City Council Minutes 2011 09-27-11 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,SEPTEMBER 27,2011
Mayor Golinski called the meeting to order at 7:00 p.m. and led the Council in the Pledge of Allegiance.
ROLL CALL
Deputy City Clerk Pickering called the roll.
Ward I Gilson Present
Colosimo Present
Ward II Milschewski Present
Kot Present
Ward III Munns Present
Funkhouser Present
Ward IV Spears Present
Teeling Present
Also present: Deputy City Clerk Pickering, City Treasurer Powell,City Attorney Orr,City Administrator
Olson,Chief of Police Hart,Deputy Chief Hilt,Public Works Director Dhuse,Finance Director
Fredrickson,Community Development Director Barksdale-Noble,EEI Engineer Freeman, Interim
Director of Parks and Recreation Schraw, Superintendent of Parks Sleezer,and Superintendent of
Recreation Evans.
QUORUM
A quorum was established.
AMENDMENTS TO THE AGENDA
Mayor Golinski requested that Mayor#1 —KenCom Agreement(CC 2011-110)be moved to after the
executive session.
Amendments approved unanimously by a viva voce vote.
PRESENTATIONS
None.
PUBLIC HEARINGS
None.
CITIZEN COMMENTS
None.
CONSENT AGENDA
1. Bills for Payment-$796,018.59(CC 2011-109)
2. Treasurer's Report for August 2011 (ADM 2011-46)
3. Ordinance 2011-51—Amending the Traffic Schedule and Index(Van Emmon and Mill Street) -
authorize Mayor and City Clerk to execute(PW 2011-58)
4. Kendall Marketplace Improvement Bid Results-award contract to Wilkinson Excavating in an
amount not to exceed$87,041.50(PW 2011-31)
Mayor Golinski entertained a motion to approve the consent agenda. So moved by Alderman Spears;
seconded by Alderman Kot.
Motion approved by a roll call vote. Ayes-8 Nays-0
Colosimo-aye,Milschewski-aye, Spears-aye,Munns-aye,
Funkhouser-aye, Gilson-aye,Teeling-aye,Kot-aye
MINUTES FOR APPROVAL
None.
REPORTS
PUBLIC WORKS COMMITTEE REPORT
No Report.
ECONOMIC DEVELOPMENT COMMITTEE REPORT
No Report.
The Minutes of the Regular Meetine of the City Council—September 27, 2011 —Page 2 of 4
PUBLIC SAFETY COMMITTEE REPORT
No Report.
ADMINISTRATION COMMITTEE REPORT
Fiscal Year 2011 Budget Report
(ADM 2011-48)
Alderman Spears said that the Fiscal Year 2011 Budget Report was provided to the Administration
Committee. She asked if anyone had any questions or comments regarding the budget report.
Administrator Olson commented that the budget report was being provided to the City Council as an
informational item. He said that the budget report includes preliminary audit figures and that the audit is
expected to be completed within the next week or two.
PARK BOARD
Raintree Park B Tennis Courts-
Collman Naming Request
(CC 2011-111)
Mayor Golinski entertained a motion to approve the naming of Raintree Park B tennis courts to"Collman
Courts". So moved by Alderman Spears; seconded by Alderman Funkhouser.
Interim Director of Parks and Recreation Schraw said that naming a park feature after Mr.Jeff Collman,
who passed away in the September 11 attacks,had been talked about for a few years. She explained that
staff had contacted Mr.Collman's father about naming a park feature after his son. Director Schraw said
that Mr. Collman's father and mother both felt that naming tennis courts after their son would be
appropriate as their son had liked tennis. Director Schraw further noted that the Park Board fully
supported this request.
Motion approved by a roll call vote. Ayes-8 Nays-0
Funkhouser-aye,Kot-aye,Colosimo-aye, Spears-aye,
Munns-aye,Milschewski-aye,Gilson-aye,Teeling-aye
PLAN COMMISSION
No report.
ZONING BOARD OF APPEALS
No report.
LIBRARY BOARD
Ordinance 2011-52 Approving the Revision of the 2011-2012 Fiscal Year Budget
Regarding the General Fund,the Library Operations Fund,
and the Library Development Fee Fund
(CC 2011-112)
Alderman Colosimo explained that the library board currently had$332,500 in a fund that is very
restricted in what the money can be used for. In order to help the library free up some funds so that the
library can make some needed repairs,it is proposed that the library would transfer$332,500 to the city's
general fund and then the city would transfer the same amount of money back to the library. This transfer
would then allow the library to use the$322,500 to make needed repairs such as painting, scraping,and
gutter work,or to purchase books or technology upgrades.
Alderman Teeling questioned what the city would use the money for. Alderman Colosimo explained that
the money that the library was transferring to the city would be used to pay for costs associated with the
upcoming improvements to Game Farm Road. Alderman Colosimo further explained that the city would
be transferring the same amount of money back to the library so that ultimately,the library is not losing
any money; the use of this money for the library is being changed from having a restricted use to having a
non-restricted use. Administrator Olson stated that this is not a loan; it is a dollar for dollar transfer.
Alderman Gilson wanted to know if there were any legal ramifications to approving this transfer.
Attorney Orr responded that there are no issues with the City Council approving this transfer as the
library is part of the city.
Mayor Golinski entertained a motion to approve an ordinance approving the revision of the 2011-2012
fiscal year budget for the United City of Yorkville regarding the general fund,the library operations fund,
and the library development fee fund, subject to the Library Board approving the revision of the library
operations fund and the library development fee fund and authorize the Mayor and City Clerk to execute.
So moved by Alderman Colosimo; seconded by Alderman Spears.
Motion approved by a roll call vote. Ayes-7 Nays-1
Kot-aye,Colosimo-aye, Spears-aye,Munns-aye,
Milschewski-aye,Gilson-aye,Teeling-nay,Funkhouser-aye
The Minutes of the Regular Meeting of the Cite Council—September 27,2011 —Pa-_e 3 of 4
CITY COUNCIL REPORT
No report.
CITY CLERK'S REPORT
No report.
CITY TREASURER'S REPORT
No report.
COMMUNITY&LIAISON REPORT
No report.
STAFF REPORT
Halloween Trick or Treat Hours
Chief of Police Hart announced that Halloween Trick or Treat hours would take place on Monday,
October 31"from 4:00 p.m.until 7:00 p.m.
ADDITIONAL BUSINESS
Reconsideration of Annexation of Certain Properties
(EDC 2011-36)
Alderman Teeling said that she wanted to make a motion for a vote to reconsider an item that was voted
on at the last meeting—EDC 2011-36—annexation of certain properties pursuant to section 7-1-13 of the
Illinois Municipal Code. Alderman Teeling said that after she got home and started thinking about her
vote, she didn't feel comfortable about her vote. Alderman Teeling said that she feels that it is wrong to
force annex any business. She feels that it would be better to take Alderman Gilson's suggestion and
simply contact the businesses in the area to see if this is something that the businesses would like to do.
Motion seconded by Alderman Gilson.
Alderman Colosimo clarified that at the last council meeting,the City Council did not vote to force annex
anyone. He said that the City Council voted on whether they should send out notices to receive feedback
from the public as to whether the city should force annex. Alderman Colosimo feels that the City
Council will be setting a bad precedent if they start voting on items and then change their mind at a later
time and then want to re-vote on the items that they have previously voted on. Alderman Colosimo said
that the City Council receives meeting packets before city meetings take place;therefore,they should be
prepared to vote accordingly when they get to the meeting.
Mayor Golinski said that he had talked to one business owner already and he had instructed staff not to
send out any notices yet. Alderman Gilson was concerned that even if the notices haven't been sent out
yet,the council has started a process that could potentially lead to forced annexation. Alderman Gilson
said that at the last meeting he had asked if it was the city's intent to force annex these properties and he
said that he has still not received a straight answer. Alderman Gilson had also asked if the city could just
start by talking to the property owners without moving forward with a formal process that could lead to
forced annexation. He hopes that everyone will reconsider this item. City Administrator Olson explained
that the motion to reconsider is a yes or no vote to place this item on the next agenda for reconsideration.
Alderman Spears said that she was against the reconsideration as she feels that the City Council is
supposed to know what they are voting on when they come to meetings. Alderman Teeling said that
Mayor Golinski commented that they are holding off on sending notices; however,the City Council and
the Mayor already have authority to start the proceedings on this. Alderman Teeling feels it's important
to at least ask for a vote to reconsider. Alderman Colosimo said that just because the council has started
the process,it does not commit them to force annex any property. Attorney Orr explained that the next
step in the process is to set a public hearing date and after the public hearing then the council would vote
on the annexation. Alderman Gilson asked City Administrator Olson how he figured that this process is
less expensive than picking up the phone and asking if the property owners are interested in annexing
individually. Administrator Olson stated that he figured in staff time and costs. Alderman Kot wanted
clarification that the staff and legal recommendation at the last meeting was that the formal public hearing
process was the best way to handle this instead of just directing staff to call and talk to each property
owner. Attorney Orr stated that the formal public hearing process was the most appropriate way to handle
this as there are specific reasons that these property owners have not annexed into the city. Attorney Orr
said that a formal public hearing process will allow all of the City Council to understand equally why
these property owners have not annexed. Based on her experience,if the City Council decides on a less
formal process, such as contacting property owners individually,Attorney Orr doesn't think the City
Council will get the information they need to make a decision.
Mayor Golinski reminded the City Council that a positive vote would mean that they are voting for
reconsidering and a nay vote would mean that they are voting against reconsidering.
Motion to reconsider defeated by a roll call vote. Ayes-2 Nays-6
Colosimo-nay, Spears-nay,Munns-nay,Milschewski-nay,
Gilson-aye,Teeling-aye, Funkhouser-nay,Kot-nay
The Minutes of the Regular Meeting of the City Council—September 27, 2011—Page 4 of 4
REC Center Presentation
City Administrator Olson said that staff had prepared a brief presentation on REC Center operations,
which they would be presenting after the executive session.
EXECUTIVE SESSION
Mayor Golinski entertained a motion to adjourn into Executive Session for the purposes of
1. For collective negotiating matters between the public body and its employees or their
representatives, or deliberations concerning salary schedules for one or more classes of
employees.
2. For litigation, when an action against, affecting, or on behalf of the particular public body has
been filed and is pending before a court or administrative tribunal, or when the public body finds
that an action is probable or imminent, in which case the basis for the finding shall be recorded
and entered into the minutes of the closed meeting.
So moved by Alderman Colosimo; seconded by Alderman Funkhouser.
Motion approved by a roll call vote. Ayes-8 Nays-0
Spears-aye,Milschewski-aye,Colosimo-aye,Kot-aye,
Teeling-aye, Gilson-aye,Funkhouser-aye,Munns-aye
The City Council entered executive session at 7:31 p.m.
The City Council returned to regular session at 8:13 p.m.
MAYOR'S REPORT
Resolution Approving the Intergovernmental Agreement Creating Kendall County
Emergency Phone Service and Communication Board dated November 18,2010
(CC 2011-110)
Mayor Golinski entertained a motion to approve a resolution approving the intergovernmental agreement
creating Kendall County emergency phone service and communication board dated November 18,2010
with change in amount of contribution of Kendall County and authorize the Mayor and City Clerk to
execute. So moved by Alderman Spears; seconded by Alderman Gilson.
Mayor Golinski asked if anyone had any comments or questions.
Alderman Munns made a motion to table this item to the next City Council meeting; seconded by
Alderman Kot.
Motion to table approved by a roll call vote. Ayes-8 Nays-0
Spears-aye,Munns-aye,Milschewski-aye,Gilson-aye,
Teeling-aye,Funkhouser-aye,Kot-aye,Colosimo-aye
ADDITIONAL BUSINESS—Continued
REC Center Presentation
Interim Director of Parks and Recreation Schraw and Superintendent of Recreation Evans gave a
PowerPoint presentation on the REC Center(see attached).
ADJOURNMENT
Mayor Golinski entertained a motion to adjourn the meeting. So moved by Alderman Milschewski;
seconded by Alderman Kot.
Motion to adjourn approved by a roll call vote. Ayes-8 Nays-0
Spears-aye,Milschewski-aye,Colosimo-aye,Kot-aye,
Teeling-aye, Gilson-aye,Funkhouser-aye,Munns-aye
Meeting adjourned at 8:25 p.m.
Minutes submitted by:
Lisa Pickering,
Deputy City Clerk,City of Yorkville, Illinois
REGULAR CITY COUNCIL MEETING
September 27, 2011
PLEASE PRINT
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9/27/2011
REC Center
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Parks & Recreation
Department History
How did we get to the REC Center?
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1979 - Community Center
• 1977 - The Park Commission and the Human Resource
Commission jointly formed a Community Center
Committee as an advisory commission to the City
Council.
• 1979 -As a result of the committee, the Beecher
Community Center was constructed on the land
deeded to the City by the Illinois Department of
Conservation on what was the former fairgrounds and
game farm. The Center was built utilizing funds left to
the city in the will of former City Clerk Clarence
Beecher.
1988
• 1988-The Recreation Board was created by an
ordinance established by the City Council to oversee
the development of the park and recreation facilities
and services.
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Mission Statement
• To create unique recreational and park experiences that
enrich lives and create a sense of community.
• The Yorkville Parks and Recreation Department strives to:
• respond to the leisure needs and desires of the Yorkville
community.
• implement the Parks and Open Space Master Plan.
• plan,acquire,develop,maintain,and preserve parks, facilities,
and natural and historic areas.
• provide the community with opportunities to play,gather,
celebrate,learn and enjoy nature.
• utilize financial resources efficiently and equitably.
2002
• The Parks and Recreation Department staff was expanded and
reap ned to include full time staff in the positions of(io -u
total:
• Director of Parks and Recreation. (The establishment of the
director position combined the focus for parks and recreation into
one department.)
• Superintendent of Recreation
• Administrative Assistant
• Parks Foreman
• Parks Operator
• Parks maintenance workers(4 or 5)
• Recreation Coordinator
The Administrative offices were moved to the Riverfront building that
currently houses Geneva Kayak.
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2004
• The Recreation Department moved from the Beecher
Center to office space on the south side of town (rental
at Kramer building) to make room for senior
programming at the Beecher Center.
• Recreation programming space was used at a local
church(Congregational) and school(Parkview) and
school gyms.
2005
• An additional Recreation Coordinator position was created
and added to the full-time staff, which had the following
full-time Staff(16 total):
• Director of Parks and Recreation
• Superintendent of Parks
• Superintendent of Recreation
• Office Supervisor
• Administrative Assistance
• Park Foreman
• 3 Recreation Coordinators
• 7 Park Staff
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2006
• The former Police Department and Public Works
building at Riverfront Park was given to the Recreation
Department and renovated for programming,
specifically Preschool.
2007
• The former Post Office was purchased by the City and
given to the Recreation Department to be renovated
and used as Administrative Office space.
• The Riverfront building was used by the building
department for plan storage and inspector offices.
• In November a city wide survey was commissioned by
Northern Illinois University to determine the priorities
and needs of the residents of Yorkville from their Parks
and Recreation Department.
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I
Survey Results
• The Survey was published in February 2oo8, which
included the following top five (5) items that City
residents wanted from the Parks and Recreation
Department (in this order):
i) Paved bike trails
a) Outdoor recreational pool
3) Facility dedicated to fitness and wellness
4) Indoor recreational pool
5) Recreation Center with gym and instructional rooms
*Special note:#8 was a Teen Center.
2008
• Club 47 was leased by the Recreation Department,
with the name changed to REC Center, to be used for
programming space and to meet 3 of the top 5 needs of
the community, based on the survey.
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2009
• The Recreation Department was reorganized once again to
the following full-time Staff(17 total): g
• Director of Parks and Recreation
• Superintendent of Parks
• Superintendent of Recreation
• Park Foreman
• Recreation Manager
• Office Supervisor
• Administrative Assistance
• a Recreation Coordinators
• 1 REC Center Facility Coordinator
• 7 Park Staff
2010
• The department was reorganized with the following
full-time Staff(1.3 total):
• Interim Director of Parks and Recreation
• Superintendent of Parks
• Superintendent of Recreation
• Park Foreman
• Office Supervisor
• 1 Recreation Coordinator
• 1 REC Center Facility Coordinator
• 6 Park Staff
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2011
• All Recreation Staff and offices were moved and
combined with the REC Center.
• The Preschool and programming was moved to the
Administrative Offices and REC Center.
• The former Riverfront building and former Preschool
building are leased out to local businesses until June
2013.
Rent Analysis
Pre-REC Center Rent vs. Current Rent
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Pre-REC Center
• The last time the Recreation Department paid rent was in
2007 for offices on the south side of town in the Kramer
office complex.At that time were paying the following
rental fees to run our programs:
• Office Space:$18,000/year or$1,5oo/month.The City picked
up utility bills because of moving the Recreation Department
out of Beecher, so this rent does not include those additional
costs.
• Parkview School (Recreation Programming):$15,000/year or
$1,25o/month.
• Congregational Church (Preschool):$5,400/year or
$45o/month
• Total:$38,400/year or$ 2oo/month,with no utilities paid by
the Parks&Recreation budget.
REC Center
Current Rent:$18,500/month for a total of$220,000/year. Membership
revenue decreases this monthly rent and we end up with a$6o-70,000
deficit/rental fee or$5,833 monthly deficit/rental fee.
This rent pays the following:
All recreation indoor programming space-pool,gym,studio,etc.
Preschool
Staff Offices
Utilities
Part-time Staff
Taxes
Using the numbers from this fiscal year,we expect the deficit to be
between$30,000-$40,000 for FY 2012 at monthly rental fee of$3333•
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Effect on 79 Budget
• By moving all operations to the REC Center, the
program revenue in the 79 budget (Recreation
Department) has increased by$45,000 over last year.
• We expect this to continue to increase throughout the
year.
• If there is a change in facilities we expect to lose that
amount or more in the first few years of the change
until we are re-established at our new"home".
REC Center Budget
Are we reducing the deficit?
More programs on a smaller transfer?
I
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REC Center Budget Overall
Thru August 2oio Thru August 20111L
Revenue $193,303 $208,878
Expenses $274,249 $256,868
Membership $31,053 $36,204
Total Membership 763 1,253
Fund Balance (-$8o,946) ($-47,990)
*Please note that there were 3 pay periods in August 2010,so the actual
fund balance will be more accurately represented in September where
we have 3 pay periods in 2011.
Budget Projections
Budget Projections for Sept.
Actual Sept. 2010: (-$73,223.13)
Projected Sept. 2011: (-$58,000- $59,000)
Budget Projections for October
Actual October 2010: (-$88,409.97)
Projected October 2011: (-$54,000 - $56,000)
Budget Projections for November
Actual Nov 2010: (-$90,337.28)
Projected Nov 2011: (-$51,000- 53,000)
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r .
Revenue — 79 Budget
Revenue thru Aug. 2010 2011
Program Revenue $72,127 $117,230
Concession $28,641 $34,858
Hometown Days Festival $23,575 $20,501
Rentals. Donations $12,384 $69 o4g
Total Generated Revenue $136,547 $241,638
Transfer $317,296 $244,236
($79,234/mo.) ($61,059.17/mo.)
One Time Transfer(repaid) $100,000 $o
Transfer to Parks & Rec
2005-2oo6: $755,9o8
2oo6-2007: $1,015,107 (120 classes/programs)
2007-2oo8: $i,i6i,778
2oo8-2009: $i,o8o,348
2009-2010: $969,500
2010-2011: $951,890
2011-2012: $732,708 (249 classes/programs)
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R EC Center Staff
We have on staff between 35-40 part-time employees at a
given time, 30 of them are Yorkville residents.
13