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City Council Minutes 2001 11-29-01 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 THURSDAY, NOVEMBER 29, 2001. Mayor Prochaska called the meeting to order at 7:02 p -m. and led the Council in the Pledge of Allegiance. ROLL CALL Clerk Milschewski called the roll. Ward l James Present Sticka Present Ward U Burd Present 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 Administrator Tony Graff amended the agenda buy stating that the Treasurer's report had been approved at the last City Council Meeting. COMMITTEE MEETING DATES Public Works Committee 6:30 P.M., Monday, December 17, 2001 _- City of Yorkville Conference Room. 800 Game Farm Road Economic Development Committee 7:00 P.M., Tuesday, December 18, 2001 City of Yorkville Conference Room 800 Game Farm Road Public Safety Committee 6:30 P.M., Wednesday, December 26, 2001 City of Yorkville Conference Room 800 Game Farce Road Administration Committee 6:30 P.M., Tuesday, December 11, 2001 City of Yorkville Conference Room 800 Game Farm Road CITIZEN COMMENTS: Rose Kahle complimented the City on its Christmas decorations. PRESENTATION: Mayor Prochaska presented Luann Peters and Robert James with a memento and certificate of appreciation for their service on the Human Resource Commission (HRC). The mayor explained that the HRC was formed many years ago but fell to the wayside. Former mayor, Bob Johnson resurrected it and Ms. Peters and Mr. James have been on the commission since its new beginning. The mayor thanked them for their service. PLANNING COMMISSION /ZONING BOARD OF APPEAL/SIGN REVIEW BOARD No report. MINUTES FOR APPROVAL Nome. BILLS FOR APPROVAL A motion was made by Alderwoman Spears to approve the bills frrnn flee bill list dated November 21, 2001. Checks in the amount of $514,664.37(vendor), $81,891.91(payroll period ending 11/17/01) total 5596,556.28: seconded by Alderwoman Burd. a The Minutes of the Regular Meetine of the City - Council - November 29, 2001- page 2 Motion approved by a roll call vote. Ayes -8 Nays -0 Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Sticka -aye, Spears -aye, Anderson-aye REPORTS ATTORNEY'S REPORT No report. — MAYOR'S REPORT Police Pension Board Mayor Prochaska nominated two individuals for appointment to the newly formed Police Pension Board. Todd Overmyer is a lifelong resident of Yorkville and a Naperville Fireman_ His appointment will last until May 2004. Larry DeBord is a 3 year resident of Yorkville and is employed by A.G. Edwards Investments. Mayor Prochaska entertained a motion to approve the appointments to the Police Pension Board of Todd Overmyer for term to last until May 2004 and Larry DeBord for a term to last until May 2003. So moved by Alderman Sticka; seconded by Alderman Besco. Motion approved by a roll call vote. Ayes -8 Nays -0 Burd -aye, James -aye, Kot -aye, Munns -aye, Sticka -aye, Spears -aye, Anderson -aye, Besco -aye Plan Commission The mayor explained that two appointments were need for the Plan Commission; one from the School Board and one from the Zoning Board of Appeals. He nominated Anne Engelhardt to be the School Board liaison and Bill Davis to represent the Zoning Board of Appeals. Mayor Prochaska entertained a motion to approve the nomination of Anne Engelhardt to the Plan Commission as the School Board liaison. So moved by Alderman Sticka; seconded by Alderman Kot. 4 i Motion approved by a roll call vote. Ayes -8 Nays -0 James -aye, Kot -aye, Munns -aye, Sticka -aye, Spears -aye, Anderson -aye, Besco -aye, Burd -aye Mayor Prochaska entertained a motion to approve the nomination of Bill Davis to the Plan Commission as the Zoning Board of Appeals liaison. So moved by Alderman Sticka; seconded by Alderman Anderson. Motion approved by a roll call vote. Ayes -8 Nays -0 Kot -ate, Munns -aye, Sticka -aye, Spears -aye, Anderson -aye, Besco -aye, Burd -aye, James -aye Prairie Pathway Mayor Prochaska reported that he received a letter from the Illinois Department of Transportation (IDOT) regarding the proposed "Prairie Pathway" expressway. The letter stated that a public forum would be held on Tuesday, December 11, 2001 at the Beecher Center from 4:00 P.M. to 7:00 P.M. Resolution of Supuort Mayor Prochaska received a letter from Ruben Barrales, Deputy Assistant to the President of the United States of America and Director of Intergovernmental Affairs thanking the City for its _ resolution in support of the President regarding the events of September 11, 2001. He also received a letter from Senator Peter Fitzgerald thanking Yorkville for the resolution. Homeland Security Mayor Prochaska reported that Yorkville has been receiving correspondence from Governor Ryan in the form of Illinois Homeland Security sheets. The State has been holding security - training sessions, however the letter was received on the date of the session. The sheets also keep the City updated as to what the Governor's office is doing to keep the State save. The Minutes of the Regular Meeting of the Citv Council - November 29.2001 - naLe 3 Christmas Events The mayor reminded everyone that the City was holding its annual Christmas events on December 7 and 8 The City's Christmas tree would be lit on Friday, December 7, 2001 at 6:00 P.M. at Hydraulic and Route 47. Video Gaming Machines The mayor reported that he received a letter from Senator Walter Dudycz regarding video gaming machines. The letter stated that after careful evaluation there is insufficient support to seek regulating or taxing video gaming machines. However, Senator Dudycz believes action should be taken to address the problem of illegal video gaming in Illinois. Traffic Mav Mayor Prochaska reported that he received a letter from IDOT regarding a county traffic map. IDOT asked if the city would be interested in creating a city traffic map. The mayor asked Administrator Graff to speak with Joe Wyrot and Eric Dhuse about IDOT's proposal and bring it back to the Public Works Committee, CITY CLERK'S REPORT Clerk Milschewski reported that resignations had been received from minute takers, Sandra Marker and Lisa Sleezer. Terri Parece has been hired but one more person was still needed. She asked that if anyone knew of someone who might be interested in the position, please have them send a letter of intent and resume to Administrator Graff. She also reported that the all meetings would be taped beginning in December. CITY TREASURER'S REPORT No report. CITY ADMINISTRATOR'S REPORT GASB Administrator Tony Graff reported that the city would be participating in the Government Accounting Standard Board (GASB) readiness process. Future Finance Director, Traci Pleckham, would be meeting with Pandolfi regarding this. Redistricting Mr. Graff stated that he did not have a redistricting update. He was advised that the State has been bogged down with the process and the individual working on the maps is behind. Glen Palmer Dam Mr. Graff reported that the Department of Water Resources is beginning the engineering and design study for the Glen Palmer Dann. He stated that the city would receive a briefing on December 18, 2001 regarding the process. He was told it is a six -month project. DIRECTOR OF PUBLIC WORKS REPORT Beecher Watermain Director of Public Works, Eric Dhuse, reported that the Beecher water main project was completed and operating. CHIEF OF POLICE REPORT Railroad Crossin Repair Chief Martin reported that he received information from IDOT and Illinois Railnet regarding the repair of the railroad crossing at Route 47. The repair project is now scheduled for mid - summer of 2002 when school is out. Hirine and Promotions Chief Martin reported that the Fire and Police Commission passed rules for hiring and promotions in the Police Department. The rules were posted in Kendall County and ten days later they will be official. The police department can then place ads for police jobs. -- COMMUNITY & LIAISON REPORT Kendall Countv Growth Conference Mayor Prochaska reported that he and Alderwoman Burd attended the Kendall County Cnowth Conference at the old courthouse. He stated that the speakers spoke about the environment and the effect of growth on it. Sensible growth was emphasized Alderwoman Burd reported that the main concerns were maintaining green space between municipalities as the area grows along with keeping the river clean. The County discussed buying property to preserve the Forest Preserves. Alderman Surd reported on another idea that was discussed regarding centering subdivisions around farms. Instead of building houses around The Minutes of the Reeular Meeting of the Citv Council - November 29.2001- na i 44 existing farms, the new homes would be part of the farm. This concept is working well in other areas. Mayor Prochaska stated that one session concerned how individuals can become involved with things happening in the County and their communities. This encouraged people to represent themselves. Parks and Recreation Alderman James reported on the Parks and Recreation Board. He said they discussed how the process works when the Board makes recommendations and sends theirs to the Council. They clarified rules and how the Board interfaces with the city employees. The Board is bringing in a consultant to help with fixture parks. They will send a recommendation to the Council. They feel that the director position needs to be filled as things grow in Yorkville. Mayor Prochaska noted that the group is setting up criteria needed to hire a Parks Director. The consultants will help them find candidates for the position. Kencom 911 Alderman Kot reported that he attended a Kencom 911 Board meeting where they adopted their annual budget. Aurora Area Tourism Board Alderwoman Burd reported that she attended the Aurora Area Tourism Board where they discussed a downtown program with house walk. School Board Alderwoman Spears reported that she attended the School Board meeting at which the new members of the School Board were appointed. At the meeting is was stated that School Superintendent Dr. Engler was going to meet with the City of Montgomery regarding an increase in impact fees. Human Resource Committee Alderwoman Spears reported that she attended the HRC meeting where they reviewed their original goals and objectives. They also discussed developing a Welcome Center along with the Chamber of Commerce, the Millennium Project, and pursuing the clothing pantry. They still V have not found a location to use for the clothing pantry. They will be setting new goals at the next meeting. OLD BUSINESS None. NEW BUSINESS None. COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT Sale of 1984 Pick un Truck A motion was made by Alderman Kot to authorize the Public Works Director to dispose of surplus property, a 1984 Ford pick -up truck; seconded by Alderman Munns. Motion approved by a roll call vote. Ayes -8 Nays -0 -- James -aye, Kot-aye, Munns -aye, Spears -aye, Sticka -aye Anderson -aye, Besco -aye, Burd -aye Blackberry Creek Intercentor Contract A motion was made by Alderman Kot to approve an engineering agreement for design services and construction guidance of the Blackberry Creek Interceptor Phase One extension with Walter E. Deuchler associates and the United City of Yorkville with a not -to- exceed amount of $ 188,000.00 and to authorize the Mayor and City Clerk to execute said document. (Note: the intergovernmental agreement was approved by the Yorkville Bristol Sanitary District), seconded by Alderman Sticka. The Minutes of the Regular Meetine of the Citv Council - November 29.2001 - Rage S Alderman Kot commented that the City is entering into the agreement in order to get the work completed This is for the first phase of several. He stated that the money for this is in the budget and is a monthly payment on the bill list. Mayor Prochaska stated that the Council agreed about one year ago to do this after Menard's broke ground. He said there is some concern with the residents in Countryside regarding the project. He asked Mr. Graff and Alderman Kot to inform the residents of meetings regarding this and invite them to comment and give input before the final. design. _ Mr. Graff stated that the Conservation Association is involved with the creek habitat. They have done fieldwork to identify areas of preservation. They have expressed concerns over the areas that should be kept away from. Mayor Prochaska commented on the cost of restoration for areas suffering from erosion and Mr. Graff stated that there is assistance in the form of grant funds. 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 ECONOMIC DEVELOPMENT COMMITTEE REPORT No report. PUBLIC SAFETY COMMITTEE REPORT Smith Engineerina Contract A motion was made by Alderman Anderson to approve a contract with Smith Engineering for roadway and signal plans for Route 34 and Game Farm Road in the amount of $28,998.00 and to authorize the City Engineer to execute said document; seconded. by Alderman Sticky Mr. Graff stated that IDOT reviewed the documents and believes the intersection is within standards. The southeast quadrant is tight for bus turns. If a design is not needed for roadway, the amount will be less. Mayor Prochaska clarified the widening of the intersection; Route 34 will not be affected but some widening is needed on Game Farm Road. Mr. Graff stated that the City would be taking bids for the signals in April and will award the job in May. Funds for this are through IDOT. Alderman Anderson asked when the project would be done and Mr. Graff stated the control arms for the signals should be installed in August with the project being completed by August 15, 2002. 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 ADMINISTRATION COMMITTEE REPORT (Resolution) 2001 -59 Emolovee Manual A motion was made by Alderwoman Spears to approve the Resolution amending the United City of Yorkville employee manual as presented; seconded by Alderman Sticka. Alderwoman Spears noted that the changes concerned items such as holidays, and meal and lodging reimbursement_ — Motion approved by a roll call vote. Ayes -8 Nays -0 Spears -aye, Sticka -aye Anderson -aye, Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye Revised F/Y 2001/2002 Budget A motion was made by Alderwoman Spears to approve the revised budget for fiscal year 2001/2002, effective November 1.2001. as presented; with general fund revenue of $5,147,582.00 and general fund expenses of $5, 147,582.00; water fund revenue of $788,750.00 and water fund expense of $788,750.00 and sewer maintenance fund revenue of $344,900.00 and sewer maintenance fund expenses of $344,900.00 for a grand total of $6,281,232.00 revenue and $6,281,232.00 expenses; seconded by Alderman Munns. The Minutes of the Regular Meeting of the Citv Council - November 29, 2001 - uage 6 Mayor Prochaska thanked Mr. Graff and the City staff for their work on the report He stated that the budget more clearly reflects the flow of dollars in and out. He stated that the report shows the dollar increases in areas that weren't evident before. He said that Mr. Graff had put out a memo dated November28, 2001 pointing out the changes. Mr. Graff explained his memo: 1. Health Insurance - Insurance premiums had been estimated before. The cost is on the low end of the scale. Other communities have a higher cost. 2. Tree and Stump Removal - He stated that Mr. Dhuse determined that more funds were necessary in the event of tree damage due to storms and dead trees. 3. Municipal Building Fund - Mr. Graff explained that funds were taken out of time Park Fund to accommodate the Riverfront Park Building. The renovation of the building will be a multi -year project. 4. Police Capital - The expenditures were revised to allocate funds to purchase equipment in the future. 5. Recreation Department - More funds were moved to the Recreation Dept to support the skate park. The original revenue estimated from the skate park was $6,000.00 but the actual revenue was $2,000.00. Funds for the future Park Director were set aside along with funds to hire a consultant. Mayor Prochaska stated that City Attorney Dan Kramer recommended the funding for the consultant and director because this will allow the Park Board to hire a director without further Council approval, 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 (Ordinance) 2001 -54 Amending Meetin D ys A motion was made by Alderwoman Spears to approve an Ordinance amending the City Council and Committee of the Whole meeting days as presented; seconded by Alderman Sticka. Alderwoman Spears commented that the change of the meeting day from Thursday to Tuesday would be reviewed in one year. Mayor Prochaska noted that the first January COW meeting will fall on New Yeas Day so time Council will have to determine an alternate meeting day because the city staff needs to get the January 2002 calendar ready. 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 Official Citv Fl & Log Aooroval A motion was made by Alderwoman Spears to approve the Official City Flag and City Logo as presented; seconded by Alderman Munns. Mayor Prochaska thanked Alderwoman Spears for her dedication to this project. Alderwoman Burd noted that Holly Wilson did the design work. Motion approved by a roll call vote. Ayes -8 Nays -0 Besco -aye, Burd -aye, James -aye, Kot -aye, Munns -aye, Spears -aye, Sticka -aye, Anderson -aye ADDITIONAL BUSINESS - Mayor Prochaska again commented that the first January 2002 meeting falls on New Years Day. He suggested that all the meetings could shift nights or the COW meeting could be held on the second Tuesday before the City Council meeting. A discussion followed and the matter was tabled until the next COW meeting. ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Besco: seconded by Alderman Anderson. Motion approved by a viva voce vote. The Minutes of the Reeular Meeting of the Citv Council - November 29, 2001- uage 7 Meeting adjourned at 8:06 P.M. I Minutes submitted by: v � Jacquelyn Mdschewski, City Clerk City of Yorkville, Illinois i CITY COUNCIL MEETING November 29, 2001 PLEASE SIGN IN! .1 70O LAC SIGNIN ADDRESS: Sob &) , , ,h6.l� �Owou l