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City Council Minutes 2023 03-14-23MINUTES 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, MARCH 14, 2023 Mayor Purcell called the meeting to order at 7:00 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 Behland called the roll. Ward I Koch Present Transier Present Ward II Plocher Present Soling Present Ward III Funkhouser Present Marek Present Ward IV Tarulis Present Vacant Staff in attendance at City Hall: City Clerk Behland, City Administrator Olson, Chief of Police Jensen, Attorney Orr, Public Works Director Dhuse, Community Development Director Barksdale -Noble, Finance Director Fredrickson, Parks and Recreation Director Evans, Assistant City Administrator Willrett, 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: httus://us02web.zoom.us/i/88161847693?nwd=c3h3OWNxTGswOzFaa3cwaGhEdIRaUT09. The Zoom meeting ID was 8816184 7693. pilm.,411131 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 — February 14, 2023 2. Minutes of the Regular City Council — February 28, 2023 The Minutes of the Regular Meeting of the City Council — March 14, 2023 — Page 2 of 3 3. Bill Payments for Approval $ 304,012.46 (vendors) $ 147,046.45 (wire payments) $ 347,492.27 (payroll period ending 03/03/23) $ 798,551.18 (total) Mayor Pro Tern Plocher entertained a motion to approve the consent agenda. So moved by Alderman Koch; seconded by Alderman Marek. Motion approved by a roll call vote. Ayes-7 Nays-0 Koch -aye, Plocher-aye, Funkhouser-aye, Tarulis-aye, Transier-aye, Soling -aye, Marek-aye MAYOR'S REPORT REPORTS Assignment of Development Agreement for Old Jail Project at 111 W. Madison Street (CC 2023-11) Mayor Pro Tern Plocher entertained a motion to approve the Assignment of Development Agreement for the Old Jail Project at I I I W. Madison Street. So moved by Alderman Tarulis; seconded by Alderman Soling. Motion approved by a roll call vote. Ayes-7 Nays-0 Plocher-aye, Funkhouser-aye, Tarulis-aye, Transier-aye, Soling -aye, Marek-aye, Koch -aye PUBLIC WORKS COMMITTEE REPORT EEI Rate Increase Request (PW 2023-23) Alderman Marek made a motion to approve Engineering Enterprises, Inc. Hourly Rates as specified in the 2023 Standard Schedule of Charges; seconded by Alderman Transier. Motion approved by a roll call vote. Ayes-7 Nays-0 Funkhouser-aye, Tarulis-aye, Transier-aye, Soling -aye, Marek-aye, Koch -aye, Plocher-aye ECONOMIC DEVELOPMENT COMMITTEE REPORT Ordinance Approving an Economic Incentive Agreement Between the United City of Yorkville and Marker, Inc., McCue Development, Inc., Scott and Lisa Sleezer, and John Rohlfing (Heartland Circle Subdivision) (EDC 2023-17) Alderman Koch made a motion to approve an Ordinance Approving an Economic Incentive Agreement Between the United City of Yorkville and Marker, Inc., McCue Development, Inc., Scott and Lisa Sleezer, and John Rohlfing (Heartland Circle Subdivision) and authorize the Mayor and City Clerk to execute; seconded by Alderman Plocher. Mayor Pro Tern Plocher stated this is coming out of committee with a negative recommendation. They did amend the agreement from five years to one year. Alderman Soling asked if they had considered prepaying to the developer in the past. City Administrator Olson stated it was communicated to them, but they declined. Alderman Transier asked if this was their first extension. Community Development Director Barksdale -Noble replied yes. Alderman Transier asked if we have ever approved any in the past. City Administrator Olson stated yes, once before that is similar. Motion fails by a roll call vote. Ayes-3 Nays-4 Tarulis-aye, Transier-nay, Soling -nay, Marek-aye, Koch -nay, Plocher-aye, Funkhouser-nay PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT No report. The Minutes of the Regular Meeting of the City Council — March 14, 2023 — Page 3 of 3 PARK BOARD St. Patrick's Day Celebration Parks and Recreation Director Evans reported the Lucky Leprechaun Hunt starts at 9:00 am on Saturday, March 18`'. Followed by the Irish parade that will begin at 11:00 am and runs down the west end of Hydraulic Avenue, ending once they reach Route 47. Live music and St. Patrick's Day specials will be at Yorkville bars and restaurants. A firework show at Route 47 and Countryside Parkway will start at dusk. PLANNING AND ZONING COMMISSION No report. CITY COUNCIL REPORT No report. CITY CLERK'S REPORT No report. COMMUNITY & LIAISON REPORT Yorkville Bristol Sanitary District Alderman Soling reported that the tree removal has begun along River Road. The construction will begin soon. Yorkville Public Library Alderman Soling reported that the Yorkville Public Library has many amazing programs coming up. They have a Military Healthcare 101 on March 21't at 11:00 am. The program is designed for veterans to learn how military healthcare benefits can be combined with Medicare benefits. There are also many programs scheduled for the upcoming spring break. STAFF REPORT No report. MAYOR'S REPORT (cont'd) City Building Updates (CC 2021-04) City Administrator Olson reported that staff did receive confirmation of the IT shipment. We have a tentative move -in date of April 21 ". We will have dates soon for ribbon cuttings and open houses. No update. Water Study Update (CC 2021-38) Fiscal Year 2024 Budget Presentation (CC 2023-10) City Administrator Olson gave a PowerPoint presentation on the fiscal year 2024 budget (see attached. ADDITIONAL BUSINESS None. CITIZEN COMMENTS None. EXECUTIVE SESSION None. ADJOURNMENT Mayor Pro Tern Plocher entertained a motion to adjourn the City Council meeting. So moved by Alderman Koch; seconded by Alderman Soling. Motion approved by a roll call vote. Ayes-7 Nays-0 Transier-aye, Soling -aye, Marek-aye, Koch -aye, Plocher-aye, Funkhouser-aye, Tarulis-aye Meeting adjourned at 7:51 p.m. Minutes bmitted by: Jori Behr City Clerk, City of Yorkville, Illinois FY 24 BUDGET PRESENTATION CITY COUNCIL 3-14-23 United City of Yorkville Budget Schedule Policy decisions presentation February 28, 2023 Full budget presentation March 14,2023 One mandated public hearing March 2812023 City Council must approve budget before April 30, 2023 Tonight's outline Big Picture Year -by -year overview Select Items to note The small picture General Fund overview Line -items of interest in other funds Tonight's outline Not covered in tonight's Fox Hill SSA Sunflower SSA Debt Service Fund Sewer Fund Land Cash Fund Parks and Recreation Fund Items to Note sections City Council goals Sales tax projections Staffing requests Countryside TIF Capital Projects Bond ratings and refinancing Building Inspection Load powerpoint Reminder City Council approves the FY 24 budget proposal only •FY 25 and beyond are planning tools How do things look? General Fund - Surplus(Deficit) Comparison 2,000,000 1,500,000 1,000,000 500,000 (500,000) (1,000,000) (1,500,000) FY 2022 FY 2023 FY 2024 FY 2025 FY 23 Budget FY 24 Budget FY 2026 FY 2027 FY 2028 How do things look? 12,000,000 10,000,000 4,000,000 2,000,000 General Fund - Fund Balance FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 23 Budget FY 24 Budget FY 2027 FY 2028 How do things look? 30,000,000 20,000,000 10,000,000 (10, 000, 000 ) (20,000,000) (30,000,000) Aggregate City Budget - Surplus(Deficit) Comparison FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 --*L FY 23 Budget FY 24 Budget FY 2027 FY 2028 How do things look? 50,000,000 40,000,000 30,000,000 20,000,000 10,000,000 Aggregate City Budget - Fund Balance Comparison FY 2022 FY 2023 FY 2024 FY 2025 FY 23 Budget FY 24 Budget FY 2026 FY 2027 FY 2028 BIG PICTURE Fund Balance of General Fund at 46% in FYE 24 Above 40% in FY 25 and beyond Offset by TIF fund negative fund balances Fund Balance in Water Fund at —26% in FY 24, but relies on policy decision and Lake Michigan project in FY 25 and beyond Policy decision of places of eating tax vs. staggered water rate increase Aggregate budget outlook is best in years, but relies on policy decisions and capital project review in the future BIG PICTURE Revenue growth projections are conservative, even if recent performance has been extremely strong Funding of Public Infrastructure (PW/Parks) facility without any revenue increases Funds major water/sewer infrastructure projects, but subdivision cluster unaddressed New police officers, police civilian staff, utility billing clerk, planner I, and a mechanic to keep up with population growth 12 0 310 E'� 0 CI pj x _2 Fund Balance History —General Fund l0 I� w m 0 r-i (V m 0 0 0 0 U_ L.L. U_ L.L. U_ L.L. U_ L.L. I�T Ln 110 � w N N N N N U_ U_ U_ U_ U_ How do things look? 50,000,000 40,000,000 30,000,000 20,000,000 10,000,000 FY 2022 Aggregate City Budget - Fund Balance FI FY 2023 FY 2024 FY 2025 FY 24 Budget FY 2026 FY 2027 FY 2028 Major initiatives FY 24 Lake Michigan studies and early costs Major Road to Better Roads program Potential Kennedy Road intersection improvements and/or resurfacing Van Emmon LAFO grant, if awarded Full water and sewer CIP, including watermain replacements and Well #6 design Expanded/new programs for building maintenance, sidewalks, and playgrounds Planning for PW building construction New playgrounds at Rice and Prestwick Parks New accountant (utility billing) and Planner 1 Shared police training coordinator Major initiatives FY 25 Lake Michigan water source project, funding TBD Expanded Road to Better Roads program Public Infrastructure Facility (PW/Parks) construction Potential Kennedy Road intersection improvements and/or resurfacing Route 47 northern expansion! Comprehensive Plan Update Full water and sewer CIP Expanded/new programs for building maintenance, sidewalks, paths, parking lots and playgrounds Land Acquisition for a new Parks and Rec. property Playgrounds at Cannonball and Rotary parks New patrol officer hired Major initiatives FY 26., FY 27., and FY 28 Lake Michigan water source project must be planned Expanded Road to Better Roads program Subdivision cluster needs a policy decision New Police Records Clerk and Evidence Custodian in FY 26 New Police Officers in FY 27 and FY 28 Full water and sewer CIP Expanded/new programs for building maintenance, sidewalks, paths, parking lots and playgrounds How do things look? 50,000,000 40,000,000 30,000,000 20,000,000 10,000,000 FY 2022 Aggregate City Budget - Fund Balance FI FY 2023 FY 2024 FY 2025 FY 24 Budget FY 2026 FY 2027 FY 2028 Items to Note Lake Michigan water source project Capital improvement plan (CIP) to be reviewed by Public Works Committee FY 24 $2.6 million in expenditures IDNR permits, preliminary engineering, annual water audit, leak detection, water meter retrofits, corrosion control study (tentatively planned to do with DWC, offset by federal grant from Rep. Underwood), early payments to DWC for engineering and construction, ground storage tank design, watermain replacements Needs a policy decision on places of eating tax vs. staggered water rate increase to keep fund above furklFbalance policy limits Items to Note Lake Michigan water source project FY 25 $112 million in expenditures Annual water audit, leak detection, water meter retrofits, corrosion control study (tentatively planned to do with DWC, offset by federal grant from Rep. Underwood), lump sum payments to DWC for construction, receiving stations, ground storage tank design, watermain replacements Items to Note Lake Michigan water source project FY 26, FY 27, FY 28 and beyond $27 million in expenditures Everything previously mentioned plus flow meters, a Montgomery interconnection for security and emergency use, and a decommissioning of our existing water treatment plants Items to Note Lake Michigan water source project CIP below will be reviewed by Public Works Committee Numbers are extremely conservative, to be used for WIFIA loan coverage UNITED CITY OF YORKVILLE CAPITAL IMPROVEMENT PROGRAM FY2024-2028 PROJECT COST SUMMARY PROJECT FUNDING 272212023 Project Code Project Title FY24 FY25 FY26 FY27 FY28 Future Years Total Cost Funded City Grants f Developer Unfunded LM01 AWSS - IDNR Allocation 50,000 50,000 50,000 50,000 LM02 AWSS - Preliminary Engineering 150,000 150,000 150,000 150,000 LM03 Annual Water Audit / Non -Revenue Water Reduction Plan 40,000 42,000 44,000 46,000 48,000 50,000 270,000 270,000 270,000 LM04 Annual Leak Detection 40,000 42,000 44,000 46,000 48,000 50,000 270,000 270,000 270,000 LMO5 Meter Retrofit Program 700,000 500,000 500,000 500,000 - - 2,200,000 2,200,000 2,200,000 LM06 AWSS - Corrosion Control Stud / Source Water Transfer Plan 335,000 345,000 178,000 - 858,000 858,000 858,000 LM07 DWC Water Transmission Mains 801,000 106,850,000 - - - 107,651,000 107,651,000 107,651,000 LMOB DWC Buy -in Costs - - - - 295,200 8,560,800 8,856,000 8,856,000 8,856,000 LM09 North Delivery Station and Receiving Station BPS and NE EWST Altitude Valve - 151,000 203,000 2,117,000 2,182,000 - 4,653,000 4,653,000 4,653,000 LM10 North Receiving Station Ground Storage Tank 2.0 MG 200,000 2,183,000 2,058,000 1,058,000 - 5,499,000 5,499,000 5,499,000 LM11 South Delivery Station and Receiving Station BPS - 142,000 189,000 1,958,000 2,017,000 4,306,000 4,306,000 4,306,000 LM12 South Receiving Station Ground Storage Tank 2.0 MG 300,000 2,182,000 2,068,000 1,068,000 - 5,598,000 5,598,000 5,598,000 LM13 Blue Stem Drive Water Main Improvements 34,000 413,000 - - - 447,000 447,000 447,000 LM14 Water Treatment Plant Decommissioning - - 19,000 233,000 453,000 705,000 705,000 705,000 LM15 Bi-Directional Flow Meters - BPS's and PRV's 25,000 115,000 - - 140,000 140,000 140,000 LM16 Montgomery Interconnect - 80,000 825,000 - - 905,000 905,000 905,000 ANNUAL PROGRAM TOTALS 2,650,000 112 850 000 5,379,000 7,742,000 4,823,200 9,113,800 142,558,000 142,558,000 142,558,0 u yw EEi_8t-goo o,s tI.otvo,k,.,11-2tv 22TCC as I.p .em P,oe,a I s­m wo torxrirv24--M,.[.ga%r F-2e-um 8­­ Sh-t- 5 v ,CIP:e:]SHM RY Items to Note RINF fee increase with pay-as-you-go vs. bonding for upcoming subdivision cluster Reviewed at the Feb 28t" CC meeting Unaddressed in FY 24 budget proposal N$11m in upcoming subdivision pavement obligations, with no current funding source No change in RINF, issue $10m in bonds and find revenues for $900k annual debt service No change in RINF, complete roads as we can afford them (30+ year repaving timelines) One time increase in RINF, then tie to inflation. Issue $7m to $8m in bonds and find revenues for -$675k annual debt service Inflationary increases to RINF, issue $8m to $9m in bonds and find revenues for a -$775k annual debt service Items to Note Public Works Building Planning $30m bond planned for FY 24 Debt service covered by each individual fund, with no specific revenue increase Funded out of Streets,, Water, and Sewer Will prompt a discussion on in-house Mechanic hire in FY 27 Items to Note Home Rule Status and Special Census 2020 decennial census population - 21,533 March 2023 population estimate is 24,000 N900 new houses constructed after decennial census, worth an estimated $250,000 Partial special census should cost $150,000 WIFIA loans for Lake Michigan available to Yorkville at 80% of entire project if we are under 25,000 population; falls to 49% if we are above 25,000 population Small picture Fund highlights Full descriptions included in the budget memo General Fund Revenues Property taxes, Corporate Levy New construction only •Property taxes, Police Pension Following actuarial determined contribution Pension fund had poor investment returns in FY 22 Funded at 53.6% as of FYE 22 2040 target expected to be 100% funded General Fund Revenues Municipal Sales Tax and Non -Home Rule Sales Tax FY 23 projection right in line with 3% year - over -year estimate Revising future growth projections down to 2% year -over -year State Income Tax Budgeting for IML estimate of $155 per capita in FY 24, but recent state reports have been promising General Fund Revenues Building Permits Still very strong FY 23 figure does not yet include Bright Farms project Continue to budget for operational costs of Community Development Dept, with overages going to City -Wide Capital Investment Earnings Interest rates are up, with earnings into the 6- digits annually General Fund Expenditures All Departments COLA and merit/steps budgeted for bargaining units and non -union Health insurance historically budgeted for an 8% increase, came in at ^'4% IMRF rates are down from a peak of 11.62% in 2014, to 6.56% in FY 22. Tuition reimbursement for Sergeant and one officer Training and Conferences for employees to state and national conferences Commodity assumptions have conservative increases across the board Office cleaning expenditures expect to increase due to 651 Prairie Pointe, but exact proposal still TBD General Fund Ex enditures Finance Dept Utility billing clerk / accountant in FY 24, training and new ERP implementation Police Dept Police officers in FY 251 27, and FY 28 to cover cross - Evidence custodian and police records clerk in FY 26 Community Development Dept New Planner 1 position to backfill from a Great Recession downsizing, and to work on expected new land -use submittals Outsourced inspections decreased in FY 23, since we hired new in-house inspectors Streets Dept Two new, part-time seasonal streets department employees (1000 hours each) General Fund Expenditures Admin Services Dept IT services includes ERP system spread over FY 24 and FY 25 Contingency set at $75,000 Purchasing Manager shared position ended in FY 23 Facilities Manager shared position ended in FY 24, with new Yorkville -only position GIS Consortium proposed Shared services model with Kendall County and Oswego General Fund in FY 24 Revenues Expenditures Surplus (Deficit) 2310121965 23,012,965 Motor Fuel Tax Fund Motor fuel taxes., transportation renewal taxes continue to increase Salt prices were average in FY 23, but salt usage has been very low Route 47 expansion through downtown finally paid off! 10 year payment plan from the State during the Great Recession City -Wide Capital Fund Van Emmon Road repaving, assuming the City gets a grant Subdivision cluster an left unaddressed d RINF policy decision Route 47 northern expansion expected to start in FY 25 Bristol Bay road connections funded through I DOT Kennedy Road sections done with funds to be collected from Grande Reserve new housing starts alaced in escrow Building and Grounds Fund Contains $30m bond issuance in FY 24 for Public Works building construction Yorkville -only Facilities Manager and existing Building and Grounds worker Vehicle and E uipment Fund Chargeback line -items offset difference between impact fees and vehicle purchases Developer funds received $50k from Raintree Village — use TBD $50k for Grande Reserve — pickleball court FY 25 —Grande Reserve payments, for general park use FY 26 —Bristol Bay for construction of a park site FY 27 —Grande Reserve payments, dependent upon final platting Sale of PW Capital Dependent upon City Council purchase of vehicles and approval to trade-in Older dump trucks, backhoes, and mowers Vehicle Maintenance Services Dept proposed in FY 27 Vehicle and E uipment Fund Police Police response training simulator in FY 25 New speed sign and message boards in FY 28 Full replacement schedule of police squads plus one critical incident response vehicle Public Works Full replacement schedule of dump trucks, bucket truck, street sweeper, leaf vacuum, and general vehicles Parks Full replacement schedule of mowers, backhoe, skid steer, Bator, and lightning detectors Vehicle and E uipment Fund Playgrounds Rice, Prestwick, Riverfront Park concrete repair, Kiwanis, Countryside, Sleezer, Cannonball, Rotary, Sunflower, Gilbert, Bristol Bay (new), Bridge Park, Raintree Park A,, Stepping Stones, Bristol Station Land Acquisition Parks Department has funds from multiple developers and sale of property to put towards land acquisition of a new park/facility Water Fund •Water policy decision Needed to keep fund balance above policy in FY 24 Places of eating tax vs. staggered water rate increase Lake Michigan project costs as previously discussed WIFIA loans., IEPA loans, municipal bonds ERP costs, full CIP costs including watermain replacements (including accelerated mains), Well #6 and treatment plant, Well #7 standby generator, and Public Works building costs all included Countryside TIF Upside down again, long-term financial position is negative City's general fund could absorb deficit if necessary •One of final lots being developed for Station One Smokehouse Opal Banquet Facility outcome unknown Downtown TIF 1 and TIF 2 No major projects proposed, but this could change depending on development proposals TIF 2 has seen some stable TIF increment figures Budget Schedule Budget policy decision presentation February 28, 2023 City Council presentation March 1412023 Public hearing March 28, 2023 •City Council discussion, debate and potential approval April 13 and 27 Online Full budget proposal, including excel spreadsheet available at: httDS://www.vorkvil le.d. us/Archive.aSDX?AM I D=44