City Council Minutes 2021 02-09-21 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL
OF THE UNITED CITY OF YORKVILLE,KENDALL COUNTY,]LLINOIS,
HELD IN THE CITY COUNCIL CHAMBERS,
800 GAME FARM ROAD ON
TUESDAY,FEBRUARY 9,2021
Mayor Purcell called the meeting to order at 7:01 p.m.and led the Council in the Pledge of Allegiance.
Mayor Purcell stated that he has determined that under the Governor's orders the meeting can be held
^ with electronic attendance for the safety of the council members and the public and to help prevent the
spread of the coronavirus.
ROLL CALL
City Clerk Pickering called the roll.
Ward I Koch Present (electronic attendance)
Transier Present
Ward 11 Milschewski Present (electronic attendance)
Plocher Present
Ward III Funkhouser Present (electronic attendance)
Frieders Present (electronic attendance)
Ward IV Tarulis Present (electronic attendance)
Peterson Present (electronic attendance)
Staff in attendance at city hall: City Administrator Olson, Chief of Police Jensen and Attorney Orr.
Staff in attendance electronically: City Clerk Pickering,Public Works Director Dhuse, Community
Development Director Barksdale-Noble,Finance Director Fredrickson,Assistant City Administrator
Willrett,Building Code Official Ratos,Facilities Manager Raasch,Purchasing Manager Parker, and EEI
Engineer Sanderson.
Clerk's Note: Due to COVID-19, in accordance with Public Act 101-0640 and Gubernatorial Disaster
Proclamation issued by Governor Pritzker pursuant to the powers vested in the Governor under the
^ Illinois Emergency Management Act,the United City of Yorkville encouraged social distancing by
allowing remote attendance to the City Council meeting.
Members of the public were able to attend this meeting in person while practicing social distancing as
well as being able to access the meeting remotely via Zoom which allowed for video, audio and
telephonic participation.
A meeting notice was posted on the city's website on the agenda,minutes and packets webpage with
instructions regarding remote meeting access and a link was included for the public to participate in the
meeting remotely:https•//us02web zoom.us/j/83504411448?pwd=RERVOHZoVXhiZTIZK11PNHdXUjViZzO9.
The Zoom meeting ID was 835 0441 1448.
QUORUM
A quorum was established.
AMENDMENTS TO THE AGENDA
None.
PRESENTATIONS
None.
PUBLIC HEARINGS
None.
CITIZEN COMMENTS ON AGENDA ITEMS
None.
CONSENT AGENDA
1. Minutes of the Regular City Council—January 26,2021
2. Bill Payments for Approval
$ 441,079.79 (vendors)
$ 311,928.12 (payroll period ending 2/5/21)
$ 753,007.91 (total)
The Minutes of the Regular Meeting of the City Council—February 9,2021—Page 2 of 4
3. Resolution 2021-05 Approving an Intergovernmental Agreement for Reciprocal Building
Inspection Services between the United City of Yorkville and Kendall County—authorize the
Mayor and City Clerk to execute(EDC 2021-13)
4. Ordinance 2021-03 Repealing Parking Restrictions on West Van Emmon Street—authorize the
Mayor and City Clerk to execute(EDC 2021-15)
Mayor Purcell entertained a motion to approve the consent agenda. So moved by Alderman Milschewski;
seconded by Alderman Frieders.
^
Motion approved by a roll call vote. Ayes-8 Nays-0
Koch-aye,Milschewski-aye,Funkhouser-aye,Tarulis-aye,
Transier-aye,Plocher-aye,Frieders-aye,Peterson-aye
REPORTS
MAYOR'S REPORT
COVED-19 Vaccinations
Mayor Purcell reported that the Kendall County Health Department's vaccination clinic has been going
very smoothly. The weekly vaccination clinic that is being held at the city's Prairie Pointe Drive building
is running two to three days per week. He said almost 750 people were vaccinated today at the clinic.
Mayor Purcell also reported that the mass vaccination event that was held at the high school last weekend
also went very well. He said the health department,the high school,the local police and fire departments,
and all the volunteers did a tremendous job on this event. He said that 4300 people received vaccinations
over the weekend.
Prairie Pointe Building Update
(CC 2021-04)
Dean Roberts from McClaren, Wilson&Lawrie,Inc.gave a presentation on the Facility Space Needs
Study that his firm is conducting in conjunction with Cordogan Clark(see attached). The presentation
included three different building layouts for the council to consider. Alternative A includes the option to
expand the building footprint and build a new council chamber on the first floor of the building.
n Alternative B places the council chamber on the first floor within the existing building footprint,which
would result in a decreased first floor operational area for the police department. Alternative C places the
council chamber on the third floor within the existing building footprint resulting in the public having to
climb two flights of stairs or to use a small capacity elevator to attend a public meeting.
Discussion took place on the options presented. Most of the aldermen were in favor of the council
chamber being located on the first floor so that it would be convenient for the public to access. One
alderman and the Mayor noted they were in favor of locating the council chamber on the third floor to
save money. Other discussion took place on the option for a separate entrance for staff and elected
officials to enter the building rather than entering and exiting through public areas;the time frame for
completion of the project;the ceiling height of the council chamber if located on the third floor;the
ability to add on additional floors in the future to the proposed new addition of the council chamber on the
first floor; a canopy area for police vehicles; file storage; ability to add an additional stairwell and
elevator if the council chamber is located on the third floor;and the accuracy of projected future staffing.
It was also discussed that the proposed location of the building expansion to add a council chamber to the
first floor will result in moving the public parking areas further from the front entrance of the building. It
was asked if the proposed building expansion could be moved to the side of the building instead in order
to keep the public parking spaces intact near the main entrance to the building.
Mayor Purcell said that he would like to eliminate one of the options so the architects could refine the
cost estimates in order for a final decision to be made on the layout. After further discussion,the
consensus was to eliminate Alternative B.
PUBLIC WORKS COMMITTEE REPORT
^ No report.
ECONOMIC DEVELOPMENT COMMITTEE REPORT
No report.
PUBLIC SAFETY COMMITTEE REPORT
No report.
PARK BOARD
No report.
The Minutes of the Regular Meetine of the City Council—February 9,2021—Page 3 of 4
PLANNING AND ZONING COMMISSION
Ordinance 2021-04 Approving the Final Plat of Kendall Marketplace
Lot 52 Phase 2&3 Resubdivision
(PZC 2020-11 and EDC 2020-54)
Mayor Purcell entertained a motion to approve an Ordinance Approving the Final Plat of Kendall
Marketplace Lot 52 Phase 2 &3 Resubdivision. So moved by Alderman Transier; seconded by
Alderman Plocher.
Motion approved by a roll call vote. Ayes-8 Nays-0
Tarulis-aye,Transier-aye,Plocher-aye,Frieders-aye,
Peterson-aye,Koch-aye,Milschewski-aye,Funkhouser-aye
Ordinance 2021-05 Approving the Final Plat of Subdivision of Grande Reserve
Units 15 and 22 First Resubdivision
(PZC 2020-12 and EDC 2020-55)
Mayor Purcell entertained a motion to approve an Ordinance Approving the Final Plat of Subdivision of
Grande Reserve Units 15 and 22 First Resubdivision. So moved by Alderman Plocher; seconded by
Alderman Peterson.
Motion approved by a roll call vote. Ayes-8 Nays-0
Transier-aye,Plocher-aye,Frieders-aye,Peterson-aye,
Koch-aye,Milschewski-aye,Funkhouser-aye,Tarulis-aye
ADMINISTRATION COMMITTEE REPORT
Disposal of Real Property—Old Bank Building
and Kendall Marketplace Property
(ADM 2021-04)
Alderman Funkhouser reported that the committee discussed selling the old bank building and the
Kendall Marketplace property. They discussed using a broker to sell the Kendall Marketplace property
and using an RFP versus a broker to sell the old bank building. The committee felt the city might want to
retain some control on the old bank building property such as parking lot rights.
Attorney Orr remarked that if the council declares the property as surplus and puts it up for sale,they
cannot accept less than 80%of the appraised value of the property. If the property is not sold after six
months,then the council has a little more flexibility with the purchase price.
Consensus to move forward with getting appraisals on both properties and then bringing back for future
discussion once the appraisals are complete. Mayor Purcell recommended that the city council hold off
on putting the Kendall Marketplace property up for sale until a determination is made as to whether the
property could be used for a Public Works building.
CITY COUNCIL REPORT
National Suicide Prevention+Action Month
Proclamation Project
Alderman Frieders reported that the National Suicide Prevention+Action Month Proclamation project
currently has twenty-nine communities in thirteen states that have agreed to issue proclamations. He
noted that the Hope for the Day website(hftd.org)has a resource function that allows anyone that needs
help to enter their zip code to see the resources that are available near them.
CITY CLERK'S REPORT
No report.
COMMUNITY&LIAISON REPORT
No report.
STAFF REPORT
No report.
MAYOR'S REPORT(cont'd)
FY 21 Budget Update
(CC 2021-03)
Director Fredrickson reported that November sales tax figures have been received. Municipal sales tax is
up 10%and non-home rule sales tax is up 8%. Additionally, income tax is up 19%and local use tax is up
40%year-over-year.
The Minutes of the Regular Meetine of the City Council—February 9,2021—Page 4 of 4
Alderman Funkhouser commented that the UDO project as well as the Public Works RFQ would be
restarting.
ADDITIONAL BUSINESS
COVID-19 Vaccinations
Alderman Milschewski had a brief comment regarding the scheduling of COVID-19 vaccinations. She
said that her father lives in Cicero and when she took him to receive his first vaccination,they gave him
an appointment date for his second vaccination before he left. She asked if it was possible for our health
department to start doing that as well. Chief Jensen said that when you sign up through Kendall County
r� for your first appointment,you will receive a QR code. He said it's his understanding that the QR code
gets entered into the state's system and you will receive an email when your second shot is due and when
the link will open up for you to sign up for your second appointment.
CITIZEN COMMENTS
None.
EXECUTIVE SESSION
None.
ADJOURNMENT
Mayor Purcell entertained a motion to adjourn the City Council meeting. So moved by Alderman
Frieders; seconded by Alderman Peterson.
Motion unanimously approved by a viva voce vote.
Meeting adjourned at 8:56 p.m.
Minutes submitted by:
(xa�a P&MV
Lisa Pickering,
City Clerk, City of Yorkville,Illinois
United City of Yorkville, Illinois
City Hall / Police DepartmentFacility Space Needs Study
Architects +Planners
McClaren, Wilson & Lawrie, Inc.
1
FINAL REPORT
09 February 2021
INTRODUCTION / COMMISSION
AGENDA
Facility Space Needs Study
2
PROCESS
PREVAILING QUESTIONS / UNDERSTANDING
FINDINGS
RECOMMENDATIONS
United City of Yorkville, Illinois
Introduction: Cordogan Clark/ MWL Integrated Team
•Founded in 1951
•Offices: Aurora, Chicago, Lafayette, IN
‘Celebrating 70-years in Aurora’
•Multible Diciplines
Architecture
Interior Design
Structural Engineering
Mechanical Engineering
Electrical Engineering
Construction Management
•Over 50 Innovative professionals
•Multiple police projects in Illinois
Accessible, Accountable, Relationship Focused
3
A TEAM OF EXPERTS
•Founded in 1995 with an exclusive
commitment to Public Safety.
•Experience working with large,
medium & small police departments
•Multiple police projects in Illinois.
•Unique and broad client experience:⇢FBI⇢U.S. Marshall’s Service⇢State Police Agencies⇢County Sheriffs⇢Municipal Police Departments⇢Universities
McClaren, Wilson & Lawrie, Inc.
Architects in Public Safety
MWL has completed 450+ Public Safety Projects in 46 States
4
Introduction: Cordogan Clark/ MWL Integrated Team
Commission
800 Game Farm Road
5
Space Needs Assessment and Building Test-fit Concepts
•Assess present and future space needs for Police Department & City Hall
•Analyze current City Hall & Police building / Prairie Pointe building
•Prepare concept alternatives
•Estimate the cost
Prairie Pointe Drive
Process-Study Framework
6
Evidenced-based Decision Making
Geography
Population
Calls for
Service
Community
Needs
Staff &
Operational
Functions
Facility
Size
Site
Considerations
Project
Delivery
Method Project
Budget
1.What are the shortfalls of our current facility?
2.What type and quantity of space is required to meet current needs?
3.How should we plan for the future?
4.Are there benchmarks from similar communities that will help to inform us?
Process-Prevailing Questions
7
. . . What makes this building special?
•This is a civic building
•Symbol and heart of community
•Building will serve for multiple generations to come
"A city hall is an explicit statement about the reverence for the past, the
ambitions and pretensions of the present, and a beacon for the future.”
-Arthur Chandler, America’s City Halls
Process-Understanding City Hall
8
Process-Understanding City Hall
9
City Hall operations:
•One-Stop’ Customer Service
public / staff accommodation
•Council Chambers
public / council, staff accommodation-technology, security & safety
•Administration/ IT
meeting / teaming / training space
•Finance Department
staff support / public interaction
•Community Development Department
staff support / public interaction
inspector/ engineering tech. accommodations
•Parks and Recreation Staff
. . . What makes this building special?
•Base for providing police services to residents
•Best practice-‘Operational function and flow are key to efficiency’
•Safety and security
•Vehicle intensive operations
"As one fundamental purpose of federal government is to provide for the
common national defense of citizens. . . So, one fundamental purpose of
local government is to provide for the public safety of residents and visitors.
Process-Understanding of the Police Facility
10
Process-Understanding of the Police Facility
11
Police Department operations:
•Front Desk-Records
public/staff separation, security
•Police Administration
public visitors, incident command
•Investigations
secure suite, vehicle access, suspect interviews
•Property & Evidence
secure storage, safe processing, ventilation
•Patrol Operations
vehicle access, briefing, report writing, officer lockers & fitness
•Staff Hub
staff cross-roads, connection & communication
Facts:
•Constructed in 1999 and expanded in 2003
•18,000sf on 2-levels (Ground level and Basement level)
•Police Department occupies 6,000sf on 2-levels
•City Hall occupies 8,800sf on-2-levels
•Council Chambers, Executive Session Room and Public Lobby occupies
3,200sf on ground level
Features:
•3-points of entry (Public, City Staff, Police Staff)
•2-stairs and 1-elevator
•Council Chambers access and characteristics
Process-Understanding the Existing Facility
800 Game Farm Road
12
Facts:
•Constructed in 2006 as a multi-tenant office building with lease-space
•41,500sf on 3-levels (1st Floor, 2nd Floor, 3rd Floor)
Features:
•4-points of entry
•2-stairs and 1-elevator
Process-Understanding the New Facility
651 Prairie Pointe Drive
13
Process-Receiving Input
14
City Staff and Police Department Staff
+ Department Leaders
+ Administration Leadership
+ Council Members
= CRITICAL SUCCESS FACTORS
Critical Success Factors
15
1.Accommodate customer service needs of Police Department visitors
2.Accommodate operational & functional needs of the Police Department
3.Create ‘Front-Desk’ that is welcoming & customer service friendly
4.Accommodate customer service needs of City Hall visitors
5.Accommodate the functional needs of City Hall departments
How should the space be accommodated?
16
Alternative ‘A’ -Building Concept Study
How should the space be accommodated?
Alternative ‘A’ –Site Concept Study
17
Alternative ‘A’
18
Facts:
Ground floor building addition: 6,880 Square Feet
Renovation of existing building: 3-floors, 41,500 Square Feet
Additional public parking (northeast of building) 26 spaces
Site security fence and gates
Features:
Council Chambers located on ground floor
One-stop customer service desk and meeting rooms at ground floor public lobby
Separate entry accommodation for city staff
City staff stairway connection to One-Stop desk
Separate entry accommodation for police staff
Efficient ground floor adjacencies for police operations (Patrol, Records, Prop/Evid)
Second floor EOC
Third floor training room
Alternative ‘A’
19
Advantages
1.Optimized police accommodations at 1st
floor.
2.Provides Police Dept. a dedicated staff entry
and access to work areas.
3.Excellent customer service at Front Desk.
4.Optimized public access to Council
Chambers.
5.Enables long-term use of building.
6.Provides City Hall staff entry and access to
front desk work areas without going through
public lobby.
7.Customary Council Chambers room volume
and ceiling height.
Disadvantages
1.Building addition adds additional cost to total
project budget.
How should the space be accommodated?
20
Alternative ‘B’ -Building Concept Study
Alternative ‘B’
21
Facts:
Renovation of existing building: 3-floors, 41,500 Square Feet
Site security fence and gates
Features:
Council Chambers located on ground floor
One-stop customer service desk and meeting rooms at ground floor public lobby
Staff entry accommodation through shared common stairway
Second floor EOC
Alternative ‘B’
22
Advantages
1.Excellent customer service at Front Desk.
2.Good public access to Council Chambers.
Disadvantages
1.Inefficient and undesirable 2nd floor location
for police functions (Property & Evidence,
Evidence Processing).
2.Existing columns block sightlines in Council
Chambers.
3.Council Chambers will have an
uncomfortably low ceiling for such a large
room.
4.Limited area on 3rd floor to adequately
accommodate City Hall functions.
5.City Hall staff do not have a dedicated entry
and access to work areas without going
through public access areas.
How should the space be accommodated?
23
Alternative ‘C’ -Building Concept Study
Alternative ‘C’
24
Facts:
Renovation of existing building: 3-floors, 41,500 Square Feet
Site security fence and gates
Features:
Council Chambers located on third floor
One-stop customer service desk and meeting rooms at ground floor public lobby
Staff entry accommodation through shared common stairway
Efficient ground floor adjacencies for police operations (Patrol, Records, Prop/Evid)
Second floor shared staff break room
Alternative ‘C’
25
Advantages
1.Allows for good layout of police functions on
the 1st and 2nd floors.
2.Accommodates Community Development
functions on 2nd floor.
3.Accommodates Council Chamber function
in existing 3rd floor training room.
Disadvantages
1.Remote location and undesirable public
access to 3rd floor Council Chambers
requiring the use of stairs and elevator by
the public.
2.City Hall staff do not have a dedicated entry
and access to work areas without going
through public access areas.
Cost Comparison
26
Alternative A -Total project budget: $7,935,513
•Construction Costs: $6,891,278
Renovation Costs ($4,194,359)
New Addition/ Site Costs ($2,696,919)
•Soft Costs: $1,044,235
Alternative B -Total project budget: $5,294,512
•Construction Costs: $4,584,726
Renovation/ Site Costs ($4,584,726)
•Soft Costs: $709,785
Alternative C -Total project budget: $5,054,344
•Construction Costs: $4,374,973
Renovation/ Site Costs ($4,374,973)
•Soft Costs: $679,371
MEASURING SUCCESS
27
Recommendation
28
Alternative ‘A’ provides for the most effective and efficient
accommodation of functional spaces required by police
and city hall staff for the next 10 to 20 years, providing the
best long-term solution of the three alternatives studied.
Where do we go from here?
29
1.Select preferred alternative.
2.Establish the project budget.
3.Establish the project schedule.
4.Set target move-in date.
Alternative ‘A’
30Ground Floor Blocking Diagram
Alternative ‘A’
31Second Floor Blocking Diagram
Alternative ‘A’
32Third Floor Blocking Diagram
Alternative ‘B’
33Ground Floor Blocking Diagram
Alternative ‘B’
34Second Floor Blocking Diagram
Alternative ‘B’
35Third Floor Blocking Diagram
Alternative ‘C’
36Ground Floor Blocking Diagram
Alternative ‘C’
37Second Floor Blocking Diagram
Alternative ‘C’
38Third Floor Blocking Diagram