Administration Packet 2004 06-10-04 United City of Yorkville
EST.I 'Iiis „E County Seat of Kendall County
to 1836
800 Game Farm Road
Cl) Yorkville,Illinois 60560
o i I LL, O Phone:630-553-4350
'P1--/, E,�;�v�2 Fax:630-553-7575 AGENDA
ADMINISTRATION COMMITTEE MEETING
THURSDAY,June 10,2004
6:30 P.M.
CITY CONFERENCE ROOM
Presentation:
1. Strategic Planning Presentation by Greg Kuhn of the Par Group
Old Business:
1. Minutes for Approval/Correction: May 13, 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. Historical Street Naming Program
4. C. H. Schrader & Associates Contract for Grant Research Consulting Services
New Business:
1. Tuition Reimbursement— Request by Joe Wywrot
2. Review Training Policy—Employee Manual
3. Renewal Contract for EAP
a. New Contract
b. Old Contract
4. Road Improvement Program — Financing
Additional Business:
STRATEGIC
- MANAGEMENT -
CONSULTING, Inc.
A BUSINESS PARTNER OF THE PAR GROUP.LTP.
128 Naperville Road Telephone 630/655-1868
Clarendon Hills, Ill 60514 Fax 630/655-3868
Gregory T. Kuhn, Ph.D.
January 13,2004
Mr.Tony Graff
City Administrator
United City of Yorkville
908 Game Farm Road
Yorkville, ILL 60560
RE:Strategic Planning,Performance Goals and Effectiveness RFP Response
Dear Mr.Graff:
Thank you for your invitation to meet with staff in late December to discuss the possibility of assisting the City
of Yorkville's elected officials and management team. I found the meeting to be very useful in understanding
the type of assistance the City is searching for to develop goals and explore techniques that will enhance the
City's aim of advancing performance in serving the community. I'm pleased to submit the enclosed Proposal
to conduct a Governing Board Effectiveness and Staff Performance Strategic Planning Engagement for the
United City of Yorkville.
The proposal outlines a multi-session project,with options, that culminates with a final workshop/retreat that
will bring the governing board and senior staff members together for a very effective series of discussions on
strategic goals,performance targets and policy direction for the city.While its tempting to try to accomplish a
organizational performance/strategic planning project in less time,experience has taught me that more than a
few hours of discussion is needed to allow each member the time and opportunity to listen and be heard and
to make sure staff's views and the community's views are heard and an implementation strategy is in place.
Please look over the proposal and give me a call to talk things through further. I hope it addresses the needs
and goals outlined in the RFP expressed to me during my meeting on December 29.
I appreciate the opportunity of being considered as a source to assist you in this important assignment. Please
feel free to contact me directly if you should have any questions or wish to arrange for a personal meeting.
Sincerely,
Gregory T.Kuhn,Ph.D.
President
CC: file
STRATEGIC
—MANAGEMENT—
CONSULTING, Inc.
strategic planning training team-building lunnan resources organizational analysis myers-Briggs testing
STRATEGIC MANAGEMENT CONSULTING (SMC) was established in 1993 by Greg
Kuhn, Ph.D. with the mission of assisting quality-oriented public and not-for-profit
organizations in addressing special organizational needs. Dr. Kuhn, a management
consultant and former city manager has consulted to over 200 organizations in the
Midwest and around the Nation. He holds a Ph.D. in public administration,
organizational development and public policy at Northern Illinois University and is active
in teaching at the graduate and undergraduate level at NIU and Northwestern
University.
From evaluations of operations and measuring human resource effectiveness, to the
development of strategies and resources to achieve long-term organizational goals,
SMC's network of allied professionals are able to offer targeted professional assistance
to meet your objectives. By drawing on the talents of academicians and experienced
public management professionals with varied areas of expertise, Strategic Management
Consulting has the ability to match the proper skills with the particular needs of the
client.
The network of professionals that work with the firm are capable of providing
assistance to units of government, school districts and not-for-profit agencies in the
areas of strategic planning, training, human resource management, governing board
relations, organizational development and staffing. Members of SMC's network
•
represent over thirty years of collective training and experience in public management
as well as individual accomplishments in administration, teaching, consulting and
training.
Representative clients in Illinois include the Intergovernmental Risk Management
Agency, Village of Glenview, City of Charleston, Livingston County, Village of
LaGrange, Village of Northfield, City of Wheaton, Village of Wilmette, Village of Long
Grove, Village of Glendale Heights, Village of Western Springs, Village of Lake in the
Hills, and co-operative projects with the PAR Group, Ltd. of Chicago for the Illinois
Communities of North Chicago, Riverside, Downers Grove, Oak Brook, Montgomery
and Lemont as well as Auburn Hills, Michigan, Bethany, Oklahoma, Oak Park Heights,
Minnesota, Trotwood, Ohio, Dunn County, Wisconsin, Ft. Worth, Texas and others.
For additional information, or to inquire about specific services, please contact Greg
Kuhn at 630/655-1868 or gregk4@msn.com.
Assisting in the Achievement of Organizational Excellence
Gregory T. Kuhn
128 Naperville Road Clarendon Hills, Illinois 60514
630-655-1868
•
' ! A
Statement of
Qualifications and
SamplApproach:
- Board eness,Peifotmance arid
Gcel!dedication 11 <s'� • a
• • • • • • • • • •
for the United of Yorkville,
Illinois
Pared by. Grewry T. KiM PhD.
Strategic Management Consulting Inc..4 Ram Pata3- PARCtup
Clarendon Hills, Illinois
Phone 630-655-1868
Fax 630-655-3868
Strategic Management Consulting-Village ofYorkuille Proposal
United City of Yorkville
Statement of Qualifications
and
Model Governing Board Effectiveness/Strategic
Planning Workshop Outline
Description of Typical Discussion Phases
prepared b`-
Greg Kuhn, Ph.D.
STRATEGIC MANAGEMENT CONSULTING, Inc.
A Business Partner of the PAR Group
The Future
The future is not the result of choices among
Alternative paths offered by the present,
But a place that is created.
Created first in mind and will,
Created next in activity.
The future is not someplace we are going to,
But one we are creating.
The paths to it are not found but created,
And the activity of creating them,
Changes both the maker and the destination.
-John H. Schaar
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Strategic\ianagmlent G•77svitirg-j:'ii.rz'e o71.c,iile t rovosz:
RESPONSE TO RFQ
The following proposal has been prepared at the request of the City of
Yorkville to conduct strategic planning and Council-staff discussion sessions for
the United City Council and management team. In response to the desires
expressed in your initial contact, Strategic Management Consulting is suggesting
a multi-session participative format for the planning session. The approach can
be tailored to your needs and overall goals for the exercise. In brief, a multi-
session approach, as suggested, is one way to enable the City Council to gain
insights in community views and opinions, governing body effectiveness, staff
insights, shared perspectives and consensus on the City Council's most critical
goals, objectives and organizational arrangements for both the near and long
term.
Participants: Mayor, Council Members, City Administrator and
Department Heads
Location: In an uninterrupted seminar room or training facility in the
general area of the City with sufficient seating and table space for
approximately 10-20persons. Dry erase boards, flip chart pads, break-out
rooms and open wall space on which to put data from the participants and
refreshment accommodations will also be required.
Dates: To Be Arranged by Mutual Agreement
Times: A multi-day format is recommended to allow sufficient time for
discussion and thoughtful exchanges of ideas and opinions from the
Groups involved, culminating in the City Council's 2 Session Workshop.
SESSION ONE 6:00 pm-9:30 pm Effective Leadership, Roles and the
Need for Goals Mayor and Council(TBA)
SESSION TWO 9:00 am-12:00 noon Department Head Review of
Operations, Goals and Upcoming Issues (TBA)
*OPTIONAL SESSION THREE 8:30 am -12 noon Business and Resident
Focus Group Sessions (TBA)
SESSION FOUR 9:00 am-3:00 pm Mayor-Council/Mgmt. Team
Strategic Planning Session Retreat(TBA)
(with appropriate breaks and scheduled for each day)
*INDICATES OPTIONAL SESSIONS
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Strategic tanagelnent(10 uituig-t'iP.age of "n F: itie 1 roy: ,z
Facilitator: Greg Kuhn, Ph.D., founder and principal consultant for
Strategic Management Consulting will act as session facilitator. Dr. Kuhn
is a former city manager who now consults to local governments across
the country. Dr. Kuhn completed his doctoral studies mid-career with
emphases in Public Administration at the Local Government Level,
Organization Development and Public Policy at Northern Illinois
University. In addition to teaching other courses at NIU, Dr. Kuhn has
taught the graduate level Strategic Planning Course in NIU's MPA
program and has also taught a similar course for Northwestern
University's new MPPA graduate program. In total, Dr. Kuhn has over 21
years of public management experience as an administrator, consultant
and instructor.
A brief professional biography follows for Dr. Kuhn
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5hate'ic,\ianage?r<errt C3:1sulti.rg-A71ilage of} Pro+.,os<i
Background Summary and Qualifications
Gregory T. Kuhn, Ph.D.
Greg Kuhn has over twenty-one years of combined experience in local government
administration, consulting and academics. He currently serves as Managing Vice-
President of the PAR Group and is the founder of Strategic Management Consulting
Services, Inc., a business partner of the PAR Group since 1993. Dr. Kuhn completed
the dissertation phase of his doctoral program at Northern Illinois University in 2001.
Dr. Kuhn's dissertation research was centered on governing board relations with city
and county managers with specific emphasis on accountability, goal-setting, Council
expectations and performance evaluation.
Dr. Kuhn's doctoral studies included emphases in public administration, urban
management, organizational behavior and development, and, public policy. Dr. Kuhn is
also the former Village Manager of the DuPage County community of Clarendon Hills,
Illinois. He has also served on the staff of the Center for Governmental Studies at
N.I.U.. as Asst. to the Village Manager in Skokie, Illinois, and, as a Senior Associate
with Korn/Ferry International specializing in public sector human resource management
and executive search.
Dr. Kuhn is a specialist in organizational & personnel studies, strategic planning,
governing-board relations, and training. Dr. Kuhn is a graduate of Marquette University
and holds a Master's Degree in Public Administration in addition to his doctorate from
Northern Illinois University. Dr. Kuhn is a member of the International City/County
Management Association, the Illinois City Management Association, American Society
of Public Administration and the American Society of Training and Development. He
has served as a guest speaker for several state and national associations including
ICMA, ILCMA, IAMMA, ASPA, ASTD, and other organizations. Dr. Kuhn serves as an
adjunct faculty member/instructor for Northern Illinois University's Division of Public
Administration for both graduate and undergraduate students in political science and
public administration and Northwestern University's new MPPA (Master's in Public
Policy and Administration) Program. Dr. Kuhn was awarded the 2000 Finklestein
Teaching Excellence Award on the basis of student and faculty reviews in the
Department of Political Science at NIU.
In addition to a number of current executive search projects with Tucson, Arizona, Ft.
Worth, Texas, Lee's Summit, Missouri, Morton Grove, Illinois, and other locales, Dr.
Kuhn has also served over 120 cities across the nation including cities as large as
Dallas and San Jose and as small as Bannockburn and West Dundee. Illinois. Locally,
Dr. Kuhn has completed management and leadership projects for communities such as
DesPlaines. Princeton, Wheeling, Skokie, Wilmette, Lake Forest, Highland Park,
Montgomery, LaGrange, Lemont, Oak Brook, Northfield, Batavia, Wheaton. Matteson
and Downers Grove. Illinois.
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Strategic r-lanagUri1erzt Couwttirr,-t'ttlage o{Yorkzllte Proq'oczl
Dr. Kuhn has conducted numerous strategic planning, training and team-building
workshops for Illinois and other Midwestern local governments and associations
including Northfield, Riverside, Wheaton, Glendale Heights, LaGrange, Barrington,
Hawthorn Woods, Long Grove, Wilmette, Lake in the Hills, Bannockburn and other
Illinois communities, Burlington and Mequon Wisconsin, the West Chicago Fire
Protection District, the Intergovernmental Risk Management Association, and other
agencies. Dr. Kuhn has also designed and implemented performance system
enhancement projects with Illinois communities including the Chicago suburbs of
Montgomery, Western Springs, LaGrange and the Carol Stream F.P.D. Dr. Kuhn is
also qualified to administer and apply the Myers-Briggs (MBTI) testing instrument and
offers assistance to organizations in its application and use.
Dr. Kuhn is married with two daughters ages 13 and 15 and is a native of Grand Ridge,
Illinois where he grew up on his family's 125 year old grain farm. He currently serves
as Vice-Chairman of the Clarendon Hills Plan Commission and Zoning Board of
Appeals and has served on a variety of local government committee's and task forces
for his community and church. His wife is a physician in Hinsdale, Illinois where she
specializes in Obstetrics & Gynecology. In addition to other interests, Dr. Kuhn is still
actively involved in managing parts of his family's century-old grain farm in LaSalle
County, Illinois
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StrategicManageme7rt Cou,ii:ting-1'iiiage of 1orkz�iiie Pro}'csat
INTRODUCTION :
OUR APPROACH TO STRATEGIC PLANNING AND
ELECTED OFFICIAL & MANAGEMENT TEAM
COMMUNICATIONS
What kind of services and programs are you providing? Where are you
now? Where are you headed? Where do you want to go? The answers to
these questions can change dramatically over time.
With a solid grounding in classic strategic planning technique and over a
decade of no-nonsense application, our experienced approach can help you get
"outside the box" to evaluate your organization's current position and the issues
you face. His operational, academic and facilitation experience can skillfully
guide you through the process to build consensus and set intelligent goals, and
bring you out on the other side with renewed vision, greater clarity, and a
roadmap to take your organization where you want to go.
The planning responsibility of elected leadership and senior management
in our communities includes conceiving and implementing an integrated public
policy strategy that results in effectiveness, efficiency, advancement and clear
direction for the entire organization.
For those in leadership positions, the major planning challenges are to
think strategically and gain an advantage in complex and crowded policy
environments. Strategic Planning helps link the leader's vision, with an overall
operational plan and departmental strategies to obtain multi-functional
commitments to implementation.
The purpose of a strategic plan is to focus on a direction and the path to
achieve necessary results for the organization.
The five key components of a strategic plan are:
• ❑ Vision
• ❑ Goals
• ❑ Strategies
• ❑ Outcomes
• ❑ Actions
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trrtccgic.\_iarragmzenf Con-uitin:;-\Lage of Yorkrz:e Propos,,:
Why Do Strategic Planning and Goal Setting?
Community or customer-based focus groups, executive team retreats and
strategic planning sessions are not a new phenomenon for progressive
organizations. The value of such processes continues to be recognized by
policy boards and executive staffs in both private and public organizations. The
world in which we all operate continues to rapidly change and grow more
complicated. In turn, the challenges and choices that you face in establishing
policies, setting priorities and providing vital City services are likewise more
complex and challenging than ten years ago, five years ago--even two years
ago.
As the City's population dynamics evolve and change, City government
and the various services it provides will continue to evolve as a more
challenging electorate critiques critical public services that are needed or
desired.
Consider some of the trends within and beyond your borders: changing
demographics, value shifts, growth, economic development and re-development
needs, changing attitudes, tax limitations, demands for service, mandates,
economies of scale, technology changes and so forth. These are just a
representative sampling of the many factors that impact the how, what, when,
where and why's of operating the City in today's environment.
The fact is this--the needs and demands on the City Government and you
as its leaders and decision-makers far outstrip the available resources to tackle
all of them. The answer is not to throw up your hands and guide the City's
affairs issue by issue or crisis by crisis--but rather to set aside time to
methodically---"strategically" determine where it is you want to go as a City and
put in place the priorities and actions that will allow you to get there.
According to noted writer John Carver, governing board challenges are
not a problem of people so much as a problem of process. What makes the
difference between effective and ineffective Board's is the ability to get beyond
narrow issues to focus on the long-term vision, trends and critical functions of
the organization, and then communicating those visions to staff.
As Carver states, the heart of governance is setting priorities, making
policy, articulating the mission of the organization, and sustaining its
vision.
Board's need to commit themselves to effectiveness by learning to govern
not only the City's affairs, but to govern themselves and lead by setting
directions that are clear, concise and focused on a defined future. Responsible
stewardship and leadership is the essence of the considerable authority citizens
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Strategic Adana syme77t g-Z'€mage of)ca k<'iiie Prof
place on their elected Board's. But the responsibility for effective governance
lies not with the citizenry, but rather with the governing board itself.
The session outlined below will introduce the Board and Staff to a variety
of concepts and techniques that can be employed to supplement current
practices, foster a sense of ownership, and boost overall effectiveness in setting
the course for the City Government in partnership with the community.
THE GOAL SETTING/STRATEGIC PLANNING PROCESS
Although the word "planning" appears in the description, it must be
emphasized at the outset that the end result of this process is not to create a
"plan" that sits on a bookshelf like a trophy, rather, the primary outcome is to
foster strategic thinking and communications among City Council members. The
end result of this session should be a viable listing of identified and prioritized
objectives that mesh with your overall vision of the City's near and long term
future.
Discussion Phases & Process
The following outline presents a detailed description of the discussion
phases that comprise the proposed multi-session strategic planning focus
groups and final workshop retreat. The format for the discussion sessions
outlined below is highly participative and interactive. The process employs a
group discussion approach called Nominal Group Technique where participants
are assured equal opportunities to speak and share opinions by the facilitator.
During the sessions, individuals will have an opportunity to generate and share
individual ideas, work together as a group and in small teams to develop ideas,
weigh alternatives, and further refine their thinking. As these ideas are shared
and debated, the group will be working steadily toward a consensus of future
directions and priorities.
-Pre-Retreat Session & Orientation Phase I : Consultant
and Elected City Leadership Preparation Session-
Governing Board Effectiveness: Understanding Current
Directions, Leadership, Perceived and Necessary Roles, The Power
of Goals and the Organizational Environment
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Strategic\Innagement Conctritin -A:'zitage or)oricciile Propo:5 t
Pre-Session I. Reviewing the Current Direction and Environment
This pre-session will bring the consultant and senior elected leadership
together to conduct a review, assessment and understanding of their view
of the City, its current roles profile, the power of goal setting, the Council's
general policy directions and the organizational arrangements in place to
deliver on those expectations. This session is an important part of"taking
stock," from a policy logistic and operational perspective, the systems,
decision trees and organizational structures and perceptions in place for
the City. Through this pre-session discussion, understandings,
misunderstandings and pending or unresolved issues and roles will be
identified and categorized in preparation for the department head session
and the workshop retreat with the City Council and Management Team.
Topics & Exercises-Governing Board Effectiveness Session
I. The Challenge of Governing-Setting the Course
IL The Flaws of Governance
III. Governing Body Self-Assessment
IV. Roles and Responsibilities
V. Working as a Group-Group Exercise(time-permitting)
VI. Discussion Techniques for Members
VII. Expressing the Vision
VIII. Focusing on Process & Results
IX. Finding Inspiration—in the Past and the Present
X. A Key Step-Goal Setting and Priorities
-Pre-Retreat Session Phase II: Consultant and Sr, Staff
Preparation Session: Gaining Input On Current Perceptions,
Directions, Challenges, Desirable Goals And The Organizational
Environment
Pre-Session Group Meeting Reviewing the Current Direction and
Environment
This Session will allow senior department level leaders to work together in
a specific session to conduct a facilitated review, assessment and
expression of their understanding and Vision of the City, its current
priorities and the organizational arrangements in place in their
departments to deliver on those expectations. These discussions are an
important part of "taking stock", from a community and "front line
employee" perspective, the policies, programs, systems, decision trees
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Strategic Aim/gement Consrsitimg-Village of Yark—R-1l1e Proposal
and organizational structures and perceptions in place for the City.
Through these exercises, common understandings, misunderstandings or
certainties and unresolved issues will be identified, categorized and
addressed in preparation for the workshop retreat with the Council and
Management Team participants.
The discussion will follow a highly interactive approach that will elicit
participation and the sharing of ideas in a non-threatening environment
created by the facilitator. Participants will be lead through a structured but
"informal" discussion that will focus on key areas of interest to City
leaders.
The session outlined below will introduce the Board to a variety of
concepts and techniques that can be employed to evaluate current
practices, foster a sense of ownership, and boost overall effectiveness in
setting the course for the County Government.
-Part II: City Council-Senior Management Staff Strategic
Planning Workshop Session
The culmination of the previous
Session I. Visions of the Future-
Exploration and identification of the City's desired future condition.
A. Each City Council member will be asked to articulate what he or she
perceives to be the preferred future state of the City Government one,
three, five and ten years down the road. What services, programs,
staffing levels, capital needs and general facets would or should be
present in the City at these intervals. City Council members will be
asked to jot down their ideas ahead of time and then be ready to share
them with the group during the first session. This is a brainstorming
exercise—any and all ideas about the City's future are encouraged
and shared. No evaluative or judgmental debate is permitted during
this session.
B. Review and Reflections on the Resident Focus Group Input. Council
members will be presented with a synopsis of the two Resident Focus
Group Sessions. During those sessions, resident representatives will
be asked to articulate what they perceive to be the preferred future
state of the City and its Government one, three, five and ten years
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Strategic 14ar:a' cent Corsuitirrg--i:Lage;'f 1'orhzri:ie P1 oin:sat'
down the road. What services, programs, staffing levels, capital
needs and general facets would or should be present in the City at
these intervals.
C. Revisions, additions and clarifications of the Vision Statements.
Following the review of the Resident Focus Group input, the group will
be asked to revisit and revise or add to the vision statements already
developed during step A. of this session.
Session II. Environmental Scan-
A review and accounting of the internal and external factors present in the
environment that can potentially impact the success of the City both
negatively and positively.
Given the futuristic statements of the preceding session, senior team
members are then asked what constraints and practical difficulties are
likely to be encountered, or would make it difficult, to achieve the desired
future state. These elements include both internal and external factors,
conditions, trends, regulations, agencies, resources etc. Again, each
Council member will be asked to highlight constraints, or opportunities,
during this phase. At this juncture, the group is not asked to focus on how
to overcome the obstacles, only identify them.
Session 111. Assessment of Strengths. Weaknesses, Opportunities
and Threats (Classic SWOT Analysis Exercise)-
This exercise is a classic component of any strategic planning endeavor.
It helps the group focus on a realistic identification of the environmental
factors within and beyond the City organization that can inhibit or assist in
the achievement of the future vision.
What are the organization's strengths and weaknesses, in what areas do
you regularly excel, and in what areas are there difficulties or
shortcomings in terms of expertise, resources, training etc. What
opportunities are on the horizon that can be used to your advantage.
Conversely, what trends lay ahead that would be obstacles or hindrances.
The group will be asked to discuss these issues in an open discussion
format. Again, the group is not asked to focus on overcoming strengths or
weaknesses, but only identify what they may be.
Session Ill-A - City Administrator and Management Team's
Assessment of Strengths, Weaknesses and Opportunities-
Identification of the factors inhibiting the achievement of the future
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Strategic 4anagement Consulting-Pillage•,f-`1 kuille opoa:
vision.
The City Administrator as the Council's appointed Chief Administrator, will
be asked to lead the management team in a discussion to comment on
strengths, constraints, opportunities and threats from their perspective "in
the trenches". The Administrator's role will be to identify additional
constraints/opportunities in the administrative apparatus of the City as
well as react to those presented by Council and Management Team
members. At this juncture, the Administrator and Staff may ask for
clarification of vision statements raised by others.
Session Ill-B - Department Head &Administrator Identification of
Key Organizational Issues of the Future-
Identification of key issues of the future as defined and anticipated by the
City's Management Team (Department Heads and Administrator). This
exercise takes advantage of the professional experience, perspective and
hands-on knowledge of the City's key management leaders. Management
team members are called upon to identify and explain4-5 key issues in
their areas of expertise that the Council should be aware of and
incorporate into their future goals and needs.
Session IV. Nominal Group Goal Identification-
Collaborative establishment of strategic goals and objectives necessary to
achieve the future vision of the City.
Each City Council member will be allotted time to highlight the four or five
most important policy/program goals that he or she thinks the City should
accomplish in the next five years. Some should perhaps be accomplished
immediately. These can be highly specific or general. Again, only
questions of clarification can be asked during this session. Evaluative or
judgmental assertions/debate is not permitted during this phase. All
statements will be recorded on chart paper. Additional goals will be
sought from the group beyond the original four or five identified by each
member of the Council from the Focus Group Input sessions after Council
members have developed their initial goal statements. This process will
continue as long as time permits which may included some refinement or
consolidation of similar goals statements.
*Session V. Open Group Discussion, Classification & Prioritization-
This three-part phase of the discussion will serve as the forum for City
Council members to discuss, evaluate and debate the ideas and goals
offered by each participant in the previous sessions. Participants are
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Strategic Alani erzent Consulting-k'iitage of) Proposa:
asked to give their opinions, evaluations and judgments of the worthiness
and value of different policy objectives.
Classification. At the end of the open discussion, City Council members
will be asked to classify each goal according to a matrix model of
complexity and time. Agreed criteria will be used to classify a goal as
either short or long term and as either complex or routine. The purpose is
to group goals of roughly the same "type" together so that when
prioritization occurs, the participants can avoid the problem of comparing
"apples to oranges".
Prioritization. Following the classification exercise, the group will be
asked to delineate why certain goals should be given high priority, why
some should not be considered, and why some goals, although worthy,
should receive low priority or be re-defined. Point values will be assigned
to each goal in each quadrant by the group. The resulting consensus
ranking of short and long-term objectives and actions required to attain
goals and achieve the future vision will be the final outcome of this phase
of the process.
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Strategic Alanagernent Consulting-Village o{Yorkrile Proz'osa
The final prioritized rankings of the workshop will be presented in a 2x2
grid as illustrated below:
Goal Classification
Grid
shgrtterm
rt
Shoterm routine 1 Short-term
routine complex
Long term routine Long-term
long term
The completion of the matrix will conclude the strategic planning process & this
aspect of the workshop.
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Strategic Management Censa.itiirg- .Wtage of l'orkcrrile Proposal
OPTIONAL COMPONENT: OPERATIONALIZING THE
GOALS AND PERFOMANCE MEASUREMENT TARGETS
Part III. Implementation Planning and Strategy
Development
One of the greatest disappointments that can follow the energy and
consensus that emerges from a Strategic Planning Retreat is finding the time
and tools necessary to fold the consensus ranking of goals into the City's
existing operations, programs and departmental assignments.
In addition to making a clear statement that the developed goals are the
City's new roadmap, the Mayor and Council need to further communicate that
taking the time and providing the resources necessary to move the goals forward
is also a priority for the organization. This exercise is designed to operationalize
this commitment.
To begin this process of integration, the City Administrator and
Management Team will be asked to spend the time to develop assignments,
workplans, action steps and determine resource allocations. To that end, the
action-planning session becomes the second critical step in the overall Strategic
Planning process.
Session I. Performance Measurement/Development of
Implementation Strategies
Once an agreed upon grid of goals is developed, the focus must move to
effective approaches for implementation. Action plans, scheduling, and
structural assignments will produce the necessary levels of awareness and
accountability that are necessary for success. The group's efforts will be
focused on the following strategies:
1) Operationalizing the Goals: What does Goal X, X', etc. really mean
from a day to day perspective.
2) Structural Assignments: What person or work group will be
responsible for working on a particular goal?
3) Scheduling: What will be the key target dates, timelines and follow-
up schedules? How does this fit in with the overall City schedule of
needs and priorities?
16
Strategic A'fang gement Consulting-tillage of Yorkniile Proposal
4) Action Steps/Work Plans: How will we accomplish the goals? What
resources do we need or have? What outside help is required? What
are the approximate costs or magnitude of expense involved?
Establishing these mechanisms will result in the emergence of an overall
implementation strategy that will enhance the probability of success and follow-
through in the months and years to come.
At the conclusion of this usually lengthy session, a draft document will be
prepared by staff for review by the consultant/facilitator that includes objectives,
time lines, assignments and action steps envisioned for addressing specific
goals in the coming year.
17
Strategic AlanagerrettCa suitir, -Village Proposal
RESPONSIBILITIES OF THE CITY: The City is responsible for
identifying and reviewing potential meeting sites with the facilitator and to select
a site mutually agreeable to both the City and facilitator. The City will also be
responsible for making all logistical, scheduling and catering/refreshment
arrangements for the sessions at the selected site (s). All meeting site
expenses, meals, refreshments etc. will be the sole responsibility of the City
and are typically contracted directly with the provider. Details of proposed fees
and expenses are presented in the accompanying section.
Thank you for the opportunity to be of assistance to your City. We would
welcome the opportunity to work with you on this important process.
SUBMITTED BY:
Greg Kuhn, Ph.D.
18
Strategic N lanagemeni Consarlting-Village of Yorkzville Proposal
SESSION RESPONSIBILITIES AND FEES
FACILITATION: Greg Kuhn will serve as session organizer and
facilitator. Dr. Kuhn may be assisted by a colleague or a graduate student from
for one or more sessions of the Strategic Planning Workshops. Documentation
and report preparation of session outcomes can be coordinated by Dr. Kuhn with
a typist provided by your organization if you so choose.
PROFESSIONAL FEE: Multi-session Mayor, Council, Staff
Effectiveness/Strategic Planning Project for City Council, Administrator and
Management Team: $4600-5600 plus direct expenses (final fee dependent on
eventual scope of services, session formats, etc.).
The scope of services includes all identified phases, a pre-session
interview/discussion session with the City Administrator, Mayor and other key
leaders as appropriate, session preparations, training material preparation,
coordination of meeting arrangements with staff, review of background materials,
facilitation and design of sessions and coordination and editing of the summary
report with your staff from observation notes and session charts.
Direct Expenses include training materials, videos and supplies,
telecommunication costs, duplicating, and reimbursable mileage to/from City
City's meeting sites(@ .36 mi.). Estimated expenses$450-$550.
OPTIONAL FOCUS GROUP SESSION: Organization, preparation
and delivery of 4 hours of total focus group sessions with two community groups
prior to the retreat workshop. $950 plus $50-90 for misc. expenses. Additional
sessions can be added if desired at similar expense.
OPTIONAL TYPING SERVICES: Report Preparation, Typing &
Duplicating fees coordinated by facilitator. (est. cost$475). This option can be
selected if the City Manager prefers not to designate a clerical staff member for
typing session notes and working with the facilitator to produce drafts and copies
of the final report etc. If the Manager prefers, the facilitator can arrange for note
transcription and report preparation by the firm's regular secretarial support
group.
OPTIONAL FOLLOW-UP OPERATIONALIZATiON SESSION:
This optional 6-8 hour session aimed at creating a meaningful tracking and
assignment strategy/document would result in a draft document prepared by
staff for review by the consultant/facilitator that includes objectives, time lines,
assignments and action steps envisioned for addressing specific goals in the
coming year that emerge from the process. $1700 plus $150 est. for misc.
expenses.
19
Strategic\'Linage-merit Coruuitir, -':'i tage o{i"or Tille Provos t
FEE SUMMARY:
Effectiveness & Strategic Planning Sessions
Engagement as Described $ 4,600-5,600**
Estimated Reimbursable Expenses For Above est. $450-550
[Optional Typing/Report Services est. $475*]
[Optional Focus Group Session est. $9501
[Optional Operationalization Session est. $1,700*]
* plus direct project expenses
** fee is based on the number of estimated contact and
preparation/analysis/summation hours for the project.
RESPONSIBILITIES OF THE CITY COUNCIL or STAFF: The City is
responsible to identify and review potential meeting sites with the facilitator and
to select a site mutually agreeable to both the City and facilitator. The City will
also be responsible for making all logistical, scheduling and catering/refreshment
arrangements for the sessions at the selected site (s). All meeting site
expenses, meals, refreshments etc. will be the sole responsibility of the City
and are typically contracted directly with the provider.
If the outside typing/duplicating option is not selected, the City agrees to provide
a staff typist to work with the facilitator on a timely-basis to transcribe/document
all session notes and outcomes, edit working drafts andproduce and bind copies
of the final report.
Acceptance-
Should this proposal meet with your approval, please sign and date below and
return one copy of the proposal with a $700 engagement fee and City purchase
order. Thank you for the opportunity to be of assistance to your City
We look forward to working with you on this important process.
SUBMITTED BY: ACCEPTED BY:
Greg Kuhn, Ph.D. City of Yorkville, Illinois
20
Strategic Management Coi?Sz.itirrg- c{] rk,iiie Pr,posr<i
Goal Setting/Strategic Planning and Consulting References
For
Gregory T. Kuhn, Ph.D.
Village of Northfield
Contact Mark Morien, Village Manager
847/446-9200
Village of Willowbrook
Contact Bernie Oglietti, Village Administrator
630-323-8215
City of Burlington,Wisconsin
Contact Dave Torgler, City Administrator
262/763-3717
Village of Hawthorn Woods
Contact Russell Benford,Village Administrator
847-438-5000
Village of Bannockburn
Contact Mike Grutza, Village President
847-945-6080
Village of Glenview, Illinois
Mr. Paul McCarthy, Village Manager
847-724-1700
Livingston County, Illinois County Board
Mr. Roger Wahis, County Board Member
815/842-1415 or,
Mike Johnson, Admin. Coord.
815/844-6378
Village of Riverside
Contact Katie Rush,Village Manager
708-447-2700
Village of Long Grove
Contact Dave Lothspeich,Village Manager
847-634-9440
Village of Itasca
Springbrook Nature Center
Contact Fred Myers, Dir.
630.773.5568
21
Strategic A fana gement Consulting-6'illage of Yorki ille Proposal
City of Mequon, Wisconsin
Contact Lee Szymborski, City Administrator
262/242-3100
Village of LaGrange
Contact Bob Pilipszyn, Asst. Manager
Or Marleis Perthel Manager
708-579-2315
City of Wheaton
Contact Don Rose, City Manager
630-260-2011
City/Township of Trotwood, Ohio
Contact Frank Myers, City Manager
937/837-7771
Village of Lake in the Hills
Contact Jerry Sagona, Village Administrator
847-658-2160
Village of Western Springs
Contact Marty Bourke, Former Village Manager
Now Administrator, Oakbrook Terrace
630/941-1300 x 307
Village of Barrington
Contact Paul Nicholson, fotirner Manager, currently Retired City Manager of Streator,
Illinois 815-672-2517
Village of Glendale Heights
Contact Donna Beccera, Asst. Administrator or
Jim Sevcik, Village Administrator
630-260-6000
IRMA (Intergovernmental Risk Management Agency)
Contact Sal Bianchi, Former Executive Director
630-932-4762
Kane County Forest Preserve District
Contact Former President, Bradley Sauer
(Chief, Sugar Grove Police 630-4664526)
22
•
Village of Yorkville Policy Program Strategic Planning
Strategic Action Sheet
A 1 B 1 C I ° 1 E I F 1 G 1 H I
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— `
• Yorkviuou adionSheow 'a12.no2o03
The PAR P--+up,Ltd. Greg Kuhn,Vice-President
Page 1 of 7 DRAFT
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
THURSDAY,MAY 13,2004 6:30 PM
City Hall Conference Room
In Attendance:
Alderman Paul James Chief Harold Martin
Alderman Larry Kot City Administrator Tony Graff
Mayor Art Prochaska(arrived 6:50pm) City Treasurer Bill Powell
Guests:
Drs. Tim and Victoria McGrath, McGrath Consulting
Barbara Chevalier, Speer Financial, Inc.
The meeting was called to order at 6:35pm by Chairman Paul James.
PRESENTATION
1. Job Description Presentation by Victoria McGrath of McGrath Consulting
Drs. Tim and Victoria McGrath gave a half hour presentation regarding a Strategic Plan
they formulated for the City of Yorkville.
Dr. Tim McGrath stated that he recently completed a study for the Bristol-Kendall Fire
Protection to determine future station location and impact fees. He then gave an
overview of his credentials and background. The presentation was turned over to Dr.
Victoria McGrath. Ms. McGrath shared her multi-faceted background and credentials
with the committee also.
A review of their proposal was then discussed. Ms. McGrath stated that she had met
Alderwoman Spears last year and they briefly talked about Yorkville's strategic plan and
performance evaluations. Ms. McGrath also met with Laura Brown prior to this meeting.
A handout of McGrath Consulting's Strategic plan was given to the committee members.
Dr. Victoria McGrath explained the major phases and the steps to accomplish each:
1. S.W.O.T. analysis, i.e. determine strengths, weaknesses, opportunities, threats and
decide on future goals, purpose
--prioritize
--determine direction
2. Formulate mission statement
--work with department heads to develop
--develop long/short range projects
Page 2 of 7
3. Determine necessary accomplishments and "how to get there"
--set long/short range plans
--develop strategies to get there
--what is object, who will do?
--financial impact
An additional service the McGrath's could provide is development of performance
evaluations. They would develop a plan to hold employees accountable for job
performance, develop a communication plan and hold employee meetings to establish
communication. Department heads would also be instructed how to mentor and provide
guidance to employees.
Dr. Tim McGrath stated that the ultimate goal is what the City wants, taking into
consideration, recommendations from department heads. Alderman James said he felt
the City has a very good comprehensive plan, however, the City has no Human
Resources Department at this time. He feels it is important to focus on how the staff will
implement the plans to make sure everyone is heading in the right direction. Alderman
James would like the department heads to do the S.W.O.T. analysis with Council
members as observers.
Alderman Kot said that 2 months ago, goals and objectives were established. He asked
how that process was different from the procedure the McGrath's proposed. Dr. Tim
McGrath replied they want to insure all involved clearly understand the goals and
objectives. An example given by Dr. Victoria McGrath illustrated how people have
different ideas of the definition of"controlled growth".
Both Mr. Graff and Mr. James agreed that the City Council is not present for the day-to-
day operations of the City and that it is important for the staff to know the Council
approves of the long-range plans. Mr. Graff feels that the staff is now reactive rather than
proactive due to daily stresses, challenges and being overworked. He further stated the
staff works very well with Mayor Prochaska and now the next step of good
communication is needed.
The discussion turned to job descriptions. Ms. McGrath said the present job descriptions
were good, however, ADA requirements were missing. She recommended changing the
list of job duties to job expectations, i.e., expectation: superior customer service. The
example of behavior to achieve that is: answer the phone by the third ring. By changing
to expectations it empowers employees to make decisions to meet City objectives.
Alderman James asked if the McGrath's would be evaluating the salary structure. Ms.
McGrath would review the salary structure,but would not change the salaries. She also
recommended meeting with employees and asking for their input on compensation and
evaluations. Further, she recommended evaluation forms be reviewed every two years.
Page 3 of 7
Dr. McGrath felt the evaluation number rating system should be replaced with
"met/exceeded". Cross training was also recommended.
Administrator Graff asked if the McGrath's could provide reports of other plans they
have completed, to show to the Council. They will provide these. Mr. Graff reported
that Greg Kuhn of the PAR Group would give a presentation at the June 10th meeting.
The Administration Committee will then make a recommendation to the Committee of
the Whole.
Mayor Prochaska left the meeting at 7:30pm.
2. Water Works System (Financial Analysis)Presentation by Speer Financial
Overview: Administrator Graff stated the City Finance Director Traci Pleckham had
requested Speer Financial to formulate a suggested financial plan regarding radium
compliance. This plan would be an alternative to an IEPA loan. The City would not
know their loan eligibility for 6-9 months. The availability of the money is also in
question. The City staff is recommending the Debt Service Schedule, rather than risking
eligibility for the IEPA loan. The 25-year back weighted plan is favored so that the
current water rate can be maintained and new growth can pay the debt.
Ms. Chevalier of Speer Financial presented a handout detailing the various financial
options. Alderman James asked if interest only could be paid. He also asked if the IEPA
loan could be applied for as well. Administrator Graff replied that the City would not
apply for both. Mr. James suggested paying off the Debt Service Schedule with the IEPA
loan if the loan was applied for and approved. However, Ms. Chevalier stated there
would be a penalty for an earlier call for the Debt Service Schedule and that this
suggestion should be discussed with the City Engineer to verify if the EPA would even
allow this procedure. Administrator Graff felt the IEPA loan would be denied if the
other plan were already in place.
Administrator Graff stated he prefers the IEPA loan. But, he explained there would be a
delay of 7-8 months before the loan decision would be known, the City would not be
compliant until 2007 and no water increase would be incurred with the IEPA loan. The
uncertainty of the EPA loan process stems from a combination of many applicants and
Yorkville's higher ability to pay. There are 20-30 projects pending for this year and there
was $50 million available last year. Yorkville has uncertain eligibility at this time,
however, in November the City will be compliant due to new wells being dug and will
then have the ability to serve a 10,000 population.
Page 4 of 7
Treasurer Powell estimated there is less than a 50% chance of obtaining the EPA loan.
He recommended moving forward with the plan presented by Speer Financial to save
$300,000 over the life of the bond. He recommended a 5-year callable rather than a 7
year callable loan. Alderman James felt that a decision should not be made by this
committee and that it should be forwarded to C.O.W. with a recommendation. It was
noted by Mr. Graff that since Yorkville now has a bond rating, the State would view that
as having the ability to pay, while more rural areas would be viewed as having a greater
need for the loan money.
After much more discussion, Alderman James summarized that the committee must
either make the decision to proceed now or wait until November and then determine
financing if the EPA loan is not available. He suggested fording out how many other
towns this size were also seeking the loan and their funding capability. Administrator
Graff will go on-line to get this information. Ms. Chevalier was asked to provide a
further breakdown showing 3, 4 and 5-year interest programs and provide them to Traci
Pleckham.
This item will be placed on the C.O.W. agenda for Tuesday night.
OLD BUSINESS
1. Minutes for Approval/Correction: April 8, 2004
Alderman James would like to use a master binder to incorporate minutes, which can
then be reviewed by each committee member prior to the next meeting. Each member
would do a red-line markup or make comments/corrections on the master copy. A due
date for all comments would be specified. Mr. Graff will implement this process.
2. Monthly Updates
a. Planning Coordinator's Fees Spreadsheet
In the previous meeting, the 17 hours of time for reports was questioned. Administrator
Graff spoke with Bill Dettmer who stated there were numerous requests for variances and
inquiries about zoning. It was determined that Anna Kurtzman had been asked to do
more administrative duties and she is paid $75 per hour for her services. In the future,
Bill Dettmer will be addressing many of the issues Ms. Kurtzman was being asked to
review.
The remaining monthly updates items were then addressed as a whole.
Alderman Kot asked if it was necessary for this committee to address the vehicle reports
since Public Safety already does this review. Administrator Graff stated that the
Vehicle Policy states that all vehicle reports would be brought to the Administration
Committee.
Page 5 of 7
Discussion turned to delinquent water reports. Administrator Graff reported that such a
list had not been done in a while. He further stated that there was some discussion that
reporting of such names in a public meeting might not be proper. Many delinquent
accounts have been shut off and in the future, landlords will be required to pay before a
new tenant moves in. Mr. Powell reported that he had met with Traci Pleckham and
Kelly Kramer regarding overdue bills and proposed ordinance changes. This item will be
reviewed at a later time.
Past due invoices for developers were discussed next. Mr. Graff stated that when plats
are coming before City Council, they can be excluded from the agenda if invoices have
not been paid after a follow-up notice has been sent. The Past Due Invoices Worksheet is
used to track delinquent invoices. This procedure also helps to send a message to future
developers. In addition, occupancy permits can be withheld for non-payment.
3. Nextel Phone Service—Direct Connect Only Plan
City Administrator Graff recently met with the Mayor and department heads and did an
analysis of job functions for potential phone service. Two test questions were reviewed
to determine if a city employee needed a phone:
1. Does the department head need to communicate with field people?
2. Is the employee on-call such as a public safety employee?
It was determined that 54 phones were needed. With Direct Connect, a government plan
would allow minutes to be shared on the cell phones. The following phone plans are
recommended for purchase: 27 Nextel National 600 at $44.99 and 27 of the $13.50 plan
using direct connect. Voice mail and caller ID are extra charges, but are only needed on
the cell phone plans, not on the direct connect. Ten employees will have direct connect
and 17 will be sharing the cell plan. Chief Martin stated each officer will be assigned a
phone with a cell phone package and will no longer need a pager. The pagers cost $5-6 a
month.
The new employee manual states if that if phone use is abused, an employee may be
required to pay the costs and/or receive disciplinary action. Monthly reports provide
detail of calls, which Traci Pleckham will review and then report any calls outside of the
norm. This would be reported to the department head.
Mr. Graff reported $37,000 was budgeted for this year and the cost would be $23,000 for
Nextel. He will prepare a revised report factoring in the cost savings if pagers are no
longer used. Chief Martin added that the new phones display the number of minutes
being used.
Page 6 of 7
4. Historical Street Naming Program
Alderman Kot said he felt when part of a name was used,that individual has been
honored and the remainder of the name should be removed from the list. Chief Martin
reported that the Human Resources Committee felt the rest of the name should remain
active. In a past Administration meeting, it was decided that only the part of a name
used, should be eliminated, not the entire name. Postcards are currently sent to notify
those who have streets named after them, however, Alderman Kot suggested sending a
computer-generated certificate. This item will be reviewed again at the next meeting.
NEW BUSINESS
1. Gift/Grant Policy
Mr. James reported he was unable to find any information on the internet regarding grant
policies. He suggested that a policy be drafted and discussed at the next meeting. It was
suggested that the policy address the "return"to the City. Alderman Kot cautioned
against using money from the general fund.
2. Meeting Note Transcribers Procedures
This agenda item originated from Alderwoman Rose Spears(who was absent at this
meeting). Mr. Graff asked City Clerk Jackie Milschewski about this issue who stated
there were some minutes overdue from previous meetings. The Clerk has spoken with
the minute taker in question and has given a due date for the minutes. Mr. James
suggested putting comments regarding this issue on the master copy of the minutes
discussed earlier in the meeting. It was discussed whether a statute was in effect
regarding the turnaround time for minutes. Ms. Milschewksi will develop a written
policy for minute takers and Alderman Kot asked for a copy of the written policy as well.
This item will be reviewed next month.
3. C. H. Schrader&Associates Contract for Grant Research Consulting Services
A renewal contract for this agency was presented. It was noted that one $75,000 grant
was obtained by C. H. Schrader and Associates. Ms. Ross-Stuart has been asked to meet
with City personnel to map out a 5-year plan and how to apply for grants. Her expertise
is in parks and her presence could be instrumental with the possible acquisition of the
Boy Scout Camp. She is scheduled to attend the next department head meeting.
She is currently pursuing a $1.8 million grant for a forest preserve. $800,000 will be
added to that amount due to her efforts. Mr. Graff recommended retaining this agency.
This item will be moved to C.O.W.
ADDITIONAL BUSINESS
Administrator Graff reported that Chief Martin is investigating a citywide donated sick
time policy with the expertise of a labor attorney. Collective bargaining must also be
considered. A draft should be completed for the upcoming Mayor's report. Employees
could donate to a"pool" from which an eligible employee could request time.
Page 7 of 7
In additional business, Alderman Kot stated that due to a change in the Administration
committee, some of the policies be reviewed for"gray" areas and questions on
expenditures should not be just discussed, but also acted upon. Mr. Graff asked how
much narrative should be in the budget concerning expenditures. Alderman James
suggested the training policy will be reviewed at the next meeting, however, Mr. Kot felt
that training issues for the Police Department could be discussed at Public Safety. Chief
Martin noted that D.A.R.E.training is now held in Indiana or Missouri. He further stated
that some of the officers involved in past out-of-state training have paid part of their
costs, such as transportation.
Alderman James nominated Wanda Ohare as vice chair of this committee. There was
discussion of whether or not this position could be filled by someone other than an
alderman. This issue will be reviewed next month after checking statutes concerning
these positions.
The heavy traffic through Yorkville was discussed briefly and Alderman James expressed
his displeasure with the lack of action from the State regarding repair/widening of Rt. 47.
He stated that something needed to be done to get the State's attention.
Mr. Graff asked if the committee was ready for an update on the fund balance policy.
Mr. Powell replied there were still questions which need to be addressed.
As there was no additional business, the meeting was adjourned at 9:20pm
Respectfully submitted by
Marlys Young, Minute Taker
Zoning Coordinator Monthly Report •
United City of Yorkville
May 2004
Summary Page
Admin. Caledonia Cornerstone Prairie Swanson Total
Meadows
Correspondence 0.25 0.00 0.00 1.50 0.00 1.75
Reviews/Research 0.00 0.00 0.50 1.00 0.00 1.50
Reports 0.75 0.00 0.25 0.00 0.50 1.50
Meetings 0.00 1.00 1.50 3.00 0.00 5.50
Total 1.00 1.00 2.25 5.50 0.50 10.25
Page 1 of 1 Printed: 6/2/2004
Zoning Coordinator Monthly Report
United City of Yorkville
May 2004
Daily Timesheet
Day of Prairie
Date Admin. Caledonia Cornerstone Swanson Total
Week Meadows
Saturday 5/1/2004 0.00 0.00 0.00 0.00' 0.00 0.00
Sunday 5/2/2004 0.00 0.00 0.00 0.00 0.00 0.00
Monday 5/3/2004 0.75 0.00 0.00 0.00 0.00 0.75
Tuesday 5/4/2004 0.00 0.00 0.00 0.00 0.00 0.00
Wednesday 5/5/2004 0.25 0.00 0.00 0.50 0.00 0.75
Thursday 5/6/2004 0.00 0.00 0.00 0.00 0.00 0.00
Friday 5/7/2004 0.00 0.00 0.00 1.75 0.00 1.75
Saturday 5/8/2004 0.00 0.00 0.00 0.00 0.001 0.00
Sunday 5/9/2004 0.00 0.00 0.00 0.00 0.00 0.00
Monday 5/10/2004 0.00 0.00 0.00 0.00 0.00 0.00
Tuesday 5/11/2004 0.00, 0.00 0.00 0.00 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.00 0.00 0.00 0.00
Thursday 5/13/2004 0.00 0.00 0.00 3.00 0.00 3.00
Friday 5/14/2004 0.00 0.00 0.00 0.25 0.00 0.25
Saturday 5/15/2004 0.00 0.00 0.00 0.00 0.001 0.00
Sunday 5/16/2004 0.00 0.00 0.00 0.00 0.00 0.00
Monday 5/17/2004 0.00 0.00 0.00 0.00 0.00 0.00
Tuesday 5/18/2004 0.00 0.00 0.00 0.00 0.00 0.00
Wednesday 5/19/2004 0.00 0.00 0.00 0.00 0.00 0.00
Thursday 5/20/2004 0.00 0.00 0.00 0.001 0.00 0.00
Friday 5/21/2004 0.00 0.00 0.00 0.00 0.00 0.00
Saturday 5/22/2004 0.00 0.00 0.00 0.00 0.00 0.00
Sunday 5/23/20041 0.00 0.00 0.00 0.00I, 0.00
i
Monday 5/24/2004 i 0.00 0.00 0.00 0.00 0.00 0.00
Tuesday 5/25/2004 0.00 0.00 0.00 0.001 0.00' 0.00
Wednesday 5/26/2004 0.00 0.00 0.75 0.00 0.50 1.25
Thursday 5/27/2004 0.00 0.00[ 1.50 0.00 0.00 1.50
Friday 5/28/2004 0.00 1.00 0.00 0.00 0.00' 1.00
Saturday 5/29/2004 0.00 0.00 0.00 0.00 0.00 0.00
Sunday 5/30/2004] 0.00 0.00 0.00 0.00 0.00i 0.00
Monday 5/31/2004 0.00 0.00 0.001 0.00, 0.00 0.00
Page 1 of 1 Printed: 6/1/2004
Zoning Coordinator Monthly Report •
United City of Yorkville
May 2004
Admin
Day of Week Date Correspondence Reviews/ Reports Meetings Daily Notes/Comments
written/oral Research Totals
Saturday 5/1/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/2/2004 0.00 0.00 ,0.00 0.00
Monday 5/3/2004 0.00 0.00 0.75 0.00 0.75 Prepare monthly report
Tuesday 5/4/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/5/2004 0.25 0.00 0.00 0.00 0.25 Misc. Discussions w/Tony & Kelly re: Westbury, Runge, Caldonia, etc.
Thursday 5/6/2004 0.00 0.00 0.00' 0 00 0.00
Friday 5/7/2004 0.00 0.00 0.00 0.00 0.00
Saturday 5/8/2004 0.00 0,00 0.00 0.00 - 0.00
Sunday- 5/9/2004 0.00 0.00 0.00 ' 0.00 0.00
Monday 5/10/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 5/11/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/13/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/14/2004 0.001 0.00 0.001 0.00 0.00
Saturday 5/15/2004 > 0.00 0.00 0.00 0.00 0.00
Sunday 5/16/2004 0.00 0.00 0.00 0,00 ;0.00. , ,
Monday 5/17/2004 0.000.00! 0.00 0.00 0.00
Tuesday 5/18/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/19/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/20/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/21/2004 0.00 0.00 0.00 0.00110.00
Saturday 5/22/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/23/2004 • 0.00 0.00 0.00 0.00 0.00
Monday 5/24/2004 0.00 0.00 0.001 0.00 0.001
Tuesday 5/25/2004 0.00 _ 0.00 0.00 0.00 0.00
Wednesday 5/26/2004 0.00 r 0.00 0.001, 0.00 0.00
Thursday 5/27/2004' 0.00 0.00 0.00 0.00 0.00
Friday 5/28/2004 0.00 0.00 0.00 0.00 0.00
Saturday5/29/2004 0.00 0.00 0.00 ' 0.00 0;00
Sunday 5/30/2004 ' 0.00 0.00 0.00 0.00 0.00
Monday 5/31/2004 0.00 0.00 0.00 0.001 0.001
Printed: 6/1/2004
Zoning Coordinator Monthly Report
United City of Yorkville
May 2004
Caledonia
Day of Week Date Correspondence Reviews/ Reports Meetings Daily Notes/Comments
written/oral Research Totals
Saturday 5/1/2004, 0.00 0.00 " 0.00 0.00. 0.00
Sunday 5/2/2004 0.00 0.00 0.00 0.00 0.00
Monday 5/3/2004 0.00 0.00 0.00 j 0.00 0.00
Tuesday 5/4/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/5/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/6/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/7/2004 0.00 0.00 0.00 0.00 0.00
Saturday 5/8/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/9/2004 0.00 0.00 0.00 0.00 0,00
Monday 5/10/2004 0.00 0.00 0.00 0.00 _ 0.00
Tuesday 5/11/2004 0 00 0.00 0.00 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/13/2004 0.00 0.00 0.00 0 00 0.00
Friday 5/14/2004 0.00 0.00 0.00
0.00 0.00
Saturday 5/15/2004 0.00 0,00 0,00` 0.00 0.00
Sunday'' 5/16/2004 0,00 0.00 0.00 0.00 0.00
Monday 1 5/17/2004 0.00 0.001 0.00 0.00 0.00
Tuesday 5/18/2004 0.00-I 0.00: 0.00 0.00 0.00
Wednesday 5/19/2004 0.00 0.001 0.00 0.00 0.00
Thursday 5/20/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/21/2004 0.00 0.00 0.00 0.00 0.00
Saturday; 5/22/2004 0.00 0.00 0.00 0.00 0.00
Sunday ` 5/23/2004 0.00 0.00 0.00 0.00 0.00 .
Monday 5/24/2004 0.001 0.00 0.00 0.001 0.00
Tuesday 5/25/2004 0.001 0.00 0.00 0 00 0.00
Wednesday - 5/26/2004 0.00 0.00 0.00 0.00_1 0.00
Thursday 5/27/2004 0.00, 0.00 0.001_ 0 00 0.00
Friday 5/28/2004 0.00 0.00 0.001 1.00 1.00 Mtg w/Tony to review 5/10 Itr
Saturday 5/29/2004 0.00
Sunday �! 5/30/2004 0.00 0.00 0.00 0,00 0.00.
Monday 5/31/2004 0.00 0.001 0.00 0.00 0.00
Printed: 6/1/2004
,
Zoning Coordinator Monthly Report
United City of Yorkville
May 2004
Cornerstone
Day of Week Date Correspondence Reviews! Reports Meetings Daily Notes/Comments
written/oral Research Totals
Saturday 5/1/2004 0.00 0,00 0.00 0`.00 0.00
Sunday 5/2/2004= 0.00 0.00 0.00 0.00 0.00
Monday 5/3/2004 0.00 0.001 0.001 0.00 0.00
Tuesday5/4/2004', 0 00 0.00 0.00 0.00 0.00
,_-
Wednesday 5/5/2004; 0.00 - 0.001 0.00 - 0.00 0.001
Thursday 5/6/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/7/2004 0.00 0.00 0.00 0.00 0.00
Saturday 5/8/2004 0,00 0.00 0.00 0,00- 0.00
Sunday 5/9/2004 0.00 0.00 .0.00 0.00 0.00
Monday 5/10/2004 0.00 0.00 0.001 0.001 0.00
Tuesday 5/11/2004 0.00 0.00, 0.00 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/13/2004 0.00 0.00 0.001 0.00 0.00
0
Friday 5/14/2004 0.00 0.00 0.001 .00 0.00
Saturday 5/15/2004 0.00 0.00 0.00 0,00 0.00
Sunday, 5/16/2004 0.00 0.00 0.00 " 0.00 - 0.00
Monday 5/17/2004 0.00 0.00; 0.001 0.00 0.00
Tuesday 5/18/2004 0.00 0.00 0.00 0.00 0.00 -
Wednesday 5/19/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/20/2004 0.00 0.00 0.00 0.001 0.00
Friday I 5//2221//22000044 0.00 0.00 0.00 1 0.00 1 0.00
Saturday 5/2212004 0.00 0.00 0.00 0.00 0.00
Sunday 5/23/2004 0.00 0.00 0.00 0.00 0.00
Monday 5/24/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 5/25/2004 0.00 0.001 0.00 0.00 0.00
Wednesday 5/26/2004 0.00 0.50 0.25 0.00 0.75 Review Cornerstone platDraft review memo Draft review memo
Thursday � 5/27/20041 0.00 0.00 0.00 1.50 1.50 Pre-Plan CouncilPlan Council
Friday 5/28/20040.00 0.00 1 5/28/20040.001 0.00 0.00
Saturday 5/29/2004 0.00 0.00 . . 0.00 0.00 0.00
Sunday 5/30/2004 0.00 0.00 0,00 0.00 0,00
Monday 5/31/2004 0.00 0.00( 0.001 0.00 0.00
Printed: 6/1/2004
Zoning Coordinator Monthly Report •
United City of Yorkville
May 2004
Prairie Meadows
Day of Week Date Correspondence Reviews/ Reports Meetings Daily Notes/Comments
written/oral Research i Totals
Saturday 5/1/2004 - 0.00 0,00 0.00 0,00 0.00 "
Sunday 5/2/2004 0.00 0.00 0.00 ."" " .0.00 0,00
Monday 5/3/2004 0.00 0.001 0.00 0.00 0.001 _
Tuesday 5/4/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/5/2004 0.50 0.00 0.00 0.00 0.50 memo to M Schoppe, review concept landscape plan
Thursday 5/6/2004 0.00 0.00 0.00 0.00 0.00
1
Friday 5/7/2004 0.751 1.001 0.00 0.00 1.75 Review plat for compliance with annexation agreementDraft review memo
Saturday 5/8/2004 0.00 0.00 0.00 0.00 0.00
Sunday "' 5/9/2004 0.00 0,00 0.00 0,00 0.00
Monday 5/10/20041 0.00' 0.00 0.00 0.00 0.00 1
Tuesday 5/11/20041 0.00 0.00 0.00 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.00; 0.00 0.00
i
Thursday 5/13/2004 0.00 0.00 0.00 3.00 3.00 Pre-Plan Council mtgPlan Council mtg
Friday 5/14/2004 0.25 0.00 0.001 0.00 0.25 Draft memo okaying recording
Saturday 5/15/2004 0.00 0.00 0.00 0.00 0.00"
Sunday 5/16/2004 0.00 0.00 " 0,00 _ 0.00 0.00 "
Monday 5/17/2004 0.00 - 0.00 0.00 0.00 0.00
Tuesday 5/18/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/19/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/20/2004 0.00 0.00 0.00 0.00 0.00 _
Friday 5/21/20041 0.00, 0.00 o.00l
1 0.000.00
Saturday 5/22/2004 0.00 0,00 0.00 0.00 0.00
Sunday 5/23/2004 0.00 0.00 0.00 0.00 0.00
Monday 5/24/2004 _ 0.00 0.00 0.00 0.00 0.00
Tuesday 5/25/2004_ 0.001 0.00 0.001 0.00 0.00
Wednesday 5/26/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/27/2004 0.00 0.00 0.001 0.00 0.00
Friday 5/28/2004 0.00 0.00 0.001 0.00 0.00
Saturday 5/29/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/30/2004 0.00 0,00 0.00 ' 0,00 0,00
Monday 5/31/2004 0.001 0.00 0.00 l 0.00 L 0.001
Printed: 6/1/2004
•
Zoning Coordinator Monthly Report ,
United City of Yorkville
May 2004
Swanson
Day of Week Date Correspondence Reviews! Reports Meetings I Daily Notes/Comments
written/oral 1 Research I Totals
Saturday 5/1/2004 0.00 0.00 0.00 0.00 0.00
Sunday " 5/2/2004 . 0.00 0.00 0,00 : 0.00 0.00 _
Monday _ 5/3/2004 0.00 0.00 0.00 0.001 0.00 - -
0 _1 0 00 0.00
Tuesday . 5/4/2004., 000 0.0 0.00
----__ -_- ---- ---. --- - -- _ --- - _ ---
Wednesday 5/5/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/6/2004 0.00 0.00 0.00 0.001 0.00
Friday 5/7/2004 0.00 0.00 0.00 0.001 0.00
Saturday 5/8/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/9/20040.00 0.00 ` ' 0,00 0.00 ' 0.00
Monday 5/10/2004' _ 0.00 0.00 0.00 0.00 0.00;1
Tuesday 5/11/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/13/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/14/2004 0.001 0.00 0.001 0.00 0.00
Saturday P 5/15/2004 0.00. . 0.00 0,00 0.00 0.00
Sunday _ 5/16/2004 0,00 0.00 0.00 0.00
0,00" � �".
Monday 5/17/2004 0.00 0.001 0.00 0.001 0.00
Tuesday 5/18/2004 0.00 0.00 0.00 0.001 0.00
Wednesday 5/19/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/20/2004 0.00 0.00
0.00 0.00 0.00
Friday 5/21/2004 0.00 0.00 0.001 0.00 0.0011
Saturday 5/22/2004 0.00 "` ' 0.00 0.00 0.00 0.00
Sunday ` 5/23/2004 0.00 0.00. 0.00 0.00 0.00
Monday 5/24/2004 0.00 0.00 0.00 0.00i 0.00
Tuesday 5/25/2004 0.001 0.00 0.00 0.00 0.00
Wednesday 5/26/2004 -- 0.00 - 0.00` 0.50 0.00 0.50 Memo to Tony updating status of case
Thursday 5/27/20041, 0.00 0.00 0.00 0.00 0.00
Friday 5/28/20041 0.00 0.00 0.001 0.00, 0.00
Saturday 5/29/2004 0.00 0.00 0.00 ! 0.00 0.00
Sunday 5/30/2004 0.00 0.00 0.00 0,00 0.00
Monday 5/31/2004 0.00 0.00; 0.00 0.00 0.00,
Printed: 6/1/2004
PAST DUE INVOICES WORKSHEET, MAY 2004
From the desk of Jennifer Woodrick
INVOICE INVOICE PAYMENT
DATE BOOK LINE DESCRIPTION AMOUNT AMOUNT COMMENTS
1 2/10/2004 P 16 Progress Holdings, Go Tane: DCRS, Recording Fees $343.10 $0.00 Interest added on balance monthly.
2 2/10/2004 P 34 Steinke, Realty Execs, 101 E. Somonauk: Schoppe Inv. $1,150.00 $0.00 Called 6-1-04;Will pay in full within one week.
3 2/13/2004 Q 1 Atty. Frank Giampoli, YBC Lot 19: Schoppe Invoice $460.00 $0.00 Final notice to pay sent 6-2-04; Interest next billing cycle
4 3/17/2004 2004-01, 8 Kimball Homes,Whispering Meadows: CDF $731.25 $0.00 Final notice to pay sent 6-2-04;Interest next billing cycle
5 3/17/2004 2004-01, 17 Kimball Homes,Whispering Meadows:ICCI $56.25 $0.00 Final notice to pay sent 6-2-04; Interest next billing cycle
6 3/22/2004 2004-01,22 Steinke, Realty Execs, 101 E. Somonauk: Schoppe Inv. $230.00 $0.00 Called 6-1-04;Will pay in full within one week.
TOTAL $2,970.60 $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.
i C
CREDITED PAYMENTS WORKSHEET, MAY, 2004
From the desk of Jennifer Woodrick
INVOICED FROM CREDIT BALANCE
INVOICE INVOICE REMAIN.
DATE BOOK DESCRIPTION AMOUNT BALANCE COMMENTS
1 6/3/2002 D-3 Alan Norton, Can Estates: Sewer Jetting Invoice $349.88 $4,601.12 Transferred to Legal/Planner Account, taken off deposit
2 7/8/2002 D-34 Alan Norton, Can Estates:Vesco, Jetting, Signs $1,030.22 $3,570.90 Transferred to Legal/Planner Account, taken off deposit
3 11/18/2002 G-24 Alan Norton, Can Estates: Signs Invoice $934.92 $2,635.98 Transferred to Legal/Planner Account, taken off deposit
$2,315.02
INVOICED AND PAYMENT RECEIVED
INVOICE INVOICE PAYMENT ACCOUNT
DATE BOOK DESCRIPTION AMOUNT AMOUNT PYMT CODED COMMENTS
1 3/10/2004 Q-33 Kimball Homes,Whispering Meadows: ICCI, EEI Invoices $2,653.90 $2,653.90 ARO check 0253803,dated 5-7-04, rcvd 5-10-04
2 4/6/2004 2004-01, 26 Mid America, Bailey Meadows: Engineering Svc Deposit $5,000.00 $5,000.00 ARO check 1043,dated 5-14-04,rcvd 5-20-04
3 4/6/2004 2004-01, 27 Mid America, Bailey Meadows: LgI/Planner Svc Deposit $5,000.00 $5,000.00 ARO check 1043,dated 5-14-04, rcvd 5-20-04
4 3/8/2004 0-13 Ron Reinert, Mulhern Ct.Condos: Schoppe's/Kramer's $1,791.85 $1,791.85 ARO check 9867,dated 5-13-04, rcvd 5-27-04
$14,445.75 $14,445.75
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/Mid America SW corner 47&Baseline 189 sfd, 153 t.h., 19A Comm. $2,200.00 $10,000.00 $10,000.00 59500 Flood Study Fees Due(In Agmt) $22,200.00 Annex,Zone,Prelim.Plan:6-15 COW 1
2 Bristol Bay:Centex Homes N&S of Galena Rd,,E of 47 597 Acres $500.00 $500.00 Concept Plan:6-9 Plan Commission 2-.
3 Bristol Club.Lay-Com 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 3
4 Caledonia:Inland NJW of YBC 206 sfd on 85.296 acres $500.00 $10,000.00 $5.000.00 $22;700 Flood Study Fees Due $15,500.00 Amend Annex,PUD Agmts Approved 4
5 Cannonball Run Plaza:Jim Ratos S/E side 34&CannonBall 8 commercial lots $0.00 5
6 Cimarron Ridge:Conover BidrsS of 34,E of Cannonball 29 sfd,46 dup.,'9.9 A comm. $0.00 87%built out 6
7 Corner Stone:Triangle Investments 47&Greenbriar 36.4A:30sfd, 17.9 A Commercial $2,010.00 $500.00 $5,000.00 $5,000.00 $12,510.00 Prelim, Final Plat:7-14-04 Plan Commission 7
8 Country Hills:Dennis Dwyer SAN comer 71 &126 138 sfd,34 duplex units $27,687.52 Ph2$500.00 $28,187.52 _ 46%built out 8
9 Countryside Center:Tri-Land Propertii Countryside commercial re-development $15,000.00 Tif Study deposit pd June 2003 $15,000.00 9
10 Dhuse Prop.:Wiseman Hughes South:Windett Ridge II 141 sfd $500.00 $15,000.00 $15,500.00 Concept Plan Phase 10
11 Fifth Third Bank-Tucker 34&Marketplace Rte 34& Marketplace $0.00 Development Agreement stage 11
12 Fox-field's 2nd Add.:Barry Niles Teri Ln.Cul de Sac 3.44 acres, R-2 Zoned $0.00 12
13 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 13
14 Fox Hill:Dresden S of 34,Eof:Eldemain 258 sfd,168 town.,32 duplexes *billed hourly' U4,U6$500 Ea $1,000.00 Re-design Concept Review,Final Plat 14
15 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:6-8 City Council 15
16 Fox Hilt:Primus,Unit 5 " " *billed hourly` $500.00 $2,390.00 $2,890.00 86%built out 16
17 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 17
18 Fox River Bluffs:Inland Fox&Highpoint COUNTY-141 sfd,302.6 Acres $250.00 $250.00 Concept,1.5 mi review approved;Annex&Rezone 18
19 Go-Tane Service Station E of 47,S of 34 2.14 acres $500.00 _ $2,500.00 $3,000.00 Annexation, Rezoning Approved 19
20 Grande Reserve:MPI 1127.3 acres RR.&Kennedy 1324 sfd,394 dup_;632 t_h;;300 aptt $19,973.00 $250k dep.Due $30,000:00 $20,000.00 $35k Water Imp./$24.6k Traffic Sta$258k KED Pd Prelim,F lUnitsPlats
1-8Approved April2004
20
21 Grande Reserve,Line 2 $19.2k Fiscal Impact/$100k H2O Tank/$456,900 Capital Fees $705,673.00 21
22 Greenbrier:Ron Wehdt 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 22
23 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 Apprroved; 4% built out 23
24 Heartland Center Farmstead&Rt 34 $0.00 Special Use Permit:7-14 Plan Comm.Public Hearing 24
25 Heartland Subdivision Sof 34,E of McHugh 186 sfd $1,250.00 534k Ul 523k U2,3 Ph1.2,3$500ea $4590 Unit1 $64,340.00 85%built out 25
26 Hopkins Corner(Momssey} 3T4 acre r'NNW corner47&Greenbr Rd 87 townhomes $1,570.00 $2,000.00 $5,000.00 $8.570.00 26
27 Inland Office Building:Inland 34&Marketplace $500.00 $400.00 i $900.00 27
28 Kylyn's Crossing(Cannonball Hill} E of 47,S of C'Ball Trail $860.00 $500.00 $1,360.00 28
29 IKylyn's Crossing West (CanEst)AMG N of 34,W of C'Ball Td 111 sfd $15,253.45 $500.00 $5,000.00 $20,753.45 92%built out 29
Unit FloodStudy;FeesPdl' 735:U: W/SReca Recapture 30
30 Kylyn's Ridge:AMG Homes W of Kylyn's Cr.West 134 sfd on 69.83 acres" $1,963.13 $26,731.97 U1` $500 ea U1,U2 $19,094 U d 1 _ $5,000.00 $8834 $42 1 p
31 Kylyn's Ridge,Line 2 $20,568.49 $14,389.40 $62,627.25 Unit 2 W/S Recapture $203,144.24 39%Built Out 31
I ` 78%
432
v:FeePaid: rnts;x 150 each 28 128.92 builtout 32
32 Longford Lakes..Montalbano. w of Landmark,S of McHugh 11 Bldgs,62 t.h.on 13.6 acres $10;897.42 , $500.00 $2,432.50 55,000.00 $9300Oe a 62 0 $ c $
33 Menards:Menard,Inc. E of 47,N of Countryside commercial development $151,912.60 waived $5,000.00 $156,912.60 Complete 33
34 Northgate:Inland 86 acres N/E comer 47&Galena 59 town,184 mfd,32 A comm. $1,560.00 $4,450.00 $5,000.00 $11,010.00 34
35 Prairie Gardens.Windham Homes 24.2, I 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 75% built out 35
36 Prairie Meadows,Menard Inc. E of 47,S of Countryside 142.2 acres:174 sfd,268 mfcl $3,772.00 $20,000.00 $5,000.00 $28,772.00 : Final Plat:6-9 Plan Commission 36
37 Raintree Village Wyndham Drpt,Creek East of Fox Highlands 404 sfd, 238 dup., 320 acres $2,000.00 $79,191.36 $500 ea U1-3 $11,050.00 _$5,000.00 524k water system/596k Hyd.Interceptor Fni Plats U1-3 approved _ 37
38 Raintree Village Line 2 $100 Soil,Sed Pmt,51k Soil,Sed.Deposit Units 1,2,3 ea 4%built out 38
39 Raintree Village,Line 3 $2,651,016.77:front-funded fees,see Admin.Acct $2,873,058.13 39
40 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 $41,735.74 Under Construction 40
41 River's Edge:S&K Development N of Fox,N&S of R.R. 166 sfd $2,364.00 $73,031.14 Pn.2$500.00 $4,731.91 $5,000.00 $85,627.05 58%built out 41
42 Rob Roy Falls:Sexton Devefopm't Rte 34,N of Fox Hill 120 sfd,174 condo's,204 till..270.64 $500.00 $500.00 Concept Plan:4-14-04 Plan Commission 42
43 Silver Fox:Midwest Devel. S.side Fox Rd,E of Pavillion 187 sfd on 102.7 acres $500.00 $500.00 Concept Plan 43
44 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 44
45 Sunflower Estates Unit 2: Inland 117 sfd total $18,841.58 $500.00 $19,341.58 45
46 Sunflower Estates Unit 3:Inland " 117 sfd total $9,903.43 $500.00 $2,664.50 River Xing:$10237.50;4V/S Reca:517839.22 $41,144.65 46'
47 Swanson Ln.Estates:Gordon,Marcia Boomer Ln,west to creek 13.4 Acres Annexation,Zoning 47
48 Tanglewood Trans.Twood Dee.Corp. E side Highpi Rd,S of Legion 67 Acres $250.00 $250.00 1.5 mi review Approved April 2004;Annex Agrnt 5/18 COW ' 48
49 Theidel Property:Pulte Homes N&S of Kennedy,N of 34 286 Acres $500.00 $500.00 Concept Plan:6-9 Plan Commission 49
50 Town Crossing:Rehannah Ent S!W corner 34&CBall Trt • $1,491.43 $1,200.00 $2,500.00 _ County Reca:$2173.55;Can.Tr!Reca:$2619.41 $9,984.39 50
51 Villas @ the Preserve:Burnside 42 duplexes on 25.46 acres Rte 71 &Walsh Drive Annex,Zone, PUD, Prelim. Plan:7-14 Plan Comm. 51
t/ti, D Jennifer Woodrick
CPI � (
-,-1 June 2, 2004
Aci
c2(e
UNITED CITY OF
YORKVILLE
Memo
To: Administration Cmmitte
From: Tony Graff,-"Cry Ad mistrator
CC: Mayor Prochaska, Aldermen, & Staff
Date: 6/3/04
Re: Administration Vehicle Report for May 2004
This is a summary report for the vehicle usage for the Administration vehicle:
May 2004 170 miles
1
UNITED CITY OF YORKVILLE
To: Tony Graff, City Administr or
From: Joe Wywrot, City Engineer ' � �
Subject: Engineering Department—Ve 'cle sage
Date: June 1, 2004
Below find the status of the Engineering Department vehicles:
1987 Chevrolet Pickup
Odometer reading— 121,590 miles
Major maintenance work in past month—none
1996 Lumina Sedan
Odometer reading— 161,763 miles
Major maintenance work in past month—none
1998 Dodge Dakota Pickup
Odometer reading— 73,210 miles
Major maintenance work in past month—none
2004 Ford F150 Pickup
Put into service 5/14/04
Odometer reading— 805 miles
Major maintenance work in past month—none
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.
‘( fa("
\C� v Y
A�
Cc: Liz D'Anna, Deputy City Clerk
PARK AND RECREATION DEPARTMENT
Monthly Vehicle Use Report
Month ' Year
G 4.Vu
Vehicle Year Monthly Cumulative Mileage Replace Year
Mileage
Pick up Truck Ford 1999 2005
F-350
Pick up truck Ford 2000 2007
F350 Z- \.c. 55 \ 2 3
Pick up truck Ford 2003 2008
F350 13 5L.-
One ton Dump 2003 2008
Truck j �T S \ 5 t
Pick up Truck 2003S �, 2008
Z«c>
Ford F 150
GMC Safari 20002007
8 passenger Van
Chevy Impala 2003 1 2 2-- LA 2-L 2008
s�1�
Submitted
Due to Executive Director of month for the previous month's mileage report for
every vehicle.
r,
m
1 • •
LA
Lo MONTHLY VEHICLE REPORT 2004
ID# 1 i .
YEAR i MAKE MODEL VIN NUMBER BEGINNING MILEAGE MAR APR MAY
Y1 2002IFORD •350 UTILITY :1f DWF37592£D27323 10201i 637; 600' 786
Y2 2000'FORD 550 DUMP 11FDAF57F4YEE05072 202581. 522; 425! 675
Y3 I 2003 TORD IF350 UTILITY!1FDWF37S83ED42302 3964; 6061 510; 497
Y4 2001 I FORD 'F350 UTILITY 1FDSF31S51ED60146 19308. 10001 6771 868
Y5 2001'FORD F250 UTILITY.1 FTNX21 S21 EB5305B 27388! 880; 927 1039
•
Y6 20041FORD F150UTILITY I1FDSF31S51ED6046 4183; 1161: 614! 785
Y7 I 2004!FORD IF150 UTILITY 2FTRF17W63CA55586 • 2027' 980 462 744
J
Y8 2003 FORD IF350UTILITY'1FTSF31SX3EA32518 I 8726: 192'I 277; 343
J Y9 ! 1999INTERNATION ;4X2 !1HTSDAAN1YH252966 10122177 239! 366
j Y10 2003;INTERNATIONAL 4X2 I1H71/VOAAR74J083I69 1716! 54, 81 0
Y Yl1 2002INTERNATIONAL 4X2 11HTWDAAR13J052663 4887' 20 0' 0
o
y Y12� 2004`iNTERNATIONAL 4X2 1HTWDAAR44J020059 557 161 38 0
O Y13 ; 1998�INTERNATIONAL 16X4 1HTSHAAR4X1-4660271 22216: 2321 227 412
LL
o y141 200111NTERNATIONAL 6X4 1 HTSHADTXI H331248 1 117941 1741 370; 293
} Y15 I 1989GMC .2500 11GTGK24K6KE548324 78778: 0, 01 0
v Y16 I 19981DODGE 4DAXOTA I 1B7 GG22XXWS529467 697611 1381! 953 1344
Y17 19B7ICHEVY !C30 I 1GCGV34KKHJ154013 119251 749; 793{
I
NOTES/CO/LAMENTS: I 1 '
Y15 HAS A BROKEN ODOMETER
Y11 HAS A DEAD BATTERY VEHICLE NOT MOVED
•
;VEHICLE Y1T HAS MOVED TO THE1ENGINEERING DEPARTMENT
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04.
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: May 18, 2004
To: Chief Harold 0. Martin III
From: S/Sergeant Ron Diederich
Reference: Monthly Mileage Report
During the month of April, 2004 the Yorkville Police Department logged a total of 21,179 miles. Individual miles
are:
Monthly Current Reassign/
Squad Vehicle Squad Usage Miles Miles Replace Date
M-1 2001 Ford Crown Victoria Patrol 776 75,803 2006/2007
M-2 1996 Chevrolet Caprice Admin. 733 134,206 2005/2006
M-3 1998 Ford Crown Victoria Admin. 183 120,119 2003/2004
M-4 2002 Chevrolet Impala Patrol 2,817 50,359 2005/2006
M-5 1998 Ford Crown Victoria Admin. 960 113,937 2003/2004
M-6 2003 Chevrolet Impala Chief 1,202 13,901 2007/2008
M-7 2001 Ford Crown Victoria D.A.R.E. 0 68,140 2009/2010
M-8 2004 Ford Crown Victoria Patrol 3,123 26,296 2007/2008
M-9 2000 Ford Crown Victoria Lieutenant 780 63,608 2008/2009
M-10 1991 Ford Thunderbird DARE 365 125,266 2004/2005
M-11 2003 Ford Crown Victoria Patrol Sgt. 2,674 35,585 2006/2007
M-12 1999 Ford Expedition Patrol/Trucks 1,965 49,812 2007/2008
M-13 2001 Ford Crown Victoria K-9 163 t 40,504 ` 2010/2011
M-14 2003 Ford Crown Victoria Patrol 1,585 < 47,173 2005/2006
s :
M-15 2004 Ford Crown Victoria Patrol Sgt. 1,218 11,577 :, 2007/2008
M-16, the 2004 Ford Expedition was placed in service at the end of last month. It currently has 2,635 miles and
is assigned to Patrol/Sergeant.
Respectfully,
.4000001.°7:
S/Sgt. Ron Diederich
03/03
UNITED CITY OFYORKVILLE
HISTORICAL STREET NAMES
PROCEDURES
Submit completed "Open Letter to the Committee" nominating form. Human Resources
Commission (HRC) will contact nominator and/or nominee for additional information, if
required.
The HRC's Committee on Historical Street Names will send a letter to the nominee requesting a
personal interview.
The HRC will review all submitted forms. The HRC will forward their recommendations to the
Public Works Committee.
The Public Works Committee will review and submit their recommendations to the Committee
of the Whole.
The selected candidates will be approved by the City Council during their semi-monthly public
meeting.
The City Clerk will send a form letter the United City of Yorkville's Engineering Department,
KenCom and the United States Post Office (Yorkville Branch) for verification that there is not an
existing local street with the same name. This letter will request verification and return of the
completed form within 14 days.
A letter will be send to the selected candidate (individual or family) with copies to the
nominator(s).
A non-priority list will be available for all developers and potential developers that are required
to choose the name(s) on the list for their specific development(s).
As pubic record, the City Clerk will keep copies of all documentation.
A copy of all documentation will be available at the Yorkville Public Library.
Open Letter to the Community
United City of Yorkville's Human Resource Commission
•
804 Game Fann Road, Yorkville, IL 60560
The Human Resource Commission of the United City of Yorkville has been asked to spearhead a
street naming process for the City. Due to growth, many new roads will need to be named. We
believe that there are many people in our community who could be honored by the City by
naming a street in their honor. The Human Resource Commission is asking for community
members to nominate deserving citizens, living or deceased for this honor. Guidelines are listed
below:
1. Streets should be named after a citizen or family, whether living or deceased; important event;
historical location or company
2. If living, the person being recognised should be consulted. If deceased, the family should be
consulted.
3. In order to be considered, persons should have lived in the city or have made a major historical
contribution to the community. Major contribution is defined as a significant contribution to the
community, which has enriched or improved the community and the people living in the
community.
4. This person's general reputation shall have been above reproach.
5. This major contribution could be accomplished through financial means, active work or
leadership in the community.
6. In order to be considered, a person must have completed the contribution for which he or she is
being recognized.
7. Any citizen of the United City of Yorkville or from outside the community can nominate a
person's name as a street name.
8. Compilation of the list of names will be ongoing, new names will be added to the recommended
list at least annually.
9. All nominations will be reviewed by the Human Resources Commission, which will make
recommendation to the City Council.
10. All recommended street names will be reviewed by the City Engineer, KenCom, and the U.S.
Post Office to avoid duplications.
11. Developers must use a minimum of one name from the recommended list unless determined
otherwise by the City Council.
12. Priorities may change, based on recommendations from the Human Resources Commission.
13. Decisions regarding street names will be made by the Yorkville City Council; and, its decisions
will be considered final.
STREET NAME NOMINATION
Person being Nominated:
Last known Address: Phone Number: ( ) -
Reason for being nominated:
Name of Nominator: Phone Number: ( )
Nominator Address:
11/07/02
DRAFT
�tOOos 13 0(44,
Y
UNITED CITY of YORKVILLE
�, 1 County Seat of Kendall County
K 11124
I 800 Game Farm Rd.
L = Yorkville, IL 60560
7: E 630-553-4350
ROLNOED 10. I.
Dear •
The Human Resources Commission of the United City of Yorkville has accepted the
opportunity of providing names for selected streets in the new and proposed additions to our
city. The policy has been established by our City Council to name these new streets after
prominent citizens or families from our area. This is being done in a effort to provide
recognition to those who have made a significant difference in our community. Your name
has been submitted for consideration.
The purpose of this letter is to let you know our Committee, Rose Kahle and Elden Maden,
has received your name and would like to meet and talk with you about the possibility of
naming a street in honor of you or your family.
We are making an effort to talk to each person nominated in an effort to develop a
comprehensive list. After the interview, your name will once again, be presented for
consideration by the Human Resources Commission. After reviewing all of the data, a final
recommendation will be made by the Human Resources Commission to the City Council.
Once the names are submitted and accepted by the City Council, they will be placed on a non-
priority list. Developers and potential developers will be required to choose some of the
names on the list to name some of its streets. If your name is on the list we will make an
effort to notify you when your name is selected.
Please call Rose Kahle at 630-553-1232 or Elden Madden at 630-553-7632 to set up an
appointment for us to meet with you.
Thank you for your contribution to our community and for the opportunity to speak with you.
Respectfully,
Rose Kahle and Elden Madden
Committee on Street Names
11/07/02
DRAFT
DATE:
TO: United States Post Office _
Yorkville, IL
FROM: Public Works Committee
United City of Yorkville
RE: Verification of Existing Street Names
In accordance with Item V of the United City of Yorkville's Resolution No. , entitled
"Resolution Establishing a City Policy on Street Names", the following name(s) has (have) been
recommended to have a Yorkville street named after him/her (them). This (these) name(s) is (are)
submitted to you for verification in order to avoid any duplication of the United City of Yorkville's
current street names.
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
U.S. Post Office/Yorkville, IL Date
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
U.S. Post Office/Yorkville, IL Date
11/07/02
DRAFT
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
U.S. Post Office/Yorkville, IL Date
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
U.S. Post Office/Yorkville, IL Date
Please verify the United City of Yorkville's existing street names and check the appropriate section
listed above for each name. Please complete this form and return it to the following address within
14 days:
United City of Yorkville
Attention:
800 Game Farm Road
Yorkville, IL 60560
Thank you for your assistance.
11/07/02
DRAFT
DATE:
TO: KenCom
Yorkville,, IL
FROM: Public Works Committee
United City of Yorkville
RE: Verification of Existing Street Names
In accordance with Item V of the United City of Yorkville's Resolution No. , entitled
"Resolution Establishing a City Policy on Street Names", the following name(s) has (have) been
recommended to have a Yorkville street named after him/her (them). This (these) name(s) is (are)
submitted to you for verification in order to avoid any duplication of the United City of Yorkville's
current street names.
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed: _
KenCom Date
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
KenCom Date
11/07/02
DRAFT
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
KenCom Date
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
KenCom Date
Please verify the United City of Yorkville's existing street names and check the appropriate section
listed above for each name. Please complete this form and return it to the following address within
14 days:
United City of Yorkville
Attention:
800 Game Farm Road
Yorkville, IL 60560
Thank you for your assistance.
11/07/02
DRAFT
DATE:
TO: Engineering Department
United City of Yorkville
FROM: Public Works Committee
United City of Yorkville
RE: Verification of Existing Street Names
In accordance with Item V of the United City of Yorkville's Resolution No. , entitled
"Resolution Establishing a City Policy on Street Names", the following name(s) has (have) been
recommended to have a Yorkville street named after him/her (them). This (these) name(s) is (are)
submitted to you for verification in order to avoid any duplication of the United City of Yorkville's
current street names.
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: - Do NOT use, duplicate street name
Signed:
UCofY Engineering Dept. Date
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
UCofY Engineering Dept. Date
11/07/02
DRAFT
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
UCofY Engineering Dept. Date
Recommended Street Name:
Reviewed: Verified, currently not a street name
Reviewed: Do NOT use, duplicate street name
Signed:
UCofY Engineering Dept. Date
Please verify the United City of Yorkville's existing street names and check the appropriate section
listed above for each name. Please complete this form and return it to the following address within
14 days:
United City of Yorkville
Attention:
800 Game Farm Road
Yorkville, IL 60560
Thank you for your assistance.
03/03
DRAFT
Letter to Approved Nominee
Date
Name
Street Address
City, State Zip
Dear :
This is to inform you, a United City of Yorkville street will be named in
honor of , in recognition of the achievements
(insert individual or family name)
and contributions performed which has enriched or improved the community
and the people living in the community.
It is truly an honor to be privileged to have such an outstanding
individual/family be a major part of the milestone that built this community.
We would like to extend our sincere congratulations on behalf of the City
Council, the Human Resources Commission and the entire community.
•
Respectfully,
UNITED CITY OF YORKVILLE
City Council
Human Resources Commission
cc: ,`Nominator
, Nominator
(copy all nominators)
STATE OF ILLINOIS
) ss
COUNTY OF KENDALL )
RESOLUTION NO. 2002 - `0
RESOLUTION ESTABLISHING A CITY POLICY ON STREET NAMES
I. The following general guidelines for selection of street names shall be used:
A. Selection of street names shall be recommended by the Yorkville Human
Resource Commission. Final approval is by the Yorkville City Council.
B. Street names may be selected from a list submitted to the City Council by the
Yorkville Human Resource Commission. The list of street names shall consist of
names of individuals, families, important events,historical location or companies
who have contributed to the historical heritage of the United City of Yorkville,
whose general reputation shall have been above reproach.
C. Developers may alternately propose for consideration by the City Council, street
names that meet the specific guidelines outlined,or choose street names from the
pre-established historical list.
D. Developers must use a minimum of one name from the recommended list unless
determined otherwisgequired by the City Council.
IL More specific guidelines to the selection of street names shall be as follows:
A. Names existing at the time of this adoption shall generally remain unchanged
except in cases of duplicate names.
III. Names chosen shall, insofar as possible, have the following characteristics:
A. Have recognized spelling from the pronunciation unless a proper name.
B. Avoid hyphenated names.
C. Avoid obvious connections with advertising gimmicks.
'IV. Thoroughfares generally a part of or extensions of existing thoroughfares, shall take the
same name as the existing thoroughfares.
V. All street names will be reviewed by the City Engineer,KenCom, and the U.S. Post
Office to avoid duplications.
Page 1 of 2
VL Thoroughfares in new subdivisions or re-subdivisions shall be chosen in accordance with
this policy.
VII. All resolutions or parts of resolutions in conflict with this resolution are hereby repealed.
VIII. This resolution shall be in full force and effect from and after its passage as provided by
law.
MIKE ANDERSON JOSEPH BESCO co D ,_4
VALERIE BURD PAUL JAMES
LARRY KOT yam MARTY MUNNS
ROSE SPEARS __ RICHARD STICKA
APPROVED by me, as Mayor of the United City of Yorkville,Kendall County,Illinois,
this 1 day of of 2002.
MAYOR
PASSED by the City Council of the United City of Yorkville,Kendall County,Illinois
this day of C ` of 2002.
ATI:EST: - ' _
ITYC►� RK
Page 2 of 2
C. H. Schrader & Associates
2 South 648 Deerpath Road
Batavia, Illinois 60510
Laura Ross -Stuart Mark Yergler
Tele: (6 30) 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,
3.,ie
Laura Ross-Stuart
Mark Yergler
SCHRADER &ASSOCIA l'ES
Accepted by:
(signature)
(date)
Please return one copy to Schrader &Associates at the above address.
5/12/04 GRANTS STATUS REPORT
Submissions completed by Grant Coordinator
GRANT PROJECT AMOUNT SITE DATE NOTIFICATION
VISITATIONS SUBMITTED DATE
Land
OSLAD Acquisition With IDNR 7/2/03 10/15/03
West $79,000 7/30/03 WITHDRAWN
Hydraulic BY STAFF
greenway
Rivers Edge With IDNR
OSLAD Park $74,000 7/30/03 7/2/03 10/15/03
AWARDED
$75,000
Illinois Transportation 7/29/03
Tomorrow reduction $91,800 N/A 11/03
Corridor Planning
program
Grand Land $250,000 N/A 5/12/04 7/9/04
Victoria Acquisition
Foundation letter of
inquiry
Illinois Clean Land $1.2 4/2004 5/2004 7/2004
Energy Acquisition — million Favorable
Boy Scout feedback
Camp
Grand Discussion 1 million Initial 5/2005
Victoria regarding discussion
Foundation Parcel II indicates the
funding of the city will need
Boy Scout to be the
Camp applicant
Urban Tree Planting $10,000 9/1/04 12/01/04
Forestry Grants for
Parkways
IDNR Bike Bike Path $300,000 2/2005 6/2005
Path Development
Development
In addition, the grant staff have been involved with the discussion for land acquisition for
the Boy Scout Camp. Meetings involved identifying potential grant sources, if
arrangement of a land purchase could be reached. This would be mapping out a five-
year grant and private funding plan.
Meetings with staff to discuss grant planning and potential projects.
Submissions completed by City Staff
GRANT PROJECT AMOUNT DATE NOTIFICATION
SUBMITTED DATE
Illinois Clean Lighting $4,750 7/2/03 letter of 10/31/03
Energy upgrade for intent AWARDED
Beecher final SUBMITTED FOR
application REIMBURSEMENT
9/15/03 5/2004
Safety town $100,000 12/11/02 Frozen by
Illinois First and paving for Governors Office
Grant Beecher
Parking Lot
West Hydraulic $ 100,000 12/15/02 Frozen by
COLT— Land Governors Office
Lindner Acquisition FUNDS
RELEASED
AWARDED
$100,000 submitted
for reimbursement
5/2004
Kendall Activity Club $3,000 5/19/02 for
County Youth 5/21/02 July 1,2002 — June
Service 30, 2003
Kendall Activity Club $3,000 2/3/03 July 03— June 04
County Youth AWARDED
Service
Baseball Field $100,000 7/2004 10/2004
Tomorrow development
Fund
UNITED CITY OF YORKVILLE
To: Tony Graff, City Administrator
From: Joe Wywrot, City Engineer
Subject: Tuition Reimbursement for J ferWoodrick
Date: May 12, 2004
Attached find a memo from Jennifer Woodrick requesting reimbursement from the city for
classes related to a Management degree she is currently pursuing. The individual class
subjects, such as accounting, communications, project management, etc. would be very
helpful in Jennifer's current position as Engineering Assistant. I recommend that the city
help her in furthering her education. The tuition costs are around $3800 for FY 04-05, and
$5400 for FY 05-06.
Please place this item o the Administration Committee agenda of June 10, 2004 for
consideration.
G%' V ' r/ e2"-a"7-
0)4w-337(441
Cc: Traci Pleckham, Director of Finance
Jennifer Woodrick, Engineering Assistant
UN_T C TY OF YOORKM_IL-C, MEMO
BOG GAME E I / i LM60�O 60560
Phone 630-553-9529 9 FEK 630-553-6204
e_471,19/17V ate/CIPAII/19.1
del WO ettie/h e_544 414
il
TOO o Joe Wywrot
CATS Monday, April 26, 2004
RE Tuition Reimbursement Request
Enclosed please find documentation from Franklin University, regarding my continuing
education.
At this time, I am mid-way through my junior year at Franklin,majoring in Applied Management
(formally titled Technical Management).I have consistently maintained a 4.0 GPA each year, and
graduated Summa Cum Laude from Waubonsee College. Upon completing my first senior
trimester at Franklin, I expect to be placed on the President's list for high honors.
Franklin University, located in Columbus Ohio, has an educational alliance with Waubonsee
Community College, and I began my degree transfer program in 2002. All junior level required
courses are taken through Waubonsee, at Waubonsee's tuition rates. Senior level courses are
taken online, directly from Franklin, at Franklin's tuition rates. This is a very cost-efficient way to
earn a bachelor's degree through an accredited university.
This degree major will help me optimize my job performance at the City of Yorkville, as well as
prepare me to take my position to the next level. Preferably this would include leading a team,
and managing projects at the technical level in which I am being trained. A bulleted list of
graduate skills is shown on the Applied Management Major description,just above the `Program
Entry Requirements', and this is a good summation of how I will better serve the City upon
earning my bachelor's degree.
I have been employed at the City of Yorkville for three years, and am very enthusiastic about my
job. I wish to further my career, and take more of an active role in project design, evaluation, and
implementation. Please consider this degree program through the Franklin/Waubonsee alliance
for tuition reimbursement. Thank you.
Commun . -.- _ '.a _ _ .e—aa
- 'a _U - I0
• A Profile of Franklin University
Franklin University has served more than.32,000 alumni since • make educational opportunities widely accessible through
1902 when it began as a YMCA-sponsored School of Commerce.The flexible delivery systems,schedules,and sites for credit and
University's current President,Dr.Paul).Otte,assumed his position non-credit courses;
in 1986. • provide educational programs that will increase the potential
of students for employment or promotion;
Our Mission Statement • offer undergraduate degree programs and graduate degree
Franklin University is a student-centered,independent,regional programs,general education,services and activities to enhance
institution of lifelong higher education,working in partnership with the academic and personal development of students;
•
central Ohio's business and professional community in a global context mess excellence in teaching as the central educational mission,
The University provides undergraduate and graduate students,who seeking a balance between theories and practical applications;
•
often work full or part time,both the breadth of knowledge and the provide academic resources and services necessary for students
career-focused applications required of a balanced education. •
to achieve their learning,career and personal objectives;
The University's offerings develop the creativity,flexibility and encourage members of the University community to
independence of thought that enable learners to face challenges with contribute to planning and decision-making;and
•
confidence.The University promotes excellence in reaching and the assess objectives,programs,services and activities to assure
use of appropriate technology to deliver accessible, innovative, continuous improvement and responsiveness to changing
measurably-effective learning,which integrates theory and application nstitutional and societal needs.
in community-responsive programs.
To realize its mission,Franklin University's objectives are to:
• make it possible for anyone who is a high school graduate or
who has the equivalent education to pursue undergraduate
college studies and for those with a bachelor's degree from a
regionally-accredited institution and other qualifications,such
as experience and academic potential, to pursue graduate
studies regardless of race,age,color,gender,disability,religion,
creed,national or ethnic origin;
5
•Franklin University
Franklin University
Community College Alliance Program
Franklin University offers bachelor of science degree completion Philosophy
programs through alliances with community colleges*in the United "The aim of education is the development of reflective, creative,
States and Canada.Current majors are: responsible thought."
• Accounting • InfonnationTechnology lohn Delvey
• Applied:Management • Management
• Business Administration • ManagementlnfonnationSciences Franklin University's curriculum and overall design for its
• ComputerScience • Public Safety Management Community College Alliance Program is based on the latest research,
• Dig taiCommunication •MasterofBusineaaAdminisnaton pedagogical techniques and androgogical principles for designing online,
• FlealthCareManagement interactive, responsive, collaborative, and expanded learning
These completion programs are designed to prepare students with opportunities to be delivered to learners at a time, place, and in
appropriate educational background (i.e., an associate's degree or appropriate formats convenient to the learners.
equivalent coursework)for career opportunities and advancement in This philosophy assumes a mix of technologies based on an analysis
business and industry. of student needs,content requirements,and costs.It assumes a design
All programs address the needs of adult learners who wish to based on a range of interactions between faculty and students,among
expand or enhance their educational knowledge through an online students,and between the strident and a broad array of media and
degree program.Franklin University's curriculum for our Community other learning resources,including cunentcontent experts,real world
College Alliance is designed for students who are self-motivated and problem solving,and collaborative work,groups,s Designing with these
g. P g g
goal-driven,who also possess a high degree of initiative and maturity to types of dialogues in mind ensures that the teaching and learning
benefit from the learner-centered programs. Franklin University is experience is an active and collaborative one.
accredited by The Higher Learning Commission of the North Central Good teachers stimulate,encourage,guide and challenge students.
Association of Colleges and Schools,which has authorized Franklin Good students are mentally active,involved,and experiment in the
to offer complete degree programs through distance delivery methods. real world.Franklin University's curriculum is designed to create the
The CommunityCollege Alliance Program provides opportunities experiences needed to build knowledge,perspective,and compassion
for students at two-year colleges to complete their bachelor's degree and allows students to do it when and where they choose.
without leaving their local community. Students complete their
associate's degree plus approximately 24 semester credit hours of Design Principles
preparation("bridge")coursework from their local community college.
Stuclents also complete a minimum of40 semester credits of bachelor's Curriculum design for our alliance program is based on these
principles:
degree completion courses online from Franklin University.
• The core of education is dialogue and interaction, and
*Throughout the publication, "community college"refers to community, balancing the use of the following three dialogues—faculty to
student, student to student, and strident to resources—
rechnical and other two-year inatitutions.
promotes an effective learning experience.
Program Objectives • The latest learning research and industry certification
standards are used to ensure that learning is focused on
Franklin University's curriculum leading to the bachelor of science outcomes appropriate to student,industry and societal needs.
degree is intended to help the student achieve the following general The program draws upon various advisory committees to
objectives' provide feedback about skills that graduates need in their
• an understanding of the activities that constitute their chosen everyday work.In this way,the program stays up-to-date with
profession and the principles underlying the administration
the changes in business and industry.
of those activities; • Avariety of learning activities and interactions are strategically
• the ability to think logically and analytically about the kind integrated into the curriculum to build skills appropriate for
of complex problems encountered in their profession and each student and to build relationships within the learning
how to deal with them appropriately;
community.
• facility in the arts and skills of leadership, teamwork and • Courses use multiple communication medias to enable and
communication; encourage active and collaborative learning.These meclias
• a comprehension of human interrelationships involved in include: audio, email, Internet, online seminars,
an organization; chat rooms,bulletin boards,streaming video,Power Point,
• awareness of the social and ethical responsibilities inherent animation,white board,etc.
in modern society;and
• skills in the art of lifelong learning that will help the student
continue learning.
ill
6
Applied Management Major
(Formally Technical Management)
`•
- (124 semester credit hours)
Program Chair
•
Larry Palur, M.S. Ed. Econ°mics
• introduction to Databases
Applied Management is a degree completion program designed • Introduction to Spreadsheets
to complement the existing technical skills of an individual to include • General Education Elective(4 semester hours)
general knowledge,communication skills and application for business
and leadership practices.The major will accept students who have the Business Core
equivalent of an associate's degree,including 24 semester credits of Below is a sample of courses that should be taken at a student's
courses in a defined technical discipline from an accredited institution. community college to complete Franklin University's required
The major offers a combination of business and managerial courses Business Core.
that provide the student with the ability to apply management skills to • Financial Accounting
their area of expertise.Applied Management skills are applicable in a • Business Law
wide variety of business,technical and manufacturing organizations. • Marketing
Graduates with a degree in Applied Management will: • Management
• design and prepare comprehensive reports and support
documentation;
Applied Management Area
• understand the traditions and cultures of fellow employees; (24 credit hours)
• perform statistical evaluation of quantifiable data; 24 semester credit hours in an approved applied management
• apply basic accounting and fiscal management principles; discipline.
• conduct effective business and departmental meetings and
foster group consensus; Electives
• apply principles of management to technical personnel; Students needing electives for the completion of the 124 semester
• apply proven managerial problem identification and solving credit hours of a bachelor's degree(which includes 40 semester credit
techniques;and hours of online courses from Franklin University)may select electives
• provide management and leadership in their field of expertise. identified for their program of study.Contact your Student Services
Associate(SSA)for more information.
Program Entry Requirements
All students seeking a bachelor of science degree through the Completion Courses
Community College Alliance Program of Franklin University first must 40 semester credit hours
hold an associate's degree from a regionally accredited institution OR from Franklin University
have a minimum of 60 semester credit hours/90 quarter credit hours
with a 2.5 GPA and a high school diploma or GED.All professional The Completion Courses from Franklin University are offered
foundations and major courses must be completed through Franklin completely online.Many students will choose to take the Completion
University. Courses at the same time they are taking Bridge Courses from their
Students who do not have an associate's degree in an approved community college(depending on the prerequisites).
technical discipline are eligible candidates for the Applied Management
ro ram uponcompletion of 24 semester hours of applied technologyProfessional Foundations
p
g PP (12 credit hours)
instruction as approved by the Applied Management Program Chair
and the appropriate Associate Dean. PF 302 Applied Research Methods(4)OR
PF 304 Strategies for Motivation(4)
Brld e Courses PF 305 Global Cultures(4)
g PF 310 Effective Presentational Communication(2)
taken a1 your community college PP 32) Learning Strategies(2)
For each community college,a curriculum guide is available to
show students exactly which courses,by name and course number, Major Core
must be taken at the community college. ' (20 credit hours)
A minimum 2.25 GPA is required in the major area,and each
General Education major course must be completed with a grade"C"or better to count
The following courses are required at the student's community coward degree requirements.
college unless tlhey were previously completed through Liberal Arts
and Sciences requirements: AMGT 330 Applied Business Systems(4)
• English (Formerly TMGT330)
• Business or Technical Writing AMGT 490 Project Management(4)
• Speech (Formerly TMGT 490)
• Statistics AMGT 495 Applied Management Capstone(4)
• One Social/Behavioral Science Course (Formerly TMGT 495)
• One Science Course BSAD 320 Decision Making and Problem Solving(4)
• One Humanities Course
ECM ty
Major Area Elective(choose one):
BSAD 325 Organizational Behavior(4)
BSAD 460 Organizational Policy and Ethics(4)
BSAD 495 Business Administration Capstone(4)
OLM 320 Leadership:Theory(4)
University Electives
(8 credit hours)
Select an additional 8 horn's from any Franklin University course
offering at the 300 or 400 level.Additional M aior Area Electives are
:_ :..H7 recommended,but contact your SSA for other options.
JUNIOR YEAR
General Education Bridge Courses Sem. Hrs Tuition
Statistics 3 $162.00
Science 3 or 4 $162 or $216
Humanities (chose history) 3 $162.00
Database or Spreadsheets (chose database) 3 $162.00
One additional course of choice 3 $162.00
Total: $810 or $864
Business Core Bridge Courses Sem. Hrs Tuition
Financial Accounting 3 $162.00
Principles of Management 3 $162.00
Principles of Marketing 3 $162.00
Business Law 3 $162.00
Total Jr. Yr
Total: $648.00 $1458/$1512
SENIOR YEAR
Professional Foundations Courses Sem. Hrs Tuition
Applied Research Methods or Strategies for Motivation 4 $896.00
Global Cultures 4 $896.00
Effective Presentational Communications 2 $448.00
Total: $2,240.00
Major Area Courses Sem. Hrs Tuition
Business Decisions and Policy Issues 4 $896.00
Applied Business Systems 4 $896.00
Project Management 4 $896.00
Applied Management Capstone 4 $896.00
Total: $3,584.00
University Elective Courses Sem. Hrs Tuition
Any course at the 300 or 400 course level 4 $896.00
Any course at the 300 or 400 course level 4 $896.00
Total Sr. Yr
Total: $1,792.00 $7,616.00
4.
United City of Yorkville Employee Manual Final 02-10-04
Section 8.5 Uniform Allowance
The City shall provide uniforms for all full-time and eligible part-time employees, required to wear
uniforms. Replacement shall be provided, as authorized by the Department Head. The specifics of
uniform style shall be defined in Departmental Policy and approved by the City Council.
Section 8.6 Education and Training
a. The City shall pay all expenses including wages at "regular" pay, travel, and training fees
for any full-time or approved part-time employees enrolling in "required" training
courses.
b. All requests by an employee for the enrollment to a college degree or certificate program
must be submitted by the Department Head to the Mayor and City Council for approval.
Then all courses related to the program shall be eligible for payment subject to budget
approval. This provision shall be subject to change and does not entitle any employee the
exclusive right to receive approval. Furthermore, the employee shall provide a grade or
transcript to the Department Head upon the completion of each course. Any revisions or
change requested by the employee to the approved program must be submitted to the
Department Head for approval prior to the revision or change.
c. The City may pay all expenses of an elective course. An elective course is one that may
benefit the City by added knowledge, but is not directly related to City operations.
d. The tuition and fees only (no books or materials) of an elective or required course will be
paid through direct billing from the appropriate school. The employee will sign the
payroll deduction form prior to the enrollment of the course stipulating to the following
provisions will apply: if a grade of a C-average or better is attained upon the completion
of the course the class will be considered complete and paid for by the City. If less than a
C-average is attained, the employee will be required to pay back 100% of the tuition and
fees to the City through a payroll deduction as stipulated within the payroll deduction
sign off form or direct payment to the City.
e. All Department Heads will complete the Off-Premises Training Hours Worked
Agreement form(Appendix N) for all employees who attend training outside the Chicago
Metropolitan area.
f. If arrangements can be made with company or institutions that are more advantageous to
the City, efforts will be made to benefit from those arrangements. Employees taking off-
shift classes that are required shall be paid at their regular rate of pay, including mileage.
g. When seminars are deemed in the best interest of the City by the Department Head and
the appropriate City Council Committee, only Committee approval is needed to send an
employee to the seminar and pay expenses incurred. However, if the seminar or
conference is stated within the narrative of the budget this constitutes approval.
33
United City of Yorkville Employee Manual Final 02-10-04
In addition, all out-of-state travel for meetings/seminars/training/conferences that have
numerous locations the Department Head must select the most cost effective destination.
For any request that is not included within the narrative of the budget the Department
Head must receive approval by the Mayor and the appropriate City Council Committee.
h. Educational stipends will be paid for education in their related field over that required for
entry level of that position as follows for all full-time non-bargaining employees:
Associate Degree or 60 Credit Hours 2%
Bachelor's Degree 2%
Master's Degree 2%
This stipend is applicable only to one (1) degree beyond that necessary for entry level of that position
except that all are eligible to earn up to the Bachelor Degree level as outlined above (one-time annual
salary adjustment.)
Section 8.7 Travel Expenses
Meals and Lodging. Employee's lodging and meal expenses shall be covered as a maximum
reimbursement per diem while traveling on City Business. A Department Head will submit a per diem
request prior to the event with his/her signature to the Accounting Clerk for bill list issuance of a check
of the receipts may be submitted after the event for reimbursement of the actual amount spent up to a
maximum of$40 per day for meals. Per Diem will not be paid for a meal included with the price of
registration of the event. The $40.00 per day allowance for meals will be broken down as follows:
$10.00 for breakfast, $10.00 for lunch, and $20.00 for dinner. Lodging will be set at a
standardlGovemment/conference rate not to exceed $150.00 per night and prior approval from the
Department Head must be obtained for any and all increases to this amount for lodging. The Meals,
Mileage and Lodging form must be submitted, but if the amounts are greater than the above, receipts
must accompany the form and have the Department Head's approval.
Section 8.8 Internal Revenue 457 Deferred Compensation Plan (Appendix 0)
The City offers for all full time employees to participate in an Internal Revenue Code 457 Deferred
Compensation Plan, which creates the opportunity for financial benefits and favorable tax treatment on
the part of its employees. The employee contacts the Human Resource Clerk to receive and complete
the appropriate documents to enroll in the plan.
Section 8.9 Employee Credit Union(Appendix P)
The City offers for all employees to participate and become members of the Aurora Earthmovers Credit
Union. The City will assist in any necessary or required deductions and payments to the Aurora
Earthmovers Credit Union for any of the employees who become members. The employee contacts the
Human Resource Clerk to receive and complete the appropriate documents to enroll in the plan.
Provena Saint Joseph HospitalM
87 North
Office Building 13I � PROVENA
B7 NO�h Airlite,Ste.130
Elgin,Il 80123 Saint Joseph Hospital
847 931-5555 lgl
847 695-9571 Fax
Occupational Health Services
June 7, 2004
Mr. Tony Graff, City Administrator
800 Game Farm Road
Yorkville, IL 60560
Dear Mr. Graff,
In preparation for your Administrative Committee Meeting tonight, attached please find an
offer to renew our existing agreement for EAP services with the City of Yorkville. We do
apologize for having missed an important deadline of April 1, 2004 to introduce these renewal
discussions. This was an oversight on our part due in part to a change in program leadership.
Please note the renewal letter of agreement maintains May 1, 2004 as the effective date,
which is of course retroactive at this point in time. Let me know if this presents any concern
or difficulty from your perspective. Also, we are recommending a slight increase in our
charge, to reflect increases in our operating cost. I believe this proposed change of 4%
(or$1.00 per employee per year) reflects the first fee increase since the inception of our
relationship.
We feel privileged to have the opportunity to be of service to your employees and to your
community, and we trust that you continue to find value in the program. You should have
also recently received an annual report, indicating your historical 5.1%utilization of services.
This is a very healthy number, actually above the national average.
We look forward to the ability to continue to provide EAP services and hope that you will
find the proposed fee increase acceptable and fair. If you have any additional questions or
concerns,please do not hesitate to contact me directly.
S'ncerely
Dan Woeckel, Director
847.931.5555 ext. 230
danawoeckel@provenahealth.corn
Provena Health Employee Assistance Program
RENEWAL LETTER OF AGREEMENT
This letter serves as confirmation of Agreement regarding the contract between The
City of Yorkville, IL (Employer) and Provena Saint Joseph Hospital, for Employee
Assistance Program services provided by Provena Health EAR
It is agreed that, as of May 1, 2004, the terms of the previous Agreement will remain,
with the following changes:
EXHIBIT B. 2. FEES:
A. There will be 4% increase for this contract year.
B. The fee for EAP services will be charged at $26.00 per
employee per terms of the Agreement.
C. The number of current employees at The City of Yorkville who are,eligible
for EAP services is This number will be used in billing, unless
Employer informs Provena Health EAP of an increase or decreasof 10%
of the employee population.
This Agreement is effective as of May 1, 2004 and will remain in effect as stated in the
contract. Review of the contract will be Initiated by Provena Health EAP, at lea*t 30
days prior to May 1, 2005.
Mr. William Brown, President/ CEO Mr. Tony Graff, City Administrator
Provena Saint Joseph Hospital City of Yorkville
Date Date
ANNUAL REPORT FROM PROVENA HEALTH EAP
Company: United City of Yorkville
Report Period: May 1, 2003 through April 30, 2004
SUMMARY OF EAP USE Number
Number of Organizational Development Consultations — 1
_Number of Management Consultations: 3
Number of Information Only: 0
Number of Phone Only Assessments: — 0
Number of Open Cases -- Employee 3
Number of Open Cases -- Family Member 0
NUMBER OF IND.ACCESSING EAP SERVICES TOTAL 7
UTILIZATION RATE--Comparison of data from this period to last report period,
based on an employee population of 136.
Current Reporting Period Last Reporting Period
5/1/03-4/30/04 5/1/02-4/30/03,
Employees Only 5.1% 0%
Employees + Family Members 5.1% 0%
CLIENT INFORMATION (Open Cases)
Gender: Total Number Percentage
Male 1 33%
Female 2 67c
TOTAL 3 100%
Age:
0-9
10-15
16-19 %
20-29 1 3 %
30-39 1 3 %
40-49 1 34%
50-59 %
60+
TOTAL 3 100%
Ethnic Background: Total Number Percen ge
Caucasian 3 100%
African American
Hispanic %
Asian %
Other % -
TOTAL 3 100%
Type of Referral:
_Self 1 33%
Management/Supervisor 1 33%
Union %
HR Vo
Family Member 1 %
Personal concern %
Peer 1 34%
Other °r6
TOTAL 3 100%
If Self Referral, How Learned About EAP?:
Management/Supervlsor 1 50%
Union 9'0
HR %
_Peer _ 1 50%
Family Member %
Home Mailing %
Management Training
Employee Orientation %
Printed EAP Material %
Prior Contact %
Other %
TOTAL 2 100%
Number of Years with Employer;
N/A (family member) oYo
<1 year
1.5 3 100%
6-10 %
11-15
16-20 ok
21+ % _
TOTAL 3 100%
Employment Status: Total Number Percentage
Full time 2 67%
Part time 1 33%
N/A family member %
TOTAL 3 100%
2
Primary Assessed Problem:
Substance Abuse—Self g�
Substance Abuse - Family/significant other
Eating Disorder c/o
Emotional/Mental Health ayo
Family/Marital 1 33%
Financial o%
Grief %
Job Related 2 67%
_Legal ok
Psychiatric c/o
Physical/Medical %
Physical/Sexual Abuse
Stress 9'0
Other 0/0
TOTAL 3 100%
Type of Referral Made:
Substance Abuse/Dependence — Outpatient 1 25%
Substance Abuse/Dependence — Inpatient %
Psychiatric—Outpatient 1 25%
Psychiatric—Inpatient oNo
Individual Counseling 1 25%
Marital Counseling °1/0
Family Counseling 9/0
Group Counseling
12 Step Program %
Other Self Help Group %
Legal Assistance 0/0
Financial Services oib
EAP Only 1 25%
Other %
TOTAL 4 100%
3
• ' Recommended Providers: Total Number Percentage
Employee Health Benefits f 1 33%
Employer Funded _ %
Providers Outside Employees Health Benefits
Secondary Healthcare Plan
Private Therapist ( elf-pay)
Community Resources
Community Mental Health Agency 1
Self Help
Other
SUB-TOTAL 1 33%
EAP ONLY 1 34%
TOTAL 3 100%
Disposition of Referral:
Case still open, disposition not decided at report time %
Client accepted, followed through 1 33%
Client accepted, did not follow through 1 33%
Client accepted, follow through unknown
Client rejected %
EAP Only 1 34%
TOTAL 3 100%
(petrentages are approximate)
OTHER EXTRAORDINARY EAP SERVICES PROVIDED TO COMPANY EMPLOYEES
Susan Kinsman, Employee Assistance Program Director, provided an organizational
assessment and recommendations for further action to United City of Yorkville leadership. She
transitioned the City leaders to appropriate follow up supports.
The United City of Yorkville receives 1 copy of the Frontline Supervisor each month.
PROMOTIONAL ACTIVITIES
The EAP provides cards, brochures and posters as needed to support EAP awareness among
employees.
CUJTOMEiiJERVICE RESULTS
The EAP received no Client Satisfaction Surveys from United City of Yorkville employees during
the current reporting period.
4
PROVENA HEALTH EMPLOYEE ASSISTANCE PROGRAM
This Agreement between Provena Health Employee Assistance Program,a program administered by
Provena Saint Joseph Hospital, an Illinois not-for-profit corporation("Provena Health EAP"), and City of
Yorkville, ("Employer") is effective the first day of May, 2001.
1. The goal of this Agreement is to establish an Employee Assistance Program(EAP)for the benefit of
the Employer and its employees by establishing and implementing a mechanism to assist,counsel and
support employees who have personal problems that may, or may not, affect their job performance.
2. The basic elements of implementing an EAP include:
a) identifying the Employee Assistance Liaison
b) assisting the Employer in the development of a written EAP
policy and promotional plan
c) approval of the EAP policy by management
d) supervisor training
e) notification to and orientation of employees and their families, and
f) establishing a reporting mechanism
Provena Health EAP will assist Employer in the development and implementation of the EAP as
requested by the Employer. The actual scope of Provena Health EAP's services to be performed under
this Agreement is set forth in Exhibit A attached hereto.
3. For all services rendered by Provena Health EAP, Employer agrees to pay Provena Health EAP the
fees set forth in the Schedule of Fees attached hereto as Exhibit B. Invoices for amounts due Provena
Health EAP more than thirty(30) days past due shall bear interest at the rate of twelve (12)percent per
annum until paid. Services may be suspended for past due invoices which exceed ninety(90) days.
4. The confidentiality of all transactions with the identity of every person referred to or voluntarily
seeking the service of Provena Health EAP will be maintained by Provena Health EAP and the
Employer in accordance with State and Federal laws.
The Employer acknowledges and agrees that Provena Health EAP shall have the sole discretion under
this agreement in determining when and if the Employer shall be informed of personal information
relative to Employer employees who have received services under this agreement.
5. The parties recognize that this Agreement at all times is to be subject to applicable state, local and
federal laws and regulations. This Agreement shall be subject to amendments in such laws and
regulations and to new legislation. Any provisions of law that invalidate,or otherwise are inconsistent
with the terms of this Agreement, or that would cause one or both of the parties to be in violation of the
law, shall be deemed to have superseded the terms of this Agreement, provided, however,that the parties
shall exercise their best efforts to accommodate the term and intent of this Agreement to the greatest
extent possible consistent with the requirements of law.
6. This Agreement shall have an initial term of one(1)year commencing on the effective date, and shall
automatically renew for successive one (1)year terms unless terminated sooner as provided below.
After the expiration of the first three(3) months of this Agreement, either party may terminate this
Agreement upon sixty(60)days prior written notice to the other party.
7. Notwithstanding anything stated herein to the contrary,Provena Health EAP's obligations under this
Agreement do not include rendering long-term counseling services to employees (i.e. greater than 3
counseling sessions) or treatment of employees on an inpatient basis.
EAP Agreement
Page 2
8. This Agreement contains the entire understanding of the parties and supersedes all prior written or
oral representations, negotiations, communications, understandings or agreements concerning the subject
matter hereof.
9.The terms of this Agreement may be amended or modified only through written instrument signed by
both parties.
10. This Agreement shall be governed and interpreted under the laws of the State of Illinois.
11. This Agreement may not be assigned or subcontracted in whole or in part by either party without
thirty(30) days written notice to the other party.
RESPONSIBILITIES OF PROVENA HEALTH EAP
Upon execution of this Agreement,Provena Health EAP will assist Employer in developing and
implementing the EAP at Employer's place of business. Specifically,Provena Health EAP will provide,
subject to the approval of Employer,the following services, specifically defined in Exhibit
•
A. EAP Development
1) Policy Statement
2) Supervisor's Manual
B. EAP Promotion
1) Development of Employee Letters
2) Printed EAP materials
C. Education
1) Management/supervisor training session(s)
2) Employee orientation(s)
3) Wellness seminars
D. EAP Services
1) Assessment/Consultation/Referrals
2) 24 Hour availability of professional staff for crisis situations
4) Referral resources
5) Knowledge of Employer's benefit plans
RESPONSIBILITIES OF EMPLOYER
A. Employer shall print and distribute to covered persons letters and other information concerning the
availability and purposes of the EAP. Employer shall not distribute or otherwise convey these
materials to any individual or entity except as provided in this Agreement nor distribute any written
materials which refer to Provena Health EAP, unless prepared by Provena Health EAP, or prepared
by Employer with the written approval of Provena Health EAP.
B. Employer will provide Provena Health EAP current information regarding the Employer's
medical and disability plans and keep Provena Health EAP apprised of any changes to said plans.
C. Employer will require its management and supervisory personnel to attend the appropriate EAP
education seminars.
D. In accordance with the Policy Statement and Supervisor's Manual,Employer shall encourage
covered persons to utilize the EAP assessment and referral services.
•
EAP Agreement
Page 3
E. Employer shall implement the EAP in conjunction with its own personnel policies and
procedures, offering EAP services to its employees on a voluntary basis and as part of but not as
substitute for, Employer's disciplinary procedures.
F. Employer shall utilize Provena Health EAP as its sole provider of EAP services during the term
of this Agreement.
OWNERSHIP AND CONFIDENTIALITY OF EAP RECORDS
A. All information obtained and records created as a result of any communication between covered
persons and Provena Health EAP shall remain confidential and the sole property of Provena
Health EAP. Said information and records shall be released only with the appropriate written
consent of the individual covered person as otherwise authorized by law.
B. Unless Employer states otherwise, in writing, Provena Health EAP may use Employer's name for
a reference.
RELATIONSHIP OF THE PARTIES
Provena Health EAP and Employer shall remain independent contractors and Provena Health
EAP's responsibilities to Employer are expressly limited to those set forth in this Agreement.
This Agreement shall not be deemed to establish any relationship of employment between
Provena Health EAP and covered persons. No service provider to whom Provena Health EAP
refers a covered person shall be deemed to be an agent or employee of Provena Health EAP by
reason of this Agreement. Each service provider shall establish its own independent relationship
with Employer, employee or family member.
INSURANCE AND INDEMNIFICATION
A. Provena Health EAP participates in a Self-Insurance Trust for comprehensive general and
professional liability insurance. Medical malpractice coverage for psychological and psychiatric
treatment is included under the Trust. Coverage is provided up to $1,000,000 per occurrence.
B. It is hereby stipulated and agreed between Provena Health EAP and Employer that,with respect
to any claim or action arising out of the activities described in this contract, each party shall only
be liable for payment of that portion of any and all liability,costs, expenses, demands,
settlements, or judgments resulting from the negligence, actions, or omissions of its own agents,
officers,and employees.
Provena Health EAP and Employer agree to indemnify and hold harmless each other from and
against any and all claims, demands, actions, settlements or judgements, including attorney's fees
and litigation expenses, based upon or arising out of activities described in this contract,where
such claims, demands, actions, settlements, or judgements relate to the negligence, actions, or
omissions of Provena Health EAP or Employer.
PROVEN • 4 EMPLOYER
Mr& 6"7_ e a..74, ,
La N. ' Date � Date
EXHIBIT A
WITNESSETH
WHEREAS, Provena Saint Joseph Hospital is a hospital in the business of providing a wide range
of medical and health care services, including, but not limited to,the assessment, counseling,treatment
and referral of patients;
WHEREAS, Provena Saint Joseph Hospital (Provena Health EAP)has developed an Employee
Assistance Program("EAP") designed to assist corporations in handling the social, behavioral and other
life problems of employees; and
WHEREAS, Employer desires to implement the EAP for the benefit of its employees.
NOW,THEREFORE,for and in consideration of the premises and covenants contained herein,
the parties agree to develop and implement the EAP to the Employer's place of business in accordance
with the following terms and conditions:
1. DEFINITIONS
A. The EAP
The EAP is a program whereby Employer makes available to its employees and family
members professional and confidential assessment and referral of social, behavioral and
other life problems. The specific services provided pursuant to the EAP are further
described in paragraph 2.D of this Agreement.
B. Employee
Employees include all full-time and part-time employees of the Employer, who are
compiled at Employer's principal place of business as stated above.
C. Family Member
Family members include employee's spouse and children residing in the employee's
household.
D. Covered Persons
Covered persons include employees and family members.
E. EAP Director
The EAP director shall be an employee of Provena Saint Joseph Hospital, designated to
• carry out the administrative and account management responsibility of Provena Health
EAP, pursuant to this Agreement. The director shall be experienced in all aspects of
employee assistance programs.
F. EAP Counselor
The EAP counselor shall be an employee of Provena Saint Joseph Hospital, designated to
carry out the assessment, consultation and referral responsibility of Provena Health EAP,
pursuant to this Agreement. The counselor shall be experienced in employee assistance
counseling and have medical and psychiatric consultation available.
(continued)
DEFINITIONS (continued)
Page 2
G. Service Provider
A Service Provider shall be any physician, or other individual,health care provider,
agency, institution, or organization to whom the EAP director or counselor refers an
employee or family member for diagnosis and treatment.
2. RESPONSIBILITIES OF PROVENA SAINT JOSEPH HOSPITAL
Upon execution of this Agreement, Provena Saint Joseph Hospital will assist Employer in
developing and implementing the EAP at Employer's place of business. Specifically, Provena
Saint Joseph Hospital will provide, subject to the approval of Employer,the following services:
A. EAP Development
1) Policy Statement: Provena Health EAP will provide sample EAP policies
which describe the EAP, employee and family member eligibility and procedures
for utilization of the program.
2) Supervisor's Manual: Provena Health EAP will develop a supervisor's
manual, which assists Employer's supervisory personnel in recognizing and
understanding employee social,behavioral and other mental health related
problems and instructs the supervisor in the proper use of the EAP.
B. EAP Promotion
1) Employee Letters: Provena Health EAP will prepare a letter for distribution by
Employer to employees and family members, introducing and describing the
EAP.
2) Printed EAP Materials: As mutually agreed between the parties, Provena
Health EAP will provide employer with EAP brochures, posters and wallet cards.
The employer will be responsible for distribution of these materials.
C. Education
1) Management/supervisor training: Provena Health EAP will provide two hour
session(s)for managers and supervisors that include utilizing the EAP as a
management tool. The number of sessions will be determined by Employer's
Human Resources and the EAP Director.
2) Employee orientations: Provena Health EAP will provide 30 minute
sessions to educate all employees regarding EAP services.
(continued)
RESPONSIBILITIES OF PROVENA HEALTH EAP (continued)
Page 3
D. EAP Services
1) Assessment and referral or short term counseling for up to 3 sessions per case
per year.
2) Individual, marital and family sessions are provided. Many issues can be
addressed within the context of the EAP thus reducing the number of cases
referred to outside resources that would require accessing insurance benefits.
3) Coordination of referrals with insurance administrators,community service
providers, and/or private practitioners provided as necessary.
4) Availability of services to all eligible employees and dependent family members
as designated by Employer.
5) Seven office locations: Elgin, Carpentersville, St. Charles, Huntley, Yorkville,
Aurora and Naperville.
6) Crisis counseling and crisis intervention. A Provena Health EAP counselor
will be available, by pager, 24 hours a day, 7 days a week.
7) Management reports provided semi-annually.
8) Twelve month follow up on all substance abuse cases including coordination
with the designated treatment programs for support services.
9) Management and supervisory consultations available to respond to concerns
about employee job performance and/or general well being.
10) Health Education and Wellness seminars provided at the Employer's request.
Two hours of wellness programs are available per contract year. Additional
hours of health education and wellness programs may be purchased at Provena
Health EAP's then current fees for conducting said program.
11) Client satisfaction surveys offered to every client utilizing the EAP services.
(continued)
EXHIBIT B
1. FEES
A. In consideration for the services provided by Provena Health
EAP pursuant to this Agreement, Employer shall pay Provena Health
EAP $25.00 per employee per each 12 month term of this Agreement.
Initial payment shall be made upon completion of training and quarterly
thereafter.
B. For the purposes of paragraph 1.A.,the total number of
employees on the payroll of the employer on the effective date of this
Agreement, which number Employer represents, equals 36. Employer
shall notify Provena Health EAP each time its total number of employees
increases by ten percent(10%) or more,and shall pay Provena Health
EAP an additional fee for each additional employee at a prorated fee of
$25 per employee, per 12 month term. Upon request, Employer shall
furnish Provena Health EAP with satisfactory evidence of the total
number of such employees employed by employer upon the signing of
this Agreement, at the beginning of each renewal term and upon the
reasonable request of Provena Health EAP, said requests not to exceed
three (3)per year.
C. It is expressly understood and agreed that the charges stated
herein are exclusively for the services of Provena Health EAP provided
pursuant to this Agreement. Fees and charges for services provided by a
service provider, including Provena Health EAP as a service provider,
will be as established between the covered person or Employer and the
service provider.
JUN-03-2004 08:50 FROM-SPEER FINANCIAL 312-346-8833 T-907 P.003/008 F-731
SPEER FINANCIAL, INC.
PUBLIC FINANCE CONSULTANTS SINCE 1954
SUITE 4100•ONE NORTH LASALLE STREET•CHICAGO, ILLINOIS 60602•(312)346-3700•FAX(312)346-8833
Preliminary Term Sheet
UNITED CITY OF YORKVILLE
Kendall County, Illinois
$650,000 Debt Certificates, Series 2004
StA4 IC
Sale Date: 4nip72004, 9:30 a.m. CDT.
Dated Date: July 15, 2004.
Method of Sale: Competitive.
Purchaser: To be determined.
Date of Closing: July 15, 1004.
First Interest Payment Date: June 30, 2005 and semi-annually through maturity.
Principal Maturity Dates: December 30, 2005 through December 30, 2012.
Maturities and Interest Rates: December 30 Princl al Rate
2005 $50,000 0/0
2006 $65,000
2007 $75,000
2008 $65,000
2009 $90,000
2010 $95,000
2011 $95,000
2012 $95,000
Good Faith Deposit: A good faith deposit will not be required.
Legal Opinion: Chapman and Cutter, Attorneys, Chicago, Illinois, will provide an
opinion as to the legality and tax exemption of the Certificates.
Interest on the Certificates is not exempt from present State of
Illinois income taxes.
Bank Qualification: The Certificates will NOT be designated as "qualified tax-exempt
obligations."
RegistrarlPaying Agent: BNY Trust Company, Chicago, Illinois.
Registered or Book-Entry; The Certificates will be registered or, at the option of the
purchaser, The Depository Trust Company ("DTC"), New York,
New York, will act as securities depository for the Certificates.
The ownership of one fully registered Bond for each maturity will
be registered in the name of Cede & Co., as nominee for DTC
and no physical delivery of Certificates will be made to
purchasers.
' JUN-03-2004 08:50 FROM-SPEER FINANCIAL 312-346-8833 T-807 P 004/DD8 F-731
Preliminary Term Sheet
UNITED CITY OF YORKVILLE
Kendall County, Illinois
$650,000 Debt Certificates,Series 2004
Purchase Price: A minimum price of$640,000 and accrued interest,
Purpose: For street improvements and to pay costs of issuance.
Authorization: The Certificates are authorized by a vote by the City Council.
The City is a non-home rule unit pursuant to the constitution of
the State of Illinois.
Security: The Certificates are valid and legally binding obligations of the
City, payable from any monies of the City legally available and
annually appropriated for the purpose of payment of debt service.
The Certificates evidence indebtedness incurred under an
installment contract. There is no statutory authority for the levy of
a separate tax in addition to other City taxes for the payment of
interest or principal due on the installment contract or the
Certificates.
Financial Disclosure; Most recent audit available upon request.
Denomination: $5,000 and integral multiples thereof.
Financial Advisor: Speer Financial, Inc., Chicago, Illinois.
Expenses: The City will pay for the legal opinion and financial advisor's fee.
At closing, the City will deliver one typed Bond per maturity.
CUSIP numbers are at the cost of the purchaser.
Optional Redemption: The Certificates are not callable prior to maturity.
Credit Rating: A credit rating will not be requested for the Certificates.
Secondary Market Disclosure: The aggregate principal amount of the Certificates is less than
$1,000,000. The information undertaking provisions of SEC Rule
15c2-12(b)(5) are therefore not applicable to this issue. Upon
request, the City will provide annual financial statements
including the comprehensive annual financial report if one is
prepared.
JUN-03-2004 08:50 FROM-SPEER FINANCIAL 312-346-8833 T-807 P.005/008 F-731
Preliminary Term Sheet
UNITED CITY OF YORKVILLE
Kendall County, Illinois
$650,000 Debt Certificates,Series 2004
Illinois Property Tax
Extension Limitation Law: The City, as a non-home rule unit of local government located
primarily in Kendall County, became subject to the Property Tax
Extension Limitation Law (the "Tax Extension Limitation Law")
pursuant to action by the voters pursuant to a countywide
referendum held in 1999. The effect of the Limitation Law is to
limit the amount of property taxes that can be extended for a
taxing body.
KW M/mj
5/13/04 Mayor
United City of Yorkville
JUN-03-2004 08:50 FROM-SPEER FINANCIAL 312-346-8833 T-907 P 006/008 F-731
OFFICIAL BID FORM
United City of Yorkville July 6,2004
800 Game Farm Road Speer Financial, Inc.
Yorkville, IL 60550 • Facsimile: (312) 346-8833
City Council Members:
For the $650,000 Debt Certificates Series 2004, for the City of Sullivan, Kendall County, Illinois, as described in the
Preliminary Termsheet, which is expressly made a part of the bid, we will pay you $ (a minimum of $640,000) plus
accrued interest from July 15, 2004. to the date of delivery for Certificates bearing interest as follows (each rate a multiple of 1/8 or
1/20 of 1%).
MATURITIES—DECEMBER 1
$50,000....2005 % $75,000.....2008 % $95,000....2011
$65,000....2003 % $85,000.....2009 % $95,000,...2012
$65,000....2007 % $85,000.....2010
The Certificates are to be executed and delivered to us in accordance with the terms of this bid accompanied by the
approving legal opinion of Chapman and Cutler LLP, Chicago, Illinois. The purchaser, should they so choose, agrees to apply for
CUSIP numbers within 24 hours and pay the fee charged by the CUSIP Service Bureau and will accept the Certificates with the
CUSIP numbers as entered on the Certificates.
ACCOUNT MANAGER INFORMATION
Bid Submitted By. Direct Phone:
Name of Purchaser: FAX#:
Street State:
Address:
City: Zip Code:
Email:
The foregoing bid was accepted and the Certificates sold by ordinance of the City on July 6,2004.
UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS
Mayor
NOT PART OF THE BID
(Calculation of net interest cost) BID
Gross Interest $
Less Premium/Plus Discount $ •
Net Interest Cost $
Net Interest Rate
TOTAL BOND YEARS 3,513.19 Years
AVERAGE LIFE 5.405 Years
' JUN-03-2004 08:50 FROM-SPEER FINANCIAL 312-346-8833 T-807 P.007/008 F-731
UNITED CITY OF YORKVILLE
$650,000
To Upgrade Streets--Growing Debt Service
Debt Service Schedule
Date Principal , Coupon Interest Total P+1 Fiscal Total
07/01/2004 - - - - -
06/30/2005 - - 32,409.72 32,409.72 -
12/30/2005 50,000.00 5.000% 16,250.00 66,250.00 98,659.72
06/30/2006 - - 15,000.00 15,000.00 -
12/30/2006 65,000.00 5.000% 15,000.00 80„000.00 95.00.0.00„
06/30/2007 - - 13,375.00 13,375.00 -
12/30/2007 75,000.00 5.000% 13,375.00 88,375.00 101,750.00
06/30/2008 - - 11,500,00 11,500.00 -
12/30/2008 85,000.00 5.000% 11,500.00 96,500.00 108,000.00
05/30/2009 - - 9,375.00 9,375.00 -
12/30/2009 90,000.00 5.000% 9,375.00 99,375,00 108,750.00
06/30/2010 - - 7,125.00 7,125.00 -
12/30/2010 95,000.00 5.000% 7,125,00 102,125.00 109,250.00
06/30/2011 • - 4,750.00 4,750.00 -
12/30/2011 95,000.00 5.000% -__ 4,750.00 99,750.00 104,500,00
06/30/2012 - - 2,375.00 2,375.00 -
12/30/2012 95,000.00 5.000% 2,375.00 97,375.00 99,750.00
Totct 5650,000.00 - 5175,659.72 $825,659.72 -
Yield Statistics
Bond Year pollens _ _ ,..- 53,513.19
Average Life 5.405 Years
Avcri c Coupon ,•__ 4.9999999%
Nct interest Cost(NIC) 4.9999999%,
True Interest Cost(TIC) _ `�•^ 4.9671983%
Bond Yield for Arbitraz Nooses 4.9871983%
All Inclusive Cost(AIC) _ -.- 4.987198396
IRS Form 8038
Net Interest Cost 4.9999999%
Weighted Average Maturity 5.405 Ycers
•
O4SveeteGrow•bkh I SINGLE PURPOSE I 5/1212I1O4 I 0;15 AM
Speer Financial, Inc.
Public Finance Consultants Since 1954 Page 1
• a
JUN-03-2004 08:50 FROM-SPEER FINANCIAL 312-346-8833 T-9DT P.008/008 F-731
. UNITED CITY OF YORKVILLE
$650,000
To Upgrade Streets--Growing Debt Service
Debt Service Schedule
Date Principal _ Coupon Interest Total P+I.
12/30/2004 - - - -
12/30/2005 50,000.00 5.000% 48,659.72 98,659.72
12/30/2006 65,000.00 5.000% 30,000.00 95,000.00
12/30/2007 75,000.00 5.000% 26,750.00 101,750.00
12/30/2008 85.000.00 5.000% 23,000.00 1011,900.00_
12/30/2009 90,000.00 5.000% 18,750.00 108,750.00
12/30/2010 95,000.00 5.000% 14,250.00 109,250,00
12/30/2011 95,000.00 5.000% 9,500.00 104,500.00
12/30/2012 95,000.00 5.000% 4,750.00 99,750.00
Total 5650,000.00 - 5175,659.72 $825,659.72
Yield Statistics
pond Year Dollars _-_ --- $3.513.19
Average Lifc 5.405 Years
Average Coupon �. 4.9099999%
Net Interest Cost(NIC) 4,9999999_%
True Interest Cost(TIC)._ 4.9871983%
Bond Yield for Arbitrage Purposes 4.9871983%
All Inclusive Cost(AIC) - _- ^ 4.9871983%
IRS Form 8038
Net Interest Cost 4.9999999%
weighted Average Maturity 5.405 Years
04StrsetsGrow.bkh I SINGLE PURPOSE I$!17/2004 1 9:12 AM
Speer Financial, Inc.
Public Finance Consultants Since 1954 Page 1
Law Offices of
CHAPMAN AND CUTLER LLP
Theodore S.Chapman 111 West Monroe Street, Chicago, Illinois 60603-4080 San Francisco
1877-1943
Henry E.Cutler FAX (312) 701-2361 625 Market Street
1879-1959 Telephone (312) 845-3000 San Francisco,CA 94105
Kelly K.Kost chapman.com (415)541-0500
312-845-3875 Salt Lake City
312-516-1875 Fax
kost@chapman.com 50 South Main Street
Salt Lake City,Utah 84144
(801)533-0066
June 8,2004
VIA E-MAIL
Ms.Traci Pleckham,Finance Director
United City of Yorkville
800 Game Farm Road
Yorkville,Illinois 60560
Re: United City of Yorkville,Kendall County,Illinois
Debt Certificates, Series 2004C
Dear Traci:
For your convenience and with information contained in the draft of the Preliminary Term
Sheet supplied to us by Mr.Kevin McCanna, we are enclosing a draft of the Certificate Ordinance
for the matter in reference. The draft of the Certificate Ordinance can be inserted into the
appropriate City Council packages prior to bond pricing. We will supply you with revised
execution copies after the bond pricing, for the City Council meeting, which we understand is
scheduled for Tuesday,July 13,2004.
We ask that you please review the project description and let us know if any changes are
necessary.
If you have any questions, please do not hesitate to contact the undersigned at
(312) 845-3875 or Rose Gallagher at(312) 845-3732.
Very truly yours,
CHAPMAN AND CUTLER LLP
"4 1e -",„14-
By
Kelly K. Kost
KK:kd
enclosures
cc: Kevin McCanna
Dan Kramer,Esq.
1700100.01.02
2120988
ORDINANCE NUMBER 2004-
AN ORDINANCE of the United City of Yorkville, Kendall County,
Illinois, authorizing and providing for an Installment Purchase
Agreement for the purpose of paying a part of the cost of making
street and road improvements within the City, and authorizing and
providing for the issue of $650,000 Debt Certificates,
Series 2004C, evidencing the rights to payment under such
Agreement, prescribing the details of the Agreement and
Certificates, and providing for the security for and means of
payment under the Agreement of the Certificates.
Adopted by the City
Council of Said City on the
13th day of July,2004
1699745.01.03
2120988•RG•6/8/04
TABLE OF CONTENTS
SECTION HEADING PAGE
Preambles 1
Section 1. Definitions 4
Section 2. Incorporation of Preambles 6
Section 3. Determination to Authorize and Enter into Agreement and to
Issue Certificates 6
Section 4. Agreement is a General Obligation;Annual Appropriation 7
Section 5. Execution and Filing of the Agreement. 7
Section 6. Certificate Details. 9
Section 7. Book Entry Provisions 10
Section 8. Execution;Authentication 12
Section 9. Registration of Certificates;Persons Treated as Owners 13
Section 10. Form of Certificate 14
Section 11. Sale of Certificates; Official Statement 20
Section 12. Creation of Funds and Appropriations 21
Section 13. General Tax Covenants 23
Section 14. Certain Specific Tax Covenants 24
Section 15. Pertaining to the Certificate Registrar 28
Section 16. Municipal Bond Insurance 30
Section 17. Defeasance 31
Section 18. Superseder and Effective Date. 32
ORDINANCE NUMBER 2004-
AN ORDINANCE of the United City of Yorkville, Kendall County,
Illinois, authorizing and providing for an Installment Purchase
Agreement for the purpose of paying a part of the cost of making
street and road improvements within the City, and authorizing and
providing for the issue of $650,000 Debt Certificates,
Series 2004C, evidencing the rights to payment under such
Agreement, prescribing the details of the Agreement and
Certificates, and providing for the security for and means of
payment under the Agreement of the Certificates.
PREAMBLES
WHEREAS
A. The United City of Yorkville, Kendall County, Illinois (the "City"), is a
municipality and unit of local government of the State of Illinois (the "State") operating, inter
alia, under and pursuant to the following laws:
1. the Illinois Municipal Code;
2. the Local Government Debt Reform Act of the State of Illinois (the "Debt
Reform Act"), and in particular,the provisions of Section 17 of the Debt Reform Act(the
"Installment Purchase Provisions of the Debt Reform Act"); and
3. all other Omnibus Bond Acts of the State;
in each case, as supplemented and amended (collectively, "Applicable Law").
B. The City Council (the "Corporate Authorities") have considered the needs of the
City and, in so doing, the Corporate Authorities have deemed and do now deem it advisable,
necessary, and for the best interests of the City in order to promote and protect the public health,
welfare, safety, and convenience of the residents of the City to acquire and construct street and
road improvements, including, in connection with said works, acquisition of all land or rights in
land, mechanical, electrical, and other services necessary, useful, or advisable thereto (the
"Project"), all as shown on preliminary plans and cost estimates as prepared by
and on file with and approved by the Corporate
Authorities.
C. The Corporate Authorities have determined the total cost of the Project and
expenses incidental thereto, including financial, legal, architectural, and engineering services
related to such work and to the Agreement hereinafter provided for in this Ordinance
(collectively "Related Expenses") to be not less than $650,000 plus estimated investment
earnings which may be received on said sum prior to disbursement.
D. Sufficient funds of the City are not available to pay the costs of the Project and
Related Expenses, and it will, therefore, be necessary to borrow money in the amount of
$650,000 for the purpose of paying such costs.
E. Pursuant to the Installment Purchase Provisions of the Debt Reform Act, as
amended by Public Act 91-868 of the 91st General Assembly of the State of Illinois, the City has
the powers as follows:
The governing body of each governmental unit may purchase or
lease either real or personal property, including investments,
investment agreements, or investment services, through
agreements that provide that the consideration for the purchase or
lease may be paid through installments made at stated intervals for
a period of no more than 20 years or another period of time
authorized by law, whichever is greater provided, however, that
investments, investments agreements or investment services
purchased in connection with a bond issue may be paid through
installments made at stated intervals for a period of time not in
excess of the maximum term of such bond issue. Each
governmental unit may issue certificates evidencing the
indebtedness incurred under the lease or agreement. Each
governmental unit may issue certificates evidencing the
indebtedness incurred under the lease or agreement. The
governing body may provide for the treasurer, comptroller,finance
officer, or other officer of the governing body charged with
financial administration to act as counter-party to any such lease or
agreement, as nominee lessor or seller. When the lease or
agreement is executed by the officer of the governmental unit
authorized by the governing body to bind the governmental unit
-2-
thereon by the execution thereof and is filed with and executed by
the nominee lessor or seller, the lease or agreement shall be
sufficiently executed so as to permit the governmental unit to issue
certificates evidencing the indebtedness incurred under the lease or
agreement. The certificates shall be valid whether or not an
appropriation with respect thereto is included in any annual or
supplemental budget adopted by the governmental unit. From time
to time, as the governing body executes contracts for the purpose
of acquiring and constructing the services or real or personal
property that is a part of the subject of the lease or agreement,
including financial, legal, architectural, and engineering services
related to the lease or agreement, the governing body shall order
the contracts filed with its nominee officer, and that officer shall
identify the contracts to the lease or agreement; that identification
shall permit the payment of the contract from the proceeds of the
certificates; and the nominee officer shall duly apply or cause to be
applied proceeds of the certificates to the payment of the contracts.
The governing body of each governmental unit may sell, lease,
convey, and reacquire either real or personal property, or any
interest in real or personal property,upon any terms and conditions
and in any manner, as the governing body shall determine, if the
governmental unit will lease, acquire by purchase agreement, or
otherwise reacquire the property, as authorized by this subsection
or any other applicable law.
All indebtedness incurred under this subsection, when
aggregated with the existing indebtedness of the governmental
unit, may not exceed the debt limits provided by applicable law.
F. The Corporate Authorities find that it is desirable and in the best interests of the
City to avail of the provisions of the Installment Purchase Provisions of the Debt Reform Act, as
quoted, as follows:
1. To authorize an Installment Purchase Agreement (the "Agreement") more
particularly as described and provided below in the text of this Ordinance;
2. To name as counter-party to the Agreement the City Treasurer (the
"Treasurer"), as nominee-seller;
3. To authorize the Mayor of the City (the "Mayor") and the City Clerk (the
"Clerk") to execute and attest, respectively, the Agreement on behalf of the City and to
-3-
file same with the Clerk in his or her capacity as keeper of the records and files of the
City; and
4. To issue certificates evidencing the indebtedness incurred under the
Agreement in the amount of$650,000, in form and having such details as set forth below
in the text of this Ordinance.
Now, THEREFORE, Be It Ordained by the City Council of the United City of Yorkville,
Kendall County, Illinois, as follows:
Section 1. Definitions. Words and terms used in this Ordinance shall have the
meanings given them unless the context or use clearly indicates another or different meaning is
intended. Words and terms defined in the singular may be used in the plural and vice-versa.
Reference to any gender shall be deemed to include the other and also inanimate persons such as
corporations, where applicable.
A. The following words and terms are as defined in the preambles hereto.
Agreement
Applicable Law
City
Clerk
Corporate Authorities
Debt Reform Act
Installment Purchase Provisions of the Debt Reform Act
Mayor
Project
Related Expenses
State
-4-
Treasurer
B. The following words and terms are defined as set forth.
"Agreement" means the Installment Purchase Agreement, as referred to in the
preambles of this Ordinance, for the purpose of purchasing and financing the Project and
Related Expenses.
"Book Entry Form" means the form of the Certificates as fully registered and
available in physical form only to the Depository.
"Certificates" means the $650,000 Debt Certificates, Series 2004C, authorized to
be issued by this Ordinance.
"Certificate Fund" means the fund established and defined in Section 12 of this
Ordinance.
"Certificate Moneys" means moneys on deposit in the Certificate Fund.
"Certificate Register" means the books of the City kept by the Certificate
Registrar to evidence the registration and transfer of the Certificates.
"Certificate Registrar" means BNY Midwest Trust Company, Chicago, Illinois,
in its respective capacities as bond registrar and paying agent hereunder, or a successor
thereto or a successor designated as Certificate Registrar hereunder.
"Code" means the Internal Revenue Code of 1986, as amended.
"Depository"means The Depository Trust Company, a New York limited trust
company, its successors, or a successor depository qualified to clear securities under
applicable state and federal laws.
"Ordinance" means this Ordinance, numbered as set forth on the title page
hereof, and passed by the Corporate Authorities on the 13th day of July, 2004.
-5-
"Project Fund" means the Project Fund established and defined in Section 12 of
this Ordinance.
"Purchase Contract" is defined in Section 11.
"Purchase Price" means the price to be paid by the Purchaser pursuant to the
Purchase Contract for the Certificates, to-wit, $
"Purchaser" means the purchaser (underwriter) of the Certificates, namely,
"Rebate Fund" means the Rebate Fund authorized to be established and as
defined in Section 14 of this Ordinance.
"Record Date" means the 15th day of the month during any regular or other
interest payment date occurring on the thirtieth day of any month.
"Tax-exempt" means, with respect to the Certificates, the status of interest paid
and received thereon as not includible in the gross income of the owners thereof under
the Code for federal income tax purposes except to the extent that such interest is taken
into account in computing an adjustment used in determining the alternative minimum
tax for certain corporations.
C. Definitions also appear in the preambles hereto or in specific sections, as appear
below. The headings in this Ordinance are for the convenience of the reader and are not a part of
this Ordinance.
Section 2. Incorporation of Preambles. The Corporate Authorities hereby find that the
recitals contained in the preambles to this Ordinance are true, correct, and complete and do
incorporate them into this Ordinance by this reference.
Section 3. Determination to Authorize and Enter into Agreement and to Issue
Certificates. It is necessary and advisable for the public health, safety, welfare, and convenience
-6-
of residents of the City to pay the costs of acquisition and construction of the Project, including
all Related Expenses and to borrow money and, in evidence thereof and for the purpose of
financing same, enter into the Agreement and, further,to provide for the issuance and delivery of
the Certificates evidencing the indebtedness incurred under the Agreement.
Section 4. Agreement is a General Obligation; Annual Appropriation. The City
hereby represents, warrants, and agrees that the obligation to make the payments due under the
Agreement shall be a lawful direct general obligation of the City payable from the corporate
funds of the City and such other sources of payment as are otherwise lawfully available. The
City represents and warrants that the total amount due the Seller under the Agreement, together
with all other indebtedness of the City, is within all statutory and constitutional debt limitations.
The City agrees to appropriate funds of the City annually and in a timely manner so as to provide
for the making of all payments when due under the terms of the Agreement.
Section S. Execution and Filing of the Agreement. From and after the effective date of
this Ordinance, the Mayor and Clerk be and they are hereby authorized and directed to execute
and attest, respectively, the Agreement, in substantially the form thereof set forth below in the
text of this Ordinance, and to do all things necessary and essential to effectuate the provisions of
the Agreement, including the execution of any documents and certificates incidental thereto or
necessary to carry out the provisions thereof. Further, as nominee-seller, the Treasurer is hereby
authorized and directed to execute the Agreement. Upon full execution, the original of the
Agreement shall be filed with the Clerk and retained in the City records and constitute authority
for issuance of the Certificates. Subject to such discretion of the officers signatory to the
document as described in the foregoing text, the Installment Purchase Agreement shall be in
substantially the form as follows:
-7-
INSTALLMENT PURCHASE AGREEMENT for purchase of real or
personal property, or both, for the purpose of making street and
road improvements within the City, dated the 15th day of July,
2004, in and for the United City of Yorkville, Kendall County,
Illinois.
THIS INSTALLMENT PURCHASE AGREEMENT (this "Agreement") made as of the 15th day
of July, 2004 by and between the Treasurer of the City, as Nominee-Seller (the "Seller"), and
the United City of Yorkville, Kendall,Illinois, a municipality and unit of local government of the
State of Illinois (the "City"):
WITNESSETH
A. The City Council (the "Corporate Authorities") of the City have determined to
acquire real or personal property, or both, for the purpose of making street and road
improvements within the City (the "Project"), all as previously approved by the Corporate
Authorities and on file with the City Clerk(the "Clerk").
B. Pursuant to the provisions of the Illinois Municipal Code; the Local Government
Debt Reform Act of the State of Illinois (the "Debt Reform Act"), and, in particular, the
provisions of Section 17 of the Debt Reform Act (the "Installment Purchase Provisions of the
Debt Reform Act"); and all other Omnibus Bond Acts of the State of Illinois; in each case, as
supplemented and amended (collectively "Applicable Law"); the City has the power to purchase
real or personal property through agreements that provide that the consideration for the purchase
may be paid through installments made at stated intervals for a period of no more than 20 years
and has the power to issue certificates evidencing indebtedness incurred under such agreements.
C. On the 13th day of July, 2004, the Corporate Authorities, pursuant to Applicable
Law and the need to provide for the Project, adopted an ordinance (the "Ordinance"), numbered
2004-_, authorizing the borrowing of money for the Project, the execution and delivery of this
I-1
Agreement to finance same, and the issuance of certificates evidencing the indebtedness so
incurred.
D. The Ordinance is
(a) incorporated herein by reference; and
(b) made a part hereof as if set out at this place in full;
and each of the terms as defined in the Ordinance is also incorporated by reference for use in this
Agreement.
E. The Seller, as nominee as expressly permitted by the Installment Purchase
Provisions of the Debt Reform Act,has agreed to make, construct, and acquire the Project on the
terms as hereinafter provided.
Now, THEREFORE, in consideration of the mutual covenants and agreements hereinafter
contained and other valuable consideration, it is mutually agreed between the Seller and the City
as follows:
1. MAKE AND ACQUIRE PROJECT
The Seller agrees to make, construct, and acquire the Project upon real estate owned or to
be owned by or upon which valid easements have been obtained in favor of the City.
2. CONVEYANCE
The Seller agrees to convey each part of the Project to the City and to perform all
necessary work and convey all necessary equipment; and the City agrees to purchase the Project
from the Seller and pay for the Project the purchase price of not to exceed $650,000; plus the
amount of investment earnings which are earned on the amount deposited with the Treasurer
from the sale of the Certificates and in no event shall the total aggregate principal purchase price
to be paid pursuant to this Agreement exceed the sum of $650,000, plus the amount of
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investment earnings which are earned on the amount deposited with the Treasurer from the sale
of the Certificates.
3. PAYMENTS
The payment of the entire sum of$650,000 of said purchase price shall:
(a) be payable in installments due on the dates and in the amounts;
(b) bear interest at the rates percent per annum which interest shall also be
payable on the dates and in the amounts;
(c) be payable at the place or places of payment, in the medium of payment, and
upon such other terms, including prepayment(redemption) if any;
all as provided for payment of the Certificates in the Ordinance.
4. ASSIGNMENT
Rights to payment of the Seller as provided in this Agreement are assigned as a matter of
law, under the Installment Purchase Provisions of the Debt Reform Act, to the owners of the
Certificates. This Agreement and any right, title, or interest herein, shall not be further
assignable. The Certificates, evidencing the indebtedness incurred hereby, are assignable
(registrable) as provided in the Ordinance.
gistrable
5. TAX COVENANTS
The covenants relating to the Tax-exempt status of the Certificates, as set forth in the
Ordinance, insofar as may be applicable, apply to the work to be performed and the payments
made under this Agreement.
6. TITLE
(a) Vesting of Title. Title in and to any part of the Project, upon delivery or as made,
during all stages of the making or acquisition thereof, shall and does vest immediately in the
City.
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(b) Damage, Destruction, and Condemnation. If, during the term of this Agreement,
(i) all or any part of the Project shall be destroyed, in whole or in part, or damaged by fire or
other casualty or event; or (ii) title to, or the temporary or permanent use of, all or any part of the
Project shall be taken under the exercise of the power of eminent domain by any governmental
body or by any person, firm, or corporation acting under governmental authority; or (iii) a
material defect in construction of all or any part of the Project shall become apparent; or(iv) title
to or the use of all or any part of the Project shall be lost by reason of a defect in title; then the
City shall continue to make payments as promised herein and in the Certificates and to take such
action as it shall deem necessary or appropriate to repair and replace the Project.
7. LAWFUL CORPORATE OBLIGATION
The City hereby represents, warrants, and agrees that the obligation to make the
payments due hereunder shall be a lawful direct general obligation of the City payable from the
corporate funds of the City and such other sources of payment as are otherwise lawfully
available. The City represents and warrants that the total amount due the Seller hereunder,
together with all other indebtedness of the City, is within all statutory and constitutional debt
limitations. The City agrees to appropriate funds of the City annually and in a timely manner so
as to provide for the making of all payments when due under the terms of this Agreement.
8. GENERAL COVENANT AND RECITAL
It is hereby certified and recited by the Seller and the City, respectively, that as to each,
respectively, for itself, all conditions, acts, and things required by law to exist or to be done
precedent to and in the execution of this Agreement did exist, have happened, been done and
performed in regular and due form and time as required by law.
9. No SEPARATE TAX
THE SELLER AND THE CITY RECOGNIZE THAT THERE IS NO STATUTORY AUTHORITY
FOR THE LEVY OF A SEPARATE TAX IN ADDITION TO OTHER TAXES OF THE CITY OR THE LEVY
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OF A SPECIAL TAX UNLIMITED AS TO RATE OR AMOUNT TO PAY ANY OF THE AMOUNTS DUE
HEREUNDER.
10. DEFAULT
In the event of a default in payment hereunder by the City, the Seller or any
Certificateholder may pursue any available remedy by suit at law or equity to enforce the
payment of all amounts due or to become due under this Agreement, including, without
limitation, an action for specific performance.
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IN WITNESS WHEREOF the Seller has caused this Installment Purchase Agreement to be
executed and attested, and his or her signature to be attested by the Clerk, and the City has
caused this Installment Purchase Agreement to be executed by its Mayor, and also attested by the
Clerk, and the official seal of the City to be hereunto affixed, all as of the day and year first
above written.
SELLER: Signature:
[Here type name]:
as Nominee-Seller and the Treasurer
ATTEST:
City Clerk
[SEAL]
UNITED CITY OF YORKVILLE, KENDALL
COUNTY, ILLINOIS
Mayor
ATTEST:
City Clerk
[SEAL]
I-6
STATE OF ILLINOIS )
) SS
COUNTY OF KENDALL )
CERTIFICATE OF INSTALLMENT PURCHASE AGREEMENT FILING
I, the undersigned, do hereby certify that I am the duly qualified and acting City Clerk of
the United City of Yorkville, Kendall County, Illinois (the "City"), and as such officer I do
hereby certify that on the 15th day of July, 2004 there was filed in my office a properly certified
copy of that certain document, executed by the Mayor of the City, attested by me in my capacity
as City Clerk, and further executed, as Nominee-Seller, by the City Treasurer of the City, also
attested by me, dated the 15th day of July, 2004, and entitled "INSTALLMENT PURCHASE
AGREEMENT for Purchase of real or personal property, or both, for the purpose of making street
and road improvements within the City, dated the 15th day of July, 2004, in and for the United
City of Yorkville, Kendall County, Illinois"; and supporting the issuance of certain Debt
Certificates, Series 2004C, of the City; that attached hereto is a true and complete copy of said
Agreement as so filed; and that the same has been deposited in the official files and records of
my office.
IN WrrNEss WHEREOF I have hereunto affixed my official signature and the seal of the
United City of Yorkville, Kendall County, Illinois at Yorkville, Illinois, this 15th day of July,
2004.
City Clerk
[SEAL]
Section 6. Certificate Details. For the purpose of providing for acquisition and
construction of the Project and Related Expenses, there shall be issued and sold the Certificates
in the principal amount of $650,000. The Certificates shall each be designated "Debt
Certificate, Series 2004C"; be dated July 15, 2004 (the "Dated Date"); and shall also bear the
date of authentication thereof. The Certificates shall be in fully registered and in Book Entry
Form, shall be in denominations of$5,000 or integral multiples thereof(but no single Certificate
shall represent principal maturing on more than one date), and shall be numbered consecutively
in such fashion as shall be determined by the Certificate Registrar. The Certificates shall become
due and payable (not subject to right of prior redemption) on December 30 of the years and in the
amounts and bearing interest at the rates percent per annum as follows:
YEAR AMOUNT($) RATE(%)
2005 50,000
2006 65,000
2007 75,000
2008 85,000
2009 90,000
2010 95,000
2011 95,000
2012 95,000
Each Certificate shall bear interest from the later of its Dated Date or from the most recent
interest payment date to which interest has been paid or duly provided for, until the principal
amount of such Certificate is paid or duly provided for, such interest(computed upon the basis of
a 360-day year of twelve 30-day months) being payable on June 30 and December 30 of each
year, commencing on June 30, 2005. Interest on each Certificate shall be paid by check or draft
of the Certificate Registrar, payable upon presentation thereof in lawful money of the United
States of America, to the person in whose name such Certificate is registered at the close of
business on the applicable Record Date, and mailed to the registered owner of the Certificate at
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the address as shown in the Certificate Registrar or at such other address furnished in writing by
such registered owner, or as otherwise may be agreed with the Depository for so long as the
Depository or its nominee is the registered owner as of a given Record Date. The principal of
the Certificates shall be payable in lawful money of the United States of America upon
presentation thereof at the office maintained for such purpose of the Certificate Registrar as
currently maintained, as may be relocated from time to time, or at successor Certificate Registrar
and locality.
Section 7. Book Entry Provisions. The Certificates shall be initially issued in the form
of a separate single fully registered Certificate for each of the maturities of the Certificates.
Upon initial issuance, the ownership of each such Certificate shall be registered in the Certificate
Register in the name of the Depository or a designee or nominee of the Depository (such
depository or nominee being the "Book Entry Owner"). Except as otherwise expressly provided,
all of the outstanding Certificates from time to time shall be registered in the Certificate Register
in the name of the Book Entry Owner (and accordingly in Book Entry Form as such term is used
in this Ordinance). Any City officer, as representative of the City, is hereby authorized,
empowered, and directed to execute and deliver or to utilize a previously executed and delivered
Letter of Representations or Blanket Letter of Representations (either being the "Letter of
Representations") substantially in the form common in the industry, or with such changes
therein as any officer executing the Letter of Representations on behalf of the City shall approve,
his or her execution thereof to constitute conclusive evidence of approval of such changes, as
shall be necessary to effectuate Book Entry Form. Without limiting the generality of the
authority given with respect to entering into such Letter of Representations, it may contain
provisions relating to (a)payment procedures, (b) transfers of the Certificates or of beneficial
interests therein, (c)redemption notices and procedures unique to the Depository, (d) additional
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notices or communications, and (e) amendment from time to time to conform with changing
customs and practices with respect to securities industry transfer and payment practices. With
respect to Certificates registered in the Certificate Register in the name of the Book Entry
Owner, none of the City, any of its financial officers, or the Certificate Registrar shall have any
responsibility or obligation to any broker-dealer,bank, or other financial institution for which the
Depository holds Certificates from time to time as securities depository (each such broker-dealer,
bank, or other financial institution being referred to herein as a "Depository Participant") or to
any person on behalf of whom such a Depository Participant holds an interest in the Certificates.
Without limiting the meaning of the immediately preceding sentence, the City, any of its
financial officers, and the Certificate Registrar shall have no responsibility or obligation with
respect to (a) the accuracy of the records of the Depository, the Book Entry Owner, or any
Depository Participant with respect to any ownership interest in the Certificates, (b)the delivery
to any Depository Participant or any other person, other than a registered owner of a Certificate
as shown in the Certificate Register or as otherwise expressly provided in the Letter of
Representations, of any notice with respect to the Certificates, including any notice of
redemption, or (c) the payment to any Depository Participant or any other person, other than a
registered owner of a Certificate as shown in the Certificate Register, of any amount with respect
to principal of or interest on the Certificates. No person other than a registered owner of a
Certificate as shown in the Certificate Register shall receive a certificate with respect to any
Certificate. In the event that (a) the City determines that the Depository is incapable of
discharging its responsibilities described herein and in the Letter of Representations, (b) the
agreement among the City, the Certificate Registrar, and the Depository evidenced by the Letter
of Representations shall be terminated for any reason, or (c) the City determines that it is in the
best interests of the City or of the beneficial owners of the Certificates either that they be able to
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obtain certificated Certificates or that another depository is preferable, the City shall notify the
Depository, and the Depository shall notify the Depository Participants, of the availability of
physical Certificates; and the Certificates shall no longer be restricted to being registered in the
Certificate Register in the name of the Book Entry Owner. Alternatively, at such time, the City
may determine that the Certificates shall be registered in the name of and deposited with a
successor depository operating a system accommodating Book Entry Form, as may be acceptable
to the City, or such depository's agent or designee, but if the City does not select such alternate
book entry system, then the Certificates shall be registered in whatever name or names registered
owners of Certificates transferring or exchanging Certificates shall designate, in accordance with
the provisions of this Ordinance.
Section 8. Execution; Authentication. The Certificates shall be executed on behalf of
the City by the manual or facsimile signature of its Mayor and attested by the manual or
facsimile signature of its Clerk, as they may determine, and shall have impressed or imprinted
thereon the corporate seal or facsimile thereof of the City. In case any such officer whose
signature shall appear on any Certificate shall cease to be such officer before the delivery of such
Certificate, such signature shall nevertheless be valid and sufficient for all purposes, the same as
if such officer had remained in office until delivery. All Certificates shall have thereon a
certificate of authentication, substantially in the form hereinafter set forth, duly executed by the
Certificate Registrar as authenticating agent of the City and showing the date of authentication.
No Certificate shall be valid or obligatory for any purpose or be entitled to any security or
benefit under this Ordinance unless and until such certificate of authentication shall have been
duly executed by the Certificate Registrar by manual signature, and such certificate of
authentication upon any such Certificate shall be conclusive evidence that such Certificate has
been authenticated and delivered under this Ordinance. The certificate of authentication on any
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Certificate shall be deemed to have been executed by it if signed by an authorized officer of the
Certificate Registrar, but it shall not be necessary that the same officer sign the certificate of
authentication on all of the Certificates issued hereunder.
Section 9. Registration of Certificates; Persons Treated as Owners. The City shall
cause books (the "Certificate Register" as herein defined) for the registration and for the transfer
of the Certificates as provided in this Ordinance to be kept at the office maintained for such
purpose by the Certificate Registrar, which is hereby constituted and appointed the registrar of
the City for the Certificates. The City is authorized to prepare, and the Certificate Registrar or
such other agent as the City may designate shall keep custody of, multiple Certificate blanks
executed by the City for use in the transfer and exchange of Certificates. Subject to the
provisions of this Ordinance relating to the Certificates in Book Entry Form, any Certificate may
be transferred or exchanged,but only in the manner, subject to the limitations, and upon payment
of the charges as set forth in this Ordinance. Upon surrender for transfer or exchange of any
Certificate at the office of the Certificate Registrar maintained for the purpose, duly endorsed by
or accompanied by a written instrument or instruments of transfer or exchange in form
satisfactory to the Certificate Registrar and duly executed by the registered owner or an attorney
for such owner duly authorized in writing, the City shall execute and the Certificate Registrar
shall authenticate, date, and deliver in the name of the transferee or transferees or, in the case of
an exchange, the registered owner, a new fully registered Certificate or Certificates of like tenor,
of the same maturity, bearing the same interest rate, of authorized denominations, for a like
aggregate principal amount. The Certificate Registrar shall not be required to transfer or
exchange any Certificate during the period from the close of business on the Record Date for an
interest payment to the opening of business on such interest payment date. The execution by the
City of any fully registered Certificate shall constitute full and due authorization of such
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Certificate; and the Certificate Registrar shall thereby be authorized to authenticate, date, and
deliver such Certificate;provided, however, the principal amount of Certificates of each maturity
authenticated by the Certificate Registrar shall not at any one time exceed the authorized
principal amount of Certificates for such maturity less the amount of such Certificates which
have been paid. The person in whose name any Certificate shall be registered shall be deemed
and regarded as the absolute owner thereof for all purposes, and payment of the principal of or
interest on any Certificate shall be made only to or upon the order of the registered owner thereof
or his legal representative. All such payments shall be valid and effectual to satisfy and
discharge the liability upon such Certificate to the extent of the sum or sums so paid. No service
charge shall be made to any registered owner of Certificates for any transfer or exchange of
Certificates, but the City or the Certificate Registrar may require payment of a sum sufficient to
cover any tax or other governmental charge that may be imposed in connection with any transfer
or exchange of Certificates.
Section 10. Form of Certificate. The Certificates shall be in substantially the form
hereinafter set forth;provided, however, that if the text of the Certificates is to be printed in its
entirety on the front side of the Certificates, then the second paragraph on the front side and the
legend "See Reverse Side for Additional Provisions" shall be omitted and the text of paragraphs
set forth for the reverse side shall be inserted immediately after the first paragraph.
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[FORM OF CERTIFICATE-FRONT SIDE]
REGISTERED REGISTERED
No. $
UNITED STATES OF AMERICA
STATE OF ILLINOIS
COUNTY OF KENDALL
UNITED CITY OF YORKVILLE
DEBT CERTIFICATE, SERIES 2004C
See Reverse Side for
Additional Provisions.
Interest Maturity Dated
Rate: Date: December 30, 20, Date: July 15, 2004 CUSIP:
Registered Owner: CEDE&Co.
Principal Amount: Dollars
KNOW ALL PERSONS BY THESE PRESENTS that the United City of Yorkville, Kendall
County, Illinois, a municipality and political subdivision of the State of Illinois (the "City"),
hereby acknowledges itself to owe and for value received promises to pay from the source and as
hereinafter provided to the Registered Owner identified above, or registered assigns, on the
Maturity Date identified above (not subject to right of prior redemption), the Principal Amount
identified above and to pay interest (computed on the basis of a 360-day year of twelve 30-day
months) on such Principal Amount from the later of the Dated Date of this Certificate identified
above or from the most recent interest payment date to which interest has been paid or duly
provided for, at the Interest Rate per annum identified above, such interest to be payable on
June 30 and December 30 of each year, commencing June 30,2005, until said Principal Amount
is paid or duly provided for. The principal of this Certificate is payable in lawful money of the
United States of America upon presentation hereof at the office maintained for such purpose of
BNY Midwest Trust Company, Chicago, Illinois, as paying agent and registrar (the "Certificate
Registrar"). Payment of interest shall be made to the Registered Owner hereof as shown on the
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registration books of the City maintained by the Certificate Registrar at the close of business on
the applicable Record Date (the "Record Date"). The Record Date shall be the 15th day of the
month during any regular or other interest payment date occurring on the thirtieth day of any
month. Interest shall be paid by check or draft of the Certificate Registrar, payable upon
presentation in lawful money of the United States of America, mailed to the address of such
Registered Owner as it appears on such registration books or at such other address furnished in
writing by such Registered Owner to the Certificate Registrar,or as otherwise agreed by the City
and the Certificate Registrar and a qualified securities clearing corporation as depository, or
nominee,for so long as this Certificate shall be in Book Entry Form as provided for same.
Reference is hereby made to the further provisions of this Certificate set forth on the
reverse hereof, and such further provisions shall for all purposes have the same effect as if set
forth at this place.
It is hereby certified and recited that all conditions, acts, and things required by the
Constitution and Laws of the State of Illinois to exist or to be done precedent to and in the
issuance of this Certificate, including Applicable Law as defined herein, have existed and have
been properly done, happened, and been performed in regular and due form and time as required
by law; that the obligation to make payments due hereon are a lawful direct general obligation of
the City payable from the corporate funds of the City and such other sources of payment as are
otherwise lawfully available; that the total amount due under the Agreement, represented by the
Certificates, together with all other indebtedness of the City, is within all statutory and
constitutional debt limitations; and that the City shall appropriate funds annually and in a timely
manner so as to provide for the making of all payments hereon when due. THE OWNER OF THIS
CERTIFICATE ACKNOWLEDGES THAT THERE IS NO STATUTORY AUTHORITY FOR THE LEVY OF A
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SEPARATE TAX IN ADDITION TO OTHER TAXES OF THE CITY OR THE LEVY OF A SPECIAL TAX
UNLIMITED AS TO RATE OR AMOUNT TO PAY ANY OF THE AMOUNTS DUE HEREUNDER.
This Certificate shall not be valid or become obligatory for any purpose until the
certificate of authentication hereon shall have been signed by the Certificate Registrar.
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IN WITNESS WHEREOF the United City of Yorkville, Kendall County, Illinois, by its City
Council, has caused this Certificate to be executed by the manual or duly authorized facsimile
signature of its Mayor and attested by the manual or duly authorized facsimile signature of its
City Clerk and its corporate seal or a facsimile thereof to be impressed or reproduced hereon, all
as appearing hereon and as of the Dated Date identified above.
Mayor,United City of Yorkville
Kendall County, Illinois
ATTEST:
City Clerk,United City of Yorkville
Kendall County,Illinois
[SEAL]
Date of Authentication:
CERTIFICATE Certificate Registrar and Paying Agent:
OF BNY Midwest Trust Company,
AUTHENTICATION Chicago,Illinois
This Certificate is one of the
Certificates described in the within-
mentioned Ordinance and is one of the
Debt Certificates, Series 2004C, having a
Dated Date of July 15, 2004, of the United
City of Yorkville, Kendall County, Illinois.
BNY MIDWEST TRUST COMPANY,
as Certificate Registrar
By
Authorized Officer
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[FORM OF CERTIFICATE-REVERSE SIDE]
This Certificate is one of a series (the "Certificates") in the aggregate principal amount
of$650,000 issued by the City for the purpose of providing funds to pay part of the cost of the
Project and Related Expenses, all as described and defined in the ordinance authorizing the
Certificates (the "Ordinance"), pursuant to and in all respects in compliance with the applicable
provisions of the Illinois Municipal Code, as supplemented and amended, and in particular as
supplemented by the Local Government Debt Reform Act of the State of Illinois, as amended,
and the other Omnibus Bond Acts of the State of Illinois ("Applicable Law"), and with the
Ordinance, which has been duly passed by the City Council of the City on the 13th day of July,
2004, and approved by the Mayor, in all respects as by law required. The Certificates issued by
the City in connection with the Project have been issued in evidence of the indebtedness incurred
pursuant to a certain Installment Purchase Agreement (the "Agreement"), dated as of the 15th
day of July, 2004, entered into by and between the City and its City Treasurer, as
Seller-Nominee, to which reference is hereby expressly made for further definitions and terms
and to all the provisions of which the holder by the acceptance of this certificate assents.
This Certificate is subject to provisions relating to registration, transfer, and exchange;
and such other terms and provisions relating to security and payment as are set forth in the
Ordinance; to which reference is hereby expressly made; and to all the terms of which the
registered owner hereof is hereby notified and shall be subject.
The City and the Certificate Registrar may deem and treat the Registered Owner hereof
as the absolute owner hereof for the purpose of receiving payment of or on account of principal
hereof and interest due hereon and for all other purposes, and neither the City nor the Certificate
Registrar shall be affected by any notice to the contrary.
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r -
•
ASSIGNMENT
FOR VALUE RECEIVED, the undersigned sells, assigns and transfers unto
[Here insert identifying number such as
TID, SSN, or other]
(Name and Address of Assignee)
ill
the within Certificate and does hereby irrevocably constitute and appoint
as attorney to transfer the said Certificate on the books kept for registration thereof with full
power of substitution in the premises.
Dated:
a
Signature guaranteed:
NOTICE: The signature to this assignment must correspond with the name of the Registered
Owner as it appears upon the face of the within Certificate in every particular,
without alteration or or enlargementchange whatever.
g any
Section 11. Sale of Certificates; Official Statement. The Certificates shall be executed
with
the passage hereof as maybe, shall be deposited
as in this Ordinance provided as soon after h p g
Treasurer of the City, and shall thereupon be delivered to the Purchaser upon payment of the
Purchase Price, plus accrued interest to date of delivery. The contract for the sale of the
Certificates to the Purchaser (the "Purchase Contract"), as evidenced by a Preliminary Term
Sheet and executed Official Bid Form, in forms as submitted to and presented to the Corporate
Authorities at this meeting, and as executed by the Purchaser, is hereby in all respects approved
and confirmed, and the officer(s) of the City designated in the Official Bid Form are authorized
and directed to execute the Official Bid Form on behalf of the City, it being hereby declared that,
to the best of the knowledge and belief of the members of the Corporate Authorities, after due
inquiry, no person holding any office of the City, either by election or appointment, is in any
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manner financially interested, either directly in his or her own name or indirectly in the name of
any other person, association, trust or corporation, in the Purchase Contract for the sale of the
Certificates to the Purchaser.
Section 12. Creation of Funds and Appropriations.
A. There is hereby created the "Debt Certificates, Series 2004C, Certificate Fund"
(the "Certificate Fund"), which shall be the fund for the payment of the principal of and interest
on the Certificates. Accrued interest, if any, received upon delivery of the Certificates shall be
deposited into the Certificate Fund and be applied to pay the first interest coming due on the
Certificates. Funds lawfully available for the purpose shall be deposited into the Certificate
Fund and used solely and only for the purpose of paying the principal of and interest on the
Certificates. Interest income or investment profit earned in the Certificate Fund shall be retained
in the Certificate Fund for payment of the principal of or interest on the Certificates on the
interest payment date next after such interest or profit is received or, to the extent lawful and as
determined by the Corporate Authorities, transferred to such other fund as may be determined.
Moneys in the Certificate Fund shall be applied to pay interest when due and principal when due.
B. The amount necessary from the proceeds of the Certificates shall be used either to
pay expenses directly at the time of issuance of the Certificates or be deposited into a separate
fund, hereby created, designated the "Expense Fund," to be used to pay expenses of issuance of
the Certificates. Disbursements from such fund shall be made from time to time as necessary.
Moneys not disbursed from the Expense Fund within six (6) months shall be transferred by the
appropriate financial officers for deposit into the Project Fund, and any deficiencies in the
Expense Fund shall be paid by disbursement from the Project Fund.
C. The remaining proceeds of the Certificates and any premium received upon delivery
of the Certificates shall be deposited into the Project Fund (the "Project Fund"), hereby created.
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Moneys in the Project Fund shall be used to pay costs of the Project in accordance with the
following procedures:
1. Contracts ("Work Contracts") have been or shall be awarded, from time to
time, by the Corporate Authorities for the work on the Project; and the Corporate
Authorities represent and covenant that each Work Contract has been or will be let in
strict accordance with Applicable Law and the rules and procedures of the City for same.
2. By paragraph 3 of this Section of this Ordinance, as follows, or pursuant to
ordinance or resolution to be duly adopted, the Corporate Authorities shall identify all or
a designated portion of each Work Contract to the Agreement. This Ordinance and any
such further ordinance or resolution shall be filed of record with the Clerk and the
Treasurer. The adoption and filing of any such ordinance or resolution and the Work
Contracts with such officers shall constitute authority for the officer or officers of the
City to make disbursements from the Project Fund to pay amounts due under such Work
Contracts from time to time, upon such further resolutions, orders, vouchers, warrants, or
other proceedings as are required under Applicable Law and the rules and procedures of
the City for same. No action need be taken by or with respect to the contractors under the
Work Contracts as, pursuant to the Installment Purchase Provisions of the Debt Reform
Act, the Treasurer acts as Nominee-Seller of the Project for all purposes, enabling the
issuance of the Certificates. Funds on deposit in the Project Fund shall be invested by the
appropriate officers of the City in any lawful manner. Investment earnings shall first be
reserved and transferred to such other account as and to the extent necessary to pay any
"excess arbitrage profits" or "penalty in lieu of rebate" under Code Section 148 to
maintain the Tax-exempt status of the Certificates, and the remainder shall be retained in
the fund for costs of the Project. Within sixty (60) days after full depletion of the Project
-22-
Fund, the appropriate offices of the City shall certify to the Corporate Authorities the fact
of such depletion; and, upon approval of such certification by the Corporate Authorities,
the Project Fund shall be closed.
3. The following Work Contracts are hereby identified to the Agreement:
BRIEF DESCRIPTION NAME OF CONTRACT IDENTIFIED
OF WORK CONTRACT CONTRACTOR AMOUNT($) AMOUNT($)
The Work Contracts so identified are attached to this Ordinance as Exhibits A-1 through
A-
D. Alternatively to the creation of the funds described above, the appropriate officers
may allocate the Certificate Moneys or proceeds of the Certificates to one or more related funds
of the City already in existence and in accordance with good accounting practice; provided,
however, that this shall not relieve such officers of the duty to account and invest the Certificate
Moneys and the proceeds of the Certificates, as herein provided, as if such funds had in fact been
created.
Section 13. General Tax Covenants. The City hereby covenants that it will not take any
action, omit to take any action, or permit the taking or omission of any action, within its control
-23-
(including, without limitation, making or permitting any use of the proceeds of the Certificates)
if taking, permitting, or omitting to take such action would cause any of the Certificates to be an
arbitrage bond or a private activity bond within the meaning of the Code or would otherwise
cause the interest on the Certificates to be included in the gross income of the recipients thereof
for federal income tax purposes. The City acknowledges that, in the event of an examination by
the Internal Revenue Service of the exemption from Federal income taxation for interest paid on
the Certificates, under present rules,the City is treated as the"taxpayer" in such examination and
agrees that it will respond in a commercially reasonable manner to any inquiries from the
Internal Revenue Service in connection with such an examination. In furtherance of the
foregoing provisions, but without limiting their generality, the City agrees: (a) through its
officers, to make such further specific covenants, representations as shall be truthful, and
assurances as may be necessary or advisable; (b) to comply with all representations, covenants,
and assurances contained in certificates or agreements as may be prepared by counsel approving
the Certificates; (c) to consult with such counsel and to comply with such advice as may be
given; (d) to file such forms, statements, and supporting documents as may be required and in a
timely manner; and (e) if deemed necessary or advisable by its officers, to employ and pay fiscal
agents,financial advisors, attorneys, and other persons to assist the City in such compliance.
Section 14. Certain Specific Tax Covenants.
A. None of the Certificates shall be a "private activity bond" as defined in
Section 141(a) of the Code; and the City certifies,represents, and covenants as follows:
(1) Not more than 5% of the net sale proceeds of the Certificates is to be used,
directly or indirectly, in any trade or business carried on by any person other than a state
or local governmental unit.
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(2) Not more than 5% of the amounts necessary to pay the principal of and
interest on the Certificates will be derived, directly or indirectly, from payments with
respect to any private business use by any person other than a state or local governmental
unit.
(3) None of the proceeds of the Certificates is to be used, directly or indirectly,
to make or finance loans to persons other than a state or local governmental unit.
(4) No user of the infrastructure of the City to be improved as part of the
Project, other than the City or another governmental unit, will use the same on any basis
other than the same basis as the general public; and no person, other than the City or
another governmental unit, will be a user of such infrastructure as a result of (i)
ownership or (ii) actual or beneficial use pursuant to a lease, a management or incentive
payment contract other than as expressly permitted by the Code, or (iii) any other
arrangement.
B. The Certificates shall not be "arbitrage bonds" under Section 148 of the Code; and
the City certifies,represents, and covenants as follows:
(1) With respect to the Project, the City has heretofore incurred or within six
months after delivery of the Certificates expects to incur substantial binding obligations
to be paid for with money received from the sale of the Certificates, said binding
obligations comprising binding contracts for the Project in not less than the amount of 5%
of the net sale proceeds of the Certificates.
(2) More than 85% of the proceeds of the Certificates will be expended on or
before three years from the date hereof for the purpose of paying the costs of the Project.
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(3) All of the principal proceeds of the Certificates and investment earnings
thereon will be used, needed, and expended for the purpose of paying the costs of the
Project, including expenses incidental thereto.
(4) Work on the Project is expected to proceed with due diligence to
completion.
(5) Except for the Certificate Fund, the City has not created or established and
will not create or establish any sinking fund, reserve fund, or any other similar fund to
provide for the payment of the Certificates. The Certificate Fund has been established
and will be funded in a manner primarily to achieve a proper matching of revenues and
debt service and will be depleted at least annually to an amount not in excess of 1/12th
the particular annual debt service on the Certificates. Money deposited into the
Certificate Fund will be spent within a 13-month period beginning on the date of deposit,
and investment earnings in the Certificate Fund willbe spent or withdrawn from the
Certificate Fund within a one-year period beginning on the date of receipt.
(6) Amounts of money related to the Certificates required to be invested at a
yield not materially higher than the yield on the Certificates, as determined pursuant to
such tax certifications or agreements as the City officers may make in connection with
the issuance of the Certificates, shall be so invested; and appropriate City officers are
hereby authorized and directed to make such investments.
(7) The City has not been notified of any disqualification or proposed
disqualification of it by the Commissioner of the Internal Revenue Service as a bond
issuer which may certify bond issues under Treasury Regulations permitting such
certifications.
-26-
(8) Unless an applicable exception to Section 148(f) of the Code, relating to the
rebate of "excess arbitrage profits" to the United States Treasury (the "Rebate
Requirement") is available to the City,the City will meet the Rebate Requirement.
(9) Relating to applicable exceptions, any City officer charged with issuing the
Certificates is hereby authorized to make such elections under the Code as such officer
shall deem reasonable and in the best interests of the City. If such election may result in
a "penalty in lieu of rebate" as provided in the Code, and such penalty is incurred (the
"Penalty"), then the City shall pay such Penalty.
(10) The officers of the City shall cause to be established, at such time and in
such manner as they may deem necessary or appropriate hereunder, a "Debt Certificates,
Series 2004C Rebate [or Penalty, if applicable] Fund" (the "Rebate Fund") for the
Certificates, and such officers shall further, not less frequently than annually, cause to be
transferred to the Rebate Fund the amount determined to be the accrued liability under
the Rebate Requirement or Penalty. Said officers shall cause to be paid to the United
States Treasury, without further order or direction from the Corporate Authorities, from
time to time as required, amounts sufficient to meet the Rebate Requirement or to pay the
Penalty.
(11) Interest earnings in the Project Fund and the Certificate Fund are hereby
authorized to be transferred, without further order or direction from the Corporate
Authorities, from time to time as required, to the Rebate Fund for the purposes herein
provided; and proceeds of the Certificates and other funds of the City are also hereby
authorized to be used to meet the Rebate Requirement or to pay the Penalty but only if
necessary after application of investment earnings as aforesaid and only as appropriated
by the Corporate Authorities.
-27-
C. None of the proceeds of the Certificates will be used to pay, directly or indirectly, in
whole or in part, for an expenditure that has been paid by the City prior to the date hereof except
architectural or engineering costs incurred prior to commencement of any of the Project or
expenditures for which an intent to reimburse has been properly declared under Treasury
Regulations Section 1.103-18. This Ordinance is in itself a declaration of official intent under
Treasury Regulations Section 1.103-18 as to all costs of the Project paid after 60 days prior to the
date hereof and up to the issuance of the Certificates.
D. The City reserves the right to use or invest moneys in connection with the
Certificates in any manner, or to make changes in the Project list, or to use the City infrastructure
acquired, constructed, or improved as part of the Project in any manner, notwithstanding the
representations and covenants in Sections 13 and 14 herein, provided it shall first have received
an opinion from an attorney or a firm of attorneys generally acceptable to purchasers of Tax-
exempt bonds to the effect that use or investment of such moneys or the changes in or use of
such infrastructure as contemplated is authorized under Applicable Law and this Ordinance and
will not result in loss or impairment of Tax-exempt status for the Certificates.
E. Prior to the date hereof in the current calendar year, no obligations that constitute
"qualified tax-exempt obligations" for the purposes and within the meaning of Section 265(b)(3)
of the Code have been issued by any of the following: (i) the City; (ii) an entity issuing
obligations on behalf of the City; and (iii) any member of the same Controlled Group as the City
or the same Controlled Group as an entity issuing obligations on behalf of the City.
Section 15. Pertaining to the Certificate Registrar. If requested by the Certificate
Registrar, any officer of the City is authorized to execute a standard form of agreement between
the City and the Certificate Registrar with respect to the obligations and duties of the Certificate
Registrar under this Ordinance. In addition to the terms of such agreement and subject to
-28-
•
modification thereby, the Certificate Registrar by acceptance of duties under this Ordinance
agrees (a) to act as registrar, paying agent, authenticating agent, and transfer agent as provided
herein; (b) to maintain a list of Certificateholders as set forth herein and to furnish such list to the
City upon request, but otherwise to keep such list confidential to the extent permitted by law;
(c) to cancel and/or destroy Certificates which have been paid at maturity or submitted for
exchange or transfer; (d) to furnish the City at least annually a certificate with respect to
Certificates cancelled and/or destroyed; and (e) to furnish the City at least annually an audit
confirmation of Certificates paid, Certificates outstanding and payments made with respect to
interest on the Certificates. The City covenants with respect to the Certificate Registrar, and the
Certificate Registrar further covenants and agrees as follows:
A. The City shall at all times retain a Certificate Registrar with respect to the
Certificates; it will maintain at the designated office(s) of such Certificate Registrar a place or
places where Certificates may be presented for payment, registration, transfer, or exchange; and
it will require that the Certificate Registrar properly maintain the Certificate Register and
perform the other duties and obligations imposed upon it by this Ordinance in a manner
consistent with the standards, customs, and practices of the municipal securities industry.
B. The Certificate Registrar shall signify its acceptance of the duties and obligations
imposed upon it by this Ordinance by executing the certificate of authentication on any
Certificate, and by such execution the Certificate Registrar shall be deemed to have certified to
the City that it has all requisite power to accept and has accepted such duties and obligations not
only with respect to the Certificate so authenticated but with respect to all the Certificates. Any
Certificate Registrar shall be the agent of the City and shall not be liable in connection with the
performance of its duties except for its own negligence or willful wrongdoing. Any Certificate
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Registrar shall, however, be responsible for any representation in its certificate of authentication
on Certificates.
C. The City may remove the Certificate Registrar at any time. In case at any time the
Certificate Registrar shall resign, shall be removed, shall become incapable of acting, or shall be
adjudicated a bankrupt or insolvent, or if a receiver, liquidator, or conservator of the Certificate
Registrar or of the property thereof shall be appointed, or if any public officer shall take charge
or control of the Certificate Registrar or of the property or affairs thereof, the City covenants and
agrees that it will thereupon appoint a successor Certificate Registrar. The City shall give notice
of any such appointment made by it to each registered owner of any Certificate within twenty
days after such appointment in the same manner. Any Certificate Registrar appointed under the
provisions of this Section shall be a bank, trust company, or national banking association
maintaining its principal corporate trust office in Illinois and having capital and surplus and
undivided profits in excess of$100,000,000. The City Clerk is hereby directed to file a certified
copy of this Ordinance with the Certificate Registrar and the Certificate Registrar.
Section 16. Municipal Bond Insurance. In the event the payment of principal of and
interest on the Certificates is insured pursuant to a municipal bond insurance policy (a
"Municipal Bond Insurance Policy") issued by a bond insurer (a "Bond Insurer"), and as long
as such Municipal Bond Insurance Policy shall be in full force and effect, the City and the
Certificate Registrar agree to comply with such usual and reasonable provisions regarding
presentment and payment of the Certificates, subrogation of the rights of the Certificateholders to
the Bond Insurer when holding Certificates, amendment hereof, or other terms, as approved by
the Mayor on advice of counsel,his or her approval to constitute full and complete acceptance by
the City of such terms and provisions under authority of this section.
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Section 17. Defeasance. Any Certificate or Certificates which (a) are paid and
cancelled, (b) which have matured and for which sufficient sums been deposited with the
Certificate Registrar to pay all principal and interest due thereon, or (c) for which sufficient
United States of America dollars and direct United States Treasury obligations have been
deposited with the Certificate Registrar or similar institution to pay, taking into account
investment earnings on such obligations, all principal of and interest on (and redemption
premium, if any, on) such Certificate or Certificates when due at maturity or as called for
redemption, if applicable, pursuant to an irrevocable escrow or trust agreement, shall cease to
have any lien on or right to receive or be paid from the Certificate Moneys hereunder and shall
no longer have the benefits of any covenant for the registered owners of outstanding Certificates
as set forth herein as such relates to lien and security of the outstanding Certificates. All
covenants relative to the Tax-exempt status of the Certificates; and payment, registration,
transfer, and exchange; are expressly continued for all Certificates whether outstanding
Certificates or not.
-31-
Section 18. Superseder and Effective Date. All ordinances, resolutions, and orders, or
parts thereof, in conflict herewith, are to the extent of such conflict hereby superseded; and this
Ordinance shall be in full force and effect upon its passage and approval as provided by law.
ADOPTED by the Corporate Authorities on the 13th day of July, 2004, pursuant to a roll
call vote as follows:
PAUL JAMES MARTY MUNNS
RICHARD STICKA WANDA OHARE
VALERIE BURD ROSE SPEARS
LARRY KOT JOSEPH BESCO
APPROVED by me, as Mayor of the United City of Yorkville,Kendall County, Illinois,the
13th day of July, 2004.
MAYOR
PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois, the
13th day of July, 2004.
Attest:
CITY CLERK
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EXTRACT OF MINUTES of the regular public meeting of the City
Council of the United City of Yorkville, Kendall County, Illinois,
held in the City Council Chambers of the City Building, located at
800 Game Farm Road, in said City, at 7:00 p.m., on the 13th day
of July, 2004.
The Mayor called the meeting to order and directed the City Clerk to call the roll.
Upon the roll being called, the Mayor, Arthur F. Prochaska, Jr., and the following
Aldermen answered present at said location:
The following were absent: .
The Corporate Authorities then discussed the proposed financing of street and road
improvements within the City.
Thereupon, Alderman presented, and there was placed before each
Alderman in full the following ordinance:
AN ORDINANCE of the United City of Yorkville, Kendall County,
Illinois, authorizing and providing for an Installment Purchase
Agreement for the purpose of paying a part of the cost of making
street and road improvements within the City, and authorizing and
providing for the issue of $650,000 Debt Certificates,
Series 2004C, evidencing the rights to payment under such
Agreement, prescribing the details of the Agreement and
Certificates, and providing for the security for and means of
payment under the Agreement of the Certificates.
(the "Certificate Ordinance").
Alderman moved and Alderman seconded the motion that the
Certificate Ordinance as presented be adopted.
A Board discussion of the matter followed. During the Board discussion,
gave a public recital of the nature of the matter,
which included a complete reading of the title of the Certificate Ordinance, a complete reading of
the table of contents contained therein, and a brief commentary on each entry in the table of
contents.
The Mayor directed that the roll be called for a vote upon the motion to adopt the
Certificate Ordinance.
Upon the roll being called,the following Aldermen voted AYE:
•
and the following Aldermen voted NAY:
WHEREUPON the Mayor declared the motion carried and the Certificate Ordinance
adopted and did direct the City Clerk to record the same in full in the records of the City Council
of the United City of Yorkville, Kendall County,Illinois.
Other business was duly transacted at said meeting.
-2-
Upon motion duly made and carried, the meeting adjourned.
City Clerk
-3-
STATE OF ILLINOIS )
) SS
COUNTY OF KENDALL )
CERTIFICATION OF MINUTES AND ORDINANCE
I, the undersigned, do hereby certify that I am the duly qualified and acting City Clerk of
the United City of Yorkville, Kendall County, Illinois (the "City"), and as such official I am the
keeper of the official journal of proceedings,books,records, minutes, and files of the City and of
the City Council (the "Corporate Authorities") thereof.
I do further certify that the foregoing is a full, true, and complete transcript of that portion
of the minutes of the meeting (the "Meeting") of the Corporate Authorities held on the 13th day
of July, 2004 insofar as the same relates to the adoption of an ordinance, numbered 2004-_, and
entitled:
AN ORDINANCE of the United City of Yorkville, Kendall County,
Illinois, authorizing and providing for an Installment Purchase
Agreement for the purpose of paying a part of the cost of making
street and road improvements within the City, and authorizing and
providing for the issue of $650,000 Debt Certificates,
Series 2004C, evidencing the rights to payment under such
Agreement, prescribing the details of the Agreement and
Certificates, and providing for the security for and means of
payment of the Certificates.
(the "Ordinance") a true, correct, and complete copy of which Ordinance as adopted at the
Meeting appears in the foregoing transcript of the minutes of the meeting.
I do further certify that the deliberations of the Corporate Authorities on the adoption of
the Ordinance were taken openly; that the vote on the adoption of the Ordinance was taken
openly; that the Meeting was held at a specified time and place convenient to the public; that
notice of the Meeting was duly given to all newspapers, radio or television stations, and other
news media requesting such notice; that an agenda for the Meeting was posted at the location
where the Meeting was held and at the principal office of the Corporate Authorities by at least
5:00 p.m. on Friday, July 9, 2004; a true, correct and complete copy of said agenda is attached
hereto as Exhibit A; and that the Meeting was called and held in strict compliance with the
provisions of the Open Meetings Act of the State of Illinois, as amended, and the Illinois
Municipal Code, as amended, and that the Corporate Authorities have complied with all of the
provisions of said Act and said Code and with all of the procedural rules of the Corporate
Authorities in the adoption of the Ordinance.
IN WITNESS WHEREOF I hereunto affix my official signature and the seal of the City this
13th day of July, 2004.
City Clerk
[SEAL]
[Attach Agenda hereto as Exhibit A]
-2-
STATE OF ILLINOIS )
) SS
COUNTY OF KENDALL )
CERTIFICATE OF FILING
We, the undersigned, do hereby certify that we are, respectively, the duly qualified and
acting City Clerk and City Treasurer of the United City of Yorkville, Kendall County, Illinois
(the "City"), and as such officers we do hereby certify that on the 13th day of July, 2004 there
was filed with each of us, respectively, and placed on deposit in our respective records, a
properly certified copy of Ordinance Number 2004-_, passed by the City Council of the City,
on the 13th day of July, 2004, and approved by the Mayor, and entitled:
AN ORDINANCE of the United City of Yorkville, Kendall County,
Illinois, authorizing and providing for an Installment Purchase
Agreement for the purpose of paying a part of the cost of making
street and road improvements within the City, and authorizing and
providing for the issue of $650,000 Debt Certificates,
Series 2004C, evidencing the rights to payment under such
Agreement, prescribing the details of the Agreement and
Certificates, and providing for the security for and means of
payment under the Agreement of the Certificates.
and further, properly certified copy of each of the following "Work Contracts" as defined in the
Ordinance, enumerated as follows:
BRIEF DESCRIPTION NAME OF CONTRACT IDENTIFIED
OF WORK CONTRACT CONTRACTOR AMOUNT($) AMOUNT($)
and that the same have all been deposited in, and all as appears from, the official files and
records of our respective offices.
IN WITNESS WHEREOF we have hereunto affixed our official signatures and the seal of the
City, at Yorkville, Illinois, this day of 200_.
City Clerk
[SEAL]
City Treasurer
-2-
STRATEGIC
—MANAGEMENT -
CONSULTING, Inc.
A BUSINESS PARTNER OF THE PAR GROUP,LTP.
128 Naperville Road Telephone 630/655-1868
Clarendon Hills, Ill 60514 Fax 630/655-3868
Gregory T. Kuhn, Ph.D.
January 13, 2004
Mr.Tony Graff
City Administrator
United City of Yorkville
908 Game Farm Road
Yorkville, ILL 60560
RE:Strategic Planning,Performance Goals and Effectiveness RFP Response
Dear Mr. Graff:
Thank you for your invitation to meet with staff in late December to discuss the possibility of assisting the City
of Yorkville's elected officials and management team. I found the meeting to be very useful in understanding
the type of assistance the City is searching for to develop goals and explore techniques that will enhance the
City's aim of advancing performance in serving the community. I'm pleased to submit the enclosed Proposal
to conduct a Governing Board Effectiveness and Staff Performance Strategic Planning Engagement for the
United City of Yorkville.
The proposal outlines a multi-session project,with options,that culminates with a final workshop/retreat that
will bring the governing board and senior staff members together for a very effective series of discussions on
strategic goals,performance targets and policy direction for the city.While its tempting to try to accomplish a
organizational performance/strategic planning project in less time, experience has taught me that more than a
few hours of discussion is needed to allow each member the time and opportunity to listen and be heard and
to make sure staff's views and the community's views are heard and an implementation strategy is in place.
Please look over the proposal and give me a call to talk things through further. I hope it addresses the needs
and goals outlined in the RFP expressed to me during my meeting on December 29.
I appreciate the opportunity of being considered as a source to assist you in this important assignment. Please
feel free to contact me directly if you should have any questions or wish to arrange for a personal meeting.
Sincerely,
Gregory T.Kuhn, PhD.
President
CC: file
STRATEGIC
-MANAGEMENT-
CONSULTING, Inc.
strategic planning training team-building lrurrzan resources organizational analysis rnrfers-Briggs testing
STRATEGIC MANAGEMENT CONSULTING (SMC) was established in 1993 by Greg
Kuhn, Ph.D. with the mission of assisting quality-oriented public and not-for-profit
organizations in addressing special organizational needs. Dr. Kuhn, a management
consultant and former city manager has consulted to over 200 organizations in the
Midwest and around the Nation. He holds a Ph.D. in public administration,
organizational development and public policy at Northern Illinois University and is active
in teaching at the graduate and undergraduate level at NIU and Northwestern
University.
From evaluations of operations and measuring human resource effectiveness, to the
development of strategies and resources to achieve long-term organizational goals,
SMC's network of allied professionals are able to offer targeted professional assistance
to meet your objectives. By drawing on the talents of academicians and experienced
public management professionals with varied areas of expertise, Strategic Management
Consulting has the ability to match the proper skills with the particular needs of the
client.
The network of professionals that work with the firm are capable of providing
assistance to units of government, school districts and not-for-profit agencies in the
areas of strategic planning, training, human resource management, governing board
relations, organizational development and staffing. Members of SMC's network
represent over thirty years of collective training and experience in public management
as well as individual accomplishments in administration, teaching, consulting and
training.
Representative clients in Illinois include the Intergovernmental Risk Management
Agency, Village of Glenview, City of Charleston, Livingston County, Village of
LaGrange, Village of Northfield, City of Wheaton, Village of Wilmette, Village of Long
Grove, Village of Glendale Heights, Village of Western Springs, Village of Lake in the
Hills, and co-operative projects with the PAR Group, Ltd. of Chicago for the Illinois
Communities of North Chicago, Riverside, Downers Grove, Oak Brook, Montgomery
and Lemont as well as Auburn Hills, Michigan, Bethany, Oklahoma, Oak Park Heights,
Minnesota, Trotwood, Ohio, Dunn County, Wisconsin, Ft. Worth, Texas and others.
For additional information, or to inquire about specific services, please contact Greg
Kuhn at 630/655-1868 or gregk4@msn.com.
Assisting in the Achievement of Organizational Excellence
Gregory T. Kuhn
128 Naperville Road Clarendon Hills, Illinois 60514
630-655-1868
•
Statement of
Qualifications
Sample ApSlab*
Plannhg,Board Effectiveness,Performance and
Goal Idenbrcalim Workshops
. . . . . . . .
for the UnilBd City of Yorkville,
Illinois
Prepared by. Gregxy T. Kuhn,PhD.
Strategic Management Consulting Inc.A IiisurssPaherWrE4RGtzp
s Y `.t r~sm k'.a a� . '�^ a .� '' �.� k`a '. H : ��✓ �'"-i 5 s� Y 1: 'N r x:-
Clarendon Hills, Illinois
Phone 630-655-1868
Fax 630-655-3868
Strategic Management Consulting-Village of York-Mlle Proposal
United City of Yorkville
Statement of Qualifications
and
Model Governing Board Effectiveness/Strategic
Planning Workshop Outline
Description of Typical Discussion Phases
prepared by
Greg Kuhn, Ph.D.
STRATEGIC MANAGEMENT CONSULTING, Inc.
A Business Partner of the PAR Group
The Future
The future is not the result of choices among
Alternative paths offered by the present,
But a place that is created.
Created first in mind and will,
Created next in activity.
The future is not someplace we are going to,
But one we are creating.
The paths to it are not found but created,
And the activity of creating them,
Changes both the maker and the destination.
-John H. Schaar
2
Strategic.l-lana err?ent C3 stuitint;-X iila;e of 1'orkr,iiie Proposai
RESPONSE TO RFQ
The following proposal has been prepared at the request of the City of
Yorkville to conduct strategic planning and Council-staff discussion sessions for
the United City Council and management team. In response to the desires
expressed in your initial contact, Strategic Management Consulting is suggesting
a multi-session participative format for the planning session. The approach can
be tailored to your needs and overall goals for the exercise. In brief, a multi-
session approach, as suggested, is one way to enable the City Council to gain
insights in community views and opinions, governing body effectiveness, staff
insights, shared perspectives and consensus on the City Council's most critical
goals, objectives and organizational arrangements for both the near and long
term.
Participants: Mayor, Council Members, City Administrator and
Department Heads
Location: In an uninterrupted seminar room or training facility in the
general area of the City with sufficient seating and table space for
approximately 10-20persons. Dry erase boards, flip chart pads, break-out
rooms and open wall space on which to put data from the participants and
refreshment accommodations will also be required.
Dates: To Be Arranged by Mutual Agreement
Times: A multi-day format is recommended to allow sufficient time for
discussion and thoughtful exchanges of ideas and opinions from the
Groups involved, culminating in the City Council's 2 Session Workshop.
SESSION ONE 6:00 pm-9:30 pm Effective Leadership, Roles and the
Need for Goals Mayor and Council(TBA)
SESSION TWO 9:00 am-12:00 noon Department Head Review of
Operations, Goals and Upcoming Issues (TBA)
*OPTIONAL SESSION THREE 8:30 am -12 noon Business and Resident
Focus Group Sessions (TBA)
SESSION FOUR 9:00 am-3:00 pm Mayor-Council/Mgmt. Team
Strategic Planning Session Retreat (TBA)
(with appropriate breaks and scheduled for each day)
*INDICATES OPTIONAL SESSIONS
3
Strategic Ianag'nunf Consu fiug-L'iila,e of)';?rfi itie Propcsr<i
Facilitator: Greg Kuhn, Ph.D., founder and principal consultant for
Strategic Management Consulting will act as session facilitator. Dr. Kuhn
is a former city manager who now consults to local governments across
the country. Dr. Kuhn completed his doctoral studies mid-career with
emphases in Public Administration at the Local Government Level,
Organization Development and Public Policy at Northern Illinois
University. In addition to teaching other courses at NIU, Dr. Kuhn has
taught the graduate level Strategic Planning Course in NIU's MPA
program and has also taught a similar course for Northwestern
University's new MPPA graduate program. In total, Dr. Kuhn has over 21
years of public management experience as an administrator, consultant
and instructor.
A brief professional biography follows for Dr. Kuhn
4
Strategic;\Tana enie?zt C s1Li'i g +.'ilia e of lornrii'e Propos
Background Summary and Qualifications
Gregory T. Kuhn, Ph.D.
Greg Kuhn has over twenty-one years of combined experience in local government
administration, consulting and academics. He currently serves as Managing Vice-
President of the PAR Group and is the founder of Strategic Management Consulting
Services, Inc., a business partner of the PAR Group since 1993. Dr. Kuhn completed
the dissertation phase of his doctoral program at Northern Illinois University in 2001.
Dr. Kuhn's dissertation research was centered on governing board relations with city
and county managers with specific emphasis on accountability, goal-setting, Council
expectations and performance evaluation.
Dr. Kuhn's doctoral studies included emphases in public administration, urban
management, organizational behavior and development, and, public policy. Dr. Kuhn is
also the former Village Manager of the DuPage County community of Clarendon Hills,
Illinois. He has also served on the staff of the Center for Governmental Studies at
N.I.U.. as Asst. to the Village Manager in Skokie, Illinois, and, as a Senior Associate
with Korn/Ferry International specializing in public sector human resource management
and executive search.
Dr. Kuhn is a specialist in organizational & personnel studies, strategic planning,
governing-board relations, and training. Dr. Kuhn is a graduate of Marquette University
and holds a Master's Degree in Public Administration in addition to his doctorate from
Northern Illinois University. Dr. Kuhn is a member of the International City/County
Management Association, the Illinois City Management Association, American Society
of Public Administration and the American Society of Training and Development. He
has served as a guest speaker for several state and national associations including
ICMA, ILCMA, IAMMA, ASPA, ASTD, and other organizations. Dr. Kuhn serves as an
adjunct faculty member/instructor for Northern Illinois University's Division of Public
Administration for both graduate and undergraduate students in political science and
public administration and Northwestern University's new MPPA (Master's in Public
Policy and Administration) Program. Dr. Kuhn was awarded the 2000 Finklestein
Teaching Excellence Award on the basis of student and faculty reviews in the
Department of Political Science at NIU.
In addition to a number of current executive search projects with Tucson, Arizona, Ft.
Worth, Texas, Lee's Summit, Missouri, Morton Grove, Illinois, and other locales, Dr.
Kuhn has also served over 120 cities across the nation including cities as large as
Dallas and San Jose and as small as Bannockburn and West Dundee, Illinois. Locally,
Dr. Kuhn has completed management and leadership projects for communities such as
DesPlaines. Princeton, Wheeling, Skokie, Wilmette, Lake Forest, Highland Park,
Montgomery, LaGrange, Lemont, Oak Brook, Northfield, Batavia, Wheaton. Matteson
and Downers Grove. Illinois.
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Strategic\iazza e nen;Co,zsieltizfg-L'iltage 0rYo7 hrilte Proposal
Dr. Kuhn has conducted numerous strategic planning, training and team-building
workshops for Illinois and other Midwestern local governments and associations
including Northfield, Riverside, Wheaton, Glendale Heights, LaGrange, Barrington,
Hawthorn Woods, Long Grove, Wilmette, Lake in the Hills, Bannockburn and other
Illinois communities, Burlington and Mequon Wisconsin, the West Chicago Fire
Protection District, the Intergovernmental Risk Management Association, and other
agencies. Dr. Kuhn has also designed and implemented performance system
enhancement projects with Illinois communities including the Chicago suburbs of
Montgomery, Western Springs, LaGrange and the Carol Stream F.P.D. Dr. Kuhn is
also qualified to administer and apply the Myers-Briggs (MBTI) testing instrument and
offers assistance to organizations in its application and use.
Dr. Kuhn is married with two daughters ages 13 and 15 and is a native of Grand Ridge,
Illinois where he grew up on his family's 125 year old grain farm. He currently serves
as Vice-Chairman of the Clarendon Hills Plan Commission and Zoning Board of
Appeals and has served on a variety of local government committee's and task forces
for his community and church. His wife is a physician in Hinsdale, Illinois where she
specializes in Obstetrics & Gynecology. In addition to other interests, Dr. Kuhn is still
actively involved in managing parts of his family's century-old grain farm in LaSalle
County, Illinois
6
Strategic\4aatagetue7.t Corr uitir g-T'iita eor:.i,iile Proposa
INTRODUCTION :
OUR APPROACH TO STRATEGIC PLANNING AND
ELECTED OFFICIAL & MANAGEMENT TEAM
COMMUNICATIONS
What kind of services and programs are you providing? Where are you
now? Where are you headed? Where do you want to go? The answers to
these questions can change dramatically over time.
With a solid grounding in classic strategic planning technique and over a
decade of no-nonsense application, our experienced approach can help you get
"outside the box" to evaluate your organization's current position and the issues
you face. His operational, academic and facilitation experience can skillfully
guide you through the process to build consensus and set intelligent goals, and
bring you out on the other side with renewed vision, greater clarity, and a
roadmap to take your organization where you want to go.
The planning responsibility of elected leadership and senior management
in our communities includes conceiving and implementing an integrated public
policy strategy that results in effectiveness, efficiency, advancement and clear
direction for the entire organization.
For those in leadership positions, the major planning challenges are to
think strategically and gain an advantage in complex and crowded policy
environments. Strategic Planning helps link the leader's vision, with an overall
operational plan and departmental strategies to obtain multi-functional
commitments to implementation.
The purpose of a strategic plan is to focus on a direction and the path to
achieve necessary results for the organization.
The five key components of a strategic plan are:
• ❑ Vision
• ❑ Goals
• ❑ Strategies
• ❑ Outcomes
• ❑ Actions
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Strategic\4araage,hent Consult in g-Z'i:!a e of Y orki iiie Pr onoe 7
Why Do Strategic Planning and Goal Setting?
Community or customer-based focus groups, executive team retreats and
strategic planning sessions are not a new phenomenon for progressive
organizations. The value of such processes continues to be recognized by
policy boards and executive staffs in both private and public organizations. The
world in which we all operate continues to rapidly change and grow more
complicated. In turn, the challenges and choices that you face in establishing
policies, setting priorities and providing vital City services are likewise more
complex and challenging than ten years ago, five years ago--even two years
ago.
As the City's population dynamics evolve and change, City government
and the various services it provides will continue to evolve as a more
challenging electorate critiques critical public services that are needed or
desired.
Consider some of the trends within and beyond your borders: changing
demographics, value shifts, growth, economic development and re-development
needs, changing attitudes, tax limitations, demands for service, mandates,
economies of scale, technology changes and so forth. These are just a
representative sampling of the many factors that impact the how, what, when,
where and why's of operating the City in today's environment.
The fact is this--the needs and demands on the City Government and you
as its leaders and decision-makers far outstrip the available resources to tackle
all of them. The answer is not to throw up your hands and guide the City's
affairs issue by issue or crisis by crisis--but rather to set aside time to
methodically---"strategically" determine where it is you want to go as a City and
put in place the priorities and actions that will allow you to get there.
According to noted writer John Carver, governing board challenges are
not a problem of people so much as a problem of process. What makes the
difference between effective and ineffective Board's is the ability to get beyond
narrow issues to focus on the long-term vision, trends and critical functions of
the organization, and then communicating those visions to staff.
As Carver states, the heart of governance is setting priorities, making
policy, articulating the mission of the organization, and sustaining its
vision.
Board's need to commit themselves to effectiveness by learning to govern
not only the City's affairs, but to govern themselves and lead by setting
directions that are clear, concise and focused on a defined future. Responsible
stewardship and leadership is the essence of the considerable authority citizens
8
Strategic Managcanent Sancuitiag-[-'iiiage of 1'e,kaiile T i icsa`
place on their elected Board's. But the responsibility for effective governance
lies not with the citizenry, but rather with the governing board itself.
The session outlined below will introduce the Board and Staff to a variety
of concepts and techniques that can be employed to supplement current
practices, foster a sense of ownership, and boost overall effectiveness in setting
the course for the City Government in partnership with the community.
THE GOAL SETTING/STRATEGIC PLANNING PROCESS
Although the word "planning" appears in the description, it must be
emphasized at the outset that the end result of this process is not to create a
"plan" that sits on a bookshelf like a trophy, rather, the primary outcome is to
foster strategic thinking and communications among City Council members. The
end result of this session should be a viable listing of identified and prioritized
objectives that mesh with your overall vision of the City's near and long term
future.
Discussion Phases & Process
The following outline presents a detailed description of the discussion
phases that comprise the proposed multi-session strategic planning focus
groups and final workshop retreat. The format for the discussion sessions
outlined below is highly participative and interactive. The process employs a
group discussion approach called Nominal Group Technique where participants
are assured equal opportunities to speak and share opinions by the facilitator.
During the sessions, individuals will have an opportunity to generate and share
individual ideas, work together as a group and in small teams to develop ideas,
weigh alternatives, and further refine their thinking. As these ideas are shared
and debated, the group will be working steadily toward a consensus of future
directions and priorities.
-Pre-Retreat Session & Orientation Phase I : Consultant
and Elected City Leadership Preparation Session-
Governing Board Effectiveness: Understanding Current
Directions, Leadership, Perceived and Necessary Roles, The Power
of Goals and the Organizational Environment
9
Strategic\ianrgornelrt tin -L'iil«ge of)`or;.z•iile Pr posat
Pre-Session I. Reviewing the Current Direction and Environment
This pre-session will bring the consultant and senior elected leadership
together to conduct a review, assessment and understanding of their view
of the City, its current roles profile, the power of goal setting, the Council's
general policy directions and the organizational arrangements in place to
deliver on those expectations. This session is an important part of"taking
stock," from a policy logistic and operational perspective, the systems,
decision trees and organizational structures and perceptions in place for
the City. Through this pre-session discussion, understandings,
misunderstandings and pending or unresolved issues and roles will be
identified and categorized in preparation for the department head session
and the workshop retreat with the City Council and Management Team.
Topics & Exercises-Governing Board Effectiveness Session
I. The Challenge of Governing-Setting the Course
IL The Flaws of Governance
III. Governing Body Self-Assessment
IV. Roles and Responsibilities
V. Working as a Group-Group Exercise(time-permitting)
VI. Discussion Techniques for Members
VII. Expressing the Vision
VIII. Focusing on Process & Results
IX. Finding Inspiration—in the Past and the Present
X. A Key Step-Goal Setting and Priorities
-Pre-Retreat Session Phase Il: Consultant and Sr. Staff
Preparation Session: Gaining Input On Current Perceptions,
Directions, Challenges, Desirable Goals And The Organizational
Environment
Pre-Session Group Meeting Reviewing the Current Direction and
Environment
This Session will allow senior department level leaders to work together in
a specific session to conduct a facilitated review, assessment and
expression of their understanding and Vision of the City, its current
priorities and the organizational arrangements in place in their
departments to deliver on those expectations. These discussions are an
important part of"taking stock", from a community and "front line
employee" perspective, the policies, programs, systems, decision trees
10
Strategic fraragemerrt C077 Suiting-l'illage of YorProposal
and organizational structures and perceptions in place for the City.
Through these exercises, common understandings, misunderstandings or
certainties and unresolved issues will be identified, categorized and
addressed in preparation for the workshop retreat with the Council and
Management Team participants.
The discussion will follow a highly interactive approach that will elicit
participation and the sharing of ideas in a non-threatening environment
created by the facilitator. Participants will be lead through a structured but
"informal" discussion that will focus on key areas of interest to City
leaders.
The session outlined below will introduce the Board to a variety of
concepts and techniques that can be employed to evaluate current
practices, foster a sense of ownership, and boost overall effectiveness in
setting the course for the County Government.
-Part II: City Council-Senior Management Staff Strategic
Planning Workshop Session
The culmination of the previous
Session I. Visions of the Future-
Exploration and identification of the City's desired future condition.
A. Each City Council member will be asked to articulate what he or she
perceives to be the preferred future state of the City Government one,
three, five and ten years down the road. What services, programs,
staffing levels, capital needs and general facets would or should be
present in the City at these intervals. City Council members will be
asked to jot down their ideas ahead of time and then be ready to share
them with the group during the first session. This is a brainstorming
exercise—any and all ideas about the City's future are encouraged
and shared. No evaluative or judgmental debate is permitted during
this session.
B. Review and Reflections on the Resident Focus Group Input. Council
members will be presented with a synopsis of the two Resident Focus
Group Sessions. During those sessions, resident representatives will
be asked to articulate what they perceive to be the preferred future
state of the City and its Government one, three, five and ten years
11
Strategic',[anagonent Consulting-?iii gc o 2'ork lire PTTOC,Zi
down the road. What services, programs, staffing levels, capital
needs and general facets would or should be present in the City at
these intervals.
C. Revisions, additions and clarifications of the Vision Statements.
Following the review of the Resident Focus Group Input, the group will
be asked to revisit and revise or add to the vision statements already
developed during step A. of this session.
Session II. Environmental Scan-
A review and accounting of the internal and external factors present in the
environment that can potentially impact the success of the City both
negatively and positively.
Given the futuristic statements of the preceding session, senior team
members are then asked what constraints and practical difficulties are
likely to be encountered, or would make it difficult, to achieve the desired
future state. These elements include both internal and external factors,
conditions, trends, regulations, agencies, resources etc. Again, each
Council member will be asked to highlight constraints, or opportunities,
during this phase. At this juncture, the group is not asked to focus on how
to overcome the obstacles, only identify them.
Session III. Assessment of Strengths, Weaknesses, Opportunities
and Threats (Classic SWOT Analysis Exercise)-
This exercise is a classic component of any strategic planning endeavor.
It helps the group focus on a realistic identification of the environmental
factors within and beyond the City organization that can inhibit or assist in
the achievement of the future vision.
What are the organization's strengths and weaknesses, in what areas do
you regularly excel, and in what areas are there difficulties or
shortcomings in terms of expertise, resources, training etc. What
opportunities are on the horizon that can be used to your advantage.
Conversely, what trends lay ahead that would be obstacles or hindrances.
The group will be asked to discuss these issues in an open discussion
format. Again, the group is not asked to focus on overcoming strengths or
weaknesses, but only identify what they may be.
Session III-A - City Administrator and Management Team's
Assessment of Strengths, Weaknesses and Opportunities-
Identification of the factors inhibiting the achievement of the future
12
Stratecic:\:;anaganent Causuitin -Z;iii;zge_f)ork-71Ile 1 ovnc t
vision.
The City Administrator as the Council's appointed Chief Administrator, will
be asked to lead the management team in a discussion to comment on
strengths, constraints, opportunities and threats from their perspective "in
the trenches". The Administrator's role will be to identify additional
constraints/opportunities in the administrative apparatus of the City as
well as react to those presented by Council and Management Team
members. At this juncture, the Administrator and Staff may ask for
clarification of vision statements raised by others.
Session III-B - Department Head & Administrator Identification of
Key Organizational Issues of the Future-
Identification of key issues of the future as defined and anticipated by the
City's Management Team (Department Heads and Administrator). This
exercise takes advantage of the professional experience, perspective and
hands-on knowledge of the City's key management leaders. Management
team members are called upon to identify and explain4-5 key issues in
their areas of expertise that the Council should be aware of and
incorporate into their future goals and needs.
Session IV. Nominal Group Goal Identification-
Collaborative establishment of strategic goals and objectives necessary to
achieve the future vision of the City.
Each City Council member will be allotted time to highlight the four or five
most important policy/program goals that he or she thinks the City should
accomplish in the next five years. Some should perhaps be accomplished
immediately. These can be highly specific or general. Again, only
questions of clarification can be asked during this session. Evaluative or
judgmental assertions/debate is not permitted during this phase. All
statements will be recorded on chart paper. Additional goals will be
sought from the group beyond the original four or five identified by each
member of the Council from the Focus Group Input sessions after Council
members have developed their initial goal statements. This process will
continue as long as time permits which may included some refinement or
consolidation of similar goals statements.
*Session V. Open Group Discussion, Classification & Prioritization-
This three-part phase of the discussion will serve as the forum for City
Council members to discuss, evaluate and debate the ideas and goals
offered by each participant in the previous sessions. Participants are
13
Strategic A Ianagemezzt of)",)rr:zlr'e Propr,.a[
asked to give their opinions, evaluations and judgments of the worthiness
and value of different policy objectives.
Classification. At the end of the open discussion, City Council members
will be asked to classify each goal according to a matrix model of
complexity and time. Agreed criteria will be used to classify a goal as
either short or long term and as either complex or routine. The purpose is
to group goals of roughly the same "type" together so that when
prioritization occurs, the participants can avoid the problem of comparing
"apples to oranges".
Prioritization. Following the classification exercise, the group will be
asked to delineate why certain goals should be given high priority, why
some should not be considered, and why some goals, although worthy,
should receive low priority or be re-defined. Point values will be assigned
to each goal in each quadrant by the group. The resulting consensus
ranking of short and long-term objectives and actions required to attain
goals and achieve the future vision will be the final outcome of this phase
of the process.
14
Strategic Alma gement Constutitrg- 'u age,{}ork<'iite Propos .
The final prioritized rankings of the workshop will be presented in a 2x2
grid as illustrated below:
Goal Classification
Grid
sh9rt term
Short-term routine 1 Short-term
routine comnlex
Long term routine Long-term
long term
The completion of the matrix will conclude the strategic planning process & this
aspect of the workshop.
15
Strategic innag neat Consulting-Village of York-tulle Proposal
OPTIONAL COMPONENT: OPERATIONALIZING THE
GOALS AND PERFOMANCE MEASUREMENT TARGETS
Part III. Implementation Planning and Strategy
Development
One of the greatest disappointments that can follow the energy and
consensus that emerges from a Strategic Planning Retreat is finding the time
and tools necessary to fold the consensus ranking of goals into the City's
existing operations, programs and departmental assignments.
In addition to making a clear statement that the developed goals are the
City's new roadmap, the Mayor and Council need to further communicate that
taking the time and providing the resources necessary to move the goals forward
is also a priority for the organization. This exercise is designed to operationalize
this commitment.
To begin this process of integration, the City Administrator and
Management Team will be asked to spend the time to develop assignments,
workplans, action steps and determine resource allocations. To that end, the
action-planning session becomes the second critical step in the overall Strategic
Planning process.
Session I. Performance Measurement/Development of
Implementation Strategies
Once an agreed upon grid of goals is developed, the focus must move to
effective approaches for implementation. Action plans, scheduling, and
structural assignments will produce the necessary levels of awareness and
accountability that are necessary for success. The group's efforts will be
focused on the following strategies:
1) Operationalizing the Goals: What does Goal X, X', etc. really mean
from a day to day perspective.
2) Structural Assignments: What person or work group will be
responsible for working on a particular goal?
3) Scheduling: What will be the key target dates, timelines and follow-
up schedules? How does this fit in with the overall City schedule of
needs and priorities?
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Strategic AIanagonent Consulting ti'ziiage of Yorkpizle Proposal
4) Action Steps/Work Plans: How will we accomplish the goals? What
resources do we need or have? What outside help is required? What
are the approximate costs or magnitude of expense involved?
Establishing these mechanisms will result in the emergence of an overall
implementation strategy that will enhance the probability of success and follow-
through in the months and years to come.
At the conclusion of this usually lengthy session, a draft document will be
prepared by staff for review by the consultant/facilitator that includes objectives,
time lines, assignments and action steps envisioned for addressing specific
goals in the coming year.
17
strategic Alanagemmt Consulting-t tillage of Ycr czdtle Proposat
RESPONSIBILITIES OF THE CITY: The City is responsible for
identifying and reviewing potential meeting sites with the facilitator and to select
a site mutually agreeable to both the City and facilitator. The City will also be
responsible for making all logistical, scheduling and catering/refreshment
arrangements for the sessions at the selected site (s). All meeting site
expenses, meals, refreshments etc. will be the sole responsibility of the City
and are typically contracted directly with the provider. Details of proposed fees
and expenses are presented in the accompanying section.
Thank you for the opportunity to be of assistance to your City. We would
welcome the opportunity to work with you on this important process.
SUBMITTED BY:
Greg Kuhn, Ph.D.
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Strategic, 'Tana gement Consulting-t'titage of 1orkTuie Praroec1
SESSION RESPONSIBILITIES AND FEES
FACILITATION: Greg Kuhn will serve as session organizer and
facilitator. Dr. Kuhn may be assisted by a colleague or a graduate student from
for one or more sessions of the Strategic Planning Workshops. Documentation
and report preparation of session outcomes can be coordinated by Dr. Kuhn with
a typist provided by your organization if you so choose.
PROFESSIONAL FEE: Multi-session Mayor, Council, Staff
Effectiveness/Strategic Planning Project for City Council, Administrator and
Management Team: $4600-5600 plus direct expenses (final fee dependent on
eventual scope of services, session formats, etc.).
The scope of services includes all identified phases, a pre-session
interview/discussion session with the City Administrator, Mayor and other key
leaders as appropriate, session preparations, training material preparation,
coordination of meeting arrangements with staff, review of background materials,
facilitation and design of sessions and coordination and editing of the summary
report with your staff from observation notes and session charts.
Direct Expenses include training materials, videos and supplies,
telecommunication costs, duplicating, and reimbursable mileage to/from City
City's meeting sites(@ .36 mi.). Estimated expenses$450-$550.
OPTIONAL FOCUS GROUP SESSION: Organization, preparation
and delivery of 4 hours of total focus group sessions with two community groups
prior to the retreat workshop. $950 plus $50-90 for misc. expenses. Additional
sessions can be added if desired at similar expense.
OPTIONAL TYPING SERVICES: Report Preparation, Typing &
Duplicating fees coordinated by facilitator. (est. cost$475). This option can be
selected if the City Manager prefers not to designate a clerical staff member for
typing session notes and working with the facilitator to produce drafts and copies
of the final report etc. If the Manager prefers, the facilitator can arrange for note
transcription and report preparation by the firm's regular secretarial support
group.
OPTIONAL FOLLOW-UP OPERATIONALIZATION SESSION:
This optional 6-8 hour session aimed at creating a meaningful tracking and
assignment strategy/document would result in a draft document prepared by
staff for review by the consultant/facilitator that includes objectives, time lines,
assignments and action steps envisioned for addressing specific goals in the
coming year that emerge from the process. $1700 plus $150 est. for misc.
expenses.
19
St;ategic.l,lanagenterrt Cor.cr?iti,ro '.'iaagc.1- h- ii.e Pi oro :i
FEE SUMMARY:
Effectiveness & Strategic Planning Sessions
Engagement as Described $ 4,600-5,600**
Estimated Reimbursable Expenses For Above est. $450-550
[Optional Typing/Report Services est. $475*]
[Optional Focus Group Session est. $950*]
[Optional Operationalization Session est. $1,700*]
* plus direct project expenses
** fee is based on the number of estimated contact and
preparation/analysis/summation hours for the project.
RESPONSIBILITIES OF THE CITY COUNCIL or STAFF: The City is
responsible to identify and review potential meeting sites with the facilitator and
to select a site mutually agreeable to both the City and facilitator. The City will
also be responsible for making all logistical, scheduling and catering/refreshment
arrangements for the sessions at the selected site (s). All meeting site
expenses, meals, refreshments etc. will be the sole responsibility of the City
and are typically contracted directly with the provider.
If the outside typing/duplicating option is not selected, the City agrees to provide
a staff typist to work with the facilitator on a timely basis to transcribe/document
all session notes and outcomes, edit working drafts andproduce and bind copies
of the final report.
Acceptance-
Should this proposal meet with your approval, please sign and date below and
return one copy of the proposal with a $700 engagement fee and City purchase
order. Thank you for the opportunity to be of assistance to your City
We look forward to working with you on this important process.
SUBMITTED BY: ACCEPTED BY:
Greg Kuhn, Ph.D. City of Yorkville, Illinois
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Strategic 'imager-nent Consulting-i'i t ge fTarn>i Ie Propos
Goal Setting/Strategic Planning and Consulting References
For
Gregory T. Kuhn, Ph.D.
Village of Northfield
Contact Mark Morien, Village Manager
847/446-9200
Village of Willowbrook
Contact Bernie Oglietti,Village Administrator
630-323-8215
City of Burlington, Wisconsin
Contact Dave Torgler, City Administrator
262/763-3717
Village of Hawthorn Woods
Contact Russell Benford,Village Administrator
847-438-5000
Village of Bannockburn
Contact Mike Grutza, Village President
847-945-6080
Village of Glenview, Illinois
Mr. Paul McCarthy,Village Manager
847-724-1700
Livingston County, Illinois County Board
Mr. Roger Wahis, County Board Member
815/842-1415 or,
Mike Johnson, Admin. Coord.
815/844-6378
Village of Riverside
Contact Katie Rush, Village Manager
708-447-2700
Village of Long Grove
Contact Dave Lothspeich,Village Manager
847-634-9440
Village of Itasca
Springbrook Nature Center
Contact Fred Myers, Dir.
630.773.5568
21
StrategicManagemenr Consulting-Village ofY iknille Proposal
City of Mequon,Wisconsin
Contact Lee Szymborski, City Administrator
262/242-3100
Village of LaGrange
Contact Bob Pilipszyn, Asst. Manager
Or Marleis Perthel Manager
708-579-2315
City of Wheaton
Contact Don Rose, City Manager
630-260-2011
City/Township of Trotwood, Ohio
Contact Frank Myers, City Manager
937/837-7771
Village of Lake in the Hills
Contact Jerry Sagona,Village Administrator
847-658-2160
Village of Western Springs
Contact Marty Bourke, Former Village Manager
Now Administrator, Oakbrook Terrace
630/941-1300 x 307
Village of Barrington
Contact Paul Nicholson, former Manager, currently Retired City Manager of Streator,
Illinois 815-672-2517
Village of Glendale Heights
Contact Donna Beccera, Asst. Administrator or
Jim Sevcik,Village Administrator
630-260-6000
IRMA (Intergovernmental Risk Management Agency)
Contact Sal Bianchi, Former Executive Director
630-932-4762
Kane County Forest Preserve District
Contact Former President, Bradley Sauer
(Chief, Sugar Grove Police 630466-4526)
22
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Village of Yorkville Policy Program Strategic Planning
Strategic Action Sheet
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• YoiloilleCoeUldionSheeW 'x12292003
The PAR(-up,Ltd. Greg Kuhn,Vice-President •
Page 1 of 7 DRAFT
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
THURSDAY, MAY 13,2004 6:30 PM
City Hall Conference Room
In Attendance:
Alderman Paul James Chief Harold Martin
Alderman Larry Kot City Administrator Tony Graff
Mayor Art Prochaska(arrived 6:50pm) City Treasurer Bill Powell
Guests:
Drs. Tim and Victoria McGrath, McGrath Consulting
Barbara Chevalier, Speer Financial, Inc.
The meeting was called to order at 6:35pm by Chairman Paul James.
PRESENTATION
1. Job Description Presentation by Victoria McGrath of McGrath Consulting
Drs. Tim and Victoria McGrath gave a half hour presentation regarding a Strategic Plan
they formulated for the City of Yorkville.
Dr. Tim McGrath stated that he recently completed a study for the Bristol-Kendall Fire
Protection to determine future station location and impact fees. He then gave an
overview of his credentials and background. The presentation was turned over to Dr.
Victoria McGrath. Ms. McGrath shared her multi-faceted background and credentials
with the committee also.
A review of their proposal was then discussed. Ms. McGrath stated that she had met
Alderwoman Spears last year and they briefly talked about Yorkville's strategic plan and
performance evaluations. Ms. McGrath also met with Laura Brown prior to this meeting.
A handout of McGrath Consulting's Strategic plan was given to the committee members.
Dr. Victoria McGrath explained the major phases and the steps to accomplish each:
1. S.W.O.T. analysis, i.e. determine strengths, weaknesses, opportunities, threats and
decide on future goals, purpose
--prioritize
--determine direction
2. Formulate mission statement
--work with department heads to develop
--develop long/short range projects
Page 2 of 7
3. Determine necessary accomplishments and "how to get there"
--set long/short range plans
--develop strategies to get there
--what is object, who will do?
--financial impact
An additional service the McGrath's could provide is development of performance
evaluations. They would develop a plan to hold employees accountable for job
performance, develop a communication plan and hold employee meetings to establish
communication. Department heads would also be instructed how to mentor and provide
guidance to employees.
Dr. Tim McGrath stated that the ultimate goal is what the City wants,taking into
consideration, recommendations from department heads. Alderman James said he felt
the City has a very good comprehensive plan, however, the City has no Human
Resources Department at this time. He feels it is important to focus on how the staff will
implement the plans to make sure everyone is heading in the right direction. Alderman
James would like the department heads to do the S.W.O.T. analysis with Council
members as observers.
Alderman Kot said that 2 months ago, goals and objectives were established. He asked
how that process was different from the procedure the McGrath's proposed. Dr. Tim
McGrath replied they want to insure all involved clearly understand the goals and
objectives. An example given by Dr. Victoria McGrath illustrated how people have
different ideas of the definition of"controlled growth".
Both Mr. Graff and Mr. James agreed that the City Council is not present for the day-to-
day operations of the City and that it is important for the staff to know the Council
approves of the long-range plans. Mr. Graff feels that the staff is now reactive rather than
proactive due to daily stresses, challenges and being overworked. He further stated the
staff works very well with Mayor Prochaska and now the next step of good
communication is needed.
The discussion turned to job descriptions. Ms. McGrath said the present job descriptions
were good, however, ADA requirements were missing. She recommended changing the
list of job duties to job expectations, i.e., expectation: superior customer service. The
example of behavior to achieve that is: answer the phone by the third ring. By changing
to expectations it empowers employees to make decisions to meet City objectives.
Alderman James asked if the McGrath's would be evaluating the salary structure. Ms.
McGrath would review the salary structure,but would not change the salaries. She also
recommended meeting with employees and asking for their input on compensation and
evaluations. Further, she recommended evaluation forms be reviewed every two years.
Page 3 of 7
Dr. McGrath felt the evaluation number rating system should be replaced with
"met/exceeded". Cross training was also recommended.
Administrator Graff asked if the McGrath's could provide reports of other plans they
have completed,to show to the Council. They will provide these. Mr. Graff reported
that Greg Kuhn of the PAR Group would give a presentation at the June 10th meeting.
The Administration Committee will then make a recommendation to the Committee of
the Whole.
Mayor Prochaska left the meeting at 7:30pm.
2. Water Works System (Financial Analysis)Presentation by Speer Financial
Overview: Administrator Graff stated the City Finance Director Traci Pleckham had
requested Speer Financial to formulate a suggested fmancial plan regarding radium
compliance. This plan would be an alternative to an IEPA loan. The City would not
know their loan eligibility for 6-9 months. The availability of the money is also in
question. The City staff is recommending the Debt Service Schedule, rather than risking
eligibility for the IEPA loan. The 25-year back weighted plan is favored so that the
current water rate can be maintained and new growth can pay the debt.
Ms. Chevalier of Speer Financial presented a handout detailing the various fmancial
options. Alderman James asked if interest only could be paid. He also asked if the IEPA
loan could be applied for as well. Administrator Graff replied that the City would not
apply for both. Mr. James suggested paying off the Debt Service Schedule with the IEPA
loan if the loan was applied for and approved. However, Ms. Chevalier stated there
would be a penalty for an earlier call for the Debt Service Schedule and that this
suggestion should be discussed with the City Engineer to verify if the EPA would even
allow this procedure. Administrator Graff felt the IEPA loan would be denied if the
other plan were already in place.
Administrator Graff stated he prefers the IEPA loan. But, he explained there would be a
delay of 7-8 months before the loan decision would be known, the City would not be
compliant until 2007 and no water increase would be incurred with the IEPA loan. The
uncertainty of the EPA loan process stems from a combination of many applicants and
Yorkville's higher ability to pay. There are 20-30 projects pending for this year and there
was $50 million available last year. Yorkville has uncertain eligibility at this time,
however, in November the City will be compliant due to new wells being dug and will
then have the ability to serve a 10,000 population.
Page 4 of 7
Treasurer Powell estimated there is less than a 50% chance of obtaining the EPA loan.
He recommended moving forward with the plan presented by Speer Financial to save
$300,000 over the life of the bond. He recommended a 5-year callable rather than a 7
year callable loan. Alderman James felt that a decision should not be made by this
committee and that it should be forwarded to C.O.W. with a recommendation. It was
noted by Mr. Graff that since Yorkville now has a bond rating, the State would view that
as having the ability to pay, while more rural areas would be viewed as having a greater
need for the loan money.
After much more discussion, Alderman James summarized that the committee must
either make the decision to proceed now or wait until November and then determine
financing if the EPA loan is not available. He suggested finding out how many other
towns this size were also seeking the loan and their funding capability. Administrator
Graff will go on-line to get this information. Ms. Chevalier was asked to provide a
further breakdown showing 3, 4 and 5-year interest programs and provide them to Traci
Pleckham.
This item will be placed on the C.O.W. agenda for Tuesday night.
OLD BUSINESS
1. Minutes for Approval/Correction: April 8, 2004
Alderman James would like to use a master binder to incorporate minutes, which can
then be reviewed by each committee member prior to the next meeting. Each member
would do a red-line markup or make comments/corrections on the master copy. A due
date for all comments would be specified. Mr. Graff will implement this process.
2. Monthly Updates
a. Planning Coordinator's Fees Spreadsheet
In the previous meeting, the 17 hours of time for reports was questioned. Administrator
Graff spoke with Bill Dettmer who stated there were numerous requests for variances and
inquiries about zoning. It was determined that Anna Kurtzman had been asked to do
more administrative duties and she is paid $75 per hour for her services. In the future,
Bill Dettmer will be addressing many of the issues Ms. Kurtzman was being asked to
review.
The remaining monthly updates items were then addressed as a whole.
Alderman Kot asked if it was necessary for this committee to address the vehicle reports
since Public Safety already does this review. Administrator Graff stated that the
Vehicle Policy states that all vehicle reports would be brought to the Administration
Committee.
Page 5 of 7
Discussion turned to delinquent water reports. Administrator Graff reported that such a
list had not been done in a while. He further stated that there was some discussion that
reporting of such names in a public meeting might not be proper. Many delinquent
accounts have been shut off and in the future, landlords will be required to pay before a
new tenant moves in. Mr. Powell reported that he had met with Traci Pleckham and
Kelly Kramer regarding overdue bills and proposed ordinance changes. This item will be
reviewed at a later time.
Past due invoices for developers were discussed next. Mr. Graff stated that when plats
are coming before City Council, they can be excluded from the agenda if invoices have
not been paid after a follow-up notice has been sent. The Past Due Invoices Worksheet is
used to track delinquent invoices. This procedure also helps to send a message to future
developers. In addition, occupancy permits can be withheld for non-payment.
3. Nextel Phone Service—Direct Connect Only Plan
City Administrator Graff recently met with the Mayor and department heads and did an
analysis of job functions for potential phone service. Two test questions were reviewed
to determine if a city employee needed a phone:
1. Does the department head need to communicate with field people?
2. Is the employee on-call such as a public safety employee?
It was determined that 54 phones were needed. With Direct Connect, a government plan
would allow minutes to be shared on the cell phones. The following phone plans are
recommended for purchase: 27 Nextel National 600 at $44.99 and 27 of the $13.50 plan
using direct connect. Voice mail and caller ID are extra charges, but are only needed on
the cell phone plans, not on the direct connect. Ten employees will have direct connect
and 17 will be sharing the cell plan. Chief Martin stated each officer will be assigned a
phone with a cell phone package and will no longer need a pager. The pagers cost $5-6 a
month.
The new employee manual states if that if phone use is abused, an employee may be
required to pay the costs and/or receive disciplinary action. Monthly reports provide
detail of calls, which Traci Pleckham will review and then report any calls outside of the
norm. This would be reported to the department head.
Mr. Graff reported $37,000 was budgeted for this year and the cost would be $23,000 for
Nextel. He will prepare a revised report factoring in the cost savings if pagers are no
longer used. Chief Martin added that the new phones display the number of minutes
being used.
Page 6 of 7
4. Historical Street Naming Program
Alderman Kot said he felt when part of a name was used, that individual has been
honored and the remainder of the name should be removed from the list. Chief Martin
reported that the Human Resources Committee felt the rest of the name should remain
active. In a past Administration meeting, it was decided that only the part of a name
used, should be eliminated, not the entire name. Postcards are currently sent to notify
those who have streets named after them, however, Alderman Kot suggested sending a
computer-generated certificate. This item will be reviewed again at the next meeting.
NEW BUSINESS
1. Gift/Grant Policy
Mr. James reported he was unable to find any information on the internet regarding grant
policies. He suggested that a policy be drafted and discussed at the next meeting. It was
suggested that the policy address the"return"to the City. Alderman Kot cautioned
against using money from the general fund.
2. Meeting Note Transcribers Procedures
This agenda item originated from Alderwoman Rose Spears(who was absent at this
meeting). Mr. Graff asked City Clerk Jackie Milschewski about this issue who stated
there were some minutes overdue from previous meetings. The Clerk has spoken with
the minute taker in question and has given a due date for the minutes. Mr. James
suggested putting comments regarding this issue on the master copy of the minutes
discussed earlier in the meeting. It was discussed whether a statute was in effect
regarding the turnaround time for minutes. Ms. Milschewksi will develop a written
policy for minute takers and Alderman Kot asked for a copy of the written policy as well.
This item will be reviewed next month.
3. C. H. Schrader&Associates Contract for Grant Research Consulting Services
A renewal contract for this agency was presented. It was noted that one $75,000 grant
was obtained by C. H. Schrader and Associates. Ms. Ross-Stuart has been asked to meet
with City personnel to map out a 5-year plan and how to apply for grants. Her expertise
is in parks and her presence could be instrumental with the possible acquisition of the
Boy Scout Camp. She is scheduled to attend the next department head meeting.
She is currently pursuing a $1.8 million grant for a forest preserve. $800,000 will be
added to that amount due to her efforts. Mr. Graff recommended retaining this agency.
This item will be moved to C.O.W.
ADDITIONAL BUSINESS
Administrator Graff reported that Chief Martin is investigating a citywide donated sick
time policy with the expertise of a labor attorney. Collective bargaining must also be
considered. A draft should be completed for the upcoming Mayor's report. Employees
could donate to a"pool" from which an eligible employee could request time.
Page 7 of 7
In additional business, Alderman Kot stated that due to a change in the Administration
committee, some of the policies be reviewed for "gray"areas and questions on
expenditures should not be just discussed, but also acted upon. Mr. Graff asked how
much narrative should be in the budget concerning expenditures. Alderman James
suggested the training policy will be reviewed at the next meeting, however,Mr. Kot felt
that training issues for the Police Department could be discussed at Public Safety. Chief
Martin noted that D.A.R.E.training is now held in Indiana or Missouri. He further stated
that some of the officers involved in past out-of-state training have paid part of their
costs, such as transportation.
Alderman James nominated Wanda Ohare as vice chair of this committee. There was
discussion of whether or not this position could be filled by someone other than an
alderman. This issue will be reviewed next month after checking statutes concerning
these positions.
The heavy traffic through Yorkville was discussed briefly and Alderman James expressed
his displeasure with the lack of action from the State regarding repair/widening of Rt. 47.
He stated that something needed to be done to get the State's attention.
Mr. Graff asked if the committee was ready for an update on the fund balance policy.
Mr. Powell replied there were still questions which need to be addressed.
As there was no additional business, the meeting was adjourned at 9:20pm
Respectfully submitted by
Marlys Young, Minute Taker
Zoning Coordinator Monthly Report •
United City of Yorkville
May 2004
Summary Page
Prairie
Admin. Caledonia Cornerstone Meadows Swanson Total
Correspondence 0.25 0.00 0.00 1.50 0.00 1.75
Reviews/Research 0.00 0.00 0.50 1.00 0.00 1.50
Reports 0.75 0.00 0.25 0.00 0.50 1.50
Meetings 0.00 1.00 1.50 3.00 0.00 5.50
Total 1.00 1.00 2.25 j 5.50 0.50 10.25
Page 1 of 1 Printed: 6/2/2004
Zoning Coordinator Monthly Report
United City of Yorkville
May 2004
Daily Timesheet
Day of Prairie
Week Date Admin. Caledonia Cornerstone Meadows Swanson Total
Saturday 5/1/2004 0.00 0.00 0.00 0.00 0.00 0.00
Sunday 5/2/2004 0.00 0.00 0.00 0.00 0.00 0.00
Monday 5/3/2004 0.75 0.00 0.00 0.00 0.00 0.75
Tuesday 5/4/2004 0.00 0.00 0.00 0.00 0.00 0.00
Wednesday 5/5/2004 0.25 0.00 0.00 0.50 0.00 0.75
Thursday 5/6/2004 0.00 0.00 0.00 0.00 0.00 0.00
Friday 5/7/2004 0.00 0.00 0.00 1.75 0.00 1.75
Saturday 5/8/2004 0.00 0.00 0.00 0.00 0.001 0.00
Sunday 5/9/2004 0.001 0.00; 0.00 0.00 0.00; : 0.00
Monday 5/10/2004 0.00 0.00 0.00 0.00 0.00 0.00
}
Tuesday 5/11/2004 0.00, 0.00 0.00 0.00 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.00 0.00 0.00 0.00
Thursday 5/13/2004 0.00 0.00 0.00 3.00 0.00 3.00
Friday 5/14/2004 0.00 0.00 0.00 0.25 0.00 0.25
Saturday 5/15/2004 0.00 0.00 0.00 0.00 0.00 0.00
Sunday 5/16/2004 0.00 0.00 0.00 0.00 0.00 0.00
Monday 5/17/2004 0.00 0.00 0.00 0.00 0.00 0.00
Tuesday 5/18/2004 0.00 0.00 0.00 0.00 0.00 0.00
Wednesday 5/19/2004 0.00 0.00 0.00 P.000.00 0.00
Thursday 5/20/2004 0.00 0.001 0.00 0.00 0 00 0.00
Friday 5/21/2004 0.00 0,001 0.000.00 0.00 0.00
l
Saturday 5/22/2004 0.00 0.00 0.00 0.00 0.00 ( 0.00
Sunday 5/23/2004 0.00 0.00 0.00 0.00 0.00 0.00
Monday 5/24/2004 0.00 0.00 0.00 0.00 0.00 0.00
Tuesday 5/25/2004 0.00 0.00 0.00 0.00 0.00 0.00
Wednesday 5/26/2004 0.00 0.00 0.75 0.00 0.50 1.25
Thursday 5/27/2004 0.00 0.00 j 1.50 i 0.00 0.00 1.50
Friday 5/28/2004 0.00} 1.00 0.001 0.00 0.00 1.00
Saturday 5/29/2004 0.00 0.00 0.00 0.00 0.00 0.00
Sunday 5/30/2004' 0.00 0.00 0.00 0.00 0.00 0.00
Monday 5/31/2004 0.00 0.00 0.00 0.00 0.00 0.00
Page 1 of 1 Printed: 6/1/2004
Zoning Coordinator Monthly Report
United City of Yorkville
May 2004
Admin
f 1 Correspondence ' Reviews/1 Daily
Day of Week Date written/oral Research Reports Meetings Totals Notes/Comments
Saturday 5/1/2004 0.00 0.00 0.00 : 0.00 0.00
Sunday 5/2/2004 0.00 0.00 0.00 0.00 0.00 -
Monday 5/3/2004' 0.00 0.001 0.75 0.00 0.75 Prepare monthly report
Tuesday - 5/4/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/5/2004 0.25 0.00 0.00 0.00j 0.25 Misc. Discussions w/Tony & Kelly re: Westbury, Runge, Caldonia, etc.
Thursday 5/6/2004 0.00 0.00 0.00 0.00' 0.00
Friday 5/7/2004 0.00' 0.001 0.00 0.00 0.00
Saturday 5/8/2004 0.00 0.00 0.00 0.00 0.00
Sunday ".5/9/2004 0.00 0,00 0.00 0.00 0.00
Monday 5/10/2004 0.00 0.00' 0.001, 0.00 0.00
Tuesday 5/11/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.00 0.00' 0.00
Thursday 5/13/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/14/2004 0•001- 0.00 0.001 0.00 0.00
Saturday' 5/15/2004 0.00 0.00 0.00 0.00 0.00
Sunday ! 5/16/2004 0.00 0.00 0.00 0.00 0.00
Monday 5/17/2004 000' 0.00 l 0.00' 0.00j 0.00
Tuesday 5/18/2004 0.00 0.00 0.00 0.00. 0.00
Wednesday 5/19/2004 0.00 0.00 0.00 0.001 0.00
Thursday 5/20/2004 0.00110.00 0.00 0.00 0.00
Friday 5/21/2004 0.00 0.00 0.00 0.00 0.00,
Saturday 5/22/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/23/2004 0.00 0.00 0.00 0.00 0.00
Monday 5/24/2004 0.00 0.00 0.00 i 0.00 0.001,
Tuesday 5/25/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/26/2004 0.00 0.00 0.00; 0.00 0.001
Thursday 5/27/20041 0.00 0.00 0.00 0.00 0.00
Friday 5/28/2004 0.00i 0.001 0.001 0.00 0.00
Saturday 5/29/2004- 0.00 0.00 0.00 0.00 0.00
Sunday 5/30/2004 0.00 0.00 0.00 0.00 0.00
Monday 5/31/20041 0.00 0.001 0.00 0.001 0.001
Printed: 6/1/2004
Zoning Coordinator Monthly Report
United City of Yorkville
May 2004
Caledonia
1 Correspondence Reviews/ Daily
Day of Week Date written/oral Research Reports Meetings Totals Notes/Comments
Saturday 5/1/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/2/2004 0.00 0
�" 0.00 �� 0.00 " � �
OAO .00
Monday 5/3/2004' 0.00 0.00 0.00 0.00 0.00
Tuesday 5/4/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/5/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/6/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/7/2004 0.00 0.00 0.00 0.001 0.00
Saturday' 5/8/2004 0.00 0.00 0,00 0.00 , 0,00
Sunday 5/9/2004 0.00 0.00 0.00 0.00 0,00
Monday 5/10/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 5/11/2004 0.00 0.00 0.00 0.001 0.00
Wednesday 5/12/2004 0.001 0.00 0.00 0.00 0.00
Thursday 5/13/2004 0.001 0.00 0.001 0.00 0.00
Friday 5/14/2004 0.001 0.001 0.001 0.00 0.00
Saturday 5/15/2004 . 0.00 0.00 0.00 0.00: 0,00
Sunday 5/16/2004 0.00 0.00 0.00 0.00 0.00 .
Monday 5/17/2004 0.00 0.001 0.00 0.00 0.001
Tuesday 5/18/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/19/2004 0.00 0.00 0.00' 0.00 0.00
Thursday 5/20/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/21/2004 0.00 0.00 0.00 0.00 0.00
Saturday 5/22/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/23/2004 0.00 0.00 0.00 0;00 0,00
Monday I 5/24/20040.001 0.00 0.00 0.0010.00
Tuesday 5/25/2004 0 001
0.001 0.00 0.00 0.00
Wednesday 5/26/2004 0.001 0.001 0.00 0.00 0.00
Thursday 5/27/2004 0.001 _ 0.00 0.00 0.00 0.00
Friday 5/28/2004 0.00 0.00 0.001 1.00 1.00 Mtg w/Tony to review 5/10 Itr
Saturday 5/29/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/30/2004 0.00 0.00 0.00 , 0,00 0.00.
Monday 5/31/2004 0.001 0.00 0.00 0.001 0.001
Printed: 6/1/2004
Zoning Coordinator Monthly Report •
United City of Yorkville
May 2004
Cornerstone
Day of Week Date Correspondence( Reviews/ Reports Meetings Daily Notes/Comments
written/oral Research Totals 1
Saturday 5/1/2004 0.00 , 0.00 0.00 0.00 '0.00
Sunday ' 5/2/2004 0.00 0,00 0,00 0.00 0.00
Monday 5/3/2004] 0.00 0.001 0.00 0.00,1 0.00
Tuesday 5/4/2004 0.00 0.000.001 0.001 0.00
_1 -
Wednesday t 5/5/2004 0 00, - 0.00, 0.00 0.00 0.00;
Thursday 5/6/2004 0.00 0.001 0.00 0.00 0.00
Friday 5/7/2004 0.00 0.001 0.00 0.00 0.00
Saturday 5/8/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/9/2004 0.00 0,00 ; 0.00 0.00 0.00
Monday 5/10/2004 0.00 0.00 0.001 0.00 0.00
Tuesday 5/11/2004 0.00 0.00 0.001 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.001 0.00 0.00
Thursday 5/13/2004 0.00 0.001 - 0.001 0.00 0.00
Friday 5/14/2004 0.00 0.001 0.00 0.00 0.00
Saturday ‘ 5/15/2004 ' 0.00 0,00 ' 0,00 0.00 0,00-
Sunday .. 5/16/2004 0.00 0,00 0.00 0.00 0,00
Monday 5/17/20041 0.00 0.00 0.00 0.00_ 0.00
Tuesday 5/18/20041 0.00 0.00 0.00 0.00' 0.00
Wednesday 5/19/2004 0.00 - 0.00 - 0.061 0.00 0.001 ---
Thursday 5/20/2004 0.00, 0.00 0.001 0.00 0.001
Friday 5/21/2004 0.00 0.00 0.001 0.00 0.00
Saturday, 5/22/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/23/2004 0.00 0.00 0,00 0.00 0,00
Monday 5/24/2004 0 00 0.00 0.00 0.00'1 0.00
Tuesday 5/25/2004 0.00 0.00 0.00 0.001 0.00
Wednesday 5/26/2004 0.00 0.50 0.25 0.00 0.751 Review Cornerstone platDraft review memo Draft review memo
Thursday 5/27/2004 0.00 0.00 0.00 1.50, 1.50 Pre-Plan CouncilPlan Council
Friday ! 5/28/2004 0.00 0.00 0.001 0.00 0.00
Saturday 5/29/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/30/2004 0.00 0.00 0,00 0.00 0,00
Monday 5/31/2004 0.00 0.00 0.001 0.00 0.001
Printed: 6/1/2004
Zoning Coordinator Monthly Report •
United City of Yorkville
May 2004
Prairie Meadows
Day of Week Date Correspondence Reviews/ Reports Meetings ' Daily
written/oral Research 1 Totals Notes/Comments
Saturday;, 5/1/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/2/2004 0.00 0.00 0.00', 0.00 . 0.00 ,, ,
Monday I 5/3/20041 0.00 0.00 0.00 0.001 0.00
Tuesday 5/4/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/5/2004 i 0.50 0.00 0.00 0.00 0.50' memo to M. Schoppe, review concept landscape plan
Thursday 5/6/20041 0.00 0.00 0.00 0.000.00
it.-._.. -- -
Friday 5/7/2004 0.75l 1.001 0.00 0.00 1.75 Review plat for compliance with annexation agreementDraft review memo
Saturday 5/8/2004 0,00 0.00 0.00 0.00 0.00
Sunday ' 5/9/2004 0.00 '` 0.00 0.00 0.00 0.00
Monday 5/10/2004 0.00' _ 0.00 0.00' 0.00 0.00
Tuesday 5/11/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/12/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/13/2004 0.00 0.00 0.001 3.00 3.00 Pre-Plan Council mtgPlan Council mtg
Friday 5/14/2004; 0.25 0.001 0.001 0.00 0.25 Draft memo okaying recording
Saturday ,' 5/15/2004 0.00 0.00 0.00 0. 00 0.00'
Sunday' 5/16/2004 ` 0.00 0.00 0.00 ., 0.00< . 0.00
Monday j 5/17/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 5/18/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/19/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/20/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/21/20041 0.00 0.00 0.00 0.001 0.00
Saturday ' 5/22/2004 0.00 0,00 0.00 0.00 ' 0.00
Sunday 5/23/2004 0.00 0.00 0.00 0.00 0.00
Monday 5/24/20041 _ 0.001 0.00 0.00 0.00 0.00
Tuesday 5/25/2004_ 0.001 0.00 0.00 0.00 0.00
Wednesday 5/26/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/27/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/28/2004 0.00 0.00 0.001 0.00 0.00 r
Saturday 5/29/2004 0,00 0.00 , 0.00 ` 0.00 0.00
Sunday 5/30/2004 0.00 0.00 0.00 ` 0.00 0,00
Monday j 5/31/2004 0.001 0.00 0.00 0.001 0.001
Printed: 6/1/2004
Zoning Coordinator Monthly Report ,
United City of Yorkville
May 2004
Swanson
Day of Week Date Correspondence Reviews/ Reports Meetings Daily Notes/Comments
written/oral ; Research ; Totals ,
Saturday " 5/1/2004 0.00 0.00 , 0.00 0.00 0.00
Sunday" 5/2/2004 0.00 0.00 0.00" 0,00 0.00 -
Monday 5/3/20041 0.00 0.00 0.00 0.00 0.00
Tuesday 5/4/2004 0.00 0.00 0.00' 0.00 0.00
Wednesday 5/5/2004 0.00 0.00 0.00 0.00 0.00
Thursday 5/6/2004 0.00 0.00 0.00 0.00i 0.00
Friday 5/7/2004 0.001 0.00 0.00 0.001 0.00
Saturday ' 5/8/2004 0.00 0.00 0.00 0.00 0.00 . "
Sunday 5/9/20040.00 0.00 0.00 0.00 0.00
Monday 5/10/20041 0.00 0.001 0.00 0 00 10.001
Tuesday 5/11/2004 0.00 0.00 0.00 0.00 0.00
Wednesday 5/12/2004' 0.00 0.00 0.00 0.00 0.00
Thursday 5/13/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/14/2004 0.00 0.00 0.001 0.00 0.00
Saturday 5/15/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/16/2004 0.00 0.00 0.00 0.00 0.00 ',
Tuesday5/18/2004 0.00 0.00 0.00; 0.00' 0.00
Monday 5/17/2004 0.00' 0.00' 0.001 0.001 0.0
0,
Wednesday 5/19/2004, 0.00 0.00 0.00 0 00 0.00
Thursday 5/20/20041 0.00 0.00 0.00 0.00' 0.00
Friday 5/21/2004 0.00 0.00 0.00 0.00, 0.00
Saturday 5/22/2004 0.00 0.00 0.00 0.00 0.00
Sunday 5/23/2004 0,00 0,00 0.00 0.00 " " 0.00
Monday 5/24/2004 0.00 0.00 0.00 0.00 0.00
Tuesday 5/25/2004 0.001 0.00 0.00 0.00 0.00
Wednesday 5/26/2004 0.00 0.00 0.50 0.00 0.50 Memo to Tony updating status of case
Thursday 5/27/2004 0.00 0.00 0.00 0.00 0.00
Friday 5/28/2004
0.00 0.00 0.001 0.00 0.00
Saturday 5/29/2004 0.00 0.00 0.00 0.00 0.00 "
Sunday 5/30/2004 0.00 0.00 0.00 0,00 0,00
Monday 5/31/2004 0.001 0.00 0.00 0.00 0.00
Printed: 6/1/2004
PAST DUE INVOICES WORKSHEET, MAY 2004
From the desk of Jennifer Woodrick
INVOICE INVOICE PAYMENT
DATE BOOK LINE DESCRIPTION AMOUNT AMOUNT COMMENTS
1 2/10/2004 P 16 Progress Holdings, Go Tape: DCRS, Recording Fees $343.10 $0.00 Interest added on balance monthly.
2 2/10/2004 P 34 Steinke, Realty Execs, 101 E.Somonauk: Schoppe Inv. $1,150.00 $0.00 Called 6-1-04;Will pay in full within one week.
3 2/13/2004 Q 1 Atty. Frank Giampoli, YBC Lot 19: Schoppe Invoice $460.00 $0.00 Final notice to pay sent 6-2-04; Interest next billing cycle
4 3/17/2004 2004-01,8 Kimball Homes,Whispering Meadows: CDF $731.25 $0.00 Final notice to pay sent 6-2-04; Interest next billing cycle
5 3/17/2004 2004-01, 17 Kimball Homes,Whispering Meadows: ICCI $56.25 $0.00 Final notice to pay sent 6-2-04; Interest next billing cycle
6 3/22/2004 2004-01, 22 Steinke, Realty Execs, 101 E. Somonauk: Schoppe Inv. $230.00 $0.00 Called 6-1-04;Will pay in full within one week.
TOTAL $2,970.60 $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.
CREDITED PAYMENTS WORKSHEET, MAY, 2004
From the desk of Jennifer Woodrick
INVOICED FROM CREDIT BALANCE
INVOICE INVOICE REMAIN.
DATE BOOK DESCRIPTION AMOUNT BALANCE COMMENTS
1 6/3/2002 D-3 Alan Norton, Can Estates: Sewer Jetting Invoice $349.88 $4,601.12 _Transferred to Legal/Planner Account, taken off deposit
2 7/8/2002 D-34 Alan Norton, Can Estates:Vesco, Jetting, Signs $1,030.22 $3,570.90 _Transferred to Legal/Planner Account, taken off deposit
3 11/18/2002 G-24 Alan Norton, Can Estates: Signs Invoice $934.92 $2,635.98 Transferred to Legal/Planner Account, taken off deposit
•
$2,315.02
INVOICED AND PAYMENT RECEIVED
INVOICE INVOICE PAYMENT ACCOUNT
DATE BOOK DESCRIPTION AMOUNT AMOUNT PYMT CODED COMMENTS
1 3/10/2004 0-33 Kimball Homes,Whispering Meadows: ICCI, EEI Invoices $2,653.90 $2,653.90 ARO check 0253803,dated 5-7-04, rcvd 5-10-04
2 4/6/2004 2004-01, 26 Mid America, Bailey Meadows: Engineering Svc Deposit $5,000.00 $5,000.00 ARO check 1043,dated 5-14-04,rcvd 5-20-04
3 4/6/2004 2004-01, 27 Mid America, Bailey Meadows:Lgl/Planner Svc Deposit $5,000.00 $5,000.00 _ ARO check 1043,dated 5-14-04,rcvd 5-20-04
4 3/8/2004 0-13 Ron Reinert, Mulhern Ct.Condos: Schoppe's/Kramer's $1,791.85 $1,791.85 ARO check 9867,dated 5-13-04,rcvd 5-27-04
$14,445.75 $14,445.75
44°
f1 l
(.71 jo,a.# 4
/'.?1 f J 1
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/Mid America SW corner 47&Baseline i 189 sfd, 153 t.h., 19A Comm. $2,200.00 $10,000.00 $10,000.00 $9500 Flood Study Fees Due(In Agmt) $22,200.00 Annex,Zone,Prelim.Plan:6-15 COW 1
2 Bristol Bay:Centex Homes N&Sof Galena Rd;E of 47 597 Acres $500.00 $500.00 Concept Plan:6-9 Plan Commission 2
3 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 3
4 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 $15,500.00 Amend Annex,PUD Agents Approved 4,
5 Cannonball Run Plaza:Jim Ratos S/E side 34&CannonBall 8 commercial lots $0.00 5
6 Cimarron Ridge:Conover Btdrs, Sof 34,E of Cannonball 29 sfd,46 dup_,'9.9 A comm. $0.00 87%built out 6
7 Corner Stone:Triangle Investments 47&Greenbriar 36.4A:30sfd, 17.9 A Commercial $2,010.00 $500.00 $5,000.00 $5,000.00 I $12,510.00 Prelim,Final Plat:7-14-04 Plan Commission 7
8 Country Hills:Dennis Dwyer SIW corner 71&126 138 sfd,34 duplex units $27,687.52 Ph2$500.00 $28,187.52 46%built out 8
9 Countryside Center:Tn-Land Property Countryside commercial re-development $15,000.00 Tif Study deposit pd June 2003 $15,000.00 9
10 Dhuse Prop.:Wiseman Hughes South:Windett Ridge II 141 sfd $500.00 $15,000.00 $15,500.00 Concept Plan Phase 10
11 Fifth Third Bank-Tucker 34&Marketplace Rte 34& Marketplace $0.00 Development Agreement stage 11
12 Foxfield's 2nd Add.:Barry Niles Teri Ln.Cul de Sac 3.44.acres,R-2 Zoned $0.00 12
13 Fox Highlands:Frontier Land Grp. S of 71,Eof 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 13
14 Fox Hill:Dresden S of 34,Eof Eldemain 258 sfd,168 town.,32 duplexes 'billed hourly' U4,U6'$500 Ea $1,000.00 Re-design Concept Review,Final Plat 14
15 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:6-8 City Council 15
16 Fox Hill:Primus,Unit 5 ' *billed hourly' $500.00 $2,390.00 $2,890.00 86%built out 16
17 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 17
18 Fox River Bluffs:Inland Fox&Highpoint COUNTY-141 sfd;302.6 Acres $250.00 $250.00 Concept,1.5 mi review approved;Annex&Rezone 18
19 Go-Tane Service Station E of 47,S of 34 2.14 acres $500.00 $2,500.00 $3,000.00 Annexation, Rezoning Approved 19
20 Grande Reserve:MPI '1127.3 acres RR.&Kennedy 1324 sfd,394 dup.,632 t_h_,300 apt: $19,973.00 5250k dep.Due $30,000.00 '$20.000:00 $35k Water Imps/:$24 6k Traffic St./$
258k BKFD Pd Prelim,Fnl Plats Units 1-8 Approved April 2004. 20
21 Grande Reserve,Line 2 $19 2k Fiscal Impact/stock H2O Tank/$456,900 Capital Fees $705,673.00 21
22 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 22
23 Heartland Circle S of Heartland Sub 250 sfd on 129.6 acres $1,780.00 $92,345.77 $sop Resicomm $8,200.00 $5,000.00 $1100 Soil Pmt,Deposit;$270 Traffic Study $109,195.77 Final Plat Apprroved;4% built out 23
24 Heartland Center Farmstead&Rt 34 $0.00 Special Use Permit:7-14 Plan Comm.Public Hearing 24
25 'Heartland Subdivision S of 34,E of McHugh 186 sfd $1,250.00 $34k u1:$23k U2,3 Ph1,2,3$500ea $4590 Unit1 $64,340.00 85% built out 25
26 Hopkin's Corner(Morrissey)- 37.4 acri; N/W corner 47&Greenbr Rd 87 townhomes $1,570.00 $2,000.00 $5,000.00 $8,570.00 26
27 Inland Office Building:Inland 34&Marketplace $500.00 $400.00 $900.00 27
28,Kyfyn's Crossing(Cannonball Hilt) E of 47,S of C'Ball Trail $860;00 $500.00 $1,360.00 28
29 Kylyn's Crossing West:(CanEst)AMG N of 34,W of C'Ball Trl 111 sfd $15,253.45 $500.00 $5,000.00 $20,753.45 92%built out 29
$500 ea U1 U2 $19 094 Unit 1 $5 000.00 $8634 Flood Study Fees Pd!$42,735:U'1 W/S:Recapture 30
30',Kylyn's Ridge:AMG Homes:' W of Kylyn's Cr_West 134 sfd on 69.83 acres $1,963.13 $26,731.97 U1' _
31 Kylyn's Ridge.Line 2 $20,568.49 $14,389.40 _ ' $62,627.25 Unit 2 W/S Recapture $203,144.24 39%Built Out 31
32 v.Fee Paid:`62 Units x$150 each $28 129.92 78%built out 32
i 32 Longford.Lakes Montaibano: 'w of Landmark`S,of McHugh _`' 11 bldgs,62 t.h.':on 13.6 acres $10,897.42 $500.00 $2,4.,x.50 ,,.�S,OOO.OD $93QO De
33 Menards:Menard,Inc. Eof 47,N of Countryside commercial development $151,912.60 waived $5,000.00 $156,912.60 Complete 33
1
34
11 0.00
$ 0
$4,450.005
0Q0:04 ,
mfd,'32 A.comm. 560 Q0
town,184 $
r 47 I n 59 ,
34 North ate..Inland; 86 acres N/E comer &Ga e a
9
35 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 75%built out 35
36 Prairie Meadows,Menard Inc. E of 47,S of Countryside 142.2 acres:174 sfd,268 rnfd $3,772.00 $20,000.00 $5,000.00 $28,772.00 Final Plat:6-9 Plan Commission 36
37 Raintree Village Wyndham Drpt,Creek East of Fox Highlands 404 sfd, 238 dup., 320 acres $2,000.00 $79,191.36 $500 ea U1-3 $11,050.00 $5,000.00 $24k water system/$96k Hyd.Interceptor Fnl Plats U1-3 approved 37
38 Raintree Village Line 2 $100 Soil,Sed Pmt,51k Soil,Sed.Deposit Units 1,2,3 ea 1 4%built out 38
39 Raintree Village,Line 3 $2,651,016.77:front-funded fees,see Admin.Acct $2,873,058.13 39
40 Reserve at Fox RiverApts:PRS"Constr. NoftvtktPlac/McHugh inter. 132 apts $21,615.99 $15,119.75 55k Sanitary Flow Meters Deposit $41,735.74 Under Construction 40
41 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 58%built out 41
42 Rob Roy Falls:Sexton Developm't Rte 34,N of Fox Hill 120 sfd,174 condo's,204 th.,270.6A $500.00 _ $500.00 Concept Plan:4-14-04 Plan Commission 42
43 Silver Fox:Midwest Devel. S.side Fox Rd,E of Pavillion 187 sfd on 102.7 acres $500.00 $500.00 Concept Plan 43
44 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 44
45 Sunflower Estates Unit 2:Inland " 117 sfd total $18,841.58 $500.00- $19,341.58 " 45
46 Sunflower Estates Unit 3:Inland 117 sfd total • $9,903.43 $500.00 $2,664.50 _ Ricer Xing:$10237.50;VV/S Reca:$17839 22 $41,144.65
47 Swanson Ln.Estates:Gordon,Marcia Boomer Ln,west to creek 13.4 Acres Annexation, Zoning 47
48 Tanglewood Trails,Twood Des.Corp. E side Highpt.Rd,S of Legion 67 Acres $250.00 $250.00 1,5,mi review Approved April 2004;Annex Agent 5/18 COW 48
49 Theidel Property:Pulte Homes N&S of Kennedy.N of 34 286 Acres $500.00 $500.00 Concept Plan:6-9 Plan Commission 49
$1,491-.43 $1,200.00 _ $2,500.00 CountyReca:$2173.55;Can..Tri Reca:$2619.41 _ $9,984.39 50
50 Town Crossing:Rehannah Ent. S/W corner 34&C'Ball TO '- "
51 Villas @ the Preserve:Burnside 42 duplexes on 25.46 acres Rte 71 &Walsh Drive Annex,Zone, PUD, Prelim. Plan: 7-14 Plan Comm. 51
tliti. Jennifer Woodrick
�� June 2, 2004
PROJECT FINANCIAL TRACKING WORKSHEET
PROJECT&DEVELOPER LOCATION PROJECT SIZE FILE FEES ADMIN FEE FINAL ENG. ENG.SVCS LEGAL/PLANNER MISCELLANEOUS FEES 1 TOTAL RCVD COMMENTS/STATUS
_ PLAT REVIEW FEE DEPOSIT SVC DEPOSIT TO DATE _
52 Westbury Village:Ocean Atlantic 300 A W of 47,N of Corneils 289 sfd,601 mfd;22.7A Comm. $5,430.00 $10,000.00 $5,000.00 $25,000 Flood Study Fees Paid Annex,PUD,Prelim.Plan:6-8 City Council 52
53 Westbury Village Line 2 $45,430.0053;
54 Whispenng Meadows,=fisher Property WW corner Faxon&C'Ball COUNTY-450 sfd on 298 Acres $5,450.00 $500.00 $20,000.00 $15,000.00 5K flow meter,$1100 Soil,Sed. Fees,$10.5k Flood Study $52,050.00 Final Plat Units 1,2 Appr'd;Annex Agmt Appr'd r 54
55 White Oaks:Crestview Builders N of Fox,E of Rivers Edge 82-87 sfd Ph4$7413.49 $7,413.49 95%built out 55
56 Wildwood:Fox Valley Farms Partn. N of 71, E of 47 37 sfd _ $0.00 98% built out 56
57 Windett Ridge-Wiseman Hughes 47&Legion 277 sfd $1,000.00 $123,307.55 r $500.00 r $20,000.00 $5,000.00 642k Hyd Ave.Interceptor,School&San.Pmt fees Final Plat U1 Approved 57
58 Windett Ridge-Line 2 $41,550 Mun.bldg fee,$33,932.50 River Crossing $1,023,680.50 Weather Siren: $12,264.15 Paid 58
59 YBC Unit 1...Inland W of47,N of R.R. _ $2,385.00 $500.00 $2,109.00 $2,500.00 $7,494.00 Complete _ 59
60 YBC Unit 2:Inland " $2,806.50 $500.00 $2,040.50 $5,347.00 10% built out 60
61 YBC Unit 3:Inland $500.00 $3,042.50 $3,542.50 10%built out 61
62 YMP/Jewel: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 62
63 'York.Hill Landscaping.Ortega.Baraas 8591 Route 126 5.07 acres Annex. Fee waived $0.00 Annexation,Zoning:6-22 City Council 63
64 Yorkville Snr.Apts,New Directions S/W corner 47.Greenbriar 50 units on 3.48 acres $250.00 $2,500.00 $2,500.00 $5,250.00 PUD Agreement Approved 64
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. TOTAL
$5,903,442.08
-*In lieu of an upfront Administration Fee,Fox Hill opted to pay hourly for Engineering Services.
•
Jennifer Woodrick
June 2, 2004