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City Council Minutes 2003 02-25-03 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, FEBRUARY 25., 2003. Mayor Prochaska called the meeting to order at 7:00 P.M and led the Council in the Pledge of Allegiance. ROLL CALL i --- Clerk Milschewski called the roll. Ward I James Present Sticka Present Ward H Burd Present (arrived 7:20 p.m.) Kot Present Ward III Anderson Present Munns Present Ward IV Besco Present Spears Present Also present: City Clerk Milschewski, City Treasurer Allen, City Administrator Graff, City Attorney Kramer, Police Chief Martin, Finance Director Pleckham, Director of Public Works Dhuse, and Executive Director of Parks & Recreation Brown 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. I AMENDMENTS TO THE AGENDA Mayor Prochaska amended the agenda by noting that Item #5 (Appointment of Bob Johnson to the Fire & Police Commission) of the Mayor's report had already been done at a previous meeting. Also, he moved Item #3 (Commendations) and Item #4 (Certificate of Achievement) earlier in the meeting under Presentations. COMMITTEE MEETING DATES Public Works Committee 6:30 P.M., Monday, March 24, 2003 City of Yorkville Conference Room 800 Game Farm Road Economic Development Committee 7:00 P.M., Thursday, March 20, 2003 City of Yorkville Conference Room 800 Game Farm Road Administration Committee 6:30 P.M., Thursday, March 13, 2003 City of Yorkville Conference Room 800 Game Farm Road Public Safety Committee 6:30 P.M., Thursday February 27, 2003 City of Yorkville Conference Room 800 Game Farm Road PRESENTATION Commendation for Sergeant Sibenaller, Officer Pleckham & K -9 Jumbo Mayor Prochaska presented Sergeant Sibenaller, Officer Pleckham and K -9 Officer Jumbo with commendations for their efforts in the apprehension of two burglary suspects in a robbery that occurred in the Fox Industrial Park on January 14, 2003. The officers tracked the perpetrators for approximately two hours before finding them and making arrests. The Mayor thanked them for being dedicated employees. Sergeant Sibenaller addressed the Council and reported that he has been supporting Special Olympics for the past five years. He stated that he would be taking a "polar bear plunge" into Lake Michigan on their behalf and asked for pledges to help support Special Olympics. I The Minutes of the Regular Meeting of the Citv Council - February 25, 2003 - page 2 Officer Pleckham thanked the Council for their support of the canine unit for the last three and a half years. He stated that the arrests of January 14 indicate that the canine program does work. He thanked the Council for giving him the opportunity to work with Jumbo. Presentation of Certificate of Achievement to Lieutenant Schwartzkonf Mayor Prochaska presented Lieutenant Schwartzkopf with a Certificate of Achievement for attending Northwestern University Center for Public Safety and successfully completing the school of staff and command. CITIZEN COMMENTS None. PUBLIC HEARINGS PC 2002 -16 Menard's Residential Administrator Graff reported that the developer did not properly notify the public of the hearing. Attorney Kramer noted that a motion was not needed to cancel the hearing. Mayor Prochaska removed the item from the agenda. i CONSENT AGENDA Mayor Prochaska entertained a motion to approve the following items of the consent agenda: I 1. Minutes for Approval a. Minutes from the City Council Meeting: 1. February 11, 2003 b. Minutes from Committee of the Whole Meetings: 1. September 3, 2002 (COW & Public Hearing) 2. September 17, 2002 3. November 5, 2002 2. Ordinance 2003 -17 - Ordinance Amending Liquor Control Ordinance Allowing _ Sampling and/or Tasting of Alcoholic Liquors by Class A Liquor License Holders 3. Resolution 2003 -06 - Park & Recreation Maintenance Plan & Standards 4. Resolution 2003 -07 - Program Supervisor Job Description - 5. Grant Guideline Requests 6. Resolution 2003 -08 - Goals & Objectives for Parks & Recreation 7. Ordinance 2003 -18 - Annual Tax Abatement — Fox Industrial Bonds So moved by Alderman Besco; seconded by Alderman Anderson. i Motion approved by a roll call vote. Ayes -7 Nays -0 j James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Anderson -aye, Besco -aye PLANNING COMMISSION /ZONING BOARD OF APPEAL Alderman Sticka reported on the following items discussed at the Plan Commission meeting: • PC 2002 -27 Fisher Property — the concept plan was reviewed and comments from the Park Board were heard. • PC 2002 -06 Westbury Village, Ocean Atlantic — the developer asked not to have a public hearing but asked for comments from the Commission. One comment was that the Plan Commission was not very happy with various conflicting plans and information • PC 2002 -31 Deere Crossing — 1 '/z Mile Review — the Commission recommended acceptance by the County in a 9 -0 vote. • PC 2002 -32 Landford Lakes Final Plat - the Commission voted 8 -1 in favor of the final plat. BILLS FOR APPROVAL A motion was made by Alderwoman Spears to approve the paying of the bills listed on the Vendor Invoice Register #237 dated February 21, 2003 totaling the following amounts: checks in the amount of $366,327.08 (vendor), $98,857.32 (payroll period ending 2/8/03), for a total of $465,184.40: seconded by Alderman Anderson. Motion approved by a roll call vote. Ayes -7 Nays -0 Besco -aye, James -aye, Kot -aye, Munns -aye, Sticka -aye, Spears —aye, Anderson -aye it I The Minutes of the Regular MeetinLy of the Citv Council - February 25. 2003 - Uaee 3 I ' REPORTS MAYOR'S REPORT Recognition of Carol E. Grote from Senior Services _ —_ Ms. Grote did not attend the meeting so Mayor Prochaska postponed her recognition. Annual Year -end Report for 2002 Mayor Prochaska presented his annual year -end report for 2002. He reported on the following items: Finance • The City is expecting to lower the tax levy rate. The rate was at $.97167 per 100 in 2000, dropped to $.9286 in 2001 and the proposed rate is $.9126 for the coming year. • The General Fund Reserve increased by $175,000.00. • The Equalized Assessed Value increased to an estimated amount of $161.8 million (up from $135 million in 2001). • The GASB 34 Accounting Study has been completed and the implementation is moving forward. • New accounting software has been purchased. • Direct payment for utility bills was re- instituted. • The City completed an agreement with CorLands for the acquisition of green space along the Fox River. The City has applied for a $100,000.00 grant to be used toward the purchase of this property and this is pending. • The balloon loan for City Hall was refinanced at a low fixed rate twenty -year loan. • A new contract with Waste Management was negotiated and residents received roll -out recycling totes. The City absorbed the rate increase — user fees were not increased. Senior citizens received a senior discount. Administration & Staff • Miff Mikkelson took advantage of the early retirement program and retired after twenty- seven years with the City. • The council appointed Traci Pleckham as Finance Director and Laura Brown as Executive Director of Parks & Recreation. • The Parks & Recreation Department was restructured and there were new hires. • The Fire & Police Commission was established which generated several promotions and new hires for the Police Department. • The Employee Manual is in the process of being updated. • The Library Board conducted a feasibility study for the expansion of the Library and is currently working with an architect in regards to this. • A space study was conducted for the City Hall/Police Department Building. The expansion will be phased in as the City receives funds from developers. Public Safety • The City obtained three automatic external defibrillators (AED) through a donation and a grant. All the police officers became certified on the AED's and in CPR. • A new traffic signal was installed on Game Farm Road and Route 34 in cooperation with the Illinois Department of Transportation (IDOT). Another signal was installed on Route 47 and Landmark Street and this was part of the Tucker development. • The City received a grant from Community Oriented Policing (COP) which was used to place an officer at the Yorkville Middle School. The Mayor went on to inform the Council that there was a bomb scare at Yorkville High School earlier in the day. The students and staff were evacuated to the Middle School where they were released to go home. The school was given the all clear by 4:00 P.M. The Mayor expressed his thanks to all the agencies involved. • Warning signs were installed a the Glen Palmer Dam through the efforts of Police Chief Martin and his persistence with the Illinois Department of Natural Resources (IDNR). • The Police Department participated in community events such as with the Girls Scouts, businesses, etc. • The Police and Public Works Departments attended security and threat assessment seminars and brought back recommendations for the security of City Hall and the water system. The Minutes of the ReLyular Meetin of the Citv Council - February 25, 2003 - Daffe 4 • The Police Department purchased portable scales, road spikes, a new squad car and speed trailer. The squad car was purchased using the capital fund which is funded primarily through development fees. Public Works • The Fox Industrial Park improvements were completed for a cost of approximately $600,000.00. Since the improvements the City has seen approximately $1.9 million in new construction in the Industrial Park. Before the project, the value of the area was declining and businesses were moving out. • Walnut Street was widened, resurfaced and new storm sewers were installed. This project was designed in house in an effort to save money. • The preliminary engineering was begun for twelve streets in the City. The Mayor expressed his support of this project. • The Crack Filing and Asphalt Surface Treatment Projects covered over twelve miles of cracks and 55,000 square yards of pavement. The Mayor commented that the City should continue to budget projects such as these in an effort to maintain the streets. • An ecological assessment was done for the Blackberry Creek and because of the study the sanitary sewer interceptor was realigned. • The water improvement program for radium compliance is ongoing. The Yorkville - Bristol Sanitary District (YBSD) voted to approve the agreement with the City for accepting the waste from the cation exchange. • The construction of a one million gallon water tower will begin in the spring. This is being built without passing any cost on to the water users. • Public Work Employees have attended occupational training seminars, safety classes and certification classes. • The Rob Roy Creek Flood Plain Study was begun and is being done using funds from developers as they are collected. Parks & Recreation • A community -wide Park & Recreation survey was performed with a return rate of 53 %. - The Park Board will use this to make recommendations to the City. • The Parks Open Space Master Plan is being revised. • The Emily Sleezer Park in the Heartland Subdivision was completed. • The renovations to the Riverfront Office Building were completed and it is being used for the Executive Director's office. • An Asset and Capital Replacement Plan was developed for the Parks & Recreation Department. • Grants were applied for riverfront property, Beecher Building and Safety Town. i Economic Development and Zoning • Northern Illinois University completed the Downtown Study and a public hearing is scheduled for it. • The Aquatic Center Study and the Golf Course Feasibility Study are ongoing. • The Comprehensive Plan was completed. • Eight developments were approved — both residential and commercial. Six developments are currently being reviewed by the Plan Commission or City Council. • A draft has been completed for an Architectural Ordinance which will contain things such as an anti- monotony clause and architectural standards for commercial areas. The Mayor asked the Council to move ahead with this so that the ordinance is in place as the City grows. • The Wetland Ordinance is being revised and should be before the Council in April or May. • Total Construction costs for Building Permits were $66,613,318.00 which is up from approximately $53 million the year before. • Several new business opened in Yorkville including Menard's which will open on _ - February 26, 2003. • The staff is developing five year plans for the replacement of equipment and the Mayor is asking the departments to also look at staffing issues. The mayor emphasized the need for the different studies that the City in doing. He noted that these are important as the City grows so that it is ready for future opportunities. He also emphasized new development funding future costs the City may incur. He explained that development fees can be justified through the use of the studies that have been performed. i I The Minutes of the Regular Meetine of the Citv Council - February 25. 2003 -page 5 He concluded his report by stating that the City has good things ahead of it and has the ability to get beneficial projects started in the community. He asked the Council to take a positive attitude to what lies ahead and when working to get things done. ATTORNEY'S REPORT No report. CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT City Treasurer Allen requested a motion for the approval of the monthly Treasurer's Report for January 2003 as presented. So moved by Alderman Munns; seconded by Alderman James. Motion approved by a roll call vote. Ayes -8 Nays -0 Munns -aye, Spears -aye, Sticka -aye, Anderson -aye, Besco -aye, Burd -aye, James -aye, Kot -aye CITY ADMINISTATOR'S REPORT Administrator Graff reported that Northern Illinois University notified the City that it was a recipient of a grant to conduct an assessment of government services which should begin in three to four weeks. The goal of the assessment will be to provide information on how city government is perceived by the public. He stated that he would have an update at the Administration Committee meeting regarding how the program will proceed. FINANCE DIRECTOR'S REPORT No report. DIRECTOR OF PUBLIC WORKS REPORT No report. CHIEF OF POLICE REPORT Police Chief Martin further reported on the bomb threat at Yorkville High School. He thanked all those who helped including the Kane County Bomb Squad, the Bristol - Kendall Fire Department, the Kendall County Sheriff's Department, the Public Works Department and the students and staff of the high school. Alderman James asked the Chief if the department had received any special training in order to handle a situation such as this. Chief Martin explained that the officers have attended numerous training seminars for bomb threats, terrorism, etc. EXECUTIVE DIRECTOR OF PARKS & RECREATION No report. COMMUNITY & LIAISON REPORT Alderman James reported that the Park Board met on February 24, 2003 and Burbach Aquatics was present to receive input regarding a new pool. The next phase is for them to return with a conceptual design including costs, funding and site locations. He also noted that a representative from Youth Baseball was present at the meeting and he thanked the Park Board for the development of the contract for the maintenance of the ball fields and informed the Board that there will be 750 to 800 players participating this year. COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT YBSD Intergovernmental Agreement for Radium Compliance A motion was made by Alderman Kot to approve and ratify the Intergovernmental Agreement between the United City of Yorkville and the Yorkville- Bristol Sanitary District as amended and to authorize the Mayor and City Clerk to sign the agreement (Note: The Yorkville - Bristol Sanitary District approved the agreement on 2/24/03 and the City's attorney Roy Harsch has reviewed the amendments and recommends approval); seconded by Alderman James. The Mayor asked Administrator Graff if the Council received a clean copy of the agreement. Mr. Graff stated that they did not. The Mayor explained that the YBSD noted a typographical error. Mr. Graff stated that in Item #9 the second sentence had a typographical error. He noted that corrected originals were being sent to the City on February 26, 2003 for signatures. I The Minutes of the Regular Meetine of the Citv Council - February 25, 2003 - uaffe 6 Motion approved by a roll call vote. Ayes -8 Nays -0 Kot -aye, Munns -aye, Spears -aye Sticka -aye, Anderson -aye, Besco -aye, Burd -aye, James -aye EEI - Engineerine Desien Services for Grande Reserve Water Proiects A motion was made by Alderman Kot to approve the professional engineering services agreement - with Engineering Enterprises, Inc. for the water works project for MPI Venture, Inc. known as the Grande Reserve Master Planned Community, in the amount of $436,300.00 for professional design engineering services and $306,800.00 for professional construction engineering services to be paid for by the Owner/Developer. Furthermore, to approve the Guarantee and Hold Harmless agreement and to authorize the Mayor and City Clerk to sign both agreements. The notice to proceed shall be sent upon receiving a deposit from the Owner/Developer as outlined within the expenditure schedule; seconded by Alderman James. Alderman Kot noted that the Council received a revised copy on their desks before the meeting. He stated that there is strong language in both agreements that states if the funds are not available the project will not move ahead. Mayor Prochaska noted that this project is being requested by the developer and there is no liability to the City. Alderwoman Spears commented that at the Committee of the Whole (COW) meeting it was mentioned several times that the City would not be held liable for the study. She stated that she felt that the City was well protected by the agreement and noted that the developers are extremely successful and respected. She commented that there are individuals that participate in the Council meetings who continually misquote members of the Council and mislead the public. Alderman Sticka asked Art Zwemke from MPI if he had reviewed and approved of the fees. Mr. Zwemke stated that he had reviewed the fees and approved. He explained that this was a standard operating procedure for the developer and the design is a key component to the City's water j system. Mayor Prochaska commented that people in the community have asked for developers to pay their way and this is an example of this. He noted that if this design study is not done before the - development begins, it will impact the existing infrastructure. He stated that if the development does not go through, the City will still have the engineering plans for the area. Administrator Graff commented that staff has had over forty meetings with the developer, consultants and professionals working with MPI. He stated that the documents are available for the public to review. He noted that by the time the first house is built in the development, it can tap into the new water system which is unprecedented in the suburbs. He stated that MPI is taking the time and effort to work with the City to develop a good master planned community. He reiterated that if the development falls through, the City will have all the documents for water expansion in this area at no cost to the City. He stated that this is an asset to the City not a liability. Motion approved by a roll call vote. Ayes -8 Nays -0 Munns -aye, Spears -aye, Sticka -aye, Anderson -aye, Besco -aye, Burd -aye, James -aye, Kot -aye ECONOMIC DEVELOPMENT COMMITTEE REPORT I PC 2002 -12 - Kvlvn's Ridge Final Plat A motion was made by Alderman Sticka to table PC 2002 -12 Kylyn's Ridge Final Plat until the March 11, 2003 City Council meeting because the City was unable to complete its final review of plat; seconded by Alderwoman Burd. � I Motion approved by a viva voce vote. Administrator Graff stated that an update would be presented at the next Committee of the Whole meeting and that there are no serious issues with the final plat but the City Engineer has been extremely busy and hasn't finished the review. PUBLIC SAFETY COMMITTEE REPORT No report. I The Minutes of the Regular Meetine of the Citv Council - February 25, 2003 - une 7 ADMINISTRATION COMMITTEE REPORT Beecher Community Room Divider � A motion was made by Alderwoman Spears to approve the purchase and installation of one (1) Model 2080 Center Roll Gym Curtain from Porter Athletic Co., in the amount of $9,300.00 for the use at the Beecher Community Center and to authorize the expenditure from the Park Land Cash fund as recommended by the Park and Recreation Board; seconded by Alderman James. Motion approved by a roll call vote. Ayes -8 Nays -0 Sticka -aye, Anderson -aye, Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Spears -aye EXECUTIVE SESSION Mayor Prochaska entertained a motion to go into executive sessions for the purpose of purchasing or leasing of real property for the use of the public bodies being considered. He asked that the City Administrator, City Clerk, City Attorney, Executive Director of Parks & Recreation, City Treasurer and Park Board members be included. He stated that there would be no formal action taken after the session. So moved by Alderman James; seconded by Alderwoman Burd Motion approved by a roll call vote. Ayes -8 Nays -0 Anderson -aye, Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye Executive session was entered at 8:20 P.M. I The Council returned to regular session at 9:05 P.M. ADDITIONAL BUSINESS None. ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Besco; seconded by Alderwoman Spears. Motion approved by a viva voce vote. Meeting adjourned at 9:06 P.M. Minutes submitted by: Jacquelyn Milschewski, City Clerk City of Yorkville, Illinois i I CITY COUNCIL MEETING February 25, 2003 PLEASE PRINT NAME: 1 01 l.l -iAxt �aW -F ADDRESS: lvy xnm' l l� $ l C n o occ-,;e o 0 V tL Yt, -A-K00 ,; - 4 Kwc4v( (C-.,. SIGNIN CITY OF YORKVILLE MONTHLY TREASURERS REPORT FOR THE MONTH OF JANUARY AS OF. JANUARY 31, 2003 FUND BALANCE REVENUE 'EXPENSE TRANSFER BALANCE General 1,213,970.09 545,596.86 499,967.44 0.00 1,259,599.51 Water 404,673.82 79,461.42 59,704.36 , 0.00 424,430.88 Wtr Impry Exp 2,653,462.17 22,639.01 4,010.85 0.00 2,672,090.33 Motor Fuel 245,251.61 15,127.29 9_,636._32 0.00' 250,742.58 Mun. Bldg. 93,041.23 3,450.0 2,837.98 0.00 93,653.25 Sewer Maint. (86,359.40) 34,272.69 22,059.95 0.00 (74,146 Sanitary Sewer 866,218.65 44,827.50 13,377.93 0.00 897,668.22 .Land Cash 292,918.83 13,175.00 1.,185.00 0.00 304,908 -.83 Land Aquistion 74,137.00 0.00 14,251.46 0.00 59,885.54 Working'Cash 112,970.91 126.62 0.00 0.00 113,097.53 South Sewer 10,673.50 0.00. - 0.00 0.00 10,673.50 Trust & Agency (227 ,438.04) 167,130.88 278,445.81 0.00 (338,752.97) Debt Service (7,365.85) 9,104.11 47,495.58 ` 0.00 (45,757.32) PD Capital 9,765.99 3,550..00 1,470.00 0.00 11,845:99 PW' Capital 43,591.58 10,350.00 18,378.60 0.00 35,562.98 Fox Indus: 82,134.81 53.49 0.00 0.00 82,188.30 TOTAL 5 ,781,646.90 948,864.87 972,82118 0.00 5,757,690.49 �fi1n Robert J. Allen (� Treasurer