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City Council Minutes 2003 12-23-03 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, DECEMBER 23, 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 Absent Ward H Burd Present Kot Present Ward III Munns Present Ohare Present Ward IV Besco Present Spears Present Also present: City Clerk Milschewski, City Treasurer Powell, City Administrator Graff, City Attorney Dan Kramer, Police Chief Martin and Finance Director Traci 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 City Clerk Milschewski asked that the approval of the November 25, 2003 minutes be tabled because an incorrect transcript for the public hearing was attached to them. Mayor Prochaska questioned if the easement that was discussed at the last Committee of the Whole meeting could be added to the agenda and Attorney Kramer stated that since the motion would be for the authorization to obtain the easement it could be added. Administrator Graff stated that the item, the South PRV Station Easement, was on the agenda under the Public Works Committee report. COMMITTEE MEETING DATES Public Works Committee 7:00 P.M., Monday, January 26, 2003 City of Yorkville Conference Room 800 Game Farm Road Economic Development Committee 7:00 P.M., Thursday, January 15, 2003 City of Yorkville Conference Room 800 Game Farm Road Administration Committee 7:00 P.M., Thursday, January 7, 2003 City of Yorkville Conference Room 800 Game Farm Road Public Safety Committee 6:30 P.M., Thursday, January 22, 2003 City of Yorkville Conference Room - — 800 Game Farm Road Ad Hoc Technology Committee To Be Announced City of Yorkville Conference Room 800 Game Farm Road Ad Hoc Tourism Committee 6:30 P.M., Monday, January 12, 2004 City of Yorkville Conference Room 800 Game Farm Road I i The Minutes of the Regular Meeting of the Citv Council — December 23, 2003 - va 2 PUBLIC HEARINGS BINA Hearing for Countryside Interceptor Alternate Revenue Bond Mayor Prochaska entertained a motion to go into a public hearing for the purpose of a BINA hearing for $3.5 Million Countryside Interceptor Alternate Revenue Bond. So moved by Alderman Kot; seconded by Alderman Besco. Motion approved by a roll call vote. Ayes -7 Nays -0 Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye Attorney Kramer stated that the hearing is for public comment to the bonds needed for the Countryside Interceptor. Mayor Prochaska stated that the revenue streams to be used are the Sanitary District infrastructure fee and sales tax. The floor was opened for public comment. There was none. The floor was opened for Council comments. There were none. Mayor Prochaska entertained a motion to close the public hearing. So moved by Alderman Sticka; seconded by Alderwoman Spears. Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, James -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Besco -aye CITIZEN COMMENTS Becky Morganegg of Van Emmon Street addressed the Council. She introduced herself and stated that she is runnin for Kendall County Circuit Court Clerk. She stated that for the last fifteen years she has been the Kendall County Board Administrator working with all the departments in the courthouse, county municipalities and the sheriff's department. She stated that she is looking forward, with the Council's support, to serving Kendall County residents. r PRESENTATIONS CPAA donation for Audio/Visual Equipment for Police Squad Room Members of the Citizens Police Academy Alumni presented the Mayor, Chief of Police and officers with a check for $650.00 to be used for the purchase of audio /visual equipment for the police squad room and a cabinet to store items for the DARE and Neighborhood Watch programs. They also presented the SRT with a check for $1,000.00 for equipment. Mayor Prochaska thanked the members for their support of the Police Department and their fundraising activities. CONSENT AGENDA 1. Resolution 2003 -45 - Revision of Sanitary Sewer Maintenance Fee - authorize the Mayor and City Clerk to execute 2. Resolution 2003 -46 - Approving Athletic Field Policy - authorize the Mayor and City Clerk to execute 3. Purchase of Hydraulic Breaker for Skidsteer from Atlas Bobcat — in an amount not to exceed $7,576.00 Mayor Prochaska entertained a motion to approve the Consent Agenda as presented. So moved by Alderwoman Burd; seconded by Alderman Munns. -- Motion approved by a roll call vote. Ayes -7 Nays -0 Burd -aye, James -aye, Kot -aye, Munns -aye, Spears -aye, Ohare -aye, Besco -aye MINUTES FOR APPROVAL None BILLS FOR APPROVAL A motion was made by Alderwoman Spears to approve the paying of the bills listed on the Detailed Board Report dated December 19, 2003 totaling the following amounts: checks in the amount of $634,034.04 (vendor); $129,867.43 (payroll period ending 12/17/03) for a total of $763,901.47; seconded by Alderwoman Burd. I The Minutes of the Regular Meeting of the Citv Council - December 23, 2003 - na g 33 Alderwoman Spears stated that she had questions on items on the bill list and even though she discussed them with staff prior to the meeting she still had some concerns and did not agree with items on the list. Her first concern was for an item on page 10 of the list, item #6 ($16.00) under payment to Elan Financial Services for a baby gift. Alderwoman Spears was told that the gift was for Jeff Freeman's (of Engineering Enterprises, Inc) new baby and this has been reimbursed by the city employees. Mayor Prochaska stated that management has explained to the staff that the City credit card could not be used in this manner. Another concern was for #14 under Elan Financial Services for the Mayor and City Administrator's palm organizers ($672.41). Alderwoman Spears stated that she has a problem with taxpayers paying for items such as this. Mayor Prochaska stated that he mentioned at a public meeting that he was going to be purchasing a palm organizer to aid in maintaining his schedule. The organizer eliminates phone calls to the City Secretary to schedule meetings and will allow them to better coordinate schedules. Alderwoman Spears stated that she had a problem with buying Mr. Graff a second organizer and Mr. Graff explained that his first organizer malfunctioned and could not be repaired. Mayor Prochaska also explained that information was shared between his and Mr. Graffs organizers as well as the City Secretary's computer. He stated that he did not feel that this was frivolous expenditure. Alderwoman Burd and Alderman Besco asked if this was discussed at Ad Hoc Technology Committee and Alderman Munns stated that this was not discussed in detail by the committee but he explained the benefits of the organizers. Mayor Prochaska stated that he did bring this up at an ad hoc meeting which Alderwoman Ohare verified. Alderman Munns asked if the cost for the units was reasonable. Mr. Graff stated that the organizers purchased are the same as other department heads have and the hope is to eventually network all of them together. Alderwoman Burd asked if the City purchased the other organizers and Mr. Graff stated that it did with funds included in the budgeted. Alderman Besco stated that he did not have a problem with the purchase but suggested that the Ad Hoc Technology Committee discuss this further in order to keep all the units compatible. Alderman Kot also stated that he felt that this was a reasonable expenditure. Alderman Munns asked if an expenditure on page 20 for an advertisement of support (Royal Publishing) was for the ad in the Plano Basketball Tournament program book for the Yorkville High School team. Administrator Graff stated that it was. Alderman Mu commented that this was a good show of City support for its youth. Alderwoman Ohare questioned an expenditure on page 24 for closet shelves for $918.50. Mayor Prochaska explained that this was for shelving units and installation for five closets. She also questioned an expenditure for $940.12 for a desk and credenza. Mr. Graff explained that this was to replace the Deputy Clerk D'Anna's new desk. Alderwoman Ohare commented that she also did not see a problem with the purchase of the palm organizers. Motion approved by a roll call vote. Ayes -6 Nays -1 Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -nay PLANNING COMMISSIONMONING BOARD OF APPEAL No report. REPORTS MAYOR'S REPORT Elected Official Workshop Mayor Prochaska reported that Kendall County State's Attorney Tim McCann, in conjunction with Will County State's Attorney Jeff Tomczak and House Republican Leader Tom Cross, is holding an elected official workshop on January 10, 2004. The workshop will discuss the Open Meetings Act along with other issues and will be held in New Lenox, Illinois. The Mayor noted that this was the tentative date that the Council had planned to hold its goal setting meeting. He asked for input from the Council. It was discussed that members of the Council would like to attend Mr. McCann's workshop so the goal setting meeting should be postponed. Mayor Prochaska suggested that as many members of the Council as possible should attend the workshop. Post Office Mayor Prochaska reported that he received a letter on December 22, 2003 from the Postal Service regarding the expansion of the Yorkville Post Office. He read the letter which stated that due to the lack of land space adjacent to the current facility it could not be expanded to meet future operational requirements. This option has been eliminated from consideration. The Postal I The Minutes of the Regular Meeting of the Citv Council - December 23, 2003 - na e 4 Service plans to advertise for existing buildings and/or vacant sites for a new facility. This decision can be appealed by any member of the community within the next thirty days and should be directed to the vice- president of facilities. Sympathy for Family of Joan Kohler Mayor Prochaska expressed his sympathy to the family of Joan Kohler, a Library employee for five years who recently passed away. He stated that he had a sympathy card for the family and asked the members of the Council to sign it. ATTORNEY'S REPORT Attorney Kramer reported that Executive Director of Parks & Recreation Laura Brown contacted him regarding the grant funds for the Hydraulic Street property. The City will take the transfer from CorLands and close the week between Christmas and New Years. CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT No report. CITY ADMINISTATOR'S REPORT Administrator Graff noted that he was advised by Alderman James that a motion was needed for the LaBerge Annexation Agreement which was on the agenda later. FINANCE DIRECTOR'S REPORT Finance Director Traci Pleckham stated that she corrected the tax levy rate to the rate published of .774 and distributed a handout. The total amount of the levy has not changed. Mrs. Pleckham wished everyone a Merry Christmas. 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. CON "41TTEE REPORTS PUBLIC WORKS COMMITTEE REPORT South PRV Station Easements A motion was made by Alderman Besco to approve an access and utility easement with Thomas D. Hughes for a pressure reducing valve station and to authorize the Mayor and City Clerk to sign the Plat of Easement for the purchase price of $5,000.00; seconded by Alderman James. Alderwoman Ohare asked if Mr. Hughes was asking for an easement for a driveway and Mayor Prochaska clarified that the City was asking for the easement along the frontage of his property. Attorney Kramer stated that Mr. Hughes attorney has asked that the City agree to an additional driveway access as part of the easement. He stated that the City cannot grant this condition because the Illinois Department of Transportation has to grant the request for access. He suggested that the easement state that the additional access is conditional to IDOT's issuing an access permit. The Mayor stated that Mr. Hughes wanted to know that even if they received IDOT approval, the City would allow the driveway over the easement. Alderwoman Ohare stated that the way the document is worded it appears the driveway access is the City's decision when it is not. A motion was made by Alderwoman Ohare to amend Alderman Besco's previous motion conditioning the driveway access on IDOT approval; seconded by Alderman Munns. Mayor Prochaska clarified that the any granting of a driveway on to Route 47 by the City was conditional to IDOT approval. Amended motion approved by a roll call vote. Ayes -7 Nays -0 Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye i The Minutes of the Regular Meeting of the Citv Council — December 23, 2003 - naee 5 Mayor Prochaska expressed his appreciation to Mr. Hughes and his attorney for working with the City in obtaining the easement. Original motion approved by a roll call vote. Ayes -7 Nays -0 Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Besco -aye, Burd -aye, James -aye ECONOMIC DEVELOPMENT COMMITTEE REPORT (Ordinance) 2003 -74 Kritzberg Development Agreement A motion was made by Alderwoman Burd to approve a development agreement between the United City of Yorkville and Gary and Susan Kritzberg for the property located at 308 No. Bridge Street and to authorize the Mayor and City Clerk to sign the agreement; seconded by Alderman James. Mayor Prochaska noted that language was added to the agreement requiring City Council approval if the owners decided to deviate from the final plat attached to the agreement. He also noted that they agreed to abide by any architectural overlay ordinance that may be enacted as long as it is enacted indiscriminately to the surrounding area. The Kritzberg's stated that they have already signed the agreement. Motion approved by a roll call vote. Ayes -7 Nays -0 Munns -aye, Ohare -aye, Spears -aye, Besco -aye, Burd -aye, James -aye, Kot -aye (Ordinance) 2003 -75 Authorizing the Execution of the LaBerge Annexation Agreement A motion was made by Alderman Kot to approve the annexation agreement to the United City of Yorkville known as the LaBerge Property and to authorize the Mayor and City Clerk to execute the agreement; seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes -8 Nays -0 Ohare -aye, Spears -aye, Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Prochaska -aye (Ordinance) 2003 -76 Annexing LaBerge Property A motion was made by Alderman Kot to approve an ordinance to annex the LaBerge Property with a B -3 Service Business District Zoning; seconded by Alderwoman Spears. Motion approved by a roll call vote. Ayes -7 Nays -0 Spears -aye, Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Ohare -aye PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT (Ordinance) 2003 -77 2003 -2004 Tax Levy A motion was made by Alderwoman Spears to approve an ordinance for the Tax Levy and Assessment of Taxes for Fiscal Year beginning May 1, 2003 and ending April 30, 2004 for the United City of Yorkville in the amount of $1,598,089.00 and to authorize the Mayor and City Clerk to sign and execute the required documents; seconded by Alderwoman Burd. Mayor Prochaska expressed his appreciation to the Council and staff for their help with the tax levy which shows a substantial drop in the rate. Motion approved by a roll call vote. Ayes -7 Nays -0 Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye _ ADDITIONAL BUSINESS Bill List Alderwoman Burd expressed her appreciation for Alderwoman Spears efforts to monitor the bill list. She stated that she agrees with a lot of things Alderwoman Spears questions however she did feel that the palm organizers were a necessary expenditure. She was concerned with the use of the City's credit card and other expenditures made in the recent past. Alderman James thanked Alderwoman Spears for taking the time to look at the bill list and encouraged her to keep reviewing it. The Minutes of the ReLyular Meetine of the City Council — December 23, 2003 - na L66 Mayor Prochaska noted that the bill list will be available at COW meetings so it can be discussed in detail if necessary. Administrator Graff stated that this should occur by the second COW meeting in January. Alderwoman Ohare stated that some of the descriptions of expenditures on the bill list are very detailed but others are not. She stated that she thought that the Council had requested that all the descriptions be more detailed. She noted the desk expenditure she questioned was a good example of not being very detailed and she felt who the desk was purchased for should have been identified. She also noted that prior to the meeting she questioned three water sample checks. She felt better descriptions would be more helpful and would make the Council happier. Mr. Graff stated he would verify how many characters the software will allow in this field because he knew that it had limitations. He also stated that the actual bills and/or invoices will be available at the COW meeting for review if there are any questions and the department heads can assist with putting more detailed descriptions on the list before it is approved. Alderwoman Burd stated that possibly at the Council's goal and policy setting workshop more directives regarding this could be discussed. Local Businesses Alderman Besco encouraged the staff to purchase from businesses located in the United City of Yorkville. Alderwoman Ohare noted that she is working with Mrs. Pleckham to compile a list of venders within the City versus those outside the City. She stated that this could be used for comparison to see where City venders could be used. Mayor Prochaska noted that it is City policy to use local businesses first however there have been circumstances where this is not possible. He also noted that the Council just approved becoming a member of the Chamber of Commerce so venders also belonging to the Chamber should be given consideration. Happy Holidays Mayor Prochaska wished the Council, staff and citizens a happy holiday season. i ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Besco; seconded by Alderwoman Ohare. Motion approved by a viva voce vote. Meeting adjourned at 7:52 P.M. Minutes submitted by: Jacquelyn Milschewski, City Clerk City of Yorkville, Illinois I I ' i CITY COUNCIL MEETING December 23, 2003 PLEASE PRINT NAME: ADDRESS: Y0 JZKl1lLtC - leq �a 614,V 7 l -� 1 n�M c aA) Cmo ver - _ 1e� eel� h e/ IY3 Ale ` e SIGNIN i UNITED CITY OF Y ORKVILLE 2003/2004 TAX LEVY REQUEST x Current Proposed $164,758,054 $205,568,443 R= Maximum Levv $ Rate Levv $_ Corporate 0.199000 0.3300 $327,872.13 0.0991; =fir IMRF 0.048 $79,083.87 0.0599 $123 0.108300 0.1 A Police Pension 006 «ii Police 0.071300 0.0750 $117,472.49 0.0750 $154,176 Garbage 0.1151 0.2000 $189,636.52 0.1202 $247,093 Audit 0.0113 $18,617.66 0.0095 $19,529 Liabil Ins 0.061300 $100,996.69 0.0550 $113,063 Soc Sec. 0.0982 $161,792.41 0.0979 $201,252 Unemploy 0.0089 $14,663.47 0.0056 $11,512 Cross Gd 0.0034 0.0200 $5,601.77 0.0046 $9,456 Total 0.7248 $1,194,170 0.6274 $1,289,736 New Revenue - City $95,566 ;Library 0.142600 0.1500 $234,944.42 0.1500 $308,353 IF Lib 0.000000 $0.00 0.0000 $0 A �Library 0.000000 $0.00 0.0000 $0 0.142600 Total $234,944 0.1500 $308,353 New Revenue - Library $73,408 0.8674 Grand Total $1,429,114 0.7774 $1,598,089 TOTAL NEW REVENUE $168,975