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City Council Minutes 2003 09-09-03 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE. KENDALL COUNTY, ILLINOIS. HELD IN THE BEECHER COMMUNITY BUILDING, AUSTIN ROOM. 908 GAME FARM ROAD. ON TUESDAY, SEPTEMBER 9.2003.. Mayor Prochaska called the meeting to order at 7:00 P.M and led the Council in the Pledge of Allegiance. ROLL CALL Clerk Milschewski called the roll. Ward I James Present Sticka Present Ward H Burd Present Kot Present Ward III Munns Present Ohare Present Ward IV Besco Absent Spears Present Also present: City Clerk Milschewski, City Treasurer Powell, City Administrator Graff, City Attorney Kelly Kramer, Police Chief Martin, Director of Public Works Eric Dhuse and Finance Director Pleckham. QUORUM 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 City Clerk Milschewski amended the agenda by stating that item #1, Caledonia Preliminary Plan, Amendment to Annexation and PUD Agreement, under the Economic Development Committee Report was being tabled until the next City Council meeting because it was pending legal review. COMMITTEE MEETING DATES Public Works Committee 7:00 P.M., Monday, September 22, 2003 City of Yorkville Conference Room 800 Game Farm Road Economic Development Committee 7:00 P.M., Monday, September 15, 2003 City of Yorkville Conference Room 800 Game Farm Road Administration Committee 7:00 P.M., Thursday, September 11, 2003 City of Yorkville Conference Room 800 Game Farm Roan Public, Safety Committee 6:30 P.M., Thursday, September 25, 2003 City of Yorkville Conference Room 800 Game Farm Road Ad Hoc Technology Committee To be announced Ad Hoc Tourism Committee 6:30 P.M., Monday, October 20, 3003 City of Yorkville Conference Room 800 Game Farm Road PUBLIC HEARINGS General Obligation Bonds Mayor Prochaska entertained a motion to go into public hearing concerning the intent of the City Council of the United City of Yorkville, Kendall County, Illinois, to sell not to exceed $7,900,000.00 General Obligation Bonds (Alternate Revenue Source). So moved by Alderman Sticka; seconded by Alderman Munns. Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, James -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Sticka -aye li I The Minutes of the Regular Meeting of the Citv Council — Seutember 9, 2003 - gaffe 2 Attorney Kelly Kramer explained that the public hearing was for the bonds being issued for the water improvement project and no action will be taken tonight. Administrator Graff reported that the funds from the sale of the bonds will be used to build water treatment facilities for Wells #3 and #4 along with other water improvements such as supply and storage. The bonds will be paid for by water revenue streams with no recommended water rate increase. He noted that the City is looking at $7.9 million for the project however there is a possibility that this amount will be reduced to $5 million or less. He explained that Engineering Enterprises, Inc. (EEI) has reviewed the project and feels that since there is 3.7 million gallons of storage being planned for the City, Well #6 will not be needed at this time. This will reduce the amount of the bonds needed. When the well is needed, new development will pay for it. Mayor Prochaska opened the floor for public comment; there were no comments. Mayor Prochaska opened the floor for comments from the Council. Alderman Sticka asked when the first payment was due and Finance Director Pleckham stated it was due eighteen months after the issuance of the bonds. Administrator Graff stated that the payment schedule is back loaded; early payments are interest only and will increase as time goes on. This allows for an increase of water users to pay for the bonds. Alderman Sticka noted that there was an article regarding radium issues recently in the Chicago Tribune and it indicated that many towns will see a significant increase in water rates. Alderman Kot commented that it is quite an accomplishment to be able to make these improvements without raising rates. i Mayor Prochaska thanked the staff and consultants for developing the program. There were no further comments. Mayor Prochaska entertained a motion to close the public hearing. So moved by Alderwoman Spears; seconded by Alderman Sticka. Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, James -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Sticka -aye CITIZEN COMMENTS None. i PRESENTATIONS None. CONSENT AGENDA 1. Longford Lakes — Letter of Credit Reduction in the amount of $476, 517.04 2. Authorize Purchase of 2 PW 2003 Ford F 150 Pick -up trucks — in the amount not to exceed $27,591.20 3. 2003 Joint and Crack Filling Change Order - increase in an amount not to exceed $727.20 and to authorize the Mayor to execute 4. July 2003 Water Report 5. Building Permit Report for June and July 2003 6. Development Flow Charts — motion to repeal previous chart 7. Monthly Police Reports for July 2003 8. Halloween Trick or Treat Hours on Friday October 31, 2003: 4:00 — 7:00 P.M. Mayor Prochaska entertained a motion to approve the Consent Agenda as presented. So moved by Alderman Sticka; seconded by Alderman Kot. Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, James -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 meeting from August 12, 2003; seconded by Alderman Munns. Motion approved by a viva voce vote. I The Minutes of the Regular Meeting of the Citv Council - September 9, 2003 - nage 3 i A motion was made by Alderwoman Spears to approve the minutes of the Committee of the Whole meeting from May 6, 2003; seconded by Alderman Munns. 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 September 5, 2003 totaling the following amounts: checks in the amount of $957,302.19 (vendor) and $130,448.39 (payroll period ending 08/27/03) for a total of $1,087,750.58; seconded by Alderman Sticka. Alderwoman Spears questioned the following expenditures: • Wrapping for the suggestion box - Mayor Prochaska explained that the expenditure was for a suggestion box to be used at "Coffee with the Mayor" and not for the staff. • Shirts - Director of Public Works Dhuse explained that the shirts were for the public work employees and were a budgeted item. • Mileage for Municipal Software, Inc. — Mrs. Pleckham stated that this was part of their contract and the City pays mileage anytime they need to come out for training. • Door Damage - Mr. Dhuse explained that the skidsteer bumped into a citizen's car. Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Ohare -aye REPORTS MAYOR'S REPORT Change Order for Lighting & Fans for City Council Chamber Mayor Prochaska reported that upon suggestions from some members of the Council, he asked the staff to get an estimate for ceiling fans and different lighting in the City Council chambers. — The estimated cost for these additions is between $13,500.00 and $15,500.00. The lighting alone is estimated at $7,800.00. He indicated that it was on the agenda because the staff needed direction as this area is currently being worked on. The Council discussed the need for the lights and fans, the cost involved and the funds in contingency. It was decided to add the electric for future fans as long as the cost does not exceed $5,000.00 and leave the lighting as it is. Mayor Prochaska entertained a motion to allow the wiring for fans to be installed as long as it does not exceed $5,000.00. So moved by Alderwoman Burd; seconded by Alderwoman Ohare. Motion approved by a roll call vote. Ayes -6 Nays -1 Spears -aye, Sticka -nay, Burd -aye, James -aye, Kot -aye, Munns -aye, Ohare -aye September 11` Patriot's Walk Mayor Prochaska reminded the Council of the September 11, 2003 "Patriot's Walk" which begins at the City Hall parking lot at 6:30 P.M. and ends at Town Square Park. IMAP Study Mayor Prochaska reported that as suggested in the IMAP Study, staff will start creating a bimonthly newsletter for the council and staff. He stated that the first edition would hopefully be done before the first City Council meeting in October. The newsletter will help keep the Council up -to -date as to what is happening in the various departments of the City. Street Lights Mayor Prochaska reported that he has gotten several inquiries regarding street lights in new developments that do not function properly. The Mayor stated that he has spoken with Director of Public Works Eric Dhuse regarding upgrading the requirements for the installation of street lights and he would also like to see a deposit paid by developers and builders for the repair and maintenance of the lights. YEDC Update Mayor Prochaska reported on the following Yorkville Economic Development Corporation updates: • The YEDC is moving to a new location in the Coldwell Banker Primus Building at Route 34 and Center Parkway. The Chamber of Commerce is moving to another location. • The YEDC annual meeting is October 15, 2003 at the Beecher Center and Judy Baar- Topinka will be the key -note speaker. • The Yorkville Business Institute was a great success with thirteen area business people eligible for "Certificate of Completion" for attending all four sessions. • The YEDC is currently sending out a monthly newsletter via e-mail or U.S. Mail • The current membership as of August 13, 2003 is 115 members. I The Minutes of the Regular Meeting of the Citv Council - September 9, 2003 - na L44 i • The YEDC has a new logo and marketing folders. Mayor Prochaska had folders for the Council. • YEDC Executive Director Lynn Dubajic will be attending the International Conference of Shopping Centers (ICSC) in October 2003. • Mrs. Dubajic will also be working on a committee to develop a "Targeted Industry Study ". The committee will assist the center for Government Studies at NIU in defining objectives for the study. The Mayor also noted that there are quite a few rumors regarding what businesses are coming to Yorkville. He commented that everyone needed to be careful because there are negotiations underway and the rumors can become frustrating. He stated that many times the YEDC is not sure exactly who is looking to do business in Yorkville and questions should be directed to Mrs. Dubajic. Dam Study Mayor Prochaska reported that the Illinois Department of Natural Resources (IDNR) has sent a draft of the Dam Study developed from the community committee on the dam. He noted that he recommended a few changes. The IDNR is looking on having an open house on October 2, 2003 at the Kendall County Historic Courthouse. The study will be discussed and a video presentation will be available. Mayor Prochaska stated that the draft recommends a four -step dam with pools and rapids. ATTORNEY'S REPORT No report. CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT Annual Treasurer's Police Pension Report Treasurer Powell presented the Police Pension Fund Report for the fiscal year May 1, 2002 to April 20, 2003. See attached. City Council approval was not needed for the report. CITY ADMINISTATOR'S REPORT Kimball Hill Homes ROW Administrator Graff reported that he had a conversation with Wilma Hoag and received j permission to proceed with obtaining a right -of -way (ROW) for the extension of Faxon Road to Route 47. At Mrs. Hoag's request, the ROW will be staked out by EEI in the next few weeks and the ROW documents will be prepared so they can be reviewed by her family. She also asked how the land will be acquired by the City so he explained the process to her. Mr. Graff also contacted the owners of Export Packaging (formerly Remline). They are receptive to the ROW because they have a septic field leak in the area and there will be no remediation needed with the Environmental Protection Agency (EPA) if a road is constructed. Mr. Graff stated that the Council should see this back before them in 30 -60 days. YBSD Meeting Mr. Graff reported that he attended the Yorkville - Bristol Sanitary District (YBSD) meeting on September 8, 2003. They awarded the bid for the river crossing to a local contractor for $747,750.00 which was under the engineer's estimate of slightly over $800,000.00. The project should take approximately 60 days and is scheduled to begin the second week in October. It should be finished in December. The Hydraulic Street project should go to bid in January 2004. The intention for the bond for the project has been passed and $3.3 million will be funded by developers. The funds will be placed in an escrow account to be drawn on as needed. Another item discussed at the YBSD meeting was a new ordinance that will charge the sanitary fee per meter not per business in cases where there is a single meter servicing more than one business. This change will cause a loss of approximately $40,000.00 in lost revenue for the YBSD. The YBSD also voted on and signed the revised agreement with the United City of Yorkville. Draft Audit Report Mr. Graff reported that the City received a draft of the Audit Report and it will be reviewed by the Administration Committee at their next meeting. The auditors will also be at the next Committee of the Whole (COW) meeting. The Council will receive copies of the draft to review. FINANCE DIRECTOR'S REPORT Finance Director Traci Pleckham reported that the website is up and running. She stated that there is a way to forward e-mail received by the City to the Council's own personal e-mail addresses at home. She asked anyone interested in this to give her their e-mail addresses so this I I II I The Minutes of the Regular Meeting of the Citv Council — September 9. 2003 - Wee 5 could be initiated. She thanked Andy Clemens for a great job. She also reported that the Beacon News was featuring an article about websites and Yorkville will be mentioned. DIRECTOR OF PUBLIC WORKS REPORT No report. CHIEF OF POLICE REPORT Child Safety Seat Check Chief Martin reported that the Police Department hosted a Child Safety Seat Check on September 6, 2003. Of the fifteen seats checked, 14 were installed incorrectly. Another check is being planned for October or November possibly at the Jewel -Osco store. Police Training Institute Graduation Chief Martin reported that the Police Training Institute Graduation (PTI) is September 19, 2003 at 1:00 P.M. Officers Sara Cernekee and Robbie Hart will be graduating. Applicant Interviews Chief Martin reported that the Fire & Police Commissioners will be interviewing fifty -eight applicants on September 28 -30, 2003. He noted that the three commissioners are doing this on their own time. The expressed his appreciation for their dedication and thanked them for their service. Police Pension Board Chief Martin thanked Treasurer Powell for his assistance with the Police Pension Board. He stated that since Treasurer Powell was elected, things have been completed and the Board is conforming with the state. EXECUTIVE DIRECTOR OF PARKS & RECREATION REPORT No report. COMMUNITY & LIAISON REPORT Cable Consortium Alderman Sticka reported that he attended the September 4, 2003 Cable Consortium meeting. _ The group was introduced to Michael Reynolds who was hired by Waubansee Community College to be the manager of public and government access programming. Alderman Sticka stated that Mr. Reynolds will be attending a future COW meeting to meet the Council and explain his role. He will be creating a web page for the Consortium. Alderman Sticka reported that the City has bulletin board access and Administrator Graff has forms to fill out so that information can be posted on the cable access channel. Park Board Alderman James reported that he attended the Park Board meeting on September 8, 2003 where they discussed going out for bids for a shelter at the Riverfront Park. He stated he would keep the Council posted as to the results of the bids. School Board Alderwoman Ohare reported that she attended the School Board on September 8, 2003 were they discussed an open house on November 6, 2003 from 6:00 to 7:00 P.M. She also reported that the School District received their check for transition fees from the Village of Montgomery. COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT Van Emmon Street Watermain Easement (Yorkville National Bank) A motion was made by Alderman Munns to approve the grant of Easement for Watermain to the United City of Yorkville for Van Emmon Street and to authorize the Mayor and City Clerk to sign the easement; seconded by Alderman Kot. Motion approved by a roll call vote. Ayes -7 Nays -0 Sticka -aye, Burd -aye, James -aye, Kot -aye, Mums -aye, Ohare -aye, Spears -aye ECONOMIC DEVELOPMENT COMMITTEE REPORT (Ordinance) 2003 -63 New Direction Housing Corporation PUD (Senior Apartment Housing) A motion was made by Alderman Sticka to approve the Planned Unit Development Agreement of New Direction housing Corporation and to authorize the Mayor and City Clerk to sign the agreement; seconded by Alderman James. r l The Minutes of the Reeular Meeting of the Citv Council - September 9. 2003 - nage 6 Attorney Kramer noted that there was a minor change to the agreement. The developer asked that if any of the parking requirements are reduced in the Subdivision Control Ordinance in the future that the he be able to adopt the new requirements. Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, James -aye, Kot -aye, Ohare -aye, Munns -aye, Spears -aye Sticka -aye (Resolution) 2003 -37 Windett Ridge Final Plat A motion was made by Alderman Sticka to approve a resolution approving Windett Ridge Final Plat; seconded by Alderman Munns. Attorney Kramer asked that the motion be amended to reflect that the final plat is for Windett Ridge Unit 1. Alderman Munns withdrew his second. Alderman Sticka withdrew his motion. A motion was made by Alderman Sticka to approve a resolution approving Windett Ridge Final Plat Unit 1 • seconded b y Alderman Munns. Motion approved by a roll call vote. Ayes -7 Nays -0 Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Sticka -aye, Burd -aye, James -aye PC 2002 -27 Fisher Property Preliminary Plan A motion was made by Alderman Sticka to approve PC 2002 -28 Fisher Property Preliminary Plan; seconded by Alderman Munns. Alderman Sticka noted that this is the property that Administrator Graff was addressing earlier with regards to the right -of -way. He stated that he was pleased to see this progressing. Motion approved by a roll call vote. Ayes -7 Nays -0 Munns -aye, Ohare -aye, Spears -aye, Sticka -aye, Burd -aye, James -aye, Kot -aye PUBLIC SAFETY COMMITTEE REPORT No report. i ADMINISTRATION COMMITTEE REPORT Request to Hire Engineering Assistant A motion was made by Alderwoman Spears to approve the request by the engineer to hire an engineering assistant with the salary schedule classified as general support $26,910.00 to $41,400.00; seconded by Alderman James. Motion approved by a roll call vote. Ayes -7 Nays -0 Ohare -aye, Spears -aye, Sticka -aye, Burd -aye, James -aye, Kot -aye, Munns -aye ADDITIONAL BUSINESS Gas Main Leak Alderman Sticka asked Director of Public Works Eric Dhuse about the gas leak on Van Emmon Street earlier in the week. Mr. Dhuse explained that an unmarked gas main was hit while digging for the watermain. IML Showcase Administrator Graff exhibited the display that Executive Director of Parks & Recreation Laura Brown developed for the Illinois Municipal League Innovative Showcase booth. Also, Mr. Graff reminded the Council to contact Clerk Milschewski if they had any changes and/or cancellations to their hotel reservation. He stated that cancellations needed to be made 72 hours in advance. Coffee with the Mayor Mayor Prochaska thanked Countrywide Home Loans for hosting Coffee with the Mayor on September 6, 2003. EXECUTIVE SESSION Mayor Prochaska entertained a motion to go into Executive Session the purchase or lease of real property for the use of the public body. The Minutes of the Regular Meetiner of the ON Council - SeAtember 9.2003 - uaffe 7 I He asked that the City Clerk, City Treasurer, City Administrator and City Attorney to be included in the session. He stated that no action would be taken at the end of the session. So moved by Alderman Sticka; seconded by Alderman Kot. Motion approved by a roll call vote. Ayes -7 Nays -0 Ohare -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye The regular session broke at 8:15 P.M. The Council took a five minute break. The City Council returned to regular session at 8:52 P.M. No action was taken. ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Kot; seconded by Alderman James. Motion approved by a viva voce vote. Meetin g adjourned at 8:53 P.M. Minutes submitted by: Jacquelyn Milschewski, City Clerk City of Yorkville, Illinois I i I i i I I CITY COUNCIL MEETING September 9, 2003 PLEASE PRINT i NAME: ADDRESS: "Yen c 1 /t rAll L IV J-Qn tjjj-4f- 73eQCa� /�1�c�s 0 all SIGNIN Sept 5, 2003 To: Police Pension Board j City Council United City of Yorkville Subiect: Annual Police Pension Report As required by Illinois State Statue 40 ILCS 5/3 —141 the statement below indicates the Police Pension Fund activity for fiscal year May 1, 2002 to April 30, 2003. Beginning balance as of May 1, 2002: 275 Contributions: Employees: 81,660.85 Tax Levy: 176,033.00 Income: Interest: 26.66 Dividends: 2.558.18 Total before expenses: 260.278.69 Expenses: Pension payments: 0.00 Officer withdrawals: 17,075.48 Filing cabinet 179.98 Legal Fees: 500.00 Total expenses: 17.755.46 Ending balance as of April 30, 2003 517 Submitted by: William Powell Treasurer: United City of Yorkville Annual pension statement.doc