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City Council Minutes 2002 08-13-02 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. AUGUST 13.2002. 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 II Burd Absent Kot Present Ward III Anderson Present Munns Present Ward IV Besco Present Spears Present 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 Treasurer Allen requested that the Monthly Treasurer's Report for May 2002 be added to the agenda- Alderman Sticka noted that both items under the Economic Development Committee Report were going to be tabled. COMMITTEE MEETING DATES k Public Works Committee 6:30 P.M., Monday, August 26, 2002 City of Yorkville Conference Room 800 Game Farm Road Economic Development Committee 7:00 P.M., Thursday, August 15, 2002 City of Yorkville Conference Room 800 Game Farm Road Administration Committee 6:30 P.M., Thursday, September 19, 2002 City of Yorkville Conference Room 800 Game Farm Road Public Safety Committee 6:30 P.M., Thursday, August 22, 2002 City of Yorkville Conference Room 800 Game Farm Road CITIZEN COMMENTS Dave Cathey, Park Board member, reported that the Park Board interviewed eleven candidates on August 10 and 12, 2002 for Park and Recreation Director. He thanked Mayor Prochaska for sitting in on the interviews and his support of the Board. PRESENTATIONS Commendations for Police Officers Mayor Prochaska presented Police Officers Glen Calvert and Dan Pleckham with certificates of commendation. Due to the quick actions of both officers and canine officer, Jumbo, an individual suspected of seven burglaries was apprehended on June 13, 2002. Stolen property was also - recovered. Presentation by Don Falls DCCA's Competitive Community Initiative Don Falls from the Illinois Department of Commerce and Community Affairs (DCCA) presented the City of Yorkville with a plaque for reaching Graduate status in the Competitive Communities Initiative (CCI). To achieve this level, the City formed a leadership committee, completed a community assessment, wrote an action plan outlining future goals and implemented programs to reach the goals. The status indicates the City's leadership skills and ability to sustain economic development. The Minutes of the Regular Meeting of the Citv Council - August 13, 2002 - naee 2 i Mayor Prochaska accepted the award and thanked former Mayor Bob Johnson for getting the City started in the program. He noted that this award was achieved by the whole community not just the City Council. He expressed his appreciation for the help that the State has given the City of Yorkville and for the support from the City Council, citizens and business community. Fire & Police Commission Annual Report Chairman of the Fire & Police Commission Bob Johnson presented the Council with the Commission's first annual report. • Members - James Jensen, Secretary; Margie Putzler, Commissioner • Starting Out - Commission formed in August 2001; established rules and regulations for the Commission; attended a Fire & Police Commissioner seminar; adopted rules and regulations in December 2001. + Adding to the Force - Began testing for new hires; hired four new officers, two of which are attending the Police Training Institute. • Promotions - Began promotion testing; promoted officers to lieutenant and sergeant. • Preparing for the new year - Prepared a budget; revised rules & regulations. Mr. Johnson thanked Ms. Putzler and Mr. Jensen for their dedication to the Commission, Mayor Prochaska for choosing them and Chief Martin for his patience and help. Mr. Johnson stated that citizen involvement is crucial for an effective relationship between the community and the Police Department. Mr. Johnson was proud to report that the Fire & Police Commission is established and in full working operation. Mayor Prochaska thanked the Commission for their time and effort. He indicated that while they presented a wonderful report; he wanted the Council to know that it does not do justice to the meticulous work and the extreme amount of time that the members have donated to the Commission. He expressed his pride in the commission. Mayor Prochaska entertained a motion to accept the Fire and Police Commission Report for the year 2002. So moved by Alderman Sticka; Seconded by Alderwoman Spears. Motion carried by a viva voce vote. PUBLIC HEARINGS Mayor Prochaska noted that there were no public hearings however it was reported that there would be a hearing for the ward redistricting. The actual hearing is scheduled for the August 27, 2002 City Council meeting. Mayor Prochaska asked that since it was reported in the newspaper, did anyone have any comments. I Doris Dick, 504 Teri Lane, asked when the redistricting would take effect and do the aldermen stay in the same position, Mayor Prochaska explained that the redistricting would take place immediately and at this time all the aldermen will remain in their current wards. He explained that after the Council accepts the redistricting, the matter is turned over to the County Clerk and he will determine where any new annexations go. Mrs. Dick asked if there was information indicating the current population of the each ward and was the population similar for each ward. Mayor Prochaska stated that there is information concerning this and it will be available at the next City Council meeting. He stated that the wards have to be within. a 100 people difference and they are close to this. Mrs. Dick asked what it would take to change the redistricting. City Attorney Dan Kramer explained that the whole process would have to start over. The County Clerk is responsible for keeping the wards compact and as close in population as possible. If in a few years, with population growth and annexations, the balance is thrown off there is a statutory procedure to make adjustments. Hopefully, the wards can stay the same until the next census. Mayor Prochaska explained that the census tracks were used in the redistricting, Alderman Sticka explained that the blocks that are devised by the United States Census Bureau restrict the _ redistricting. These blocks can not be cut in half but need to be taken as a whole. This limited the changes that could be made. Alderman Munns explained that a gentleman from the State of Illinois did the redistricting with a computer program specifically designed for this. The Redistricting Committee told him where the alderman lived and he produced one or two options. There were no further questions or comments. PLANNING COMMISSION /ZONING BOARD OF APPEAL /SIGN REVIEW BOARD No report. The Minutes of the Regular Meetine of the Citv Council - August 13.2002.2002 - nage 3 MINUTES FOR APPROVAL A motion was made by Alderman Anderson to approve the minutes of the City Council meeting from July 23, 2002: seconded by Alderman Munns. Alderwoman Spears noted she did not get a last page. City Clerk Milschewski explained that an error was made in the copying of the minutes and no one received the last page. She indicated that the last page included the vote to go into executive session and adjournment. Mayor Prochaska asked if the Council wanted to table the approval and no one did. He asked that the minutes be approved including the last page. Motion approved by a viva voce vote. A motion was made by Alderman Anderson to approve the minutes of the Committee of the Whole meetings from July 16, 2002: seconded by Alderwoman Spears. Motion approved by a viva voce vote. SILLS FOR APPROVAL A motion was made by Alderwoman Spears to approve the paying of the bills listed on the Invoice Register #206 dated August 8, 2002. Checks in the amount of $624,464.15 (vendor), $95,500.28(payroll period ending 7/13/02), for a total of $719,964.43: seconded by Alderman Anderson. Motion approved by a roll call vote. Ayes -7 Nays -0 Besco -aye, James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Anderson -aye REPORTS ATTORNEY'S REPORT Attorney Kramer introduced an new member to his firm, Kelly Kramer. MAYOR'S REPORT Reappointments to Human Resource Co Mayor Prochaska stated that he had two reappointments to the Human Resource Commission (HRC), Rose Kahle and Elden Madden. These individuals are currently serving on the Commission. Mayor Prochaska entertained a motion to affirm the reappointment of Rose Kahle and Elden Madden to the Human Resource Commission. So moved by Alderman Sticka; seconded by Alderman Besco. Motion approved by a roll call vote. Ayes -7 Nays -0 Sticka -aye, Anderson -aye, Besco -aye, James -aye, Kot -aye, Munns -aye, Spears -aye Park Board Interviews Mayor Prochaska reiterated Mr. Cathey's report regarding the interviews for Parks and Recreation Director. He noted that the Park Board began and concluded their interviews, which he sat in on. The Mayor stated that they made a recommendation for a candidate who he will interview during the upcoming week The individual may be brought before the Council at an Executive Session at the Committee of the Whole meeting on August 20, 2002. The Mayor explained that this individual will be a department head in an "at will" position who will take direction from the Mayor and the Park Board according to ordinance. The Mayor asked if any one on the Council had any issues with this. Alderman Sticka asked if it would take a change to an ordinance for this individual to report to the City Administrator and the Mayor stated yes. Alderman Sticka expressed his view that it seemed logical that department head should report to the City Administrator. Alderman Besco - and Alderwoman Spears agreed with this. Mayor Prochaska indicated that this issue should be placed on the agenda of either the Administration Committee or Committee of the Whole for further discussion. Alderwoman Spears asked if the new director position would be an "at will" position with a one year contract. Mayor Prochaska stated that the individuals would not have a contract but would be "at will" similar to other City department heads. She asked if there was a probationary period and Attorney Kramer indicated that the position would follow the employee manual. The Minutes of the Regular Meeting of the Citv Council - August 13.2002 - Aage 4 Alderman Munns asked if background checks were made before or after the offer is made. Mayor Prochaska stated that an offer is made contingent on the background check but references are currently being checked. Alderman Munns also commented about the fact that all the interviews were done and the candidate chosen after only one interview. He felt that usually a few top candidates are interviewed again but the Mayor is only interviewing one. He felt that the City Council would be voting on an individual without seeing any of the other candidates. Mayor Prochaska stated that he sat in on the interviews so that he wouldn't have to interview the candidates again and he commended that he was impressed with the professional manner in which the Park Board conducted the interviews. The Mayor indicated that he will be making the recommendation to the Council and they will have to decide based on this. Alderman Munns disagreed with the process and asked that in the future it be looked at closer. CITY CLERK'S REPORT Clerk Milschewski asked the Council to inform her who has a City Code Book so it could be determined how many updates are needed in the future CITY TREASURER'S REPORT Treasurer Allen requested a motion for the approval of the monthly Treasurer's Report for May 2002 as presented. So moved by Alderman James; seconded by Alderman Munns. Motion approved by a roll call vote. Ayes -7 Nays -0 Munns -aye, Spears -aye, Sticka -aye, Anderson -aye, Besco -aye, James -aye, Kot -aye Treasurer Allen noted that there was a second set of checks to be signed tonight for the Illinois Municipal Retirement Fund reimbursements for the police officers. CITY ADMINISTRATOR'S REPORT No report. FINANCE DIRECTOR'S REPORT No report. DIRECTOR OF PUBLIC WORKS REPORT No report. — CHIEF OF POLICE REPORT Railroad Crossing Chief Martin reported that repairs on the railroad tracks on Route 47 would begin Friday, August 16, 2002 at 8:00 P.M. and will continue through at least Wednesday, August 21, 2002. Maps were distributed to the Council indicating the detour route, flyers were distributed to the local businesses and area trucking companies were contacted to make them aware of the detour. Police officers will be present as much as possible to help with traffic. Riverfront Festival Chief Martin reminded everyone that the Riverfront Festival begins Friday, August 30, 2002. Mayor Prochaska also noted that he will have a sign -up sheet for wristband sales at the next Committee of the Whole meeting. COMMUNITY & LIAISON REPORT Library Board Alderman Sticka reported that after much deliberation the Library Board has selected an architectural firm, Burnidge Cassell Associates (BCA) of Elgin, for the library addition. Park Board Mayor Prochaska noted that the five Board members unanimously chose the top candidate that they are recommending for the Park and Recreation Director OLD BUSINESS None. NEW BUSINESS None. COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT (Resolution) 2002 -26 Rob Rov Creek Interceutor- Engineering Agreement A motion was made by Alderman Kot to approve the resolution for preliminary engineering services with Walter E. Deuchler Associates, Inc. for the Rob Roy Creek Sanitary Sewer Interceptor installation between Faxon Road and Baseline Road and to authorize the Mayor and The Minutes of the Regular Meeting of the Citv Council - August 13. 2002 - page 5 City Clerk to execute the agreement when the necessary funds are secured through developers and/or property owners; seconded by Alderman Sticka. Alderman Kot noted a typing error on page one of the resolution. The second to last word on the first page should be "or ". Alderman Kot clarified that this work would not begin until the funds from landowners or developers are in place as specified in the resolution. Motion approved by a roll call vote. Ayes -7 Nays -0 Anderson -aye, Besco -aye, James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye (Resolution) 2002 -27 Revisin the Engineering Review Fees A motion was made by Alderman Kot to approve a resolution amending City ordinance with regard to payment of developer deposits and engineering review fees as resented; seconded b P Y Alderman Sticka. Motion approved by a roll call vote. Ayes -7 Nays -0 Besco -aye, James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Anderson -aye Mav & June Water Reports A motion was made by Alderman Kot to accept the May and June 2002 water reports as presented, seconded by Alderman Sticka. Motion approved by a viva voce vote. ComEd Easement A motion was made by Alderman Kot to grant an easement with Commonwealth Edison to relocate an utility pole which is presently situated in the center of the City's parking lot located east of Route 47 and south of Hydraulic Avenue to the southeast corner of the said parking lot; seconded by Alderman Sticka. Mayor Prochaska commented that he was looking forward to having this pole relocated. Alderman Anderson asked if this would be done in time for the Riverfront Festival and Mayor Prochaska stated that he would have to check with Public Works Director Eric Dhuse (who left the meeting to respond to a service call). The Mayor did not feel it would be done in time. Motion approved by a roll call vote. Ayes -7 Nays -0 - James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Anderson -aye, Besco -aye Purchase of Sand Separator for Well #3 A motion was made by Alderman Kot to approve the purchase of Sand Separator for Well #3 in an amount not to exceed $5200.00; seconded by Alderman Sticka. Alderman Kot commented that the sand separator currently in the well has been having trouble and it is time to replace it. Mayor Prochaska noted that the repair is a few weeks off and the well will be closed down for a few hours for the repairs Motion approved by a roll call vote. Ayes -7 Nays -0 Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Anderson -aye, Besco -aye, James -aye (Resolution) 2002 -28 IDOT Highwav Permit - Temporary Access Road for Route 47 Watermain A motion was made by Alderman Kot to approve a resolution with the Illinois Department of Transportation Highway Permit for a temporary access road for the Route 47 watermain project and to authorize the Mayor and City Clerk to execute the said documents; seconded by Alderman James. Motion approved by a roll call vote. Ayes -7 Nays -0 Munns -aye, Spears -aye, Sticka -aye, Anderson -aye, Besco -aye, James -aye, Kot -aye (Resolution) 2002 -29 Result of Bid Opening- North Water Tower A motion was made by Alderman Kot to approve the resolution to award the contract for the North Water Tower Project with Chicago Bridge and Iron Co. in the amount not to exceed $1,357,999.00 as recommended by Engineering Enterprises, Inc. and to authorize the Mayor and City Clerk to execute the contract, contingent upon receiving funding and acquisition of the two acre site; seconded by Alderman Sticka. Alderman Kot commented that Chicago Bridge and Iron Co. was the only company to bid on the project and their bid was $45,000.00 under the estimate. The Minutes of the Regular Meeting of the Citv Council - August 13. 2002 - nage 6 Motion approved by a roll call vote. Ayes -7 Nays -0 Spears -aye, Sticka -aye, Anderson -aye, Besco -aye, James -aye, Kot -aye, Munns -aye Burbach Aquatics Contract ADnroval A motion was made by Alderman Kot to authorize the Mayor to execute the contract with Burbach Aquatics for Task 2 that is pro bono of the aquatic feasibility study as recommended by the Parks and Recreation Board; seconded by Alderman James. Attorney Kramer noted that this motion would need a super- majority (2/3) vote because this contract was not received as a bid and there is no prior satisfactory relationship with the City. Alderman Kot noted that this is currently the only pro bono offer on the table and Alderman Munns asked if this was a pro bona offer plus $1.00. Mayor Prochaska noted that the $1.00 has - been dropped Motion approved by a roll call vote. Ayes -7 Nays -0 Anderson -aye, Besco -aye, James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye ECONOMIC DEVELOPMENT COMMITTEE REPORT PC 2001 -18: The Highlands Annexation & PUD Agreement A motion was made by Alderman Sticka to table PC 2001 -18 The Highlands Annexation and PUD Agreement; seconded by Alderman. Kot. Motion carried by a viva voce vote. PC 2000 -11: Northgate Annexation & PUD Agreement A motion was made by Alderman Sticka to table PC 2000 -11 Northgate Annexation and PUD agreement; seconded by Alderman Kot. Motion carried by a viva voce vote. PUBLIC SAFETY COMMITTEE REPORT Emulovment Agreement for Chief of Police A motion was made by Alderman Anderson to approve the Employment Agreement between the - United City of Yorkville and Police Chief Harold O. Martin III; seconded by Alderman Munns. Mayor Prochaska commented that the City should look at this type of agreement more often with department heads. He also noted that the agreement expires April 2003. Motion approved by a roll call vote, Ayes -7 Nays -0 James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Anderson -aye, Besco -aye ADMINISTRATION COMMITTEE REPORT (Ordinance) 2002 -26 Award Sid for Debt Certificate A motion was made by Alderwoman Spears to approve an ordinance authorizing and providing for an Installment Purchase Agreement for the purpose of paying a portion of the cost to construct an elevated water storage tank and the Route 47 watermain and authorizing and providing for the issue of $2,900,000 Debt Certificates, Series 2002. Furthermore, authorizing the Mayor and City Clerk to execute all documents as required under the agreement of the certificates; seconded by Alderman Munns. Mayor Prochaska commented that this is a split off the water treatment project. Current revenues will support the building of the water tower. — Treasurer Allen asked about the land acquisition. Attorney Kramer noted that there was a meeting set for August 14, 2002 regarding the developer giving the City the property for the tower. Kevin McCann from Speer Financial addressed the Council regarding the sale of the Debt Certificates. He reported that the sale was held earlier in the day and there were five bidders. Mr. McCarma recommended the bid go to Griffin, Kubik, Stephens and Thompson of Chicago, Illinois because they presented the best bid which is favorable to the City. He noted that the par amount of the Certificates was adjusted to $2,899,364.84 and he recommend that the Certificates be awarded to the bidder at a price of $2,780.556.42, being at a true interest rate of 5.2600% to reflect this revision. He explained that the interest rate allowed the City to take a year off the bond making it a nineteen year bond versus a twenty -year. L The Minutes of the Regular Meeting of the Citv Council - August 13. 2002 - nape 7 He explained that the City's Standard and Poor's (S &P) rating came in at an A but on this security it came in at BBB• which is a notch below the A -. This is due to the City never having a rating before and is a good place to start The City's growth will effect the rating. Alderman James asked if this was the bid that Mr. McCann thought might have to be split between carriers. Mr. McCanna stated that this was an all in one bid. Treasurer Allen commented that this was a big investment for the City. He noted that during the final years of the investment (2014 - 2021) the City will be investing $475,000.00 annually to pay off the loan. j Motion approved by a roll call vote. Ayes -7 Nays -0 Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Anderson -aye, Besco -aye, James -aye (Ordinance) 2002 -27 Mavor's Salary Increase A motion was made by Alderwoman Spears to approve an ordinance increasing the compensation of the Mayor of the United City of Yorkville; seconded by Alderman James. Treasurer Allen asked what the increased amount would be and Alderman Sticka noted the salary was currently $5,500.00 and would be increased to $8,500.00. Alderwoman Spears commented that the increase was based on surveys conducted with surrounding communities similar to Yorkville. Mayor Prochaska noted that the increase will not take effect until after the next election_ Motion approved by a roll call vote. Ayes -7 Nays -0 Munns -aye, Spears -aye, Sticka-aye, Anderson -aye, Besco -aye, James -aye, Kot -aye ADDITIONAL BUSINESS Check Signing Alderwoman Spears requested the Alderman on the other side of the Council Chambers to stay to help sign checks. NIPC Notice Mayor Prochaska reported that he received a notice from the Northeastern Illinois Planning Commission (NIPC). They are looking for comments dealing with the amendment to the Illinois Water Quality Management Plan and scheduled consideration by the Waxer Resources Committee for the Fox Metro Water Reclamation District Facility Planning Area Amendment NIPC Water Quality Review Number 02- WQ -060. This is for the expansion of the Fox Metro Facility Planning Area to the west to Bristol -Ridge Road. The boundary will follow the Blackberry Creek to Galena and Dixon Roads and then north. The Mayor stated that he would make the document available for the aldermen to review. The meeting will be held September 25, 2002 and they are looking for comments before Tuesday, September 10, 2002. Alderman Sticka asked for clarification and Mayor Prochaska stated that Fox Metro has requested to expand their facility and there will be a hearing regarding this. Treasurer Allen asked if the Yorkville - Bristol Sanitary District had an agreement with Fox Metro and Mayor Prochaska stated that there is an agreement however it still needs to go before the Commission_ Attorney Kramer stated that because Fox Metro serves Kane County NIPC has to review the amendment. Mr. Allen asked if this corresponded with any proposed boundaries and Mayor Prochaska stated this has nothing to do with boundary agreement and in fact it crosses Yorkville's boundaries. ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Anderson; seconded by Alderman James. -- Motion approved by a viva voce vote. Meeting adjourned at 8:20 P.M. Minutes submitted by: Jacquelyn Miischewski, City Clerk City of Yorkville, Illinois i CITY COUNCIL MEETING August 13, 2002 PLEASE SIGN IN! NAME: DRESS: 162 m cr, I SIGNIN I GITY OF YORKVILLE REVISED MONTHLY TREASURERS REPORT FOR THE MONTH OF ,MAY AS OF MAY 31, 2002 FUND BALANCE REVENUE EXPENSE TRANSFER BALANCE General 1,334,154.89 517,720.67 331,980.67 0.00 1,519,894.89 Water 94,499.18 81,696.38 25,142.96 0.00 151,052.60 Wtr Impry Exp (9,639.66) 19;700.00 0.00 0.00 10,060.34 Motor Fuel 237,428.39 14,609.61 1,600.00 0.00 250,438.00 Mun. Bldg. 102,748.96 3,300.00 504.00 0.00 105,544:96 Sewer Maint. (122,763.07) 36,400.00 63,182.36 0.00 (149,545.43) Sanitary Sewer 692,985.08 41,559.50 0.00 0.00 734,544.58 Land Cash 204,549.36 12,943.00 1,185.00 0.00 216,307.36 Land Aquistion 74,137.00 0.00 0.00 0.00 74,137.00 Working Cash 123,744.39 0.00 7,968.62 0.00 115,775.77 South Sewer 10,673.50 0.00 0.00 0.00 10,673.50 Trust & Agency (432,680.43) 158,799.79 119,049.84 0.00 (392,930.48) Debt Service 6,401.35 4,109.00 7,771.44 0.00 2,738.91 PD Capital. 106,897.76 5,492.00 31,714.38 0.00 80,675.38 PW Capital 63,194.38 10,000.00 0.00 0.00 73,194.38 Fox Indus. 0.00 1,375.92 63,788.58 (62,412.66) TOTAL 2,486,331.08 907,705.87 653,887.85 0.00 2,740,149.10 /fy(obert J. Allen Treasurer