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City Council Minutes 2011 10-25-11 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,OCTOBER 25,2011 Mayor Golinski called the meeting to order at 7:00 p.m. and led the Council in the Pledge of Allegiance. ROLL CALL City Clerk Warren called the roll. Ward I Gilson Present Colosimo Present Ward II Milschewski Present Kot Present Ward III Munns Absent Funkhouser Present Ward IV Spears Present Teeling Present Also present: City Clerk Warren,City Treasurer Powell,City Attorney Orr, City Administrator Olson, Police Chief Hart,Deputy Chief of Police Hilt, Public Works Director Dhuse, Finance Director Fredrickson,EEI Engineer,Community Development Director Barksdale-Noble,Director of Park and Recreation Schraw,and Executive Director of the Y.E.D.C. Dubajic QUORUM A quorum was established. AMENDMENTS TO THE AGENDA PRESENTATIONS Swearing-in of Patrol Officer Zackery T. Rundlett Mayor Golinski swore in Patrol Officer Zackery T. Rundlett. Commendations for Patrol Officers Andrew Jeleniewski and Garrett Carlyle Police Chief Hart presented a certificate of Commendation to Patrol Officers Andrew Jeleniewski and Garrett Carlyle for their actions that went above and beyond the call of duty. Pavement Management Study Brad Sanderson from EEI gave a presentation on Pavement Management Study. (See attached) Alderman Gilson stated this was locked up in the Public Works Committee.The lock was whether or not the City should spend the money on a $100,000 pavement management study. Two members felt the money would be better spent on the roads,and two members did not. Alderman Gilson's suggested to bring it to the Council. City Administrator Olson mentioned the City might be able to find an additional $100,000.Alderman Gilson's feels all $200,000 should be put into the roads.Alderman Gilson wanted the City Council to know the history. Alderman Colosimo asked if this type of study had been done before and it had not. He asked if the $100,000 would come from this year's budget. City Administrator Olson stated the City has$100,000 of road resurfacing money budgeted for fiscal year 13. If the City decided to go forward,City Administrator Olson would try to find a way to move expenses around in different fiscal years, so the City could start earlier.The minute the City gets sales tax dollars and there is money for road resurfacing,the City can allocate that money as soon as it is received. Alderman Teeling thinks the City should not be doing this study for it would be a waste of money. Alderman Kot supported this,and feels it is a good tool for managing the City's limited funds. He believes it will serve as a blueprint of what the City should do in the future, and in the long run it will pay for itself. Alderman Milschewski was hoping that with the study,the City would see how to get the most for its money. Alderman Spears said this would be a cost savings tool; however the funds are not available.Alderman Colosimo asked after the City did the study,would the City have to redo the study at full cost down the road. EEI Engineer Sanderson stated the recommendation is to update every five years. Software would have been purchased, so the City would not pay for that twice.There would definitely be some cost savings associated doing it the second time. Alderman Colosimo asked what percentage of the$100,000 is software. EEI Engineer Sanderson stated about 15%. Public Works Director Dhuse stated it is not a large percent and the City would not have to redo all the roads. This plan takes the politics out of it. It shows the City how to best spend its money. Public Works Director Dhuse stated this is a great tool not only for short term but for long-term planning. If the City spends $250,000 a year the roads are still going to deteriorate.This will show the City how much they need to budget just to keep the roads maintained at the level they were that day. If the City Council wants to get the roads to a higher level it will show how to do that in the long term, intermediate,or short-term. It also gives the City a great tool to say that the The Minutes of the Regular Meeting of the City Council—October 25, 2011 —Page 2 of 8 City has done its research,knows what direction it wants to go, and what the City needs to do. Mayor Golinski stated many of the City subdivisions were built at the same time and will need to be resurfaced at the same time. Alderman Gilson stated the Council agrees it is a good tool.The issue is the City is taking$100,000 out of the budget that it could be spending on repairing the roads. Even if the City came up with the extra $100,000 dollars,that$200,000 is still very easily spent on resurfacing roads. Mayor Golinski stated the $100,000 does not get much in repairs. Whether the City does it this year or next, it is a good thing to look at but by not doing it he thinks the Council is being penny wise and dollar foolish. This will dictate the best way to spend the City's money in the future. Alderman Funkhouser thinks it is a good tool and a good mechanism to use to plan. If the City can't do the intended repairs for several years, at least it give Yorkville the climate so the City can target what it needs to budget for. He believes the City should consider it.Alderman Gilson doesn't think it will be hashed out in committee. In order to bring it to the Council, several of the Council members have to get together. Alderman Colosimo's recommendation is that the four of us agree to bring it to the next City Council meeting. Then the Council has time to mull it over, discuss it,think about it,talk to our constituents,and vote. Alderman Teeling asked if the City has a procedure for Alderman bringing an item to Council. City Administrator Olson said state law would dictate three. Alderman Colosimo would move that the City bring it to the next City Council meeting. Seconded by Alderman Kot. City Attorney On stated the Council does not need a third, for the Mayor has the right to put anything on the agenda, so Alderman Colosimo's motion and the second is a direction. Mayor Golinski stated the Council will bring it up in two weeks. PUBLIC HEARINGS None. CITIZEN COMMENTS Dan Nicholson,Logging& Lumber,W Van Emmon Street, is a business owner and has been in Yorkville for 25 years. He stated Mayor Golinski is a bully of the first order and sent his goons to Mr.Nicholson's business in an effort to harass and intimidate him into selling his property. This will never happen. Mayor Golinski is also a coward, for he sends his proxies to do his dirty work and has refused to meet with him privately. Mr. Nicholson's business supports not only himself, his three daughters,his 89-year-old mother,his two nieces, nephew, and his ex-wife. When Mayor Golinski attacks my business, he is also attacking his family. He would like for the City Council to think about how they would respond if someone attacked their family. Mr.Nicholson stated to City Attorney Orr,that he is about to make her a very busy and wealthy woman. He suggests the City quit quibbling about$100,000 for a program, and add it to the budget for him. Lisa Peterson, 1001 Adrian Street,had a couple of thoughts on the Road Study Program. As a taxpayer, she expects certain city services such as decent roads to drive on,police protection and fire protection. She doesn't expect a rec center. The city spends over$100,000 a year on Hometown Days event. The City Council was trying to get a referendum for the citizens to approve a$1 million bond for the installation of bike trails. She does not consider that a necessity. It bothers her that when the City had an engineering department they never did a road study to see which roads were in need of repair and how to budget for those repairs. Game Farm Road is on the list to get repaved,which is needs it, but there are roads in this town that are even in worse shape. If it is possible, maybe the City could be divided into quadrants and do a fourth of the study.That way the City would be spending$25,000 and have another$75,000 to use for patching. She thinks that$100,000 spent on this study would be a much better thing for long-term planning for now and down the road. As it was pointed out, it takes the politics out of it. Amy Cesich, Raintree Village,discussed the bike trails. She wanted the City Council to vote in favor of the Route 71 IDOT proposal. It is a cost to the residents of$42,000 for IDOT is picking up 80%of the cost,which is roughly$210,000.This is a vital link in the trail for our residents. She would like for the City Council to consider that taking out a small portion from 47 to 126 would be silly considering that there are trails leading to the forest preserves on either side. It's a small cost relatively speaking, and she believes it is very important for our residents in the surrounding subdivisions. Ben Niles,presented a letter to recognize excellence of Shay Rosborough. (See attached letter.) CONSENT AGENDA 1. Bills for Payment -$756,219.23 (CC 2011-117) 2. Rush-Copley Phase I—Final Acceptance and Letter of Credit Reduction—accept public improvements for watermain, sanitary sewer, storm sewer,paving, street lighting, and parkway landscaping as described in the Bill of Sale for ownership and maintenance; and authorize reduction to Old Second Bank letter of credit#60101002503 in an amount not to exceed $110,609.69, subject to verification that the developer has no outstanding debt owed to the City for this project(PW 2011-60) 3. Monthly Treasurer's Report for September 2011 (ADM 2011-52) 4. Annual Treasurer's Report(ADM 2011-54) The Minutes of the Regular Meeting of the City Council—October 25,2011 —Page 3 of 8 5. Fox Industrial TIF—Surplus and Termination(ADM 2011-57) a. Ordinance 2011-56 Authorizing Payment of Redevelopment Project Costs & Distribution of Surplus from the Special Tax Allocation Fund of the City's Fox Industrial Park Redevelopment Project Area—authorize Mayor and City Clerk to execute b. Ordinance 2011-57 Dissolving the Fox Industrial Park Tax Increment Redevelopment Project Area Special Tax Allocation Fund and Terminating the Designation of the Fox Industrial Park Tax Increment Redevelopment Project Area —authorize Mayor and City Clerk to execute 6. Resolution 2011-26 Regarding Access to the City Clerk's Safety Deposit Box—authorize Mayor and City Clerk to execute(ADM 2011-60) 7. Ordinance 2011-58 Approving the Revision of the 2011-2012 Fiscal Year Budget for the United City of Yorkville Regarding the Downtown TIF Fund—authorize Mayor and City Clerk to execute(ADM 2011-50) Mayor Golinski entertained a motion to approve the Consent Agenda. So moved by Alderman Spears; seconded by Alderman Milschewski. Motion approved by a roll call vote. Ayes-7 Nays-0 Colosimo-aye, Milschewski-aye, Spears-aye,Funkhouser-aye, Gilson-aye,Teeling-aye,Kot-aye MINUTES FOR APPROVAL 1. CC 2011-114 Minutes of the City Council—September 13, 2011 2. CC 2011-118 Minutes of the City Council—October 11, 2011 3. CC 2011-119 Minutes of the Special City Council—October 11,2011 Mayor Golinski entertained a motion to approve the minutes of the regular City Council meeting for September 13,2011 and October 11, 2011 and the special city Council meeting for October 11, 2011. So moved by Alderman Spears; seconded by Alderman Kot. Corrections on September 13, 2011 minutes: Alderman Gilson stated page 7 of 8, last paragraph,the italics showed what he had mentioned about the different issues. It should state moved forward. Last sentence unclarity should be uncertainty. Alderman Milschewski, Page 3,above intergovernmental agreement, it said City Attorney On stated and now a motion on the issue needs to be made. Should say stated that a motion should be made. Page 4, right above vote before Public Safety, stated the roll call on a no vote to the original made by Alderman Munns. City Attorney On stated that it should say motion made and then pick up with Alderman Munns. Corrections on October 11,2011: Alderman Gilson,page 2 of 6,he wants sentence changed from he wanted the clerk to state him exactly to he wanted the clerk to report his statements exactly. Alderman Kot page 3, 3rd paragraph, 1St sentence should state every other town in the County. Alderman Milschewski page 2,under minutes for approval, confusing for the heading states reports but then it goes into discussion of the minutes. Page 3, 3`d paragraph down, legal should be changed to illegal. A motion was made by Mayor Golinski to approve the minutes as amended. Amendments approved unanimously by a viva voce vote. REPORTS PUBLIC WORKS COMMITTEE REPORT Route 71 —IDOT Letter of Understanding (CC 2011-120) A motion was made by Alderman Gilson to approve a letter of understanding between IDOT and the United City of Yorkville; seconded by Alderman Kot. Alderman Gilson wanted to know why this item was not brought back to committee to discuss the changes before it came back out to the City Council. City Administrator Olson stated the letter was dated October 4,2011 and it didn't actually get brought to his attention until after the public works agenda had already been out. Alderman Kot wanted to know if this letter of understanding is with or without the trails. City Administrator Olson stated everything is including. Alderman Gilson read a statement from the July 12, 2011 City Council meeting minutes on page 6 of 9, starting in the middle of the last paragraph through almost the end of the first full paragraph of page 7. After reading that section,he does not believe the City Council has drawn any closer to answering those questions. The City still does not know what is going to happen in 2017, and has not projected those findings out to 2017. Some Council members don't believe this should be a priority at this time. The City got in trouble the first time by saying yes to these trails in a letter of understanding,and got charged back for saying yes ahead of time. He thinks by saying yes to this again the city could possibly be looking at the same predicament. He is not willing to vote yes. Mayor Golinski told Alderman Gilson he should read the next sentence which states, there will always be a little risk to get a project completed that is 5 to 10 years down the road otherwise The NIinutes of the Regular Meeting of the City Council—October 25, 2011 — Page 4 of 8 the roads will never get widened. Mayor Golinski stated the City has to take a little risk sometimes. Alderman Colosimo stated the City will always be in this predicament to try to forecast five years out for any road development project, for this is how IDOT works. The difference he sees between the Route 71 and Route 47 bike paths is that the Route 71 bike path does not have any bells or whistles. It is just an 8 foot bike path. There are not extras the City can remove so the cost is less.The Route 47 bike path is $42,000, and he is going to vote yes. He believes it would be inconvenient for the entire biking community to have that small section of bike path cut out from the County coming in from both directions. Alderman Kot voted for this the first time.The City actually had residents coming forward saying they want this.He believes this is more than just a recreational issue. It is a means for people to get from a subdivision to businesses along 47 and 71. He looks at it as a safety issue,also. It is far enough off in the future for the City to use this as a budgeting tool so the City can plan ahead. He is going to continue to support this. Alderman Gilson stated the City Council discussed the first trail system in detail. The City said this is the upfront costs but someone is going to pay to maintain and repair the City's maintenance fees, also the City voted this through for the City didn't want to see IDOT held up. The City wanted to see Route 47 widened for it was important. In this case, it doesn't have to happen that way. The City can still go forward, still have Route 47 widened and improved,and have this project go forward with a letter of understanding without the trails. If the City comes back and there is funding for those trails later,then the City looks at it.The City is being inconsistent with its messages and he is going to stay consistent with his. Alderman Kot said the City can't do that for the state will change the easement if the City says it does not want the trails. Yorkville can't switch back and forth. City Administrator Olson stated that is correct. Alderman Gilson asked what does that mean. City Administrator Olson stated the state will acquire and plan to acquire less property, and design a different roadway cross-section if the City says no and tries to add it back in.That was one of the issues the City talked about at the Route 47 project for the state had already acquired the easements and engineered it. When the City adds that back in, since they had not planned for that,the City has to pay for the acquisition and the completely new engineering. There's some inefficiency as a result of that decision to say no first and then yes later. Alderman Teeling is voting in favor of this. She is happy that many members of the City Council are thinking about this,and glad that people actually see what this can bring to Yorkville's community. Alderman Funkhouser likes the trails. If the Council votes in favor of this, engineering begins. If at some point the City realizes it can't afford it then the City can eliminate easier than trying to come back and add later. They have cost in here of up to $14,400 if the City removes parts of the plan as they are itemized in the packet.This time the City actually knows an upfront cost of what Yorkville's fees could be. At this point, he doesn't know if the City has much recourse other than to go forward. If the City wants the trails, move forward,plan, and try to budget for them and if the City can't then the City will eat the cost. He would be surprised if the City eliminates the trails it's going to cost a full $14,000,because that was based on the entire project cost of$110,000. Alderman Gilson stated the City is talking about road pavement, repair and replacement of roads five years out. All this money adds up and the City could be in the same predicament that it is now. Once again the City is not prioritizing.The more the City keeps saying it is far away and the money will be found,the more the City will be in a predicament where the City cannot find the money. If that is the case,then the City will be short the essential services that the City should be providing the residents. Alderman Colosimo stated the difference between this and the Route 47 project is that if the City is in agreement and there are enough votes to allow this $42,000 expenditure to connect these two bike trails to finish off that section,the City is not pushing it off.The City will have it listed as something that it is going to budget for accordingly to make sure the money is available.The City thinks it is a vital project and thinks it is important to the residents, important for public safety, and important for the continuation of our bike trail. It is also a budgeting mechanism. Alderman Gilson stated it sounds good but the problem is the City can budget for everything and if the money is not there, it is not there. Then if the City still has roads that need repair and other essential services that need to be handled then the City may not have that money to spend on what is needed. This is not an item of priority. Alderman Spears asked if the City knew for sure that Kendall County Forest Preserve sent a letter of understanding. If so, did they make a cash flow commitment and signed it. Mayor Golinski stated IDOT indicated in their e-mail that they did commit but he does not know if they actually signed a letter of understanding.Director of Park and Recreation Schraw stated they did not,because the forest preserve actually went above and just sent them a letter of commitment to IDOT right away saying the progress went through and we are committed to funding it. IDOT never had to send a letter of understanding. Director of Park and Recreation Schraw stated Kendall County Forest preserve is doing the entire trail for the County. The County is not doing the trail. City Administrator Olson stated the way he reads that is given Yorkville's past history with Route 47,they actually solicited a letter and sent it to us as opposed to Kendall County just issuing an e-mail. Director of Park and Recreation Schraw stated she has a letter of commitment from the forest preserve that is written to the city of Yorkville stating that they will fund it in those areas. City Administrator Olson stated that the difference is they would have just sent an e-mail or a letter unsolicited,not on IDOT's letterhead to them saying we are doing this, it is in our plans,and are going to fund it in the future. Whereas the City gets a letter from IDOT that the City just needs to sign and The Minutes of the Regular sleeting of the City Council—October 25, 2011 — Page 5 of 8 ship back to them. That is the reason why. There is not an IDOT letter of commitment, there is a Kendall County e-mail or letter somewhere floated off to them that says yes, we want to have the trail in. Mayor Golinski said Kendall County is putting in the 10 foot standard IDOT trails. It will be 10 foot on both sides of Yorkville and when it comes to Yorkville it shrink to eight-foot. Alderman Spears stated that is why our taxes will be going up. Alderman Milschewski clarified that this project is estimated to be started in 2017. The City is planning for six years in advance. City Administrator Olson stated that would be the safest estimate.Alderman Milschewski asked if the$42,000 figure is at today's prices. City Administrator Olson stated that is correct. Alderman Milschewski asked how this ties in with Route 47 trails. City Administrator Olson stated it does tie into it. Director of Park and Recreation Schraw stated the route 47 trail stops about 400 feet short of route 71.Due to the road improvement,they actually have the trail as part of the 71 project,because the 71 project goes North on 47 about 100 feet. Motion approved by a roll call vote. Ayes-4 Nays-2 Present-1 Kot-aye,Colosimo-aye, Spears-nay, Milschewski-present, Gilson-nay,Teeling-aye, Funkhouser-aye City Attorney On stated that the motion passes for the present goes to the majority. ECONOMIC DEVELOPMENT COMMITTEE REPORT No report. PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT Ordinance 2011-59 Authorizing and Providing for the Issue of$11,150,000 General Obligation Refunding Bonds(Alternate Revenue Source),Series 2011 (CC 2011-104) Finance Director Fredrickson stated this is an ordinance authorizing the issuance of the 2011 General obligation refunding bonds which is the final step in the bond issuance process.The proceeds from this bond, in the amount of$11,150,000, will be used to refund the 2005D Rob Roy bonds, as well as the 2008 refunding Rob Roy bonds.The bonds have a stated interest rate of 4.28%,and will mature on December 30,2025. Kevin McCanna is here tonight from Speer Financial,which has served as our financial advisor. Mayor Golinski stated let's get a motion and a second first. A motion was made by Alderman Spears to approve an ordinance authorizing and providing for the issue of$11,150,000 General Obligation Refunding Bonds(Alternate Revenue Source), Series 2011 of the United City of Yorkville,Kendall County Illinois for the purpose of refunding the city's General obligation bonds(alternate revenue source), series 2005D in general obligation refunding bonds(alternate revenue source), series 2008 describing all the details of said bonds and providing for the collection and segregation of revenues sufficient to pay such bonds and authorize the Mayor and city clerk to execute; seconded by Alderman Funkhouser. Alderman Colosimo wanted to clarify the reasons the City Council is doing this. On the former bonds that were issue,there is a payment coming up at 3.9 million dollars in one fiscal year,which is an impossible obligation for the City to meet. The City cannot get $3.9 million on one bond obligation a year.The City is not taking out this money to spend this money on other projects or issues.The City is in essence refinancing an enormous debt. He believes that it is the intention of this Council to take the difference in payments and then safeguard the year and concentrate on our roads. If the City continues with the old bonds,there is no ability to pay the bonds and no ability to work on these roads. By refinancing the City can get rid of those payments. Then focus the City's attention on the roads where they need to be. He is going to vote for it and hopes the Council joins him. Alderman Teeling asked if the City Council does this refinance on the bonds, how many of these bond payments if the City going to be able to abate,and which ones are not going to be able to abate. City Administrator Olson the City is anticipating not abating three bonds,which would be about $730,000, so when adding that tax associated with debt, and with the city property tax,the City anticipates right now, if that holds true,that the residents total city property taxes next year will go down 30%. Alderman Teeling said there are still bonds the City is not going to be able to abate.City Administrator Olson stated the total amount is$730,000 this year and the City is planning on rolling that downward over the next four years. Alderman Teeling stated that $730,000 would still be on property taxes. City Administrator Olson stated that is correct. City Administrator Olson said that decision does not have to be made until January or February. Alderman Teeling asked for the total amount that the City did not abate last year. City Administrator Olson stated$2.2 million, and said there was a chart over five years which basically shows, if the City adds up the non-abating debt property taxes associated with the city property taxes,what it was last year and the reduction of what the City can expect over the next five years.That is a policy decision for the City Council. Alderman Teeling stated if the The Minutes of the Regular Meeting of the City Council — October 25, 201 1 — Page 6 of 8 City does refinance and there are bonds that the City does not abate, what happens if the City Council does not vote to not abate those taxes. Last time when the City voted on this it was a big problem for anybody to not abate those taxes for the Council didn't want to raise taxes. It seems to her like the Council is still going to have to not abate some of those bonds. If the theory holds true,Alderman Teeling will vote to not abate those bonds. She doesn't want to raise taxes, but the City is still going to have to not abate some of those bonds. City Administrator Olson stated yes,the City is still budgeting each year to not abate certain property taxes associated with other debts that the City also did not abate last year.That is where the$730,000 comes in. Alderman Teeling stated if the City refinances then the City Council, when it comes time to make that decision, if they choose to abate those property taxes are going to be short $730,000 to pay this debt.City Administrator Olson stated the City Council could choose to not abate. Alderman Colosimo stated the difference between what happened in the past and what the City is doing now is uncontrolled spending versus controlled spending. It is not 100% relief but the City's goal in budgeting is that every year the City is rolling more and more of those back so the City gets back to zero. The City has a planned structured idea going forward,which the City Council can at least control for the next 2 to 4 years while on this Council. After that, it will be up to future City Councils. If the City doesn't do this,then the City is looking at putting 2.2 million back on the taxpayers backs and still don't have enough money to start making these huge payment. Alderman Gilson asked what the additional$145,500 in issuance costs are. City Administrator Olson said it is the administration cost of packaging everything together,doing the bid or the negotiation process, and the closing.That carries it forward from start to finish. Alderman Gilson asked would the City have still paid this issuance cost regardless of the downgrade. City Administrator Olson stated that there would have been some issuance cost. City Attorney On stated that there is also an insurance cost. How much of the insurance?Kevin McCanna from Speer Financial stated it is$145,000. Alderman Gilson stated that it is not issuance it is insurance, right. City Attorney On stated that there is cost of issuance,also. Kevin McCanna from Speer Financial stated that the$145,000 is for a premium for insurance and noninsurance, which is also a cost of issuance. City Administrator Olson stated it is an item within the issuance cost itself. The$145,000 is specifically for insurance in case the City faults then the insurance policy will pay out to the bottom. City Attorney On stated that is the result of the downgrade.The bonds are now insured,and the fact that the City can still get insurance is to the City's credit. Alderman Gilson knows that there were charts and graphs to come up with the best way to do this.What impact does that extra $145,000 have on the payback timeline&on the reduction taxes and overall payments City Administrator Olson stated it doesn't. It is a small premium on top of the entire principal.The debt service scheduled, the City originally planned and budgeted for,before downgraded, is still in place. Some numbers had to be moved around and it became slightly more expensive over 15 or 20 years,but it doesn't change much. City Attorney On stated the City doesn't look at it that way because the insurance and interest rate would be higher even if the City could sell the bonds.The analyses Alderman Gilson is asking for is one that the City generally doesn't do.Alderman Gilson said a chart was giving with a payment of what the City should expect to see if the City paid it off during these dates or refinances with several options of different amounts of time. He wants know if that extra$145,500 changes that at all. City attorney On stated no,the cost of issuance is always included in the amount. Alderman Gilson wanted to know if there was a penalty for prepayment. City Attorney On stated this is a very unique arrangement. The City has a bond buyer that is not going to charge a penalty for prepayment but there are other ramifications. If the City prepays,then it has to prepay a minimum of 2 million.Kevin McCanna from Speer Financial stated the City has a right to prepay 2 million for the first five or six years and then the City cannot prepay more than that. After eight years the City can prepay anytime. With a traditional bond prepayment penalty it is common to prepay but after 8 to 10 years.The$2 million in bonds are subject to prepayment at any time on or after December 30, 2020.That is in nine years. City Administrator Olson said the City is allowed to prepay in increments between 500,000 and 2 million once per year for certain years on the actual amount of debt. City Attorney On stated these are very good terms in case our sales tax doesn't come through. City Administrator Olson stated correct,that was actually a suggestion from the Bond buyer himself. City Attorney On stated the terms that this bond buyer offered were positively received as far as the City was concerned. Alderman Gilson stated he agrees with Alderman Colosimo. In this scenario,the City doesn't have much of a choice than to refinance. Alderman Spears stated it is going to take an additional burden off of the residents as far as raising their taxes. If the City refinances,there is going to be $350,000 to $400,000 per year that the City is attempting to budget for roads and resurfacing. These are two things that are very important to Yorkville's residents to have our roads fixed. She does not believe the City has an alternative. Alderman Funkhouser stated this is a great opportunity to provide some tax relief and take care of some problems the City has. It is good timing and a good option for the City. The relief from taxes the City is providing is doubtfully not going to be equal to any of the increases that the City is seeing in any of the other entities such as schools and the fire department.The City is doing our part to help minimize taxes and help residents. Alderman Teeling thinks that this was the original plan to refinance but steps had to be been taken to refinance. First,the City had to have a revenue stream to be able to refinance,which was the 1% sales tax. It came under the former administration and was something that had to be done.The City has to have a revenue stream in order to refinance. She is not, not in favor of refinancing this debt, and understands it is a good thing for the City. When this was happening meaning the City had to not abate the taxes last year,the City Council didn't have an alternative due to needing a The Minutes of the Regular Meeting of the City Council—October 25,2011 — Page 7 of 8 revenue stream. She is in favor of this and thinks it is a good thing,but she just wanted to point out that there still is going to be some debt that has to not be abated. Motion approved by a roll call vote. Ayes-7 Nays-0 Colosimo-aye, Spears-aye,Milschewski-aye,Gilson-aye, Teeling-aye,Funkhouser-aye, Kot-aye Tax Levy Estimate (ADM 2011-56) A motion was made by Alderman Spears to approve the Tax Levy Estimate for 2011 to be used for purposes of conducting a public hearing on Tax Levy in the amount of$3,626,060.00; seconded by Alderman Colosimo. City Administrator Olson stated the City does this each year. It is the first step in the taxpayer process. The City is not going to make the November 8, 2011 Public Hearing timeline, so the Public Hearing will be conducted on November 22, 2011. Alderman Gilson believes if the City vote's yes,then it is sending the message out that the City is going to take the maximum allowed.This is sending a message that it is fine for all the taxing bodies to take their maximum cap. The end result would be increased taxes. He believes the residents are taxed too much already. He will be voting no on this issue. Alderman Teeling asked if all the new development that has happened in the City included in this. She assumes that is why the city is increasing the Levy for it is adding all the new businesses, if not the City won't be able to get the taxes from those new developments. Am I wrong on this?City Administrator Olson said she was absolutely correct. Even in a down economy the City is adding new taxable property. Motion approved by a roll call vote. Ayes-5 Nays-2 Spears-nay, Milschewski-aye,Gilson-nay,Teeling-aye, Funkhouser-aye, Kot-aye, Colosimo-aye PARK BOARD Albin and Sons Agreement (CC 2011-121) Mayor Golinski entertained a motion to approve a license agreement between the City and Albin Carlson and Company and authorize the Mayor and City Clerk to execute. So moved by Alderman Milschewski; seconded by Alderman Kot. City Administrator Olson said there is a spoils pile behind Geneva Kayak, which has been there even though the contract with the state for Albin and Sons has expired. This is a simple licensing agreement to allow them to keep it in place for three months and to the City's benefit some is going to be left to be used for the City's parking lot.Alderman Colosimo stated so by the end of December the pile will be gone but the agreement goes to December 2012,by which time the gravel will be laid down for the City's lot and will be blacktopped at cost. Alderman Spears asked if the City should put something in the license agreement in regards to storage of construction vehicles and materials.for this project only. City Administrator Olson believes that could be possible. Even though the agreement has been signed, he can't see why vehicles should be taken from other projects to store there. Motion approved by a roll call vote. Ayes-7 Nays-0 Milschewski-aye, Gilson-aye, Teeling-aye, Funkhouser-aye, Kot-aye, Colosimo-aye, Spears-aye PLAN COMMISSION No report. ZONING BOARD OF APPEALS No report. CITY COUNCIL REPORT No report. CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT No report. COMMUNITY& LIAISON REPORT Fox Valley Cable and Telecommunication Consortium Alderman Spears wanted to say that Southwest Fox Valley cable and Telecommunication Consortium gave the City our first quarter fee.They returned$19,039.02. The Minutes of the Regular Meeting of the City Council—October 25, 2011 — Page 8 of 8 Halloween Egg Hunt Mayor Golinski stated he was at the Halloween Egg Hunt. It was at Beecher this year. There was a big turnout.They had a pumpkin carving contest. It was a beautiful night. It was nicely done. Jail of the Dead The Jail of the Dead was this weekend. Friday night was a little slow due to the football game but over all they did really well.There was a big crowd on Saturday. He thinks they raised about $2,000 in two days. STAFF REPORT Goal Setting City Administrator Olson stated the City had scheduled a tentative date for goal setting this coming Saturday. It has been canceled and the City will try to reschedule in November,December,or January. Leaf Pickup Public Works Director Dhuse stated that leaf pickup on the south side will start on November 7, 2011, and on the north side November 14, 2011. EXECUTIVE SESSION Mayor Golinski entertained a motion to go into Executive Session for the purpose 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. The purchase or lease of real property for use of the public body. 3. For the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. So moved by Alderman Funkhouser; seconded by Alderman Colosimo. Motion approved by a roll call vote. Ayes-7 Nays-0 Spears-aye,Milschewski-aye, Colosimo-aye, Kot-aye, Teeling-aye,Gilson-aye,Funkhouser-aye The City Council entered Executive Session at 8:39 p.m. The City Council returned to regular session at 9:21 p.m. Mayor Golinski entertained a motion to go into Executive Session for the purpose of: 4. Pending Litigation. So moved by Alderman Teeling; seconded by Alderman Spears. The City Council entered Executive Session at 9:22 p.m. The City Council returned to regular session at 9:46 p.m. MAYOR'S REPORT Unpaid Discretionary Leave for a Certain Employee (CC 2011-122) Mayor Golinski entertained a motion to approve unpaid discretionary leave for Joe Moore. So moved by Alderman Teeling; seconded by Alderman Colosimo Motion approved by a roll call vote. Ayes-7 Nays-0 Milschewski-aye, Gilson-aye,Teeling-aye, Funkhouser-aye, Kot-aye,Colosimo-aye, Spears-aye ADDITIONAL BUSINESS None. ADJOURNMENT Mayor Golinski entertained a motion to adjourn the meeting. So moved by Alderman Milschewski; seconded by Alderman Colosimo. Adjournment of the meeting was unanimously approved by a viva voce vote. Meeting adjourned at 9:47 p.m. Minutes submitted by: 5a74— Vv� Beth Warren, City Clerk,City of Yorkville, Illinois REGULAR CITY COUNCIL MEETING &oJJ PLEASE PRINT NAME: SUBDIVISION OR BUSINESS: Tiev■ /V t L.°S 4-741 s�C�fi Ac/i /r.ee fra4 1Go(hers -,0( YoriA4 —( �`e.S (.0 Teita–r- ok.) re,s, 43-1- p( chic/ A;li0:'.0 4yl/ficf` )prv/ 8+k gentt_77. axle 610/44cioir eth7 le_ 6fcii+Je/r- girci d Pct-71 KR M c 6A Se(£k_ SIGNIN Pavement Management Program Overview October25, 2011 Pavement Management Program Overview \EO c,r� 0 ssS October 25, 2011 Presented By: Bradley P. Sanderson, P.E. 52 Wheeler Road.Sugar Grove.IL 60554-16 301 466 6700 tel-16301466-6701 fax-www.eeiweb co n gaglinir 41 _law Discussion Outline • Pavement Management • Inventory and Database Generation • Maintenance and Rehabilitation • Budget Analysis and Goals • Summary of Benefits 52 Wheeler Road.Sugar Grove.IL 60554-(630)466 6700 tel-(6301466 670 fax-www.eerweb.com Pavement Management Program Overview October25, 2011 Pavement Management • What is a Pavement Management Program (PMP)? — It is a decision making process that helps municipalities make cost-effective decisions concerning the maintenance and rehabilitation of their jurisdiction's pavements 52 Wheeler Road,Sugar Grove,IL 60554-1630)4666700 tel-(630)466-6701 fax-www.ee,web.com Pavement Management • Five Key Components of a PMP — Inventory - Gather Pertinent Data and Complete Physical Inspection of Each Roadway — Database - Develop and Maintain Records of Current and Past Conditions of Pavement Sections — Budget -Analyze Current Budget and Develop Budget Scenarios for Future Expenditures — Prioritization - Determine the Most Effective Way to Apply Budget on an Annual Basis. — Communication - Provides a Means to Convey Plans and Ideas Among City Staff and Elected Officials, the Community, the Media and other Government Agencies 52 Meth..Road Sugar Grove.IL 60554-(630)466 6700 tel-16301466 6701 fax-www.eerweb.com Pavement Management Program Overview October25, 2011 41 Inventory and Database • Inventory — Select Appropriate Database Software — Conduct Roadway Inspections • Gather and Document Data (Pre-Inspection) — Construction Year, Length, Width, Roadway Type, Pavement Data, Maintenance History • Field Inspection/Condition Data — Manual — Automated 4if Inventory and Database • Inventory — Identification of Pavement Distress — Accumulation of Distresses Reduces Pavement Rating — Pavement Rating • "Pavement Condition Index" (PCI) • Scale from 0-100 — New Pavement, No Distress— PCI of 100 — Old Failed Pavement, Heavy Distress— PCI of 0 Pavement Management Program Overview October25, 2011 kif Inventory and Database • Types of Distress — Alligator Cracking r _a '1 \ 52 Wheeler Road.Sugar Grove.IL 60554-(630)466-6700 tel-1630)466-6701 tax-www.eetweb.com kif - Inventory and Da abase • Types of Distress — Block Cracking III `., >-" 52 Wheeler Road,Sugar Grove.11.605 54--(630)4666700 tel-(630)466 6701 fax-www.eeiweb.com Pavement Management Program Overview October25, 2011 41 ~ Inventory and Database • Types of Distress — Depressions „illiplIMIN 52 Wheeler Road.Sugar Grove.IL 60554-(630)466 6700 tel-(630)466 6701 fax-www.eeiweb com kif : —, � nvento rY and Database • Types of Distress — Transverse Crack �.�,�..�. x:,�..,�..a. ..:,.m ..a,..�..... . . Pw ti` 52 Wheeler Road.Sugar Grove.IL 60554-1630)466 6700 tel-1630)466 6701 fax-www.eerweb.com Pavement Management Program Overview October25, 2011 ii*Or -.. , Inventory and Database • Types of Distress — Pothole ,, , m 3 wto -'. --"•4 •,A 52 Wheeler Road.Sugar Grove.IL 60554-(630)4666700 tel-(630)466-6701 fax-www.eeiwebcom ill, II ki s . ._ nventory and Databas • Types of Distress — Raveling '. _. .• - • _- t'1'Sv- 4. 52 Wheeler Road,Soyar Grove,IL 60554-(630)466 6700 tel-1630;466 6701 I. -www.eeiweb.com Pavement Management Program Overview October25, 2011 Inventory and Database • Types of Distress — Edge Cracking •' ,y,4 te �'. , F � F �, r x •:: i 4 g -:- £ ► 52 Wheeler Road,Sugar Grove,IL 60554-(630)456 67C0 tel-(630)466 6701 fax-www.eeiwebcom Invento ry and Database • Analysis — Distress Type, Quantity and Severity Entered into Software — Software Develops Rating (7 Typical Categories) • Excellent (86-100) • Very Good (71-85) • Good (56-70) • Fair (41-55) • Poor (26-40) • Very Poor (11-25) • Failed (0-10) 52 Wheeler Road,Sugar Grove,IL 60554-(630)466 6700 tel-1630)466-6701 fax-www.eeiweb.com Pavement Management Program Overview October25, 2011 411! - Inventory and Database • Examples — E..x: c.1 Roadway. . .l..... i . ...v„bT Iv. .,..1,'.,0,` tl + ✓ - -4 4. ,iii• .11..4.i.. . 4 _ - LL r.. ./_sta ilia • 52 Wheeler Road.Sugar Grove.160554-1630)466 6700 6 ....we�iwebcom Inventor and Database ry • Examples — Good _...... is 7.47/+ - +:: e t i !:40.'. }..H 1' ,6. ,-, A... ,. a:k.#--, ... 52 Wile,It■Hood,Suyai Glove,IL 60554-16301 466 6700 tel-1630,466 6701 fax-www.eeiweb.cool Pavement Management Program Overview October25, 2011 kit Inventory and Database • Examples - Very Poor V luir.,vow.1totrA 1 Ilk M .Sr .,..iii. r*— f i ce 52 Wheeler Road.Sugar Grove,IL 60554-(630)4666700 tel-(630)4666701 fax-www.eeiweb.com *of Inventory and Database • Develop Condition Maps Eli 14 15, ,,,...t.....,r,.... lam _ milillp, ��� `T— �I VIII I /lllllir palllllllll� ii111--_ Ia\1s` tl®ilp t\ N�•u i'`� ' '211"1 iiii:::�rr��� °�1 I=: ik rr �.,sitql eaa'� _ rTillll =,..kif , i1 ____ Brismim 410 a ._,;..... ii:„....„..,,,.. _ In kk$,;tituf 52 Wheeler Road,Sugar Grove,IL 60554-16301466-6700 tel-(630)466 6701 fax-www.eeiweb.com Pavement Management Program Overview 444 , , , ,, October25, 2011 Inventory and Database 0 70 52%'66% ®2003 FO•2006 FCI as 60 EL) Q 50 • E L 4 :: 16%'10% cm o Z u 20 `m 6•/16% 10%16% 6%14% 3%15% 7%'3% 10 r I 71,111.11FITIMPIMIll 0 A , 1 2 3 4 5 6 7 PCI Category 52 Wheeler Road.Sugar Grove,IL 60554-(630)466-6700 tel-(630)466 6701 fax-www.eerweb.coor * ,- _ 4 aintenance and Rehabilitation • Utilize Software — Develop Recommended Annual Expenditure — Review Rehabilitation Methods — Identify Timelines for Preventative Maintenance • Develop Improvement Schedules — Multi-Year Plan — Prioritization to Maximize Budget Effectiveness • Not Necessarily "Worst First" 52 Wheeler Road.Sugar Grove,IL 60554-16301 466 6700 tel-(6301466 6701 fax-www.eeiweb.corn Pavement Management Program Overview October25, 2011 41 Maintenance and Rehabilitation • Preventative Maintenance ($0.15 - $0.50/SF) — Crack Sealing — Intermediate Patching Program — Drainage Improvements — Microsurfacing or Other Surface Treatments — Extend Serviceability of Roadways • Resurfacing ($1 .00 - $4.00/SF) • Reconstruction ($8.00 - $12.00+/SF) 41 Maintenance and Rehabilitation 120 - Time for Preventative Measures($0.15- 100 $0.50/SF) Time for Resurfacing ($1.00- 80 $4.00/SF) Time for Reconstruction d60 ($8. 00-$12.00/SF) Standard Pavement 40 - PC1 Reduction Curve 20 0 , 0 5 10 15 20 25 Time (Years) ..I F�il�r F,J.1.1. (i:i,. I.f .J,.1•.G:Oi11� - 1.r,t;!i;'f �.. rii:cl.c.r. Pavement Management Program Overview October25, 2011 Budget Analysis and Goals • Review Current Expenditure Level — Effect on Long Term Rating? — Review Current Prioritization Process • Determine Effect of Various Budget Levels — Drop in PCI? — Maintain/Increase? • Use Process to Identify Balanced Approach Towards Annual Program — Preventative Maintenance — Delay Resurfacing — Resurfacing — Delay Reconstruction — Long Term Goals *Or Budget Analysis and Goals 100- 95 250K 500K 750K 90 - - 85 - 80 79.93 80.35 75 74.46 70 68.82 65- 60 - - 55 50 2005 2006 2007 2008 2009 2010 2011 2012 52 Wheeler Road,Sugar Grove,IL 60554-1630)4561 6700 tel-(630)465• I .,.. Pavement Management Program Overview October25, 2011 Summary of Benefits • Improve the Efficiency of Decision-making Involving Pavement Management Activities • Develop Multi-Year Program that can be easily Justified and Communicated • Predict Future Condition of Pavement for Different Levels of Funding and Shows the Effects of Under- funded Road Programs • Inventory and Database can be Periodically Updated to Monitor Progress 52 Wheeler Road,Sugar Grove,IL 60554-1630)4666700 tel-(630)466-6701 fax-www.eehveb com October 25, 2011 Mr. Golinski, Ms. Schraw and Mr. Evans: I want to take the time to recognize excellence among your staff. As a member of the Rec Center and a volunteer soccer coach I have had the opportunity to know Shay Rosborough for several years. I am continually amazed at her commitment, enthusiasm, and her dedication to improve every program she is involved with. I believe she is an essential part of what makes our Parks and Recreation so great. Every Saturday this fall soccer season is a shining example of how Shay exceeds her job duties and expectations. She has built positive, successful relationships with parents and their young athletes, coaches and officials. She has constant interaction with all of the above to help them become the best player, coach, spectator or official they can be. She has been a tremendous resource, coach, and manager to all of us. While at the office in the Rec Center Shay is always cheerful and polite. I've often seen her stop what she was doing to assist another staff member or to provide excellent service to a Rec Center patron. From an outsider's perspective it appears Shay's job responsibilities are nearly endless and she performs all of them professionally and well beyond expectations. Shay is also a big reason my family and I enjoy the many special events hosted by the City of Yorkville. From seasonal events with Santa or the Easter Bunny to Hometown Days and races she seems to always be there with a smile on her face. Seeing Shay is often the highlight of any event for my daughters, ages three and seven years old. She makes an effort to greet my girls and make them feel special every time we see her. She truly has a gift for working with children. As a lifelong resident, I am proud to tell people I am from Yorkville. I believe Shay Rosborough personifies everything that is great about this city we call home. Thoroughly impressed, Ben Niles