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City Council Minutes 2004 01-27-04 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, JANUARY 27, 2004. Mayor Prochaska called the meeting to order at 7:00 P.M and Ied the Council in the Pledge of Allegiance. ROLL CALL Clerk Milschewski called the roll. Ward I James Absent Sticka Present Ward R Burd Present Kot Present Ward III Munn Present Ohare Present Ward IV Besco Absent Spears Present Also present: City Clerk Milschewski, City Treasurer Powell, City Attorney Kelly Kramer, Police Lieutenant Don Schwartzkopt Director of Public Works Dhuse and Finance Director Pleckham OUORUM A quorum was established. INTRODUCTION OF GUESTS Mayor Prochaska welcomed guests and asked those present to enter their name on the attendance sheet provided. AMENDMENTS TO THE AGENDA Mayor Prochaska removed Item #4, Sprintcom Lease Agreement, from the Consent Agenda and placed it under the Mayor's Report so that it can be tabled. He also tabled his 2003 Mayor's Annual Report until the next City Council meeting as he needs to attend the Technical Advisory Group meeting for the Prairie Parkway after tonight's Council meeting. He indicated that he sent City Administrator Graff to the meeting in his place until he could join it. He stated that the Council would be receiving the operation report from all the departments and his report was intended to be a precursor to this however now it will be a summary. COMMITTEE MEETING DATES Public Works Committee 7:00 P.M., Monday, February 23, 2004 City of Yorkville Conference Room 800 Game Farm Road Economic Development Committee 7:00 P.M., Thursday, February 19, 2004 City of Yorkville Conference Room 800 Game Farm Road Administration Committee 7:00 P.M., Thursday, February 12, 2004 City of Yorkville Conference Room 800 Game Farm Road Public Safety Committee 6:30 P.M., Thursday, February 26, 2004 City of Yorkville Conference Room 800 Game Farm Road 1, Ad Hoc Technology Committee 6:30 P.M., Wednesday, February 11, 2004 City of Yorkville Conference Room 800 Game Farm Road PUBLIC HEARINGS None. CITIZEN COMMENTS None. The Minutes of the Regular Meeting of the City Council — January 27, 2004 - paw PRESENTATIONS Architectural Plans Update for Library Expansion Project Rick McCarthy from Burnidge Cassell Associates presented an update on the architectural plans for the Library Expansion Project. Mr. McCarthy explained that to begin the expansion process, the Library commissioned a Library Building Consultant to do a needs analysis based on state standards and from this the design and cost were developed. Mr. McCarthy stated that the new construction allowance is $5,465,086.00. This cost along with the remodeling of the existing building, furniture, moving costs, a 10% contingency, etc. brings the total estimated cost of the project to $8,307,455.00. Mr. McCarthy discussed how the design of the expansion was developed. He went over the following items: • The space summary — he indicated how services would be distributed in the building to best utilize space. • Research of the area - he stated that sites and architecture in Yorkville were researched in order to develop a design that would fit into the context of the City. • Basic site plan — the location of the expansion on the site was determined in an effort to allow for big north windows as this is reduces direct sunlight and helps with cooling. He went over the layout of the different areas of the library such as the adult's library, children's library, administration offices, etc. • Expansion strategy — the library is designed to expand in the future by tearing down the original library building and replacing it with a larger structure. • Site analysis — the foot print of the expansion is not as large as other buildings in the area however it will be taller. Traffic coordination between the City Hall and Police Department still needs to be worked out. • Construction materials - Mr. McCarthy displayed exhibits showing the use of siding, stone and seamed metal roofing. Alternate color options were presented. After his presentation, Mr. McCarthy opened the floor for questions. Mayor Prochaska asked if the design was to a point where financing should be researched. Mr. McCarthy stated at this stage he is confident with the design and contingency built in to the plan for the research of financing to begin. Alderman Munns asked Mr. McCarthy to explain the On -site Observation Allowance. Mr. McCarthy explained that when they go out for request for proposals (RFP'S) they start with a capital development fee schedule. He stated that architects use a schedule where the on -site observation allowance as broken out as a separate fee. This allowance includes office time, shop drawings, bidding, etc. If everything moves along smoothly, all of the allowance is not used. This also aids in making sure the contractors do what is specified and at the quality that is specified. Alderwoman Ohare asked if the library would be closed at any time during the renovation. Mr. McCarthy indicated that the plan is designed to minimi the time that the library will be closed. He stated that there will be times that the library will be open and noisy or have the power cut temporarily however for the most part it will remain open. He stated that other libraries he has worked on have been closed anywhere from four to ten days during the whole process including moving. He stated that after the addition is built, operations will be moved into the new space. Then the original library can be remodeled. Alderwoman Burd asked if a fireplace could be added to the building. She stated that this would be a nice touch. Mr. McCarthy indicated that a fireplace could be added to the adult's reading room at a minimal cost. She also asked if the Library Board decided on a fa.gade. The Library Board members present indicated that they approve of the facade. Alderman Munns asked what made up the $80,000.00 allowance for equipment. Mr. McCarthy indicated this is to allow for new copy machines, card readers, etc. City Treasurer Powell asked how the metal roof would be sound proofed. Mr. McCarthy stated that the insulation is usually three to four inches thick under the roof which will deaden sound. Mayor Prochaska asked if the Library Board has thought to make a public presentation. Mr. McCarthy stated that there has been discussion regarding making presentations in a couple of different venues. Library Board member Gail Gaebler was present at the meeting and stated that the Board has discussed having the Kendall County Record do a series of articles which would give the history of the library and address the public's questions. Mayor Prochaska stated that the Council would be willing to work with the Board in developing a public presentation. The Minutes of the Regular Meeting of the Citv Council — January 27. 2004 - page 3 Treasurer Powell asked if the Library Board thought of using the cable television's public access channel to publicize the expansion. Mr. McCarthy stated that this had not been discussed but was something to consider. Library Board member Sandy Lindblom commented on the expansion being done in two phases. She stated that the consensus of the Board was to wait with the renovation of the current building until funds become available. Alderman Munns questioned the figures on the last page of the booklet that Mr. McCarthy handed out. The estimated cost indicated on this page is $6,620,029.00 however Mr. McCarthy stated earlier that the project cost would be $8,307,455.00. Mr. McCarthy explained that the $6.6 million is only for the building without the 10% contingency, furniture, etc. There was no further discussion. CONSENT AGENDA 1. Ordinance 2004 -04 - Approving Sign Variance for 803 N. Bridge Street - authorize the Mayor and City Clerk to execute 2. Ordinance 2004 -05 — Approving Setback Variance for Residence Located at 419 Park Street - authorize the Mayor and City Clerk to execute 3. Ordinance 2004 -06 — Amending Plan Commission Membership and Officer Amendment - authorize the Mayor and City Clerk to execute 4. Resolution 2004-01— Approving Traffic Stops Statistical Study - authorize the Mayor and City Clerk to execute Mayor Prochaska entertained a motion to approve the Consent Agenda as amended. So moved by Alderwoman Spears; seconded by Alderman Munns. Motion approved by a roll call vote. Ayes -6 Nays -0 Burd -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Ohare -aye PLANNING COMMISSION /ZONING BOARD OF APPEAL No report. MINUTES FOR APPROVAL A motion was made by Alderwoman Spears to approve the minutes of the City Council meetings from January 12, 2004; seconded by Alderman Munns. Alderwoman Burd questioned Alderman Besco statement on page 7, paragraph two of the minutes. She stated that she thought that Alderman Besco said that the City Council should be eliminated and matters of employment should go to an independent arbitrator. Alderman Sticka agreed. As Alderman Besco was not present, it was discussed and agreed upon to change the sentence to read "the Mayor and the City Council to the sentence. She also questioned page nine, paragraph one, second sentence. She clarified that she was not disappointed that the letter from Seyfarth and Shaw was attached to the original draft rather she was disappointed that none of the changes she recommended had been made. She asked that this phrase be amended to reflect this. On the same page, paragraph two, last sentence she asked Alderman Sticka to clarify if the Attorney General should be contacted regarding Alderwoman Spears' meeting with the staff or regarding the employee manual. Alderman Sticka stated that he questioned if the Council should get the Attorney General's opinion on the separation of powers regarding the employee manual. Alderwoman Burd asked that this be clarified in the minutes. Alderwoman Burd also noted a typographical error on page 6, paragraph 6, first sentence; "cases were boards" should be "cases where boards ". Alderwoman Spears noted a correction on page eight, second paragraph, second to last sentence; "not going to but it out" should be corrected to "not going to put it out." Mayor Prochaska asked that the minutes be approved as corrected. Motion approved by a viva voce vote. BILLS FOR APPROVAL A motion was made by Alderwoman Spears to approve the paying of the bills listed on the Detailed Board Report dated January 15, 2004 totaling the following amounts: checks in the amount of $864,396.92 (vendor); $129,154.09 (payroll period ending 1/14/04) for a total of $993,551.01; seconded by Alderwoman Burd. The Minutes of the Regular Meeting pf the Citv Council — January 27. 2004 - nage 4 Motion approved by a roll call vote. Ayes -6 Nays -0 Burd -aye, Kot -aye, Mums -aye, Ohare -aye, Spears -aye, Sticka -aye REPORTS MAYOR'S REPORT ( Sprintcom Lease Agreement Mayor Prochaska entertained a motion to table the Sprintcom Lease Agreement until the next City Council meeting. So moved by Alderwoman Ohare; seconded by Alderwoman Burd. Motion approved by a roll call vote. Ayes -6 Nays -0 Burd -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Sticka -aye Proclamation for the Illinois City /County Management Association Mayor Prochaska read the Proclamation of Appreciation to the Illinois City /County Management Association (see attached). He entertained a motion to ratify the proclamation. So moved by Alderman Sticka; seconded by Alderwoman Burd. Motion approved by a viva voce vote. ATTORNEY'S REPORT No report CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT No report. CITY ADMINISTATOR'S REPORT No report. FINANCE DIRECTOR'S REPORT No report. DIRECTOR OF PUBLIC WORKS REPORT No report. CHIEF OF POLICE REPORT No report. EXECUTIVE DIRECTOR OF PARKS & RECREATION REPORT No report. COMMUNITY & LIAISON REPORT No report. COMNu 11 r..L REPORTS PUBLIC WORKS COMMITTEE REPORT No report. ECONOMIC DEVELOPMENT COMMITTEE REPORT No report. PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT No report. ADDITIONAL BUSINESS City Treasurer Alderman Sticka noted that City Treasurer Powell, through changes in the investment policy and negotiations with the local banks, will be bringing in thousands of additional dollars to the City. The Minutes of the Regular Meeting of the Citv Council — January 27, 2004 - vau 55 He stated that it was great that the Treasurer was actually doing the work of a treasurer. There was a round of support for Treasurer Powell from the Council. Treasurer Powell thanked the Council for their support and gave a special thanks to Finance Director Pleckham for her guidance. Fox Hill Subdivision Alderwoman Spears stated that she had not received verification of the amount for the final acceptance of the Fox Hill Subdivision. She asked if it had been accepted. Mayor Prochaska stated that he was still waiting for verification. Alderman Besco Alderwoman Spears stated that she spoke with Alderman Besco earlier and his surgery went well and he is doing fine. Mayor Prochaska stated that he had a get well card for everyone to sign. EXECUTIVE SESSION Mayor Prochaska entertained a motion to go into executive session to discuss the purchase or lease of real property for the use of the public body. He asked that the City Clerk, City Treasurer, and City Attorney be included in the session. He also noted that there would not be any action taken after the session. So moved by Alderman Munns; seconded by Alderwoman Burd. Motion approved by a roll call vote. Ayes -6 Nays -0 Ohare -aye, Burd -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye The regular session broke at 7:45 P.M. The Council took a five minute break. The City Council returned to regular session at 8:11 P.M ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderwoman Spears; seconded by Alderman Munns. Motion approved by a viva voce vote. i Meeting adjourned at 8:12 P.M. Minutes submitted by: Jacquelyn Milschewski, City Clerk City of Yorkville, Illinois CITY COUNCIL MEETING JANUARY 27, 2004 PLEASE PRINT NAME: ADDRESS: u C� rW 2 400 �G ti � 3e"on Mewi NIIVDV& 31� L Lit �.� .Fs c- /(c T- it ID V\ �\ V\ c- v r 'c � V 1 (o ol / J C/a h.; r1,J� / ©fv1 W3 V) FCC.. Y, it /rulL-c ue¢c �/ ar.°• - w� °v v °� ° i ° ate ® °� �'�i ° 0 �i o °_ d °av : acv & ` ���..as�gg`` ®/ Iue► f f� a1 � � t �aa',� °_ �pav<► � � v� � BOapr a �. ay.� �_ ! �O.v A �.�oi► � �. a� � � Ya�av' � avp� A oa�a !`; i'ii/ �1eii n/� �j� �p p ./� .a`t � s.• `'` � a.• � �• ■a, spa• u• as• ••• jai �.• aar rsE` oo..r� - ti0 •• - . {;�� �IoP�::•� ��1lIoP�. •�•�.t1�I�l�►_•••.e�1II�1_ �. : • e • .�`'I , � f 1' ®ii 3 \��% - S± II ►fe,- UNITED CITY OF YORKVILLE c'':° Iglll � �� �o`I`gll'gi J ' I�I •, o , ►a •�. '�• � +` I 1 0 f0'o WHEREAS, the ILLINOIS CITY /COUNTY MANAGEMENT ;.+4 °eie( glll e p supporting Oil ASSOCIATION IB °:j ;. ASSOCIATION was founded in 1953 for the •a � ` ��1 improving muni purpose of su ortin and cipal and county management and strengthening local q'gp'fa1'e; ^ government in Illinois; and 111gq b�►•°'v: WHEREAS, the Association's 400 plus members include ci villa a and / ►.'-• county mana managers and their assistants persons interested in local government g p g ,gg gle r -., management, students, consultants, and other management professionals who :,- ''— _,o 111 ►e,� �; i ~ +eo If 1 4► share the common interest of romotin effective local overnment and �► , ! �1 /air• WHEREAS, the ILLINOIS CITY /COUNTY MANAGEMENT gggqe� ASSOCIATION is celebrating 50 years of service to Illinois communities in ya egllq 2003; and ►� ; WHEREAS, the ILLINOIS CITY /COUNTY MANAGEMENT qIN ASSOCIATION continues to be a strong association for local government : I,oeelil j 1 ` ►': ►�'P; professionals that provide a positive environment for the exchange of ideas: and I �► ►f, d ° WHEREAS, the United City of Yorkville Council created the office of F %''�• "� g c� `e111 , '10e o�, and appointed its first City Administrator in 1988 to act as chief administrative ;, ® e e blll; ►�rO. '�a,O . � 1 ►'!=• � officer to oversee prop er administration of all affairs, departments and offices of �/ a �l''f ►e►�k! ° the City, in which its current and past administrators have benefited from the ; W �g efforts of the ILLINOIS CITY /COUNTY MANAGEMENT ASSOCIATION. eg�lflll' !�►�9:e."�; NOW, THEREFORE, BE IT PROCLAIMED BY THE MAYOR AND ''° "�; CITY COUNCIL OF THE UNITED CITY OF YORKVILLE: t �gll ° THAT, the Council, on behalf of the administration and residents of theti \ r '1►;►:`; community, hereby expresses its appreciation to the ILLINOIS CITY /COUNTY MANAGEMENT ASSOCIATION for its support of local government pp g 111.1r,y. professionals and the public service they provide and congratulates the �� ►pr, Association on its 50 anniversary; and `` 1011'P•_°.; THAT, this proclamation duly signed by the Mayor, be presented to ►0'111 ILLINOIS CITY /COUNTY MANAGEMENT ASSOCIATION President Robin '' / ►!::�'' ° Weaver this 27 day of January, 2004. r , .' 111 ►�' f. ; : : f�0 ; l q `1 ► 1 ; 1 � rj ; �� Arthur F. 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