Administration Packet 2004 05-13-04 I
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sig 0 United City of Yorkville
EST. ^IN's 1836 County Seat of Kendall County
~`- 800 Game Farm Road
�1 to Yorkville, Illinois 60560
Q i�� n \ p Phone:630 553 4350
'A,r ,�...: �= Fax 630-553-7575
`k L E `‘' AGENDA
ADMINISTRATION COMMITTEE MEETING
THURSDAY, May 13,2004
6:30 P.M.
CITY CONFERENCE ROOM
Presentation:
1. Job Description Presentation by Victoria McGrath of McGrath Consulting
2. Water Works System (Financial Analysis) Presentation by Speer Financial
Old Business:
1. Minutes for Approval/Correction: April 8, 2004
2. Monthly Updates:
a. Planning Coordinator's Fees Spreadsheet
b. Past Due Invoices Worksheet
c. Billing/ Accounting Software
d. Website Status
e. Revised Project Financial Tracking Worksheet
f. Department Vehicle Reports
3. Nextel Phone Service - Direct Connect Only Plan
4. Historical Street Naming Program
New Business:
1. Gift/Grant Policy
2. Meeting Note Transcribers Procedures
3. C. H. Schrader & Associates Contract for Grant Research Consulting Services
Additional Business:
*iite
McGrath
CONSULTING April 23, 2004
Problems to Solutions
Mr. Anton Graff
City Administrator
United City of Yorkville
800 Game Farm Rd.
Yorkville, IL 60560
Dear Mr. Graff:
Enclosed please find a revised proposal for consulting services to the United City of Yorkville.
This proposal outlines our understanding of the City's project. The tasks described in this
document include the facilitation of the City in the development of a mission and strategic plan;
the development of a performance evaluation process; performance evaluation training; and the
redevelopment of job descriptions. However, our goal is to meet your needs and any portion of
this proposal can be modified and/or changed.
McGrath Consulting is in a unique position to assist the United City of Yorkville. Recently, our
firm has been retained by the Bristol-Kendal Fire Protection District to assist in future station
location planning. Therefore, we have an in-depth perspective of the challenges facing your
community. Further,Dr. Tim McGrath's past experiences in dealing with a rapidly growing
community, and Dr. Victoria McGrath's experience in human resources provides your City with
hands-on as well as, educational knowledge.
We look forward to meeting with you and discussing your needs. If you require further
information, please feel free to contact us.
Sincerely,
Victoria J. McGrath, Ph.D., SPHR
Vice President
P.O.Box 190
Wonder Lake,IL 60097
Phone:(815)728-9111
Fax: (815)331-0215
Introduction
McGrath Consulting Group, Inc. proposes to facilitate the future planning exercise for the
United City of Yorkville. As facilitators the consulting team mission is to seek input from
all stakeholders and oversee and lead the City Council, City Manager, and department
heads in developing a measurable plan capitalizing on the opportunities afford the
community presently and in the future. Although the consultant team brings a unique
combination of experience to this activity, it will be the team effort by those that govern
as well as those that provide the services to the community who develop the plan.
Overview
The United City of Yorkville is a rapidly growing community that is in the midst of
economic growth in its commercial, residential, and industrial areas. This development
will cause an anticipated doubling of the community's population, as well as an increased
demand for governmental services.
An important role of any city council faced with rapid growth, is the establishment of the
vision of the City, and to identify the goals for the community that is to be carried out by
all of the respective city departments.
The overall objective of this project is to facilitate the development of the City's vision,
mission and subsequent goal development with the objective to develop a Strategic Plan.
In order to effectively evaluate the performance on municipal employees, and ultimately
the success of municipal government,the Council must clearly establish and articulate a
future that represents improvements in the quality of life of its residents. Through the
development of a community vision and long-range plan, the council can determine
where and how growth occurs,that there is fiscal growth and environmental stability,
while maintaining the communities unique sense of place.
Once the vision and long-range plan is established,the Council needs to hold department
heads accountable for the attainment of these goals. McGrath Consulting will work with
the City to develop a performance management plan that encompasses the development
of performance expectations, and an evaluation instrument that articulates the values of
the community,the attainment of specified department and City goals, and finally,the
continued professional development of all employees.
An option for consideration is the revision of job descriptions. Typically job descriptions
are a listing of job duties; however, as jobs shift and change in a rapidly growing
environment, employees need to be empowered to redesign their positions to meet these
new challenges. The development of job expectations that specify the overall
performance expectations of an employee, allow the City to ensure that its mission is
accomplished, while allowing employees the ability to accomplish the tasks necessary to
get the job done.
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•
Project Facilitators
Tim McGrath, Ph.D., President—began his public sector consulting career in 1997 with
the PAR Group, which lead to the inception of McGrath Consulting Group, Inc in 2000.
Dr. McGrath spent the preponderance of his career dealing with the rapid growth
opportunities and challenges confronting Gurnee, Illinois.
Dr. Tim McGrath began his professional career in Gurnee as a secondary school educator
and has continued his teaching passion by serving as an adjunct faculty member for
Northwestern University and Southern Illinois University. His community involvement
was significant ranging from becoming a volunteer firefighter/EMT, to president of
School District 56 board president, and involvement with many other community groups.
His personal experience of being intimately involved on several fronts as Gurnee grew
from a small bedroom community to a model community with an exceptional tax base
while maintaining a home town culture will add a unique perspective to this project.
Dr. McGrath retired as only the second career Fire Chief of Gurnee to accept a significant
challenge in the City of Brookfield, Wisconsin fire department. His 33 years of active
community service, coupled with his leadership and group dynamic training activities has
helped numerous organizations facing similar opportunities as the United City of
Yorkville.
Victoria McGrath, Ph.D., SPHR, Vice president—brings both pubic and private sector
experience to McGrath Consulting Group, Inc. A foundational belief of our company is
that the lowest common denominator involving organizational challenges and future
opportunities is the proper alignment of people's efforts to the organization/community
vision.
Dr. Victoria McGrath's professional experiences have been in the field of human
resource; whereas, her educational efforts climaxed with publishing her doctoral
dissertation on Government As A Learning Organization. Her doctoral research allowed
her to study and observe communities who have received recognition for excellence at a
national level. In addition,Dr. McGrath is a faculty member for a Master's program at
Webster University and at the undergraduate level for Southern Illinois University.
Serving as the human resources director for the City of Brookfield, Wisconsin she has
been involved in community strategic planning activities. As a consultant she has created
and facilitated groups in the development of strategic plans, mission and vision
statements, development of organizational goals and the development of action plans to
align internal systems with the City's vision, mission, and values.
Dr. McGrath has a unique ability to take diverse group concerns and values and develop a
single unified effort for providing government services that ultimately affects the
community's quality of life.
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Objective and Work Plan
City government is inherently structured to provide short-term planning. This is a natural
result of a system of elected officials elected for a specific number of years and/or terms,
and budgets that appropriate spending and approve programs for one-year cycles.
When communities are facing rapid growth, and/or desire to move beyond the status quo
in order to provide quality, effective services, city councils take the lead to develop long-
term goals that provide continuous purpose, methods and plans for the direction of the
organization. It is then the responsibility of the City Manager and department heads to
take those long-term goals and develop the tasks and activities necessary to meet the
long-term mission and vision.
McGrath Consulting Group, Inc. will assist the City council and department heads in
strategic thinking workshops that will help establish the vision for the city, and ultimately
establish the goals and objectives to achieve that vision. In addition, as councils and
administrators transition from short-term strategies to long-term visions, the roles and
responsibilities each perform changes within the organization. Thus, McGrath
Consulting Group, Inc. will begin to facilitate this role transition process. Councils need
to consider the needs of the entire community and formulate goals, objectives and service
priorities to serve as policy guidelines for administration; and management must translate
these policies into programs and services and administer them with effectiveness,
professional competence, and responsiveness to citizens.
However,throughout this entire process, channels of communication must be established
and maintained in order for both the governing elected officials and administration to
understand the vision, the strategies to achieve them, and eventually, the celebrating of
accomplishments.
Work Plan — Phase I — Development of Council Long-Range Plan, and
Department Mission Statements and Strategic Plan
Step 1:
Activity: SWOT Analysis (strengths, weaknesses, opportunities, and threats)
Participants: Mayor and entire City Council
Time Commitment: One full day—eight hours
Outcome: Development of the City Council's vision and strategic long-term
goals for effective governance and begin development of Council, Mayor,
Administrator and Department Head role and responsibilities.
The first step to developing a vision and long-range plan of any community is to conduct
a SWOT Analysis. This process challenges the council to identify the City's strengths,
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weaknesses, opportunities, and threats. This information, along with the 2004 Goal
Setting session will be used to develop the overall strategic goals of the Community.
Step 2:
Activity: Development of the City Manager and department heads mission
statements and education of a strategic plan
Participants: City Manager& all Depaitnient Heads
Time Commitment: One half day—four hours
Outcome: The development of department mission statements to be reviewed
first by employees within the depaitnient, and utilized in step 3 with the City
council.
The City's vision is a foundation for the development of Department mission statements.
These statements help bring the vision and values closer to the employees, so they begin
to have personal meaning and employees feel ownership in the city vision.
Step 3:
Activity: Joint City Council/Department Head workshop to develop objectives
Participants: Mayor, City Council, City Manager, all Department Heads
Time Commitment: One full day—eight hours
Outcome: The identification, prioritization, and establishment of who is
responsible for the goals and objectives, for the next one to five years, to achieve
the vision of the council. Establish dates for the departments to develop their
respective strategic plans.
This workshop will begin with a brainstorming session of the many objectives that need
to be accomplished to meet the strategic objectives articulated by the Council in the first
two steps. The 2004 Goals Setting session,the strategic statements, and vision statement
will be the springboard to set measurable objectives to achieve established goals. Once
identified, objectives will be categorized by departments and prioritized. If possible,the
length of time to accomplish the objective will be identified. For example, it may take
three years to implement a new technology program. From this information, department
heads will be required to formulate goals, objectives,timelines, and resources needed to
accomplish the defined objectives.
Step 4:
Activity: Finalize City's vision and depailinental strategic and action plans. Also
the development of a communication plan.
Participants: Mayor, City Council, City Manager, all Department Heads
Time Commitment: One full day—eight hours (Note, if another day is needed
in order to finalize the plan,the consultant's will work with all involved to
schedule one, along with the appropriate amount of time.)
Outcome: Develop of a departmental strategic plan
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This final step will review the city's vision, objectives, department mission statements,
and corresponding strategic plans. This step can be used to springboard the next fiscal
year's budget process.
Further this step will jointly develop a communication plan between the City Manager,
City Council,Department Heads, and employees to ensure that the Council and
administration continuously monitor the progress toward goal achievement, as well as
modify goals in the event circumstances change. Communication may take the form of
department head meeting topics, written communication by Department Heads to the
Council; development of an annual report(either included within the budget or a separate
document), employee meetings, etc.
Project Material
McGrath Consulting Group, Inc. will develop all materials to be used during the
workshops and training sessions described. Further, at the conclusion of each project
steps 1, 2, 3, and 4,the consultants will provide a written document summarizing the
process and decisions made.
Phase 1 — Project Costs
Facilitating the proposed planning project including all materials, professional staff time,
travel, and miscellaneous expenses for Phase 1 will be $4,850.00.
Optional Activities for Phase 1
- Work with individual Department Heads in establishing short and long-term
goals to achieve the objectives established in Step 3.
o Participants: To be identified by City Manager
o Time Commitment: As needed
o Outcome: Development of a departmental strategic plan
- Follow-up—change does not come easy, especially in an atmosphere of rapid
growth. If the City wishes, the facilitators can be made available at pre-
arranged times to meet with the council, administrators, or jointly to ensure
that the long-range plan and objectives, especially communication, is
continuing in an effective manner.
Optional Activities Additional Cost for Phase 1 —The consultants will bill at the rate of
$100/hour plus any miscellaneous material expenses.
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Additional Available Services
Future Direction
This portion of the proposal articulates the next step in which the governing officials of
the United City of Yorkville might consider. However,just as the IMAP program
highlighted the opportunities for this municipality, the development of a long-range plan
is just another step in addressing the growth of the community. Once this is
accomplished,the council has the opportunity to evaluate all of its internal systems to
ensure that all employees know and understand their responsibilities and that these
systems do not conflict with the achievement of these goals. Phase 2 and 3 are submitted
for your future consideration.
Work Plan - Phase 2 - Development of Performance Evaluation
Process
Once the Mayor and Council have identified and developed the long-range plan, with
accompanying departmental strategic plans. The City may wish to create and/or adapt
their performance evaluation process in order to effectively manage individual
performance in the accomplishment of City goals. The consultants will spend time
understanding the City's culture and how best to develop a performance evaluation
process for Administration and employees that more accurately reflects the vision,
values, and goals of the community.
Activity: Development of performance evaluation instrument(s)that align the
City's vision, values, and goals.
Participants: Interviews with Department Heads, Council members, and groups
of employees.
Time Commitment: One-hour individual interviews with administration and
council members; two or three one-hour group employee interview sessions.
Outcome: Development of policies, procedures, and forms to evaluate all City
employees.
Phase 2 - Project Costs
Facilitating the proposed planning project including all materials, professional staff time,
travel, and miscellaneous expenses for Phase 2 will be $2,650.00.
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Work Plan — Phase 3 — Training of Administration and Employees on
the Performance Evaluation Process
Although the most time consuming of all phases,the value of training on the newly
developed performance evaluation programs can not be understated. Upon completion of
Phase 2—development of performance evaluation instrument(s), the Consultants will
train individuals on the process of setting goals that align with the Council's strategic
plan, how to mentor and develop individuals within the organization, and the importance
of the overall evaluation process.
Activity: Two separate training sessions:
Training Event 1: Train all supervisory personnel in how to conduct
performance evaluations, establishing measurable/verifiable criteria,
understanding how the goals must fit into the strategic plan and/or
professional development, and the new evaluation process.
Participants: All supervisory personnel.
Time Commitment: One full day—eight hours
Outcome: Develop supervisory commitment and understanding of the
City's evaluation process.
Training Event 2: Train all employees in the evaluation process,
establishing goals and professional development opportunities.
Participants: All employees
Time Commitment: Employee Group Training sessions of 20 to 25
participants in half-day(4-hour) sessions.
Outcome: Understanding of the performance evaluation process.
Phase 3 — Project Costs
Facilitating the proposed planning project including all materials, professional staff time,
travel, and miscellaneous expenses for Phase 3 will be:
Training Event 1 = $1,570
Training Event 2 =$1,970
Optional: Although not discussed within this proposal is the integration of the City's
compensation structure into the performance evaluation process. If the City wishes to
discuss this integration, the Consultant's can provide information and develop a price for
this process.
Optional Job descriptions are a good way to define the performance expectations to
employees. In addition, with the myriad of employment laws,job descriptions assist in
spelling out the qualifications and physical requirement of the position. The consultants
have briefly reviewed some job descriptions to ensure they are legally compliant, and
have found them to be adequate,but absent are the mental and physical requirements of
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the position as required by the American with Disabilities Act. Thus, the City may want
to take this opportunity to update all job descriptions for essential job functions and
mental and physical requirements.
An option that the City may wish to consider, especially in an era of rapid is the
development of job expectations that define the City's performance expectations, rather
than the traditional listing of job responsibilities. This type of document can assist a
community in keeping job descriptions current and flexible.
Cost: The cost of reviewing and redefining job descriptions to job expectations is
$1,850.
If the City selects this option, all job descriptions would be redeveloped and the City
would receive it in hard copy, and on disk for future revision capability.
Total Cost Summary
The costs for each phase and optional services are listed below. Payment will be made in
three increments: a portion at the signing of the contract; a second payment after
completion of specified work products; and the balance upon completion. All payments
are due within 30 days of receipt of invoice. Prices are valid for 90 days from May 13th.
Phase I: Development of Mission and Strategic Plan $4,850
Phase II: Development of Performance Evaluation System $2,650
Performance Evaluation Training of Supervisors: $1,570
Performance Evaluation Training of Employees: $1,970
Job Description Development: $1,850
Department Head Mission/Strategic Plan Development $100/hour+ expenses
This proposal outlines a number of phases and optional services. The proposal may be
accepted in its entirety, separately, in combination, or in sequence. We will be happy to
discuss these options are our May 13th meeting.
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DRAFT
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
THURSDAY,APRIL 8,2004 6:30 PM
In Attendance:
Alderwoman Valerie Burd Chief Harold Martin
Alderwoman Rose Spears Finance Director Traci Pleckham
Alderman Paul James City Treasurer Bill Powell
City Administrator Tony Graff
The meeting was called to order at 6:35pm
PRESENTATION
None
OLD BUSINESS
1. Minutes for Approval/Correction: October 9, 2003 and February 12, 2004
The following corrections were noted for the minutes:
February 12th minutes: In the "Guest" area, page 1, "Art" should be placed on next line
October 9th,2003 minutes: page 4 of 13, last full paragraph, "Bart's" last name is Olsen
The minutes were then approved.
2. Monthly Updates:
a. Planning Coordinator's Fees Spreadsheet
The Zoning Coordinator Monthly Report for February was addressed. Alderman James
asked if the City paid for the items under "Admin" and about the 17 hours spent on
reports. He felt if the 17 hours was reports for the committee, it needs to be re-
evaluated. Ms. Pleckham will look into these hours.
In the March 2004 detail for the Zoning Coordinator Monthly Report,the time
management note on March 30/31 was questioned by Mr. Powell. Ms. Pleckham will
also research this. Mr. James noted that the billable time to the City should be reduced
and options for reduction will be explored pending the findings of Mr. Pleckham.
This item will be brought back to committee next month
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b. Past Due Invoices Worksheet
Alderwoman Spears noted that the figures were the same on the February and March
invoice worksheet. She liked the format of the previous month's report showing the
invoice and payment receipt on the bottom of the worksheet. Mr. Powell stated he would
like to see all the old reports from 2002 "cleaned up". This item had been discussed at
the previous meeting and it was noted that Norton was no longer in the area. The
committee also desired that the report be balanced.
This item will come back to committee in May along with the revised worksheet.
c. Billing/Accounting Software
Alderwoman Spears stated this procedure seemed to be running smoothly. All personnel
will be trained at the same time on the software and Police Department personnel will
join other City staff for training on the cash drawer according to Finance Director
Pleckham. She also stated that Plano and Oswego use this type of software.
d. Website Status
The meaning of"Unique Visitors" on the Web Site Information report was discussed.
Mr. Powell thought it might refer to a first time viewer or that a viewer may have
continued to the next page, which can be tracked by email addresses. Ms. Pleckham said
she received a letter informing her of a site that can track hit information. It was noted
that the site is switching to a Linux server, which is more up to date and makes the site
more accessible.
e. Revised Project Financial Tracking Worksheet
Mr. Powell commented that this is a good worksheet and asked if payments are tracked
on this document. Ms. Pleckham stated that the payments are tracked on this worksheet
for each development and there is an even more detailed ledger with the same
information.
Alderman James asked if macros were utilized so that information only needed to be
entered once. Ms. Pleckham stated that the program is set up with formulas in Excel. In
addition, invoices are kept in the system and manual logs are also maintained. Since the
same information is input more than once, Alderman James feels the data entry procedure
needs to be changed. Prior to the next committee meeting, Finance Director Pleckham
will determine if the data can be entered just once.
Treasurer Powell said the computer program, Access, is equipped to do a"query" by
various categories. He further stated that Excel can handle this type of information,
however, it is more difficult. It was noted by Mr. Powell that one Excel spreadsheet can
easily be imported into Access, however, at least one column needs to match if the data is
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being imported into more than one report. Alderwoman Burd asked if knowledge of
Access is a requirement for new hires. Alderman James suggested bringing in a summer
intern familiar with these programs, to set up a system for this procedure and to train
employees. It was noted that the Deputy City Clerk uses Access to track ordinances.
f. Department Vehicle Reports
It was noted that mileage totals would be sufficient for these reports to the committee.
The high mileage on the car driven by Joe Wyrot was mentioned and there was brief
discussion that he would not be re-assigned a vehicle when the present one is due for
trade-in.
Three vehicles will be added to the police fleet in the 2004 budget—2 new ones and 1
from the Parks Department. The committee recommended against Crown Victorias due
to the recent problems with them. Instead, an Impala and a van will be purchased.
Administrator Graff joined the meeting at this time.
3. Review Costs for Handicapped Access to City Hall
Alderman James suggested that the additional money to install an automatic door was not
warranted at this time since the handicapped access requirements are being met. In
addition, maintenance costs for the door and electric power for the door would be needed.
Alderman Burd stated she had asked for fans to be installed in the Council Chambers 2
years ago and would like to see those installed before the automatic door. Chief Martin
stated that reversible fans would be installed in the next few weeks at a cost of$200-$300
apiece.
To conclude this discussion, it was noted that there is a button at the front door, which
can be rung for assistance. This rings at both the Police Department and in the other side
of City Hall. It was decided to monitor the number of times this button was used before
spending money for an automatic door. Alderwoman Burd also suggested that a bench
be installed outside the front door for both people waiting for access and for esthetics.
This item will be brought back on the July agenda.
4. Nextel Phone Service
In a memo to department heads, Finance Director Pleckham proposed converting the
present phone plan to a National Team Share Plan at a cost of$37.99 per month rather
than$39.99. There are five phones which can be placed on direct connect for emergency
situations,without using any cellular minutes. The current plan is no longer offered.
Alderwoman Spears handed out a cost comparison of the current and proposed phone
plans.
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When a city employee dials 9-1-1, a direct connect call is first routed to KenCom and
KenCom notifies the Police Department. Employees are encouraged to dial 9-1-1 (rather
than the Police directly) so that the nearest squad is dispatched.
Graff noted that there is a 40 cent per minute charge on direct connect cellular calls.
Alderwoman Spears favored the direct connect plan and Alderman James added that he
felt Eric Dhuse and Laura Brown should be added to this plan.
Chief Martin stated that his officers would use the Nextel phones for calling KenCom
directly rather than using radio air time. Officers also use phones to make calls directly
to family members following accidents and to call other agencies, etc. Nextels can also
be used when the radio tower is not functioning. Currently, KenCom does not have
Nextel phones. Chief Martin favored all officers have these phones (currently have 8 or 9
phones and need 21). Having the phones helps to keep officers on the street.
Additionally, the paging system will be discontinued.
Alderman James asked how this phone plan would impact the Parks, Public Works and
Engineering. He asked if they could have only the Direct connect and not the phone
portion. It was noted that it can take 15 minutes for Engineering to drive to a work site.
Additionally, Mike Robinson, who does JULIE locates, may need phone access. Mr.
James suggested that city employees who need a phone should be identified and this item
be brought back to the committee.
Mr. Graff will issue a memo to department heads to determine who needs phone access.
New employees would begin with Direct Connect and then be granted more phone
privileges as job responsibilities increased. A memo was issued 2 months ago warning
employees about using phones for personal long distance calls and it was noted that one
employee was dismissed due to abuse of phone privileges.
S. Historical Street Naming Projiram
Alderwoman Spears began the discussion by stating the difficulty in nominating and
justifying a potential street name honoring a particular individual. This is due to the
interview process necessary. It was suggested that more of the responsibility should be
placed on the person making the nomination. The nominating person cannot suggest the
use of just the first or last name and it was also felt that using both first and last names
would become too cumbersome. Alderman James said that any potential names should
already be well known in the community, so that less justification would be necessary.
•
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Ms. Spears thought that just one individual should be in control of the list of potential
names. She stated that 1-1/2 years was spent on organizing this process. Chief Martin
stated that checks are being done on the potential name list so that nominees would not
have police records, but it was also noted that builders choose names without police
checks. In addition, the nominee or surviving family members are required to approve
the naming process. In order to keep the process moving,Alderwoman Spears said that
postcards should be sent to a nominee/family members for their approval.
Because of the tremendous population growth, it was suggested that this concept be
placed on the website so nominations can be made on-line. Alderwoman Burd favored
naming some streets after early settlers and said that Stephanie Todd, President of the
Geneaology Society could assist.
Mr. Graff said the potential name list is being updated by Jennifer Woodrick for the
Council. A strikethrough will be put on the portion of a name which has been used. A
checklist has also been implemented to prevent duplication of names. It was requested
that Ms. Woodrick attend a Human Resources meeting to clarify some of the issues. A
report was requested from either Jennifer or Human Resources for the May meeting.
NEW BUSINESS
1. Exemplary Employee Award
A letter was presented from Laura Brown recommending the establishment of an
Exemplary Employee Award. This proposed award would reward an employee
monetarily. The committee agreed that if the program were adopted, it should be open to
all city employees, not just the Park District.
The Mayor joined the meeting at 7:35pm
The following points were discussed:
• What amount would be given
• Should the program be adopted
• Who would determine who receives the award
• Could supervisors receive an award
• Program not a good idea since it is taxpayer money
• How is "exemplary" defined
• Should the program be one which rewards employee only if taxpayer money is
saved
• Award should not be based on abstract measure
• Would be a morale booster
• Should employee receive award if within their normal line of duties
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• Could cause resentment among fellow employees
• Employees may not want to get involved if too difficult to achieve
• Should not be a popularity contest
• Who would make recommendations for nominees?
• Noted that the County Board had contributed their personal money for an award
to person who implements a cost-cutting suggestion
• How often should award be made
• Should department head budget money for award and keep low-key
Examples of award programs which some of the committee members are familiar with,
were discussed. Privileged parking spots and complimentary dinners were also discussed
as potential awards.
After a lengthy discussion, Mayor Prochaska and other committee members felt the
proposal needed more consideration. He recommended it be sent back to the Parks
Department for:
1. Revisions to be made to include all city employees
2. Guidelines to be determined for a"measurement tool" for the award
This item will be brought back to committee in June.
2. Shred-co Customer Service Agreement
Mr. Graff reported that a presentation had been made by Shred-co regarding their
services to shred city documents. He noted that the Police Department alone spends
approximately one hour per day performing this task. Mr. Graff stated the annual cost of
Shred-co's services is $3,276. They also provide the security consoles for storing the
unshredded documents. In addition, the shredded material is recycled and the City
receives a receipt for this. The contract is one year in length with the cost being $21 per
console. The consoles are tamper-proof and would be stored in secure areas. A key to
open a console would be required if an item is mistakenly put into a console. The
company would not charge for traveling from building to building since all the containers
would be close together.
At present,there is another company, Accurate Documents of Elk Grove Village, who
does shredding. Mr. Graff will contact this company. Committee members agreed it
would be wise to contact this company for details/costs as well. Shred-co's agreement
can be cancelled with 30 days notice. By signing this agreement, the prices are locked in
and a 4% cap is placed on any increase. Mr. Graff recommended an agreement be
signed soon.
This item will be moved forward to C.O.W. on April 20th if the quotes are received by
that time.
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3. Water Works System Improvement Projects & Updates on Radium Compliance
According to Mr. Graff, the City was instructed to review the IEPA loan for the radium
compliant portion of the water improvement project,which is approximately $4.2 million
for 2 wells. There would be an initial expenditure of$42,000 just to have the documents
prepared for the loan program. The actual EPA loan would be 4.5 to 5 million dollars.
A new law enacted by the Governor's office requires all IEPA loans to be reviewed by
the Governor's office and 90-120 days must be allowed for approval. The City would be
very close to the 30-day compliance schedule. At this time, many cities are requesting
funding for radium compliant projects and the State anticipates about 30 loan requests.
Because of the many requests and limited funding, the City risks being approved for this
loan. At this time, there is only$35 million available for these loans.
Because of the loan approval risk, Mr. Graff recommends the purchase of bonds to fund
radium compliance. If the City does not become compliant, there are possible penalties.
Mayor Prochaska stated that due to the large growth of the City, the City could actually
be compliant because of the volume. In addition, he stated that the City might not be
eligible for loans because of the developers paying for expansion. Administrator Graff
stated the City is eligible to apply for the loan, though Yorkville may be scored lower,
because of the development/expansion and the "A minus"bond rating.
Mr. Graff and Ms. Pleckham will explore the options and costs. They also noted that
administrative costs, audit costs and legal fees can not be deducted from the loan.
Notification of loan approval would be received in November,but the amount of money
would not be known until January. Alderwoman Spears also posed the question of which
would require the most legal cost,the bonds or a loan.
The disposal of the radium was also discussed. There is only one company that handles
this and only one disposal site. Oswego's test program was discussed in relationship.
4. Senior Housinji Facility/Senior Service Center
Alderwoman Spears recommended the City consider setting money aside for senior
housing. She suggested the following means of funding such a project after legal review:
1. Set aside money from developers for future senior housing
2. Create budget line item
3. Set up foundation with tax deductible contributions
4. Set up a 501c non-profit charter
The housing would not be city-owned but, available to attract seniors. She also favors
some type of senior center/coffee bar (upcoming trend) in conjunction with the housing.
Mayor Prochaska recently spoke with a developer who is exploring a senior
development. Tax credits are available to developers for senior housing.
Page 8 of 11
The committee agreed funding should possibly come from impact fees, not taxpayer
money. The impact of the development would need to be justified in order to impose this
fee. Mayor Prochaska stated research is needed for the housing, but funding for a senior
center would be less difficult. He felt there is a need for input from seniors for a center.
Mayor Prochaska also suggested senior housing might be part of a downtown
redevelopment plan. That plan could be presented to developers who might be willing to
make donations for a senior center. Grant programs could also be explored. He stated
the attorney should be spoken with to identify a possible revenue source in the budget.
Ms. Spears will research the legal aspects of setting up a foundation.
5. City Donations/Contributions
Mayor Prochaska reported that a question regarding donations arose from a recent
department head meeting. He asked Ms. Pleckham to compile a list of donation
requests along with a contact name and noted that most requests of this nature arrive in
the Mayor's office. Alderman James felt no donations should be made to any
organizations because it is taxpayer money.
The Mayor and Mr. Graff made reference to a new ethics statute for all communities
whereby a city is mandated to disclose all gifts/requests for donations. In addition, the
"gift ban act"will be updated. Ms. Pleckham will meet with Tim McCann to discuss
these issues. When the statute is passed, all such donations will be tracked. By disclosing
this information, there is a check and balance system.
Ms. Spears stated she felt a larger donation should have been given to the senior center
and she asked what amounts of donations were given to other organizations. The Mayor
stated he favored donations to senior services, because seniors give back to the
community. One such reciprocal service is the Citizens Police Academy.
Alderman James compiled internet research of other towns and how donations are
handled. The donation guidelines were explicitly spelled out. Mayor Prochaska said
city staff would like to see a policy in place to remove pressure for certain donations.
Currently, donations are shown in the public relations area of the budget. Alderman
James asked for the list for review. It was noted that two memorial donations were made
on which there is a$50 limit. There was also discussion on advertising that the City
receives for some of the donations.
The $250 donation to Senior Services was also discussed. For this $250,the city was
acknowledged for their support. The $250 helps the senior meal program. Mayor
Prochaska said it was important to note that Yorkville's senior center serves all of
Kendall County, not just the City since there is no other such service in the County. It
was suggested that the City ask for support for this program, from the County and
0
Page 9 of 11
towns served by the center. The Mayor suggested talking with the senior center about
their budget and also obtaining a count of Yorkville residents who frequent the center.
Then a dollar amount could be calculated and assistance requested based on that number.
Ms. Spears also noted there are more programs offered to the youth than to seniors. The
Mayor suggested talking with Laura Brown about publicizing senior programs in the
Parks newsletter. Senior information on the front cover of that newsletter could also be
beneficial. Mayor Prochaska noted that such information has been published in the city
newsletter.
Committee members will bring ideas back to the meeting next month.
6. Developing Procedures
No discussion
7. Health Insurance Renewal
Ms. Pleckham provided a chart detailing the upcoming health insurance costs and the
percentage of increase. Though health insurance is already in the budget,this item was
placed on the agenda because the agent overseeing the plan has left his company. The
policy will remain with BlueCross BlueShield, however, the City has the right to choose
who will administer the plan.
Caywood and Associates recently indicated an interest in overseeing the City health
insurance. It was noted that Zeiter Dickson does not deal with this type of plan.
Administrator Graff recommended awarding this business to a local company such as
Caywood. The rates would remain the same and the renewal is automatic.
Tony recommended opting out of the self-insured dental plan due to wide fluctuation in
costs and the City having to manage the plan. He felt this was an important issue and the
City should secure a plan and lock in the costs. A legal opinion will be obtained in
relationship to the collective bargaining unit and a future dental plan.
Alderwoman Spears noted that previously, employees had difficulty with the lack of
dentists participating in certain plans. It was noted that Delta Dental includes about 90%
of all dentists in Illinois. In relationship to the health and dental, Mr. Graff stated there
is vision coverage in the BlueCross BlueShield plan
Alderwoman Spears asked to extend the current plan a month to allow time to explore all
aspects.
In continued discussion, suggestions were made regarding the possibility of employees
absorbing some of the health insurance costs. Suggestions were: employees paying $1
towards the costs, free for the employee or some costs for family coverage.
Page 10 of 11
Chief Martin stated the insurance is an important matter for the Police Department
because it helps offset the lower salary. He further stated the good insurance plays a
strong role in retention of employees.
After further discussion, it was decided that since the insurance costs were in the budget,
there would be no cost to the employee at this time. If there is a budget crunch, it will be
re-examined. The Mayor made a recommendation to allow Caywood and Associates to
handle the City policy. He will meet with them and provide a report at the next C.O.W.
meeting.
ADDITIONAL BUSINESS
Alderwoman Burd noted that the February minutes reflected that the committee had
approved the employee manual and a reference was made to changing city code. She
noted that only an ordinance and City Council can change a city code. Administrator
Graff reported that Attorney Kelly Kramer will meet the codifiers to further discuss.
In other additional business, Mayor Prochaska reported a letter had been received from a
production company, Champion Industry 300, who works with various media. This
company pre-selected Yorkville as one of the top 50 small communities in which to live
and work in America. Yorkville was selected because the population is under 10,000 and
Yorkville is a growing community.
A questionnaire was received regarding local information and there is a cost of$28,000.
Mr. Graff has spoken with some developers who are interested in sponsoring Yorkville.
If Yorkville is not selected, there is no cost. If the town is selected the following value
would be realized:
1. A 2 minute ad on CNN in a documentary(a 3.5 hour tape is made of the City to
help make this documentary)
2. A 5 minute trailer(which also runs on the CNN website), follows the
documentary
3. The 3.5 hours of film is given to the City on VHS tape which also could be put on
website. (The agreement also states the tape cannot be put on the internet which
is in conflict with placing it on the website. Attorney Kramer will be asked to
clarify with the company)
4. Would receive a listing/story in Forbes magazine
Mayor Prochaska said the Economic Development Director Lynn Dubajic thought this
would be most helpful as a commercial to present to potential businesses.
Champion Industry 300 has asked the City to move quickly in agreeing to this filming.
Mayor Prochaska stated that he would sign the agreement with the stipulation that it
would be subject to ratification by the City Council. In addition, he would suggest the
r '
Page 11 of 11
Council approve the agreement predicated on procuring donations to cover the costs.
These steps would allow Champion to move forward. The company also asked about
upcoming events as they wished to film in June and July, to be aired in September.
Administrator Graff also stated there would be some indirect costs such as manhours to
assemble the pre-production materials He also stated some City beautification would be
necessary. He would like to see donations reach$50,000(up from the $28,000) in order
to cover expenses prior to filming. IDOT will be spoken with regarding permission to
place flower boxes on the bridge. Also, the fence near the river nears repair.
Alderwoman Burd reiterated her idea of a park bench in front of City hall.
Adminstrator Graff wants to encourage volunteer groups such as the Garden Club, Lions,
Scouts, Moose and others to assist with the beautification. Other suggestions were to call
companies for donations and in return they would receive credit or publicity for their
business.
Mayor Prochaska views this documentary as an opportunity to attract industry and
commercial business and he will bring this before City Council .
The meeting was adjourned at 10:10pm.
Zoning Coordinator Monthly Report .
United City of Yorkville
April 2004
Summary Page
Admin. Grand Menards Swanson Westbury Total
Reserve
Correspondence 0.00 0.25 1.25 0.25 3.25 5.00
Reviews/Research 0.00 2.25 1.75 0.00 1.25 5.25
Reports 1.25 0.50 0.00 0.00 0.00 1.75
Meetings 0.00 0.00 0.00 0.00 3.25 3.25
Total i 1.25 3.00 3.00 0.25 7.75 15.25
Page 1 of 1 Printed: 5/3/2004
Zoning Coordinator Monthly Report .
United City of Yorkville
April 2004
Daily Timesheet
' Day of Grand
Date Admin. Menards WestburyTotal
Week Reserve
Thursday 4/1/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/2/2004 1.25 0.00 0.00 0.00 1.25
Saturday 4/3/2004 0.00 0.00 0.00 0.00 0.00
Sunday 4/4/2004 0.00 0.00 0.00 0.00 0.00
Monday 4/5/2004 0.00 0.00 0.25 0.00 0.25
Tuesday 4/6/2004 0.00 2.50 0.00 0.00 2.50
Wednesday 4/7/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/8/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/9/2004 0.00 0.00 0.00 0.00 0.00
Saturday 4/10/2004 0.00 0.00 0.00 0.00 0.00
Sunday 4/11/2004 0.00 0.00 0.00 0.00 0.00
Monday 4/12/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 4/13/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 4/14/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/15/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/16/2004 0.00 0.00 0.00 0.00 0.00
Saturday 4/17/2004 0.00 0.00 0.00 0.00 0.00
Sunday 4/18/2004 0.00 0.00 0.00 0.00 0.00
Monday 4/19/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 4/20/2004 0.00 0.00 00 0.00 0.00 0.
00
Wednesday 4/21/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/22/2004 0.00 0.00 0 001 0.00 0.00
Friday 4/23/2004 0.00 0.00 0.001 0.00 0.00
Saturday 4/24/2004 0.00 0.00 0.00 0.00 0.00
Sunday 4/25/2004 0.00 0.00 0.00 0.00 0.00
i
Monday 4/26/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 4/27/2004 0.00 0.00 2.00 0.00 2.00
Wednesday 4/28/2004 0.00 0.00 0.75 0.00 0.75
Thursday 4/29/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/30/2004 0.00 0.00 0.00 0.00 0.00
Page 1 of 1 Printed: 5/3/2004
•
Zoning Coordinator Monthly Report
United City of Yorkville
April 2004
Admin
j Correspondence Reviews/ Daily
Day of Week Date ! written/oral Research Reports Meetings Totals Notes/Comments
Thursday 4/1/2004 0.00'1 0.00 0.001 0.00 0.00
Friday 4/2/20041 0.00 0.00 1.25 0.00 1.25 Correct computer problem - time management Print Monthly report
Saturday 4/3/2004 0,00 0,00 0.00 0.00 0.00
Sunday 4/4/2004 ' 0.00 0.00 0.00 0.00 0.00
Monday 4/5/2004 0.00i0.00 0.00 0.00 0.00
Tuesday 4/6/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 4/7/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/8/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/9/2004 0.00 0.00 0.00 0.00 0.00
Saturday 4/10/2004 0.00 0.00 0.00 0.00 0.00
Sunday 4/11/2004 0.00" 0,00 " 0.00 0.00 0.00
Monday 4/12/2004 0.00 0.00[ 0.00 0.001 -- 0.00
Tuesday 4/13/2004 0.00 0.00' 0.00 0.00 0.00
Wednesday 4/14/2004 0.00 0.00 0.00 0.00
----------------
------- --- ----- 0.00
Thursday 4/15/2004 -- - - ---- _-0.00 -- --0.00-- - 0.00-- 0.00 0
.00_ _--- - - - __-- ------- - -- _-- ___ -- --- -----._._ I
Thursday 0 0.
Friday 4/16/2004 0.00 0.00 0.00 0.00 0.00
Saturday :'4/17/2004 0.00 . 0,00 0,00 0.00 0.00"
Sunday 4/18/2004 0.00 0.00 0.00
Monday 4/19/2004 0.001 0.00 0.00 0.00 0.00
Tuesday 4/20/2004 0.00 0.00 0.00 0.001 0.00
Wednesday 4/21/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/22/2004 0.00 0.000_001 0.00 0.00
Friday 4/23/2004 0.001 0.000.00, 0.00 0.00
Saturday? - 4/24/2004 0.00 0.00 0.00 0.00 0.00
Sunday 4/25/2004 0.00 0.00 0.00 0.00 0.00
Monday 4/26/2004 0.00 0.00 0.00 0.00 0.00 r v
Tuesday 4/27/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 4/28/2004' 0.00 0.00 0.00 0.00 0.00
Thursday 4/29/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/30/2004 0.00 0.00 0.00 0.00 0.00
Printed: 5/3/2004
Zoning Coordinator Monthly Report
United City of Yorkville
April 2004
Grande Reserve
Day of Week Date Correspondence Reviews/ Reports Meetings Daily Notes/Comments
written/oral Research Totals
Thursday4/1/2004 0.00 0.00 0.00' 0.00' 0.00
Friday 4/2/2004 0.00 0.00 0.00 0.00 0.00
Saturday 4/3/2004 0.00 0.00 0.00 0.00 ' 0.00
Sunday 4/4/2004 0.00 0.00 0.00 x 0.00 0.00
=
Monday 4/5/2004 0.00 - 0.00 - _ 0.001 0.00 0.00
Review Unit 5, 7 & 8 plat/plan 0 0 Review Architectural standardsDraft
Tuesday 4/6/2004 0.00 2.25 0.25 0.00 2.50 review memos Units 5, 7 & 8
Wednesday 4/7/2004 0.00 0.00 0 25 0 00, 0.25 Finalize review memos
Thursday 4/8/2004 0.00 0.00 0.00 0.00 0.00
Friday 1 4/9/2004 0.00 0.001 0.001 0.00 0.00
Saturday' " 4/10/2004 0.00 0.00 0.00 0.00 0.00 "
Sunday 4/11/2004 0.00 0.00 0.00 0.00 0,00
Monday 4/12/2004 0.00 0.00 0.00 0.00 0.001
Tuesday 4/13/2004 0.251 0.00 0.001 0.00 0.251 Discuss and responde to fax Park D
Wednesday 4/14/2004 0.001 0.001 0.00 0.00 0.00
Thursday1
4/15/2004 0 00 i 0.001 0.00 0 00 0.00
Friday 4/16/2004 0.00 0.00; 0.00 0.00 0.00
Saturday 4/17/2004 0.00 0.00 0.00 0.00 0,00
Sunday4/18/2004 0.00 0.00 0.00" 0.00 0.00 ,
Monday 4/19/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 4/20/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 4/21/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/22/2004 0.00 0.000.00 0.00 0.00
Friday j 4/23/2004 0.001 0.00 0.00 0.00 0.00
Saturday 4/24/2004 0.00 0,00 " 0.00 '' 0.00 0.00
Sunday 4/25/2004 0.00 0.00 0.00 0.00 . 0.00
Monday 4/26/2004 0.00 _ 0.00 0.00' 0.00 0.00
Tuesday 4/27/2004 0.00! 0.00 0.00 0.00 0.00
Wednesday 4/28/20041- 0.00 0.00 0.00 000'- 0.00
Thursday 4/29/2004 0.00 0.00 0.00 0.00' 0.001_
Friday 4/30/2004 0.00 0.001 0.00 0.00 0.00
Printed: 5/3/2004
Zoning Coordinator Monthly Report -
•
United City of Yorkville
April 2004
Menards
Correspondence I Reviews/ ' Daily
Day of Week Date written/oral Research Reports Meetings Totals Notes/Comments
Thursday 4/1/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/2/2004 0.00 0.00 0.00 0.00 0.00
Saturday 4/3/2004 0.00 0.00 0.00 0.00 0.00
Sunday 4/4/2004 0.00 0.00 0.00 ' 0.00 0.00
Monday 4/5/2004 0.25 0.00 0.00 0.00 0.25 collect/fax information to K. Kramer
Tuesday 4/6/2004,1 0.00 0.00 0.00 0.00 0.00
Wednesday 4/7/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/8/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/9/20041 0.00 0.001 0.00 I 0.00 0.00
Saturday 4/10/2004 0.00 0.00 0.00 0.00 0.00
Sunday 4/11/2004 0.00 0.00 0.00 0.00 0.00 .
Monday 4/12/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 4/13/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 4/14/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/15/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/16/20041 0.000.00 0.00 0.00 0.001
Saturday. 4/17/2004 0.00 0.00 0.00 0.00- 0.00
Sunday 4/18/2004 0.00 0.00 0.00
0.00 0,00
Monday 4/19/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 4/20/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 4/21/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/22/2004 0.001 0.00 0.00 0.00 0.00
Friday 4/23/20041 0.00 0.00 0.00 0.00 0.00
Saturday " 4/24/2004 0.00 0.00 0.00 0,00 0.00
Sunday 4/25/2004 0.00 0.00 0.00 0.00 0.00
Monday 4/26/2004 0.00 0.00 - 0 00j 0.00 0.00
1 Review AA language Verify submitted documents with Clerk's office
Tuesday 4/27/2004 0.25 1.75 0.00 0.00 2.00 Discuss findings of preliminary review of AA w/Tony
Wednesday 4/28/2004 0.75 o.00f 0.00 0.00 0.75 Draft review memo
Thursday 4/29/2004 0.00 0.00 0.00 0.001r 0.00
Friday 4/30/2004 0.00 0.001 0.00 l 0.00 t o.00{
Printed: 5/3/2004
Zoning Coordinator Monthly Report ,
United City of Yorkville
April 2004
Swanson
Day of Week Date Correspondence Reviews/ Reports Meetings Daily Notes/Comments
written/oral Research Totals
Thursday 4/1/2004 0.00 0.001 0.00 0.00 0.00
Friday 4/2/2004 0.00 0.00 0.00� 0.00 0.00
Saturday' " 4/3/2004 0.00 0.00 0.00 : 0.00 0,00
Sunday 4/4/2004 0.00 0,00 0.00 ' 0.00 0.00'
Monday 4/5/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 4/6/2004 0.00 0.00 0.00, 0.00 0.00
Wednesday 4/7/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/8/2004 0.25 0.00 0.00 0.00 0.25 Discuss contents of memo w/Chris Kopecky _
Friday 4/9/2004 0.00 0.00 0.00 0.00 0.00
Saturday 4/10/2004 0.00 0.00 0.00 0,00 0.00
Sunday 4/11/2004 , 0.00 0.00 0.00 0,00 0,00
Monday 4/12/2004 0.00 0.00 0.001 0.00 0.00
Tuesday 4/13/2004 0.00 0.001 0.00 0.00 0.00
Wednesday 4/14/2004 0.00 0.00; 0.00 0.00 0.00
Thursday 4/15/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/16/2004 0.00 0.00
0.00 0.00 0.00
Saturday 4/17/2004 0.00 0.00 0.00
0,00 0.00
Sunday 4/18/2004 0,00 0.00 0.00 0.00 0.00
Monday 4/19/2004 0.00 0.00 0.001 0.00 0.00
11
Tuesday 4/20/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 4/21/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/22/2004 0.00 0.00 0.00 0.00 0.00
0.001 0.00, 0.00 0.00
Friday4/23/2004 0.00
Saturday 4/24/2004 0.00 0.00 0.00 0.00 0.00
Sunday 4/25/2004 0.00 0.00 0.00 0.00 0.00
Monday 4/26/20041 0.00 0.0010.00 0.00 0.00
Tuesday 4/27/2004 0.00 0.00' 0.00 0.001 0.001
Wednesday 4/28/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/29/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/30/2004 0.00, 0.00 0.00 0.00 0.00
Printed: 5/3/2004
i
Zoning Coordinator Monthly Report
United City of Yorkville
April 2004
Westbury
Day of Week Date Correspondence Reviews/ Reports Meetings Daily Notes/Comments
written/oral Research I Totals
Thursday 4/1/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/2/2004 0.00 0.00 0.00 0.00 0.00
Saturday " " 4/3/2004. . 0.00 0.00 0.00 0.00" 0.00
Sunday 4/4/2004 0.00 0.00 0.00 0.00 0.00
Monday 4/5/20041 0.00 1 0.00 0.00 0.001 0.00
Tuesday 4/6/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 4/7/2004 0.00 0.00 0.00 0.00 0.00
Thursday 4/8/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/9/2004i 0.00 0.00 0.00, 0.00 0.00
Saturday 4/10/2004 0,00 0,00 0.00 - 0.00 0.00
Sunday 4/11/2004 0.00 0.00 0.00 0.000.00
Monday 4/12/2004 0.00 0.00 0.00 0.001 0.00
Tuesday 4/13/2004 0.00 0.00 0.00 0.00i 0.00
Wednesday 4/14/2004 1.50 0.00 0.00 0.001 1.50 Discuss Westbury agreement w/Liz & Tony Draft letter to S. Stein outlining
Thursday 4/15/2004 0.00 0.00 0.00 2.25 2.25 Meeting w/Mitch, Sandy, Dan & Tony AA provisions
Friday 4/16/2004 0.00 0.00 0.00 0.00 0.00
Saturday 4/17/2004 0.00 0.00 0.00 ," 0.00" 0.00
Sunday 4/18/2004 0.00 0.00 0.00 = 0.00_ 0.00
Monday 4/19/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 4/20/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 4/21/20041 0.00 0.00 0.00 0.00 0.00
Thursday 4/22/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/23/2004 0.00 0.00 0.001 0.00 0.00
Saturday 4/24/2004 0.00 0.00. 0.00 0.00 0.00
Sunday 4/25/2004 0.00 0.00 0.00 0.00 0.00
Monday 4/26/2004 0.00 0.00', 0.00 0.00 0.00 ,,
Tuesday 4/27/2004 0.50 0.00 0.00 1.00 1.50 Mtg w/Fire Department & Building Dept to review site layout Discuss
Wednesday 4/28/2004 0.00 0.00 0.00 0.00 0.001
Thursday 4/29/2004 0.00 0.00 0.00 0.00 0.00
Friday 4/30/2004 1 1.25 1.25 0.00 0.00 2.50 Review revised AA/plat Discuss AA w/Tony Draft/send letter to S. Stein
Printed: 5/3/2004
PAST DUE INVOICES WORKSHEET, APRIL 2004
From the desk of Jennifer Woodrick
INVOICE INVOICE PAYMENT
DATE BOOK LINE DESCRIPTION AMOUNT AMOUNT COMMENTS
1 6/3/2002 D 3 A. Norton, Cannonball Estates,Admin Inv 3A $699.75 $0.00 Interest added on balance monthly.
2 7/8/2002 D 34 A. Norton,Cannonball Estates,Admin Inv.5A, 8A $1,965.14 $0.00 Interest added on balance monthly.
3 2/10/2004 P 16 Progress Holdings, Go Tane: DCRS, Recording Fees $343.10 $0.00 Interest added on balance 5-6-04
4 2/10/2004 , P 34 Steinke, Realty Execs, 101 E. Somonauk: Schoppe Inv. $1,150.00 $0.00 Interest added on balance 5-6-04
5 2/13/2004 Q 1 Atty. Frank Giampoli, YBC Lot 19:Schoppe Invoice $460.00 $0.00 Late notice sent 5-6-04
6 3/8/2004 Q 13 Ron Reinert, Mulhern Condos: 2 Schoppe's, 1 Kramer $1,791.85 $0.00 Late notice sent 5-6-04
7 3/17/2004 2004-01,8 Kimball Homes,Whispering Meadows: CDF $731.25 $0.00 Late notice sent 5-6-04
8r 3/17/2004 2004-01, 11 Inland/Saratoga: Schoppe $287.50 $0.00 Late notice sent 5-6-04
9 3/17/2004 2004-01, 17 Kimball Homes,Whispering Meadows: ICCI $56.25 $0.00 Late notice sent 5-6-04
10 3/22/2004 2004-01, 22 Steinke, Realty Execs, 101 E. Somonauk: Schoppe Inv. $230.00 $0.00 Interest added on balance 5-6-04
TOTAL $7,71484 $0.00
Payments not received 30 days after billing will be re-invoiced.
Payments 60 days in arrears will be re-invoiced with interest penalty added to outstanding balance.
PROJECT FINANCIAL TRACKING WORKSHEET
PROJECT&DEVELOPER LOCATION PROJECT SIZE FILE FEES ADMIN FEE FINAL ENG. ENG. SVCS LEGAL/PLANNER MISCELLANEOUS FEES TOTAL RCVD COMMENTS/STATUS
PLAT REVIEW FEE DEPOSIT SVC DEPOSIT TO DATE
1 Bailey Meadows:IRED!Mia Amenca SW corner 47&Baseline 189 sfd, 153 t.h., 19A Comm. $2,200.00 $5,000.00 $5,000.00 59500 Flood Study Fees Due(In Agmt) $12,200.00 Annex,Rezone, Prelim.Plan:5/25 Public Hearing 1
2 Bristol Club:Lay-Corn Galena&Cannonball 31 sfd $1,946.50 $9,482.50 $5,000.00, ;_ $10,000.00 $250:1.5mi review fee pd $26,679.00 WITHDRAWN 2/11/04 __:' 2
3 Caledonia: Inland N/W of YBC 206 sfd on 85.296 acres $500.00 $10,000.00 $5,000.00 $22,700 Flood Study Fees Due I $15,500.00 Amend Annex, PUD Agmts Approved 3
4 Cannonball Run Plaza:Jim Ratos SIE side 34&CannonBall 8 commercial lots $0.00 4
5 Cimarron Ridge:Conover Bldrs. S of 34,E of Cannonball 29 sfd, 46 dup., 9.9 A comm. $0.00 87% built out 5
6 Corner Stone:Triangle Investments ' 47&Greenbnar 36.4A:'30sfd,179 A Commercial $2,010.00 $500.00 $5,000:00 $5,000.00 $12,510.00 Rezone,PUD Approved Apr 04;Prelim,Fnl Plat 5/27 Pit'Council 6
7 Country Hills:Dennis Dwyer S/W corner 71 & 126 138 sfd, 34 duplex units $27,687.52 Ph2$500.00 $28,187.52 46%built out 7
8 Countryside Center:Tri-Land Properti, Countryside commercial re-development $15,000.00 Tif Study deposit pd June 2003 $15,000.00 8
9 Dhuse Prop.:Wiseman Hughes South Windett Ridge II _ 141 sfd $500.00 _ $15,000.00 _ $15,500.00 Concept Plan Phase 9
10 Fifth Third Bank-Tucker 34&Marketplace Rte 34&Marketplace $0.00 Development Agreement stage 10"
11 Foxfield's 2nd Add.:Barry Niles Ten Ln.Cul de Sac 3.44 acres, R-2 Zoned $0.00 11
12 Fox Highlands:Frontier Land Grp. S of 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' 75%built out 12'
13 Fox Hill: Dresden S of 34,E of Eidernain 258 sid, 168 town.,32 duplexes 'billed hourly' U4,06$500 Ea $1,000.00 Re-design Concept Review, Final Plat 13
14 Fox Hill:.DCI,Unit 7 " $1,130.00 *billed hourly` $500.00 $5.000.00 $5,000.00 $11,630.00 Rezone,Prelim Plan,Amend Annex&PUD.5/18 COW 14
15 Fox Hill:Primus, Unit 5 " " _ 'billed hourly` $500.00 $2,390.00 $2,890.00 86% built out 15
16 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 16
17 Fox River Bluffs:Inland Fox&Highpoint COUNTY-141 sfd,302.6 Acres $250.00 $250.00 Concept, 1.5 mi review approved;Annex&Rezone 17
18 Go-lane Service Station E of 47,S of 34 2:14 acres $500.00 $2,500.00 $3,000.00 Annexation, Rezoning Approved __ 18
19 Grande Reserve:MPI 1127.3 acres R.R.&Kennedy 1324 sfd,394 dup.,632 t.h.,300 apt. $19,973.00 5250k dep.Due $30,000.00 $20,000.00 535k Water Impri$24.6k Traffic St./5258k BKFD Pd C Prelim,Fnl Plats Units 1-8 Approved April 2004 19
20 Grande Reserve,Line 2 - $'F9-2k:Fiscal-impact/$100k H20Tank/$456.900Capital Fees $705,673.00 20
21 Greenbriar 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 88% built out 21
Soil il
22 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 $1.100 Pmt.Deposit,$270 Traffic Study $109;195.77..` Final Apprroved;pprroved;4%built out 22'
23 Heartland Professional Building Farmstead&Rt 34 $0.00 23
24 Heartland Subdivision S of 34,E of McHugh 186 sfd $1,250.00 $34k 01:$23k 02,3 Phi,2,3$500ea $4590`Unit1 $64,340.00 85%built out 24
25 Hopkin's Corner(Morrissey) 37.4 acr N/W corner 47&Greenbr Rd 87 townhomes $1,570.00 $2,000.00 $5,000.00 $8,570.00 25
26 Inland Office Building.Inland 34&Marketplace $500.00 $400.00 $900.00 26
27 Kylyn's Crossing(Cannonball Hill) E of 47,S of C'Ball Trail $860.00 $500.00 $1,360.00 27
28 Kylyn's Crossing west:(CanEst)AMC N of 34.VV of C'Ball Trl 111 sfd $15,253.45 $500.00 $5,000.00 $20,753.45 92%built out 28
29 Kylyn's Ridge:AMG Homes W of Kyiyn's Cr.West 134 sfd on 69.83 acres $1,963.13 $26,731.97 U1 $500 ea 01, U2 $19,094 Unit 1 $5,000.00 $8834 Flood Study Fees Pd;$42,735:U1 W/S Recapture 29
30, Kylyns Ridge,Line2:' $20,568.49 $14,389.40 $62,62725 Unit 2 W/S Recapture $203,144.24 39%Built Out 30
31 Longford Lakes:Montalbano W of Landmark,Sof McHugh 11 bldgs,62 t.h.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 78% built out 31
32 Menards Menard;Inc. E of 47,N of Countryside commercial development $151,912.60:` waived $5,000.00 $156,912.60 Complete 32
33 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 33
34 Praise Gardens.Windham Homes 24.2A W of 47,E of G'Bnar Sub. ' 56 sfd,6 Commercial $1,633.80 $23,618.08"' $500.00 $2,919.00 $5,000.00 $33,670.88 75%built out 34
35 Prairie Meadows,Menard Inc. E of 47,S of Countryside 142.2 acres:174 sfd,268 mfd $3,772.00 $20,000.00 $5,000.00 $28,772.00 Final Plat:5/13 Plan Council,6/9 Plan Commission 35
36,Raintree visage:Wyndham Drpt,Creek East of Fox Highlands 404 sfd,238 dup.,320 acres $2,000.00 $79,191.36 $500 ea 01-3 $-1,Q5fl.00 $5,000.00 524k waterystem/$96k Hyd.Interceptor 'Fnl
Pats U1-3 approved 36
37 Raintree Village Line 2 5100 Soil,Sed Pmt,51k Soil,Sed. Deposit Units 1,2,3 ea 4% built out 37
38 Raintree Village,Line 3 $2,651`;016.77:front-funded fees,see Admin.Acct $2,873,058.13 ' 38
39 Reserve ai Fox River Apts:FRS Consir N of MktPlac/McHuoh inter 132 apts $21.615.99 $15,119.75 55k Sanitary Flow Meters Deposit $41,735.74 Under Construction 39
-
40 River's Edge:S&K Development N of Fox,N&Sof R.R. 166 std $2,364.00 $73:031.14' Ph 2 5500.00 $4,731:91 $5,000.00 $85,627.05 58%built out 40
41 Rob Roy Falls:Sexton Developm't Rte 34,N of Fox Hill 120 sfd,174 conao's,204 t.h.,270.6A $500.00 $500.00 Concept Plan: 4-14-04 Plan Commission 4 i
42 Silver Fox:Midwest Devel. S.side Fox Rd,E of Pavilion 187 sfd on 102.7 acres $500.00 $500 00 Concept Plan 42
43 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 54% built out 43
44 Sunflower Estates'Unit 2:'Inland 117 sfd total $18,841.58 $500.00 $19,341.58 44
45 Sunflower Estates Unit 3: Inland 117 sfd total $9,903.43 $500.00 $2,664.50 RiverXina:510237.50,W'S Reca:$17839.22 $41,144.65 " 45
46 Swanson Ln Estates Gordon,:Marcia Boomer Ln,west to creek 13.4 Acres Annexation,Zoning 46
27 Tanglewood Trails,T'wood Dev.Corp. E side Highpt.Rd,S of Legion 67 Acres _ $250.00 $250.00 1.5 mi review Approved April 2004;Annex Agmt 5/18 COW 47
48 Town Crossing:Rehannah Ent. SAN corner 34&C'BaltTrt $1,491.43 _ _ $1,200:00 $2,500.00 County Reca.$2173.55;Can Trt Reca:$2619.41 $9,984.39 48
49 Villas @ the Preserve:Burnside 42 duplexes on 25.46 acres Rte 71 &Walsh Drive Concept Plan:4-14-04 Plan Commission 49
w t -
50 estnury village:la e.Ocean Atlantic:300 A W of 47,N of Comeils 289 sfd,601 mfd;227A Comm. $5 430.00 $10 000-00 5 000.00 25 000 Flood StudyFees:Paid Annex,PUD Prelim.Plan:5/4/04 COW 50
51 Westbury Village Line 2 $45,430.00 51
52 Whispering
Meadows FisherProperty >w corner Faxon&CasiI COUNTY-450 sfd on298Acres $5 450.00 $500.00 $20 Q00.00 15,Q00: 0 5K flo meter $1100 Soil Sed!Fees 310.5k Flood Study $52 QSO.OQ Final Plat Units 1,2'APPt,
d,Annex Agmt Appr'd 52, , ,
Jennifer Woodrick
May 11, 2004
• PROJECT FINANCIAL TRACKING WORKSHEET
PROJECT&DEVELOPER LOCATION PROJECT SIZE FILE FEES ADMIN FEE FINAL ENG. ENG.SVCS LEGAL/PLANNER MISCELLANEOUS FEES TOTAL RCVD COMMENTS/STATUS
PLAT REVIEW FEE DEPOSIT SVC DEPOSIT TO DATE
53 White Oaks.Crestview Builders N of Fox.E of River's Edge 82-87 sfd Ph4 $7413.49 $7,413.49 95% built out 53
54 Wildwood:Fox Valley Farms Partn. N of 71,E of 47 37 sfd __ $0.00 98%built out 54
55 Windett Ridge-Wiseman Hughes 47&Legion 277 sfd $1,000.00 $123,307.55 $500.00 $20,000.00 $5,000.00 542k:Hyd Ave.Interceptor.School&San.Pmt fees Final Plat U1 Approved _ 55
56 Windett Ridge-Line 2 541,550 Mun.bldg fee,$33,932.50 River Crossing $1,023,680.50 Weather Siren:$12,264.15 Paid 56
57 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 Complete57
_
58 YBC Unit 2:Inland $2,806.50 $500.00 $2,040.50 { $5,347.00 10%built out 58
59 YBC Unit 3: Inland $500.00 $3,042.50 $3,542.50 10% built out 59 i
60 YMP/Jewet:Tucker Development S of 34,W of Marketplace commercial development $500.00 $34,836.26 $800.00 $5,000.00 « $41,136.26 Phase I Complete 60
61 York Hill Landscaping Omega,Saraias 8591 Route 126 5.07 acres Annex. Fee waived $0.00 Annex,Zoning; Under Legal Review _ 61
62 Yorkville Snr.Apts,New Directions SAN corner 47,Greenbnar 50 units on 3.48 acres' $250.00 $2,500.00 $2,500.00 " $5,250.00 PUD Agreement Approved 60
'Reserve at the Fax River Acts will not be charged a final plat fee,as this is not a subdivision.There are plat of easements only for this development. I TOTAL
$5,892,442.08
"In lieu of an upfront Administration Fee,Fox Hill opted to pay hourly for Engineering Services.
Jennifer Wood rick
May 11, 2004
UNITED CITY OF
YORKVILLE
Memo
To: Administration Committees,
From: Tony Graff, lmi trat r
641
CC: Mayor Prochaska, Aldermen, & Staff
Date: 5/11/04
Re: Administration Vehicle Report for April 2004
This is a summary report for the vehicle usage for the Administration vehicle:
April 2004 302 miles
1
�c�Pcrs a OUR R`'L.f
QO
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UNpED iM
YORKVILLE. POLICE DEPARTMENT
CHIEF OF POLICE 804 Game Farm Road Phone (630) 553-4340
Harold O.Martin III Yorkville,Illinois 60560 Fax (630) 553-1141
Date: April 13, 2004 •
To: Chief Harold 0. Martin III
From: S/Sergeant Ron Diederich
Reference: Monthly Mileage Report
During the month of March, 2004 the Yorkville Police Department logged a total of 19,626 miles. Individual
miles are:
Monthl ::::- (;-17 . .-7'-'-'.'.5 Curent Reassign /
Squad Vehicle Squad Usage Miles Miles Replace Date
M-1 2001 Ford Crown Victoria Patrol 2,124 75,027 2• 004/2005
M-2 1996 Chevrolet Caprice Admin. 603 133,473 2004/2005
M-3 1998 Ford Crown Victoria Admin. 1,065 ; 119'936 2003/2004
M-4 2002 Chevrolet Impala Patrol 3,113 _;:''':i'74:7, 42::-:"Ai:-' 2005/2006
M-5 1998 Ford Crown Victoria Admin. 989 .7112977f 2003/2004
M-6 2003 Chevrolet Impala Chief 704 12,699 2007/2008
M-7 2001 Ford Crown Victoria D.A.R.E. 0 68,140 .' 2004/2005
M-8 2004 Ford Crown Victoria Patrol 4,072le,-,,IF::::-,:,,2-1 ,,:;,21::7)::.;',":,:2:7:;;;,.:',.,232007/2008
M-9 2000 Ford Crown Victoria Lieutenant 37262,828 2004/2005
M-10 1991 Ford Thunderbird DARE409 '''''''-'(°i27,9-61.!::::,.':4;42004/2005
M-11 2003 Ford Crown Victoria Patrol Sgt. 1,100 32,911 2005/2006
M-12 1999 Ford Expedition Patrol/Trucks 34347,847 2009/2010
M-13 2001 Ford Crown Victoria K-9 379 40,341 2• 010/2011
M-14 2003 Ford Crown Victoria Patrol 2,418 45,588 2005/2006
M-15 2004 Ford Crown Victoria Patrol Sgt. 1,935 10,359 2• 007/2008
UNITED CITY OF YORKVILLE
To: Tony Graff, City Administrato
From: Joe Wywrot, City Engineer U A
Subject: Engineering Department—Vehic e Usa,
Date: May 3, 2004
Below find the status of the Engineering Department vehicles:
1987 Chevrolet Pickup
Odometer reading— 120,793 miles
Major maintenance work in past month—Aligned front end.
1996 Lumina Sedan
Odometer reading— 159,896 miles
Major maintenance work in past month—none
1998 Dodge Dakota Pickup
Odometer reading— 72,083 miles
Major maintenance work in past month—Repair flat tire.
Per Section IV.A.12 of the Yorkville Vehicle Policy, please place this item on the next
Administration Committee agenda. If you have any questions regarding this matter, please
see me.
Cc: Liz D'Anna, Deputy City Clerk
m
01
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• Ln
MONTHLY VEHICLE REPORT 2004 I m
T T
ID I/ YEAR • MAKE MODEL VIN NUMBER BEGINNING MILEAGE MAR + APR
Y1 2002 FORD .350 UTILITY [1FDWF37592ED27323 10201 i 6371 600 m
Y2 2000 FORD 1550 DUMP 1FDAF57F4YEE05072 f 202581 5221 425UD
Y3 2003 FORD F350 UTILITY 1FDWF37S83ED42302 39641 608. 510-
Y4 2001 FORD 1350 UTILITY 1FDSF31S51ED60148 19308 1000'' 1377-
Y5 2001 FORD iF250 UTILITY 1FTNX21S21EB53058 27388; 880j 927 cn
YB 2004 FORD ?F150 UTILITY,1FDSF31551ED6046 I 4183 1161� 614 w
CD
Y7 2004 FORD F150 UTILITY 2FTRF17W63CA55586 1 2027 980 462 w
Y8 200 '3 FORD F350 UTILITY1FTSF31SX3EA32518 6728; 192; 277 w
Y9 1999 I NTER NATION 14X2 t1 HTSDAAN1YH252966 10122 771 239 —1
:CI0 2003W
INTERNATIONAL 4X2 LI
17161. 541 81
Y11 2002 INTERNATIONAL 4X2 RHTVUDAAR13JO52663 4887j 20 0
Y12 2004 i INTERNATIONAL 4X2 W
1HTDAAR44J020059 i5571 16i 38
Y13 1 1998;INTERNAT IONAL 6X4 1HTSHAAR4XH660271 22218 2321 227
Y14 2001`l INTERNATIONAL 16X4 '1 HTSHADTX1 H331248 11794, 1741 370
Y15 I 1989IGMC 2500 1GTGK24K6KE546324 1 78778' 0: 0
Y16 1998 DODGE ;DAKOTA 1 B7GG22XXWS529467 1 59761 i 1381-, 953
Y17 1987 CHEVY i C30 1GCGV34KXHJ154013 119251 749+ 793
NOTES/COMMENTS! f
Y15 HAS A BROKEN ODOMETER {
Y11 HAS A DEAD BATTERY VEHICLE NOT MOVED i o
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C. H. Schrader & Associates
2 South 648 Deerpath Road
Batavia, Illinois 60510
Laura Ross -Stuart Mark Yergler
Tele: (630) 879-2084 Tele: (217) 585-8271
FAX: (630) 879-3659 FAX: (217) 529-8666
Mr. Anton Graff, City Administrator April 15, 2004
United City of Yorkville
800 Game Farm Rd.
Yorkville, Illinois 60560
Dear Mr Graff:
Please accept this as a letter of understanding for professional consulting services provided by
C.H. Schrader & Associates (CHSA), to the United City of Yorkville for the period of one year.
It is our understanding that we are to 1) help assess the City's future park/open space capital plan and City
infrastructure needs, 2) research potential grant sources, 3) develop long range grant strategies, 4) consult with
you and your staff on these programs and strategies, and 5) prepare and present grant applications as directed
by your agency. The general area of grant research will be in, but not limited to, state and federal funding
programs. In addition, we will perform necessary agency liaison work in Springfield and Washington relevant
to such grant programs and work with you and your staff to help ensure successful management of approved
grant projects in accordance with individual program guidelines.
To carry out the above referenced work, it is understood that your staff will provide, as necessary and in a
timely manner, appropriate agency background information, statistics, materials, and reproductions for the grant
applications. This is generally limited to project development plans/maps, cost estimates, master plans, public
hearing documentation, environmental evaluation information, and documents relating to property ownership.
Once a project is approved for funding,we will also need the actual project implementation cost records as a
part of the reimbursement/final project report package.
For these services, we understand that a fee of$14,000 (fourteen thousand dollars) is to be paid in quarterly
installments beginning May 1, 2004. In addition,we understand we may be reimbursed for out of pocket
expenses with your prior approval.
We hope this fairly represents our discussions. We thank you and look forward to an exciting and successful
relationship with you.
Sincerely,
11,ti� 4-'417 4._/1(
Laura Ross-Stuart
Mark Yergler
SCHRADER&ASSOCIATES
Accepted by: _
(signature)
(date)
Please return one copy to Schrader & Associates at the above address.