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HomeMy WebLinkAboutMinutes - 03/17/1999 - City Council REGULAR MEETING MARCH 17, 1999 The Regular Meeting of the McHenry City Council was called to order by Mayor Cuda at 7:30 P.M. on Wednesday, March 17, 1999 in the Council Chambers of the Municipal Center. At roll call the following Aldermen were present: Bolger, Glab, McClatchey, Murgatroyd, Baird. Absent: None. City Staff in attendance were: City Administrator Lobaito, City Clerk Althoff, City Attorney McArdle, Chief of Police Joyce, Director of Public Works Batt, Director of Community Development Napolitano, Director of Parks and Recreation Merkel. Absent: None. TEN MINUTE PUBLIC INPUT SESSION Bill Buhrman of 4708 Shore Drive, McHenry, addressed Council requesting Council authorize the allocation within the 1999-2000 Budget $2,500 for the purchase of five bicycles for the McHenry Community Policing Program. He explained these monies would be matched through the fund-raising efforts of the DARE of McHenry Parents' Organization. PRESENTATION: McHENRY LIBRARY BOARD/REFERENDUM QUESTION McHenry Public Library Board President Scott Thompkins and Executive Director Arlene Kaspik, presented a visual information program regarding their referenda question. The referenda questions asked voters to approve an $.1 1 increase per $100 of Equalized Assessed Valuation. At the conclusion of their presentation, Mayor Cuda and Council thanked Mr. Thompkins and Ms. Kaspik for attending the meeting. NISRRA RECOGNITION BANQUET INVITATION NISRA Regional Coordinator Dana Seehafer and Linda Smolak, a NISRA participant and West Avenue, McHenry group home resident, were in attendance. Ms. Smolak addressed Council personally inviting the Mayor, Council and Department Heads to the Fifth Annual NISRA Recognition Banquet on Friday, April 23, 1999. The Banquet affords NISRA to recgnize the numerous individuals and organizations that have contributed to NISRA Programs during the year. CONSENT AGENDA In response to Alderman Murgatroyd's inquiry regarding the Olde Mill Ponds Letter of Credit reduction, Director Batt explained the referenced water service problems are due in most part to the installation of poor insulation. Motion by Bolger, seconded by McClatchey, to approve the Consent Agenda as follows: ■ Payment No. 1 , Thelen Sand & Gravel, Lakeland Park Drainage Project, $97,467.57; ■ Approval of 1999 Tag Day Schedule; ■ Olde Mill Ponds Subdivision, Reduction in Letter of Credit - $1 ,900,000.00; ■ Approve City Council Meeting Minutes: ■ March 3, 1999; ■ As Needed Checks for Approval: GENERAL FUND: CHECK # VENDOR NAME AMOUNT 92263 US Life Ins 745.20 92298 Health Plan Mgmt 11242.35 92299 Payroll Acct 116829.59 92300 Carmichael Const 19597.00 92301 Petty Cash Fund 185.29 92302 Postmaster McH 1392.85 92303 Clerk of the Court 110.00 92304 Lydia S. Meyer 378.46 Page 2 March 17, 1999 92305 Flex Trust Account 1636.09 92306 ICMA Retirement 4492.81 92307 NACO Clearing Acct 1177.93 92308 III Dept of Revenue 4672.79 92309 Police Pension Fund 5517.53 92310 III Municipal League 30644.44 92311 McH Police Officers 950.00 92312 Computer Mgmt Sery 7296.00 92313 IAFSM 20.00 92314 Insurance Claims Acct 16987.33 92315 Northeastern Illinois 150.00 92316 Secretary of State 48.00 92317 Suburban Bldg 40.00 92319 AFLAC 2050.44 92321 National Guardian Life 148.83 92322 NCPERS Group Life Ins 222.00 Report Totals 226534.93 WATER SEWER FUND: CHECK # VENDOR NAME AMOUNT 14916 ISAWWA 170.00 14917 Home State Bnk 500000.00 14918 US Life Ins 121 .50 14928 Postmaster McH 995.15 14929 Petty Cash Fund 13.30 14930 General Fund 53290.05 14931 Assoc. Roofing 7429.50 14932 General Fund 110.00 Report Totals 562129.50 MOTOR FUEL TAX FUND: CHECK # VENDOR NAME AMOUNT 22000547 IMS 11060.62 Report Totals 11060.62 Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. CITY OF MCHENRY/VILLAGE OF RINGWOOD BOUNDARY AGREEMENT Mayor Cuda reminded Council he had distributed the proposed City of McHenry/Village of Ringwood Boundary Agreement for Council review and comment at the March 3, 1999 Regularly Scheduled Council Meeting. He noted the Village of Ringwood unanimously approved the Agreement and authorized its execution at the Regularly Scheduled Meeting, Monday, March 15, 1999. Motion by Murgatroyd, seconded by McClatchey, to approve the City of McHenry/Village of Ringwood Boundary Agreement as presented, and authorize its execution by the Mayor and City Clerk. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. Page 3 March 17, 1999 Some discussion occurred regarding the Boundary Agreement negotiations with the Village of Johnsburg. It was the consensus of Council to invite Village of Johnsburg representatives back to the bargaining table. It was noted, however, the only agreement to be considered is the October 1998 draft. AMENDMENT TO ENGINEERING AGREEMENT: GREEN STREET PHASE III — HAMPTON, LENZINI & RENWICK - $11,254.56 Director of Public Works Batt reported Hampton, Lenzini & Renwick contracted engineers for the Green Street Phase III federal project are requesting an amendment to the Construction Engineering Agreement dated March 11 , 1998 for additional compensation totaling $1 1 ,254.56. The additional compensation is the result of extra engineering services due to the contractor's work extending beyond schedule. Director Batt noted although the construction agreement is based on a 60 working day schedule, the Illinois Department of Transportation approved engineering agreement is based on a 70 calendar day schedule. Thus, the contractor cannot be held liable for the delay. Although the Illinois Department of Transportation received the amendment request from Hampton, Lenzini & Renwick in January, approval was not provided until March 1 , 1999. Director Batt explained as the City of McHenry's portion of this federally funded project is 20%, the City will incur an expense of only $2,251 , upon approval of the $1 1 ,254.56 amendment. The monies will be expensed with Motor Fuel Tax Funds. Motion by Bolger, seconded by Glab, to approve Amendment No. 1 to the Construction Engineering Services Agreement with Hampton, Lenzini & Renwick dated March 11 , 1998, in the amount of $1 1 ,254.56. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. THREE-YEAR (1999-2001) MOWING CONTRACT AWARD — KROHN LAWN AND LANDSCAPING Director of Public Works Batt informed Council bid specifications for the three-year (1999-2001 ) City of McHenry Mowing Contract were developed and advertised. Although several bid packets were distributed, only one bid was submitted for the March 2, 1999 bid opening. The sole bidder was Krohn Lawn and Landscaping of Woodstock. Fifty-three sites were bid, each with a unit price. Director Batt noted the estimated value of the contract based on the City of McHenry's average mowing history for the past three years, is $102,000. It is Staff's recommendation to award the three-year (1999-2001) Mowing Contract to Krohn Lawn and Landscaping of Woodstock, Illinois. Motion by Baird, seconded by Glab, to award the three-year (1999-2001 ) Mowing Contract to Krohn Lawn and Landscaping of Woodstock, Illinois. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. Alderman Glab, referencing site number 56, Oakwood right-of-way, in the amount of $26 per cutting, with a cost average of $286 per year, suggested Council consider vacating this right-of-way. He recommended this vacation be considered as a regularly scheduled Agenda Meeting Item within the next few weeks. Some discussion followed. Mayor Cuda suggested the vacation be considered at a Public Works Committee Meeting, with a recommendation to be presented to full Council. City Administrator Lobaito also reported a listing of all similarly situated City right-of-ways will be provided Council in this Friday's Agenda Packet. Page 4 March 17, 1999 PARK RIDGE ESTATES PHASE 2 - FINAL PLAT APPROVAL Windsor Development Corporation representatives Alex Jantzen and Jay Cope were in attendance. Director of Community Development Napolitano informed Council Windsor Development Corporation is seeking Council approval of the Final Plat of Park Ridge Estates Phase 2, located near the southeast corner of Crystal Lake Road and Dartmoor Drive. Phase 2 is approximately 19 acres in area and includes 49 lots. Director Napolitano, in response to Council inquiry, noted Phase 1 consists of 56 lots and, as of March 1st, 36 building permits have been issued. The Plan Commission unanimously recommended approval of the Park Ridge Estates Phase 2 Final Plat at its February 18, 1999 meeting, subject to the following conditions: ■ Renaming of Hawkette Lane to Oakton Street from Dartmoor Drive through to the east end of Loyola Drive; ■ Preparation and recording of separate document delineating the restrictions for lots 57 through 66, 69 and 70; ■ The provision of certificate identifying the school districts in which the property is located. Mr. Cope informed Council a document describing the berm and fencing restrictions for lots 57 through 66, 69 and 70, has been submitted, reviewed by Staff, and will be recorded with the Final Plat. The appropriate certificate identifying the school districts has also been added to the Plat. Some discussion followed regarding the Plan Commission's recommendation regarding the renaming of Hawkette Lane to Oakton Street to reduce directional confusion. Staff has reviewed the Plan Commission's recommendation and is suggesting an alternative street naming and numbering option. Staff's recommendation is more conducive to the establishment of a coordinated, defined, house-number sequencing. Some discussion followed. Alderman Glab noted the lot numbers on the Final Plat of Park Ridge Estates Phase 2 are not consistent with the lot numbers on the approved Preliminary Plat. He suggested Staff require consistency with regard to lot numbering. In response to Mayor Cuda's request for clarification regarding the naming of Hawkette Lane, a suggestion was submitted from the floor. The proposed recommendation was to rename Hawkette Lane to Joyce Lane, in honor of retiring Police Chief Patrick J. Joyce. Motion by McClatchey, seconded by Bolger, to accept the unanimous recommendation of the Plan Commission and to approve the Final Plat of Park Ridge Estates Phase 2, as prepared by Condon Engineering Consultants, with a revised date of February 25, 1999, subject to the following conditions: ■ That street names and addressing be assigned as per Staff's recommendation including the renaming of Hawkette Lane from Hawkette Court to Loyola Drive as Joyce Lane; ■ The Final Plat be recorded within six months of the date of approval; and ■ A separate document describing the the berm and fencing restrictions for lots 57 through 66, 69 and 70, be recorded. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. Mr. Cope also informed Council a copy of the recorded document describing the berm and fencing restrictions for specified lots would be available at Windsor's McHenry Park Ridge Estates Sales Offices. Page 5 March 17, 1999 MINOR VARIANCE REQUEST - 1602 RIVERSIDE DRIVE Applicants Mr. and Mrs. Chambers were in attendance. Director of Community Development Napolitano reported Michael Chambers of 1602 Riverside Drive is requesting a Minor Variance to reduce the building setback from the rear property line to ten feet. The subject property is located along the Fox River north of Washington Street. The property is currently vacant and zoned RS-4 with multiple variances approved by ordinance 0-90-522. This ordinance grants variance as to the minimum lot size, front yard setback, interior corner side yard setback, and rear yard setback. Mr. Chambers request would reduce the existing variance to the rear building setback from 22 feet to 10 feet. He is requesting the variance to permit the construction of a residence of a size and style similar to those found in the neighborhing area. The proposed ten foot setback is similar to the adjacent property to the north as well as to many other properties along Riverside Drive. The Zoning Board of Appeals unanimously recommended approval of the variance at the Public Hearing held on February 1 , 1999. Motion by Bolger, seconded by Baird, to accept the unanimous recommendation of the Zoning Board of Appeals, and to direct Staff to draft an ordinance granting a variance to permit a rear yard setback of ten feet for the property located at 1602 Riverside Drive. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. MCHENRY CORPORATE CENTER UNIT 7 - FINAL PLAT APPROVAL Prime Commercial Corporation representatives Scott Dixon, Kit Carstens and Anne Rodenkirch, along with their Attorney Thomas Zanck of Militello, Zanck and Coen, were in attendance. Attorney Zanck addressed Council explaining Prime Commercial is seeking Final Plat approval of Unit 7 of the McHenry Corporate Center. The proposed subdivision is located on the west side of Route 31 near Dayton Street, extending west to Corporate Drive, is 42 acres in area, and consists of 4 lots. Lots 1 and 2 are currently under development on Corporate Drive: a new 135,000 square foot building for Medela Corporation, and a new 370,000 square foot warehouse for Brake Parts. The two remaining lots are located on Route 31 and would be developed with a shared access point that aligns with Dayton Street. It was also noted the existing buildings on Lots 3 and 4 will remain until such time as the lots are developed as part of the Business Park. Some discussion followed regarding the proposed emergency access lane construction into the Irish Prairie parking lot. The final location for this access lane must be coordinated with the owners of Irish Prairie because of the tie-in with the Irish Prairie parking lot. If the owners of Irish Prairie do not consent to the connection, the final design and construction may not be possible. Staff is recommending the required Letter of Credit for remaining subdivision improvements include monies earmarked for the completion of this emergency access lane. The cost of the road would be estimated and approved by the City Engineer. The developer would have two years to complete the road before the City of McHenry could request its completion. If the tie-in with Irish Prairie is not resolved after the extended time, the City of McHenry could consider alternative emergency access routes. The proposed alternative is a connection from Route 31 between lots 3 and 4 to the southeast corner of lot 2. The approved Letter of Credit amount should include enough monies to adequately cover either alternative. In response to Alderman Bolger's request for clarification, City Administrator Lobaito stated construction of the emergency access lane by the developers is being required as a condition of the variance granted permitting a cul-de-sac with a maximum length of 1 ,500 feet. The McHenry Township Fire Protection District is also requesting the construction of an emergency access. Page 6 March 17, 1999 Some discussion followed regarding materials used to construct the emergency access. It was noted the emergency access would not present the appearance of a normal roadway, in an attempt to deter vehicular cut-through traffic. Motion by McClatchey, seconded by Glab, to accept the unanimous recommendation of the Plan Commission, and to approve the Final Plat of McHenry Corporate Center Unit 7 prepared by Smith Engineering with a revision date of March 10, 1999, subject to the following conditions: ■ Recording of the Plat within six months of the date of approval; and ■ Filing of a Letter of Credit drafted and approved by the City Attorney, securing construction of the required emergency access routes north or east, and construction specifications after consultation with the City Staff Engineer and Fire Protection District as needed. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird; Voting Nay: None. Absent: None. Motion carried. MAYOR'S STATEMENT AND REPORTS Mayor Cuda reported he had attended the Village of McCullom Lake's Public Hearing on Tuesday, March 16, 1999, regarding the proposed extension of sanitary sewer service by the City of McHenry to the village of McCullom Lake. If a consensus is obtained by the Village of McCullom Lake, they will be approaching the City of McHenry to pursue the extension. The Village of McCullom Lake has been working with City Engineering firm Baxter and Woodman who has provided a cost estimate of $3,000,000 for the total project. The Village of McCullom Lake will be submitting a $50,000 grant application to the Illinois Environmental Protection Agency. Council will be kept apprised of the ongoing developments regarding the possible extension of sanitary sewer service to the Village of McCullom Lake. Alderman Glab suggested Council pass a resolution supporting the project and provide the resolution to the Village of McCullom Lake for inclusion with their IEPA grant application. Mayor Cuda directed Staff to develop and present for formal Council action at the next regularly scheduled Council Meeting a resolution in support of the Village of McCullom Lake's grant application efforts. Mayor Cuda then reported he and City Administrator Lobaito had met with representatives of the North Route 31 east side property owners. Mayor Cuda and City Administrator Lobaito presented the property owner's representative with a proposed concept plan for this property's development. The representative was receptive to the proposal and Council will be kept apprised of future development. Mayor Cuda then noted this evening was the last Council meeting for retiring Police _ Chief Patrick Joyce. Mayor Cuda wished Chief Patrick Joyce well in his retirement. COMMITTEE REPORTS Public Works Committee Chairman Alderman Bolger reported the Public Works Committee had met on March 11 , 1999 to conisder the 1999 Streets Program. It was the Committee's unanimous recommendation to approve entering into an Engineering Services Contract with City Engineers Baxter and Woodman to prepare plans and specifications for the City's 1999 Streets Program as amended, in an amount not-to- exceed $75,000. The Committee is requesting an immediate contract approval to Page 7 March 17, 1999 facilitate an early bid submittal. It is Staff's opinion an early bid submittal may provide a lower total cost. Approval of the Engineering Services Agreement with Baxter and Woodman this evening will also facilitate a contractual award by June of 1999. Director Batt also noted the bid documents will be prepared in a manner which allows deletion of a street or streets to match funding ability. It is anticipated the proposed Streets Program will exceed a cost of $1 .4 million. Motion by Murgatroyd, seconded by Glab, to approve the Engineering Services Agreement with City Engineers Baxter and Woodman to prepare plans and bid specifications for the City's 1999 Streets Program as amended in an amount not-to- exceed $75,000, and authorize the Agreements's execution by the Mayor and City Clerk. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. Alderman Baird also informed Council the Committee discussed a potential Public Works project which should be incorporated into the 1999-2000 Budget. A water problem in the area of Loch Glen Lane and Turnberry Drive is causing a significant drainage and accumulation problem for area residents. Motion by Bolger, seconded by Baird, to authorize the inclusion of a maximum of $2,000 within the 1999-2000 Budget to correct the natural water drainage problem at Turnberry Drive and Loch Glen Lane. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. Finance Committee Chairman Alderman Murgatroyd reminded Council of the Finance Committee Meeting scheduled for tomorrow, March 18th at 7:00 p.m. to discuss the Public Works Department's 1999-2000 Budget proposals, and Wednesday, March 24' at 7:00 p.m. to discuss the Parks and Recreation Department's 1999-2000 Budget proposals. Parks and Recreation Committee Chairman Alderman Baird reminded Council of the Parks and Recreation Committee Meeting scheduled for Monday, April 5, 1999 from 7:00 p.m. to 9:30 p.m. STAFF REPORTS Director of Community Development Napolitano reported he and City Planner Maggio attended a NIPC Seminar where Tom Skinner of the IEPA announced previous plans to eliminate Facility Planning Areas have been placed on permanent hold. In addition, information regarding Brownfield grant monies is being investigated by City Clerk Althoff. The grant is a 70/30 match and might be utilized toward the 4502 Elm Street property. Director of Public Works Batt thanked Chief Joyce for his many years of public service to the City of McHenry. He also stated it was a pleasure to work with Police Chief Joyce these past 13 years. Director of Parks and Recreation Merkel echoed Director Batt's sentiments. He also announced he and Tom Schmidt would be attending the presentation for Tree City U.S.A. awards on March 23`d at the Morton Arboretum. Page 8 March 17, 1999 City Administrator Lobaito referencing his March 17, 1999 memo regarding tKe Parks and Recreation Brochure requested Council direction. He reminded Council a contract with Quality Graphics of McHenry to print three seasonal Parks and Recreation Brochures was approved at the regularly scheduled Council meeting, March 4, 1998. It was discovered after the first of the three brochures were printed the contractor _ misinterpreted the bid specifications and quoted only the production of one brochure. Quality Graphics then advised the City they were unable to provide the remaining two brochures at the quoted price. The City subsequently hired a second printing company to complete the remaining two brochures. The expenditure was $9,575. The City of McHenry has not yet paid Quality Graphics any monies for the printing of the first brochure. City Administrator Lobaito made the following suggestions for restitution: ■ Make no payment to Quality Graphics because of contract default; ■ Pay Quality Graphics the difference between what the City budgeted and actual cost paid to the second contractor, which would be $3,425; or ■ Pay Quality Graphics the difference between their original quote and the actual cost paid to the second contractor, which would equal $1 ,019. Some discussion followed. It was the consensus of Council to pay Quality Graphics the difference between their original quote and the actual cost paid to the second contractor, or $1 ,019. Chief of Police Joyce thanked this Council and previous Councils for their support. He stated his pleasure in working for the City of McHenry and wished the Council well in all future endeavors. Chief Joyce was provided a standing ovation by Council and Department Heads. NEW BUSINESS Alderman Murgatroyd noted in his absence Council considered an Engineering Services Agreement with City Engineers Baxter and Woodman for the design of a 750,000 gallon elevated water storage tank at the February 17, 1999 regularly scheduled Council Meeting. At that time, Council postponed approval. He requested Council reconsider this issue at this time. He noted several of the contract's provisions could be initiated prior to site selection. Alderman Bolger stated the importance of site selection prior to entering into the Engineering Services Agreement. Mayor Cuda requested Staff prepare a memo providing Council with a cost estimate of Engineering Services which can be conducted prior to site selection. In addition, Staff should provide information regarding the contract's effective duration. Parks and Recreation Committee Chairman Alderman Baird reported the Annual Meeting with Athletic youth Association representatives was held on February 25, 1999. Each Association expressed the need for more and better facilities. Offers of assistance to enhance existing fields including lighting and fencing were made. Council will be kept apprised of future developments. It was the consensus of Council to dispense with Executive Session City Administrator Lobaito reported Council had the opportunity to interview the final candidate for the Assistant Administrator's position, Doug Maxeiner. It is his recommendation to hire Mr. Maxeiner for the position of Assistant Administrator at Grade 13, Step 8, with three weeks vacation at a starting salary of $53,826. City Administrator Lobaito also noted Mr. Maxeiner would start Monday, April 12, 1999. However, a family vacation has been previously planned for the first full week in May, which Mr. Maxeiner Page 9 March 17, 1999 has offered to take without pay. Some discussion followed. It was the consensus of Council to require Mr. Maxeiner use one week vacation for his absence, the first full week in May. In addition, if Mr. Maxeiner does not complete one full year of employment with the City of McHenry, he must pay back any vacation time taken. Motion by Baird, seconded by McClatchey, to approve the hiring of Douglas Maxeiner for the position of Assistant Administrator, at Grade 13, Step 8, with a starting salary of $53,826, subject to the utilization of one week's vacation during his absence the first week in May, 1999, and with the understanding, any vacation time taken prior to completing one full year of employment must be reimbursed the City of McHenry. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. As previously discussed, Mayor Cuda is recommending Sergeant George Erkenswick be appointed Acting Chief of Police upon the retirement of Chief Joyce. This would occur effective 4:00 p.m. March 19, 1999. Sergeant Erkenswick's salary will be adjusted to $68,000 while holding the position of Acting Chief of Police due to the increase in responsibility. It was noted Sergeant Erkenswick joined the McHenry Police Department in 1976 and was promoted to Detective Sergeant in 1989. Motion by Bolger, seconded by Glab, to approve the Mayoral appointment of Sergeant George Erkenswick as Acting Chief of Police effective March 19, 1999 at 4:00 p.m. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None. Motion carried. ADJOURNMENT Motion by McClatchey, seconded by Baird, to adjourn the meeting at 8:50 p.m. Voting Aye: Bolger, Glab, McClatchey, Murgatroyd, Baird. Voting Nay: None. Absent: None.. Motion carried. The meeting was adjourned at 8:50 p.m. v � CITY CLERK MAYOR