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City Council Minutes 2021 09-14-21MINUTES 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,September 14,2021 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 Deputy Clerk Behland called the roll. Ward I Koch Present (electronic attendance) Transier Present Ward II Milschewski Present Plocher Present Ward III Funkhouser Present Marek Absent Ward IV Tarulis Present Peterson Present (electronic attendance) Staff in attendance at city hall: Deputy Clerk Behland, City Administrator Olson, Chief of Police Jensen, Deputy Chief Pfizenmaier,Attorney Orr, Finance Director Fredrickson,Assistant City Administrator Willrett,and Facilities Manager Raasch. Staff in attendance electronically: Public Works Director Dhuse,Community Development Director Barksdale-Noble,Parks and Recreation Director Evans,EEI Engineer Sanderson,and Purchasing Manager Gayle. Clerk's Note: Due to COVID-19, in accordance with Public Act 101-0640 and Gubernatorial Disaster 110 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/87429959700?pwd=cE I Qa2VobmQyOXdNS I FGeIpNNkdpdz09. The Zoom meeting ID was 874 2995 9700. QUORUM A quorum was established. AMENDMENTS TO THE AGENDA None. PRESENTATIONS Yorkville High School Intern—Hailey Hill Chief Jensen introduced the Police Department's new intern Hailey Hill. Hailey is a Junior at Yorkville High School,and she is in the field experience program. Hailey has already been active at the Police Department and participated in the Citizens at Risk Program and Cop on a Rooftop. Throughout her internship,she will have training in every field the Police Department works in. New Purchasing Manager—Shanel Gayle Mayor Purcell reported the City of Yorkville has hired a joint purchasing manager with the Village of Oswego, Shanel Gayle.Mayor Purcell introduced her and welcomed her to the City. PUBLIC HEARINGS None. The Minutes of the Regular Meeting of the City Council—September 14,2021—Page 2 of 4 CITIZEN COMMENTS ON AGENDA ITEMS None. CONSENT AGENDA 1. Bill Payments for Approval 1,112,159.83 (vendors) 308,402.63 (payroll period ending 9/3/21) 1,420,562.46 (total) Mayor Purcell entertained a motion to approve the consent agenda. So moved by Alderman Milschewski; seconded by Alderman Transier. Motion approved by a roll call vote. Ayes-7 Nays-0 Koch-aye,Milschewski-aye,Funkhouser-aye, Tarulis-aye, Transier-aye,Plocher-aye, Peterson-aye REPORTS MAYOR'S REPORT Proclamation for Constitution Week CC 2021-47) Mayor Purcell proclaimed the week of September 17 through 23 as Constitution Week in the United City of Yorkville(see attached). Appointment of City Clerk—Jori Behland CC 2021-48) Mayor Purcell entertained a motion to approve the Mayor's appointment of City Clerk—Jori Behland. So moved by Alderman Milschewski; seconded by Alderman Peterson. Motion approved by a roll call vote. Ayes-7 Nays-0 Funkhouser-aye, Tarulis-aye, Transier-aye, Plocher-aye, Peterson-aye, Koch-aye,Milschewski-aye PUBLIC WORKS COMMITTEE REPORT No report. ECONOMIC DEVELOPMENT COMMITTEE REPORT No report. PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT No report. PARK BOARD Yorkville Hometown Days Festival Mayor Purcell reported that Hometown Days turned out fantastic this year.The staff did a tremendous job. There was a great turnout,and the weather was amazing. Yorktoberfest Mayor Purcell reported that Yorktoberfest is scheduled for Saturday,October 2,2021, at Riverfront Park. PLANNING AND ZONING COMMISSION No report. CITY COUNCIL REPORT No report. CITY CLERK'S REPORT No report. COMMUNITY& LIAISON REPORT No report. The Minutes of the Regular Meeting of the City Council—September 14,2021—Page 3 of 4 STAFF REPORT No report. MAYOR'S REPORT(cont'd1 City Buildings Updates Prairie Pointe Design Approval CC 2021-04) Administration Olson reported that they are waiting on formal IDOT approval for the space needs analysis for the Public Works building. Administrator Olson gave a brief overview of the Prairie Pointe building. Staff is ready for City Council to vote on the floor layout and cost estimate to lock in the architect's fees and proceed with bidding. The last time City Council reviewed these figures was back in February 2021 which the estimated base amount was—$5.05m without the generator. The new base cost estimate is—$5.65m,which includes inflationary costs and a whole-building generator. Staff recommends a base budget cost estimate of 7.3m with—$500k for alternates. There are a few options to help pay for the—$1.7 million increase from non-inflationary and non-generator expenses. One possibility is that the City will end the fiscal year 2021 with around a$1m budget surplus. The City did not budget for the sale of any of the City properties. And another option is that the City has a bond refinancing coming up from the sewer fund.Administrator Olson went over a few items that were not planned in the February estimate and mentioned the memo in the packet goes over each item in detail.Next,Administrator Olson went over items that were in the plans but have changed.The difference between the architect grab estimate at the concept drawing phase February 2021)and the current plan is—$770k net($1.17m increases and$400k decreases). Staff recommends to bid out for the following items as alternates, for a total estimated cost of$500k, a new roof,a new HVAC system, and a whole security system with cameras and burglar alarms. There is a detailed cost estimate in the packet with partially redacted layouts for the police department. Mayor Purcell opened the floor for questions or if the Council would like to move forward to vote. The Council requested a breakdown of the percentage-based fees, and Administrator Olson said he would put it together for the next meeting. There was a request from the Council for staff to go through existing files now and see if some can be eliminated prior to moving. This option could help with the high-density storage costs. There was a concern on the gate,and Administrator Olson mentioned items one through III five and items eight and nine on the cost estimate will be in house to save money and time or bid them out.An idea was brought up to push out projects for a year to get the building done and prioritize it. There was still some concern on the third-floor chambers room regarding size,elevator location,security,and long-term planning. Mayor Purcell asked if the alderman wanted to vote,and they agreed to push the vote to Tuesday, September 28,2021. Water Study Update CC 2021-38) Administrator Olson reported that they received information from Joliet and should have all the cost information for the September 28th City Council meeting. The City met with DuPage Water Commission representatives to go over information related to their system. Staff will have water conservation information and an ordinance at next week's Public Works Committee meeting to review.Administrator Olson also reminded everyone of the town hall meeting on September 15th from 5:00 p.m.to 7:00 p.m. at the Grande Reserve Elementary School. Attorney Orr brought up the intergovernmental agreement the City signed with Oswego and Montgomery for the joint water source studies.Attorney Orr said that Irene Caminer asked each city to sign an engagement letter with her.Attorney On believes this is a reasonable and necessary request. There could be confidentiality issues without the engagement letter if she only signed one with Oswego which was initially proposed.Attorney On also brought up again that EEI represents Joliet in their water source planning to the City of Chicago. EEI is also the City's engineer. Attorney On said since the project started,there have been no concerns with EEI.Attorney Orr noted for the record we will move forward with signing the engagement letter with Irene Caminer and continue working with EEI. The council and staff had no objections. ADDITIONAL BUSINESS None. CITIZEN COMMENTS None. EXECUTIVE SESSION None. The Minutes of the Regular Meeting of the City Council—September 14,2021—Page 4 of 4 ADJOURNMENT Mayor Purcell entertained a motion to adjourn the City Council meeting. So moved by Alderman Plocher; seconded by Alderman Milschewski. Motion unanimously approved by a viva voce vote. Meeting adjourned at 7:46 p.m. Minutes submitted by: 1 / / l ri Behland, City Clerk,City of Yorkville,Illinois 0, oil,/ moi• ice_= i i i ___i i i i i==r...„` I.Irri1 t 1.t 3...l t•f.I.t 3.• I 111,2.7 1.7.7: .ttra C t.7 1 IT7r:mitt t l.T.:...•,\. Alt 000 iy..r.•uun,•1•r.uur.11•unu,••,uun•1•,.urn••,nnn••,uun.1•,uun.1 nuu,•1•,uu.,•11•uun•.n.,1 • 1l) l;' kg:I,li:UNITED CITY OF YORKVILLE11+,,r r....;. I I,Irtectantatian 1111111 1' WHEREAS, the Constitution of the United States of America, the uardian 4;11lll„.: g II I+1,:i of our liberties, embodies the principles of limited government in a Republic -:.11II