore, we recommend the acceptance of the bid and approval of award be made to the low
bidder, D Construction, Co., 1488 S Broadway Street, Coal City, IL 60416 in the amount of
$282,881.37.
If you have any questions or require additional information, please let us know.
Page 1 of 1
BID TABULATION
UNITED CITY OF YORKVILLE
BID TABULATION ENGINEER'S ESTIMATE
BIDS RECD 8/112014 52 Wheeler Road
Sugar Grove, IL 60554
Aurora, IL 60507
ITEM UNIT UNIT UNIT UNIT
NO.DESCRIPTION UNIT QUANTITY PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT
1 BITUMINOUS MATERIALS (PRIME COAT)GALLON 2266 0.10$ 226.60$ 0.01$ 22.66$ 0.10$ 226.60$ 0.01$ 22.66$
2 AGGREGATE (RPIME COAT TON 34 1.00 34.00 0.01 0.34 30.00 1,020.00 0.01 0.34
3 HMA SURFACE REMOVAL, BUTT JOINT SQ. YD 315 8.00 2,520.00 41.25 12,993.75 16.00 5,040.00 0.01 3.15
4 LEVELING BINDER (HAND METHOD), N50 TON 5 100.00 500.00 485.00 2,425.00 240.00 1,200.00 100.00 500.00
5 LEVELING BINDER (MACHINE METHOD), N50 TON 383 72.00 27,576.00 90.00 34,470.00 98.00 37,534.00 75.00 28,725.00
6 HOT-MIX ASPHALT BINDER COURSE, IL-19.0, N50 TON 354 70.00 24,780.00 85.00 30,090.00 88.00 31,152.00 75.00 26,550.00
7 HOT-MIX ASPHALT SURFACE COURSE, MIX "D", n50 TON 827 70.00 57,890.00 90.00 74,430.00 103.00 85,181.00 87.00 71,949.00
8 PCC CURB AND GUTTER REMOVAL AND REPLACEMENT FOOT 120 30.00 3,600.00 75.00 9,000.00 46.00 5,520.00 45.00 5,400.00
9 PCC DRIVEWAY REMOVAL AND REPLACEMENT SQ YD 65 60.00 3,900.00 100.00 6,500.00 112.00 7,280.00 55.00 3,575.00
10 INCIDENTAL HOT-MIX ASPHALT SURFACING TON 95 90.00 8,550.00 200.00 19,000.00 165.00 15,675.00 100.00 9,500.00
11 PCC SIDEWALK REMOVAL AND REPLACEMENT SQ FT 450 7.00 3,150.00 16.50 7,425.00 10.00 4,500.00 7.00 3,150.00
12 DETECTABLE WARNINGS SQ FT 80 25.00 2,000.00 29.50 2,360.00 22.00 1,760.00 25.00 2,000.00
13 HOT-MIX ASPHALT SURFACE REMOVAL-1 INCH SQ YD 1,560 2.50 3,900.00 2.70 4,212.00 4.25 6,630.00 4.00 6,240.00
14 HOT-MIX ASPHALT SURFACE REMOVAL-VARIABLE DEPTH SQ YD 750 3.00 2,250.00 3.40 2,550.00 8.25 6,187.50 4.00 3,000.00
15 HOT-MIX ASPHALT SURFACE REMOVAL - SPECIAL SQ YD 1,170 3.50 4,095.00 9.75 11,407.50 10.00 11,700.00 6.00 7,020.00
16 CLASS D PATCHES, 4 INCH SQ YD 270 32.00 8,640.00 61.75 16,672.50 55.00 14,850.00 38.00 10,260.00
17 INLETS TO BE ADJUSTED EACH 2 250.00 500.00 405.00 810.00 500.00 1,000.00 350.00 700.00
18 MANHOLES TO BE ADJUSTED EACH 1 450.00 450.00 405.00 405.00 500.00 500.00 350.00 350.00
19 SANITARY MANHOLES TO BE ADJUSTED EACH 8 500.00 4,000.00 900.00 7,200.00 500.00 4,000.00 800.00 6,400.00
20 VALVE BOX TO BE ADJUSTED EACH 1 200.00 200.00 422.35 422.35 500.00 500.00 100.00 100.00
21 THERMOPLASTIC PAVEMENT MARKINGS-LETTERS & SYMBOLS SQ FT 791 4.00 3,164.00 4.25 3,361.75 4.50 3,559.50 5.00 3,955.00
22 THERMOPLASTIC PAVEMENT MARKINGS-LINE 4"FOOT 3,800 0.75 2,850.00 0.80 3,040.00 0.85 3,230.00 1.00 3,800.00
23 THERMOPLASTIC PAVEMENT MARKINGS-LINE 6"FOOT 7,870 1.00 7,870.00 1.75 13,772.50 1.30 10,231.00 1.50 11,805.00
24 THERMOPLASTIC PAVEMENT MARKINGS-LINE 8"FOOT 420 1.50 630.00 2.00 840.00 1.70 714.00 1.90 798.00
25 THERMOPLASTIC PAVEMENT MARKINGS-LINE 12"FOOT 730 3.00 2,190.00 2.50 1,825.00 2.55 1,861.50 2.80 2,044.00
26 THERMOPLASTIC PAVEMENT MARKINGS-LINE 24"FOOT 325 4.00 1,300.00 5.10 1,657.50 4.50 1,462.50 5.00 1,625.00
27 RESTORATION - 4" TOPSOIL, SEED, FERTILIZER & HYDROMULCH SQ YD 1,375 8.00 11,000.00 8.00 11,000.00 7.00 9,625.00 10.00 13,750.00
28 SIDEWALK REMOVAL SQ FT 75 5.00 375.00 6.75 506.25 2.00 150.00 7.00 525.00
29 PCC SIDEWALK 5" SPECIAL SQ FT 120 8.00 960.00 12.00 1,440.00 8.00 960.00 11.35 1,362.00
30 CRACK ROUTING FOOT 98000 0.01 980.00 0.02 1,960.00 0.02 1,960.00 0.02 1,960.00
31 CRACK FILLING POUND 32667 1.50 49,000.50 1.70 55,533.90 1.50 49,000.50 1.66 54,227.22
32 CRACK SEALING FOOT 2500 1.00 2,500.00 0.50 1,250.00 0.45 1,125.00 0.49 1,225.00
33 RELOCATED EXISTING SHRUB EACH 2 250.00 500.00 125.00 250.00 55.00 110.00 180.00 360.00
TOTAL 242,081.10 338,833.00 325,445.10 282,881.37
% BELOW/ABOVE ENGINEER'S ESTIMATE 40%34%17%
1488 South Broadway
2014 MFT PROGRAM
Hillside, IL 60162 P.O. Box 998 Coal City, IL 60416
HARDIN PAVING SERVICES GENEVA CONSTRUCTION "D" CONSTRUCTION, INC.
4413 Roosevelt Road Rte 25 & Indian Trail
ENGINEERING ENTERPRISES, INC.
52 WHEELER ROAD, SUGAR GROVE, ILLINOIS
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Hideaway Ln
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Marketview Dr
M a r k et Place Dr
Homestead Dr
Game Farm Rd
Freemont St
Arrowhead Dr
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Center Pkwy
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Ashley Rd
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Mill St
Hilltop Rd
Tanglewood Trails Dr
Walsh Dr
Hawk Hollow Dr
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Maple Ln
Lillian Ln
Heustis St
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Commercial Dr
W Madison St
W R
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K e ntshire Dr
High Ridge Ln
Coach Rd
P
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If the City Council awards the contract to D Construction, Co. in the amount of $282,881.37, we
will also need to approve the attached MFT Appropriation Resolution in the amount of $43,000
to cover the overage.
If you have any questions or require additional information, please let us know.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: August 20, 2014
Subject: 2014 MFT Program / Roads to Better Roads Program
Printed 8/20/2014 BLR 14230 (Rev. 07/15/13)
SUPPLEMENTAL
Resolution for Maintenance of
Streets and Highways by Municipality
Under the Illinois Highway Code
BE IT RESOLVED, by the Council of the
(Council or President and Board of Trustees)
United City of Yorkville , Illinois, that there is hereby
(City, Town or Village) (Name)
appropriated the sum of $43,000 of Motor Fuel Tax funds for the purpose of maintaining
streets and highways under the applicable provisions of the Illinois Highway Code from May 1, 2014
(Date)
to April 30, 2015 .
(Date)
BE IT FURTHER RESOLVED, that only those streets, highways, and operations as listed and described on the
approved Municipal Estimate of Maintenance Costs, including supplemental or revised estimates approved in connection
with this resolution, are eligible for maintenance with Motor Fuel Tax funds during the period as specified above.
BE IT FURTHER RESOLVED, that the Clerk shall, as soon a practicable after the close of the period as given above,
submit to the Department of Transportation, on forms furnished by said Department , a certified statement showing
expenditures from and balances remaining in the account(s) for this period; and
BE IT FURTHER RESOLVED, that the Clerk shall immediately transmit two certified copies of this
resolution to the district office of the Department of Transportation, at Ottawa , Illinois.
I, Beth Warren Clerk in and for the United City
(City, Town or Village)
of Yorkville , County of Kendall
hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by
the Council at a meeting on August 26, 2014
(Council or President and Board of Trustees) Date
IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this 26th day of August, 2014 .
(SEAL) City Clerk
(City, Town or Village)
Approved
Regional Engineer
Department of Transportation
Date
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #4
Tracking Number
PW 2014-61
Walsh Drive Drainage Improvements
City Council – August 26, 2014
Consideration of Contract Award
Recommendation of Contract Award
Brad Sanderson Engineering
Name Department
Bids were received, opened and tabulated for work to be done on the Walsh Drive Drainage
Improvements at 11:45 a.m., August 11, 2014. Representatives of contractors bidding the
project, the City, and our firm were in attendance. A tabulation of the bids and the engineer’s
estimate is attached for your information and record.
The budget for this project is as follows:
$135,000 Total Project Budget
Budget Breakdown
$114,000 Storm Sewer Improvements
$15,000 Grading and Shaping Drainage Swale (City Forces)
$6,000 Tree Removal
This bid involved obtaining two alternative bids for the storm sewer work across Walsh Drive.
Alternate 1 was for traditional open cut while Alternate 2 was for utilizing trenchless technology.
In this case, the open cut method was the lower cost alternative.
We recommend the acceptance of the bid and approval of award be made to the low bidder,
Len Cox and Sons Excavating, 1203 Theodore Street, Crest Hill, IL 60403 in the amount of
$105,989.00, which is for the base bid plus alternative 1.
It is anticipated that this work will be completed during this construction season. The contract
calls for a November 14th completion date.
If you have any questions or require additional information, please let us know.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: August 12, 2014
Subject: Walsh Drive Drainage Improvements
Page 1 of 3
BID TABULATION ENGINEER'S ESTIMATE
BIDS RECD 8/11/2014 52 Wheeler Road
Sugar Grove, IL 60554
ITEM UNIT UNIT UNIT UNIT
NO.DESCRIPTION UNIT QUANTITY PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT
BASE BID
1 STABILIZED CONSTRUCTION ENTRANCE EACH 2 2,000.00$ 4,000.00$ 3,500.00$ 7,000.00$ 500.00$ 1,000.00$ 2,000.00$ 4,000.00$
2 FILTER BASKET EACH 2 150.00 300.00 200.00 400.00 160.00 320.00 200.00 400.00
3 PRECAST REINFORCED CONCRETE FLARED END SECTIONS - 24"EACH 1 1,500.00 1,500.00 950.00 950.00 7,500.00 7,500.00 1,500.00 1,500.00
4 PRECAST REINFORCED CONCRETE FLARED END SECTIONS - 30"EACH 1 2,000.00 2,000.00 1,050.00 1,050.00 7,800.00 7,800.00 1,800.00 1,800.00
5 STONE RIPRAP, A, RR3 SQ YD 31 100.00 3,100.00 69.00 2,139.00 85.00 2,635.00 95.00 2,945.00
6 STORM SEWER, RCP, CLASS A, TYPE 1, 24"FOOT 25 80.00 2,000.00 68.00 1,700.00 110.00 2,750.00 68.00 1,700.00
7 STORM SEWER, RCP, CLASS A, TYPE 1, 30"FOOT 50 90.00 4,500.00 85.00 4,250.00 125.00 6,250.00 78.00 3,900.00
8 STORM SEWER REMOVAL, 15"FOOT 25 20.00 500.00 22.00 550.00 25.00 625.00 15.00 375.00
9 STORM SEWER REMOVAL, 24"FOOT 50 25.00 1,250.00 22.00 1,100.00 30.00 1,500.00 20.00 1,000.00
10 CONNECTION TO EXISTING MANHOLE - CORE DRILL EACH 2 1,500.00 3,000.00 855.00 1,710.00 5,000.00 10,000.00 1,200.00 2,400.00
11 RESTORATION SQ YD 1,745 10.00 17,450.00 13.00 22,685.00 6.00 10,470.00 9.00 15,705.00
TOTAL BASE BID 39,600.00 43,534.00 50,850.00 35,725.00
H. LINDEN & SONS SEWER & WATER
722 E. South Street, Unit D
Crest Hill, IL 60403
BID TABULATION
WALSH DRIVE DRAINAGE IMPROVEMENTS
UNITED CITY OF YORKVILLE
Plano, IL 60545
STARK & SON TRENCHING, INC.
45W826 Rohrsen Road
Hampshire, IL 60140
1203 Theodore Street
LEN COX & SONS EXCAVATING
ENGINEERING ENTERPRISES, INC.
52 WHEELER ROAD, SUGAR GROVE, ILLINOIS
Page 2 of 3
BID TABULATION ENGINEER'S ESTIMATE
BIDS RECD 8/11/2014 52 Wheeler Road
Sugar Grove, IL 60554
ITEM UNIT UNIT UNIT UNIT
NO.DESCRIPTION UNIT QUANTITY PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT
H. LINDEN & SONS SEWER & WATER
722 E. South Street, Unit D
Crest Hill, IL 60403
BID TABULATION
WALSH DRIVE DRAINAGE IMPROVEMENTS
UNITED CITY OF YORKVILLE
Plano, IL 60545
STARK & SON TRENCHING, INC.
45W826 Rohrsen Road
Hampshire, IL 60140
1203 Theodore Street
LEN COX & SONS EXCAVATING
ALTERNATE 1 (WALSH DRIVE OPEN CUT)
1 PRECAST REINFORCED CONCRETE FLARED END SECTIONS - 30"EACH 2 2,000.00 4,000.00 1,050.00 2,100.00 2,800.00 5,600.00 1,800.00 3,600.00
2 STONE RIPRAP, RR3 SQ YD 32 100.00 3,200.00 69.00 2,208.00 85.00 2,720.00 95.00 3,040.00
3 STORM SEWER, RCP, CLASS A, TYPE 1, 12"FOOT 9 75.00 675.00 75.00 675.00 110.00 990.00 58.00 522.00
4 STORM SEWER, RCP, CLASS A, TYPE 1, 30" (RUBBER GASKET)FOOT 123 90.00 11,070.00 85.00 10,455.00 125.00 15,375.00 78.00 9,594.00
5 STORM SEWER REMOVAL, 12"FOOT 146 20.00 2,920.00 22.00 3,212.00 8.00 1,168.00 15.00 2,190.00
6 WATER MAIN REMOVAL, 8"FOOT 30 20.00 600.00 22.00 660.00 10.00 300.00 15.00 450.00
7 WATER MAIN, D.I.P, CLASS 52, WITH POLYETHYLENE WRAP, 8-INCH FOOT 30 100.00 3,000.00 78.00 2,340.00 225.00 6,750.00 122.00 3,660.00
8 WATER MAIN INSULATION FOOT 30 25.00 750.00 15.00 450.00 35.00 1,050.00 10.00 300.00
9 DUCTILE IRON FITTINGS LB 325 8.00 2,600.00 10.00 3,250.00 4.00 1,300.00 10.00 3,250.00
10 WATER MAIN TESTING - PRESSURE LUMP SUM 1 1,000.00 1,000.00 1,000.00 1,000.00 100.00 100.00 5,000.00 5,000.00
11 WATER MAIN TESTING - DISINFECTION LUMP SUM 1 1,000.00 1,000.00 1,100.00 1,100.00 100.00 100.00 5,000.00 5,000.00
12 COMBINATION CONCRETE CURB AND GUTTER REMOVAL AND REPLACEMENT, B-6, 12 FOOT 18 90.00 1,620.00 85.00 1,530.00 24.00 432.00 300.00 5,400.00
13 SIDEWALK REMOVAL AND REPLACEMENT SQ FT 195 15.00 2,925.00 12.00 2,340.00 7.00 1,365.00 35.00 6,825.00
14 PAVEMENT REMOVAL AND REPLACEMENT SQ YD 47 70.00 3,290.00 75.00 3,525.00 85.00 3,995.00 140.00 6,580.00
15 FOUNDATION MATERIAL CU YD 10 40.00 400.00 48.00 480.00 21.00 210.00 100.00 1,000.00
16 GRADING AMD SHAPING DITCHES FOOT 130 22.00 2,860.00 25.00 3,250.00 60.00 7,800.00 18.00 2,340.00
17 SILT FENCE FOOT 270 5.00 1,350.00 5.00 1,350.00 3.00 810.00 3.00 810.00
18 RESTORATION SQ YD 1,730 10.00 17,300.00 11.00 19,030.00 6.00 10,380.00 9.00 15,570.00
19 NON-SPECIAL, NON-HAZARDOUS SOIL WASTE DISPOSAL, TYPE 1 TON 10 100.00 1,000.00 75.00 750.00 70.00 700.00 54.00 540.00
20 NON-SPECIAL, NON-HAZARDOUS SOIL WASTE DISPOSAL, TYPE 2 TON 10 100.00 1,000.00 75.00 750.00 70.00 700.00 25.00 250.00
21 TRAFFIC CONTROL AND PROTECTION LUMP SUM 1 2,500.00 2,500.00 2,000.00 2,000.00 20,000.00 20,000.00 6,500.00 6,500.00
TOTAL ALTERNATE 1 65,060.00 62,455.00 81,845.00 82,421.00
ENGINEERING ENTERPRISES, INC.
52 WHEELER ROAD, SUGAR GROVE, ILLINOIS
Page 3 of 3
BID TABULATION ENGINEER'S ESTIMATE
BIDS RECD 8/11/2014 52 Wheeler Road
Sugar Grove, IL 60554
ITEM UNIT UNIT UNIT UNIT
NO.DESCRIPTION UNIT QUANTITY PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT
H. LINDEN & SONS SEWER & WATER
722 E. South Street, Unit D
Crest Hill, IL 60403
BID TABULATION
WALSH DRIVE DRAINAGE IMPROVEMENTS
UNITED CITY OF YORKVILLE
Plano, IL 60545
STARK & SON TRENCHING, INC.
45W826 Rohrsen Road
Hampshire, IL 60140
1203 Theodore Street
LEN COX & SONS EXCAVATING
ALTERNATE 2 (WALSH DRIVE BORE AND JACK)
1 STONE RIPRAP, RR3 SQ YD 32 100.00 3,200.00 69.00 2,208.00 85.00 2,720.00 95.00 3,040.00
2 STORM SEWER, RCP, CLASS A, TYPE 1, 12"FOOT 9 75.00 675.00 55.00 495.00 410.00 3,690.00 58.00 522.00
3 STEEL CASING PIPE, BORE AND JACK, 30" (0.5: MIN. WALL THICKNESS)FOOT 137 550.00 75,350.00 450.00 61,650.00 525.00 71,925.00 500.00 68,500.00
4 STORM SEWER REMOVAL, 12"FOOT 25 20.00 500.00 22.00 550.00 10.00 250.00 25.00 625.00
5 WATER MAIN REMOVAL, 8"FOOT 24 20.00 480.00 22.00 528.00 10.00 240.00 15.00 360.00
6 WATER MAIN, D.I.P, CLASS 52, WITH POLYETHYLENE WRAP, 8-INCH FOOT 24 100.00 2,400.00 78.00 1,872.00 225.00 5,400.00 122.00 2,928.00
7 WATER MAIN INSULATION FOOT 24 25.00 600.00 6.00 144.00 35.00 840.00 10.00 240.00
8 DUCTILE IRON FITTINGS LB 275 8.00 2,200.00 10.00 2,750.00 4.00 1,100.00 10.00 2,750.00
9 WATER MAIN TESTING - PRESSURE LUMP SUM 1 1,000.00 1,000.00 1,000.00 1,000.00 100.00 100.00 5,000.00 5,000.00
10 WATER MAIN TESTING - DISINFECTION LUMP SUM 1 1,000.00 1,000.00 1,100.00 1,100.00 100.00 100.00 5,000.00 5,000.00
11 SIDEWALK REMOVAL AND REPLACEMENT SQ FT 120 15.00 1,800.00 10.00 1,200.00 7.00 840.00 35.00 4,200.00
12 GRADING AND SHAPING DITCHES FOOT 130 22.00 2,860.00 25.00 3,250.00 60.00 7,800.00 140.00 18,200.00
13 SILT FENCE FOOT 270 5.00 1,350.00 5.00 1,350.00 3.00 810.00 3.00 810.00
14 RESTORATION SQ YD 1,730 10.00 17,300.00 11.00 19,030.00 6.00 10,380.00 9.00 15,570.00
15 NON-SPECIAL, NON-HAZARDOUS SOIL WASTE DISPOSAL, TYPE 1 TON 10 100.00 1,000.00 75.00 750.00 70.00 700.00 58.00 580.00
16 NON-SPECIAL, NON-HAZARDOUS SOIL WASTE DISPOSAL, TYPE 2 TON 10 100.00 1,000.00 75.00 750.00 70.00 700.00 25.00 250.00
17 TRAFFIC CONTROL AND PROTECTION LUMP SUM 1 2,500.00 2,500.00 3,500.00 3,500.00 10,000.00 10,000.00 10,500.00 10,500.00
TOTAL ALTERNATE 2 115,215.00 102,127.00 117,595.00 139,075.00
ENGINEERING ENTERPRISES, INC.
52 WHEELER ROAD, SUGAR GROVE, ILLINOIS
Have a question or comment about this agenda item?
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #5
Tracking Number
PW 2014-62
Sunflower and Greenbriar Pond Naturalization – Bid Award
City Council – August 26, 2014
Consideration of Approval
Contract Award
Brad Sanderson Engineering
Name Department
Bids were received, opened and tabulated for work to be done on the Sunflower Estates and
Greenbrier Pond Improvements at 10:00 a.m., August 13, 2014. Representatives of contractors
bidding the project, the City, and our firm were in attendance. A tabulation of the bids and the
engineer’s estimate is attached for your information and record. We have reviewed the bids and
they are in line with what we expected.
We structured the contract to allow for award for just Sunflower only or with Sunflower and
Greenbrier together. The committee after consideration should provide direction on this.
We recommend the acceptance of the bid and approval of award be made to the low bidder,
Encap, Inc., 2585 Wagner Court, DeKalb, IL 60115 in the amount of $66,060.00 if for
Sunflower only or $96,843.50 for both Sunflower and Greenbrier.
It is anticipated that this work will be initiated this fall and would continue into the spring. The
contract also calls for three (3) years of maintenance work to fully establish the native plantings.
If you have any questions or require additional information, please let us know.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: August 13, 2014
Subject: Sunflower Estates and Greenbrier Pond Improvements
Page 1 of 1
BID TABULATION
SUNFLOWER ESTATES AND GREENBRIAR POND IMPROVEMENTS
UNITED CITY OF YORKVILLE
BID TABULATION ENGINEER'S ESTIMATE
BIDS RECD 8/13/2014 52 Wheeler Road
Sugar Grove, IL 60554
ITEM UNIT UNIT UNIT UNIT
NO.DESCRIPTION UNIT QUANTITY PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT
SUNFLOWER ESTATES POND IMPROVEMENTS
1 BRUSH REMOVAL LSUM 1 2,500.00$ 2,500.00$ 2,900.00$ 2,900.00$ 4,000.00$ 4,000.00$ 4,500.00$ 4,500.00$
2 TURF GRASS HERBICIDE APPLICATION ACRE 1.5 2,000.00 3,000.00$ 1,630.00 2,445.00 1,000.00 1,500.00 5,200.00 7,800.00
3 SOIL PREPARATION ACRE 1.5 1,750.00 2,625.00$ 1,400.00 2,100.00 2,700.00 4,050.00 4,000.00 6,000.00
4 EMERGENT PLUG INSTALLATION EACH 1,500 5.00 7,500.00$ 5.00 7,500.00 7.50 11,250.00 7.00 10,500.00
5 WET MESIC SEEDING ACRE 0.4 5,000.00 2,000.00$ 2,360.00 944.00 3,750.00 1,500.00 9,000.00 3,600.00
6 PRAIRIE SEEDING ACRE 1.1 3,000.00 3,300.00$ 2,210.00 2,431.00 2,300.00 2,530.00 7,000.00 7,700.00
7 EROSION CONTROL BLANKET S-150 (SLOPES)SQYD 7,500 2.50 18,750.00$ 2.00 15,000.00 3.25 24,375.00 3.00 22,500.00
8 EROSION CONTROL BLANKET C-125 (SHORELINE)SQYD 1,800 3.50 6,300.00$ 2.50 4,500.00 3.80 6,840.00 3.00 5,400.00
9 WATERFOWL ENCLOSURE FENCING FOR EMERGENT PLUGS FOOT 2,600 2.50 6,500.00$ 2.90 7,540.00 4.00 10,400.00 11.00 28,600.00
10 ALGAECIDE TREATMENT EACH 3 2,000.00 6,000.00$ 1,400.00 4,200.00 1,500.00 4,500.00 3,500.00 10,500.00
11 3 YEAR MAINTENANCE FOR PONDS EACH 3 5,000.00 15,000.00$ 5,500.00 16,500.00 15,000.00 45,000.00 7,000.00 21,000.00
SUB TOTAL FOR ALL BID ITEMS 1-11 73,475.00 66,060.00 115,945.00 128,100.00
GREENBRIAR POND IMPROVEMENTS
12 BRUSH REMOVAL LSUM 1 1,000.00 1,000.00$ 650.00 650.00 - - 3,900.00 3,900.00
13 TURF GRASS HERBICIDE APPLICATION ACRE 0.75 2,000.00 1,500.00$ 1,630.00 1,222.50 1,000.00 750.00 5,500.00 4,125.00
14 SOIL PREPARATION ACRE 0.75 1,750.00 1,312.50$ 1,400.00 1,050.00 2,700.00 2,025.00 4,000.00 3,000.00
15 EMERGENT PLUG INSTALLATION EACH 750 5.00 3,750.00$ 5.00 3,750.00 7.50 5,625.00 7.00 5,250.00
16 WET MESIC SEEDING ACRE 0.15 5,000.00 750.00$ 2,350.00 352.50 3,750.00 562.50 12,000.00 1,800.00
17 PRAIRIE SEEDING ACRE 0.6 3,000.00 1,800.00$ 2,110.00 1,266.00 2,300.00 1,380.00 10,000.00 6,000.00
18 EROSION CONTROL BLANKET S-150 (SLOPES)SQYD 3,000 2.50 7,500.00$ 2.00 6,000.00 3.25 9,750.00 4.00 12,000.00
19 EROSION CONTROL BLANKET C-125 (SHORELINE)SQYD 725 3.50 2,537.50$ 2.50 1,812.50 3.80 2,755.00 4.00 2,900.00
20 WATERFOWL ENCLOSURE FENCING FOR EMERGENT PLUGS FOOT 1,200 2.50 3,000.00$ 2.90 3,480.00 4.00 4,800.00 11.00 13,200.00
21 ALGAECIDE TREATMENT EACH 1 2,000.00 2,000.00$ 1,400.00 1,400.00 1,500.00 1,500.00 3,600.00 3,600.00
22 3 YEAR MAINTENANCE FOR PONDS EACH 1 5,000.00 5,000.00$ 9,800.00 9,800.00 18,000.00 18,000.00 3,600.00 3,600.00
SUB TOTAL FOR ALL BID ITEMS 12-22 30,150.00 30,783.50 47,147.50 59,375.00
TOTAL FOR ALL BID ITEMS 1-22 103,625.00 96,843.50 163,092.50 187,475.00
COPENHAVER CONSTRUCTION
75 Koppie Drive
Gilberts, IL 60136
2585 Wagner Court
DeKalb, IL 60115
ENCAP, INC.HOMER TREE SERVICE
14000 S. Archer Ave., Ste 200
Locport, IL 60441
ENGINEERING ENTERPRISES, INC.
52 WHEELER ROAD, SUGAR GROVE, ILLINOIS
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #6
Tracking Number
PW 2014-63
Raintree Village Units 4, 5 & 6 – Completion of Improvements – Encap Proposal
City Council – August 26, 2014
Consideration of Contract Award
Encap Proposal Acceptance
Brad Sanderson Engineering
Name Department
A quote from Encap was received to perform the necessary maintenance work on the storm
water management basins located with Units 4, 5 and 6. This work was identified on our May
31, 2013 punchlist letter and was intentionally not included within the project awarded to Hardin.
It was determined that it would be more cost effective to contract separately.
We did not solicit formal bids for this work for the following reasons:
Encap is currently working for the homeowners association in maintaining the basins in
Units 1, 2 and 3 of the subdivision.
Encap has a familiarity with the basins located in Units 4, 5 and 6.
Encap has performed similar type of work for the City recently.
We recommend acceptance of the proposal from Encap, Inc. in the amount of $40,550.00. If you
have any questions or require additional information, please let us know.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: August 12, 2014
Subject: Raintree Village Units 4, 5 & 6 –Completion of Improvements
Sugar Grove, IL 60554
#DESCRIPTION OF WORK UNIT # OF UNITS UNIT COST COST
1
Basin F 2014-2015 Maintenance (1 mowing
2014, 1 herbicide treatment 2014, 2
Mowings 2015, 3 Herbicide Treatments
2015)Visits7$950.00$6,650.00
2 Preseribed Burn Fall 2014 Basin F LS1$3,500.00$3,500.00
Basin G 2014-2015 Maintenance (1 mowing
2014, 1 herbicide treatment 2014, 2
PROPOSAL NO. 14-0723C
July 23, 2014
Julie Morrison
52 Wheeler Road
RE: Rain Tree Village Basins F, G, and H, Yorkville, IL
Engineering Enterprises, Inc.
630-466-6700 / jmorrison@eeiweb.com
4
2014, 1 herbicide treatment 2014, 2
Mowings 2015, 3 Herbicide Treatments
2015)Visits7$1,350.00$9,450.00
5
Removal of invasive and non-native trees in
Basin G LS1$4,500.00$4,500.00
6 Prescribed Burn Fall 2014 Basin G LS1$3,500.00$3,500.00
7
Basin H 2014-2015 Maintenance (1 mowing
2014, 1 herbicide treatment 2014, 2
Mowings 2015, 3 Herbicide Treatments
2015)Visits7$1,350.00$9,450.00
8 Prescribed Burn Fall 2014 Basin H LS1$3,500.00$3,500.00
$40,550.00
EngineeringEnterprises,Inc.,(hereinafter“Client”)shallbesolelyliableforthetimelypaymentofallamounts
invoicedunderthisproposal.InvoiceswillbetenderedbyENCAP,Inc.(“ENCAP”)fromtimetotime,butnomore
frequentlythaneverytwoweeks,andshallbedueandpayable uponreceipt.IfClientobjectstoalloranyportion
ofaninvoice,Clientshallneverthelesstimelypaytheundisputedamountofsuchinvoiceandpromptlyadvise
ENCAP in writing of the reasons for disputing any amount.
Payment Agreement
_______________________ ________ ____________________ ________
By: ENCAP, Inc. By: Engineering Enterprises, Inc.
Clientshallpayanadditionalchargeoftwo(2)percent(orthemaximumpercentageallowedbylaw,whicheveris
lower)oftheinvoicedamountpermonthforanypaymentreceivedbyENCAPmorethanthirty(30)calendar
days from the date of the invoice, excepting any portion of the invoiced amount in dispute and resolved in favor of
Client. Payments shall first be applied to accrued interest and then to the unpaid principal amount.
IfClientfailstopayinvoicedamountswithinthirty(30)calendardaysofthedateoftheinvoice,ENCAPmayat
anytime,withoutwaivinganyotherclaimagainstClientand withoutincurringanyliabilitytoClient,suspendor
terminateperformanceunderthisAgreementaslongasanyhazardousconditionscreatedbyENCAP’S
previouslyperformedservicesarerenderednon-hazardous toClientsemployee’s,agentsandsubcontractors,
thegeneralpublic,andtheenvironment.Terminationshall notrelieveClientofitsobligationtopayamounts
incurreduptotermination.ENCAPshallbeentitledtorecoveranyandallcostsofcollectionassociatedwith
recovery of amounts due under this Payment Agreement, including but not limited to reasonable attorney’s fees.
ClientwillindemnifyandholdharmlessENCAPanditsrepresentatives,agents,employees,andsuccessorsand
assignsfromandagainstanyandallclaims,suits,actions,losses,penalties,fines,anddamagesofanynature
whatsoever,andshallpayanyreasonableattorney’sfees,expertwitnessesfees,andENCAPfees,andcourt
costsarisingorresultingfrom(1)Client’sbreachofthisAgreement;or(2)Client’snegligenceorintentional
misconduct.
Clientshallacceptfullresponsibilityforpaymentnotwithstandinganyotheragreementwithownerorotherparty,
andinnoeventwillanyprovisioninacontract,agreement,orunderstandingwhichconditionsClient’spayment
toENCAPuponreceiptofthepaymentfromanyotherpartyrelieveClientfromresponsibilityforpaymentto
ENCAP.
_______________________ ________ ____________________ ________
Jonathan Koepke Date Julie Morrison Date
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #7
Tracking Number
PW 2014-64
Route 34 – western section trail locations
City Council – August 26, 2014
N/A
Majority
Approval
See attached memo.
Bart Olson Administration
Name Department
Summary
Review of trail locations for the Route 34 western expansion.
Background
Phase I planning for expansion of the Route 34 section between Eldamain Rd and Center
Parkway is underway, and the first public comment sessions have gathered a fair amount of comment on
the trail location between Cannonball and Center Parkway. Currently, the State’s expansion plans show
the trail on the south side of Route 34 between Center Parkway and Cannonball Trail, the north side
west of Cannonball Trail, and on the north side east of Center Parkway. While this matches the City’s
Integrated Transportation Plan, we think the location is cause for review.
The south side trail placement has the benefit of mitigating floodplain issues at the Blackberry
Creek bridge. According to IDOT staff, shifting the trail to the north side would cause floodplain
impacts and “require excavation in other areas to compensate, and fill slopes are already very close to
the creek banks in some areas. Because the creek runs parallel for a distance along the north side of US
34, it makes expansion in that area particularly difficult.”
The south side trail placement will significantly impact the homeowner at the southwest corner
of Route 34 and Game Farm Road. The profile of the roadway will be significantly higher than their
current driveway, and will result in an awkward, short, and blind turning movement in and out of their
driveway to Route 34, for which they would also have to cross a bike path. On the other hand, shifting
the trail to the north side would cause the trail to cross multiple business entrances, where there are none
on the south side. Also, shifting to the north side would impact more residential properties as well,
although none of the properties east of Blackberry Creek are in City limits.
The south side trail placement leads to an easier pedestrian movement east or west on Route 34
from Game Farm Road than a north side trail. A north side trail would require all pedestrians coming
from the High School, Library, Beecher Center, City Hall, and Grade School to cross Route 34 before
travelling east or west.
A south side trail placement is out of place for long-distance trail users. Those coming from
either Oswego or Plano will be travelling on the north side of the trail until they hit Center Parkway or
Cannonball Trail, respectively. At those points, the trail would shift to the south for 2/3 of a mile before
shifting back to the north side. The north side trail placement seems much more logical for regional trail
usage, and eliminates two Route 34 trail crossings.
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: August 14, 2014
Subject: Route 34 – western section trail locations
Recommendation
Ultimately, staff feels that the addition of two Route 34 crossings within 2/3 of a mile is the
strongest argument for trail placement. With so many vehicles using Route 34 on a daily basis, it would
be best to minimize crossings for all users. Staff recommends that the trail location be shifted to the
north side of Route 34.
Veterans
Bridge
Eldamain
Cannonball
John
Center
Erica Edward
B
e
e
ch
e
r
Kendall
Game Far
m
Western
Isabel
Sunset
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Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #8
Tracking Number
PW 2014-37
Parking Restriction in Windett Ridge Subdivision
City Council – August 26, 2014
N/A
Majority
Approval
See attached memo.
Bart Olson Administration
Name Department
Summary
Consideration of an ordinance restricting parking on the north and east side of Windett Ridge
between Route 47 and Kentshire Drive.
Background
This item was last discussed by the City Council at the May 27 meeting. At that meeting, the
City Council directed City staff to send letters to residents adjacent to the proposed parking restriction,
inviting them to a future Public Works Committee meeting. A sample letter is attached.
Staff has received no email comments prior to the meeting. Residents may be in attendance at
the meeting to provide feedback in person.
Recommendation
Staff recommends approval of the ordinance.
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: August 14, 2014
Subject: Parking Restrictions in Windett Ridge subdivision
Ordinance No. 2014-____
Page 1
Ordinance No. 2014-_____
AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE UNITED CITY OF
YORKVILLE, KENDALL COUNTY, ILLINOIS REGULATING ON-STREET PARKING
NOW THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of
Yorkville, Kendall County, Illinois, as follows:
Section 1. Title 6, Chapter 2, Section 2, of the United City of Yorkville Code of Ordinances is
hereby amended by adding the following:
6-2-2: PARKING PROHIBITED ON DESIGNATED STREETS:
WINDETT RIDGE ROAD
A “no parking” zone shall be created on the north/east side of Windett Ridge
Road from Bridge Street (Route 47) to Kentshire Drive.
Section 2. If any Section, subsection, sentence, clause, phrase or portion of this Chapter is for
any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be
deemed a separate, distinct, and independent provision, and such holding shall not affect the validity of
the remaining portions hereof.
Section 3. This Ordinance shall be in full force and effect upon its passage, approval, and
publication as provided by law.
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois, this _____
day of _______________, 2014.
____________________________________
CITY CLERK
CARLO COLOSIMO ________ KEN KOCH ________
JACKIE MILSCHEWSKI ________ LARRY KOT ________
CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________
ROSE ANN SPEARS ________ DIANE TEELING ________
Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this _____
day of _______________, 2014.
____________________________________
MAYOR
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #9
Tracking Number
CC 2014-59
Parking Restrictions in Whispering Meadows Subdivision
City Council – August 26, 2014
N/A
Majority
Approval
See attached memo.
Bart Olson Administration
Name Department
Summary
Consideration of an ordinance restricting parking on the east side of Alan Dale Lane between
Faxon Rd and McMurtrie Ave.
Background
This item was last discussed by the City Council at the June 24 meeting. At that meeting, the
City Council directed City staff to send letters to residents adjacent to the proposed parking restriction,
inviting them to a future Public Works Committee meeting. A sample letter is attached.
Staff has received no email comments prior to the meeting. Residents may be in attendance at
the meeting to provide feedback in person.
Recommendation
Staff recommends approval of the ordinance.
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: August 14, 2014
Subject: Parking Restrictions in Whispering Meadows
Ordinance No. 2014-____
Page 1
Ordinance No. 2014-_____
AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE UNITED CITY OF
YORKVILLE, KENDALL COUNTY, ILLINOIS REGULATING ON-STREET PARKING
NOW THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of
Yorkville, Kendall County, Illinois, as follows:
Section 1. Title 6, Chapter 2, Section 2, of the United City of Yorkville Code of Ordinances is
hereby amended by deleting the following:
6-2-2: PARKING PROHIBITED ON DESIGNATED STREETS:
ALAN DALE LANE
A “no parking” zone shall be created on the east side of Alan Dale Lane from
McMurtrie Way to Faxon Road, to be effective Monday through Friday, between
the hours of five o'clock (5:00) P.M. until nine o'clock (9:00) P.M. during the
months of April, May, June, and July
ALAN DALE LANE
A “no parking” zone shall be created on the east side of Alan Dale Lane from
Faxon Road to Alice Avenue.
Section 2. Title 6, Chapter 2, Section 2, of the United City of Yorkville Code of Ordinances is
hereby amended by adding the following:
ALAN DALE LANE
A “no parking” zone shall be created on the east side of Alan Dale Lane from
McMurtrie Way to Alice Avenue.
Section 3. If any Section, subsection, sentence, clause, phrase or portion of this Chapter is for
any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be
deemed a separate, distinct, and independent provision, and such holding shall not affect the validity of
the remaining portions hereof.
Section 4. This Ordinance shall be in full force and effect upon its passage, approval, and
publication as provided by law.
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this _____ day
of ____________________, 2014.
______________________________
CITY CLERK
Ordinance No. 2014-____
Page 2
CARLO COLOSIMO ________ KEN KOCH ________
JACKIE MILSCHEWSKI ________ LARRY KOT ________
CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________
ROSE ANN SPEARS ________ DIANE TEELING ________
Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois this _____ day
of ____________________, 2014.
____________________________________
MAYOR
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
CA #10
Tracking Number
CC 2014-60
Parking Restrictions Near Cannonball Ridge Park
City Council – August 26, 2014
N/A
Majority
Approval
See attached memo.
Bart Olson Administration
Name Department
Summary
Consideration of an ordinance restricting parking on the north side of Western Avenue opposite
the park,the west side of Northland Lane (nearest to the park), and the north side of Blackberry Shore
Lane (nearest to the park)..
Background
This item was last discussed by the City Council at the June 24 meeting. At that meeting, the
City Council directed City staff to send letters to residents adjacent to the proposed parking restriction,
inviting them to a future Public Works Committee meeting. A sample letter is attached.
Staff has received one phone call from a resident prior to the meeting. That resident objected to
the restrictions on Blackberry Shores Ln and Northland Ln. He felt that the danger from pedestrians
crossing the street was far greater than preserving fire hydrant access. He said that he was going to
email the committee members individually. Residents may be in attendance at the meeting to provide
feedback in person.
Recommendation
Staff recommends approval of the ordinance.
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: August 14, 2014
Subject: Parking Restrictions near Cannonball Ridge Park
Ordinance No. 2014-____
Page 1
Ordinance No. 2014-_____
AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE UNITED CITY OF
YORKVILLE, KENDALL COUNTY, ILLINOIS REGULATING ON-STREET PARKING
NOW THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of
Yorkville, Kendall County, Illinois, as follows:
Section 1. Title 6, Chapter 2, Section 2, of the United City of Yorkville Code of Ordinances is
hereby amended by adding the following:
6-2-2: PARKING PROHIBITED ON DESIGNATED STREETS:
BLACKBERRY SHORE LANE
A “no parking” zone shall be created on the north side of Blackberry Shore Lane
from just east of 901 Blackberry Shore Lane to Northland Lane.
NORTHLAND LANE
A “no parking” zone shall be created on the west side of Northland Lane from
Blackberry Shore Lane to Western Avenue
WESTERN AVENUE
A “no parking” zone shall be created on the north side of Western Avenue from
Canyon Trail to Northland Lane
Section 2. If any Section, subsection, sentence, clause, phrase or portion of this Chapter is for
any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be
deemed a separate, distinct, and independent provision, and such holding shall not affect the validity of
the remaining portions hereof.
Section 3. This Ordinance shall be in full force and effect upon its passage, approval, and
publication as provided by law.
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois, this _____
day of ___________________, 2014.
____________________________________
CITY CLERK
Ordinance No. 2014-____
Page 2
CARLO COLOSIMO ________ KEN KOCH ________
JACKIE MILSCHEWSKI ________ LARRY KOT ________
CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________
ROSE ANN SPEARS ________ DIANE TEELING ________
Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this _____
day of ___________________, 2014.
____________________________________
MAYOR
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
Minutes #1
Tracking Number
CC 2014-79
Minutes of the City Council – July 22, 2014
City Council – August 26, 2014
Majority
Approval
Approval of Minutes
Beth Warren City Clerk
Name Department
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, JULY 22, 2014
Mayor Golinski called the meeting to order at 7:00 p.m. and led the Council in the Pledge of Allegiance.
ROLL CALL
City Clerk Warren called the roll.
Ward I Koch Present
Colosimo Present
Ward II Milschewski Present
Kot Present
Ward III Frieders Absent
Funkhouser Present
Ward IV Spears Present (called in) - audio problem with phone system
Teeling Present
Also present: City Clerk Warren, City Attorney Orr, City Administrator Olson, Police Chief Hart, Deputy
Chief of Police Klingel, Finance Director Fredrickson, EEI Engineer Sanderson, Community
Development Director Barksdale-Noble, Director of Parks and Recreation Evans
QUORUM
A quorum was established.
AMENDMENTS TO THE AGENDA
None.
PRESENTATIONS
None.
PUBLIC HEARINGS
None.
CITIZEN COMMENTS ON AGENDA ITEMS
None.
CONSENT AGENDA
1. Water Department Reports for March and April 2014 (PW 2014-48)
2. Sewer Cleaning Machine (Vac Truck) – RFP Results – authorize staff to purchase a new Vac Con
combination sewer cleaning machine from EJ Equipment of Manteno, Illinois at a base cost of
$359,390.00, plus purchase the central control and monitoring system for $3344.00, the wireless
remote for $4071.00, the data logging system for $8,000.00, and the auto lube system for the
centrifugal compressor for $2424.00, and also authorize staff to sell the current Vac Con
combination sewer cleaning machine to EJ Equipment of Manteno, Illinois in the amount of
$110,000.00 (PW 2014-50)
3. Heustis Street Improvements – Bid Award – accept bid and award contract to “D” Construction,
Inc. in an amount not to exceed $479,934.70 (PW 2014-51)
4. State Street Sanitary Sewer and Adrian Street Water Main and Drainage Improvements – Bid
Award – accept bid and award contract to “S & K Excavating & Trucking, Inc. in an amount not
to exceed $322,871.00 (PW 2014-52)
5. Cannonball Trail and Route 47 Improvements – Change Order No. 1 – authorize increase in an
amount not to exceed $13,589.04 (PW 2014-53 )
6. Pond Naturalization RFP – authorize staff to issue a request for proposals for pond naturalization
of the Sunflower Estates ponds and the Greenbriar pond (PW 2014-54)
Mayor Golinski entertained a motion to approve the consent agenda as presented. So moved by Alderman
Kot; seconded by Alderman Funkhouser.
Motion approved by a roll call vote. Ayes-6 Nays-0
Colosimo-aye, Milschewski-aye, Funkhouser-aye,
Koch-aye, Teeling-aye, Kot-aye
MINUTES FOR APPROVAL
1. Minutes of the Regular City Council Meeting – June 24, 2014 (CC 2014-67)
2. Minutes of the Regular City Council Meeting – July 8, 2014 (CC 2014-68)
DRAFT
The Minutes of the Regular Meeting of the City Council – July 22, 2014 – Page 2 of 5
Mayor Golinski entertained a motion to approve the minutes of the regular City Council meeting of June
24, 2014 and July 8, 2014 as presented. So moved by Alderman Koch; seconded by Alderman Colosimo.
Alderman Funkhouser had corrections on the July 8, 2014 minutes. He wanted clarification under
Mayor's Report #2 as to why there was such a reduction on the estimate. He would like the answer
reflected in the minutes. Also, under the same location there was a motion made by Mayor Pro Tem Kot.
He wanted the wording changed to state that no motion was made.
Amended Minutes approved unanimously by a viva voce vote.
BILLS FOR PAYMENT
Mayor Golinski stated that the bills were $1,120,456.71.
REPORTS
MAYOR’S REPORT
Ordinance 2014-32 Authorizing the Issuance of General Obligation Bonds (Alternate Revenue
Source), of the United City of Yorkville, Kendall County, Illinois in One or
More Series in an Aggregate Principal Amount of $7,885,000
(CC 2014-65)
A motion to approve an ordinance authorizing the issuance of general obligation bonds (alternate revenue
source) of the United City of Yorkville, Kendall County, Illinois in one or more series in an aggregate
principal amount of seven million eight hundred and eighty five thousand dollars ($7,885,000), and
authorize the Mayor and City Clerk to execute. So moved by Alderman Milschewski; seconded by
Alderman Colosimo.
City Administrator Olson gave a rundown of this ordinance. The ordinance in the packet reads at a higher
total principal amount. The motion that Mayor Golinski just read is at a lower amount of $7,885,000. The
City is still going to be receiving the same dollar amount for construction estimate for Game Farm Road.
The City is also still going to be receiving the same dollar amount for the financing so those are all taken
care of. The total difference between what the bids came back at and what is in our budget is about
$150,000. That is a savings over a twenty year period. The mechanism that allows the principal to be
lower revolves around the bond buyers paying a higher than average interest rate, so they are actually
giving the City money. The interest rate is very good for them. The City will still have the money to do
the project that was estimated at the last meeting. Alderman Colosimo discussed the payback schedule.
Motion approved by a roll call vote. Ayes-5 Nays-1
Kot-aye, Colosimo-aye, Funkhouser-nay,
Milschewski-aye, Teeling-aye, Koch-aye
Resolution Authorizing the Southwest Fox Valley Cable and Telecommunications
Consortium as Agent for Purposes of Negotiating Cable Franchise Renewal Terms
(ADM 2014-49)
Mayor Golinski stated no motion is requested. City Administrator Olson said this was placed on the
agenda in order to accelerate the process. City Administrator Olson gave a quick update on this issue.
Alderman Teeling was under the impression that they had always negotiated with Comcast. City
Administrator Olson stated they have. He stated there were some questions posted at the Administration
Committee about what the organization is doing and has done. The Administration Committee did not
want to approve the resolution not knowing the answers to these questions. Alderman Funkhouser stated
the agreement that the City had in place was for the past 12 years. That is why it has never been before
the City Council.
Mayor Golinski stated this will be back at Administration Committee.
PUBLIC WORKS COMMITTEE REPORT
Illinois Economic Development Program Agreement – Wrigley
(PW 2014-55)
Alderman Teeling made a motion to approve an economic development program agreement with IDOT
for intersection improvements at Route 47 and the Wrigley Facility Drive, and authorize the Mayor and
City Clerk to execute; seconded by Alderman Kot.
Mayor Golinski stated this is a portion of the Wrigley agreement. This is for the intersection that comes
out of Wrigley which is access drive. Mayor Golinski stated this was huge. The Governor's office, and
IDOT were very helpful in getting this done. When Wrigley announced that they were expanding in
Yorkville they discussed how the City and State were helpful in the process. This got the most applause
from Wrigley's employees. The state is going to pick up 100% of the costs.
Motion approved by a roll call vote. Ayes-6 Nays-0
The Minutes of the Regular Meeting of the City Council – July 22, 2014 – Page 3 of 5
Koch-aye, Kot-aye, Colosimo-aye,
Funkhouser-aye, Milschewski-aye, Teeling-aye
ECONOMIC DEVELOPMENT COMMITTEE REPORT
No report.
PUBLIC SAFETY COMMITTEE REPORT
No report.
ADMINISTRATION COMMITTEE REPORT
No report.
PARK BOARD
Grande Reserve Park B Improvements – Award of Contract
(CC 2014-69)
Mayor Golinski entertained a motion to award the bid for Grand Reserve Park B improvements to
Wilkinson Excavating in the amount of seventy seven thousand eight hundred and sixty dollars ($77,860),
and authorize the Mayor and City Clerk to execute. So moved by Alderman Milschewski; seconded by
Alderman Funkhouser.
Motion approved by a roll call vote. Ayes-6 Nays-0
Colosimo-aye, Funkhouser-aye, Milschewski-aye,
Teeling-aye, Koch-aye, Kot-aye
PLAN COMMISSION
Ordinance Approving a Special Use for a Daycare Center (Lighthouse Academy
Daycare Center – Lot 6 Kendall Crossing)
(PC 2014-10)
Mayor Golinski entertained a motion to approve an ordinance approving a special use for a daycare center
in lot 6 of Kendall Crossing, and authorizing the Mayor and City Clerk to execute. So moved by
Alderman Milschewski; seconded by Alderman Colosimo.
Alderman Kot asked how much bigger is this new facility. He was told that the new facility is about
10,000 square feet. That is almost double in size than the facility now. Alderman Funkhouser stated
during the committee meeting he didn't support this. He doesn't believe this is the best fit for this area as a
special use. Mayor Golinski said it is a nice business to generate traffic in that area. Alderman Koch
doesn't have a problem with the project but due to some pending litigation he wanted a chance to talk with
City Attorney Orr before making a decision. He would like to table Plan Commission # 1 and # 3.
Alderman Colosimo suggested that this issue be discussed at the end of the meeting. Mayor Golinski
asked if everyone was ok with moving this to the end of the meeting after executive session. The City
Council was fine with putting this at the end of the meeting.
Ordinance Amending the Yorkville Zoning Ordinance by Adopting New Regulations for
Wind Energy Systems
(PC 2014-11)
Mayor Golinski entertained a motion to approve an ordinance amending the Yorkville zoning ordinance
by adoption new regulations for wind energy systems, and authorizing the Mayor and City Clerk to
execute. So moved by Alderman Kot; seconded by Alderman Teeling.
Alderman Colosimo is not a big fan of windmills. He thinks they are inefficient and doesn't want them
within City limits. His vote tonight would be nay. He would prefer to put this into committee. Mayor
Golinski asked if this is a time sensitive issue. Community Development Director Barksdale-Noble said it
is and explained why. She addressed Alderman Colosimo's concerns in regards to the size and output of
the energy systems. These would be special uses. She stated that in regards to the entire chapter it
addresses more than just wind energy systems, but it addresses solar, as well. She is recommending that
solar be building out to homes and be permitted outright in all districts, but the wind energy systems
would be special uses in all districts. There is a process that the City goes by. She stated that 175 would
be the max. Typical ones for homes would range between 30 to 50 feet. There could be some as high as
80 feet. That is a special use and a setback requirement would have to be met. She is proposing a setback
requirement of 110% of a height. She discussed other requirements, as well. City Administrator Olson
asked if there was any reason to make this time sensitive when the school district hasn't even applied to
the City yet. Community Development Director Barksdale-Noble said actually, no. She had anticipated
the school district was going to apply simultaneously with the adoption but since they moved a section
forward for next month at a public hearing as part of the comprehensive zoning then City can't hold off.
City Administrator Olson asked if this puts the City at any disadvantage to not have this approved when
the school district applies. Community Development Director Barksdale-Noble said no. Alderman
Colosimo asked if with special use would each application have to be approved by the City. Community
Development Director Barksdale-Noble said absolutely. It would come before Plan Commission and City
The Minutes of the Regular Meeting of the City Council – July 22, 2014 – Page 4 of 5
Council. Notification would be sent to all neighboring property owner. Alderman Colosimo has no issue
with the solar panels, but he would like the windmills discussed before moving forward. Alderman
Funkhouser would like to see this go back to EDC. Community Development Director Barksdale-Noble
wanted to clarify that the zoning commission spent about four months on this section. This wasn't just
written by staff. Professionals came in and did a lot of work on it. Alderman Milschewski asked about the
school district. Community Development Director Barksdale-Noble said in July they were supposed to
apply but missed the deadline. The City extended the public hearing to August and gave a deadline of this
Friday. Alderman Teeling talked about the possibility of the Government requiring local governments to
offer an alternate source of energy. Community Development Director Barksdale-Noble said possibly but
didn't know when. City Administrator Olson said there is nothing on the municipal radar screens.
Alderman Koch would like to have this sent to EDC. He asked if anyone has talked to the residents
around the school. Community Development Director Barksdale-Noble said they would have to be
notified by next Friday. City Administrator Olson said this would set up a process by which the school
district would apply for the special use. This doesn't give them the approval. Alderman Funkhouser said
he had flagged the school districts application and grant coming through. That is why this was expedited.
They were planning on moving forward with this without the City's input. Alderman Milschewski asked
if the private school that was being built out there had proposed having windmills. City Administrator
Olson stated it was part of their original proposal but never made the final cut. Community Development
Director Barksdale-Noble said there was discussion if that should have been part of the annexation
agreement or part of the other process. They opted to remove that as an accessory use. Alderman
Colosimo asked if the City is required to allow windmills or can the City just ban them with the municipal
boundaries. City Attorney Orr didn't know but will look into that. Alderman Milschewski stated when the
City looked at this ordinance originally she remembers something in regards to inspections. She asked if
the City will have to learn about these. Community Development Director Barksdale-Noble said now the
requirement is to provide structural engineering stamped by a structural engineer. The City is requiring
soil analysis if there is a larger base. Alderman Milschewski asked what is done yearly to make sure these
are maintained. Community Development Director Barksdale-Noble said yearly they are supposed to
send in for inspection and someone in the City's engineer department would handle that. This could also
be outsourced. Alderman Milschewski asked if staff would have to learn about this. Community
Development Director Barksdale-Noble said no. This would probably be outsourced.
Alderman Funkhouser made a motion to table this back to EDC; seconded by Alderman Koch.
Motion approved by a roll call vote. Ayes-6 Nays-0
Kot-aye, Colosimo-aye, Funkhouser-aye,
Milschewski-aye, Teeling-aye, Koch-aye
Mayor Golinski stated that Alderman Koch requested that (PC 2014-13) be moved to the end of the
meeting and the Council was fine with (PC 2014-13) being moved to the end of the meeting.
ZONING BOARD OF APPEALS
No report.
CITY COUNCIL REPORT
No report.
CITY CLERK’S REPORT
No report.
COMMUNITY & LIAISON REPORT
No report.
STAFF REPORT
Bond and Letter of Credit Reduction Report
(CC 2014-70)
City Administrator Olson stated that the Council has a written report in their packet and he would be
happy to answer any questions. There were no questions.
ADDITIONAL BUSINESS
Open House
Community Development Director Barksdale-Noble invited everyone to attend the zoning ordinance open
house. It is at 7:00 p.m. at the library.
Raging Waves
Alderman Milschewski received a call from a citizen in regards to the back up for Raging Waves on
Route 47. The backup was extensive. Alderman Milschewski asked if that was normal. Police Chief Hart
said he can talk to someone about the lights. Mayor Golinski asked if an emergency exit plan for Raging
Waves had been established. Police Chief Hart said yes and that security did meet with the City. Mayor
The Minutes of the Regular Meeting of the City Council – July 22, 2014 – Page 5 of 5
Golinski asked what is the protocol if the park has to evacuate in a hurry. Police Chief Hart said Raging
Waves is supposed to notify the police department and a car would be sent out.
Wren Road
Alderman Colosimo mentioned Wren Road and the no trespassing signs. He received an email from the
HOA management company saying that some developers threatened to close off the road. The City needs
to find who the developers were and let them know they cannot do that. City Administrator Olson said it
sounds like that is the interior roads on the south end of the subdivision that are part of unit 4, 5, and 6.
Those are being worked on by a contractor the City hired. City Administrator Olson will reach out to the
HOA management company to make sure that is the area and to call the contractors.
EXECUTIVE SESSION
Mayor Golinski stated the Council will go into Executive Session for the purpose of
1. Litigation
The City Council entered Executive Session at 7:39 p.m.
The City Council returned to regular session at 7:48 p.m.
PLAN COMMISSION
Ordinance 2014-33 Approving a Special Use for a Daycare Center (Lighthouse Academy
Daycare Center – Lot 6 Kendall Crossing)
(PC 2014-10)
Mayor Golinski entertained a motion to approve an ordinance approving a special use for a daycare center
in lot 6 of Kendall Crossing, and authorizing the Mayor and City Clerk to execute. So moved by
Alderman Kot; seconded by Alderman Colosimo.
Motion approved by a roll call vote. Ayes-5 Nays-1
Colosimo-aye, Funkhouser-nay, Milschewski-aye,
Teeling-aye, Koch-aye, Kot-aye
Ordinance Authorizing the First Amendment to the Planned Unit Development Plan for the
Kendall Crossing Planned Unit Development (Monument Entryway Signage)
(PC 2014-13)
Mayor Golinski entertained a motion to approve an ordinance authorizing the first amendment to the
planned unit development plan for the Kendall Crossing Planned Unit Development for monument
entryway signage, and authorizing the Mayor and City Clerk to execute. So moved by Alderman Kot;
seconded by Alderman Teeling.
City Administrator Olson said the City is requesting tabling this item. The sign might be under private
ownership. The petitioner is trying to find documentation. If not then the City will create a license
agreement which would be up for consideration at a future meeting. This would allow them to then install
the sign within the public right away. City Administrator Olson was under the impression that the entire
islands was without question in the public right away and that the footprint of the existing sign was
retained under private ownership. Alderman Funkhouser stated that is the question that the City has been
going back and forth on trying to determine.
Alderman Colosimo made a motion to table (PC 2014-13) back to EDC; seconded by Alderman Koch.
Motion approved by a roll call vote. Ayes-6 Nays-0
Funkhouser-aye, Milschewski-aye, Teeling-aye,
Koch-aye, Kot-aye, Colosimo-aye
CITIZEN COMMENTS
Amy Cesich, Raintree, was against having the windmills banned.
ADJOURNMENT
Mayor Golinski stated meeting adjourned.
Meeting adjourned at 7:52 p.m.
Minutes submitted by:
Beth Warren,
City Clerk, City of Yorkville, Illinois
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
Bills for Payment
Tracking Number
Bills for Payment (Informational): $833,395.77
City Council – August 26, 2014
None – Informational
Amy Simmons Finance
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Page 2 of 34
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Page 4 of 34
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Page 5 of 34
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Page 6 of 34
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1
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AD
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12
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Page 7 of 34
01
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Page 9 of 34
01
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Page 10 of 34
01
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Page 11 of 34
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Page 12 of 34
01
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Page 15 of 34
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Page 16 of 34
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AD
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Page 17 of 34
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Page 18 of 34
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6
*
Page 19 of 34
01
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1
1
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AD
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Page 21 of 34
01
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Page 22 of 34
01
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AD
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Page 24 of 34
01
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01
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Page 27 of 34
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Page 28 of 34
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M
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Page 29 of 34
01
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Page 33 of 34
ACCOUNTS PAYABLE DATE
City Check Register 08/26/2014 $585,190.74
SUB-TOTAL: $585,190.74
OTHER PAYABLES
Manual Check #518132- Konwent Build Check 08/11/2014 $10,000.00
ManualCheck#518135-YorkvillePost -UbPenaltyBillPostage 08/13/2014 $331.09
UNITED CITY OF YORKVILLE
BILL LIST SUMMARY
Tuesday, August 26, 2014
Manual Check #518135- Yorkville Post - Ub Penalty Bill Postage 08/13/2014 $331.09
SUB-TOTAL: $10,331.09
Bi - Weekly08/15/2014$237,873.94
SUB-TOTAL: $237,873.94
TOTAL DISBURSEMENTS:$833,395.77
PAYROLL
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34
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34
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
This item was scheduled to be discussed at the August 21 Administration Committee meeting.
That meeting was cancelled due to a lack of quorum. This item was placed on the Mayor’s
Report by Mayor Golinski because it is relatively time sensitive.
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
Mayor #1
Tracking Number
ADM 2014-49
Resolution Authorizing the Cable Consortium as Agent for Cable Franchise Agreement
City Council – August 26, 2014
N/A
Majority
Approval
See attached memo.
Bart Olson Administration
Name Department
Summary
Review of the City’s participation in the Southwest Fox Valley Cable and Telecommunications
Consortium, and the resolution to authorize the Cable Consortium as agent for negotiating a new cable
franchise agreement.
Background
This item was discussed at the July Administration Committee meeting. At that meeting, the
committee had the following questions for staff:
1) Where are the funds from the consortium held?
a. The funds are held in a checking account authorized by the consortium but that the
Village of North Aurora has access to. North Aurora does not have the authority to
write checks against the account, but they do record the accounts financial activity
and track it. However, the account and funds are not audited.
2) What is the status of the non-profit formation for the consortium?
a. The consortium board has not moved forward with the formation as a non-profit yet,
as they were waiting for the cable franchise agreement negotiations to wrap up and
the municipalities to reaffirm their participation in the consortium.
3) What is the status of the by-law amendments, including control over the consortium’s funds?
a. The consortium’s consultant, Stu Chapman, has recommended that the by-laws
change simply to address incongruence issues with state cable franchise law. To my
knowledge, none of the amendments recommended by Stu Chapman deal with
funding. However, the City could initiate whatever by-law amendments it wishes
through normal board negotiations.
4) What are the expected updates to the cable franchise agreement?
a. Comcast is seeking a reduction in the $1 per month per subscriber PEG equipment
fee, which the City has never enacted nor collected. The Cable Consortium will be
seeking a dedicated high definition channel and on-demand capabailities for
consortium programs.
Two conversations – franchise agreement and cable consortium agreement
Before we get into the conversation of the resolution authorizing the cable consortium as the
City’s negotiating agent, here’s a quick recap of the two governing documents on the issue.
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: August 14, 2014
Subject: Cable Consortium resolution
Franchise agreement
The City’s cable franchise agreement with Comcast is attached. It was approved in September
2012 and expires on October 1, 2014. Because the end of the agreement is rapidly approaching, I’ve
requested that Comcast grant a six-month extension to the current agreement, which they have verbally
committed to do. That document will be brought forward to the September Administration Committee
meeting.
The cable franchise agreement covers the City’s relationship with Comcast and how it provides
cable services in the City. It grants Comcast the non-exclusive right to construct a cable system in the
City, in exchange for an upgrade to the City’s cable system, commitment to continue to operate the
cable system, and pay the City a 5% franchise fee, among other items. The 5% franchise fee can be
used for any City purpose.
Intergovernmental agreement for cable consortium
The City’s intergovernmental agreement with North Aurora, Plano, Sandwich, Oswego, and
Waubonsee Community College is attached. This agreement was approved in 2002, and has no
expiration. Member communities can opt out of the agreement at any time with a 90 day notice, as
Oswego did a few years ago.
The agreement indicates that Waubonsee will provide the studio and office space for the
consortium, a director of consortium, staff to operate the studio, access to the facility, certificate and/or
degree programs in video production, certification programs for community members on usage of video
equipment, and other video equipment for consortium members. In return, the cities agree to give one
channel of programming to Waubonsee, and pay for certain consortium expenses. Those expenses have
averaged around $55,000 the past three years.
Under the consortium agreement, the consortium enforces the franchise agreement and provides
broadcasting of City events and meetings. Also, the director has indicated they would be able to
accommodate most of the components of the City’s recently closed RFP for streaming meetings. With
consortium funds, the camera system and broadcasting services could be purchased. The meetings could
be broadcast simultaneously on the FVTV website and public access channel.
Participation in the Cable Consortium Agreement
In anticipation of a lengthy discussion on the City’s participation in the cable consortium, I asked
the Manager of Public Access Programming to provide input on the following usage:
1) A list of Yorkville-resident run programming, in whatever metric you think is most useful (hours
of programming per year? Number of unique programs? Number of equipment rentals?)
a. This request ended up being difficult to answer, as the databases he has that list addresses
do not contain individual identifiers. Instead of being able to provide how many
residents use the studio to provide programming, he indicated that the following
programs are produced through the studio (with no differentiation on residents v. non-
residents): City meetings, YHS sporting events, festivals, “Inside Yorkville”, “Behind the
Badge”, public hearings, YHS musical events, car shows, Legion events (which is not
located within Yorkville City limits) and appearances on “Fox Valley in Focus”. No
further metrics on hours of programming were provided.
2) A count of how many certificate or degree programs in video production have been awarded by
the College per semester, breaking out how many of those participants were Yorkville
residents.
a. Further information will be provided at the meeting, but the initial response was that one
student from Yorkville had completed a degree in Mass Communications in January
2013.
3) A count of how many residents have taken the certification programs on video equipment usage
annually, breaking out how many of those participants were Yorkville residents.
a. Two classes are offered – an introductory class and then an intermediate class. Each
class is open to five student s per semester and costs $99 for all Waubonsee Community
College taxpayers.
Introductory class (minimum class size 5)
Year Total students enrolled Yorkville residents
2004 46 1
2005 21 5
2006 30 3
2007 26 1
2008 15 1
2009 29 2
2010 13 2
2011 10 -
2012 19 1
2013 (2) classes offered but minimum enrollment was not met.
TOTALS 209 16
Intermediate class (maximum class size 5)
Year Total students enrolled Yorkville residents
2004 Class was not yet offered
2005 8 1
2006 6 2
2007 16 1
2008 6 1
2009 12 1
2010 7 -
2011 8 -
2012 10 1
2013 (2) classes offered but minimum enrollment was not met.
TOTALS 73 7
In 9-10 years of class offerings, 23 Yorkville residents have enrolled in the certification
programs.
4) Confirmation that the consortium can broadcast our Council meetings live on TV as they occur
a. There is a scheduling conflict currently because Plano City Council meetings are held at
the same date and time as our City Council meetings, but this could occur through either
a TV broadcasting change or a Yorkville or Plano meeting schedule change.
5) Confirmation that the consortium can broadcast our Council meetings live on the web, as they
occur
a. Yes, the consortium would only require a hard Ethernet connection to stream reliably and
wireless access to control our playback system remotely from City Hall. This can be
installed for minimal cost by City staff.
6) Confirmation that the consortium can assist us in purchasing video equipment for the City
Council Chamber.
a. Legally, this is possible under consortium rules. This would require the approval of the
Cable Consortium board.
Recommendation
The City Council has had little public debate on cable consortium participation since the 2002
intergovernmental agreement was approved. The City could not provide the amount of studio and office
space, broadcast the meetings live on TV, or procure similar staff expertise as the consortium for the
same dollar amount as the City currently gives to the consortium. However, the City could effectively
negotiate and enforce the franchise agreement (even with hiring a cable consortium consultant if
needed), purchase video equipment for City Council chambers, stream the meetings live online,
purchase a comprehensive packet integration software package (i.e. Oswego’s Granicus package), and
still have money left over to dedicate to any corporate purpose with the amounts currently given to the
consortium in the event that the City leaves the consortium. In my opinion, I do not think that the
community values the TV broadcasting capabilities and access to the cable consortium studio for the
current cost to the City.
Accordingly, it is my recommendation to table the resolution to authorize the cable consortium
as negotiating agent for the City, and to explore opting out of the intergovernmental agreement for the
cable consortium.
Resolution No. 2014-__
Page 1
RESOLUTION NO. 2014-_____
A RESOLUTION AUTHORIZING THE SOUTHWEST FOX VALLEY
CABLE AND TELECOMMUNICATIONS CONSORTIUM AS AGENT
FOR PURPOSES OF NEGOTIATING CABLE FRANCHISE RENEWAL TERMS
WHEREAS, the Village of North Aurora, the United City of Yorkville, the City of
Plano, and the City of Sandwich have all approved and entered into an Intergovernmental
Agreement (hereinafter the “IGA”) forming the Southwest Fox Valley Public Cable and
Telecommunications Consortium (hereinafter “the Consortium”) and are members of the
Consortium; and
WHEREAS, one purpose of the IGA is to provide cost effective assistance and
coordination in the process of negotiating cable franchise renewals for each of the member
municipalities, among other things; and
WHEREAS, the IGA authorizes the Consortium with certain powers in regard to
franchise agreements and the process of franchise renewal for the member communities; and
WHEREAS, the City finds that its best interests will be served by authorizing the
Consortium and its representatives and agents to negotiate a cable franchise renewal agreement
together with the other Consortium communities so that the agreements are substantially uniform
and have substantially similar terms.
NOW, THEREFORE, BE IT RESOLVED by the Mayor and the City Council of the
United City of Yorkville, Kendall County, Illinois, as follows:
1. The recitals set forth above are incorporated herein as the material findings of the
Mayor and the City Council.
2. The Consortium and the representatives and agents that are chosen by the
Consortium for the purpose of negotiating a cable franchise renewal agreement is and are hereby
Resolution No. 2014-__
Page 2
authorized to act as the agent of the United City of Yorkville for the purpose of negotiating a
uniform cable franchise agreement to be used and approved by the City with any changes that
the City may approve before signing the agreement with the cable provider.
3. This Resolution shall be in full force and effect upon its passage and approval as
provided by law.
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
____ day of ___________, A.D. 2014.
______________________________
CITY CLERK
CARLO COLOSIMO ________ KEN KOCH ________
JACKIE MILSCHEWSKI ________ LARRY KOT ________
CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________
ROSE ANN SPEARS ________ DIANE TEELING ________
Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this
____ day of ___________, A.D. 2014.
______________________________
MAYOR
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Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
PKBD #1
Tracking Number
CC 2014-78
Intergovernmental Agreement with School District
City Council – August 26, 2014
N/A
Majority
Approval
See attached memo.
Bart Olson Administration
Name Department
Summary
Consideration of an intergovernmental agreement with the Yorkville School District.
Background
This item was last discussed at the August 12 City Council meeting. At that meeting, the City
Council directed staff to put the agreement into current City agreement format and to include a default
or breach provision within the agreement. Attorney Orr has reviewed the document and added the
default provision and made some formatting changes. All changes are shown in a track changes format.
The default provision has been added in Section 7 on pages 4 and 5. It simply requires the
parties to meet in the event of a default, and if no resolution occurs, then the agreement terminates at the
end of the semester.
After the last City Council meeting, Superintendent Shimp spoke with Mayor Golinski about the
agreement, and indicated that the School District was still reviewing their costs for facility usage. They
again indicated that they would prefer to hold off on approval of an intergovernmental for at least a year.
They did not make any commitment to give the City right of first refusal for facilities in the interim.
Recommendation
Staff recommends approval of the form of the agreement. If approved, it would be submitted to
the School Board to initiate formal talks.
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: August 20, 2014
Subject: School District Intergovernmental Agreement
1
THE INTERGOVERNMENT COOPERATIVE AGREEMENT OF THE YORKVILLE
COMMUNITY UNIT SCHOOL DISTRICT #115 and THE UNITED CITY OF
YORKVILLE
This agreement is made and entered into this _ ___ day of _________ April, by and between THE
UNITED CITY OF YORKVILLE an Illinois municipal corporation (the "City"), and the Board of
Education of YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT #115 (the "School District").
WITNESSETH
WHEREAS, the parties hereto are interested in establishing an Intergovernmental
Agreement for the sharing of current and future City and School District facilities and services; and
WHEREAS, the purpose of this joint use Agreement is to allow and encourage the Parks and
Recreation Department of the City (the “P&R Department”) and School District to work together in
planning and developing future public buildings and amenities, and the use of existing and future public
buildings and amenities; and
WHEREAS, Intergovernmental Cooperation Agreement is authorized by the Illinois
Constitution of 1970 and The Intergovernmental Cooperation Act of the State of Illinois, providing for
the execution of agreements and implementation of cooperative ventures between public agencies of the
State of Illinois (5 ILCS 220/1-220/7 et. seq,).
NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained,
it is mutually agreed by and between the parties hereto as follows:
1. DEVELOPMENT OF FUTURE FACILITIES AND PARKS.
a. Pursuant to the terms hereinafter set forth, P&R Department and the School District
agree to share the concept design for the planning of combined School/Parks locations
which will include: locations, designs, types of facilities and athletic fields, schedules and
frequency of use and time frames for development.
b. P&R Department and the School District agree to work cooperatively to provide the
optimum use and fiscal resources for the development of new facilities and parks, which
will benefit the residents of the City and residents of the School District.
c. The P&R Department and the School District will encourage cooperative efforts in the
designing and land use planning of the combined School/Park locations. Each Party shall
offer the other the opportunity to review and comment on any future development, or
improvements. These future developments may include, but not limited to: athletic fields
for soccer, softball, baseball, and football; tennis courts; shared gymnasiums or field
houses; indoor pools; playgrounds; multipurpose fields; cross country course;
maintenance garage and storage areas; concession stands; or other identified amenities
(collectively, “Recreational Facilities”) .
Deleted: April 2010
Deleted: WHEREAS, said Agreement has been
created, and has been adopted by the City Council of
United City of Yorkville; and¶
¶
WHEREAS, said Agreement has been created, and
has been adopted by the Board of¶
Education of the Yorkville Community Unit School
District #115; and¶
¶
Deleted: As established by this agreement the
Parks & Rec. Dept. of the City
Deleted: will
Deleted: The Parks & Rec.
Deleted: of the City
Deleted: will
Deleted: United City of Yorkville
Deleted: Yorkville Community Unit
Deleted: No. 115
Deleted: Parks & Rec. Dept. of the City
Deleted: p
Deleted: A
Deleted: F
Deleted: S
Deleted: S
Deleted: B
Deleted: F
Deleted: T
Deleted: C
Deleted: G
Deleted: I
Deleted: P
Deleted: P
Deleted: C
Deleted: C
Deleted: which are mutually agreed upon
2
2. CITY COMMITMENTS
a. The City hereby agrees to assign one Police Officer at the Yorkville High School and one
Police Officer at the Yorkville Middle School during the school year and regular school
hours and waive all costs incurred by the City in consideration of the use of Recreational
Facilities Owned by the School District, as provided in 3 below.
The parties understand and agree that any other police services for any special event,
emergency event or any other event not within the regular school day are not addressed in
this Agreement.
b. The City agrees to permit the School District to utilize designated Recreational Facilities
for organized school sponsored programs, and other activities that are identified for
educational purposes at no cost during mutually arranged and agreed upon hours and
days.
3. SCHOOL DISTRICT COMMITMENTS.
a. The School District agrees to permit the P&R Department to utilize School District
Recreational Facilities at no cost, as designated by the Board of Education of the School
District, for P&R Department sponsored activities during non-school hours when the
facilities are not required for educational purposes or extracurricular purposes by the
School District . The P&R Department will have the first right of use of the School
District’s Recreational Facilities and its personnel and program participants shall be
entitled to reasonable modes of ingress and egress into and from such Recreational
Facilities and the use of the School District's parking areas serving them.
b. For purposes of this Agreement, "non-school hours" shall be defined as follows:
1. Weekdays -Monday through Friday, 4:00 p.m. -10:00 p.m. throughout the school
term.
2. Weekends - Saturdays and Sundays, 8:00 a.m. - 8:00 p.m. throughout the school term.
3. At other times, such as summer recess, school holidays, other times as requested,
subject to availability and the approval by the Superintendent of the School District
and/or designated staff.
c. The City agrees that all students of the School District shall be considered residents of the
City when registering for P&R Department programs conducted solely or primarily at the
facilities owned by the School District.
4. SCHEDULING USE OF FACILITIES AND GROUNDS.
Deleted: SCHOOL POLICE OFFICER.
Deleted: As established by this agreement the
parties have waived the exchange of dollars for
compensation of said arrangement for use of
Deleted: covered by
Deleted: USE OF CITY FACILITIES BY THE
SCHOOL DISTRICT.
Deleted: parks and City owned facilities
Deleted: gym class activities,
Deleted: USE OF THE
Deleted: FACILITIES BY THE CITY
Deleted: Parks and Recreation Department of the
City ("Parks & Rec. Dept.")
Deleted: facilities
Deleted: for Parks & Rec. Dept.
Deleted: at no cost
Deleted: Parks & Rec. Dept.
Deleted: facilities as a result of this agreement.
The Parks & Rec. Dept.
Deleted: the facilities,
Deleted: facilities during those times when the
Parks & Rec. Dept. utilizes School District facilities
Deleted: which shall be
Deleted: and
Deleted: ¶
Deleted: Parks & Rec. Dept.
3
a. To facilitate the scheduling of the School and P&R Department use of Recreational
Facilities, representatives of the School District and representatives of the P&R
Department will meet semi-annually, or more frequently as may be needed, to develop a
Master Scheduling Calendar for each upcoming school year. This yearly Master
Scheduling Calendar shall be completed semi-annually, no later than June 1, for both the
P&R Department. and School District for programs and activities occurring during the
first semester of the school year; no later than October 1 for both the P&R Department.
and School District programs and activities occurring during the second semester of the
school year through the end of June; and no later than March 1 for the P&R Department
and School District programs and activities occurring during July and August. Such
Master Scheduling Calendar shall be incorporated into the School District's and Parks &
Rec. Department's individual calendars. Once the Master Scheduling Calendar has been
developed, it shall be the responsibility of each party to schedule their respective
activities and events within the agreed upon timeframes.
b. It is understood and agreed upon by the School District and City that there may be an
occasion when either party may need to utilize the Recreational Facilities in order to
accommodate a special use, as the need arises. However, the parties understand and agree
that neither shall offer a program or activity which is not previously scheduled in the
Master Scheduling Calendar, without first obtaining the approval of the other.
c. It is also understood and agreed that upon a minimum of fourteen (14) days written
notification by the Superintendent of the School District or Director of the P&R
Department either party may request a modification of the Master Scheduling Calendar.
By mutual agreement of the parties, the Master Scheduling Calendar may be modified. If
special circumstances make it impossible for either the School District or City to cancel
or change the scheduled use previously approved in the Master Scheduling Calendar,
each party will use best efforts to find an alternative date. Under these circumstances,
both parties hereto, agree that the scheduled event in the Master Scheduling Calendar
shall take priority over any attempted change. However, the parties understand and agree
that neither shall offer any program or activity which is not previously scheduled in the
Master Scheduling Calendar, without first obtaining the approval of the other.
Additionally, at those times when either the School District or the P&R Department has
the scheduled use of the Recreational Facilities for a particular activity but elects not to
use the Recreational Facilities for that activity, nothing herein shall preclude the other
party's use of the Recreational Facilities for a particular activity .
d. The Governing Bodies of each public entity, namely the City Council for the United City
of Yorkville, and the Board of Education of the Yorkville Community Unit School
District No. 115 reserve the right to act as the final authority in determining the use of the
their respective facilities and services when either body deems the action to be in the best
interest of the respective public entity.
5. OPERATIONAL COSTS.
Deleted: Parks & Rec. Dept.
Deleted: designated facilities and grounds by both
parties
Deleted: or staff
Deleted: the Parks & Rec. Dept.
Deleted: the
Deleted: May 15
Deleted: Parks & Rec. Dept
Deleted: ,
Deleted: and
Deleted: Parks & Rec. Dept
Deleted: and
Deleted: ,
Deleted: Parks & Rec Dept.
Deleted: ,
Deleted: and shall be
Deleted: Master Calendars for the upcoming
fiscal/school year.
Deleted: facilities
Deleted: Therefore,
Deleted: School
Deleted: Parks and Recreation,
Deleted: set forth
Deleted: set forth
Deleted: provide
Deleted: Parks and Rec. Dept.
Deleted: facilities
Deleted: facilities
Deleted: facilities
Deleted: activity but elects not to use the facilities
for that activity, nothing herein shall preclude the
other party's use of the facilities upon written request
to the other party for such use and receipt of written
clearance for such use form the other party
4
a. The School District and City agree neither party will compensate each other for the
commitments hereinabove set forth so long as the respective cost to each of the parties
are deemed to be “substantially equal”. For purposes of this Agreement “substantially
equal” shall be deemed to be less than twenty percent (20%) difference in the total cost to
each party..
b. It will be the responsibility of each party utilizing the other's property and facilities to
return the condition of the facility or property to the same state it was found.
c. The School District and the P&R Department. will provide staff with keys to the
designated Recreational Facilities to allow access without the need of having additional
personnel present. Each party hereto, will be responsible for securing the facility,
building or area upon leaving
d. The City assumes the responsibility for deactivating and/or activating the alarm when
using a school building, if school personnel are not present or available for this task. The
City shall pay established false alarm fines if set off by City employees.
e. The City will give consideration to interested off duty school personnel when hiring for
program staff, though final determination will be based upon several variables including
but not limited to an applicant's qualifications, background experience, and budgetary
limitations.
6. PERIODIC REVIEW OF AGREEMENT.
a. The School District and the City recognize and understand that this Agreement provides
for the optimum use of the Recreational Facilities being provided by the taxpayers of
each entity. It is therefore recognized by both the School District and the City that there
will be a need from time to time, for periodic review and modification of the schedule
Master Scheduling Calendar. Such reviews shall take place quarterly or as needed, at the
request of either the School District or the City.
b. The parties agree that this Agreement shall be in full force and effect for a period of one
(1) commencing as of September 1, 2014 and terminating August 31, 2015. This
Agreement may be reviewed by the parties quarterly at which time the Agreement may
be extended for an additional year. Notwithstanding the foregoing provision, six (6)
months prior to the anniversary date of this agreement, the City and School District ad
hoc committee will meet to evaluate operational expenses incurred by each body in order
to ascertain if such operational costs are substantially equal.
At the conclusion of the term hereof, both parties will evaluate this Agreement in its
entirety for philosophical, and overall benefits for both parties.
7. DEFAULTS.
Deleted: exchange dollars or compensation for use
of the facilities, grounds or Police Officer Services,
as described herein
Deleted: Parks and Rec. Dept
Deleted: adult
Deleted: (18 years and older)
Deleted: a key
Deleted: facility, building or area
Deleted: physical facilities
Deleted: set forth after formal adoption and
execution of this Agreement
Deleted: three (3) years
Deleted: annually
Deleted: shall
Deleted: three (3)
Deleted: period
Deleted: and to evaluate the shared margin. The
goal established by this agreement is that neither
party incur a financial burden, and have an expense
gap not to exceed 20% either way
Formatted: Indent: Left: 1"
Deleted: a period of three (3) years from the date
indicated at the signing of this agreement
Deleted: a
Deleted: <#> If the agreement is not renewed at
the conclusion of the three year period, the use
period will expire at the end of the active program
season.¶
Formatted: Indent: Left: 0.5"
5
In the event either party to this Agreement is in default of this Agreement, the non-
defaulting party shall request a meeting with the defaulting party to discuss the alleged
default. In the event either party refuses to meet or the parties are unable to come to a
resolution of the default, this Agreement shall terminate as of the end of the first semester
of the school year or August 31st, whichever comes first.
8. HOLD HARMLESS AND INDEMNIFICATION.
a. To the extent permitted by law, and subject to the terms of this Agreement, each Party
shall indemnify and hold harmless the other of and from any and all losses, claims,
damages, liabilities and obligations of any kind and description, including reasonable
attorney fees incurred by such party in defending or settling such losses, arising out of or
in connection with being party to this Agreement or the use of the other Recreational
Facilities, provided the liability for which indemnification is sought is caused in whole or
in part by the indemnifying party. Notwithstanding anything to the contrary contained
herein, the obligation created hereunder shall not apply to any loss, claim, damage,
liability, or obligation where the conduct of the party seeking indemnification, whether
negligent or otherwise, caused, in whole or in part, such loss, claim, damage, liability, or
obligation.
9. INTEGRATION OF ALL TERMS INTO AGREEMENT.
a. This Agreement contains all of the terms, conditions and agreements between the parties
hereto and no amendments, additions or changes hereto shall be valid unless attached
hereto in writing and signed by the City and the School District.
IN WITNESS WHEREOF, the parties hereto have, the day and year first above written, signed
and executed this Agreement by virtue of authority given and granted by the respective corporate
authorities of the parties hereto.
THE UNITED CITY OF YORKVILLE
By:_________________________________
Mayor, United City of Yorkville
Attest:_____________________________
United City of Yorkville, City Clerk
YORKVILLE COMMUNITY SCHOOL DISTRICT #115
By:_________________________________
Deleted: P
Deleted: Party's facility
Deleted: P
Deleted: P
6
President
Attest:_____________________________
Secretary
1
THE INTERGOVERNMENT COOPERATIVE AGREEMENT OF THE YORKVILLE
COMMUNITY UNIT SCHOOL DISTRICT #115 and THE UNITED CITY OF
YORKVILLE
This agreement is made and entered into this _ ___ day of _________ April, by and between THE
UNITED CITY OF YORKVILLE an Illinois municipal corporation (the "City"), and the Board of
Education of YORKVILLE COMMUNITY UNIT SCHOOL DISTRICT #115 (the "School District").
WITNESSETH
WHEREAS, the parties hereto are interested in establishing an Intergovernmental
Agreement for the sharing of current and future City and School District facilities and services; and
WHEREAS, the purpose of this joint use Agreement is to allow and encourage the Parks and
Recreation Department of the City (the “P&R Department”) and School District to work together in
planning and developing future public buildings and amenities, and the use of existing and future public
buildings and amenities; and
WHEREAS, Intergovernmental Cooperation Agreement is authorized by the Illinois
Constitution of 1970 and The Intergovernmental Cooperation Act of the State of Illinois, providing for
the execution of agreements and implementation of cooperative ventures between public agencies of the
State of Illinois (5 ILCS 220/1-220/7 et. seq,).
NOW, THEREFORE, in consideration of the covenants and agreements hereinafter contained,
it is mutually agreed by and between the parties hereto as follows:
1. DEVELOPMENT OF FUTURE FACILITIES AND PARKS.
a. Pursuant to the terms hereinafter set forth, P&R Department and the School District
agree to share the concept design for the planning of combined School/Parks locations
which will include: locations, designs, types of facilities and athletic fields, schedules and
frequency of use and time frames for development.
b. P&R Department and the School District agree to work cooperatively to provide the
optimum use and fiscal resources for the development of new facilities and parks, which
will benefit the residents of the City and residents of the School District.
c. The P&R Department and the School District will encourage cooperative efforts in the
designing and land use planning of the combined School/Park locations. Each Party shall
offer the other the opportunity to review and comment on any future development, or
improvements. These future developments may include, but not limited to: athletic fields
for soccer, softball, baseball, and football; tennis courts; shared gymnasiums or field
houses; indoor pools; playgrounds; multipurpose fields; cross country course;
maintenance garage and storage areas; concession stands; or other identified amenities
(collectively, “Recreational Facilities”) .
2
2. CITY COMMITMENTS
a. The City hereby agrees to assign one Police Officer at the Yorkville High School and one
Police Officer at the Yorkville Middle School during the school year and regular school
hours and waive all costs incurred by the City in consideration of the use of Recreational
Facilities Owned by the School District, as provided in 3 below.
The parties understand and agree that any other police services for any special event,
emergency event or any other event not within the regular school day are not addressed in
this Agreement.
b. The City agrees to permit the School District to utilize designated Recreational Facilities
for organized school sponsored programs, and other activities that are identified for
educational purposes at no cost during mutually arranged and agreed upon hours and
days.
3. SCHOOL DISTRICT COMMITMENTS.
a. The School District agrees to permit the P&R Department to utilize School District
Recreational Facilities at no cost, as designated by the Board of Education of the School
District, for P&R Department sponsored activities during non-school hours when the
facilities are not required for educational purposes or extracurricular purposes by the
School District . The P&R Department will have the first right of use of the School
District’s Recreational Facilities and its personnel and program participants shall be
entitled to reasonable modes of ingress and egress into and from such Recreational
Facilities and the use of the School District's parking areas serving them.
b. For purposes of this Agreement, "non-school hours" shall be defined as follows:
1. Weekdays -Monday through Friday, 4:00 p.m. -10:00 p.m. throughout the school
term.
2. Weekends - Saturdays and Sundays, 8:00 a.m. - 8:00 p.m. throughout the school term.
3. At other times, such as summer recess, school holidays, other times as requested,
subject to availability and the approval by the Superintendent of the School District
and/or designated staff.
c. The City agrees that all students of the School District shall be considered residents of the
City when registering for P&R Department programs conducted solely or primarily at the
facilities owned by the School District.
4. SCHEDULING USE OF FACILITIES AND GROUNDS.
3
a. To facilitate the scheduling of the School and P&R Department use of Recreational
Facilities, representatives of the School District and representatives of the P&R
Department will meet semi-annually, or more frequently as may be needed, to develop a
Master Scheduling Calendar for each upcoming school year. This yearly Master
Scheduling Calendar shall be completed semi-annually, no later than June 1, for both the
P&R Department. and School District for programs and activities occurring during the
first semester of the school year; no later than October 1 for both the P&R Department.
and School District programs and activities occurring during the second semester of the
school year through the end of June; and no later than March 1 for the P&R Department
and School District programs and activities occurring during July and August. Such
Master Scheduling Calendar shall be incorporated into the School District's and Parks &
Rec. Department's individual calendars. Once the Master Scheduling Calendar has been
developed, it shall be the responsibility of each party to schedule their respective
activities and events within the agreed upon timeframes.
b. It is understood and agreed upon by the School District and City that there may be an
occasion when either party may need to utilize the Recreational Facilities in order to
accommodate a special use, as the need arises. However, the parties understand and agree
that neither shall offer a program or activity which is not previously scheduled in the
Master Scheduling Calendar, without first obtaining the approval of the other.
c. It is also understood and agreed that upon a minimum of fourteen (14) days written
notification by the Superintendent of the School District or Director of the P&R
Department either party may request a modification of the Master Scheduling Calendar.
By mutual agreement of the parties, the Master Scheduling Calendar may be modified. If
special circumstances make it impossible for either the School District or City to cancel
or change the scheduled use previously approved in the Master Scheduling Calendar,
each party will use best efforts to find an alternative date. Under these circumstances,
both parties hereto, agree that the scheduled event in the Master Scheduling Calendar
shall take priority over any attempted change. However, the parties understand and agree
that neither shall offer any program or activity which is not previously scheduled in the
Master Scheduling Calendar, without first obtaining the approval of the other.
Additionally, at those times when either the School District or the P&R Department has
the scheduled use of the Recreational Facilities for a particular activity but elects not to
use the Recreational Facilities for that activity, nothing herein shall preclude the other
party's use of the Recreational Facilities for a particular activity .
d. The Governing Bodies of each public entity, namely the City Council for the United City
of Yorkville, and the Board of Education of the Yorkville Community Unit School
District No. 115 reserve the right to act as the final authority in determining the use of the
their respective facilities and services when either body deems the action to be in the best
interest of the respective public entity.
5. OPERATIONAL COSTS.
4
a. The School District and City agree neither party will compensate each other for the
commitments hereinabove set forth so long as the respective cost to each of the parties
are deemed to be “substantially equal”. For purposes of this Agreement “substantially
equal” shall be deemed to be less than twenty percent (20%) difference in the total cost to
each party..
b. It will be the responsibility of each party utilizing the other's property and facilities to
return the condition of the facility or property to the same state it was found.
c. The School District and the P&R Department. will provide staff with keys to the
designated Recreational Facilities to allow access without the need of having additional
personnel present. Each party hereto, will be responsible for securing the facility,
building or area upon leaving
d. The City assumes the responsibility for deactivating and/or activating the alarm when
using a school building, if school personnel are not present or available for this task. The
City shall pay established false alarm fines if set off by City employees.
e. The City will give consideration to interested off duty school personnel when hiring for
program staff, though final determination will be based upon several variables including
but not limited to an applicant's qualifications, background experience, and budgetary
limitations.
6. PERIODIC REVIEW OF AGREEMENT.
a. The School District and the City recognize and understand that this Agreement provides
for the optimum use of the Recreational Facilities being provided by the taxpayers of
each entity. It is therefore recognized by both the School District and the City that there
will be a need from time to time, for periodic review and modification of the schedule
Master Scheduling Calendar. Such reviews shall take place quarterly or as needed, at the
request of either the School District or the City.
b. The parties agree that this Agreement shall be in full force and effect for a period of one
(1) commencing as of September 1, 2014 and terminating August 31, 2015. This
Agreement may be reviewed by the parties quarterly at which time the Agreement may
be extended for an additional year. Notwithstanding the foregoing provision, six (6)
months prior to the anniversary date of this agreement, the City and School District ad
hoc committee will meet to evaluate operational expenses incurred by each body in order
to ascertain if such operational costs are substantially equal.
At the conclusion of the term hereof, both parties will evaluate this Agreement in its
entirety for philosophical, and overall benefits for both parties.
7. DEFAULTS.
5
In the event either party to this Agreement is in default of this Agreement, the non-
defaulting party shall request a meeting with the defaulting party to discuss the alleged
default. In the event either party refuses to meet or the parties are unable to come to a
resolution of the default, this Agreement shall terminate as of the end of the first semester
of the school year or August 31st, whichever comes first.
8. HOLD HARMLESS AND INDEMNIFICATION.
a. To the extent permitted by law, and subject to the terms of this Agreement, each Party
shall indemnify and hold harmless the other of and from any and all losses, claims,
damages, liabilities and obligations of any kind and description, including reasonable
attorney fees incurred by such party in defending or settling such losses, arising out of or
in connection with being party to this Agreement or the use of the other Recreational
Facilities, provided the liability for which indemnification is sought is caused in whole or
in part by the indemnifying party. Notwithstanding anything to the contrary contained
herein, the obligation created hereunder shall not apply to any loss, claim, damage,
liability, or obligation where the conduct of the party seeking indemnification, whether
negligent or otherwise, caused, in whole or in part, such loss, claim, damage, liability, or
obligation.
9. INTEGRATION OF ALL TERMS INTO AGREEMENT.
a. This Agreement contains all of the terms, conditions and agreements between the parties
hereto and no amendments, additions or changes hereto shall be valid unless attached
hereto in writing and signed by the City and the School District.
IN WITNESS WHEREOF, the parties hereto have, the day and year first above written, signed
and executed this Agreement by virtue of authority given and granted by the respective corporate
authorities of the parties hereto.
THE UNITED CITY OF YORKVILLE
By:_________________________________
Mayor, United City of Yorkville
Attest:_____________________________
United City of Yorkville, City Clerk
YORKVILLE COMMUNITY SCHOOL DISTRICT #115
By:_________________________________
6
President
Attest:_____________________________
Secretary
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
This is a County case under the one and a half mile review. The Plan Commission reviewed the
case and had no objections to the request. The proposed special use amendment does not
conflict with the current Comprehensive Plan. Staff is available to answer any questions City
Council may have. See attached memo for more information.
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
PC #1
Tracking Number
PC 2014-15
County Case 14-20 Peaceful Pathways
City Council - August 26, 2014
N/A
N/A
N/A
Vote for support or objection.
One and a half mile review for a major amendment to an existing special use.
Chris Heinen Community Development
Name Department
Staff Recommendation Summary:
Staff has reviewed the memorandum from Kendall County Planning and Zoning and the
subsequent documents attached. This property is located within one and a half miles of the planning
boundary for Yorkville allowing us the opportunity to review and provide comments to Kendall
County. The petition is requesting a major amendment to their existing special use to modify the site
plan and reconfigure the parking lot at the Peaceful Pathways Montessori School. The modification
would entail an additional 6,000 square foot building addition and the parking lot would be expanded
from 16 stalls to 30 parking stalls.
The Comprehensive Plan designation for this property is split between Suburban
Neighborhood and Parks/Open Space. The area selected for the school is on the Suburban
Neighborhood designation while the remainder of the property, which is heavily wooded, has the
Parks/Open Space designation. The property has had several amendments to the special use over the
years. The original special use was granted in 2005 and was limited to 24 students. In 2007, an
amendment was granted to allow up to 75 students. The most recent amendment was granted in 2009
and allowed up to 200 students with a modified site plan. The current enrollment is about 105
students and when they build this addition they will be able to enroll about 185 students.
After reviewing the current comprehensive plan, staff has no objections to the county
petition. The current land use designation of Suburban Neighborhood is consistent with an R-1
zoning classification within the City of Yorkville. Since schools are a permitted use under the R-1
zoning, staff feels that the use proposed would be in conformance with the R-1 standards in regards
to use and bulk requirements. It should be noted that the comprehensive plan is about to embark on
an update that will begin in late August and may result in a land use designation change for this
particular property.
This item was delivered to the City on July 1, 2014 with feedback needed by July 16, 2014.
This item was heard and approved at the July 23, 2014 Kendall County Regional Plan Commission
meeting at the County Office Building. This item was referred to the Kendall County Zoning Board
of Appeals on July 28, 2014 which was approved. This item was approved at the County Board
meeting on August 19, 2014 by a unanimous vote. This was the final step in the County’s process.
Staff Comments:
Since this petition was processed through the County, there are no legal obligations to take
our input prior to their vote. Having said this, the City does have the ability to provide comments to
staff at the Kendall County Planning Department for input into the building permit review process.
Staff has recommended supporting the petition and the Plan Commission voted to support the
petition with a unanimous vote at the August 13th meeting. The City Council now has the
Memorandum
To: City Council
From: Chris Heinen, Planner
CC: Bart Olson, City Administrator
Krysti Barksdale-Noble, Community Development Director
Date: August 19, 2014
Subject: Kendall County Case #14-20 – Peaceful Pathways
Montessori School
opportunity to comment on the approved special use and once the comments are received, staff will
relay the information to the staff at the Kendall County Planning Department.
The City’s input on this petition was delayed in part due to the July 4th holiday. As noted
above, staff received this item on Tuesday, July 1st and Plan Commission packets were distributed on
Thursday, July 3rd. This did not allow staff ample time to review and comment on the petition prior
to packets being distributed. Therefore, this item was placed on the August 13th Plan Commission
meeting for review and input. Unfortunately, the County’s review schedule and the City’s review
schedule vary greatly and therefore this petition was approved prior to completion of our review. It
would be recommended that when taking County petitions to the Plan Commission, if staff is able,
prepare the memo and packet material for said meeting. If staff is unable to prepare the packet
material, still include the petition as an item on the agenda and present our findings to the Plan
Commission on the night of the meeting.
Attachments:
1. Kendall County Planning and Zoning Memo with Attachments.
Staff Recommendation Summary:
Staff has reviewed the memorandum from Kendall County Planning and Zoning and the
subsequent documents attached. This property is located within one and a half miles of the
planning boundary for Yorkville allowing us the opportunity to review and provide comments to
Kendall County. The petition is requesting a major amendment to their existing special use to
modify the site plan and reconfigure the parking lot at the Peaceful Pathways Montessori School.
The modification would entail an additional 6,000 square foot building addition and the parking
lot would be expanded from 16 stalls to 30 parking stalls.
The Comprehensive Plan designation for this property is split between Suburban
Neighborhood and Parks/Open Space. The area selected for the school is on the Suburban
Neighborhood designation while the remainder of the property, which is heavily wooded, has the
Parks/Open Space designation. The property has had several amendments to the special use over
the years. The original special use was granted in 2005 and was limited to 24 students. In 2007,
an amendment was granted to allow up to 75 students. The most recent amendment was granted
in 2009 and allowed up to 200 students with a modified site plan. The current enrollment is
about 105 students and when they build this addition they will be able to enroll about 185
students.
The Comprehensive Plan indicates this area for more residential type uses with
significant open space requirements. The intent of the Suburban Neighborhood land use
classification is to provide a residential area which is primarily comprised of single-family
detached residences. The intent of the Parks/Open Space land use classification is to preserve
existing public and private open spaces and to identify environmentally sensitive areas to
establish appropriate locations for new designated open spaces. The land use designation directly
to the west of the property has an indication of Commercial. It appears the Suburban
Neighborhood classification is creating a buffer from the Commercial and Open Space
designations.
After reviewing the current comprehensive plan, staff has no objections to the county
petition. The current land use designation of Suburban Neighborhood is consistent with an R-1
zoning classification within the City of Yorkville. Since schools are a permitted use under the R-
1 zoning, staff fells that the use proposed would be in conformance with the R-1 standards in
regards to use and bulk requirements. It should be noted that the comprehensive plan is about to
embark on an update that will begin in late August and may result in a land use designation
change for this particular property. Staff will be available to answer any questions the Plan
Commission may have regarding the County Petition.
Memorandum
To: Plan Commission
From: Chris Heinen, Planner
CC: Bart Olson, City Administrator
Krysti Barksdale-Noble, Community Development Director
Date: July 28, 2014
Subject: Kendall County Case #14-20 – Peaceful Pathways
Montessori School
This item was delivered to the City on July 1, 2014 with feedback needed by July 16,
2014. This item was heard and approved at the July 23, 2014 Kendall County Regional Plan
Commission meeting at the County Office Building. This item was referred to the Kendall
County Zoning Board of Appeals on July 28, 2014 which was approved. The next County
meeting is the PBZ Committee meeting on August 11, 2014 and then the full County Board on
August 19, 2014.
Attachments:
1. Kendall County Planning and Zoning Memo with Attachments.