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HomeMy WebLinkAboutMinutes - 12/19/2016 - City CouncilREGULAR MEETING December 19, 2016 Mayor Low called the regularly scheduled December 19, 2016 meeting of the McHenry City Council to order at 7:00 p.m. In attendance were the following Aldermen: Santi, Glab, Schaefer, Curry, Peterson and Condon. Absent: Alderman Wimmer. Also in attendance: City Administrator Morefield, Deputy City Administrator Hobson, Director of Economic Development Martin, Director of Public Works Schmitt, Director of Community Development Polerecky, Chief of Police Jones, City Attorney McArdle, City Engineer Pieper, and City Clerk Jones. CITY OF MCHENRY MISSION STATEMENT Mayor Low read aloud the Mission Statement of the City of McHenry. PUBLIC INPUT SESSION No one spoke at Public Input Session. CONSENT AGENDA A. Resolution establishing a list of pre -qualified engineering firms to provide consulting engineering services for water, wastewater and transportation services for the City of McHenry; Be Ordinance authorizing the disposal of non-functional inventory property owned by the City of McHenry; C. Pay Application No. 10 to Williams Brothers Construction, in the amount of $2,103,778,83, for Wastewater Treatment Plant Improvements; D. Proposal from Water Well Solutions to perform high rate injection process to Well No. 2, for an amount not to exceed $13,000; E. Proposal from Water Well Solutions to perform repairs to Well No. 8, for an amount not to exceed $21,650; F. Beer/Wine Permit associated with Community Room Rental; G. October 17, 2016 City Council meeting minutes; H. Approval of issuance of As Needed Checks, in the amount of $2,303,410.95; and I. Approval of Payment of Bills, in the amount of $1,035,030.50. Addressing Item A on the Consent Agenda, City Attorney McArdle reiterated to Council that federally funded projects follow a different procedure. Motion by Condon, second by Curry, approving Consent Agenda, as presented Voting Aye: Santi, Glab, Curry, Schaefer, Peterson, Condon. Voting Nay: None. Absent: Wimmer. Motion carried. MOTION TO (a) APPROVE THE MCHENRY AREA CHAMBER OF COMMERCE 69T" ANNUAL FIESTA DAYS EVENT SCHEDULE, INCLUDING THE ADDITION OF THURSDAY, JULY 13T" (b) USE OF THE PARKS AND CITY SERVICES; (c) ESTABLISH THAT THE MCHENRY AREA CHAMBER OF COMMERCE WILL REIMBURSE THE CITY AT THE RATE OF 100% OF MANPOWER COSTS FOR THURSDAY, JULY 13T"; (d) APPROVE THE SPECIAL EVENT LIQUOR LICENSE; AND (e) APPROVE PLACEMENT OF TEMPORARY ADVERTISING SIGNS AS PRESENTED Regular Meeting Page 2 December 19, 2016 Deputy City Administrator Hobson stated that Fiesta Days is arguably the best festival in McHenry County. It is also one of the largest festivals and offers something for everyone. It draws thousands of visitors to the City and would not be possible without the cooperation of the McHenry Area Chamber of Commerce, countless volunteers, and the City of McHenry. Deputy City Administrator Hobson advised Council that the Chamber is requesting permission: • To use Peterson and Veterans Memorial Parks; • A Special Event Liquor License to sell beer and wine in Petersen Park; • The installation of temporary advertising signs in designated right-of-ways; • The addition of Thursday night at Petersen Park to expand the opening Music Fest Weekend; and, • Waiver of the use of the Parks, Police and Public Works departments to provide various services for the Thursday night event. Typically, Fiesta Days is a 10-day event that begins on Friday. However, for the 2017 Fiesta Days event, the Chamber is requesting an additional evening of musical entertainment on Thursday, July 13, 2017 from 5:00 pm to 11:00 pm. The Chamber is also requesting an additional 10-minutes of beer service/sales during Music Fest on Thursday, Friday, and Saturday, which would move the sales cutoff time to 10:55 pm as opposed to the standardized 10:45 pm; waiver of Sign Permit Fees and Police and Public Works personnel auxiliary costs. Staff provided the following concerns and information regarding the requests as presented: • The impact of adding an additional weeknight evening of activities on the surrounding neighborhood. The current schedule of activities generates complaints from the neighborhoods to the west and south of Petersen Park. Should Council choose to entertain the addition of Thursday night, one option may be limiting the event to a 10:00 pm closing, rather than the requested 11:00 pm. • The workload and overtime costs associated with providing police protection. While the McHenry Police Department has adjust protection in recent years to ensure a balance between too many and too few officers available for the entirety of Fiesta Days' activities, the current 10-day period of events places a significant strain on the manpower of the Police Department. This is exacerbated by the fact that the event falls within a couple of weeks of the 4th of July weekend and is followed by the Rotary Blues, Brews & BBQ event in August. The addition of Thursday night would place added pressure on the McHenry Police Department. • The addition of Thursday night may also impact the City -hosted Thursday night Concerts in the Park at Veterans Memorial Park, or vice -a -versa. Likely, different genres of music would be offered, however, a potential conflict does exist. The Chamber, in exchange for Council's approval of the addition of Thursday night, has offered to restructure Sunday as a free admission family day. Regular Meeting Page 3 December 19, 2016 • The standardization of alcohol service timeframes for all events of this nature in Petersen Park was initiated to provide a ticket cut-off time of 10:30 pm and a service cut-off time of 10:45 pm. Staff has determined this to be the most effective times as they facilitate the closing of the park and the end of festivities by 11:00 pm, minimizing the impact on the adjacent neighborhoods and Police Department staff. Staff recommends maintaining these times. • Pursuant to the approval of the Fiesta Days schedule as proposed, the Chamber will submit an application for a Special Event Liquor License to serve beer and wine on the dates provided. As in past years, ID wristbands will be required to obtain alcohol and Chamber will make every effort to ensure underage visitors are not served alcoholic beverages. • In 2012 the City of McHenry implemented a new fee structure with the McHenry Area Chamber of Commerce, as it related to the Music Fest Weekend in Peterson Park. The new fee structure required the Chamber to pay 50% of the City's manpower costs associated with the typical Friday through Sunday festival schedule. Staff feels this was a fair arrangement, as the Chamber also organizes and funds a number of activities on the second weekend of the festival. Providing services without any cost to the Chamber would negatively impact the City's budget by nearly $15,000 annually for the first weekend alone. As an example, in 2016, Police Department overtime for the first weekend was $11,472, billed at an average overtime rate for the officers and not actual costs. The charges incurred for Police Officers does not include the total cost for Parks and Recreation employees, equating to an additional $4,067, for set-up and assistance during the 10-day event. Staff recommends that should Council permit the expansion of Music Fest Weekend, with the addition of Thursday night, reimbursement for City of McHenry manpower services should be at the rate of 100% for the additional day. Using the manpower costs from 2016, it is estimated that manpower cost for the additional day at 100% would be approximately $3,100. • Regarding temporary advertising signs, the Chamber is requesting placement of 24" round signs advertising Fiesta Days in right-of-ways in front of local sponsor businesses. Signs would be installed the week before the event and removed the following day. Vice Chairman of the McHenry Area Chamber of Commerce, Mr. Denny Norton, of Performance Unlimited, Inc., addressed Council and emphasized Fiesta Days is an important event in the community and outlined the proposed schedule of events for the 2017 Fiesta Days festivities. He noted the impact of weather on past festivities and stressed the importance of adding the additional day (Thursday) as essential to the financial stability of the Fiesta Days festivities. Jeff Pitman, Pastor of The Chapel, and a Director of the McHenry Area Chamber of Commerce, addressed Council stating as a Pastor and resident of the City of McHenry, he believes the addition of Thursday to the schedule of events will allow Sunday to remain a Family Fun Day that is affordable and accessible to the residents of the community. Regular Meeting Page 4 December 19, 2016 Responding to an inquiry from Alderman Schaefer regarding entertainment, Mr. Norton advised the Chamber is making every effort to recruit local talent. Ms. Kay Bates, Executive Director of the McHenry Area Chamber of Commerce, addressed questions from Council regarding the event and the associated carnival. Mr. Norton informed Council that the new amusement company is a significant improvement over the company used in the past. Motion by Schaefer, second by Santi, to approve the McHenry Area Chamber of Commerce 69t" Annual Fiesta Days event schedule, as presented, including: a. The addition of Thursday, July 13, 2017; b. Use of parks and City of McHenry services from 5:00 pm to 11:00 pm; c. The Chamber of Commerce will reimburse the City of McHenry at the rate of 100% of manpower costs for Thursday, July 13, 2017; d. Approval of a Special Event Liquor License; and e. Approval of the placement of temporary advertising signs. Alderman Curry requested clarification that closure of Petersen Park on Thursday night would take place at 10:30 pm. Alderman Curry opined that he does not have an issue with the City of McHenry recouping 50% rather than 100% of manpower costs for the additional night of festivities. Alderman Peterson concurred with Alderman Curry regarding closure of Petersen Park remaining at 10:30 pm and the cost of manpower at 50%. Alderman Condon opined there has been, and continues to be, a good partnership between the City of McHenry and the Chamber of Commerce. Alderman Condon stated that the City of McHenry must be cognizant of funding however she supports the addition of Thursday to the Music Fest Event and would support a 50% reimbursement from the Chamber of Commerce for manpower. Alderman Curry requested that the Motion be amended to reflect the hours of the event on Thursday, JUIy 13, 2017, at Petersen Park would be from 5:00 pm to 10:30 pm. Mayor Low asked if Alderman Schaefer was willing to amend his motion. Alderman Schaefer agreed to amend his Motion to reflect the hours of the event on Thursday, July 13, 2017, at Petersen Park from 5:00 pm to 10:30 pm. Alderman Santi refused to second the amended Motion. The Motion was pulled for lack of a vote. Motion by Schaefer, second by Glab, to approve the McHenry Area Chamber of Commerce 69th Annual Fiesta Days event schedule, as amended to include: a. The addition of Thursday, July 13, 2017; b. Use of Parks and City of McHenry services from 5:00 pm to 10:30 pm; c. The Chamber of Commerce will reimburse the City of McHenry at the rate of 100% of manpower costs for Thursday, July 13, 2017; d. Approval of a Special Event Liquor License; and Regular Meeting Page 5 December 19, 2016 e. Approval of the placement of temporary advertising signs. Voting Aye: Glab, Schaefer. Voting Nay: Santi, Curry, Peterson, Condon. Absent: Wimmer. Motion carried. Further discussion ensued. Alderman Peterson opined that he would like to see the Chamber of Commerce given a break on the first night of a new event. Alderman Curry stated he was not in favor, and would not support, a Motion if the City incurred 100% of manpower costs. Motion by Curry, second by Condon, to approve the McHenry Area Chamber of Commerce 69t" Annual Fiesta Days event schedule, as amended, to include: a. The addition of Thursday, July 13, 2017; b. Use of Parks and City of McHenry services from 5:00 pm to 10:30 pm; c. The Chamber of Commerce will reimburse the City of McHenry at the rate of 50% of manpower costs for Thursday, July 13, 2017; d. Approval of a Special Event Liquor License; and e. Approval of the placement of temporary advertising signs. Voting Aye: Santi, Curry, Peterson, Condon. Voting Nay: Glab, Schaefer. Absent: Wimmer. Motion carried. Mayor Low stated that the City of McHenry and the McHenry Area Chamber of Commerce have enjoyed a great partnership. Mayor Low wished the Chamber success with the addition of another day to the Fiesta Day schedule. MAYOR'S STATEMENT AND REPORT Mayor Low extended best wishes for a Merry Christmas and Happy New Year. She stated that it is a privilege to serve with the members of Council and expressed her appreciation to Staff for the incredible job they do for the City of McHenry on a daily basis. COMMITTEE REPORTS Alderman Schaefer, Chairman of the Public Works Committee, informed Council that a meeting of the Committee was held prior to tonight's Council meeting and minutes will be forthcoming. STAFF REPORTS Regular Meeting Page 6 December 19, 2016 Director of Public Works Schmitt stated the City of McHenry in conjunction with Elgin Recycling will be recycling Christmas lights through February 28, 2017. Lights can be dropped off at the Municipal Center and the Public Works Facility. City Administrator Morefield summarized the projects that have taken place through Council's approval throughout the City of McHenry. FUTURE AGENDA ITEMS Alderman Condon thanked City Administrator Morefield for providing Council with his report adding that often residents do not realize the many things the City is accomplishing. Alderman Condon suggested the possible employment of a part-time social media expert in 2017 to keep residents well-informed. Alderman Glab opined the City gets the word out to the residents sufficiently. He suggested that Alderman Condon's recommendation regarding a part time social media expert be discussed at the Committee level. Mayor Low opined that social media is the way that most people obtain information in this day and age. Alderman Curry informed Council that he and Director of Economic Development Martin attended the appeals meeting concerning the Flanders Road Development, which was held on November 15, 2016. Alderman Curry reported that not until he was at the hearing did he discover that he would not be provided with an opportunity to speak regarding the impact of the development on surrounding municipalities. Additionally, on that date he discovered the Motion to approve the multi -family zoning had passed by a vote of 21-1. ADJOURNMENT Motion by Curry, second by Santi, to adjourn the meeting at 7:55pm. Voting Aye: Santi, Glab, Schaefer, Curry, Peterson, Condon. Voting Nay: None. Absent: Wimmer. Motion carried. The meeting was adjourned at 7:55 pm. r� ayor City Clerk