City Council Minutes 2006 04-25-06 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. APRIL 25.2006.
Mayor Prochaska called the meeting to order at 7:45 P.M and led the Council in the Pledge of
Allegiance.
ROLL CALL
Clerk Milschewski called the roll.
Ward I James Present
Leslie Present (left meeting between 8:00 & 8:05; 9:30 & 9:35)
Ward II Burd Present (left meeting between 8:00 and 8:05)
Wolfer Present (left meeting between 9:30 and 9:35)
Ward III Bock Present (left meeting between 9:30 and 9:35)
Mu Present
Ward IV Besco Present
Spears Present
Also present: City Clerk Milschewski, City Treasurer Powell (until 8:55), Interim City
Administrator Crois, City Attorney Wyeth, Police Chief Martin, Director of Public Works Dhuse,
Director of Park & Recreation Mogel, Community Relation Manger Spies and Assistant City
Administrator Olson.
QUORUM
A quorum was established.
INTRODUCTION OF GUESTS
Mayor Prochaska asked the staff and guests to introduce themselves. He welcomed the guests
and asked them to enter their names on the attendance sheet provided.
AMENDMENTS TO THE AGENDA
Mayor Prochaska asked that the vote on the ordinance approving the 2006 -2007 Fiscal Budget be
moved from under the Mayor's Report to under Additional Business.
COMMITTEE MEETING DATES
Public Works Committee 7:00 P.M., Monday, May 1, 2006
City of Yorkville Conference Room
800 Game Farm Road
Economic Development Committee 7:00 P.M., Thursday, April 27, 2006
City of Yorkville Conference Room
800 Game Farm Road
Administration Committee 7:00 P.M., Thursday, May 4, 2006
City of Yorkville Conference Room
800 Game Farm Road
Public Safety Committee 7:00 P.M., Thursday, May 11, 2006
City of Yorkville Conference Room
800 Game Farm Road
Ad Hoc Technology Committee 6:30 P.M., Tuesday, May 9, 2006
City of Yorkville Conference Room
800 Game Farm Road
C' PRESENTATIONS
None.
PUBLIC HEARIN
None.
CITIZEN COMMENTS
None.
The Minutes of the Regular Meeting of the Citv Council — Anril 25.2006 — nafe 2
CONSENT AGENDA
1. Raintree Village Unit 1— Earthwork Bond Reduction #2 - authorize reduction in an
amount not to exceed $184,51613 (PW 2006 -57)
2. Raintree Village Unit 1 — Sitework Bond Reduction #2 - authorize reduction in an
amount not to exceed $206,141.26 (PW 2006 -58)
3. Raintree Village Unit 2 — Bond Reduction #1 - authorize reduction in an amount not to
exceed $2,571,787.42 (PW 2006 -59)
4. Raintree Village Unit 3 — Bond Reduction #I - authorize reduction in an amount not to
exceed $1,546,304.39 (PW 2006 -60)
5. Raintree Village Unit 4 — Letter of Credit Reduction #1 - authorize reduction in an
amount not to exceed $374,881.88 (PW 2006 -61)
6. Raintree Village Unit 5 — Earthwork Letter of Credit Reduction #2 - authorize reduction
in an amount not to exceed $70,213.41 (PW 2006 -62)
7. Raintree Village Unit 5 — Sitework Letter of Credit Reduction #I - authorize reduction in
an amount not to exceed $1,581,230.73 (PW 2006 -63)
8. Raintree Village Route 126 Temporary Entrance — Bond Reduction #1 - authorize
reduction in an amount not to exceed $4,551.48 (PW 2006 -64)
9. Fox Hill Unit 6 (Lots 3 & 4) — Plat of Easement - authorize the Mayor and City Clerk to
execute (PW 2006 -65)
10. Yorkville Business Center (Lot 18) - Plat of Easement - authorize the Mayor and City
Clerk to execute (PW 2006 -66)
11. Gruber - Kostal Dental Building - Plat of Easement - authorize the Mayor and City Clerk
to execute (PW 2006 -67)
12, Kennedy Road PRV Station - Plat of Easement - authorize the Mayor and City Clerk to
execute (PW 2006 -68)
13. Raymond Storm Sewer Outfall - Plat of Easement - authorize the Mayor and City Clerk
to execute (PW 2006 -69)
14. DeuchIer Engineering Agreement for FPA Expansion — Hattner Property - authorize the
Mayor and City Clerk to execute, subject to receipt of depositsfrom property owner (PW
2006 -69)
15. Resolution 2006 -30 - 2006 Crack Filling Project — MFT Appropriation Resolution -
authorize City Clerk to execute (PW 2006 -72)
16. Resolution 2006 -31— FY 06/07 General Maintenance MFT Resolution - authorize City
Clerk to execute (PW 2006 -75)
17. Fox Hill SSA Maintenance Bid Results — approve bid from English & Sons for TY 06107
(PW 2006 -77)
18. Ordinance 2006 -32 — Amending Ordinance 2003 -79 and Repealing Ordinance 2005 -40
Establishing Municipal Water Connection Fees - authorize the Mayor and City Clerk to
execute (PW 2006 -18)
19. Engineering Enterprises Inc. (EEI) Agreement for Engineering Services for South
Waterworks System Improvements - authorize the Mayor and City Clerk to execute
subject to developer funding (PW 2006 -74)
20. Fox Hill Subdivision — First Amendment to Recapture Agreement - authorize the Mayor
and City Clerk to execute (PW 2006 -56)
21. Proposal for Alarm Installation and Monitoring — award to Wire Wizard of Illinois, Inc.
and authorize the Mayor and City Clerk to execute (PW 2006 -76)
22. Plats of Dedication — Kennedy and Mill Roads - authorize the Mayor, City Clerk and City
Engineer to execute (PW 2006 -78)
23. Saravanos Development — Supplemental Letter of Credit Amount - authorize reduction in
an amount not to exceed $490,864.75 (PW 2006 -79)
24. Plotter Purchase for Engineering Department — authorize in an amount not to exceed
$19,349. 00 from CDWG, Inc (CC 2006 -02)
25. Monthly Treasurer's Report for February 2006 (ADM 2006 -26)
Mayor Prochaska entertained a motion to approve the Consent Agenda as presented. So moved
by Alderman Besco; seconded by Alderman Wolfer.
Motion approved by a roll call vote. Ayes -8 Nays -0
Wolfer -aye, James -aye, Munns -aye, Burd -aye,
Spears -aye, Bock -aye, Besco -aye, Leslie -aye
PLANNING COMMISSION /ZONING BOARD OF APPEAL
Mayor Prochaska reported that the Zoning Board of Appeals dealt with the sign issue on Routes
126 and 47. The petitioner was requested three signs however the ZBA recommended two signs.
The Minutes of the Regular Meeting of the Citv Council — Auri125, 2006 — page 3
MINUTES FOR APPROVAL
Alderman Leslie noted a correction needed on page 6; the salary for the Aldermen, City Clerk
and City Treasurer should be corrected to $3600.00 per year.
Alderman Burd stated that she disagreed with what the minute taker noted she said on page 8;
first paragraph. She asked that the minutes be changed to state "She felt the person should report
to the City Council." She also noted a change to paragraph three of the same page "....she was
disappointed that some Council members who did not want information felt no one should get the
information. "
A motion was made by Alderman James to approve the minutes of the Committee of the Whole
meeting of March 21, 2006 as corrected; seconded by Alderman Bock.
Motion approved by a viva voce vote.
BILLS FOR APPROVAL
A motion was made by Alderman James to approve the paying of the bills listed on the Detailed
Board Report dated April 13, 2006 totaling the following amounts: checks in the amount of
$1,568,330.20 (vendors); $167,747.41 (payroll period ending 4/l/06); for a total of
$1,736,077.61; seconded by Alderman Wolfer.
Alderman Spears stated that she requested that the City Attorney verify if Special Service Area
(SSA) funds could be used for the mowing bid advertising for Fox I-01. Attorney Wyeth stated
that he checked into the matter and the SSA funds cannot be used for this because the advertising
is not part of the actual maintenance of the Fox Hill open spaces. She also asked that the line
item on page 23 for Kathleen Field Orr ($2,465.00) indicate that the charge was for TIF related
expenses. Mayor Prochaska asked that Clerk Milschewski note this on the bill list that is kept
with the minutes.
Motion approved by a roll call vote. Ayes -8 Nays-0
James -aye, Munns -aye, Burd -aye, Spears -aye,
Bock -aye, Besco -aye, Leslie -aye, Wolfer -aye
REPORTS
MAYOR'S REPORT
Swearing -in Officer Jacob Bledsoe
Mayor Prochaska, Chief Martin and Police Commissioner Bob Johnson swore in Jacob H.
Bledsoe as a United City of Yorkville police officer. Jose Garcia, a former teacher of Officer
Bledsoe, addressed the City Council and explained that in thirty -four years of teaching,
approximately 100 kids per year, Officer Bledsoe was an exceptional student he will never forget.
He told the City Council that Yorkville was getting a good police officer for its force.
Resolution 2006 -32 Endorsing Implementation of the Kendall County
Open Space and Natural Areas Plan
Mayor Prochaska entertained a motion to approve a resolution endorsing the implementation of
the Kendall County Open Space and Natural Areas Plan, as presented. So moved by Alderman
James; seconded by Alderman Spears.
Motion approved by a roll call vote. Ayes -6 Nays -0 Absent -2
Munns -aye, Besco -aye, Leslie - absent, Wolfer -aye,
James -aye, Bock -aye, Burd - absent, Spears -aye
Board Appointments
Mayor Prochaska gave the City Council an update of the board appointments needed for the
_J upcoming year. He listed openings on the Human Resource Commission, Fagade Committee,
Park Board, Plan Commission and the Fire & Police Commission. He noted the individuals who
have asked to be reappointed to their perspective boards along with the positions open on others.
He stated that he would be presenting the appointments at the next City Council meeting and he
would like the City Council to vote on them collectively
CITY COUNCIL REPORT
No report.
ATTORNEY'S REPORT
No report.
The Minutes of the Regular Meeting of the Citv Council — Auril 25, 2006 — uage 4
CITY CLERK'S REPORT.
No report.
CITY TREASURER'S REPORT,
No report.
CITY ADMINISTATOR'S REPORT,
No report.
FINANCE DIRECTOR'S REPORT,
No report.
DIRECTOR OF PUBLIC WORKS REPORT,
No report.
CHIEF OF POLICE REPORT
No report.
DIRECTOR OF PARKS & RECREATION REPORT.
Director Mogle reported that the summer brochure is completed and resident should be seeing it
in their mailboxes within the next week.
Alderman Burd added that the United Way gave the Park & Recreation Department a $10,000.00
grant and she complimented Director Mogle for his efforts.
i
COMMUNITY DEVELOPMENT DIRECTOR REPORT,
No report.
COMMUNITY & LIAISON REPORT,
No report.
COMMITTEE REPORTS
PUBLIC WORKS COMMITTEE REPORT,
No report.
ECONOMIC DEVELOPMENT COMMITTEE REPORT,
Ordinance 2006 -33 Preliminary PUD Plan - Westbury South Village
(PC 2006 -08)
A motion was made by Alderman Munns to approve an Ordinance approving the Preliminary
Planned Unit Development Plan for the South Village at Westbury, as presented, subject to final
legal and staff review; seconded by Alderman Burd.
Alderman Besco thanked the management of Westbury for working with the adjacent landowners
regarding a berm and fencing. Attorney Dan Kramer noted that the Park Board is still working on
the positioning of the fence; on city property versus the owner's property.
Alderman Spears asked if this development would have an SSA. Attorney Wyeth stated that the
prior Annexation Agreement provides for an SSA however the amendment does not.
,Mofion approved by a roll call vote. Ayes -6 Nays-0 Present -2
Leslie -aye, Wolfer - present, James -aye, Munns -aye,
Burd -aye, Spears present, Bock -aye, Besco -aye
Ordinance 2006 -34 Amending PUD Amendment - Westbury East Village
(PC 2006 -09)
A motion was made by Alderman Munns to approve an Ordinance amending the Planned Unit
Development Agreement for the East Village at Westbury, as presented, subject to final legal and
staff review; seconded by Alderman Burd.
Attorney Dan Kramer noted that this was the former Undesser Farm and that the development
will have 78 less units of residential and more commercial. He also noted that it received a
favorable vote from the Plan Commission.
Mayor Prochaska noted that the original Annexation Agreement provides for an SSA.
The Minutes of the Regular Meeting of the Citv Council — Anri125. 2006 — Dagg 5
Alderman Spears stated that while it is an excellent development, she felt that the City should
back off on developments until infrastructure is in place. Mayor Prochaska noted that this
developer helped finance the sewer interceptor and water to the north side of the City. He also
noted that they are talking with the City regarding the Route 47 widening.
Motion approved by a roll call vote. Ayes -7 Nays -0 Present -1
Wolfer -aye, James -aye, Munns -aye, Surd -aye,
Spears- present, Bock -aye, Besco -aye, Leslie -aye
Ordinance 2006 -35 Authorizing the Execution of an Annexation Agreement
Woodstone
(PC 2006 -03)
A motion was made by Alderman Munns to approve an Ordinance authorizing the execution of
an Annexation Agreement with Frank J. Calabrese and CCTF 500, LLC for the, development
known as `Woodstone ", and authorizes the Mayor and City Clerk to execute all documents upon
final legal and staff review, seconded by Alderman Burd.
Alderman Burd asked if this development had an SSA and Mayor Prochaska stated it did not; this
was an office/commercial development.
Motion approved by a roll call vote. Ayes -8 Nays-0
James -aye, Munns -aye, Burd -aye, Spears -aye,
Bock -aye, Besco -aye, Leslie -aye, Wolfer -aye
Ordinance 2006 -36 Annexing - Woodstone
A motion was made by Alderman Munns to approve an Ordinance annexing territory known as
"Woodstone" in furtherance of an Annexation Agreement with Frank J. Calabrese and CCTF
500, LLC and authorizes the Mayor and City Clerk to execute all documents upon final legal and
staff review, seconded by Alderman Besco.
Mayor Prochaska noted that a majority vote was needed to annex the property.
Motion approved by a roll call vote. Ayes -8 Nays -0
Munns -aye, Burd -aye, Spears -aye, Bock -aye,
Besco -aye, Leslie -aye, Wolfer -aye, James -aye
Ordinance 2006 -37 Rezoning - Woodstone
A motion was made by Alderman Munns to approve an Ordinance rezoning certain property
known as `Woodstone" in furtherance of an Annexation Agreement with Frank J. Calabrese and
CCTF 500, LLC and authorizes the Mayor and City Clerk to execute all documents upon final
legal and staff review; seconded by Alderman Besco.
Motion approved by a roll call vote. Ayes -8 Nays -0
Burd -aye, Spears -aye, Bock -aye, Besco -aye,
Leslie -aye, Wolfer -aye, James -aye, Munns -aye
PUBLIC SAFETY COMMITTEE REPORT
No report.
ADMINISTRATION COMMITTEE REPORT
No report; items were removed from the agenda prior to the meeting.
ADDITIONAL BUSINESS
Ordinance 2006- 38 Approving the 2006 -2007 Budget
A motion was made by Alderman Wolfer approving the United City of Yorkville Fiscal Year
2006 -2007 Budget, as corrected by Assistant City Administrator Olson, and directs the City Clerk
to file a certified copy of the Ordinance with the Kendall County Clerk; seconded by Alderman
James.
Alderman Munns clarified that a simple majority was needed to pass the budget.
Mayor Prochaska clarified that the budget needed to be approved before the end of the fiscal year
on April 30, 2006.
There was some discussion regarding the presentation of the budget information to the City
Council with enough time for them to review it. Alderman Wolfer felt the Council had sufficient
The Minutes of the Regular Meeting of the Citv Council — April 25, 2006 — Dage 6
time to review and address questions whereas Aldermen Spears and Burd did not. Alderman
Spears cited the reason for the Council receiving the April 17, 2006 memo which addressed her
budget concerns (see attached) just prior to tonight's meeting was that while she submitted her
concerns to the staff, she did not distribute them to the City Council. She felt that further review
of the budget was necessary.
The City Council continued their earlier discussion (at the Special Committee of the Whole
meeting held just prior to the City Council meeting) on the 2006 -2007 Fiscal Budget. Items
discussed were:
• Hand Tools — page 19 - $2,000.00 — The inventorying of tools was discussed and
Interim City Administrator Crois clarified that the inventory process has not been
implemented because how it should be done was still under discussion.
• Park & Recreation Cell Phones — page 26 — line item increased 45% - some Council
members felt the amount spent for the telephones was too high. Director of Park &
Recreation Mogle indicated that twelve to fourteen employees have cell phones.
Director Mogle and A dministra tor Crois stated they would investigate the cell phone
plan further to see if better rates are available.
• Park & Recreation Budget — page 27 — overall budget up 25% - Administrator Crois
clarified that the Park & Recreation Budget decreased last fiscal year when the budget
was revised mid -year. The amount in this year's budget is comparable to last year's
original budget amount.
• Insurance Pr emiums - $800,000.00 — Alderman Munns stated that he felt that insurance
premiums should be addressed as they increase every year. He felt that staff should
contribute to this. Administrator Crois indicated that this topic will be addressed in the
near future.
Alderman Bock noted that Alderman Spears was not present at a previous Special Budget
meeting and he asked which items addressed in the April 17, 2006 memo she would specifically
like addressed. The following items from that memo were discussed:
o Sponsorships - page 2 - $1,500.00 - Alderman Spears felt that this amount should be
increased because the Human Resource Commission ran out of funds. She asked the
City Council to approve an increase. There was some discussion regarding this. Mayor
Prochaska suggested that the current amount remain until the budget is revised. He
stated that by that time, the actual amount needed could be determined.
o Transfer to Parks and Recreation - page 3 - $1,025,329.00 - Alderman Spears stated
that she would like to take the $17,000.00 for the purchase of a new van out of the
budget because there is no documentation indicating the need for the vehicle. She
suggested that it be readdressed at mid -year. After a lengthy discussion regarding the
need and use for the van, this item was left in the budget.
o Salaries — Employees — page 4 - $45,000.00 for Project Manager - Alderman Spears
expressed her opinion that she felt that this position was unwarranted. She felt that
despite the documentation from the department head, she felt that employees in this
department are being promoted without the qualifications or education required for the
positions. She asked that this be removed from the budget and readdressed mid -year.
There was a lengthy discussion regarding the need for the position, the job description,
education needed, other new hires needed in various departments, better planning for
future new hires, etc. After a lengthy discussion, this item was left unchanged.
• Community Relations — page 5 - $6,000.00 - Alderman Spears requested that this line
item be increased $1,000.00 for the Police Department so that they can use the funds to
be more interactive with the community. Chief Martin suggested that this line item
remain the same and be addressed at mid -year. Alderman Burd suggested moving
$1,800.00 from the Park & Recreation Budget to this line item. She noted that since a
$10,000.00 grant from the Untied Way is in place they will not be using these funds for
scholarship programs. It was the consensus of the City Council to move the funds.
o Computer Workstations — page 14 - $1,500.00 - Alderman Spears questioned the need
for a laptop to be used by the Parks & Recreation Department to track playground
inspections and give power point presentations at meetings. She questioned at which
meetings presentations were given. Director Mogle explained that the laptop was
primarily needed for the playground inspection but he felt it would also be useful at a
variety of meetings. After some discussion, this item was left unchanged.
• Contingency — page 15 - $796,759.00 — Alderman Spears asked if this line item changed
before the meeting. Assistant City Administrator Olson noted that the determination of
this figure was based on the revised budget and he did not have these figures yet.
The Minutes of the Regular Meeting of the Citv Council — April 25. 2006 — Da g 77
o Salaries - Employees — page 25 - $383,107.00 - Alderman Spears questioned if the
Special Program Coordinator's position was warranted. There was discussion regarding
the position's duties, the direction of the Community Relations Department, why the
position reports to Parks & Recreation Department, etc. After some discussion, this
item was left unchanged.
o Beecher Deposit Refund — page 26 - $1,500.00 - Alderman Spears noted that funds were
reduced because City staffwill not be monitoring the Beecher Center rentals. She
questioned if Senior Services Associates were paying for this service now and if so
where were they getting the funds. She asked if the Special Program Coordinator could
handle the rental duties. Director Mogle and Administrator Crois clarified that Senior
Services Associates only schedules the use of the building and that the City collects
deposits and rents for the building. After some discussion, this item was left unchanged.
o Program Expenses — page 26 - $50,400.00 - Alderman Spears questioned the increase
from last year. Alderman Spears asked for the chart that was to have been attached to
the April 17` memo. Assistant City Administrator Olson did not have the chart
available and noted that it indicated that there was a deficit last year thus this years
increase.
Aldermen Wolfer, Bock and Leslie left the meeting at approximately 9:30. While they were out
of the chamber, Alderman Spears noted that she was finished discussing her concerns and called
the question. Alderman James asked the absent aldermen to return to the meeting.
Mayor Prochaska stated that the motion on the floor was to approve the 2006/2007 Budget, as
corrected by Assistant City Administrator Olson. He noted that City Council asked that funds
from Parks & Recreation Department Scholarship Program line item ($1,800.00) be moved to the
Police Department' Public Relations line item. He entertained a motion to allow the additional
change to the budget. So moved by Alderman James; seconded by Alderman Bock.
Motion to amend the 2006/2007 Budget approved by a roll call vote. Ayes -8 Nays -0
Besco -aye, Leslie -aye, Wolfer -aye, James -aye,
Munns -aye, Burd -aye, Spears -aye, Bock -aye
Alderman Leslie asked what happened if the budget did not pass. Mayor Prochaska explained
that a new budget was needed by the beginning of the fiscal year on May 1, 2006 and the Council
would have to meet again until it was approved.
Motion to approve the 2006/2007 Budget defeated by a roll call vote. Ayes -3 Nays -5
Besco -nay, Leslie -nay, Wolfer -aye, James -aye,
Munns -nay, Burd -nay, Spears -nay, Bock -aye
There was discussion as to when to convene the next meeting. Mayor Prochaska noted that the
soonest the next meeting could be held would be Friday, April 28, 2006. Attorney Wyeth stated
that the meeting could also be adjourned to a date, place and time certain.
Alderman Wolfer asked Alderman Leslie what his reservations were to approving the budget.
Alderman Leslie explained that his concern was with the thirty-two points that Alderman Spears
raised. He expressed his concern that even after several more hours of discussion, nothing would
be resolved.
A motion was made by Alderman Leslie to reconsider, seconded by Alderman Wolfer.
Motion approved by a roll call vote. Ayes -5 Nays -4
Leslie -aye, Wolfer -aye, James -aye, Munns -nay,
Burd -nay, Spears -nay, Bock -aye, Besco -nay, Prochaska -aye
Mayor Prochaska restated the motion; to approve the 2006/2007 Budget, as corrected by
Assistant City Administrator Olson and including the moving of a line item from the Parks &
Recreation Department to the Police Department.
Alderman Burd expressed her concern that aldermen would allow time consideration to interfere
with the discussion of the budget.
Alderman Mums expressed his concern that City plans to hire too many people this year. He felt
that the budget is too big and that some things should be taken out of it. Mayor Prochaska
explained the amount of the budget cannot be reduced because it is based on revenues and
expenditures. Alderman Munns stated that funds should be spent on "needs" such as
infrastructure projects versus `wants" such as recreation programs. Mayor Prochaska asked why
Alderman Mums did not express his concerns at previous meetings. Alderman Munns stated that
I
The Minutes of the Regular Meeting of the Citv Council — Anril 25.2006 — page 8
he did express his concerns about insurance co -pays at earlier meetings. He noted that the police
officers have a copay of $45.00 /employee. Mayor Prochaska and Chief Martin clarified that the
police officers do not have a copay; a $45.00 /employee copay is allowed by the police contract
but is not charged.
There was further discussion regarding revenues and expenditures, the economy, timeliness of
receiving budget information, the number of budget meetings before tonight, the City Council not
working together, etc.
Motion approved by a roll call vote. Ayes -5 Nays -4
Wolfer -aye, James -aye, Munns -nay, Burd -nay,
Spears -nay, Bock -aye, Besco -nay, Leslie -aye, Prochaska -aye
There was no other additional business to come before the City Council.
ADJOURNMENT
Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Wolfer; seconded by
Alderman James.
I '
Motion approved by a viva voce vote.
Meeting adjourned at 9:53 P.M.
Minutes submitted by:
Jacquelyn Milschewski,
City Clerk City of Yorkville, Illinois
CITY COUNCIL MEETING
April 25, 2006
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800 Game Farm Road
_- Yorkville, Illinois 60560
Telephone: 630 -553 -4350
Fax: 630 -553 -7575
<CE
Date: April 17, 2006
1 To: City Council
From: Department Heads,
Coordinated by Bart Olson, Assistant City Administrator
CC: John Crois, City Administrator
Subject: Alderwoman Spears' budget comments
Page 1
01-000-45-00-4525/Grants/$30,000
a) Comments - Would suggest to ask staff to allocate additional time researching grants !
b) Staff Comments — Pending direction from Council, this request can be accommodated.
Most grant research is currently done by our Grant Writer.
Page 2 I
01- 110 -50 -00 -5106/ Salaries — City Attorney /$13,500
a) Comments - Increase of $1,198 — did we not execute a contract establishing salary?
b) Staff Comments — Scrivener's error, the line item should be consistent with FY 05/06
($11,502)
01- 110 -50 -00 -5137, 01- 100 -50 -00 -5202 /5203 /5204 /5205/Benefits /Varied
a) Comments - Due to 15 new positions. Too many new hires for year.
b) Staff Comments - Positions were justified during budget discussions both on a staff level
and on committee level. Further discussion on staffing requests should be done at the
Council level.
01- 110 -61 -00 -5305 /Accounting Assistance /$5,000
a) Comments - Who is providing the assistance? What does this include?
b) Staff Comments — This line item is for seasonal help with processing bank records
(usually after the holiday), and it also includes pre -audit preparation.
01- 110 -62 -00 -5401 /Contractual Services /$40,000
a) Comments - Is the Court Reporter for public hearing included? If not, would it be less
expensive to hire part-time or full time meeting note taker?
b) Staff Comments — This line items consists of Court Reporter fees, website services,
Metro COG dues, etc. Court Reporter services should continue to be outsourced due to
inconsistent and minimal hours.
I
i
01- 110- 62- 005421/Wearing Apparel/$1,800 j
a) Comments - Was this removed per budget meeting?
i
I
b) Staff Comments - Yes, it should be reflected in the copy that was provided in everyone's
COW packets.
01- 110 -04 -00 -5608 /Sponsorships /$1, 500
a) Comments - Request to increase to $2,500 in order to cover cost of printing the Historical
Street brochure and additional funds to support Sponsorship requests. Funds were almost
depleted this budget.
b) Staff Comments — Funds can be increased pending council direction (other services
and /or line items would need to be cut).
Paae 3
01- 100- 99 -00- 9940 /Transfer to Parks and Rec/$1,025,329
a) Comments - $269,421 increase from last budget — transfer approx. $70,000 to $85,000 to
cover Community Development Department Salaries related to development. Remove
funds allocated for requested preschool van. Place funds in special needs and Senior
Citizen programs.
b) Staff Comments — This line item was decreased from $928,567 to $755,908 in Feb. 2006
as part of the revised budget approval for FY 05/06 and was due to a larger- than - expected
carry-over within Parks and Recreation as a result of a number of things including vacant
positions (Director of Parks and Recreation). The "normal" transfer to Parks and Rec
should have been slightly above the 10% mark, rather than the current 30 %+ increase.
The pre - school van has been removed from the budget and is being replaced with a
passenger van that will be used for a variety of recreation functions (as was discussed at
COW and City Council). Removing funds from the van purchase and placing them into
special needs and senior citizen programs should be discussed at the Council level.
Page 4
00- 150 -50 -00 -5107/ Salaries — Employees /$313,306
a) Comments - Remove $45,000 for unwarranted Project Manager position.
b) Staff comments - Justification for an engineering position with the current essential job
functions of the draft "Project Manager" job description is being brought back to May
Admin Committee — staff is requesting a new position (unnamed, much like the two
planning positions in last years budget) be left in the budget, contingent upon passage of
a job description (which is standard practice).
00- 150 - 562- 00- 542/Wearing Apparel /$1,400
a) Comments - Increase $300 for one additional employee. Is this average cost expended
for departmental clothing?
b) Staff comments — Yes, $300 is the average cost expended per year per employee.
01- 150- 75 -00- 7002 /Computer Equip - Software /$7,900
a) Comments - Remove $'s for additional employee unapproved Project Manager position.
b) Staff comments — Requested to be left in as part of the engineering position discussion
above (00- 150- 50 -00- 5107). Some of the dollars in this line item are unrelated to the
Project Manager discussion, therefore, if the related discussion warrants removal of the
position from the budget, this line item will not decrease in totality.
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Page 5 I
01- 210 -64 -00 -5606 /Community Relations /$6,000
a) Comments - Increase funds to $7,000. Council indicated more interacting with residents
(tour of police department, block parties, etc.). Also create new community networking
programs.
b) Staff comments — Funds can be increased pending council direction (other services and /or
line items would need to be cut).
Page 7
01- 220- 50- 00- 5107/Employee Salaries /$218,000
a) Comments - Parks Designer ($45,000 ? ?), Senior Planner ($60,000 ? ?) During the March
29, 2005 Special Budget Meeting, the Mayor stated land cash dollars can be used for the
salaries if the project is specified. Also, deposits by developers are required for planning
& engineering services provided by the City. Again, suggest using land cash $'s for
Community Develop. Director, Parks Designer, Urban Designer, Senior positions, when
development related.
b) Staff comments — The Parks Designer and Senior Planner budgeted salaries are
preliminary estimates based on surveys of similar positions in other municipalities. In the
current draft of the proposed budget, $16,000 of the Parks Designer salary is funded by
land -cash — this number could be adjusted at a later date depending on the actual work -
hours performed during the employee's first year. Tying land -cash dollars to other
employees' salaries is a bit of a slippery slope, and is an administrative challenge because
the type and amount of work being done on park projects by other employees is different
than the work being done by the Parks Designer — but pending council discussion, it
could be explored.
Pace 10
15- 000- 40 -00- 3999 /Carry Over Balance /$300,000
15- 000- 75 -00- 7113 /Countryside Parkway
a) Comments - Are these Construction funds allocated to repave (west of Rt. 47)
Countryside Parkway?
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b) Staff comments — Yes, the funds are allocated to repave Countryside Parkway from East
Kendall through Center Parkway.
Page 12
20- 000- 78- 00- 9009/Reserve /$1,141
a) Comments -Should this be increased? Reserve for Public Works is $52,500.
b) Staff comments — This line item is for the left -over amount to be transferred into the
police capital reserve account; the transfer amount is contingent upon a number of other
purchases and items. Staff is recommending that $50,000 of the current fiscal year's
(05/06) reserve be used to purchase the New World software. In reviewing latest revenue
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and expense report, the reserve expense line item amount could be increased to $25,000
(due to increased building permits, miscellaneous income, etc.)
Pace 14
22- 610- 75 -00- 7009 /Computer Workstations /$1,500
a) Comments - Laptop computer for maintenance worker. Explain the need for the laptop.
b) Staff comments — The laptop will be used by the entire Parks Department as a mobile j
way to track playground inspections. In addition, the laptop will be used to create
Powerpoint presentations for various meetings, and Parks does not currently have a
laptop.
Pate 15
37-000-65-00-5800/Contingency/$796,759
a) Comments - Is this 3% of the day -to -day operating expense?
b) Staff comments — This contingency level was set during the revised budget to reflect
payments to upcoming (and already approved) projects; examples include the SSES
project. Additionally, this line item and the line item noting transfers to debt service are
likely to change before next week's meeting to reflect Rob Roy Interceptor debt service
payments.
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Page 19
51- 000- 65- 00- 5809/Printing & Copying/$6,500
a) Comments - Comments indicate 10% increase. Last budget $8,250 would indicate
decrease not increase. Verify figures. Should this be revised?
b) Staff comments — Scrivener's error — proposed budget amount has been increased to
$9,075 (indicating the 10% increase).
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51- 000- 65- 00- 5815/Hand Tools /$2,000
a) Comments - Are these tools for a new vehicle? Has the requested (Alderman Munns)
tool inventory been prepared?
b) Staff comments — Yes, the tools are for a new vehicle and include water keys, hydrant
wrenches, etc. The inventory process has not been implemented at this time — staff is
reviewing and discussing the pros and cons of this issue and a report is forthcoming.
Pace 25
79- 610 -50 -00 -5107 /Salaries — Employees /$383,107
a) Comments - Questioning Special Program Coordinator's promotion (full- time). Add
salaries from land cash for Community Develop Department Employees.
b) Staff comments — The Special Program Coordinator's promotion is due in large part to
the Hometown Days festival being coordinated by the City. 'This is not where the land -
cash salaries (pending discussion) would be noted, and no Parks employee's salary would
be subsidized by land -cash.
Pace 26
79- 650- 62- 00- 5606Beecher Deposit Refund /$1,500
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a) Comments - Comments indicate: Change to Park Deposit Refund. Note: This is not
listed on "Park Deposit" Expense as indicated in budget comments.
b) Staff comments — This line item will change over to "Park Deposit Refund" at the end of
the current fiscal year, and may even be eliminated entirely depending on how the City
wants the scheduling of the rentable facilities to be administered.
79- 650- 65- 00- 5803/Program Expenses /$50,400
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a) Comments - Increase from last year of $11,215. Comments indicate daily supplies for
pre- school. What is the profit for this entire pre - school program?
_ b) Staff comments — See attached chart on pre - school program.
79- 650- 65- 00- 5805/Recreational Equipment /$8,000
a) Comments - Comments indicate: Includes start-up costs ($4,000) for proposed pre-
school. Again, what is the profit for the entire program after all expenses are deducted?
b) Staff comments — See attached chart on pre- school program.
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Paee 27
79-650-65-00-5840/Scholarships/$3,600
a) Comments - Remove $1,800 for special needs recreational programs. Place in separate
line item in Administration.
b) Staff comments — Because it is being ran out of the Parks and Recreation Department
budget, and is subsidized by program fees, it is being recommended to stay within the
Parks and Recreation Department budget. A special recreation program line item can be
separated out below the scholarships line -item if desired.
General Comments
No Account Number listed /$15,000
a) Comments - New account allowing for purchase of Pre - school van from special event
profit (i.e. golf outing profits $17,000 to $18,000) per year. I recommend we do not
approve the van purchase for the pre- school program. I would further recommend the
funds be placed in a "Special Needs" as well as Senior programs to include all residents
i 1 typically overlooked by our programs.
b) Staff Comments — Pre - school van issue has been previously addressed, and both the van
and the funds for new special needs programs will depend on council deliberation.
No account number listed/No funds specified
a) Comments — Request to add new, separate revenue line item for funds received from the
Senior's Polka Party (remove the funds placed in the Recreation budget last year)
b) Staff comments — Need more information.
New Hires Comments
Finance — PT Accounting Clerk, $15,000 est. annual salary, August hire
a) Comments - Suggest we wait until new Finance Director is hired. If the dept. is managed
and /or supervised properly, this position may not be required.
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b) Staff comments — We expect to hire a Finance Director by the beginning of June,
meaning the director would be on hand two months before hiring this part-time position.
In the original draft of the budget submitted by Department Heads, the previous Finance
Director requested an Assistant Finance Director, and she indicated that she could justify
the need for both PT Accounting Clerk and the Assistant Finance Director. Through
budget discussions after the Finance Director left, the Assistant Finance Director position
was removed due to budget constraints as well as a general opinion that an incoming
Finance Director may want to structure the hierarchy of the organization differently (as it
stood, the Asst. Finance Director was proposed to be a supervisor of all other department
personnel). Given the claims that two positions could have been justified, one position
(part -time) is warranted and should be left in the budget.
Engineering — Project Manager, $45,000 est. annual salary, November hire
a) Comments - This position request should be removed entirely and not considered by
the City Council. It has been tabled by the Adm. Committee twice. The submitted job
description was not the same job description discussed with the Interim City Adm. The
recently approved Adm. Eng. Assistant job functions are almost identical to the job
description submitted for the Project Manager position. If this Project Manager position
would be considered, a degree in Engineering would be required. This was verified with
EEI and Smith Engineering. It appears that, once again, the Dept. Head is creating a job
description with a considerable increase in salary for a current employee. I would also
like to request that this department head be required to bring any new position requests to
the Administration Committee as well as the Public Works Committee after initial review
with the City Admin. History with this department head proves he is unable to make cost
justified staffing recommendations. He has proved to be extremely lenient regarding
qualifications and educational requirements established by other municipalities and the
corporate work force regarding his recommended staffing. Promoting from within is
always encouraged; however, the proper educational and experience requirements are
also required. This is a tremendous expense to the taxpayers and a great burden on the
City's budget.
b) Staff comments — Position pending council discussion on the previously mentioned items.
The essential job functions of the "Project Manager" and the Engineering Administrative
Assistant are different and warrant a new job description. The "Knowledge, Skills, and
Abilities" section and the "experience and education requirements" section need to be
refined to correspond to the essential job functions and to further differentiate from the
Engineering Administrative Assistant requirements. Staff agrees that the requested new
position's job title needs to be reviewed based on confusion with the job title in its
current context to traditional private sector "project managers ", but feels that the
contingency of an approved job description before hiring will define the need for this
additional position. In addition, because this is a non - exempt position traditional posting
procedures must be followed, and because it is not an appointed position, it is the
department head's choice for filling the position. Current procedural requirements for
job descriptions require new job descriptions to be approved by the City Council, routing
them to Public Works Committee and Administration Committee would be superfluous
(and possibly inapplicable, given the possible passage of the Governing Ordinance).
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Community Development — Senior Planner, $60,000 est. annual salary, January hire
a) Comments - During a March 31, 2003 Council meeting, it was noted that the salary for
this position would be approx. $45,000. Also, a portion of this salary should come out of
land cash funds with proper man -hour records.
b) Staff comments — Possible typo on the year of the meeting — regardless, the position was
originally discussed as having a $45,000 est. salary, but surveys of similar positions
suggest the salary to be in the $60,000 range. Since the range has not been established, a
formal salary survey will be completed before the position is hired.
Public Works, Streets — Mechanic, $45,000 est. annual salary, October hire
a) Comments - Has a mechanic job description been prepared and approved. Is there a
current employee that will be promoted and fill this position?
b) Staff comments — The job description has not been prepared yet. It will be drafted at a
later date. There is not a current employee that will meet the expected qualifications
and /or requirements for the position, therefore a promotion is not expected. Staff is
requesting that this position be left in the budget contingent upon the creation of a new
job description.
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Parks and Recreation, Recreation — Special Program Coordinator, $35,360 est. annual salary
a) Comments - Is a full -time position truly warranted? Would this individual physically
work the concession stands? What are the specific duties associated with Home Town
Days. Are these duties the duties of Glory Spies?
b) Staff comments — This position is currently part-time and is justified by the general
increase in program activities in Recreation as well as the acceptance by the City to
coordinate Hometown Days. This employee would not physically work the concession
stands, they would manage it. Examples of duties tied to Hometown Days could be as
great as managing the entire event.
Promotions
Engineering — Senior Engineering Tech., $4,334 est. annual salary increase, May promotion.
a) Comments - What is the original date of hire? What is the justification for promotion
with an increase in salary of over $4,000? Employees were already approved to receive a
COLA and possibly a merit increase. Is this individual scheduled to receive any merit
increase?
b) Staff comments - The original date of hire was May 1, 2004. The justification for
promotion is that the workload on the department requires the current employee to
perform the duties of a Senior Engineering Technician. This individual would be
scheduled to receive a merit and COLA increase the same as other employees, including
the four other promotions requested by other department heads (two police, two parks)
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UNITED M.Ty r - VORKV�LLE
G'G°,OPOSCSL aUJDGET
FBI 2006 -200'
Proposed
2005 -2006 2006 -2007
ACCOUNT NUMBER DESCRIPTION Budget Budget COMMENTS
REVENUES
04/05 Per Audit ($42,190 Weather Warning Siren) 05/06 $70k all related to Warning
20- 000 -40 -00 -3999 CARRY OVER BALANCE 69,250 119,648 Sirens FY 06/07 based on $0 spent FY 05/06
Based on approximately 800 permits, less any projected permits with pre -paid
20- 000 -42 -00 -4212 DEV FEES - POLICE 170,000 188,000 permit fees
20- 000 -44 -00 -4402 K -9 DONATIONS 1,000 1,000
20- 000 -44 -00 -4403 IN CAR VIDEO DONATIONS 2,200 2,500
20- 000 -44 -00 -4404 DONATIONS 1,500 1,000
20- 000 -44 -00 -4405 WEATHER WARNING SIREN 30,000 20,000
20- 000 -44 -00 -4431 SALE OF POLICE SQUADS 500 500
20- 000 -44 -00 -4489 RICP DISASTER PLAN GRANT 9,990 0
20- 000 -44 -00 -4490 MISC INCOME 24,600 0
20- 000 -48 -00 -4800 LOAN PROCEEDS 0 0
20- 000 -49 -00 -4901 TRANSFER FROM GENERAL FUND 0 0
TOTAL REVENUES: 309,040 332,648
EXPENSES
20- 000 -65 -00 -5811 LETHAUNON- LETHAL WEAPONS 6,825 7,000
Vetronix Crash Retrevial System $2,495 - Upgraded Server for our DVD In car
cameras $10,750 - Abacus Scales $13,339 (4 @ $3,350 each) - Extendo Bed Rack
$2,238 - Six New Portable Radios (6 @ $900 each) $5,400 -K -9 Cage and Door
20- 000 -75 -00 -7001 EQUIPMENT 20,000 36,722 Popper for Car $2,500 - New World Reporting System $125,000
20- 000 -75 -00 -7002 K -9 EQUIPMENT 1,000 1,500 K -9 Bomb Dog Comes on line
20- 000 -75 -00 -7006 CAR BUILD OUT 26,000 49,415 (2) Full Squad Build Outs (2) Squad Switch Overs (3) Administration Buildout
20- 000 -75 -00 -7008 NEW WEATHER WARNING SIRENS 60,000 37,000(2) New Sirens to be installed
20- 000 -75 -00 -7005 VEHICLES 74,0001 97,2221(3) Replacement vehicles (2) new vehicles
20- 000 -75 -00 -7009 RESERVE - WEATHER WARNING SIREN 39,648 82,648
20- 000 -78 -00 -9009 RESERVE 57,457 21,141
20- 000 -99 -00 -9965 TRANSFER TO DEBT SERV FUND 24,110 0
TOTAL EXPENSES: 309,040 332,648
TOTAL FUND REVENUES 309,040 332,648
TOTAL FUND EXPENSES �_ 309,040 33 2,648
FUND SURPLUS (DEFICIT) 0 0
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