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Administration Packet 2003 09-11-03coo cir o United City of Yorkville County Seat of Kendall County N- EST 1836 800 Game Farm Road U) Yorkville, Illinois 60560 O II O' Phone:630-553-4350 497 Fax:630-553-7575 E v AGENDA ADMINISTRATION COMMITTEE MEETING THURSDAY, September 11, 2003 7:00 P.M. CITY CONFERENCE ROOM REVISED: SEPTEMBER 10, 2003 Presentation:None Old Business: 1. Minutes for Approval/Correction: None 2. Water Billing Accounts Due - Update 3. Water Billing Software - Update 4. Accounting Software - Update 5. New Entry Way Sign - Update 6. Web Site Training - Update 7. Review Revised Project Financial Tracking Worksheet 8. Recruiting Meeting Transcribers - Update 9. Review Draft of Policy - Employees Attending Out-of-State Meetings/Seminars 10. Review of Grant Status Spreadsheet 11. Review Draft of Resolution Regarding Council Members Phone-in of Votes when Out- of-Town Page 2 Administration Committee Agenda September 11, 2003 New Business: 1. Review City Vehicle Policy 2. Discuss City Staff Expenses Listed on Detail Board Report 3. Taxing Procedures for City Owned Vehicles 4. Hire Part-time Secretary 5. Internship Manual 6. Grande Reserve Impact Request for Park & Recreation a. Administrative Assistant 7. City Treasurer Code Book Items a. #7-6-6-5 Bills for Service: Delinquencies b. #7-6-6-7 Books & Records: Audits 8. Draft 2002-2003 Audit Additional Business: United City of Yorkville EST.% bugCounty Seat of KendallCounty1836 800 Game Farm Road I) Yorkville, Illinois 60560 o Phone:630-553-4350 vc Fax:630-553-7575 ELLE NNI AGENDA ADMINISTRATION COMMITTEE MEETING THURSDAY, September 11,2003 6:30 P.M. CITY CONFERENCE ROOM Presentation:None Old Business: 1. Minutes for Approval/Correction: None 2. Water Billing Accounts Due - Update 3. Water Billing Software - Update 4. Accounting Software - Update 5. New Entry Way Sign - Update 6. Web Site Training - Update 7. Review Revised Project Financial Tracking Worksheet 8. Recruiting Meeting Transcribers - Update 9. Review Draft of Policy - Employees Attending Out-of-State Meetings/Seminars 10. Review of Grant Status Spreadsheet 11. Review Draft of Resolution Regarding Council Members Phone-in of Votes when Out- of-Town Page 2 Administration Committee Agenda September 11, 2003 New Business: 1. Review City Vehicle Policy 2. Discuss City Staff Expenses Listed on Detail Board Report 3. Taxing Procedures for City Owned Vehicles 4. Hire Part-time Secretary 5. Internship Manual 6. Grande Reserve Impact Request for Park & Recreation a. Administrative Assistant 7. City Treasurer Code Book Items a. #7-6-6-5 Bills for Service: Delinquencies b. #7-6-6-7 Books & Records: Audits 8. Draft 2002-2003 Audit Additional Business: PENDING DATE ACCT# NAME ADDRESS PROBLEM STATUS METER STUCK AT 70854 SINCE 2/03 8/4/03 610 TOWER LANE BILLING 8/4/03 406 CHURCH METER STUCK- IS OCCUPIED NEED RR INSTALLED-CANNOT ALWAYS 8/4/03 201 W CENTER GET IN - ESTIMATING BILLS 8/5/03 1007 SUNSET METER STUCK AT 59900 8/5/03 102A APPLETREE METER STUCK AT 74400 332 E VAN EMMON NO METER 8/6/03 1310 CORALBERRY NEED RR-METER UNDER DECK 8/6/03 201 W MADISON NEED RR-CANNOT GET IN 8/6/03 1307 CHESTNUT LN METER STUCK AT 3000 8/5/03 301 E HYDRAULIC NO METER NEED RR-HARD TO ACCESS FOR METER 8/5/03 110 NADEN READER 2/12/02 226 S BRIDGE ST STUCK METER AT68900 104 W COUNTRYSIDE 4 UNIT STUCK AT 70100 SINCE 12/31/02 2/11/03 PKWY BILLING 504 COUNTRYSIDE METER STUCK AT 195700 LAST SEVERAL 1/6/03 CENTER BILLINGS REPAIRED NEED RR INSTALLED CLOSED DURING 8/4/03 1205A N BRIDGE ST DAYTIME- ESTIMATING BILLS RR INSTALLED 1411 COTTONWOOD 12/23/02 TR METER STUCK AT 284 SINCE 2000 REPAIRED 8/6/03 408 ELM METER STUCK AT 115400 REPAIRED WIRE TENANTS MOVED IN IN JUNE READ STILL 8/ 5/03 203 W SOMONAUK AT 0 REPAIRED 8/4/03 107A COLONIAL PK STUCK METER REPAIRED 1/9/03 702 GAME FARM RD STUCK METER METER REPLACED 2/11/03 203 S BRIDGE ST SAME READ LAST 3 CYCLES REPAIRED DID NOT PICK UP CERTIFIED 2/12/02 208 W RIDGE#1 STUCK AT 2938 LETTER DID NOT PICK UP CERTIFIED 2/12/02 208 W RIDGE#2 STUCK AT 1322 LETTER DID NOT PICK UP CERTIFIED 2/11/03 508D POWERS CT STUCK METER AT 5750.0 LETTER DID NOT PICKUP CERTIFIED 1/9/03 105 CENTER PKWY STUCK METER AT 13700 LETTER A PROJECT FINANCIAL TRACKING WORKSHEET PROJECT&DEVELOPER LOCATION PROJECT SIZE CONCEPT ANNEX. REZONE PRELIM.PLAN P.U.D. ADMIN FEE FINAL PLAT ENG REVIEW EEI DEPOSIT LGL DEPOSIT FLOOD STUDY MISC.FEES COMMENTS/STATUS 1 Amurol 2800 N.Rte 47 commercial development 1,8581,858.90 1,327.79 parking lot 1 2 Bowman Prop:,fniand(Ravine Woods) : °- 47&Hilltop _ , 18 lots on 32 acres 250:00 1.5 mile review approved 2 3 Bristol Club:Lay-Corn Galena&Cannonball 104 sfd 1,746.50 pd-no record $200.00 500.00 9,482.50 5,000.00 1 1/2 mile review fee pending Preliminary Plan pending County review 3 NF'M4CaledoniaInland - of YBC - ",. 85296 acres ss, 500.D0 $500.D0 1D,f>D0.00 $5,000.00 $22.7 pending Prelim.Plat,PUD Amend 9/9 City Coundl 4 5 Cannonball Run Plaza:Jim Ratos S/E side 34&CannonBall 8 commercial lots 5 6 Carrvilla:Kurt and Pat Karr Property ,- Nof 71;Hilltop&Wing 924 acres 250,00 6 7 Cimarron Ridge:Conover Bldrs. S of 34,E of Cannonball 29 sfd,42 dup.,9.9 A comm. 81%built out 7 8 Country Hills:Dennis Dwyer - „.. -SJW corner 71&126 ,' .84 sfd- 27;68752 Ph2"500.00 84%built out 9Countryside Center.Tr-land Properties Countryside commercial re development 15,000.00 Tif Study deposit pd June 2003 9 10 Deere Crossing:B&B Land Deu lo Pm't-Amenfs!&nmanuet 18 tots on 37 acres" s I 1.5 mite review approved 10 11 Dhuse Prop.:Wiseman Hughes Windett Ridge II approx.80 acres 500 due 15,000.00 due Concept Plan,10/9/03 Plan Commission 11 12 Fields of Farm Colony:Inland 714,Hilltop 150 lots on281 acres 500.00 County Subdivision 12 13 Fifth Third Bank-Tucker 34&Marketplace Rte 34&Marketplace Development Agreement stage 13 ba , ' 300a " cornerFaxono14FisherPr /TBD.Kim ll NNv C Ball COUNTY-405O5 sfd308opertyU -4 onAcres $500.00 $3,200.00 $25Q-D0 $500.00 $500-00 20,0OO.OD' $5,000.00 ` $10,500.00 5K flow meter Annex Zone,PUD,Prelim_Plat&Plarr, r 14 15 Fisher Property Line 2 Appr'd 8/12 C.Council,9/9 C.Council 15 16 Foxfietd's 2nd Add.:Barry Niles i Teri Ln.Cul de Sac' 3.44 acres,R-2 Zoned c- 17 Fox Highlands:Frontier Land Grp. S of 71,E of 47 33 sfd,84 town.,6 duplexes 2950.Ann ex&Rezone $500.00 $500.00 $40,025.02 $500.00 $11,050.00 5,000.00 47%built out 17 8Hilt:.Dresden --, 'z:.S of 34,E of Eldemain sfd, t Fox ma 222 d,144'town,32 duplexes billed hourly* U4,U6$500 Ea Re design ConcepfRevrew,Fn1 Plat 90%built out 18 19 Fox Hill:DCI,Unit 7 billed hourly` $500.00 5,000.00 Final Plat;9/10 Plan Comm for entrance redesign 19 s : 0 Fgxtiifl.Pnpiu„Unit5 ,6dtedhourly'- $500.00 $2,390.00 '.86%built out 20 71 Fox Mill Landing:JCPC Corp. Hydraulic&Millill 20 residential units 1,074.25 1,000.00 1686.64 Inspection Fee paid 11/25/02 21 Fox Rrver"Stuffs,Inland. -:.. '' Fox Hi Po'nt COUNTY-141 sfd 302.6 Acres $250,OD Concept 1 5 mi review approved,Annex&Rezone 22 3 Go-lane Service Station East Route 34 waived waived Annex,Rezone,9/10/03 Plan Commission 23 14 Grande Reserve:MPI.'1127.3 acres R.R.R-R&Kennedy 1324 sfd,394 dup.,632E.t-.300apts; 11,473.00 500-OQ: t' - $30OOflDO"" $15OOO.DQ -' 3slwatelm1st 24 1mstud 24 5 Grande Reserve,Line 2 ts.2k Fiscal Impar Stook water Tank$100 son,sed.Per it 25 i Deuelo W of Bnd `N n t. i.rfiGreenbnacRonWehnrRge, of G'B ar 152 std,9 fexes . duP Ph 4$471.36 $500:00 Ph 4$336.68 I 95%built out 26 37 Heartland Circle S of Heartland Sub 250 sfd on 129.6 acres 1,280.00 500.00 $92,345.77 8,200.00 5,000.00 1100 Soil Pmt,Deposit;$270 Traffic Study Final Plat Appr'd 5/27/03 pending Eng.Accept. 27 teartland Professional Bu Edrng -.Farmstead&Rt 34 r. ,.- 28'' 9 Heartland Subdivision S of 34,E of McHugh 186 sfd 250.00 500.00 $500.00 934+k Ut:$23+k U2,3 Ph1,2,3$500ea $4590 Unit1 67%built out 29 4srMo `ss 37 acres NM corner47&Greebr3DHokmCamem ) _ n Rd .: I i 87 townhomes 57Q.OQ +. P F 500.00 ; $5QD.Qa r 2,OOQ•a 5,©00.00 i 30i 5 31 Inland Office Building:Inland 34&Marketplace 500.00 400.00 31 32 Kendo Counky Special Ed.Co-op. . Lot 3 201 Garden Circle 4,364 l$3,0381 32 33 Kendall General Store:Maxwell waived waived Annex,Rezone;10/8/03 Plan Commission 33 s r Ca nball Hilt 8 of 47 S of C'BatTrail34Ky&n C ossln94 nnp )I _ 360.D0D5400 ,. .:. ` ' ,i 500.Off:34`` 35 Kylyn's Crossing West:(CanEst)AMG N of 34,W of C'Ball If 111 sfd 15,253.45 $500.00 5,000.00 92%built out 35 36 K n s Ridge: G Home f K Cr.West 34 on69.83acresyYd9.,,AM yam _ 1 sfd c 500 QQ $963.13 500 00 26 731.97 Unit1 SOQ 00 t9 094_Unit015,000 0. $8,835,00 $200 So,E„Sed.Pmts 0.1,21542,735.U1 W/S Recapture i .,..-. 37 LaBerge Property 11925 Route 34 pending pending Annex,Rezone;10/8/03 Plan Commission 37 8GardenCente Dan Laniosz.. ;r 10701 Rte 7. 3 laruoszr.1 250.00 4 Smite review approved 38 39 Lo Destro Dental Center .8 acres 803 N.Bridge House demo,new office building 200.00 352.41 1,000.00 39 10 .>' rd onta Homes:::' of Landmark, ofMcHughLonoLakesM /bonaWS 1 Ids fsonib62a 13.6acres9f9, 10$94P7- 2 $500.00:, x$2,432.50 $5,000-00. 9300 Der_Fee:62 Units x$150 each :: i ....: ...1 . Final Plat approved `;40' 11 Maple Grove Sub.:Ron Tucek S of Legion,W side Highpt 30 lots on 51.2 acres 250.00 1.5 mile review approved 41 12 Menards-Menai Inc -.- ,, . E of 7 N of Countryside" commercidevelopment4try.,at 151,912.60 waived .. 5,000.00-r Complete;qg 13 Menards Residential:Menard,Inc. E of 47,S of Countryside 142.2 acres:174 sfd,268 mfd $500.00 $885.00 $887.00 500.00 5,000.00 43 14MeWardsResid nit L ei2 n Final Plat B 8Plan Council. 44r _ "-" PrefunPfa , n I a 12 15 Northgate'.Inland 86 acres N/E comer 47&Galena 59 town,184 mfd,32 A.comm. 1,060.00 500.00 4,450.00 5,000.00 45 i ` o i i6PrareGardens.Windham Homes 24.2A4P f 47,E of GBrar Sub .56 sfd,6 Commercialal' . . 433.80 $200.D0_- $50D. D $500.00 $23 618.Q8 $500.00 2 919.00.- 5OOO.OD .. , i.. built4 ` 17 Pride Pantry N Bridge&Main service station WITHDRAWN 47 8Raintiea Village:WyndhamDeerPotnt East Faxx Highlandss:404 sfd 238 dup.,3213:acres. .. OD.Q 500.00 , . 500.00 ,. $1 ,050.0'0 ., $t 1,05Q.00 $5,QDQ_DD 24kwater syste !$96k Hyd.Interceptor Frt[Plat Unit 1 approved. 4 8 19 Raintree Village Line 2 100 Soil&Sediment Pmt,51k Soil,Sed.deposit Amend Annexation&PUD Agreements 49 Rese e a o River 'ts:PRS Constr. N of Plac/McHuInter. oD ry f Fox Mkt h _ -_ :13 a is '^' P s 2161599 15,'f 19. 5. Sk,Sanit;3ry Flow Meters Deposit Final Plat Revierovt no longer erisben 50''. 51 River's Edge:S&K Development N of Fox,N&S of R.R.166 sfd 1,164.00 $200.00 $500.00 $500.00 $73,031.14 Ph.2$500.00 $4,731.91 5,000.00 46%built out 51 54 Sav`it ESIto.Savrtskr .•.. _ N/E omer &Efde ai' 52 RaseHilt.ProAe Can Ac _ NtW comer,Hilltop,M'nkler COUNTY- units 98 acres, . .,$250.DQ 5 mita review approved 52 53 Runge Prop.(Inland):Mid America Bldg 47&30 150.3 acres wiaved $1,700.00 500.00 5,000.00 $5,000.00 Annex,Rezone,9/10/03 Plan Commission 53 s Jennifer Wood rick September 8, 2003 PROJECT FINANCIAL TRACKING WORKSHEET PROJECT&DEVELOPER PROJECT SIZE CONCEPT ANNEX. , REZONE PRELIM.PLAN P.U.D. ADMIN FEE FINAL PLAT ENG REVIEW EEI DEPOSIT LGL DEPOSIT FLOOD STUDY MISC.FEES COMMENTS/STATUS 55 Suburban Terrace Apts:Pilmer Trust 34&McHugh r j 55 56 EstatesUnit 1-IlaWSunflowerEstannd of 47,S of G'Briar Rd t7 sfd total 10,758.25 ; 47%5,$26.21i Ph.1,2 W!S Recapture Project totals built out -. 56`- 57 Sunflower Estates Unit 2:Inland 117 sfd total 18,841.58 $500.00 57 58 Sunflower Estates Unit 3:Inland-' 117 sfd total 9,903.43 _ -- $500.00 - $2 664.50 River Xing'$10237_50;W/S}Rec.'s:$1783922. ' j 58j 59 Town Crossing.Rehannah Enterprises S/VV comer 34&C'Ball Tit 1,491.43 1,200.00 2,500.00 County Reca:$2173.55;Can.Trl Reca:$2619.41 59 60 Valentine Prop.:Chris Valentine Cannonball&Oak,S of R.R. Rental Center,total 16 acres waived waived waise.Mnex,Lgl.Deposits Site Plan Pend-ng 60 61 Walgreens:G&H Developers S/W corner 34&47 commercial development 1,491.43 1,040.00 2,500.00 Refund of Dev.Deposit 12/10/02 61 62 Wendy's 47&Marketview commercial development t a Complete 62 63 Westbury Village:Ocean Atlantic 300 A _ W of 47,N of Comeils 337 sfd,585 mfd;20 acres Comm. _ $500.00 $780.00 $3,150.00 $500.00 $500.00_ 10,000.00 $5,000.00 $25,000.00 Annex/PUD/Prelim Plan; 63 64 Westbury Village Line 2 - PUD:Agent pending san.Sewer solution RRC 64 65 White Oaks:Crestview Builders N of Fox,.E of River's Edge 82-87 sfd Ph4$7413.49 95%built out 65 66 Wi(dwoad:Fox Valley Farms Parte, N of 71,E of 47 37 sfd . I"90%built out 66 67 Windett Ridge-Wiseman Hughes 47&Legion 163 acres:283 sfd 5.5 acres Comm. 500.00 $500.00 500.00 20,000.00 $5,000.00 1100 Soil/Sed Pmt,Deposit 542k:Hyd Ave.Interceptor Final Plat;8/13 Plan Commission 67 68 Woodworth Estates Woodworth Des,' East Main Street;500.00 2,000.00 68 69 YBC Unit 1 Inland W of 47,N of R.R. 2,385 00 $500.00 l $ 2,109.00 ,, 2,500.00 Complete 69 70 YBC Unit 2 Inland -2;806.50 $500.00 $2,040:50 built out 70; 71 YBC Unit 3:Inland 500.00 $3,042.50 10%built out 71 e_of 34, 72 YMPAiew L DevelopmentTuckerS ,W of Marketplace commercial development 500.00 $34,836.26 800.00 5,000,00 Phase I Complete • a 72s 73 York Meadows Apts:York Meadows _ W of 47,S of B'Berry Creek 96 apts Ortega 5,13042 ,,2,100.00 2,500.00 Built Out 73 74 York.Hill Landscaping ,BaraIas ' 8591 Route 1 6 5 07 acres: ' waived•** r Annexation,7_onmg;9110Pfan Commission • 74 75 Yorkville National Bank SNV corner 47&Countryside Countryside Facility 75 76 it s Directions t !WYorkvilleSeniortNewS corner 47&G'Btiar 3.48 acres S0020 2,5DO.00I $2,500.00 r - 250 Special Use PUD;919/03 City Council 76 Reserve at the Fox River Apts will not be charged a final plat fee,as this is not a subdivision.There are plat of easements only for this development. Fox Hill refused the upfront Administration Fee;preferred to be billed hourly for Engineering Services. Annexation&Filing Fee waived per Dan Kramer(Liz), a legal/planner deposit will be charged. Jennifer Woodrick September 8, 2003 9/8/2003 United City of Yorkville FY03/04 1ST QUARTER GRANT STATUS REPORT Submissions corn I leted b Grant Coordinator GRANT PROJECT AMOUNT SITE DATE NOTIFICATION VISITATIONS SUBMITTED DATE Land OSLAD Acquisition With IDNR 7/2/03 10/15/03 West 79,000 7/30/03 Hydraulic greenway Rivers Edge With IDNR OSLAD Park 74,000 7/30/03 7/2/03 10/15/03 Illinois Transportation 7/29/03 Tomorrow reduction 91,800 N/A 11/03 Corridor Planning program In addition, the grant staff has been involved with the discussion for land acquisition for the Boy Scout Camp. Meetings involved identifying potential grant sources, if arrangement of a land purchase could be reached. This would be mapping out a five-year grant and private funding plan. Meetings with staff to discuss grant planning and potential projects. Submissions corn s leted b Ci Staff GRANT PROJECT AMOUNT DATE NOTIFICATION SUBMITTED DATE Illinois Clean Lighting upgrade $35,000 7/2/03 letter of Energy for Beecher intent 10/31/03 final application 9/15/03 USEPA Radium 950,000 June 2003 Pending Review Clean Water Compliance Radium) Project NIU IMAP Assessment of $7,500 Nov 2002 Completed Government 8/26/03 Services Safety town and $100,000 12/11/02 Frozen by Illinois First paving for Governors Office Grant Beecher Parking Lot West Hydraulic $ 100,000 12/15/02 Frozen by COLT—Lindner Land Governors Office Acquisition 9/8/2003 United City of Yorkville Kendall County Activity Club 3,000 5/19/02 for Youth Service 5/21/02 July 1,2002—June 30, 2003 Kendall County Activity Club 3,000 2/3/03 July 03 —June 04 Youth Service The grant status report is still under review. The police department grants are not listed at this time, however, at the department staff meeting on 9/3/03 I presented this format and by the next quarter we should have a completed report from all departments. a 002/005 29/10/2'003 15.21 FAX 630 553 5764 DANIEL J. KRAMER STATE OF ILLINOIS 9-10-03 ss COUNTY OF KENDALL ) ORDINANCE NO.2003 - AN ORDINANCE AMENDING TITLE ONE, CHAPTER FIVE,SECTION TWO OF THE CITY CODE OF THE UNITED CITY OF YORKVILLE TO ALLOW TELEPHONE CONFERENCE VOTING BY AN ALDERMAN WHEREAS,the demands of modern life have made required long-distance travel more common, while at the same time the issues facing municipal legislators are more serious, numerous and urgent than ever before; and WHEREAS,current technology has made it possible for public debate to be held by telephone conference calls in such a way that an absent Alderman can fully and publicly participate in a debate and vote on an issue, and the Illinois Attorney General has opined that such a teleconferenced presence is generally consistent with the structure of the Open Meetings Act; and WHEREAS, the current United City of Yorkville regulations as codified in Title One, Chapter Five, Section Two do not provide for the possibility of an Alderman to vote by teleconference call in appropriate circumstances; and WHEREAS, the United City of Yorkville possesses full authority to regulate the conduct and procedures of its City Council Meetings; and WHEREAS, the City Council and Mayor find that there are circumstances where allowing a Alderman absent from a regular Council Meeting to debate and vote on an issue 09/10/2003 15:21 FAX 630 553 5764 DANIEL J. KRAMER 003/005 pursuant to a conference telephone call is in the interest of the public; and WHEREAS, the City Council has duly considered the recommendation to amend Title One, Chapter Five, Section Two of the City Code of the United City of Yorkville concerning the telephone conference voting by an Alderman; and NOW THERE UPON MOTION DULY MADE, SECONDED, AND APPROVED BY A MAJORITY OF THOSE CITY COUNCIL MEMBERS VOTING,TITLE ONE, CHAPTER FIVE, SECTION TWO OF THE CITY CODE OF THE UNITED CITY OF YORKVILLE IS AMENDED AS FOLLOWS: PARAGRAPH D: Any matter requiring a roll call vote at a regular meeting of the Board of Trustees may be voted on by an absent Aldeman via a conference telephone call between the absent Alderman and the rest of the Council present at the regular meeting under the following conditions: 1. The absent Alderman cannot be physically present at the regular meeting at which the matter is put to vote due to circumstances beyond the Alderman's control, A vacation is not under any circumstances to be considered beyond the Alderman's control. 2. The absent Alderman's voice on the conference telephone call, after being identified by the rest of the Council as belonging to the Alderman, shall be simultaneously broadcast to the public present at the regular meeting and open to the media, and the absent Alderman shall also be able to hear any public comment regarding the issue elicited at the meeting, if any,before the vote is taken. 3. Prior to voting, the Alderman shall publicly state the reason for not being 09/10/2003 15 21 FAX 630 553 5764 DANIEL J. KRAMER a 004/005 present at the regular meeting to vote in person. REPEALER; All ordinances or parts of ordinances conflicting with any of the provisions of this ordinance shall be and the same are hereby repealed. SEVERABILITY: If any section, subsection, sentence, clause,phrase or portion of this ordinance is for any reason held invalid or unconstitutional by any court of competent jurisdiction,such portion shall be deemed a separate, distinct, and independent provision, and such holding shall not affect the validity of the remaining portions hereof. EFFECTIVE DATE: This ordinance shall be in effect from and after its passage, approval and publication in pamphlet form as provided by law. IN WITNESS WHEREOF,this Ordinance has been enacted this day of 2003. PAUL JAMES MARTY MUNNS RICHARD STICKA WANDA OHARE VALERIE BURD ROSE SPEARS LARRY KOT JOSEPH BESCO APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this day of A.D. 2003. MAYOR PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois this day of A.D. 2003. Attest: CITY CLERK 09/10/2003 15:21 FAX 630 553 5764 DANIEL J. KRAMER a005/005 This Document Prepared by: Law Offices of Daniel J. Kramer 1107A South Bridge Street Yorkville,Illinois 60560 630-553-9500 03/10/3003 15 20 FAX 630 553 5764 DANIEL J. KRAMER A 001/005 LAW OFFICES OF Daniel J. Kramer 1107A SOUTH BRIDGE STREET DANIEL J.KRAMER YORKVILLE, ILLINOIS 60560 JILL K.KONEN 630)553-9500 KELLY A.KRAMER Fax:(630)553-5764 FAX COVER SHEET DATE: September 10,2003 TO: Liz RE; Telephone Conference Voting NO: 553.7575 FROM: Daniel J. Kramer NUMBER OF PAGES (INCLUDING THIS PAGE): COMMENTS: Please distribute for Admin, Committee Thanks, Kelly THE INFORMATION CONTAINED IN THIS FACSIMILE MESSAGE IS ATTORNEY PRIVILEGED AND CONFIDENTIAL INFORMATION INTENDED ONLY FOR THE USE OF THE INDIVIDUAL OR ENTITY NAMED ABOVE. IF THE READER OF THIS MESSAGE IS NOT THE INTENDED RECIPIENT,YOU ARE HEREBY NOTIFIED THAT ANY DISSEMINATION,DISTRIBUTION OR COPYING OF THIS COMMUNICATION IS STRICTLY PROHIBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR,PLEASE IMMEDIATELY NOTIFY US BY TELEPHONE AND RETURN THIS ORIGINAL.MESSAGE TO US AT THE ABOVE ADDRESS VIA THE UNITED STATES POSTAL SERVICE. THANK YOU. IF YOU DO NOT RECEIVE ALL PAGES, PLEASE CALL (630) 553-9500 FOR YOUR CONVENIENCE IN TRANSMITTING TO US, OUR FAX NUMBER IS: (630) 553-5764 YORK VILLE PARnS A RECREATION Yorkville Parks&Recreation Department 908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: yorkrecdepaaol.corn Administrative Office 301 E Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347 Memo To: Rose Spears, Administration Committee Chair From: Tony Graff, City Administrator Traci Pleckman, Finance Director Laura J. Brown, Executive Director Date: September 2, 2003 Cc: Art Prochaska. Mayor Re: Internship Manual Action Required: Administration Committee Meeting of September 11, 2003 Approval of the Internship and Field work program for the United City of Yorkville for the areas of Recreation, Public Administration, and Public Relations or Communication. Public Safety has their own student work program. Additional items requiring Policy action: 1.Number of interns the City will accept per year Suggestion: One per season for the entire City, total for 4 annually. Selection will be decided by the Department Heads based on applications, and resumes submitted by the students. 2. Are these paid stipend positions? Suggestion: The interns who are accepted based on the City's internship program will be paid a stipend as dictate by the approved budget allocations each year. 3. Who are the supervisors for the internship programs? Suggestion: Department Heads will oversee the education requirements and City identified Projects assigned to the students throughout their internship program. 1 The Unites} City of Yorkville is pleased to announce the development of an internship / field work program for students majoring in Park and Recreation, Public Administration and Public Relations and Communications, or related fields. This field work experience will provide students with "hands on" / practical experience to prepare for an entry-level position in the field, and to bring the four years of higher education into focus. In addition to the designated area of concentration, all students will receive a global overview of the intra-workings of all departments of municipal government. Enclosed is promotional information and materials regarding the United City of Yorkville. Please encourage your students to think about what BENEFITS the overall experience will give to future full time employment in their chosen field. Call toddy to set eR2 cippointment to meet with the United City of-Yorkville st,7ff,7nd Fnd out whit we hive to offer ,712 internship or fieldwork site. Sincerely, Anton Graff Laura ). Brown City Administrator Executive Director of Park and Recreation United City of Yorkville United City of Yorkville Est 4 SLE • UNITED CITY OF YORKVILLE INTERNSHIP AND FIELD WORK PROGRAM OVERVIEW WELCOME We want to welcome you to the United City of Yorkville. We understand that selecting your fieldwork or internship site is a very difficult process. We encourage students to think about what BENEFITS the overall experience will give to future full time employment in their chosen field. The staff at the City of Yorkville is very proud of our internship program in the fields of Recreation, Public Administration, Public Relations or Communications. Your internship placement with the City of Yorkville will provide you with the "hands on" experience you will need in order to obtain your first professional position in your chosen field. Students in related fields of study who desire practical experience in a municipal setting are encouraged to meet with the City Administrator or designated Department Head to determine if this placement meets your needs. Meet with the United City of Yorkville staff andfind out what we have to offer you as your internship or fieldwork site. INTERN & FIELD WORK STUDENTS In addition to the designated area of concentration, all students will receive an overview and practical experience within all departments of the City. This will provide the students with a global overview of the intra-workings of municipal government and individual departments. Administration City Council Finance Economic Development Clerk Building& Zoning Engineering Park&Recreation Public Works Public Safety This field experience with the United City of Yorkville is designed to prepare the student for an entry- level position in the field, and to bring the four years of higher education into focus. This handbook is to be used as a tool for orienting the student to the City and for answering questions. As an intern,you are encouraged to ask questions and make suggestions. Interns provide the City with a means for exchange of innovative ideas, and newly gathered knowledge. We invite your interests, creativity and enthusiasm. There are so many directions you can take during your internship...reach out and try them all; your time to experience and learn is now! INTRODUCTION TO THE UNITED CITY OF YORKVILLE The United City of Yorkville is located 55 miles southwest of Chicago, and has a population of almost 7,000 people. Since the first time of Yorkville's existence, more than 160 years, the history of Agriculture, and rural atmosphere is disappearing by the growth of urbanization and movement of the surrounding suburbs. In Kendall County,the Fox River is the centerpiece of several historic towns, such as Yorkville. The Fox River flows 115 miles from southern Wisconsin to northern and central Illinois. Yorkville, and neighboring towns have worked hard to restore the downtown riverfront areas,while preserving the natural state of the river. The United City of Yorkville is governed by a Mayor and City Council form of municipal government and approval process. The daily decisions and administration of the City's operations are directed through a full time City Administrator, who is responsible to the Mayor and City Council. UNITED CITY DEPARTMENTS AND SERVICES Administration City Council Finance Economic Development Clerk Building& Zoning Engineering Park& Recreation Public Works Public Safety DEMOGRAPHICS County: Kendall Population (2003): 6,189 Projected Population (2008) 11,000 Households (2003) 2,800 Median Household income 63,546 INTERNSHIP OVERVIEW AND FOCUS AREAS Student interns will be involved in a wide range of responsibilities including cross departmental support and awareness in the total operation of municipal government. All internship programs will include the following requirements: Establishment of Internship goals and projects Receive weekly supervision and guidance Attendance at City Council Meetings Attendance at selected Committee Meetings Attendance at selected County Meetings Attendance at other relative organization /board meetings Completion of weekly reports Completion of a mid and final project Cross departmental orientation and exposure in all facets of municipal government AREAS OF CONCENTRATION The following are the focus areas for the different types of internship program based on the area of concentration that area currently offered by the United City of Yorkville. YoRKv1U E rim ww Public Park and Recreation PARKS & RECREATION Yorkville Park and Recreation is participating with various colleges and universities in offering a field work/intern experience for students majoring in Recreation Administration and/or related fields (undergraduate and graduate level). The department believes that an intensive on-the-job field experience will benefit the student, the United City of Yorkville, the community, and the leisure services field in general. The areas the student will be exposed to include; Recreation program development Supervision and implementation of weekly programs, special events,trips,leagues, day camps and City Wide events. Establishment of cooperative agreements Sponsorship solicitation and grant applications The development of Public Relations information including; brochures, flyers, newsletters, press releases, service reports and master plan updates. Target surveys and areas specific evaluations Statistical reports based on attendance Involvement in the parks maintenance standards and the overall operation of the Parks system Involvement in daily administrative duties All areas of technology and registration Public Administration This field experience with the United City of Yorkville is designed to provide students undergraduate and graduate level) with "hands on" experience in the field of municipal Public Administration. Areas the students will be involved in will include; Development and management of Capital Budgeting GASB implementation and other technology related functions Development of a PUD agreement and the developers process Develop a management plan for an area of municipal government Analyze crime statistics Evaluate the delivery of Human Service area City Council retreat or orientation Long term projects identified by the City Administrator Overall Public Relations information for the City Target surveys Involvement in daily administrative duties Public Relations & Communication The United City of Yorkville is participating with colleges and universities in offering fieldwork practicum experiences of students majoring in Public Relations&Communications and/or related fields. The City will provide a wide range of experiences and opportunities in the areas of Public Relations & Communications in the field of municipal government. This field work/practicum experiences with the United City of Yorkville is designed to prepare the students for an entry-level position in Public Relations in the field of public service, all departments within local government, and/or municipal settings. Students will be involved in a comprehensive and diverse media program for the services and all facets of municipal government which includes; Written media programs including: press releases,brochures,flyers,program and area specific booklets. Statistical analysis which will include the development of targeted marketing plans,consumer analysis surveys, and satisfaction studies. A wide range of Oral media programs including: cable production, community interviews, community presentations, reports to City Council. Benefit related marketing plan. Marketing programs for Yorkville's Economic Development, Tourism and Chambers Programs All department's public relations programs. Involvement in daily administrative duties City Council retreat and/or orientation All areas of Human Service and resident marketing programs YOUR ROLE AT The United City Of Yorkville The United City of Yorkville's internship program is designed to provide students in Parks and Recreation,Public Administration and Public Relations/Communications curriculums an opportunity for a comprehensive fieldwork experience. Students who are interviewed and selected for fieldwork placement at Yorkville will be expected to accomplish specific tasks during their internships; these tasks are their primary responsibility. Students must plan time and organize his/her schedule to accomplish expectations. Because each college internship is different, each student's program will be dealt with on an individual basis. All projects and specific areas of concentration will be developed during the first week of the student's internship through the establishment of goals. The internship plan will include specific projects to be accomplished, stated goals and experiences the student desires to accomplish and an outline of daily work schedule. This plan will be agreed upon by the student, the City of Yorkville's Supervisor and the University and/or College Field Supervisor United City of Yorkville's ROLE IN YOUR I NTERNSH I P 1.Provide a Professional staff in the role of direct Supervisor for student interns. 2.Provide required number weeks of fieldwork placement and experience in a municipal government setting as an extension of the student's learning process. 3.Provide orientation to all department and staff during internship. 4.Make all full-time staff aware of student intern's arrival, purpose and expectations. Make each person aware of his or her importance in contributing to the success of the internship. 5.Help intern work out a schedule of timelines for all reports and assignments, etc. 6.Give directions and guidance as to work assignments, presentations and professional involvement. 7.To provide space, equipment and tools necessary to perform job effectively. 8.Completion of a mid-term and final evaluation. 9.Complete all required forms necessary for placement from college/university. During their internship, students are encouraged to maintain school health insurance. Some schools may insure their students for legal liability during their fieldwork experience. The United City of Yorkville provides liability insurance and workmen's compensation should a field work student get injured on the job. COOPERATIVE AGREEMENT FOR FIELD PLACEMENT Field Placement Site: UNITED CITY OF YORKVILLE 800 Game Farm Roar} Yorkville, IL 60560 630 / 553-4-350 University or College: Address: Internship Supervisor: Phone Number: Student Name: Address: Phone Number (home): Phone Number (school): The United City of Yorkville agrees to accept: as an intern student for the dates and conditions as stated below: Dates: Weeks: Hours per week: Stipend (if applicable) Accommodation: COOPERATIVE AGREEMENT FOR FIELD PLACEMENT THE FIELD PLACEMENT STUDENT WILL: 1.Work approximately 40 hours a week. (A flextime system will be in effect to compensate the student when hours worked per week exceed 40 hours). OR 20 hours per week for part time field work students. 2.Adhere to all administrative policies, the practices outline in the employee manual, all City policies and procedures, and all departmental regulations and practices of the City and University or College. 3.Attend staff meetings and other professional meetings, obtain work-related certifications,and participate in service training sessions; as required by the City. 4.Complete all University or College assignments. 5.Complete all projects as established in the internship plan. 6.Submit: weekly reports, initial and final reports, special project assignment summaries, mid- term and final evaluations of student's work performance, and field placement site evaluation, among other assigned written responsibilities as specified by the City and University and College. 8.Act in a responsible manner;observing all safety precautions throughout the entire internship experience. 9.Work cooperatively with University or College supervisor and assigned United City of Yorkville Field Placement Site Supervisor, in order to maximize the student's professional growth and development. IT IS UNDERSTOOD BY THE STUDENT THAT ALL THE ABOVE ARE TO BE COMPLETED BEFORE A FINAL GRADE WILL BE GIVEN. THIS COOPERATIVE AGREEMENT WILL REMAIN IN EFFECT UNTIL WRITTEN NOTICE IS RECEIVED BY THE UNIVERSITY/COLLEGE, STUDENT, OR FIELD PLACEMENT SITE SUPERVISOR, INCLUDING DESIRE TO TERMINATE. THE FIELD PLACEMENT STUDENT WILL BE TERMINATED IF: 1.He/She is not making satisfactory progress in the field placement program as determined by either the University/College Supervisor or the Field Placement Supervisor. 2.Failure to comply with field placement site regulations, policies and standards. COOPERATIVE AGREEMENT FOR FIELD PLACEMENT The student authorizes the United City of Yorkville to provide information regarding past or present employment performance to perspective employers, and releases said employers from any and all liability, which may arise from providing information. The student releases and will not hold the United City of Yorkville or any of their employees or agents responsible for any liability arising out of participation in this field placement program. I understand that the City of Yorkville does not carry medical insurance for interns. I have read this manual and understand and agree to adhere to all United City of Yorkville's policies and procedures. DATE: STUDENT: DATE: UNITED CITY OF YORKVILLE SITE SUPERVISOR: TITLE DATE: UNIVERSITY OR COLLEGE SUPERVISOR: 08/2003 Chairperson Chairperson Dr.Rita Yerkes Augustana College/Department of Augustana College/Department of Public Aurora University/Recreation Business Administration Administration Administration 639 38th Street 639 38th Street 347 S Gladstone Rock Island,IL 61201 Rock Island, IL 61201 Aurora,IL 60506 Thomas Voigt Dr.William Higelmire Dr.Mike Bogrom Aurora University/Business Department Eastern Illinois University/Recreation Eastern Illinois University/Business 347 S Gladstone Administration Administration Aurora,IL 60506 1110 McAfee 600 Lincoln Ave Charleston,IL 619203099 Charleston,IL 619203099 Chairperson Chairperson Chairperson Elmhurst College/Department of Business Elmhurst College/Department of Political Illinois Benedictine University/College of 190 Prospect Ave. Science Business Administration Elmhurst, IL 60126 190 Prospect Ave 5700 College Road Elmhurst, IL 60126 Lisle,IL 60532 Dr.Larry Long Chairperson Chairperson Illinois State University/Communications Illinois State University/College of Judson College/Exercise&Sports Science Rm 434 Fell Hall Campus Box 4480 Business 1151 North State Street Normal, IL 617904480 316 Williams Hall Elgin, IL 601231498 Normal, IL 617904480 Chairperson Chairperson Chairperson Judson College I Department of Business Lewis University/Public Administration Lewis University/Business Administration Administration One University Parkway One University Parkway 1151 North State Street Romeoville,IL 60446 Romeoville, IL 60446 Elgin,IL 601231498 Chairperson Chairperson Dr.Michael LaRocco Southern Illinois University/Business Southern Illinois University/Department of University of St. Francis!College of Administration Health, Education&Recreaiton Business Administration Suite 113 Rehm Hall Pulliam Hall 307 Mail Code 4632 500 Wilcox Street Carbondale,IL 629016899 Carbondale, IL 629014632 Joliet,IL 60435 Dr.Ann Zito Dr.Lyle Hicks Chairperson University of St.Francis/Recreation University of St.Francis!Dean Western Illinois University/College of Administration 500 Wilcox Street Business 500 Wilcox Street Joliet,IL 60435 Stipes Hall 101 Joliet,IL 60435 Macomb,IL 614551390 Chairperson Western Illinois University/College of Fine Arts&Communications 115 a Browne Hall Macomb, IL 614551390 YORKVILLE H.S. 6S0SSS4897 0Jl{QLtu 10,7: 1,111 r . COLLEGE ADDRESSES/WEB SITES Augustana College DePaul University Admissions Admissions 639 38th St. 1 East Jackson Blvd. Rock Island, IL 61201-2296 Chicago,IL 60604-2287 www.augustana.edu www.depaul.edu 309)794-7341 312-362-8300 Aurora University Eastern Illinois University Admissions Admissions 347 South Gladstone Ave. 600 Lincoln Ave. Aurora, II 60506-4892 Charleston, IL 61920-3099 www.aurora.edu www.eiu.edu 630-844-5533 217-252-571.1 Benedictine University Elmhurst College Admissions Admissions 5700 College Rd. 190 Prospect Ave. Lisle, IL 60532 Elmhurst,IL 60126-3296 www.ben.edu www.elmhurst.edu 630-829-6300 630-617-3400 Bradley University Eureka College Admissions Admissons 1501 West Bradley Ave. 300 College Ave. Peoria,IL 61625 Eureka,IL 61530 www.bradley.edu www.eureka.edu 309-677-1000 888-438-7352 Columbia College Chicago Illinois College Admissions Admissions 600 South Michigan Ave. 1101 West College Ave. Chicago,IL 60605-1996 Jacksonville, IL 62650 www.colum.edu www.ic.edu 312-663-1600 ext. 7129 217-245-3030 Concordia University Illinois Institute of Art Admissions 350 North Orleans, Suite 136-LO 7400 Augusta Street Chicago, IL 60654 River Forest,IL 60305-1499 www.lic.artinstitutes.edu www.curf edu 312-280-3500 708-209-3100 YORKV ILLE H.S. 6310bb54cai c,J..,<,. ._. Illinois Institute of Art Millikin University 1000 Plaza Dr. Suite 100 1184 West Main St. Schaumburg,IL 60173-4913 Decatur,IL 62522-2084 www.ilis.aii.edu www.millikin.edu 847-619-3450 217-424-6210 Illinois State University Monmouth College Campus Box 2200 700 East Broadway Normal, IL 61790-2200 Monmouth, IL 61462-9989 www.ilstu.edu www.monm.edu 309-438-2181 309-457-2131 Illinois Wesleyan University North Central College 1312 North Park PO Box 3065 Bloomington, IL 61702-2900 Naperville,IL 60566 www.iwu.edu www.noctrl.edu 309-556-3031 630-637-5800 Lake Forest College Northern Illinois University 555 North Sheridan Rd. DeKalb, IL 60115-2854 Lake Forest, IL 60045-2399 www.niu.edu www.lakeforest.edu 815-753-0446 847-735-5000 Lewis University Northwestern University One University Parkway 1801 Hinman Ave. Romeoville,IL 60446-2200 Evanston, IL 60204-3060 www.lewisu.edu www.northwestem.edu 815-836-5250 847-491-7271 Loyola University Rockford College 820 North Michigan Ave. 5050 East State St. Chicago,IL 60611 Rockford,IL 61108-2393 www.luc.edu www.rockford.edu 312-915-6500 815-226-4050 MacMurray College Southern Illinois/Carbondale 447 East College Ave. Mailcode 4701 Jacksonville,IL 62650-2590 Carbondale, IL 62901-4701 www.nlac.edu www.siuc.edu 217-479-7056 618-453-4381 YORKVILLE H.S. 630S534397 IQJ/VJL!{CJ VJJ:JJ lm Southern Illinois University/Edwardsville Wheaton College PO Box 1600 501 College Ave. Edwardsville,IL 62026-1600 Wheaton, IL 60187 www.siue.edu www.wheaton.edu 618-650-3705 630-752-5005 University of Chicago Purdue University 1116 East 59th St. 1080 Schleman Hall Chicago,IL 60637 West Lafayette, IN 47907-1080 www.uchicago.edu www.purdue.edu 773-702-8650 765-494-1776 University of Illinois @ Chicago University of Notre Dame PO Box 5220 220 Main Building Chicago,IL 60680 Notre Dame, IN 46556 www.uic.edu www.nd.edu 312-996-4350 574-631-7505 University of Illinois @ Champaign Valparaiso University 901 W. Illinois St. 651 South College Ave. Urbana, IL 61801 Valparaiso, IN 46383-6493 www.uiuc.edu www.valpo.edu 217-333-0302 219-464-5011 University of Illinois @ Springfield Drake University Shepard Rd. 2507 University Ave. Springfield,IL 62794 Des Moines, IA 50311-4505 www.uis.edu www.drake.edu 217-206-6626 515-271-3181 University of St. Francis Iowa State University 500 Wilcox St. 100 Alumni Hall Joliet,IL 60435-6188 Ames, IA 5011-2011 www.stfrancis.edu www.iastate.edu 815-740-3400 515-294-5836 Western Illinois University Loras College One University Circle - 115 Sherman Hall 1450 Alta Vista St. Macomb, IL 61455-1390 Dubuque, IA 52004-0178 WWW.wiu.edu www.loras.edu 309-298-3111 563-588-7236 YORKVILLE H.S. 630SS343y/ University of Dubuque 2000 University Ave. Dubuque, IA 52001-5099 www.dbq.edu 563-589-3200 University of Iowa 107 Calvin Hall Iowa City, IA 52242 www.uiowa.edu 319-335-3847 2-year colleges College of Dupage(COD) 425 Fawell Blvd. Glen Ellyn,IL 60137-6599 www.cod.edu 630-942-2482 Joliet Junior College 1215 Houbolt Rd. Joliet,IL 60431.-8938 www.jjc.cc.il.us 815-729-9020 Kishwaukee College 21193 Malta Rd. Malta,IL 60150-9699 www.kish.cc.il.us 815-825-2086 Parkland College 2400 West Bradley Ave. Champaign,IL 61821 www.parkland.cc.il.us 217-351-2208 Waubonsee Community College Rt. 47 @ Harter Rd. Sugar Grove, IL 60554 www_waubonsee.edu 630-466-7900 7-6-6-3 7-6-6-5 7-6-6-3: RATES AND CHARGES ESTABLISHED: A. Basic User Charge: There is hereby established a basic user charge of thirteen dollars thirteen cents ($13.13) bimonthly for users of the Yorkville sanitary sewer system to recover OM&R costs. B. Debt Service Charge: There is hereby established a debt service charge of four dollars eighty seven cents ($4.87) bimonthly for users of the sanitary sewer facilities. C. Computation Of Sewer Maintenance Charge: The total sewer maintenance charge shall be a summation of the basic user charge and the debt service charge as shown below: Basic user charge 13.13 Debt service charge 4.87 Total 18.00 Ord. 1992-6, 4-23-1992; amd. Ord. 1998-17, 5-14-1998, eff. 7-1-1998) 7-6-6-4: REVIEW AND REVISION OF CHARGES; NOTICE: A. The adequacy of the sewer maintenance charge shall be reviewed, not less often than annually, by certified public accountants for the city in their annual audit report. The sewer maintenance charges shall be revised periodically to reflect a change in local capital costs or OM&R costs. B. The users of the sanitary sewer facilities will be notified annually, in conjunction with a regular bill, of the rate and that portion of the user charges which are attributable to the wastewater operation, maintenance and replacement. (Ord. 1992-6, 4-23-1992) 7-6-6-5: BILLS FOR SERVICE; DELINQUENCIES: A. Rendering Bills: Bills for sewer service shall be sent out by the city treasurer on the first day of the month succeeding the bimonthly period for which the service is billed. All sewer bills are due and payable thirty (30) days after being sent out. A penalty of eight percent (8%) shall be added to all bills not paid by the thirtieth day after they have been rendered. July 2002 City of Yorkville 7-6-6-5 7-6-6-5 B. Payment Of Bills; Liability For Service: The rates or charges for service shall be payable bimonthly. The owner of the premises, the occupant thereof and the user of the service shall be jointly and severally liable to pay for the service to such premises and the service is furnished to the premises by the city only upon the condition that the owner of the premises, occupant and user of the services are jointly and severally liable therefor to the city. C. Delinquencies: 1. Discontinuance Of Service: If the charges for such services are not paid within thirty (30) days after the rendition of the bill for such services, such services shall be discontinued without further notice and shall not be reinstated until all claims are settled. 2. Lien; Notice Of Delinquency: a. Whenever a bill for sewer service remains unpaid for one hundred eighty (180) days after it has been rendered, the city treasurer shall file with the county recorder of deeds a statement of lien claim. This statement shall contain the legal description of the premises served, the amount of the unpaid bill and a notice that the city claims a lien for this amount as well as for all charges subsequent to the period covered by the bill. b. If the user, whose bill is unpaid, is not the owner of the premises, and city treasurer has notice of this, notice shall be mailed to the owner of the premises if his address be known to the treasurer, whenever such bill remains unpaid for a period of ninety 90) days after it has been rendered. c. The failure of the city treasurer to record such lien or to mail such notice or the failure of the owner to receive such notice shall not affect the right to foreclose the lien for unpaid bills as mentioned in the foregoing section. 3. Foreclosure Of Lien: Property subject to a lien for unpaid charges shall be sold for nonpayment of the same and proceeds of the sale shall be applied to pay the charges, after deducting costs, as is the case in the foreclosure of statutory liens. Such foreclosure shall be by bill in equity in the name of the city. The city attorney is hereby authorized and directed to institute such proceedings in the name of the city in any court having jurisdiction over such matters against any property for which the bill has remained unpaid for one hundred eighty (180) days. (Ord. 1992-6, 4-23-1992) July 2002 City of Yorkville 7-6-6-6 7-6-6-7 7-6-6-6: DISPOSITION OF REVENUES: A. All revenues and monies derived from the operation of the sewerage system shall be deposited in the sewerage account of the sewerage fund. All such revenues and monies shall be held by the city treasurer separate and apart from his private funds and separate and apart from all other funds of the city and all of said sums, without any deductions whatever, shall be delivered to the treasurer not more than ten (10) days after receipt of the same or at such more frequent intervals as may from time to time be directed by the mayor and city council. B. The city treasurer shall receive all such revenues from the sewerage system and all other funds and monies incident to the operation of such system as the same may be delivered to him and deposit the same in the account of the fund designated as the sewer maintenance fund of the city. Said treasurer shall administer such fund in every respect in the manner provided by statute of the revised cities and villages act effective January, 19421. ( Ord. 1992-6, 4-23-1992) 7-6-6-7: BOOKS AND RECORDS; AUDITS: A. Accounts: The city treasurer shall establish a proper system of accounts and shall keep proper books, records, and accounts in which complete and correct entries shall be made of all transactions relative to the sewerage system, and at regular annual intervals the treasurer shall cause to be made an audit by an independent auditing concern of the books to show the receipts and disbursements of the sewerage system. B. Annual Audit: In addition to the customary operating statements, the annual audit report shall also reflect the revenues and operating expenses of the sewer maintenance fund, including a replacement cost, to indicate that sewer service charges under the waste cost recovery system do in fact meet these regulations. In this regard, the financial information to be shown in the audit report shall include the following: 1. Flow data showing total gallons received at the wastewater plant for the current fiscal year. 1. 65 ILCS. July 2002 City of Yorkville 7-6-6-7 7-6-6-10 fTh 2. Billing data to show total number of gallons billed per fiscal year. 3. Debt service for the next succeeding fiscal year. 4. Number of users connected to the system. 5. Number of nonmetered users. 6. A list of users discharging nondomestic and industrial wastes and volume of waste discharged. C. Access To Records: The IEPA or USEPA or their authorized representative shall have access to any books, documents, papers and records of the city which are applicable to the city system of user charges for the purpose of making audit, examination, excerpts and transcriptions thereof to ensure compliance with the terms of: special and general conditions to any state grant, federal regulations and conditions of the federal grant and loan agreement and rules of any state loan. (Ord. 1992-6, 4-23-1992) 7-6-6-8: EFFECTIVE DATE OF RATES: The rates and service charges established for user charges in sections 7-6-6-1 through 7-6-6-4 of this chapter shall be effective as set forth by the ordinance or resolution establishing such rates and service charges. (Ord. 1992-6, 4-23-1992; amd. Ord. 1998-17, 5-14-1998, eff. 7-1-1998) 7-6-6-9: APPEALS: The method for computation of rates and service charges established for user charges in this section 7-6-6 shall be made available to a user within thirty (30) days of receipt of a written request for such. Any disagreement over the method used or in the computations thereof shall be remedied by a court of law after notification of a formal written appeal outlining the discrepancies. (Ord. 1992-6, 4-23-1992) 7-6-6-10: PENALTY: Any person violatingprovisions ofsectionsanY 7-6-6-5 through 7-6-6-7 of this chapter shall be fined not less than two hundred fifty dollars ($250.00) nor more than five hundred dollars 500.00) for each offense. (Ord. 1992-6, 4-23-1992) July 2002 City of Yorkville 03/08/2003 15:32 FAX 630 553 5764 DANIEL J. KRAMER 1002/002 es, DUnited City ofYorkvilleCountySeatofKendallCounty 800 Oame Farm Road Yorkville,Illinois 60560 Phone:630-553. 4350Fax'630.5537575 September 8, 2003 Administration Committee VIA FACSIMILE: 553-7575 RE: The United City of Yorkville Suggestion Box Dear Committee: As a follow-up to the discussion at a previous City Counsel Meeting regarding the Suggestion Box at the United City of Yorkville, where it was suggested that a number of Aldermen should review the items placed in the box and distribute the suggestions to the appropriate committees, I would make the following recommendation in order to comply with the Open Meetings Act. I would suggest that the Mayor and/or one Alderman review the items in the box and forward them to the appropriate committees. You may choose to have one Alderman in charge of this task for a determined period of time,or you may want to rotate the alderman checking the box. I would strongly advise having a number of aldermen and the Mayor review the items in the suggestion box as it would violate the Open Meetings Act. Should you have any further questions please feel free to contact me. Very Truly Yours, Kelly A. Kramer, Attorney at Law KAK/cth UNITED CITY OF YORKVILLE Memo To: Administration Committee From: Tony Graff, City Administrator CC: Mayor Prochaska, & Department Heads Date: 9/5/03 Re: Follow-up information from Adm. Committee Meeting 8/14/03 This is in response from the memorandum I received from Chairperson Rose Spears dated August 15, 2003 which I received on my desk on September 2, 2003. I agree we need to improve communication in an attempt to shorten the length of future meetings and I believe this may assist with the process. I have prepared my responses for all items that were marked action required for Tony and all staff I directly supervise. 2. Review Planning Coordinator's Fees Spreadsheet—Update(Tony) I will assist Treasurer Powell with coordination for him to observe the Planning Coordinator Kurtzman's performance working with developers. 3.Water Billing Accounts Due—Update (Judy) Judy will provide the normal water utility billing report for evaluation purposes by the committee. The intergovernmental agreement with the YBSD has been presented to Director Pfister for their approval. Director Pfister stated he sees no problem with the revisions. I discussed the problem about the water heater damage incident with Director Pfister and he said he would review the resident's request if they contact him, also he would talk to Joe Moore who observed the damage. I would recommend Attorney Kramer to review the incident and provide a recommendation after discussing the matter with staff. This will be scheduled at the next staff meeting with Attorney Kramer on 9/17/03. 4.Water Billing Software—Update(Judy) Traci will provide an update in regards to her letter to the accounting vendor MSI and she will provide an update about the water utility billing concerns raised by Judy. 1 5.Accounting Software—(Kim) Traci will provide an update and status about training accounting personnel and Kim's concerns. 6. New Entry Way Sign—Update(Tony/Art) Two new entryway signs are ordered. The signs are scheduled to be installed at RT 34 and Eldamain Rd. and just west of Lynwood Subdivision on RT 34. 7.Web Site Update(Tony) The web site is operating www.yorkville.il.us and we still need to add more information from the police department. The training is scheduled for Monday 9/8/03 for updates to keep the web site fresh. Also, the vendor has offered to host the web site for $100 a month. Traci will provide more information about the web site. 8.Project Financial Tracing Worksheet—Update(Tony) This request is still under review and I believe we should be able to add the information for total dollar amounts for each project in the very near future. 9.Meeting Minute Recorders—Update(Jackie) Jackie has drafted the advertisement for posting in the Kendall County Record on 9/11/03 and we will continue to recruit,however,we have hired a new minute taker that was referred to Jackie by Valerie Burd. Jackie will provide an update on contacting educational resources. 10. Administration Office Staff Update(Tony) The advertisement was placed in the Kendall County Record and I will be reviewing the applicants and preparing for interviews and typing test within the next two weeks. I did discuss the changing of hours with Mary and she would like to keep the same arrangement working Mon, Tues (8-4:30) and Wed (8-12:30). I would like to keep our options open on the hours depending on the applicants and working with Mary. Also, I did notify Mary of the full time receptionists position being denied at this time, however until we hire a new part time receptionist I told her to continue to work as a temporary 40 hours a week position. I anticipated hiring the new part time receptionist by October 1st 11. Office Furniture—Results of Bid Opening(Tony) The order was placed and at this time the order was reduced by $2,500. We should have a delivery schedule from the vendor within the next 3-5 days. Page 2 12. Road Improvement Program—Update The revised contract from Smith Engineering to phase the engineering to begin design work this December to be completed by June. The payment will be split between FY03/04 and FY04/05. This revised contract should be ready for the September 16th or October 7th COW meeting. 13. Land Cash Reconciliation—Update(Traci) Traci will continue to monitor and work with Laura Brown. NEW BUSINESS 1. Resolution — Council Members telephone/e-mail vote when out-of-town or ill. Committee) I met with Attorney Kelly Kramer on9/3/03 and she will research the new legislation and draft an ordinance, hopefully by Adm. Committee date otherwise she will have the draft ready for the next Adm. Committee meeting. 2. Policy—Employee attending out-of-state meetings/seminars(Committee) After talking with Attorney Kelly Kramer, I will prepare draft language for legal review to create a policy to be incorporated into the Employee Manual. The draft will include language that all requests for out-of-state meetings/seminars must be pre-approved either through the budget process or by the Mayor or Committee. Any out-of-state meetings/seminars that have numerous locations the Department Head must choose the one location closest to Illinois, no exceptions. If this is the language being requested I will include this in the employee manual and we will not need a separate policy. 3. Review of Grant Status — review spreadsheet indicating grants applied for, brief description, amount of grant, City match, award/notification of date, etc. (Committee) Staff received the request at the Department Head Meeting on 9/3/03 and we will have a spreadsheet meeting your request for the next Adm. Committee Meeting including all grants from all departments. 4. Review of Department Head Performance Evaluations(Committee) The Mayor will handle this task and possibly contact the Labor Attorney for guidance. 5. Policy—Procedures regarding new development process(Valerie) I believe this was accomplished through the new development flow chart being adopted by the City Council on 9/9/03. Page 3 6. Office Etiquette(Tony) This was discussed at the office staff meeting and reinforced to the office staff of the proper telephone greeting to include the following(Note Cards will be posted at each answer position): 1. Hello,United City of Yorkville,department if applicable 2. Employee Name,may I help you 7. Organizational Chart(Tony/Art) I am preparing a citywide organization chart working with the department heads. Hopefully,I will have the chart completed for the next meeting. 8. Grande Reserve The Grande Reserve Budget will be incorporated in the revised budget process to be presented in October. 9. Request to Hire Engineering Assistant—City Council Meeting 9/9/03 10. Radium Compliance/Water Project Alternate Revenue Bond(Traci) Staff and consultants are reviewing the bond amount and I think we might be requested to lower the amount from 7.9 million to 5.5 million. The reduction is based on future Well 6 and treatment facility(RT 47/Galena Tower location) is not needed at this time, so I recommended reducing the bond amount and we should have new growth front fund this project when needed in this area. This is still being explored and we will have a recommendation before a request for approval. Also, the water rate analysis has been completed by Traci and Kevin McKenna (Speer Financial) and no rate increase is being proposed at this time, however, if more dollars are needed in the future to operation and maintenance cost increase such as energy/utility increase then we might have to re-examine the water rate. 11. Bruell Street Pump Station Bond Bank Ordinance-(Traci) Traci will have an update. ADDITONAL BUSINESS: 1. City Vehicle Policy(Art/Committee) Liz distributed current Policy to committee members. 2. Intern Evaluation(Traci) Traci talked to Bart and he will try to submit a letter to us in the very near future. Page 4 3. Daily Job Task—(Tony) The job task log sheet has been completed and reviewed by department heads and I will distribute the log sheet to office staff for their review to provide final input to make sure we have identified all job functions. The office staff was notified about this request by the Adm. Committee at their office staff meeting on 8/20/03. Furthermore, the results will be used to assist in evaluating job functions and a comparison to job descriptions to assist with future staffing needs. 4. Suggestion Box(Rose) This has not been completed at this time until a legal review and process been completed. Staff suggested working with the Employee Assistance Program and create an employee survey instrument to be distributed. Mayor is still reviewing this request. 5. Skills Testing — This will be compiled with through the selection process and job description requirements before offering the applicant the conditional offer of employment. 6. Sewer Back-up Naden Court (Art) — This has been resolved between the homeowner and the City. 7. Executive Session regarding former personnel(Valerie) This is under legal review by Attorney Dan Kramer working with the Mayor. Page 5