COW Minutes 1998 04-02-98 9
CITY OF YORKVILLE
COMMITTEE OF THE WHOLE MINUTES
APRIL 2, 1998
MEMBERS PRESENT: Mayor Bob Johnson, Dan Kramer, Art Prochaska, Kathy Jones, Richard
Scheffrahn, Richard Sticka, Jeff Spang, Larry Kot, Tom Sowinski, Jim Nanninga, Tony Graff, J.T.
Johnson.
GUESTS: Dave/Beacon News and Jeff Wigton.
8. JANUARY&FEBRUARY POLICE REPORT
Put on agenda for approval next City Council Meeting.
7. EVALUATION 7 REVIEW OF DEPARTMENT HEADS
Current evaluations and reviews of Department Heads Jim Nanninga, Joe Wywrot, J.T. Johnson
and Tony Graff will be done on April 16, 1998.
9. SPECIAL EVENT ORDINANCE AMENDMENTS:
Discussion regarding Certificate of Insurance for Hometown days. Can this be combined using
$1,000,000. from Hometown Days and $1,000,000. from outside vendor to total $2,000,000.
Kramer stated yes, providing that there is a clause that the outside vendor is the provider of
primary coverage. Additionally the Hometown Days Officers are not personally liable unless due
to their personal negligence. Bring back to next C.O.W.
10. INTERGOVERNMENTAL AGREEMENT:
YORKVILLE P.D. &KC HEALTH&HUMAN SERVICES
This has been reviewed by the attorneys and is currently waiting for the States Attorney. Kramer
will review as it was originally for a 1 year period. Chief Graff got permission to extend for 6
months and will put new dates on it and copy City Council. Liability is secondary. Their
insurance is first and doesn't commit to labor negotiations as they are not being paid. Therefore
no employee/employer relationship exists.
11. HIRE PART-TIME POLICE OFFICER
Due to the resignation of Jim Jensen, Chief Graff requests and recommends a replacement by
hiring Tina Baird.
1. IEPA LOAN ORDINANCE
The City has been made aware that the state want their specific ordinance language used in
preparing our ordinance. The also will require a copy of our Budget and Financial History of 10
years on Utility tax as underlying re-payment back-up.
Also a minor change in the Budget on the Sanitary Improvement Fund. The deposit should be
$110,000. and transfer back to Sanitary Sewer Utility Fund to cover one payment. This can go to
next City Council meeting on April 9, 1998.
Committee of the Whole Meeting
April 2, 1998
Page 2
2. RECOMMEND ARCHITECT FOR MUNICIPAL BUILDING
The City advertised for interested parties and received responses. In discussion with Design
House they could not find an Architect to sign their plans and therefore Jim Childress has
declined. Brian Debolt of the High School has recommended Mark Miller. His bid shows his
cost not to exceed $42,000. The City can pay this out of the reserve for the Municipal Building.
This is ready to go out to bid in approximately 6 weeks, by May 14, 1998. Nanninga suggested
we finish basement with drywall and tile floor for use as meeting space. The Adhoc Committee
recommends Mark Miller as Architect. We will review bids and contract construction ourselves.
The ordinance should be rescinded on the Childress contract. This can go to City Council on
April 9, 1998.
3. SEWER RATE STUDY
There are two more plans, but plan 8 seems to be the best. A flat rate increase of$12.00 - $18.00
to cover minimum maintenance and retain some funds. The Sewer Maintenance Fund is not self
sufficient. There will be a plan to show what these additional funds will cover. The City has an
obligation to make this system work. These problems are due to many years of neglect. The
system is very antiquated. Renovation is necessary. This will go back to next PW. No public
hearing is required.
4. GREENBRIAR ROAD RECAPTURE
For the roadway, the cost has been verified to Morris Engineering and he has worked through the
old. The loop is required and developer has agreed. This has nothing to do with acceptance. The
City required that they put in a larger road than required. This will go to City Council 4/8/98 for
approval.
6. COMED EASEMENT
The first man we were working with retired, the next man gave us an 18" easement, but has now
granted us 20" for the 18" pipe. Jack Jarrett with ComEd is trying to find out who the next man
will be. Edmeier will pay the agreed $26,533. and has sent us a letter to verify that. The
agreement states we can pay over a 4 year period. We can recapture on any add ons by Country
Hills. The easement is written "as Built". You have 50'to maintain it, if we give them notice.
Edmeier will pave ROW with gravel. ComEd has given us full easement for trail. This trail will
connect to trails inside Fox Highlands and Coach Road Hills that will be paved. This is an access
trail. ComEd has requested $26,600. and Edmeier has agreed. This will go to City Council 4/8.
1998-1999 BUDGET
Nanninga will attach the Library Budget to this copy of the Budget. This will be on display
Monday. The first revision is the old debt service on page 22. There was a reserve left in there of
$114,531.
Committee of the Whole Meeting
April 2, 1998
Page 3
If you look at Police Dept. on page 9, if we roll over the reserve we have $11,250 into vehicles.
We will have a $10,000. reserve to start the 5 year plan.
Transfer General Fund (page 18) $15,000. to cover the proposed replacement of employee for
May 1st. J.T. will advertise for someone to start as early as May 1.
There are large changes in Parks&Rec., they will not have a starting balance. They will have
enough budgeted to start a part-time person for maintenance and $7500. for a part-time
recreation office employee, but will try to get an intern. Park equipment will have $5000. for a
trailer to haul mowers so as not to drive on the streets. Should be a line item. Proposed doesn't
show this, we can do that.
RECOMMEND ARCHITECT FOR MUNICIPAL BUILDING
A structural Engineer can sign plans, but they were skittish since Childress was not a licensed
architect. Nanninga spoke with an attorney at the Department of Regulations in Springfield. He
said it was iffy, and felt it was not recommended to go this way. Mark Miller will be involved
with construction and entire project. The time frame once we give him a go is as follows: He has
5 weeks from a week from tomorrow(six weeks). Nanninga will provide City Council with a
copy of the qualified ranking, all of which were competent. The increase in the staff size has been
addressed in the space size as it was designed some time ago. Miller has done schools but not
municipal buildings. Kramer felt a school was a municipal building. He is aware of the Police
requirements for evidence rooms, OSHA, limited access, etc. He worked on Wauconda and
Melrose Park P.D. Spang asked if concept plans would go before City Council. Yes, City
Council will have approval .
ADDITIONS
Nanninga is working out on the Rec. Dept budget as it didn't balance. The new software has to
be identified in the budget as capital equipment. This will go under Misc.
The Municipal Building Fund $238,000 is about $7000. down. Refer to the repayment back into
this fund. In the Trust and Agency Fund we have shown negative dollars. Through a series of
transfers we have used cash in debt service to repay negative dollars and balance funds to reflect a
positive balance in all funds. Enough cash in General Fund to account for $80,000 of the
negative. We will write it against the Municipal Building Fund and re-pay next year from the
General Fund. $71,000 - $72,000.
We need to start setting aside back into the General Fund to cover recapture so if recapture
dollars don't materialize we don't end up with negative balances again.
Nanninga will finalize and have clean copy for display and distribution by end of day tomorrow.
Spang asked about the IEPA loan. If petitioned against would we have to go to a referendum.
Committee of the Whole Meeting
April 2, 1998
Page 4
Also, stated we should address the year 2000 computer problems. Administrative should look to
upgrade computers and system.
Spang is the liaison to the School District and cannot continue. Richard Sticka has agreed to
replace him.
Scott (Babe)Miller has been sent a letter to sign and return or his services will be terminated.
A video was given to the City by the Roundhouse showing what they are capable of in regard to
the old Courthouse.
Spang will be out of state April 5-12, 98.
The computer purchase of 3 weeks ago. Is there an option or upgrade for the Engineering Dept.
Joe Wywrot has expressed he prefers staying with what he has, but wants a larger monitor screen.
He had a slight problem today and Wheeler has matched prices for an upgrade in memory, and to
replace monitor only.
Adjourned 8:40pm
Minutes by Sandy Marker