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Administration Packet 2003 12-11-03United City of Yorkville County Seat of Kendall County EST.% 106 800 Game Farm Road Cl) Yorkville, Illinois 60560 p Phone:630-553-4350 o1kr K Fax:630-553-7575 sv AGENDA ADMINISTRATION COMMITTEE MEETING THURSDAY, December 11, 2003 6:30 P.M. CITY CONFERENCE ROOM Revised: 12/10/03 Presentation: 1. None Old Business: 1. Minutes for Approval/Correction: September 11, 2003 2. Monthly Updates: a. Planning Coordinator's Fees Spreadsheet b. Past Due Invoices Worksheet c. Water Billing Accounts Due Report d. Billing Software e. Accounting Software f. Website Status/Training g. Revised Project Financial Tracking Worksheet 3. Handicapped Access to Public Buildings 4. Update on City Staff Work Session 5. Investment Policy Draft New Business: 1. RFQ for Facility Master Plan 2. Nextel Phone Assignments 3. Office Supplies Procedures 4. Expenses to Date: Walmart Breakdown Additional Business: F D C, United City of Yorkville County Seat of Kendall County EST , 1836 800 Game Farm Road O C/) Yorkville,Illinois 60560 p Phone:630-553-4350 Fax:630-553-7575 E \\' AGENDA ADMINISTRATION COMMITTEE MEETING THURSDAY, December 11,2003 6:30 P.M. CITY CONFERENCE ROOM Presentation: 1. None Old Business: 1. Minutes for Approval/Correction: September 11, 2003 2. Monthly Updates: a. Planning Coordinator's Fees Spreadsheet b. Past Due Invoices Worksheet c. Water Billing Accounts Due Report d. Billing Software e. Accounting Software f. Website Status/Training g. Revised Project Financial Tracking Worksheet 3. Handicapped Access to Public Buildings 4. Update on City Staff Work Session New Business: 1. RFQ for Facility Master Plan 2. Nextel Phone Assignments 3. Office Supplies Procedures 4. Expenses to Date: Walmart Breakdown Additional Business: Investment Policy United City of Yorkville, Illinois DRAFT 113- 1.01 Policy It is the policy of the United City of Yorkville(the City)to invest public funds in a manner which will provide the highest investment return with the maximum security while meeting the daily cash flow demands of the City and conforming to all state and local statutes governing the investment of public funds. 1.02 Scope This policy includes all funds governed by the City Council. It does not include IMRF or Police Pension Funds, which is governed by other policies. Cash balances from various funds, which are not restricted or special use, may be pooled to maximize investment earnings. Investment income will be allocated to the various funds based on their respective participation and in accordance with generally accepted accounting principals. 1.03 Objective The primary objective, in order of priority, shall be: Legality: Conformance with federal, state and other legal requirements. Safety: Preservation of capital and protection of investment principal. Liquidity: Maintenance of sufficient liquidity to meet operating requirements. Yield: Attainment of market rates of return. Local Considerations: The City recognizes the benefits of retaining money within the community for future growth and economic well being. The estimated value of these benefits is the maximum discount rate of the lesser of 10%of the Illinois Funds money market rate or 25 (.25%)basis points. The portfolio should be reviewed periodically as to its effectiveness in meeting the entity's needs for safety, liquidity, rate of return, diversification and its general performance. 1.04 Standards of Care 1. Prudence Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the safety of their capital, as well as the probable income to be derived. The standard of prudence to be used by investment officials shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. 2. Ethics and Conflicts of Interest Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions. 3. Delegation of Authority The investment policy shall be administered in accordance with all applicable State of Illinois statues as well as city codes and ordinances. Oversight of the investment policy is delegated to the Treasurer. Day- to-Day management and administrative responsibility for the investment policy is hereby delegated to the Finance Director. 1.05 Authorized Finance Dealers and Institutions The Finance Director shall maintain a list of local financial institutions authorized to provide investment services. These institutions shall comply with all qualifications and requirements as set forth in Illinois State Statute 30 ILCS 235/6. With the exception of Illinois Public Treasurer's Investment Pool, financial institutions shall have a local presence within The United City of Yorkville, unless they are specifically approved by the City Council. Temporary interim deposits in outside institutions, which also require Council approval, may be permitted to establish bond issues and similar accounts. 1.06 Safekeeping and Custody 1. Security All security transactions, including collateral for repurchase agreements, entered into by the United City of Yorkville, shall be conducted on a delivery-verse-payment (DVP)basis. Securities will be held by an independent third party custodian, and evidenced by safekeeping receipts and a written custodial agreement. Funds invested in Repurchase Agreements shall comply with all governing laws including Illinois State Statute 30 ILCS 235/2 (g-h). 2. Internal Control The Treasurer, working with the Finance Director, is responsible for establishing and maintaining an internal control structure designed to insure that the invested assets of the City are protected from loss, theft or misuse. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. In addition, an annual independent review by an external auditor will be performed. The internal controls shall address the following points. Control of collusion Separation of transaction authority from accounting Custodial safekeeping Written confirmation of telephone transactions for investments and wire transfers 1.07 Authorized and Suitable Investments Investments may be made in savings, checking, money market accounts, certificates of deposit and the Illinois Public Treasurer's Investment Pool. Any other type of investment will require City Council approval. Investments shall be made that reflect the cash flow needs of the fund type being invested. All investments shall be as allowed for in the Illinois Statute 30 ILCS 235/2 sec 2 regarding the investment of public funds. 1.08 Investment Parameters 1. Collateralization Funds on deposit (checking account, certificates of deposit, etc.) in excess of FDIC limits shall be secured by some form of collateral, witnessed by a written agreement and held at an independent—third party institution in the name of the municipality. The third party institution shall comply with all qualifications and requirements as set forth in the Illinois State Statute 30 ILCS 235/6. 2. Diversification The City shall diversify its investments to the best of its ability based on the type of funds invested and the cash flow needs of those funds. Diversification can be by type of investment, number of institutions invested in, or length of maturity. 3. Maximum Maturities To the extent possible, the City shall attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the United City of Yorkville will not directly invest in securities maturing more than five years form the date of purchase. Reserve funds may be invested in securities exceeding five years if the maturity of such investments is made to coincide as nearly as practicable with the expected use of the funds. 1.09 Reporting The Treasurer shall prepare monthly Treasurer's report to the City Council and be available on request. The report shall be in a format suitable for review by the public. An annual report shall also be provided to the Council. 1.10 Performance Standards 1. This investment portfolio shall be managed in accordance wit the parameters specified within this policy. The portfolio shall obtain a comparable rate of return during a market/economic environment of stable interest rates. Portfolio performance shall be compared to the current Illinois Public Treasurer's Investment Pool rate. 2. Marking to Market A statement of the market value of the portfolio shall be issued to the City Council quarterly. 1.11 Investment Policy Adoption The investment policy shall be adopted by the City Council. The Treasurer shall review the policy within 90 days of the end of the fiscal year and any modifications made thereto must be approved by the City Council. Page 1 of 10 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING DRAFTTHURSDAY, SEPTEMBER 11,2003 7:00 P.M. MEMBERS PRESENT: Mayor Art Prochaska(arrived at 7:27 p.m.) Alderwoman Rose Spears Alderwoman Valerie Burd Alderman Paul James Alderman Marty Munns CITY MEMBERS PRESENT: City Administrator Tony Graff(arrived at 7:08 p.m.) Police Chief Harold Martin(arrived at 7:15 p.m.) City Attorney Kelly Kramer(arrived at 7:15 p.m.) Finance Director Traci Pleckham City Treasurer Bill Powell This meeting was called to order at 7:00 p.m. OLD BUSINESS Minutes for Approval/Correction: There were no minutes for approval at the time of this meeting. Water Billing Accounts Due- Update: Alderwoman Spears raised the question that, if someone's meter is stuck, and they are filling their swimming pool, how is a proper estimation done? Traci Pleckham's response was that they do estimate higher in cases of unsuccessful access to a meter. Alderwoman Spears questioned if it will be a policy to continue to estimate at higher increments with each unsuccessful attempt at accessing the meter. Alderman James inquired how to handle those listed on the sheet that have not picked up their certified letter. It was agreed by the Committee to keep increasing estimates until a response is received. City Treasurer Bill Powell suggested that certified letters also go out to those with stuck meters that are over six months old. He requested that action be taken on those with dates over six months past due which are reflected on the handout, specifically dates of 2/12/02, 2/11/03 and 1/6/03. Traci Pleckham indicted that she did not know why these were so old. Alderwoman Spears requested that she look into it. Alderwoman Spears acknowledged that the list was considerably shorter than it has been in the past, confirming that much progress has been made. This list will continue to be reviewed every month. Water Billing Software- Update: Alderwoman Spears asked Traci Pleckham to give an update on the water billing software. Ms. Pleckham's response was that there was not much to report, other than there had been training on the "Fixed Assets"portion of the program since the last Page 2 of 10 meeting. She also indicated that with respect to audit,they are still awaiting final numbers. Training on the accounting software for this portion will also be required. With respect to the billing, they have made considerable progress to fix the "quirks"with the accounting program. She is anticipating a response from a sales manager at MSI in regards to a reduction in fees. New Entry Way Sign - Update There are two signs on order. Alderman James stated that Mayor Prochaska indicated that the Grand Reserve Development were thinking about having landscape placed around one of the signs, and another sign would be placed in Plano to match the landscape there. Web Site Training- Update Traci Pleckham stated that Andy Clements would be coming in the following Wednesday to begin training with department heads on how to update the site, starting with the Clerk's office. Mr. Clements would be handling the web site maintenance, the reporting of hits from the site and promotions. Mr. Powell asked Traci Pleckham to confirm a previous statement she made with respect to having the ability to forward emails without disclosing email addresses. He wanted to know if these email messages forwarded from the website would indicate that it came from the City. Her response was that it would not. Mr. Powell then asked, with the multiple "junk email" messages he deletes, how will he know when an email comes through from a citizen? His concern is that if he does not recognize the email address, he could inadvertently delete the email. Traci stated she would ask Mr. Clements to look into adding something to a field within the email to serve as a"flag"that it was forwarded from the City's website. Review Revised Project Financial Tracking Worksheet Alderwoman Spears asked Treasurer Powell if the worksheet containing those items he previously requested, such as having the worksheet reflect the percentage of the total that has been collected. Administrator Tony Graff stated that they are waiting for MSI to be sufficiently working to be able to code this information on the system. Once this change over to the new system occurs, they will be able to revise the spreadsheet. Treasurer Powell inquired why some entries on the spreadsheet had fees that were waived. He refers to line item 23 on this sheet, for Go-Tane Service Station. Mr. Graff's response was that this was a case of forced annexation, where fees are waived. With reference to line item 33 on the spreadsheet for Kendall General Store, whereupon the City requested them to annex for contiguous business zoning, only$250.00 of the annexation fee is waived. Mr. Graff explained that there is only one fee for annexation rezoning for business. With respect to line item 53, the Runge property, Administrator Graff stated that approximately 2 to 2-1/12 years ago,the Mayor sent letters out to businesses along Route 47 up to Kendall County line requesting that those who wanted to annex, these fees would be waived. Mr. Powell asked Mr. Graff to explain what the concept fee is, as this is also indicated on the spreadsheet. Mr. Graff`s response was that it is actually a 500.00 credit toward other fees in the future. Thus,this gets recouped later by the City. Item number 60 of the spreadsheet,the Valentine property, was a result of a letter sent approximately three years ago. This fee was also waived due to annexation in the Amurol area, since he was rezoning as commercial. Mr. Powell pointed out the last item, number 1 Page 3 of 10 74,the York Hill Landscaping Company, which, he indicated, was self-explanatory as it contained the same footnote of "annexation/zoning". Recruiting Meeting Transcribers- Update Alderwoman Spears stated that this item was to be tabled due to the fact that City Clerk Milschewski did not have sufficient time to contact people. There is no urgency to this issue at present time. This will be discussed at the Administration meeting next month. Review Draft of Policy-Employees Attending Out-of-State Meetings/Seminars Mr. Graff indicated that there has not been a draft created on this policy to date. He did ask the labor attorney via email if feedback could be provided with respect to the travel policy that is to be incorporated in the Employee Manual. This will be reviewed at the next Committee of the Whole Meeting scheduled for September 16, 2003. Mr. Graff stated that he delivered a memo to department heads that indicated if there are any out-of- state training sessions, conferences or seminars that travel would only be allowed to those places closest to Illinois without exceptions. After Chief Harold Martin reviewed the memo with its proposed language, he brought up the following concern and requested a provision be made. He pointed out that conferences which may not be closer may still be more cost effective to attend due to cheaper airfares and cut-rate hotel packages. Chief Martin requested that Mr. Graff replace the "no exception"rule with a provision indicating "that the most cost effective destination" be pre-approved by the department head. Review of Grant Status Spreadsheet Administrator Graff stated that the Police Department has numerous grants. Mr. Graff requested that Police Chief Martin provide the information regarding his department's grants which will be added to this new format to report for next month. Alderwoman Spears requested that the police grant information be kept separate. Ms. Pleckham and Administrator Graff explained the necessity of having that information contained on one report. First,the Finance Department would be able to track all grants. And more importantly, this conglomeration is necessary for annual reviews and annual reports. Alderwoman Spears was concerned that various grants are reflected on many different formats. Administrator Graff stated that this spreadsheet serves only as a summary report that will be utilized for tracking all grants. Council will still get different formats reflecting the various grants that are currently in process, since each may have different requirements. As Chief Martin pointed out, only copies of the Police Department's grants are provided to the Finance Department as was previously mandated. Alderwoman Spears also asked to have the spreadsheet revised to indicate whether or not the grant was actually awarded and the date of the award, as the sheet does not currently reflect this information. Administrator Graff indicated that the new grant writer was hired on May 1, 2003. She is working on bike trails and recently completed the paperwork for the Illinois Tomorrow Corridor. Notification of the completed grant process is expected in November. It was decided by the Committee that reporting of the status of grants be done quarterly Page 4 of 10 and will remain on the Administration Agenda only. Administrator Graff clarified that once the grant has been awarded, that information is deleted from the spreadsheet at the end of the fiscal year. Review Draft of Resolution Regarding Council Member Phone-in of Votes when Out of Town Attorney Kelly Kramer stated that the Attorney General has issued an opinion letter stating that telephone conferencing does not violate the "Open Meetings Act" as long as all the provisions of the act are complied with. One particular requirement is that the meeting would still need to be open to the public and both sides must be able to hear each other's comments. This can be accomplished with a speaker phone. Administrator Graff stated that one was ordered to be placed in the new council chambers. Attorney Kelly Kramer also looked into ordinances from several other communities, and found they have adopted certain provisions that she would like to have the Committee review, such as the vicinity requirement. This states that if you are outside of pre- determined mile vicinity, the telephone conference is acceptable as long as one or more Aldermen are present. The person on the telephone must identify himself and be able to participate in the voting process. Attorney Kelly Kramer asked the Committee to decide on several issues: If a limitation is to be placed on the number of miles, whether one can call in while on vacation and the number of people that are allowed to phone in for one meeting. She indicated that they would have "free reign" as to what guidelines they wish to set. Administrator Graff asked if an Alderman was sick and under medication, would the validity of their phone-in vote be questioned at a later date. Attorney Kramer stated she would look into Administrator Graff s question to see if a legal requirement exists for mental fitness". It was decided by the Committee that the following recommendations be adopted into the ordinance and brought to the next C.O.W. meeting: 1). There will be no mile requirement; 2). There will be a limit of three Aldermen/Alderwomen who can phone in for a meeting; 3). Those on vacation can call in if they wish, but are not required to do so. Attorney Kelly Kramer will make these changes and fax to Liz D'Anna. NEW BUSINESS Review City Vehicle Policy Upon Alderwoman Spears' inquiry of the members present, it was determined that additional time was needed to review the policy and the additional verbiage that was added by Mayor Prochaska. It was unanimously agreed to bring this back to October's Administration meeting. Discuss City Staff Expenses Listed on Detail Board Report Alderwoman Spears previously requested that Traci Pleckham provide an Apparel expense report from January 2003 to the present. Ms. Pleckham reviewed with the Page 5 of 10 members the spreadsheet she created,which lists the purchase of apparel and accessories that are needed to complete uniforms, such as gloves, belts, key rings, flashlights, batons and tags. This list has further been broken down by employee name and also includes the budgeted amount by department in the far right column. This, she says, will show how much has been spent to date this fiscal year. There was a correction on page 2 of the spreadsheet for the date of 7/22/03, where only employee Bill Barkley is listed for several shirts and jackets. This in fact was supposed to include purchases not only for Bill Barkley, but Joe Wywrot and Mike Robinson. These names were inadvertently left out under the employee column, thus the amount of$345.50 is the cumulative amount spent for all three employees. Alderwoman Burd inquired if Jim Nanninga, while working for the City, purchased his own apparel or if it was paid by the City. The Mayor stated that this was part of a discussion for last year's budget, wherein$1200 was budgeted for clothing. He has requested the City Clerk, Jackie Milschewski to provide the meetings that covered this discussion. Alderwoman Spears stated she has no recollection of this discussion. Alderwoman Burd brought up a comment made previously by Alderman Kot who was upset that there were not enough funds for a lightning alarm. She pointed out that $1200 in clothing expenses are available, but not for the lightning alarm. The Mayor's response was that this was not an issue of lack of funds, but simply because this alarm was not budgeted as an expense. Alderwoman Burd asked if the clothing expense falls under the discretionary fund. Administrator Graff's response was that it falls under the "wearing apparel fund"that was set up in the budget last year. Alderman Munns and Alderwomen Spears and Burd did express the need to limit the funds allocated for clothing. Alderwoman Spears pointed out that in the past some people abused this program with having no monetary limits placed. Alderman Munns pointed out the necessity for those who work outside, have apparel that identifies them to area residents as city employees. Alderwoman Spears stated that City office employees do not have the same needs for apparel as the police staff who are in contact with the public or the parks department who require a uniform. Alderwoman Burd stated that, in her opinion, she would like to see the office staff dress in a more professional, business attire. Mayor Prochaska stated that he would like to have a dress code standard to ensure consistency throughout the City. It was determined by the Committee that when the Budget discussions come up, this will be reviewed again. Alderwoman Spears brought up the issue of the City supplying coffee, creamer, sugar and pop. She recommended that the expense should be shared by the employees who consume these beverages. In response to this suggestion, Mayor Prochaska asked then if employees should also be required to pay for the beverages that are offered to guests that come in to do business with the City. Page 6 of 10 With respect to the petty cash fund, Mayor Prochaska requested that a procedure be set to have on hand accessible funds for recording and filing documents with the County. In lieu of no established procedure, staff members from the Clerk's office are writing personal checks from their own account to cover these costs, since there is not enough funds in petty cash. Administrator Graff stated that in the past, Attorney Dan Kramer's office was handling the filing and recording of the documents. But since City Clerk, Jackie Milschewski would like to see all original documents remain in the Clerk's office, it was agreed that all recordings would be done by either herself or Liz D'Anna. The transition from Attorney Kramer's office previously recording documents to the Clerk's office now doing this, will necessitate these funds. Administrator Graff will check if the County accepts credit cards or if they are able to keep a running account. This, he says, is not a budgeted item, but fees that the City recoups from the developer. Ms. Milschewski is proposing the preparation of a policy for this purpose. In order to be reimbursed from the developer for the clerk's office time for recording, the fee structure will be reviewed to include a"recorder fee". Taxing Procedures for City Owned Vehicles The auditor previously recommended that City personnel who are using City vehicles for private use should pay a vehicle tax and maintain a complete log for legal purposes. Alderwoman Spears stated this issue was again discussed in her Committee back in January of 2003, with members unaware if this procedure was actually being followed. Administrator Graff stated that this is already being done since before he started as City Administrator,over two years ago. The current procedure is that a check is created without an amount filled in and that is what is placed on the employee's W-2 as taxable income. A general log is kept by Joe Wywrot. The auditors review this annually as a part of the audit process. Hire Part-time Secretary (for City Council Members) Alderwoman Spears has raised the issue again of hiring a part time assistant to the City Council members. They are seeking a candidate with a minimum 2-years associate's degree who has excellent research, typing and writing skills. This person would possess the ability to research requested items under consideration by the Council, be able to provide various reports and correspondences, establish contacts with professional organizations, track action requested by aldermen at meetings, review and report on budget line items when requested, review suggestion box items and complaints from the public, and possibly even assist with grants. The Mayor and Alderman Munns asked who this individual would report to. Their concern was that if there are too many people Council members) assigning work to this one person, how would he or she assess whose work should be done first? Alderwoman Burd suggested that this assistant should report to the chairman of the Administration Committee. It was the Mayor's suggestion that the state statute be reviewed with respect to a city employee who reports to elected (non-city) Council members. Also, it would need to be reviewed to determine if one person could be hired to work for the "aldermanic group" as opposed to being assigned to one alderman or alderwoman. He believes this person's title would be that of an office assistant,to perform other office duties when not working on assignments from Council members. Page 7 of 10 Currently, agendas and packets for all meetings are prepared by Liz D'Anna. Alderwoman Spears would like to see the assistant they are requesting to hire to take over the preparation of those packets to have the information in time for Council review before voting on issues. Alderwoman Burd indicated that this is vital in order to make an informed decision before voting to pass ordinances and establishing policies. Mayor Prochaska explained that the City is in the process of hiring additional staff. In the next Budget year and several years to follow, he knows that funds will be made available for additional staffing as the workload continues to increase. He indicated that a bi-monthly newsletter was suggested in order to present a"synopsis" of the issues the council members will be reviewing in meetings and ultimately voting on. His opinion was that the overwhelming load of paperwork will still exist, which does not alleviate the member's need to review it. Alderwoman Spears referred to a specific incident wherein an ordinance was agreed to be revised by Attorney Dan Kramer with the implementation of a paragraph, which did not occur. This was caught, quite by accident by Alderwoman Spears after comparing the two documents just before voting. These types of oversights are of great concern to her and Alderwoman Burd. She stated that the proposed administrative assistant would be responsible for reviewing documents as a"check-and-balance" for the Council in order to avoid these types of occurrences. Administrator Graff responded that department heads should be made aware of these concerns, since they are established to perform to the needs of the Administration Committee, as well as other committees and their chairpersons. This is why evaluations of department heads are done. If it is an"outside person"that Alderwoman Spears is requesting, to protect the interest of the Council, then the problem arises with allowing that person access to records without the knowledge of how to prioritize by importance. Only a department head would know which issues are critical, by the overall impact it would have upon the City. He believes that with the implementation of new staff over the next year,these problems brought up by Alderwoman Spears will be reduced, if not eliminated. The City Clerk is requesting that all information presented to them for packets must be in its completed form, otherwise, it will not be allowed on the Agenda. This includes information coming from all staff members, developers and Attorney Kramer's office. Jackie Milschewski is requesting the authority to be able to take off the Agenda. He indicated that weekly department head meetings have been instituted recently to address many of the concerns expressed by the Clerk's office. It was recommended that this be researched further and will be brought back again for review again next month. Internship Manual Mr. Powell suggested that the word"City" be placed in parenthesis in the beginning of this document in the first sentence of the Internship Manual, that states, "We want to welcome you to the United City of Yorkville. " This would avoid redundancy of having to write out the entire name and ensures consistency throughout the document. He pointed out that sometimes "the City of Yorkville" is referred to, and other times it's "the United City of Yorkville". Page 8 of 10 Alderwoman Spears had a question as to why Police Chief Harold Martin's name is not on the cover letter. Mr. Martin's response was that they opted to have their own manual for internship, since their program runs quite differently from the one overseen by Administration and the Parks Department. The Police Department's work hours are different (which includes the weekend and evening coverage), and, their interns are not paid a stipend. Administrator Graff indicated that this manual is "generic" and contains general information for all interns. Many sections of the manual, he stated, reads like an application. He stated that there is very little policy within this manual, which then allows the University to direct their interns within their individual program. He recommended that Chief Harold Martin could actually implement their manual for the Police Department, since it does not specify a required number of hours required by interns. Alderwoman Burd expressed a concern that currently, there is no City department head with a communications or marketing background who would be qualified to give guidance and oversee the public relations intern. Further, she stated that, there is currently no public relations work being done for the City. She stressed the importance of paying the intern for their work, as many are working solely to fund their schooling. The Committee expressed different ideas as to what the intern should be paid. Administrator Graff stated that the Universities recommend an adequate stipend to match the skills of the intern, as well as taking into consideration the number of years of school they have completed. Alderwoman Burd suggested getting interns who are in their final years of school for their expertise. Administrator Graff stated that Laura Brown suggested that a great internship project would be to put together a brochure about the City of Yorkville. Administrator Graff stated that much of the material contained in the internship manual came from Northern Illinois University's public administration masters program. Expectations of the school, is that interns are made aware of how City Council works as well as knowing the functions all departments within the City. He stated that Universities usually require a midterm or final, often in the form of a report on the specific project(s) they have completed. The Committee agreed to budget for next year stipends for a minimum of four interns a year, but the amount would be determined by the position and the intern's experience. Mayor Prochaska requested Chief Martin to review this manual and give his input as to whether a separate manual is needed for his department. It was recommended by Alderwoman Spears to bring this back to next month's Administration Committee with suggestions by Chief Martin and with corrections of the typographical and grammatical errors. Grande Reserve Impact Request for Park&Recreation This issue will be tabled until next month. Page 9 of 10 a. Administrative Assistant The Parks and Recreation Department is currently working on a time study for an administrative assistant position. They will be preparing a draft for a request for this newly created position once the time study is done. City Treasurer Code Book Items#7-6-6-5 Bills for Service: Delinquencies and 7-6-6-7 Books& Records:Audits. As per Mr. Powell, this will be tabled for a while, as he was unaware at the time this was placed on the agenda that Kelly Kramer is working on changes for this. Draft 2002-2003 Audit Administrator Graff has scheduled John Weber to come to a C.O.W. meeting on September 16, 2003 to review the management letter and the packet containing the audit information, with his recommendations. The only change Ms. Pleckham foresees from accounting done last year is how the property taxes were being reported. Revenues from January through the end of April for the current tax year are being included in the prior fiscal year's budget. In other words,those taxes levied are not being recorded in the right fiscal year. An accounting adjustment was done as a one time adjustment. Mr. Graff confirmed that the City is in good financial standing, as was originally projected. The reduction in revenue (approximately a$170,000 loss) this past year warranted close review with a sixth-month analysis and subsequent budget revision by the Council. The end result was less dollars spent in order to keep within the revised budget. This was also achieved by forecasting, keeping department heads abreast of the financial standing, goal setting and using a more conservative approach. Administrator Graff reported that no projects or services were cut. All revenues were identified for bond issues. It was during an upgrade of the software, that unexplained discrepancies with two journal entries were found. Traci Pleckham stated that that this discrepancy involved an increase in the sewer fund with no offset, as well as a decrease in the water fund, also with no offset. She stated though, in spite of this, everything added up appropriately. Administrator Graff indicated that the auditors are sure that there is no missing money, but that this is just an accounting error. This audit consisted of reviewing each journal entry, all bank statements, and the posting of incoming revenues. He stated that everything balanced according to the auditors. Still, there is $26,000 misplaced which needs to be reported by the auditors. This gets reported on the Standard &Poor's rating, but, a good financial asset report was documented. Another point that Mr. Graff stated that comes up every year is the issue of collateralization. Currently he is waiting for a letter from Yorkville National Bank, indicating that $631,000.00 is classified as collateralized deposits instead of uncollateralized as was reflected at the time of the audit. Traci Pleckham indicated that a large portion of that is retention dollars from Merrill Lynch, leaving only a little over 100,000.00 of that money at the local bank still classified as uncollateralized. Mr. Powell stated that after speaking with the officials at the bank back in the beginning of June, the City was considered"fully collateralized". Currently, he is working on a single-page spreadsheet that reflects all the account and loan balances, as well as Page 10 of 10 collateralization. Mayor Prochaska inquired as to the amount of dollars which were considered as"carry over"dollars from last year, which was $600,000.00. If it was budgeted for $618,000.00, and the actual was only $289,000.00, he asked, is the difference a result of expenditures from previous years? Ms. Pleckham's response was that the auditors look at the current actual dollars that came in this fiscal year, and whatever was needed above and beyond the revenue stream that was received is considered "carry over dollars". Thus, this accounting must be viewed as dollars received in"theory", not actual dollars. Even though this can be thought of as reserved dollars that was put aside from last fiscal year to carry over, it was not in fact needed, therefore not needed to be taken from the fund balance. The Mayor confirmed then with Ms. Pleckham that the transfer of money was in fact done. Administrator Graff asked Ms. Pleckham what the status was of the Fox Industrial fund which was out of balance at the end of the fiscal year. She stated that they had not yet been able to "dive into it", however she stated her immediate plans to begin to resolve this is to review the many transfers that were done between M.F.T. and Fox Industrial. Ms. Pleckham stated that if any questions arose after Mr. Weber's draft audit has been reviewed, to please present to her, and she would be sure to in turn give to Mr. Weber prior to his presentation of September 16, 2003. ADDITIONAL BUSINESS The Mayor relayed to the Committee that he had a discussion with Moser MPI regarding two existing borders on Galena Road and Route 34 where the new signs will be placed. The sign with the letters that are a little smaller, he thought, could be placed on Galena Road. The nicer signs could be placed on Route 34 on the west side since those are both set borders. MPI has verbally agreed that they will build the landscape that will surround the signs. With respect to the old jail, the Mayor stated that he received a questionnaire requesting that it be completed by September 30, 2003. He stated that one of the sample questions was, "What amount are you willing to pay for the premises?" The Mayor will suggest that they look into the value of this building on the property. Alderwoman Burd stated that Ann Vickery (SP?) did express what she believed to be a valid concern, with respect to the current business zoning of the property. Alderwoman Burd recommended that the Committee consider a special zoning for that building. The Mayor believes it is either zoned as B1 or B2. Ms. Burd is requesting that the Committee report back to them with respect to this issue. The Committee agreed that there would be no change in their previous offer. This meeting was adjourned at 9:30 Respectfully submitted by Gail-Marie Denton. Development Coordinator Monthly Report United City of Yorkville October 2003 Summary Page 1 Kylyn's Ocean Lot 3 Bristol Raintree Yorkville Hill Menards Admin. Total Ridge . Atlantic Mulhern Ct Runge Club Village Landscaping Correspondence 2.00 0.00 1.50 0.50 0.00 1.25 0.25 0.50 1.25 7.25 Reviews/Research 1.00 0.50 1.75 0.50 0.00 0.75 0.50 0.25 0.00 5.25 Tracking 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Reports 0.00 1.00 2.00 1.00 0.00 0.00 1.00 0.00 3.75 8.75 Meetings 1.00 0.50 2.75 0.00 1.00 1.50 0.50 0.00 0.50 7.75 Total 4.00 f 2.00 8.00 2.00 1.00 fi 3.50 2.25 0.75 ; 5.50 29.00 Page 1 of 1 Printed: 11/5/2003 United City of Yorkville October 2003 Daily Totals Yorkville Day of Ky|yn's Ocean Lot 3 Bristol Raintree | Hill Week Date Menards Ridge Atlantic KAuKhern Ct Runge Club Village 1Landscapei Admin. Total Wednesday 10/1/2003 0.000.001 0.00 0.25 0.00 n O 5O.0O O 0.00 0.500.50O 1 75,Thursday 1O/2/2003 0.00 0.80 0.00 0.00 0.80 0.00 0.00 250 4.25 Friday 10/3/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.80 0.00 1.501 1.50 Saturday ` 10/4/2003 8.00 0.00 0.00 0,00 0.00 0.80 8.08 0.00 0.00 8.00 Sunday 10/5/2003 ~' 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Monday 10/6/2003 2251 0.00 0.00 0.00/ 0.00 0.25 0.00' 0.75 0.00'3.25 Tuesday 10/7/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.80 0.00 1.00 1.00 Wednesday 10/8/20030.00 0.00 0.00 0.25 0.00 0.60 0,00 0.00 0.00 0.75 Thursday 10/9/2003 --- 1i75 O OO»[-- 0.00, 830 0.00 1.25 0.00 0.00 3.50 Friday 1010/2003 0,00 0.60 8.80 0.001 0.00 0.001 0.000.00 0.001 0.50 Saturday , 10/ DU OO O DO U O - U D 0.00 0.00 0.80 0.00 0.00 Sunday 10/ O.DO, 0.00 0.00 0.00 0.08 0.00 0.00 0.00 0.00 0.00 Monday 10/13/2003 0.00 0.00 0.001 0.001 0.00 0.7511 0.00 0.001 0.00 0.75 Tuesday 10/14/2003 0.00 0.00 0.001 0.001 0.00 0.00 0.00 0.00 0.00 0.00 Friday 10/17/2003 0.00 1.00 0.00r 0.00 0.00 0.00 0. 001 0.001 0.00 1.00 Saturday 10/18/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 WednesdayT10/22/2003 0.00 0.00 0.00 0. 001 0.0 0.00 0.001 0.00 0.00 0.00 Friday 10/24/2003 0.001 0.00 0.001 0.00 0.001 0.00 0.001 0.001 0.00 0.00 Saturday 10/25/2003 0.00 0.00 0.00 0,00 0.00 0.00 0.00 0.00 0,00 0.00 Tuesday 10/28/20031, 0.00 0.001 0,00 0.251 0.00 0.00 0.00 0.00 0.00 0.25 0.00Wednesday000.00 0.00 0.00 0.00 0.00 0.00 1 Thursday 18/30/2003 0.001 0.00 2.50 0.00 0.00 0.00 0.00 0.00 0.00 250 Friday 10/31/2003 0.00 0.00 4.75 OUU OUU 0.00 0.00 0.00 0.00 4.75 4.00 3.00 8.00 2.001 1.00! 3.50 2.26/ 0.751 5.50 28.00 Page 1 of 1 Development Coordinator Monthly Report United City of Yorkville October 2003 Menards Day of Correspondence Reviews/ Date Tracking Reports Meetings Daily Totals Notes Week written/oral Research Wednesday 10/1/2003 0.00 Thursday 10/2/2003 0.00 Friday 10/3/2003 I 0.00 Saturday 10/4/2003 Sunday 10/5/2003 Monday 10/6/2003 1 0.25 1 2.25 Prepare for mtg w/Kelly & Tony Tuesday 10/7/2003 0.00 Wednesday 10/8/2003 0.00 Thursday 10/9/2003 1 0.75 1.75 Review plat for compliance, draft Itr Friday 10/10/2003 0.00 Saturday 10/11/2003 Sunday 10/12/2003 Monday 10/13/2003 0.00 Tuesday 10/14/2003 0.00 Wednesday 10/15/2003 0.00 Thursday 10/16/2003 0.00 - Friday 10/17/2003 0.00 Saturday 10/18/2003 Sunday 10/19/2003 Monday 10/20/2003 0_00 Tuesday 10/21/2003 0.00 Wednesday 10/22/2003 0.00 Thursday 10/23/2003 0.00 Friday 10/24/2003 0.00 Saturday 10/25/2003 Sunday 10/26/2003 Monday I 0.0010/27/2003 Tuesday 10/28/2003 0.00 Wednesday 10/29/2003 0.00 Thursday 10/30/2003 0.00 Friday 110/31/20032003 0.00 Printed: 11/5/2003 Development Coordinator Monthly Report United City of Yorkville October 2003 Kylyn's Ridge Day of Correspondence Reviews/ I iDaily Week Date written/oral Research Tracking li Reports Meetings Totals Notes/Comments Wednesday 10/1/20031 1 0.00 Thursday 10/2/2003f i 0.00 Friday 10/3/20031 1 0.00 Saturday ,.4e '10/4/20Q3- t Sunday, ,- „ c'' 10j8/2003-':t. ... i. . b„ .ti u . . ...._ ,:s. Monday 10/6/2003 0.00 Tuesday 10/7/20031 1 0.00 Wednesday 10/8/2003' 1 0.00 , Thursday 10/9/2003 0.00 Friday 10/10/2003 0.51 0.50 Review plat Saturday 10/11/2003 . h ,. . . W, . Su.,jda .W '[1012/2003', `. ., , 4W 1 , . x ,. . zw u.,. . ._,. ,y,0 .,...n Monday b‘ 10/13/2003 0.00 Tuesday 10/14/2003 0.00 Wednesday 10/15/2003 1 0.00 HThursday10/16/2003,i 0.00 Friday 10/17/2003 1 I 11 1 1.00 Plan Council report Saturday t4 10/18/2003 0.00 r1 Q/19 2 2_,-....'_'..'. F` s, ., . _„ 0.0,,0' xr a .. §- ... s. . _..N.., <. ,.L.1{1 V 1 uwu rEe..EI.wbIW'A> u.Iw.uuL... i..WS..L--.._ aY,....... ..r. ..nh.le .KY:.. i _ u r.. Monday 10/20/2003 0.00 Tuesday 10/21/2003 0.00 Wednesday 10/22/2003 0.00 Thursday 10/23/2003, 0.5', 0.50 Plan Council Friday 10/24/20031 1 0.00 Saturday ii y. `10/20/2003, 0.00 4 4 / 2 6 3F F ' 4 Q•QOSday , .1 Q 2 /2...,..,. _... ,_.._ ... . .._.,. ... w.,,._.. __ ._.. , ...,.. ....0....” ys .,_. ..:.,‘'.'..,...L.1....__ ..r... .r. Monday 10/27/2003 0.00 Tuesday 10/28/2003 0.00 Wednesday 10/29/2003 0.00 Thursday 10/30/20030.00 Friday 10/31/20031 1 0.00 Printed: 11/5/2003 Development Coordinator Monthly Report United City of Yorkville October 2003 Ocean Atlantic Day of Correspondence i Reviews/ Week Date written/oral Research Tracking Reports Meetings Daily Totals Notes/Comments Wednesday 10/1/2003 0.00 Thursday 10/2/2003 0.00 Friday10/3/2003 0.00 Saturday, 10/4/2003 10/5/2003Sunday :1. L , ._ . ,. . _ Monday 10/6/20031 1 0.00 Tuesday 10/7/2003 0.00 Wednesday 10/8/2003 0.00 Thursday 10/9/2003 0.5 0.50 Schedule mtg Friday 10/10/2003 ua j 0.00 Saturday ,, ,„ 0/1,11/2003 r r 4,,,. Sundayk{ _ P.,PI.1u/G03:tad ... 4k cuS.ro ,u r ., n.. v3.. ,J ,2.:c, ..1.11,..41 al,„,,i,,. wtnux.. k,. y.n .-, r Monday 10/13/2003 i 0.00 Tuesday 10/14/2003, I 0.00 Wednesday 10/15/20031 1 0.00 Thursday 10/16/2003 l 1 I 0.00 Friday 10/17/2003 0.00 Saturday 10/18/2 003 r r... `0.00 SundaL„..$,Sn,va, O/ 0/2 .03t ,,,,,,;...:,'1:,.:'''.1',',"`i,-,.,::::,:i. .,.vw,Le<.,.._.. ,._ ', .. :4...,,, z. Sh iYfgW.. .A..,_ ..,...r. ,w.,<.. ... a,. _,_„ _«d._ . ,.. a Monday 10/20/2003 0.25 0.25 cancel mtg Tuesday 10/21/2003 j 0.00 Wednesday 10/22/2003 0.00 Thursday 10/23/2003 i 0.00 Friday 10/24/2003 1 0.00 Saturday` ' 10/25/2003 1 ,-...-,,,%.,., 0,00 Supday 10J26/ 093 .:,.` ,, • ,. ,...,. _..,x t 0.00 . .. ., ,.,.... e`L , _,..>... , .. . . ...... . .. 1Monday110/27/2003 I 0.00 Tuesday — 10/28/2003 i 0.00 Wednesday 10/29/20030.00 Thursday 10/30/20031 0.75 1.751 2.50 1r1i Discuss casew/Tony, review agreement Staff mtg, mtg w/Mitch &Tony, report to Friday 10/31/2003 2 2.75 4'75 , Tony Printed: 11/5/2003 Development Coordinator Monthly Report United City of Yorkville October 2003 Lot 3 Mulhern Ct Day ofCorrespondence Reviews/ DailyDateTrackingReportsMeetings Notes/Comments Week written/oral Research j. Totals Wednesday 10/1/2003 0.251 0.25 Discuss case w/applicant& Liz Thursday 10/2/2003 1 0.00 Fridayf10/312003 7 0.00 Saturday 1 10/4/2003 Sunday,,. a '10/5/2003u - . . ., _ ...._.u_ .. .. _ . t....,__, , , Monday I 10/6/2003' 10.00 Tuesday 10/7/2003 0.00 Wednesday 10/8/2003 0.25 0.25 Discuss case w/applicant Thursday 10/9/2003 T 0.00 Friday 10/10/2003 0.00 Saturday 's 10/11/2003; Sunday, : . 'jO/1212003 w t . ',, . t..,._s...... . .. . ., .. . Monday 10/13/2003 0.00 Tuesday 10/14/20030.00 Wednesday 10/15/20031 j 0.00 Thursday 10/16/2003 r0.00 Friday 10/17/2003, j I 0.00 Saturday ..10/18/2003`, 0.00 Sun..aY.t u....,l.:, 110 /2003 .:-,,,'2'2,......,,,.,,,....:.,:.' . .. :i-_r.. . .. .,ti..,.. :....,.....:,,. .,:g:.,,.;.-.„....:..-..;,..,1„,.: _. .. . . 0 0.0 . a..' .... Monday10/20/2003 0.00 Tuesday 10/21/2003 0.00 Wednesday 10/22/200.3' 0.00 Thursday 10/23/2003 0.00 Friday 10/24/2003 1 0.00 Saturday310/25/2003 e r a SPaY3 .. J7/T /2T 9 .., w. .. . W a::, k M..W. . ' ..z ,,,. . 09O S Monday 10/27/20031 0.5' 0.75 i 1.25 Review agreement, prepare report Tuesday 10/28/2003 j 0.25 0.25 finalize report Wednesday 10/29/2003 0.00 Thursday 10/30/2003 1 0.00 Friday 10/31/2003 1 I 0.00 Printed: 11/5/2003 Development Coordinator Monthly Report United City of Yorkville October 2003 Runge written/oral Research 1 Meetings DailyDateNotes/CommentsDayofCorrespondenceReviews/ I Totals , P TrackingReports Week Wednesda 10/1/2003 0.00 y 10/2/2003Thursday t I 0.00 Friday 10/3/20031 I 0.00 1 Saturday c 10/4/2003 Sunlday...lt;f` 10/3/2003:1 ::_., ..}... ',_ il `;..,.,A':. s...a. ._ ; .. '.. .._ ,. :. Monday 10/6/2003 0.00 Tuesday 10/7/2003 I 0.00 Wednesday 10/8/2003 1_ 0.00 0.00Thursday10/9/2003 i Friday 10/10/2003 0.00 Saturday 1„ 10/1,1/2003 fr f i' ,a i :, y ,:` 10/12/200,3Suntla _.:.....v,.,_... ..' ,.._r...,i_e. . . i,_. :.., . f,.a. w., .,:,uf._...,._..wA,. 1fr ,._,.,A, 7.,_... ._.i...,........A Monday 10/13/2003 0.00 — _ Tuesdi y 10/14/2003 0.00 Wednesday 10/15/2003 0.00 Thursday 10/16/2003 0.00 Friday 10/17/20031 1 i 0.00 Saturday ` X0/18/2003 x 00 s y j' 3 fay' Sunday 10/t9/2003 x _a_. ;.. ..', ._.. . ` 2 ., Wv. , ,. it,b', L' La..' , ._ ..',::,..-1.:::_f,',,::-. 0 00 v.:._x i,.,_.aa. . . . . .. .. Monday 10%20/2003 00 Tuesday 10/21/2003 1 0.00 Wednesday 10/22/20030.00 Thursday 10/23/20031 1 1.00 Plan Council Friday i 10/24/2003 I r 0.00 Saturday z 10/23/2003 0.00 u da ' 1' 10/2612903 n :d. , a.. , o,., `' 1,,,,':,:,..,::',,•,'",,,,'1,,',: .:;,, ,,:,,m 0.00 .r3a.,. a..., e. , , .Y114;.1.4 onday 10/27/2003 0.00 Tuesday 10/28/20030.00 Wednesday 10/29/2003 0.00 Thursday 10/30/2003 0.00 I Friday 10/31/20031 1 1 0.00 Printed: 11/5/2003 Development Coordinator Monthly Report United City of Yorkville October 2003 Bristol Club Day of Correspondence Reviews/ DailyDate1TrackingReportsMeetings Notes/Comments Week 1 written/oral Research Totals i 0.25 Discuss w/Cot & LizWednesday10/1/20031 r 0.25 caseuny Thursday10/2/2003 0 251 1 75 schedule mtg, Mtg w/Tony, J. Popp & 1.51 applicant's attorney Friday 10/3/200311 0.00 Saturday, :H.10/4/2003 , Sunda 10/5/2003 u... Monday 10/6/2003 0.25 0.25 Discuss case w/John Wyeth Tuesday 10/7/2003 0.00 Wednesday 10/8/2003 0.5 1 0.50 send info to John Wyeth Thursday 10/9/2003; i 0.00 Friday 10/10/20031 I 0.00 1 Saturday] Jaa10/ 11/2003 t 4, Sunday10/13/2003 w t t.. Monday 10/13/2003,0.75 1_0.75 Review agreement Tuesday 10/14/2003' 0.00 Wednesday 10/15/2003 0.00 - Thursday 10/16/2003 i 0.00 J Friday 10/17/2003 i 0.00 Saturday, 10/18/2003. +`t 0.00 Sunday " ' 10/19/2003 r1r F ''..:'''•,...' n:''''.,. 1,..'-, o.00.,,,,,,„,',:: ;,, j;.. v , .. ._. m.fb..txn LIa..J .i Y.._ AFY.h V Yom• , f.._.,...,l rn-} ae ...1tA a_ ... L.u....-'. ...., Monday 10/20/2003 0.00 Tuesday 10/21/2003 0.00 Wednesday 10/22/20031 I 0.00 Thursday10/23/2003 0.00I Friday 10/24/2003 0.00 SaturdayM 4 10125/2003' 0.00 2 r t 0.00 c 1 0.00 1Monday10/27/2003 Tuesday10/28/2003'1 0.00 1 Wednesday 10/29/2003 1 0.00 Thursday 10/30/2003' 1-0.00 Friday 10/31/2003 0.00 Printed: 11/5/2003 Development Coordinator Monthly Report United City of Yorkville October 2003 Raintree Village Day of Correspondence ' Reviews/ j j DailyDateTrackingReportsMeetings Notes/Comments Week written/oral Research Totals Wednesday 10/1/2003 0.00 Thursday 10/2/20031 0.00 Friday 10/3/2003 j 0.00 Saturday ,10/4/2003 Sunday _„t' 10/5/200 . a,,.,.... . .,v _.. Monday 10/6/2003' 0.00 Tuesday 10/7/2003 L 0.00 0.00Wednesday10/8/2003 Thursday 10/9/2003 0.25 1 1.25 discuss fees w/Tony, develop fee sheet Friday 10/10/2003 0.00 Saturday ,10/11/2003, Syn,c4ay,.. ,1Q1 .12003, ...s&,t,.,. ... . , ,.,-..,.. .., .,.v. L... ...a._ _ ._,. .., . . ... ..M. Monday 10/13/2003 0.00 Tuesday 10/14/20031 0.00 Wednesday 10/15/2003 0.00 Thursday 10/16/2003 0.00 . Friday 10/17/2003 0.00 Saturday,i"'''''.,•.;10/18/2003 0.00 Sunda_y „ 0/,2003' 0.00 Monday - 10/20/2003 0.00 Tuesday 10/21/2003 0.00 Wednesday 10/22/2003 0.00 Thursday 10/23/2003 0 5' 0.5 1.00 Review plats, Plan Council Friday 10/24/2003 0.00 Saturday, s X10/25/2003 0:00 Su day` . 0/26/200 a., Y _ 00 w... w, .. __. ,.k_ Monday 10/27/2003 fi 0.00 Tuesday 10/28/2003 0.00 Wednesday 10/29/2003 H 0.00 Thursday 10/30/2003 0.00 Friday 10/31/20031 I 0.00 Printed: 11/5/2003 Development Coordinator Monthly Report United City of Yorkville October 2003 YorkvilleLandscapingHillLandsca9 Day of Date I Correspondence Reviews/ ' Tracking Reports Meetings II, Daily Notes/Comments Week written/oral Research Totals Wednesday 10/1/2003 j 0.00 Thursday 10/2/2003,0.00 Friday j 10/3/20031 1 0.00 Saturday 10/4/2003; Suda.Y. 10/5/2003 Mronday 10/6/20031 0.5 0.25' 1 0.75 Review project& make comments Tuesday _ 10/7/20031 1 1 0.00 Wednesday 10/8/20031 0.00 l Thursday 10/9/2003 0.00 Friday 10/10/2003 J 0.00 Saturday + g` 10/11/2003 fi X10/12/2003Sunday w....., ...; i,d..,t1 „...._ ,..•M.. : .. ..,.<< ' .,.._.x... ,..,, _<. . Monday 10/13/2003 0.00 Tuesday 10/14/20031 0.00 0.00Wednesday1T Thursday 10/16/2003'0.00 Friday 10/17/20031 0.00 satUrday ,s 10/18/2003 O vY. 4 r i t unl _ i10 'O03a. _ :umaa tn.% . wg , .o J . 'aN u .. mn , ouga l w. f Monday 10/20/20031 0.00 1- Tuesday 10/21/2003 0.00 Wednesday 10/22/2003;0.00 Thursday 10/23/200iF 0.00 FridaySatu10/24/2003 1 0.00 rday b f 1 0/2,5/2003 2 /2SurldaY,,....y,,?,.w .Q .. . ..._..,,... ._ ..Ati.,.._. . . _.»,.,. .._..., _ ' ._. . , - „ .., , . .__.., ... _ r. M.,.... .s.._.. ... . Monday10/27/20003r0.00 1 ,. Tuesday 10/28/2003 0.00 1 Wednesday 10/29/2003 1 0.00 Thursday 10/30/2003 1 1 0.00 Friday 10/31/2003 1 1 0.00 , Printed: 11/5/2003 Development Coordinator Monthly Report United City of Yorkville October 2003 Administration Day of Correspondence Reviews/ 1 Week Date written/oral Research Tracking Reports Meetings j Daily Totals Notes/Comments Wednesday 10/1/2003' 0.00T' Thursdayhua 0/2/2003 2 5 2.50 !Prepare monthly report Friday10/3/2003 0.251 1.25 1 1.50 Discuss cases w/Tony, Prepare monthly report Saturday s,10/4/2003 Monday 10/6/2003 l I 0.00 Tuesday 10/7/2003 1' 1.00 Discuss misc. cases with Tony Wednesday 10/8/2003 0.00 Thursday 10/9/20030.00 Friday 10/10/2003 1 0 00 Saturday `1011'1/2003 3.'• ' Sunday;;..._ 10/12/20Q3 ,.- 1,' wsL.., . . ,.._, y..,,_ '4a,u... ,,. , .... . .._u. .or .... .,„....,,wv.., ''..... .. ... »,. . ...,. Monday ' 10/13/2003 0.00 Tuesday 10/14/2003 0.00 Wednesday 10/15/2003 0.00 + Thursday 10/16/2003 0.00 Friday 10/17/20031 I I I 0.00 Saturday 10/18I2003 0.00 y ,, ,,,,,,:,,,10,19/20030(1p/2003 000 r Sunda 1 Wv... . ..... ... .... .... .. Monday 10/20/2003 0.00 Tuesday 10/21/2003 0.00 Wednesday 10/22/2003 0.00 Thursday 10/23/2003 0.5 0.50 [Plan Council Friday 10/24/20030.00 Saturday ' '10/25/2003 s, v0.00 Sundt ` 10 6/2003 Monday 10/27/2003 0.00 Tuesday 10/28/2003 1 0.00 Wednesday 10/29/2003 r 0.00 Thursday 10/30/2003 I 0.00 Friday I 0.0010/31/2003; Printed: 11/5/2003 Development Coordinator Monthly Report United City of Yorkville November 2003 Summary Page Grand ' Ocean Bristol Raintree Runge Admin. Total Reserve Atlantic Club Village l Correspondence 0.00 9.25 2.00 1.00 0.00 0.00 1 12.25 Reviews/Research 0.00 0.50 1.50 0.00 0.50 0.00 1 2.50 Tracking 0.00 0.00 0.00 0.00 0.00 1.25 1.25 Reports 0.00 0.00 0.00 0.00 j 0.00 0.00 0.00 Meetings 1.50 3.50 1 2.25 1 1.25 0.00 [ 1.50 ! 10.00 Total 1.50 j 13.25 5.75 2.25 0.50 2.75 26.00 Page 1 of 1 Printed: 12/2/2003 Development Coordinator Monthly Report United City of Yorkville November 2003 Daily Totals Day of Week Grand Ocean , Bristol , Raintree i Date Reserve 1 Atlantic Runge i Club 11 Village Admin.Total Saturday 11/1/2003 0 0 0 0 0 0 0 Sunday 11/2/2003 00 0 0 0 0 0 Monday 11/3/2003' 01 0 20 00 0G' 00 0 0 11/4/20030 j01 1.25 Wednd sda 11/5/2003 0 0 0; 0 Oi 1I 2 1.25 Thursday ,, 11/6/20031 0 0.25 1.5 0 0 0 1.75 Friday 1 11/7/2003'0 11 3.5 1.25 0, 01 5.75 Saturday 11/8/2003 0 0 0 0 0 0 0 Sunday 11/9/2003 0 0 0 0 0 0 0 Monday 11/10/20031 0 01 0 0 0.5 01 0.5 Tuesday 11/11/2003 VETERANS DAY 0 Wednesday 11/12/2003 0 3.5 0.75 0' 0 0'j 4.25 Thursday 11/13/20031 0 0.25 0 01 01 0.25 Frida 11/14/2003 0 0 0' 0' 01 0 0 Y i Saturday 11/15/2003 0 0 0 0 0 0 0 Sunday 11/16/2003 0 0 0 0 0 0 0 Monday ` r 1 0 01 0 0 1.5 Tuesday11/18/2003 p 01 0 Wednesday 11/19/2003 0 04 0' 0' 0 0 0 Thursday 11/20/2003i 0 0.5 0 0 0, 0' 0.5 Friday 11/21/2003 0; 3 0; 0 0'11 0 3 Saturday 11/22/2003 0 0 0 0 0 0 0 Sunday 11/23/2003 0 0 0 0 0 0 0 Tuesday 11/25/2003 0 1 0 0' 01 3.5Monda11/24/2003 0 3.51 0 00j, Oj 1.5i, 2.5 n s y 0, 0 0Wednesda11/26/2003 0 0'' 0! 0 Thursday 11/27/2003 THANKSGIVING HOLIDAY 0 Friday 11/28/2003 THANKSGIVING HOLIDAY 0 Saturday 11/29/2003 0 0 0 0 0 0 0 Sunday 11/30/2003 0 0 0 0 0 0 0 T f f 1.5 1 13.25 5.75 2.25 0.5 1 2.75 26 Page 1 of 1 Development Coordinator Monthly Report United City of Yorkville November 2003 Grand Reserve Day of 1 Date Correspondence 1 Reviews/ i Tracking Reports Meetings Daily Totals Notes Week written/oral Research ' L 1 Saturday 11/1/2003 Sunday 11/2/2003 Monday 11/3/2003 0.00 Tuesday 11/4/2003 I 0.00 Wednesday 11/5/20031 0.00 Thursday11/6/2003 0.00 Friday 11/7/2003 1 i I 0.00 I Saturday 11/8/2003 Sunday 11/9/2003 Monday _- 11/10/20031 0.00 Tuesday 11/11/2003 0.00 Wednesday 11/12/2003 I 0.00 Thursday 11/13/2003 0.00 1 Friday11/14/2003 1 0.00 Saturday 11/15/2003' Sunday 11/16/2003 Monday 11/17/2003' I 1.5 1.50 Staff mtg to figure out review process_ Tuesday - 11/18/2003 0.00 Wednesday 11/19/2003;0.00 Thursday 11/20/2003 I 0.00 Friday 11/21/2003 i I 1 j0.00 Saturday 11/22/2003 Sunday 11/23/2003 Monday 11/24/2003 0.00 i Tuesday11/25/20031 I 0.00 Wednesday 11/26/2003 1 i 0.00 Thursday11/27/2003 1 0.00 Friday - 11/28/2003 I I 0.00 Saturday 11/29/2003 Sunday 11/30/2003 Printed: 12/2/2003 Development Coordinator Monthly Report United City of Yorkville November 2003 Ocean Atlantic Day of Correspondence Reviews/ Week Date written/oral Research ' Tracking Reports Meetings Daily Totals Notes/Comments Saturday 11/1/2003 Sunday 11/2/2003 Monday 11/3/20031 i I 0.00I 0.25 ,Discuss w/TonyTuesday11/4/2003 0.25 Wednesday 11/5/2003 10.00 Thursday 1 11/6/2003 0.25 F 0.25 I Discuss w/Tony Friday I 11/7/20031 1 1.00 Memo to staff Saturday 11/8/2003 Sunday 11/9/2003. Monday 111/10/2003 1 1 0.00 Tuesday 11/11/2003 10.00 hMitTMt3513.50 g wony cWednesday11/12/2003 _ Thursda11/13/2003, 0.25, 1 0.25 Send Mitch misc info. Friday 11/14/20031 0.00 Send Mitch misc. info. Saturday 11/15/2003 Sunday 11/16/2003' Monday 1 11/17/2003, 0.00 Tuesday 11/18/2003 0.00 Wednesday 11/19/2003 0.00 Thursday T11/20/2003 li 0.5 0.50 Mtg prep, mtg w/staff Friday 11/21/2003 33.00 Draft review memo Saturday 11/22/2003 Sunday 11/23/2003 Draft review memo, review w/Tony/Mike Monday 11/24/2003 3.5 1 3.50 S. Tuesday 11/25/2003 11 I I 1.00 ;Finalize memo Wednesday 11/26/20031 0.00 Thursday 11/27/2003 1 0.00 , Friday 11/28/2003I 0.00 Saturday 11/29/2003 Sunday 11/30/2003 Printed: 12/2/2003 Development Coordinator Monthly Report United City of Yorkville November 2003 Runge Day of 1 Correspondence Reviews/ DateTracking Reports Meetings Daily Notes/Comments Week written/oral Research T_otals Saturday 11/1/2003 Sunday 11/2/2003 Monday 11/3/2003 0.00 ' Tuesday i 11/4/2003 0.00 1 Wednesday 11/5/2003 0.00 1 Thursday , 11/6/2003 1.51 1.50 Review agreement/staff comments Friday I 11/7/2003 1.251 2.251 3.50 1memo to Tony G., Staff mtg Saturday 11/8/2003 Sunday 11/9/2003 Monday 11/10/20031 0.00 ' Tuesday 11/11/2003 0.00 Wednesday 11/12/2003, 0.75 1 1 0/5 Finalize report Thursday 11/13/2003 I_ 0.00 i Friday 11/14/2003 1 0.00 Saturday 11/15/2003 Sunday 11/16/2003 Monday 11/17/2003 0.00 Tuesday 11/18/ 200311 0.00 1 Wednesday 11/19/20031 0.00 Thursday ' 11/20/2003 0.00 Friday 11/21/2003 0.00 Saturday 11/22/2003 Sunday 11/23/2003 Monday - 11/24/20031_ 0.00 Tuesday 11/25/2003 0.00 Wednesday 11/26/2003 0.00 Thursday 11/27/2003{ I 0.00 Friday 11/28/20031 i 0.00 Saturday 11/29/2003 Sunday 11/30/2003 Printed: 12/2/2003 Development Coordinator Monthly Report United City of Yorkville November 2003 Bristol Club Day of Correspondence Reviews/ Daily Date Tracking Reports j Meetings Notes/Comments Weekwritten/oral Research Totals Saturday 11/1/2003 Sunday 11/2/2003 Monday 1 11/3/20031 l 0.00 Tuesday 11/4/20031 1 1.00 Discuss w/Tony, John Wyeth, Liz Wednesday 11/5/2003 I, 1 II0. 00 r Thursday 1 11/6/2003 0.00 Friday 11/7/2003 T 1 1.25 1.25 Mtg w/Tony, John W. Saturday 11/8/2003 Sunday 11/9/2003 Monday 11/10/2003 0.00 I Tuesday 11/11/2003_ 0.00i Wednesday 11/12/2003 0.00 Thursday 11/13/2003 0.00 Friday 11/14/20031 0.00 Saturday 11/15/2003 Sunday 11/16/2003 Monday 11/17/20031 0.00 Tuesday 1 11/18/20030.00 Wednesday 11/19/20031 0.00 Thursday 11/20/2003 0.00 Friday 11/21/20031 0.00 Saturday 11/22/2003 Sunday 11/23/2003 Monday 11/24/20031 0.00 Tuesday 11/25/20031 0.00 11/26/2003 I 0.00 Thursday 11/27/2003 0.00 Friday 11/28/2003 0.00 Saturday 11/29/2003 Sunday 11/30/2003 Printed: 12/2/2003 Development Coordinator Monthly Report United City of Yorkville November 2003 Raintree Village Day of Correspondence Reviews/ I I Daily Notes/CommentsDateTrackingReportsMeetings Week written/oral Research Totals Saturday 11/1/2003 Sunday 11/2/2003 Monday 11/3/2003 10.00 Tuesday ' 11/4/2003 0.00 Wednesday 11/5/2003' 0.00 Thursday ' 11/6/2003 0.00 Friday 11/7/2003 0.00 Saturday 11/8/2003 Sunday 11/9/2003 Monday 11/10/2003 0.51 0.50 (Review Park contributions Tuesday 11/11/20031 1 I 0.00 Wednesday 11/12/2003 0.00 Thursday 11/13/2003 0.00 Friday 11/14/2003 j 1 0.00 Saturday 11/15/2003 Sunday 11/16/2003 Monday 11/17/2003( 0.001 Tuesday 11/18/2003' 0.00 Wednesday 11/19/2003 0.00 Thursday 11/20/20031 0.00 Friday 11/21/20031 1 0.00 Saturday 11/22/2003 Sunday 11/23/2003 Monday ' 11/24/2003 1 0.00 Tuesday 11/25/2003 0.00 Wednesday 11/26/2003 11-' 0.00 Thursday 11/27/2003 0.00 r Friday 111/28/2003 i I 0.00 Saturday 11/29/2003 Sunday 11/30/2003 Printed: 12/2/2003 Development Coordinator Monthly Report United City of Yorkville November 2003 Administration Day of Correspondence Reviews/ Week Date written/oral Research Tracking Reports Meetings Daily Totals Notes/Comments Saturday 11/1/2003 Sunday 11/2/2003 Monday 11/3/2003' 0.00 Tuesday 11/4/2003 I 0.00_ Wednesday 11/5/20031 1.25 1.25 Prepare Monthly report Friday y 1 11/7/2003 0.00 Thursday 11/6/2003 Saturday 11/8/2003 Sunday 11/9/2003 Monday 11/10/2003 i 0.00 Tuesday 11/11/2003; 0.00 Wednesday 11/12/2003 0.00 Thursday 11/13/2003 0.00 Friday 11/14/2003 0.00 Saturday 11/15/2003 Sunday 11/16/2003 Monday 11/17/2003 0.00 Tuesday II 0.00y11/18/2003 4 l f Wednesday 11/19/2003 0.00 Thursday 11/20/2003 4 0.00 Friday 11/21/20031 0.00 Saturday 11/22/2003 Sunday 11/23/2003 Monday 11/24/20031 0.00 Tuesday 11/25/2003 1.5 1.50 - Mtg w/Joe & customer re: SWC Corneils & 47 Wednesday 11/26/200311 0.00 Thursday 11/27/20031 0.00 j- Friday 11/28/2003 0.00 Saturday 11/29/2003 Sunday 11/30/2003 Printed: 12/2/2003 Y Weblinx Incorporated 68 North Main Street - Suite 2 Oswego , Illinois 60543 Weblinx Inc. — Your Monthly Web Site Performance Report Your Company Name: United City of Yorkville Your Web Site: http://www.yorkville.il.us Start Date: November 1 , 2003 End Date: November 30, 2003 Total Requests: 12,678 Unique Visits: 1,284 Most Popular Pages: Index.htm (Home Page) 1 ,192 Info.htm (Community Info) 105 Employment.htm (Employment) 87 Links.htm (Links)68 Referring URLs Hit Counts http://www.google.com 274 http://www.rinkworks.com 175 http://www.yahoo.com 168 http://www.msn.com 144 Most Hits on Week of: November 23, 2003 — 3,843 Suggestions: Office : 630 . 551 . 0334 www . weblinxinc . com s Fax : 630 . 551 . 0353 PROJECT FINANCIAL TRACKING WORKSHEET PROJECT&DEVELOPER LOCATION PROJECT SIZE FILE FEES ADMIN FEE FINAL PLAT ENG REVIEW ENG.SERVICES LEGAL/PLANNER FLOOD STUDY MISCELLANEOUS FEES TOTAL RCVD TO DATE COMMENTS/STATUS DEPOSIT SERVICES DEPOSIT 1 Amurol 2800 N.Rte 47 commercial development 1,858.90 1,327.79 3,186.69 parking lot 1 2 Bowman Prop.,inland(Ravine Woods) 47&Hllftop 18 lots on 32 acres 250.00 250.00 1.5 mile review approved 2 3 Bristol Club:Lay-Com Galena&Cannonball 104 sfd 1,946.50 9,482.50 $5,000.00 10,000.00 250:1.5mi review fee pd:$782,532.00 san.Sewer pmt fees pd 809,211.00 Prelim.Plan,Amend PUD 12-16-03 COW 3 4 Caledonia:Inland NMofYBC 85.296 acres 500.00, 10,000.00 5,000.00 22.7 pending 15,500,00 PUD,'Prelim.uPlat;PUD,Amend Apprd 11-25-03 4 5 Cannonball Run Plaza:Jim Ratos S/E side 34&CannonBall 8 commercial lots 0.00 5 6 Carrvilla:Kurt and Pat Karr Property Nof 71;Hilltop&Wing 9,24 acres S 250.00` 250.00 6 7 Cimarron Ridge:Conover Bldrs. S of 34.E of Cannonball 29 sfd 42 dup.,9.9 A comm. j 0.00 81%built out 7 8 Corner Stone:Triangle Investments 47&'Greenbrier no info yet 500.00 500.00 Concept Plan,12-2-03 COW 8 9 Country Hills:Dennis Dwyer S/W corner 71&126 84 sfd 27,687.52 Ph2$500.00 28,187.52 85%built out 9 10 Countryside Center:In-Land Properties Countryside commercial re-development 15,000.00 Tif Study deposit pd June:2003 15,000.00 10 11 Deere Crossing:B&B Land Developm't Aments/Immanuel 18 lots on 37 acres 0.00 1.5 mile review approved 11 12 Dhuse Prop.:Wiseman Hughes Wtndett Ridge II approx.80 acres 500.00 15,000.00:15,500.00 Concept Plan,10-8-03 Plan Commission 12 13 Fields of Farm Colony:Inland 71&Hilltop 160 lots on 281 acres 500.00 500.00 County Subdivision 13 14 Fifth Third Bank-Tucker 34 4 Marketplace File 34&Marketplace 0.00 Development Agreement stage 14 15 Fisher Property/Whispering Meadows NAN corner Faxon&C'Ball COUNTY-450 sfd on 298 Acres 4,950.00 20,000.00 5,000.00 10,500.00 5K flow meter,$1100 soil,sediment control 46,550.00 Prelim.Plat Approved 15 16 Foxfield's 2nd Add.:Ban),Niles Ten Ln.Cul de sac 3,44 acres,R-2 Zoned 0.00 16 17 Fox Highlands'Frontier Land Grp. Sot 71,E of 47 33 sfd,84 town,6 duplexes 3,950.00 40,025.02 $500.00 $11,050.00 5,000.00 60,525.02 50%built out 17 18 Fox Hill:Dresden S of 34,5 of Eldemain 222 sfd,144 town.,32 duplexes filledhourly' U4,U6$500 Ea 1,000.00 Re-design Concept Review,Fnl Plat:'93%built out 18 19 Fox Hill.DCI,Unit 7 billed hourly* $500.00 5,000.00 5,500.00 Final Plat.Rezone,Plan Commission date tba 19 20 Fox Hill:Primus,Unit 5' billed hourly' $500.00 $2,390.00 2,890.00 86%built out 20 21 Fox Mill Landing JCPC Corp. Hydraulic&Mill 20 residential units 1,074.25 1,000.00 1686.64 Inspection Fee paid 11/25/02 3,760.89 21 22 Fox River Bluffs:Inland Fox&Highpoint' _ COUNTY-141 sfd,302.6 Acres 250,00 250.00 Concept,1.5 mi review approved;Annex&Rezone : 22 23 Go-Tane Service Station E of 47,S of 34 2.14 acres 500.00 2,500.00 3,000.00 Annexation,Rezoning Approved 23 2O rande Reserve.MPI327 3 acres R.R.RR.&Kennedy 1324 sfd,394 dup.,6373:h. 300 apts 11,973.00 $250k dep.Due 30,000.00 15,000.00 35k'Water Improvements/$24.6k TraffiStudy 396,900 Mon.BldgFee Due 24 25 Grande Reserve,Line 2 19.2k Fiscal Impact/$100k Water Tank/$100 Sol,Sed.Permit 235,873.00 U 1.2,3 Prelim..Final Plat,2-11-04 Plan Commission 25 26 Greeribriar:Ron Wehrli Develop. W of Bridge.N of G'Briar 152 sfd,9 duplexes Ph 4$471.36 $500.00 Ph 4$336.68 1,308.04 98%built out 26 27 Heartland Circle S of Heartland Sub 250 sfd on 129.6 acres 1,780.00 92,345.77 $500 Res/Comm $8,200.00 5,000.00 1100 Soil Pmt,Deposit;$270 Traffic Study 109,195.77 Final Plat Appr'd 5/27/03 pending Eng.Accept. 27 28 Heartland Professional Building Farmstead&Rt 34 0.00 28 29 Heartland Subdivision Sof 34,E of McHugh 186 sfd 1,250.00 $34k U1;$23k U2,3 Ph1,2,3$500ea $4590 Unit1 64,340.00 73%built out 29 30 Hopkin's Corner(ivforrissey) 37.4 acres NM corner 47 8 Greenbr Rd 87 townhomes 1,570.00 2,000.00 5,000.00 8,570.00 30 31 Inland Office Building:Inland 34&Marketplace 500.00 400.00 900.00 31 32 Kendall County Special Ed.Co-op, Lot 3,201 Garden Circle 4,316.34 3,038.10 7,354.44 32 33 Kendall General Store:Maxwell 8710 Rte 71 6.21 acres Annex,Rezone waived 0.00 Annex.Rezone.12/9/03 City Council 33 34 Kritzberg,Gary&.Susan 308 N.Bridge home to business 20000 . 200.00 Rezone,12-16-03 COW 34 35 Kylyn's Crossing(Cannonball Hill) E of 47.S of C'Ball Trail 860.00 500.00 1,360.00 35 36 Kylyn's Crossing West:(CanEst)AMG N of 34,W of C'Ball T8 111 sfd 15,253.45 $500.00 5,000.00 20,753.45 92%built out 36 37 Kylyn's Ridge:AMG Homes W of Kylyn's Cr.West 134 sfd on 69.83 acres 1,963.13 $26,731.97 Unit 1 $500 ea U1,U2 $19,094 Unit 1 5,000.00 8,835.00 $200 Soil,Sed.Pmts U1,2/$42,735:U1 W/S Recapture 105,559.10 U2 Final Plat,12-9-03 City Council.25%built out 37 38 LaBerge Property 11925 Route 34 approx 3 acres 250.00 250.00 Annex,Rezone;12/9/03 City Council 38 39 Laniosz Garden Center:Dan Laniosz 10701 Rte 71 250.00 250.00 ~ 1.5 mile review approved 39 40 Lo Destro Dental Center .8 acres 803 N.Bridge House demo,new office building 200.00 352.41 1,000.00 1,552.41 40 41 Longford Lakes.Montalbano Homes W of Landmark,Sof McHugh 11 bldgs,62 apts on 13.6 acres 10,897.42 $500.00 $2,432.50 $5,000.00 9300 Dev.Fee Paid:62 Units x$150 each 28,129.92 Final Plat approved:42%built out 41 42 maple Grove Sub.:Ron Tucek Sof Legion,W side Highpt 30 lots on 51.2 acres , $250.00 250.00 1.5 mote review approved 42 43 Menards.Menard,Inc. E of 47,N of Countryside commercial development 151,912.60 waived 5,000.00 156,912.60 Complete 43 44 Menards Residential:Menard,Inc. E of 47,S of Countryside '142.2 acres:174 sfd,268 mfd 2,772.00 i 5,000.00 :7,772,00 Final Plat Approved 9-23-03 44 45 Menards Residential Line 2 0.00 Name change to Prairie Meadows 11-4-03 COW 45 46 Mulhern Ct.Condos-Ronald Reinert Kendall-Kiulhem,in-cul-de-sac approx.1 acre 4,500.00 ': _ 4,500.00 46 47 Northgate:Inland 86 acres N/E corner 47&Galena 59 town,184 mfd,32 A.comm. 1,560.00 4,450.00 5,000.00 11,010.00 47 48 Prairie Gardens:Windham Homes 24.2A W of 47,E of G'Briar Sub. "56 sfd,6 Commercial 1,633.80 23,618.08 $500.00 $2,919.00 5,000.00 :33,670.88 50%built out 48 49 Pride Pantry N Bridge&Main service station 0.00 WITHDRAWN 49 50 Raintree Village:Wyndham Deerpoint East of Fox Highlands 404 sfd,238 dup.,320 acres 2,000.00 500 ea U1,2/3 1,05Q.Q0 5,000.00 _24k water system/!$9fik Hyd.lnterceptor fat Pat U1 approved,$15,6k un Bldg Feeee Due 50 51 Raintree Village Line 2 100 Soil,Sed Pmt,$1k Soil,Sed.Deposit Units 1,2,3 ea Final Plat,11-12-03 Plan Commission 51 52 Raintree village,Line 3 2,651,016.77:frontfunded fees,see Admin.Acct 2,793,166,77 52 53 Reserve at Fox River Apts:PRS Constr. N of MktPlac/McHugh Inter. 132 apts 21,615.99 15,119.75 5k Sanitary Flow Meters Deposit 41,735.34 Final Plat Review;no longer Brisben 53 Jennifer Woodrick December 9, 2003 PROJECT FINANCIAL TRACKING WORKSHEET PROJECT&DEVELOPER LOCATION PROJECT SIZE FILE FEES ADMIN FEE FINAL PLAT ENG REVIEW ENG.SERVICES LEGAUPLANNER FLOOD STUDY MISCELLANEOUS FEES TOTAL RCVD TO DATE COMMENTS/STATUS DEPOSIT SERVICES DEPOSIT 54 River's Edge:S&K Development N of Fox,N&S of R.R.166 sfd 2,364.00 73,031.14 Ph.2$500.00 $4,731.91 5,000.00 85,627.05 53%built out 54 55 Rose Hill.Property Concepts 98 Ac NAN corner Hilltop.Minkler COUNTY-57 units on 98 acres 250.00 250.00 1.5 mile review approved 55 56Runge Prop.(IRED):Mid America Bldg SW comer 47&13aseine 150.3 acres 2,200.00 5,000,00 5,000.00 9500 due 12,200.00 Annex,Rezone,Prelim.Plan;12/2/03 COW 56 57 Savitski Site:Savitski N/E corner 34&Eldemain 508.00 508.00 57 58 Schipper Variance 419 Park Street sfd 85.00 85.00 58 591SilverFox Subdivision:Midwest Devel. S.side Fox Rd,E of Pavillion 102.7 acres 500.00 500.00 Concept Plan,12-2-03 COW 59 60 Suburban Terrace Apts:Pitmer Trust 348 McHugh t 0.00 60 61 Sunflower Estates Unit 1:Inland W of 47,S of G'Briar Rd. 117 sfd total 10,758.25 35,826.21:Ph.1,2 W/S Recapture 46,584.46 Project totals 52%built out 61 62 Sunflower Estates Unit 2:Inland 117 sfd total 18,841.58 $500.00 19,341.58 62 63 Sunflower Estates Unit 3:Inland 117 sfd total 9,903.43 $500.00 $2,664.50 River Xing:$10237.50;W/S Reca:$17839.22 41,144.65 63 64 Town Crossing:Rehannah Enterprises S/W corner 34&CBall Tr] 1,491.43 1,200.00 2,500.00 County Reca:$2173.55;Can.Trl Reca:52619.41 9,984.39 64 65 Valentine Prop.:Chris Valentine Cannonball&Oak.S of R.R. Rental Center,total 16 acres Annex.Fee waived waived 0.00 waive Annex,Lgl.Deposit:Site Plan Pending 65 66 Walgreens:G&H Developers S/W:corner 34&47 commercial development 1,491.43 1,040.00 f $2,500.00 5,031.43 Refund of Dev.Deposit 12/10/02',66 67 Wendy's 47&Marketview commercial development 0.00 Complete 67 68 Westbury Viltage:Ocean Atlantic 300 A W of 47,N of Cornetts + 337 sfd,585 mfd;20 acres Comm. 5,430.00 i 10,000.00 5,000.00 `25,000.00 Annex,PUD,Preliminary Plan '..68 69 Westbury Village Line 2 45,430.00 12-23-03 City Council 69 70 White Oaks:Crestview Builders N of Fox,E of River's Edge 82-87 sfd PM$7413.49 7,413.49 95%built out 70. 71 Wildwood:Fox Valley Farms Parts. N of 71,E of 47 37 sfd 0.00 95%built out 71 72 Windett Rid e-Wiseman Hughes 47&Legion 163 acres:277 sfd,5.5 acres Comm.1,000:00 _ 500,00 20,000.00 5,000.00 1100 Soil/Sed Pint,Deposit,$42k.Hyd Ave interceptor pd Final Plat U1 Approved 72 73 Windett Ridge-Line 2 41,550 mun.bldg fee pd 111,150.00 73 74 Woodworth Estates:Woodworth Dev. East Main Street 500.00 2,000.00 2,500.00 74 75 YBC Unit 1:Inland W of 47,N of R.R.2,385.00 $500.00 $2,109.00 2,500.00 7,494.00 Complete 75 76 YBC Unit 2:Inland 2,806.50 $500.00 $2,040.50 5,347;00 10%built out 76 77 YBC Unit 3:Inland 500.00 $3,042.50 3,542.50 10%built out 77 78 YMP/Jewel:Tucker Development Sof 34,W of Marketplace commercial development 500,00 34,836.26 800.00 5,000.00 41,136.26 Phase I Complete 78 79 York Meadows Apts:York Meadows W of 47,S of B'Berry Creek 96 apts 5,130.42 2,100.00 2,500.00 9,730.42 Built Out 79 i 80 York.Hill Landscaping:Ortega,Barajas 8591:Route 126 5.07 acres Annex.Fee waived 0.00 Annexation,Zoning;12/16/03 COW 80 81 Yorkville National Bank S/W corner 47&Countryside Countryside Facility 0.00 81 82 Yorkville Senior Apts:New Directions S/W corner 47&G'Brlar 3.48 acres 250.00 2,500.00 2,500.00 250 Special Use 5,500.00 PUD Approved 82 TOTAL 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. 5,106,675.07 In lieu of an upfront Administration Fee, Fox Hill opted to pay hourly for Engineering Services. Jennifer Woodrick December 9, 2003 PENDING METER REPAIRS DATE ACCT# NAME ADDRESS PROBLEM METER STUCK AT 70854 SINCE 2/03 8/4/03 610 TOWER LANE BILLING METER STUCK- IS OCCUPIED406CHURCH8/4/03 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/ 6/03 201 W MADISON 'NEED RR-CANNOT GET IN 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 504 COUNTRYSIDE METER STUCK AT 195700 LAST SEVERAL 1/6/031 CENTER 1BILLINGS 9/3/03 312 E FOX ST GATE LOCKED NEED RR INSTALLED 9/3/03 311 E FOX STIMETER NEEDS NEW FACE-WORN OFF 9/3/02 508D POWERS CT STUCKMETER AT 50200 NEED RR INSTALLED BUSINESS NOT 202A E ALWAYS OPEN FOR METER READER TO 10/6/03 COUNTRYSIDE PKW ''ACCESS METER 202 E 10/6/03 ICOUNTRYSIDE PKW METER STUCK LAST 2 READS 10/6/03 1107 E ORANGE NEED RR INSTALLED GATE LOCKED 8/4/03 1309 E ORANGE NEED RR INSTALLED GATE LOCKED 9/ 9/03 2128 MEADOWVIEW RR NOT WORKING 9/9/031 657 RED TAIL LANE RR NOT WORKING 9/9/03 506E-5 W HYDRAUL STUCK AT 1679 LAST SEVERAL BILLS 9/9/03 211 WALSH CIRCLE STUCK AT 6600 LAST 2 READS 10/9/03 11605 COTTONWOOD STUCK AT 1268 SINCE 7/17/03 10/10/03 i406 WALNUT INO RESPONSE FROM MXU NO RESPONSE FROM MXU ON HH AND 10/10/03 1064 HOMESTEAD PROGRAMMER NO RESPONSE FROM MXU RR HAS 10/10/03 1304 W MAIN ST NEVER WORKED METER NEEDS TO BE REATTACHED TO 10/10/03 410A E MAIN ST THE WALL ERROR READING DEVICE HH & 10/10/ 031 1416 CHESTNUT LN PROGRAMER TERROR READING DEVICE-HH & 10/10/03 1351 CHESTNUT CR PROGRAMER-RR HAS NEVER WORKED 10/10/03,11409 WHITE PINE DEVICE ERROR ON TOUCH GUN 10/ 10/03 222 LEISURE DIAL NUMBERS FADED HARD TO READ 1520 COTTONWOOD 10/10/03 TR IERROR READING DEVICE NO RESPONSE FROM MXU WITH HH AND 10/ 10/03,1406 JOHN ST IOMETER BEHIND LOCKED FENCE NEED RR 10/10/03 1005 SUNSET INSTALLED METER COVER FADED HARD TO READ 10/10/03 408 DOVER IDIAL NEEDS COVER REPLACED HOUSE RESIDED-METER HANGING BY 10/ 10/03 1109 E KENDALL DR THE LEAD IN WIRE DIGITS FADED-HARD TO READ NEEDS 10/10/03 312 BLACKBERRY REPLACING METER COVER FADED HARD TO READ 10/ 10/03 104 CENTER PKWY DIAL NEEDS COVER REPLACED 10/10/03 506E-5 W HYDRAUL METER STUCK AT 167900 United City of Yorkville 011 0, County Seat of Kendall County EST.14 -— 1836 800 Game Farm Road NYorkville, Illinois 60560 Q Phone:630-553-4350 Ka de omY v)= Fax:630-553-7575 LE N‘' MEMORANDUM DATE: November 10, 2003 TO: Tony Graff, City Administrator FROM: William A. Dettmei. Code Official SUBJECT: Accessibility Of City Hall and Beecher Center Per your request, I looked at the Beecher Center and City Hall buildings to see if there are any additional items we could do in dealing with accessibility to the buildings: 1.City Hall: a. The first item I reviewed was the doors and the operations of the doors. The following was noted. i. Front doors are very difficult to open and could be put on an automatic opener. ii. Doors going into departments on the first floor are also difficult to pull open. I would recommend that they change the pull to an easier pull or keep them open. iii. The doors in the center of the hallway dividing the elevator from the lobby could be removed, making an easier access to the elevator and council chambers. Due to the change in the building at this time, they serve no purpose. b. Parking: The parking lot installed for the employees has two (2) accessibility spaces, but the rear of the building is not accessible from the parking lot. You may wish to move those parking spaces to the front of the building since the accessibility is off the front parking lot, or install signs directing a disabled person around to the front. The Illinois State Code requires that you have so many spaces available for the access to the building, but they could be grouped together. If you have an employee who is disabled, they could park in front. This would also give more parking in the back. Overall, we are in good alignment with the Illinois Accessibility requirements. 1 2.Beecher Center: the only recommendation is they could put an automatic door in the back at some time. If you have any further questions,please feel free to contact me. 2 12/9/2003 DRAFT oma United City of Yorkville County Seat of Kendall CountyEST. 1 800 Game Farm Road ON-I':O . Yorkville, Illinois 60560 t v2 Phone: 630-553-4350 674LE ''' Fax: 630-553-7575 REQUEST FOR QUALIFICATIONS MUNICIPAL FACILITIES MASTER PLAN Introduction The United City of Yorkville, IL(City) is seeking a multidisciplinary team of professional consultants to provide a community and facilities master plan to guide development in this rapidly growing city. The Consultant Team will be required to work with the City Council, City Departments and Staff, Stakeholders and the Public in developing the master facilities plan. This effort requires a creative and efficient approach to meet the demanding project requirements. Background The United City of Yorkville is a rapidly growing community in Kendall County in northeast Illinois with a population of approximately 8,000, founded in the 1830's. Yorkville is the county seat and is located on the Fox River. Yorkville is served by Illinois State and County Highways 47, 34, 126, 71, and 30 and the Burlington Northern Santa Fe railroad. At current rates,the population of Yorkville is expected to triple in the next 10 years. Yorkville recently completed an update to its Comprehensive Plan and Parks and Open Space Master Plan. The plans focus on current and proposed land uses and zoning. It is the City's desire to continue with a more detailed study of the community's identity and facilities. Comprehensive Plan documents for the United City of Yorkville are available for examination at City Hall. Required Scope of Services Inventory and Analysis: The Consultant Team will inventory City amenities and facilities. The inventory and analysis will include review of existing available data, site conditions, proposed developments, relevant planning documents and funding options. The Consultant United City of Yorkville Request for Qualifications December 2003 Page 2 will analyze the data to determine community needs as well as the ability of the City to meet the current and future community facility needs. Public Participation: The Consultant Team will conduct public and individual meetings with residents, and relative partners as necessary to get input from and build community consensus for the plan. (Partners may include Economic Development, County Planning Office, School District, Forest Preserve District, Business Associations etc.). Alternatives: The Consultant Team will develop alternative approaches to address community needs. The alternatives will address issues such as projected growth developments; transportation and infrastructure planning; greenways identification; community historical identity; facilities identification and collaboration; housing development impact fees and recommendations; and master facilities funding and implementation strategies. Recommendations: Based upon the input received from community workshops and the preferred alternative, the Consultant Team will develop a Municipal Facilities Master Plan to be presented at a public forum. Documentation: The Consultant Team will document the approved recommendations into a final report and provide 25 bound copies and a digital version in a format acceptable to the City. The final report will include prototypical facility designs, space considerations and projected costs. Schedule The following is the approximate schedule for the issuance, response, selection performance and approval of the work. Request for Qualifications issued: December 22, 2003 Qualifications due: January 26, 2004 Interviews: February 12, 2004 City Council approval: March 9, 2004 (FY04/05 Budget) Scope and Consultant Contract: April 2004 Municipal Facilities Master Plan: April -November 2004 Presentation to City Council:December 2004 2 United City of Yorkville Request for Qualifications December 2003 Page 3 Selection Process The City will select a Consultant Team on the basis of responsiveness to the Request for Qualifications submittal requirements. The City reserves the right to reject any or all submittals and to request written clarification of supporting materials. Responses may be rejected if the consulting team fails to perform any of the following: 1. To adhere to one or more of the provisions established in this Request for Qualifications. 2. To demonstrate competence, experience, and ability to provide the services described in this Request for Qualifications. 3. To submit a response on or before the deadline and complete all required forms. 4. To respond to any written request for clarification or additional information. Discussions/interviews may be conducted with responsible Consultants Team that has submitted qualifications. All submittals shall be afforded fair and equal treatment with respect to any opportunity for discussion. In conducting discussion,there shall be no disclosure of information derived from submittals by competing consultants. The selection shall be made by a selection committee and will be recommended to the City Council for final approval. The City reserves the right to negotiate with more than one potential Consultants Team after the submission of all qualifications. The City reserves the right to select a Consultants Team based on initial qualifications received. The City reserves the right to accept any submittal, or any part or parts thereof, or to reject any, some or all submittals. Evaluation Criteria The qualifications will be reviewed and evaluated in accordance with the following criteria: competence, expertise, approach, ability to complete the work within the required time, and past record in performing similar work. The following factors will be evaluated for each Consultants Team that submits qualifications. 1. Successful experience of working with communities of similar size. 2. Successful experience of working with rapidly growing communities. 3. Successful experience of working with riverfront communities. 4. Successful experience of gathering, analyzing and responding to community and public input. 5. Successful experience of completing projects on multi-disciplinary teams. 6. Capacity to meet the projected schedule. 7. Consultant team's understanding of project goals, requirements and work plan. 8. Demonstrate samples of completed facilities plans. 3 United City of Yorkville Request for Qualifications December 2003 Page 4 Submission Requirements Provide 5 copies of the following no later than 3:00 p.m. local time, January 26, 2004 1. Identify each Consultants Team responsibilities and services to be provided. 2. Identification and qualifications of the individuals from each Consultants Team responsible for the project and their role on the team. 3. Identification of at least 4(four) similar projects completed by the Consultants Team within the last 5-7 years. For each project, include name,location, description, cost, date completed and client contact. 4. Provide the scope of services and work plan required to complete the United City of Yorkville. Indicate timeframes for each phase of the project. 5. Provide hourly rates for the individuals who will be responsible for the completion of the project. 6. A sample of a complete comprehensive facility plan for a community of similar size or growth trend. Inquires are to be directed to Anton Graff, City Administrator(630) 553-4350, fax 630) 553-7575 and/or e-mail tgraff@yorkville.il.us. One original and four additional copies of the proposal clearly marked "RFQ Facility Master Plan" signed by an officer of the company, are to be submitted and addressed on the outside as follows: United City of Yorkville Re: (Company name) RFQ Facility Master Plan" 800 Game Farm Rd. Yorkville, IL 60560 4