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City Council Packet 2004 12-28-04 C0.1„. T y�-n United City of Yorkville ESLItri 7836 County Seat of Kendall County t::-._:.1_1181111836 800 Game Farm Road 0 r ` s2 Yorkville, Illinois 60560 4- _0 Telephone: 630-553-4350 ��L.E "1 Fax: 630-553-7575 Website: www.yorkville.il.us AGENDA CITY COUNCIL MEETING CITY COUNCIL CHAMBERS 7:00 PM Revised 12/28/04 Tuesday, December 28, 2004 Call to Order: 7:00 p.m. Pledge of Allegiance: Roll Call by Clerk: WARD I WARD II WARD III WARD IV Rich Sticka Valerie Burd Marty Munns Joe Besco Paul James Larry Kot Wanda Ohare Rose Ann Spears Establishment of Quorum: Introduction of Guests: Amendments to Agenda: Committee Meeting Dates: Public Works Committee Meeting: Ad-hoc: Technology Committee 7:00 p.m., Monday, January 24, 2005 To be announced Economic Development Committee: 7:00 p.m., Thursday, January 20, 2005 City Hall Conference Room Administration Committee Meeting: 6:30 p.m., Thursday, January 6, 2005 City Hall Conference Room Public Safety Committee Meeting: 6:30 p.m., Thursday, January 13, 2005 City Hall Conference Room Public Hearings: None City Council Meeting Agenda December 28, 2004 Page 2 Citizen Comments: Presentations: 1. Certificate of Appreciation to Mayor Roberts of Plano for their Resolution of Support for Route 47 Consent Agenda 1. Resolution Approving Tuition Reimbursement Policy - authorize Mayor and City Clerk to execute 2. Resolution Approving Volunteer Sick Leave Donation - authorize Mayor and City Clerk to execute 3. Police Reports for November 2004 4. Resolution Authorizing Deputy Clerk to Accept Election Nominating Petitions - authorize Mayor and City Clerk to execute 5. Yorkville Youth Baseball and Softball Association 2005 Agreement - approve renewal of agreement and the waiving of fees associated with the use of the fields and authorize Mayor to execute 6. Final Acceptance of River's Edge Unit 2 - accept public improvements and reduce the letter of credit in an amount not to exceed$117,916.13 Plan Commission /Zoning Board of Appeals: Minutes for Approval (Corrections and Additions): Minutes of City Council— None Minutes of Committee of the Whole— November 18, 2003 Bill payments for approval from the current Bill List (Corrections and Additions): Checks total these amounts: $ 1,859,714.61 (vendors) $ 153,154.35 (payroll period ending 11/27/04) $ 2,012,868.96 (total) Reports: Mayor's Report: 1. Committee of the Whole Packets for January 4, 2005 will be prepared and distributed on Thursday, December 30th because City Offices will be closed on Friday, December 31, 2004 Attorney's Report: City Clerk's Report: City Council Meeting Agenda December 28, 2004 Page 3 Reports (con't): City Treasurer's Report: City Administrator's Report: Finance Director's Report: Director of Public Works Report: Chief of Police Report: Executive Director of Parks & Recreation Report: Community & Liaison Report: Committee Reports: Public Works Committee Report: 1. No Report. Economic Development Committee Report: 1. Gospel Assembly Church - 1 '/2 Mile Review Public Safety Committee Report: 1. No Report. Administration Committee Report: 1. Ordinance Abating Special Service Area Taxes for SSA#2003-100 (Raintree Village) and Approving the Amended Special Tax Roll 2. Ordinance Abating Special Service Area Taxes for SSA#2003-101 (Windett Ridge) and Approving the Amended Special Tax Roll 3. Ordinance Approving the Revision of the 2004-2005 Fiscal Budget 4. Resolution Creating the Position of Park Planner Additional Business: Adjournment: City Council Meeting Agenda December 28, 2004 Page 4 COMMITTEES, MEMBERS AND RESPONSIBILITIES F/Y 2004 —2005 PUBLIC WORKS ----- — — — — ------------ -------------- Committee Departments Liaisons Chairman: Alderman Besco Water and Sewer Park Board Committee: Alderman Munns Streets and Alleys YBSD Committee: Alderman Sticka Sanitation and Waste Committee: Alderwoman Burd !ECONOMIC DEVELOPMENT Committee Departments Liaisons Chairman: Alderman Sticka Planning & Building & Zoning Chamber of Commerce Committee: Alderwoman Burd Business & Economic Dev. Kendall County Econ. Dev. Committee: Alderwoman Spears Plan Commission Committee: Alderman Munns Bristol Plan Commission Yorkville Econ. Dev. Corp. Aurora Area Convention & Tourism Council Downtown Re-development PUBLIC SAFETY; Committee Departments Liaisons Chairman: Alderman Kot Police Human Resource Comm. Committee: Alderwoman Ohare Schools School District Committee: Alderwoman Spears Public Relations KenCom Committee: Alderman James ADMINISTRATION Committee Departments Liaisons Chairman: Alderman James Finance Metra Committee: Alderwoman Ohare Public Properties Library Committee: Alderman Kot Personnel Cable Consortium Committee: Alderman Besco AD-HOC: TECHNOLOGY Committee Chairman: Alderman Munns Committee: Alderman Kot Committee: Alderman Sticka Committee: Alderwoman Ohare ,cti9 Co). United City of Yorkville Jam - County Seat of Kendall County 4 `m"' 800 Game Farm Road EST. 1836 Yorkville, Illinois, 60560 ,< Telephone: 630-553-4350 O (� �' Fax: 630-553-7575 'f�lj<CE`��' Website: www.yorkville.il.us AGENDA CITY COUNCIL MEETING CITY COUNCIL CHAMBERS 7:00 PM Tuesday, December 28, 2004 Call to Order: 7:00 p.m. Pledge of Allegiance: Roll Call by Clerk: WARD I WARD II WARD III WARD IV Rich Sticka Valerie Burd Marty Munns Joe Besco Paul James Larry Kot Wanda Ohare Rose Ann Spears Establishment of Quorum: Introduction of Guests: Amendments to Agenda: Committee Meeting Dates: Public Works Committee Meeting: Ad-hoc: Technology Committee 7:00 p.m., Monday, January 24, 2005 To be announced Economic Development Committee: 7:00 p.m., Thursday, January 20, 2005 City Hall Conference Room Administration Committee Meeting: 6:30 p.m., Thursday, January 6, 2005 City Hall Conference Room Public Safety Committee Meeting: 6:30 p.m., Thursday, January 13, 2005 City Hall Conference Room Public Hearings: None City Council Meeting Agenda December 28, 2004 Page 2 Citizen Comments: Presentations: None Consent Agenda 1. Resolution Approving Tuition Reimbursement Policy - authorize Mayor and City Clerk to execute 2. Resolution Approving Volunteer Sick Leave Donation - authorize Mayor and City Clerk to execute 3. Police Reports for November 2004 4. Resolution Authorizing Deputy Clerk to Accept Election Nominating Petitions - authorize Mayor and City Clerk to execute 5. Yorkville Youth Baseball and Softball Association 2005 Agreement - approve renewal of agreement and the waiving of fees associated with the use of the fields and authorize Mayor to execute 6. Final Acceptance of River's Edge Unit 2 - accept public improvements and reduce the letter of credit in an amount not to exceed S117,916.13 Plan Commission /Zoning Board of Appeals: Minutes for Approval (Corrections and Additions): Minutes of City Council— None Minutes of Committee of the Whole— November 18, 2003 Bill payments for approval from the current Bill List (Corrections and Additions): Checks total these amounts: $ 1,859,714.61 (vendors) $ 153,154.35 (payroll period ending 11/27/04) $ 2,012,868.96 (total) Reports: Mayor's Report: 1. Committee of the Whole Packets for January 4, 2005 will be prepared and distributed on Thursday, December 30th because City Offices will be closed on Friday, December 31, 2004 Attorney's Report: City Clerk's Report: City Council Meeting Agenda December 28, 2004 Page 3 Reports (con't): City Treasurer's Report: City Administrator's Report: Finance Director's Report: Director of Public Works Report: Chief of Police Report: Executive Director of Parks & Recreation Report: Community& Liaison Report: Committee Reports: Public Works Committee Report: 1. No Report. Economic Development Committee Report: 1. Gospel Assembly Church - I '// Mile Review Public Safety Committee Report: I. No Report. Administration Committee Report: 1. Ordinance Abating Special Service Area Taxes for SSA#2003-100 (Raintree Village) and Approving the Amended Special Tax Roll 2. Ordinance Abating Special Service Area Taxes for SSA#2003-101 (Windett Ridge) and Approving the Amended Special Tax Roll 3. Ordinance Approving the Revision of the 2004-2005 Fiscal Budget 4. Resolution Creating the Position of Park Planner Additional Business: Adjournment: City Council Meeting Agenda December 28, 2004 Page 4 COMMITTEES, MEMBERS AND RESPONSIBILITIES F/Y 2004 -2005 ?PUBLIC WORKS Committee Departments Liaisons Chairman: Alderman Besco Water and Sewer Park Board Committee: Alderman Munns Streets and Alleys YBSD Committee: Alderman Sticka Sanitation and Waste Committee: Alderwoman Burd ,CONOMIC DEVELOPMENT - - ------------ ----------------------------------------------------------- Committee Departments Liaisons Chairman: Alderman Sticka Planning& Building& Zoning Chamber of Commerce Committee: Alderwoman Burd Business & Economic Dev. Kendall County Econ. Dev. Committee: Alderwoman Spears Plan Commission Committee: Alderman Munns Bristol Plan Commission Yorkville Econ. Dev. Corp. Aurora Area Convention & Tourism Council Downtown Re-development PUBLIC SAFETY; — ------------------ -- ------------ Committee Departments Liaisons Chairman: Alderman Kot Police Human Resource Comm. Committee: Alderwoman Ohare Schools School District Committee: Alderwoman Spears Public Relations KenCom Committee: Alderman James ;ADMINISTRATION Committee Departments Liaisons Chairman: Alderman James Finance Metra Committee: Alderwoman Ohare Public Properties Library Committee: Alderman Kot Personnel Cable Consortium Committee: Alderman Besco AD-HOC: TECHNOLOGY -------------------- Committee Chairman: Alderman Munns Committee: Alderman Kot Committee: Alderman Sticka Committee: Alderwoman Ohare I STATE OF ILLINOIS ) )ss COUNTY OF KENDALL ) RESOLUTION NO: 2004- RESOLUTION APPROVING TUITION REIMBURSEMENT POLICY WHEREAS, the Mayor and City Council deem it in the best interest of the United City of Yorkville to develop a policy regarding Tuition Reimbursement; and WHEREAS, the purpose of such a policy is to assist full-time employees in advancing their educational qualifications; WHEREAS, after extensive study and review, the City Staff, Mayor and City Council developed a policy regarding Tuition Reimbursement which is attached hereto as Exhibit "A"; NOW THEREFORE BE IT RESOLVED BY THE UNITED CITY OF YORKVILLE, upon motion duly made, seconded, and approved by a majority of those Aldermen voting, that the City hereby adopts the United City of Yorkville Tuition Reimbursement Policy attached hereto as Exhibit "A". PAUL JAMES MARTY MUNNS RICHARD STICKA WANDA OHARE VALERIE BURD ROSE SPEARS LARRY KOT JOSEPH BESCO APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this 28th day of December, 2004. Mayor Page 1 of 2 PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois this 28th day of December 2004. City Clerk This Document Prepared by: Law Offices of Daniel J. Kramer 1107A South Bridge Street Yorkville, IL 60560 630-553-9500 Page 2 of 2 EXHIBIT "A" J=am $ o United City of Yorkville 61836 Tuition Reimbursement Policy — Approved 12/28/04 Additions to Existing Employee Manual Section 8.6b— Full-time employees wishing to advance their educational qualifications may be reimbursed the cost of tuition for successful completion of college level courses which are relative to their work assignments and/or career development. Employees are entitled to reimbursement for college degree or certificate after one year of service as a full time employee. All requests by an employee for the enrollment to a college degree or certificate program must be submitted to the Department Head two months before budget approval (Feb. 1st). Then all courses related to the program shall be eligible for payment subject to budget approval and available funds. 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. Section 8.6d— 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, pending the completion of a consent form for repayment. 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 repayment to the City. New Section (8.6i)— If an employee voluntarily leaves the City within two years of completing a course reimbursed under this policy, a percentage amount of reimbursed expenses must be repaid to the City according to the following schedule: a) 0-6 months of completion of course— 100% b) 7-12 months of completion of course— 75% c) 13-18 months of completion of course— 50% d) 19-24 months of completion of course—25% STATE OF ILLINOIS ) )ss COUNTY OF KENDALL ) RESOLUTION NO: 2004- RESOLUTION APPROVING VOLUNTEER SICK LEAVE DONATION POLICY WHEREAS, the Mayor and City Council deem it in the best interest of the United City of Yorkville to develop a policy regarding Volunteer Sick Leave Donations; and WHEREAS, the purpose of such a policy is to assist in the financial hardship that an extended, catastrophic illness can cause employees; WHEREAS, after extensive study and review, the City Staff, Mayor and City Council developed a policy regarding Volunteer Sick Leave Donation which is attached hereto as Exhibit "A"; NOW THEREFORE BE IT RESOLVED BY THE UNITED CITY OF YORKVILLE, upon motion duly made, seconded, and approved by a majority of those Aldermen voting, that the City hereby adopts the United City of Yorkville Volunteer Sick Leave Donation Policy attached hereto as Exhibit "A". PAUL JAMES MARTY MUNNS RICHARD STICKA WANDA OHARE VALERIE BURD ROSE SPEARS LARRY KOT JOSEPH BESCO APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this 28th day of December, 2004. Mayor Page 1 of 2 PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois this 28th day of December 2004. City Clerk This Document Prepared by: Law Offices of Daniel J. Kramer 1107A South Bridge Street Yorkville, IL 60560 630-553-9500 Page 2 of 2 EXHIBIT "A" 0 C/T o United City of Yorkville P,.y Volunteer Sick Leave Donation Policy EST '`` .1836 -� Approved 12/28/04 �o to. Kolna In recognition of the financial hardship that an extended, catastrophic illness can cause employees,the City is willing to facilitate the voluntary donation of sick leave among employees. If an employee voluntarily requests that the City transfer a portion of that employee's accrued sick time to an employee with a catastrophic illness, the City will facilitate that transfer. Such a request may be submitted in writing to their Department Head, which in turn forwards the request to the Payroll/Benefit Specialist for processing. The name of the donor will be kept anonymous. An employee seeking to donate sick leave will be required to retain 30 days of sick leave time, but is not otherwise limited in the amount of sick leave time the employee can donate. An employee who receives donations of sick time from other employees will only be allowed to use that sick time when the employee has otherwise exhausted all accrued time off. Prior to approving the use of donated sick time and consistent with the City's sick leave policy, the City may require that the employee who receives donated sick time submit medical documentation supporting the continued use of sick time. Page 1 of 12 DRAFT UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE Tuesday, November 18, 2003 - 7:00 p.m. In Attendance: City Art Prochaska—Mayor Harold Martin—Chief of Police Valerie Burd - Alderwoman Anton Graff—City Administrator(left 9pm, returned 930) Paul James - Alderman Traci Pleckham— Finance Director Wanda Ohare - Alderwoman Kelly Kramer—Representative of City Attorney Rose Spears- Alderwoman Lynn Dubajic—Economic Development Director Larry Kot—Alderman Laura Brown—Executive Director, Joe Besco —Alderman Parks &Recreation Guests Pat LaBerge, homeowner Ron Saballus Kathy Farren—Kendall County Record Victor Filippini—Holland& Knight Mitch LaFave— Ocean Atlantic Sanford Stein— Gardner, Carton& Douglas Tedd Lundquist Ed LeCompte—John Greene Realtor Alan Brauer—Land Vision Mike Schoppe — Schoppe Design John McAdams—Law Office of John F. McAdams Dan Waitt —The Beacon News Patrick Mazza— Green Organics The meeting was called to order by Mayor Art Prochaska at 7:00pm. Mayor 1. Performance Management,Accountability and Role Clarification Half Day Workshop-January 10, 2004 Mayor Prochaska commented that he felt the cost of$3,000 for this workshop, was more than he had expected. The group coordinating this workshop is the organization that handles the employee EAP. Alderwoman Burd commented that she felt the purpose was to set goals, not learn goal-setting techniques. The Mayor said he would like to contact other organizations that might have a lower cost. Ms. Spears said she had given Administrator Graff names of other possible groups. Page 2 of 12 2. Revised YBSD Fee Ordinance A copy of the revised ordinance was included. The YBSD is currently allowing for and billing a single meter in a building. The City ordinance still bills individual businesses so the City must correct the City ordinance to match the YBSD. If there is one meter in a building, that building should be billed once, not each individual business in the building. Attorney Kelly Kramer said there was a resolution to amend that ordinance which should be done by the end of the week. This item will be brought back to C.O.W. 3. on Update Special Census 2003 P P A copy of a press release was included in the agenda packet. Beginning next Friday, the special census will be taking information for approximately four weeks. The entire City will be canvassed. Economic Development Committee 1. Yorkville Hill Landscaping PUD Agreement Mr. John McAdams addressed the committee and said he represented Yorkville Hill Landscaping and had filed for an annexation and zoning change request from A-1 to B-3. He said the PUD agreement was fine, but a landscape plan needs to be done which considers Mary Block's concern regarding her property just north and east of the property being discussed. A buffer will be planned between the two properties. The Yorkville Hill Landscaping property occupies 5 acres on the corner of Wing and Rte. 126. Mr. McAdams said his clients want to start a landscaping company and currently have nursery stock and equipment there, with the possibility of a retail showroom in the future. The condition of buildings on the property needs to be checked and possibly brought up to code. Ms. Kramer stated that adjoining property owners wish to see a landscaping plan that should be available by the next C.O.W meeting. That plan is needed before any further action will be taken. A public hearing has already been held on this property. Mayor Prochaska said this item should be brought back to the next C.O.W. on December 2nd 2. Westbury Annexation Agreement Sanford Stein of Gardner, Carton and Douglas introduced Victor Filippini of Holland & Knight. Mr. Filippini presented the site plan for the Westbury Annexation on the Undesser Farm between Galena and Corneils Road. All but 43 acres of the property had been annexed into the City in 1997. The proposed Page 3of12 development is on 110 acres, 601 single family homes are planned for this site and 91 acres are allocated for open space. Administrator Graff stated that if a school is not built on this development, this site can revert to single family homes as a result of a"reverter clause". If that occurs, the site must be re-platted. Mr. Graff cited another issue to be discussed regarding this development. The Rob Roy Creek temporary pump station was going to pump into Cannonball, however, another solution will be sought. Alderman Sticka had noted previous concerns whether or not Westbury would be willing to pay the fee structure. The fee structure was reviewed with the Undesser family since their property was annexed in 1997 and certain fees were locked in at that time. Attorney Dan Kramer said the property would be subject to all current fees since nothing was platted. The following fees will apply: $58,000 for land cash and $3,000 for transition. A $10,000 upfront payment had already been received by the City, which was nearly enough to purchase a squad car. A$5,000 payment is still expected. In addition, Mr. Graff said Attorney Dan Kramer added language on page 12 concerning the flood plain. This is common language that protects both parties since the property involves a flood plain. Mr. Graff said no action has been taken in the last 4-5 months regarding this development, due to the issues discussed above. On page 23,the engineers identified the need for language for the developer's contribution towards perimeter road improvements. Contributions will also be made for Corneils Road and Galena Road improvements. Mayor Prochaska also noted that the developer has agreed to pay 50% of the Fire District dollars upfront, for a new fire station. The other half will be paid at the time of the final plat. On page 29 there is discussion of economic incentive. Many developers are looking at this area for commercial development. Inland owns two of those: the Northgate shopping area and the Runge property. One of the issues is the sewer. The YBSD has developed a plan to temporarily provide sewer service until the Roy Roy Creek interceptor is built. The Mayor also said that a possible economic incentive utilizing sales tax would encourage other commercial development. Any such incentive would need to be tied to a significant commitment from the developer. The Mayor said he would like the language "with sufficient commitment to expansion of facility"tied to this type of incentive. Page 4of12 Alderman James asked how the density would change if a school was not built. Thirty more homes would be added if the school was not built. Mayor Prochaska added that there is a time limit on the land cash of 10 years or the money is returned to the developer. He asked about the time line of the development of the land. According to the developers, it is eight years from the time the fmal plat is recorded. Mr. Stein said an amendment to the original plan would be needed to request additional homes. Mr. Graff stated that the school district does intend to build a school. The Mayor clarified with Attorney Kramer that the land cash timeline begins with the time they start building the school. Patrick Mazza who represents Green Organics, then addressed the committee. He reported that a 10-12 year lease remains, for the Undesser property and Green Organics. He said originally he had been informed that the property would be a business/industrial area where his business is located, but now it will be residential. He wondered how this would now affect his business. The Mayor replied that Mr. Mazza's attorney would need to address that question. Mayor Prochaska further said that over the years there have been many public meetings regarding the comprehensive plan. Mr. Mazza stated that his attorney had asked previously to present some testimony of opposition to the plan and that the City Attorney said Green Organics had no standing to present this. Ms. Kramer said it is a private, contractual issue between the landowner and the tenant. Mr. Mazza asked if Green Organics had ever been notified of these meetings. Ms. Kramer said the developer is required to notify only the electors who reside on the property,the landowners and the adjoining landowners. Mr. Mazza asked if there was anything in the annexation agreement that affects Green Organics conducting their business at this time. It is an issue between the private parties(the landlord and the tenant) according to Ms. Kramer and she advised him to contact the Undesser's attorney. The amount of green space was discussed in relationship to the lot size of 12,000 square feet. Mr. Schoppe stated that if the open space width is at least 25 feet, a 10,000 square feet lot is allowed. Ms. Ohare questioned the dead end streets on the west side of the development and asked if something more attractive could be designed. Mayor Prochaska stated that even though the road ends, the right of way could eventually continue. Dependent on the market conditions, construction time would be 5-10 years. Alderman James asked what would happen if the schools decide not to use the land allocated for a new building and how would the developer butt up against the 10,000s sq. foot lots. This would be accomplished with a buffer and a re-plat would be required. Page 5 of 12 The completion of the flood plain study was questioned by Alderman Kot. The FEMA application process takes from 18-24 months and the City is not ready with the application at this time. However, IDNR has the flow rate approval. Engineers for Westbury are using that flow rate to calculate where the flood plain would be. Extra storage is planned for an area near Corneils Road, where there was standing water as a result of a nearby tributary. Mayor Prochaska stated that oftentimes when developments come before the City, the developer does not yet have control of the property. The Mayor asked the Attorney if these developments can be approved subject to them having control of that property because if the development isn't approved, the plan may not work. Attorney Kramer said approval cannot be given prior to the developer's control and it is"developer, proceed at your own risk". Alderman Kot said that he was pleased that the developer is upfronting the Fire Department fees. He further stated he would like the City to look at receiving fees for Public Safety upfront as well, due to construction thefts and due to the fact that these areas must be serviced by police during the construction phase. Otherwise, the City expenses are not covered. There was discussion of addressing this issue as a policy question It was suggested that the City should receive half of the land cash at the time of plat, since by the time building permits start coming in, some of the City facilities are being built. If the property is kept as farmland, the taxes are rebated since no services are required. Some of those fees need to be looked at by Economic Development per the Mayor. The impact of each development needs to be looked at individually. Paul James asked about some of the lots that were 10,000 sq. ft. with no green space around them. Administrator Graff said this is why this plan was switched to a concept plan from an engineering plan. In conclusion, this is the first development that needs to be approved to bring some closure so that other developers will begin to pay their fees. Mr. Graff said the City is hoping to have this completed by April, 2005 for the Rob Roy Creek project. This will proceed to City Council, if all documentation needed is turned in by this Thursday. 3. PC 2003-24 Silver Fox Concept Plan 4. PC 2003-25 Corner Stone Concept Plan Since no representatives were present for the above agenda items, the meeting moved forward to item#6. (See next page for item#5) Page 6of12 6. PC 2003-15 Richard and Valerie LaBerge-Annexation & Rezone of 11935 Route 34 A public hearing has been scheduled for December 9th. Mr. Graff stated that the Plan Commission voted unanimously to recommend annexation and zoning of three acres to Ag A-1 to City B-3. This is property just east of Eldamain Rd. and does comply with the boundary agreement with Plano. The petitioner resides on the property and has spoken with a developer. Mr. Ron Saballus asked if the address would change from Plano to Yorkville. This would not change unless the Post Office was petitioned for a change. (Agenda Item#5 discussed next[out of order]) 5. Caledonia PUD Agreement Alan Brauer of Land Vision spoke regarding this agreement that has remained the same. He said that if the flood plain study shows that some of the land is in the flood plain, the plan will come back for revision. Ms. Kramer stated that her office drafted the language for the agreement and pages 3, 9 and 10 deal with the flood plain study and the modifications which might be needed. The flood plain aspect was the last major issue that needed review. The developer has indicated they would help pay for the flood plain study with a possible recapture of some of that money. They are paying $37,000 for the study for their portion of the development. For five years, this property was zoned M-1 and after five years, they have the ability to rezone it to R-2 for a maximum density of up to four units per acre. Mayor Prochaska said the industrial boundaries have varied over the past few years. If the developers are agreeable with the last version and Inland has reviewed it,this issue can move forward for consideration on Tuesday, the 7th. Park Board 1. Athletic Field Reservation Policy This item was brought back to committee as the Attorney had not yet reviewed this policy. Administration also asked the City Council to look at a policy before going to public hearing. The matter will come up for public hearing on December 9th though a hearing is not required according to Attorney Kelly Kramer. This will be published in the paper. 2. Beecher Concession Stand Ms. Brown presented a design for a concession stand that the park staff wants to construct at Beecher Park. She also included a construction timeline and a list of price quotes for materials. Page 7of12 The following are the features of this stand: • Restrooms • Kitchen facilities for serving (no cooking done there), outdoor grill for peak seasons • Heated and air conditioned • Will have picnic tables, landscaping, concrete perimeter pad • Industrial sink and grease trap • Will be located between fields 1 and 2 • Currently has running water to that location Mr. Kot commented that it is a much-needed facility and wondered if maintenance had been factored in. A part-time person will be hired to operate the stand and oversee the maintenance. Ms. Brown said that it will generate revenue for the Park District. Ms. Brown asked to move this item forward so that construction could begin. Funding will come from land cash contingency and all contractor work will be a result of competitive bids. Martin Plumbing will donate the stainless sink and many other items will be donated as well. Mayor Prochaska said the City should recognize that many of the needed items are a result of the generosity of Yorkville businesses. Administrator Graff added that no security assessment has been done yet, but Chief Martin will arrange that. Mayor Prochaska suggested a motion to proceed with the structure and this item will be placed on the Council consent agenda. Public Works Committee 1. Water System Connection Fee Analysis It was noted that Eric Dhuse was not present due to attending a wake. Administrator Graff reported that Traci Pleckham and Eric Dhuse met with Kelly Kramer about the fees. EEI produced a study, as a result of legal requirements, to justify new fees. A fee of$2636 is being considered for single family homes and a separate analysis examined apartments for senior citizens(at the request of Bill Dettmer) The federal government is looking at fee structures equitable for senior housing. With this analysis, a legal basis has been established for 1 and 2 bedroom senior housing for future projects Page 8of12 The fees are based on water supply, water treatment and storage. So far, the developers have been charged $2600. An average cost of$2660 was recommended. There is no automatic inflation clause according to Attorney Kramer and she added that it is wise to always provide justification. One policy question discussed was: What should the City charge for commercial and residential? One method to determine the charges is to study surrounding towns' fee structures. It was noted that some towns do not have these fees. Mr. Graff stated that businesses and industrial/commercial look at fire ratings, fire flows and the ability to provide water capacity if they have a production line. Mayor Prochaska said the City needs the ability to negotiate with businesses that bring jobs to the City and potentially would incur a large fee. He said he is uncertain if an ordinance is needed, but if there is no ordinance and the City starts charging fees, then a business could dispute this. The general consensus of the committee was to adopt the recommended fee for 3"pipe and the Council would determine fees for any larger sizes. It was suggested that fees would not deter a business from coming to Yorkville as these are one-time fees. From a marketing standpoint, Lynn Dubajic said that new businesses do ask about such fees. She suggested setting some standards for any pipes larger than 3" Mr. Graff said the main thing is to provide sufficient notice if changes are made. It was recommended to begin the business fees in July, 2004 and for residential- May 1, 2004. Mr. Graff said these fees are also needed for radium compliance since the State wants to know how the City is funding this compliance. After extensive discussion it was decided that this item would return to C.O.W. on 12-2-03 and Ms. Kramer will prepare an ordinance for that meeting. 2. Hiring of PW Employee Mr. Dhuse had recommended hiring a part-time person for Maintenance Worker II. The funding for this position would come from the Administration fees paid upfront by MPI. This would be a non-specialized, entry-level person who could work in any department as needed. Mr. Dhuse is seeking permission to advertise this and when the budget is approved or funding is available, the position could be filled. This moves forward to the City Council consent agenda and is subject to receiving funds. Page 9 of 12 Public Safety Committee Purchase of a Fully Equipped Vehicle Mr. Kot presented a memo from Chief Martin seeking authorization to purchase a new vehicle with money received from the Moser development. A Ford Expedition or Chevy Tahoe was suggested with the Tahoe being less expensive. A vehicle is needed which can travel in all terrains, snow and remote areas. State bids for vehicles are recommended, however, many times the vehicles are not in stock. Mayor Prochaska said the developer has already agreed to a$250,000 fee that will front-fund capital expenditures. They will also front-fund money for 200 permits. In addition, the Fire Department and School District already have agreements with Moser for front-funding. Alderman Kot noted for the record,that the Public Safety committee had discussed that a new officer had been hired and equipment must be furnished and maintained as well. The Mayor said that department heads had met to draft a list of desired capital expenditures. The Mayor recommended a motion to allow Chief Martin to obtain bids and this item will move to the consent agenda for December 9th Administration Committee 1. Request to Hire for Administration Office 2. Parks & Recreation Receptionist Job Description [These 2 items were discussed together] These requests are for a full-time receptionist for the Administration office and Parks and Recreation. The Administration position is budgeted while the Parks and Recreation position is funded from MPI funds. It was recommended to move forward with these positions. Two separate motions are needed. These items will go to the consent agenda for a motion to hire and subsequent posting of the jobs. The job description was approved and recommended by the Administration committee. This also moves to the consent agenda. 3. 2003 Tax Levy This item had been reviewed by the Administration Committee with several options being proposed. Option 4 was recommended which was .7789 dollars per hundred based on a 10.8% increase in the existing EAV. The assessments increased this year due to a quadrennial reassessment. Option 4 stays consistent with the actions of the last 4-5 years, which was to maintain the actual dollars a homeowner is paying and obtain the dollars from new growth. This option would allow an increase of $172,000 with roughly $99,000 for the City and $73,000 for the Library. Page 10 of 12 Alderman Kot offered another scenario and said Option 2 would allow a slight decrease to many residents and the City would only realize $3,000 less. In light of. the economy, he said he supported Option 2. He said he would like to see Option 2 factored the same way as Option 4 for better comparison. He felt this was an opportunity to reduce taxes. This would reduce the taxes $1.00 per household and he felt this would be a token gesture to show that the Council is trying to hold the line on taxes. The tax rate under option 2 would be .7774. The Committee elected to use Option 2. Next week,the proposed levy will be announced and then a Public Hearing will be held December 9th 4. Unemployment Savings Program Ms. Pleckham gave an explanation of this program that is an alternative to the state unemployment tax system. An organization called "First Nonprofit Companies" offers their program to non-profit groups and government agencies. They submitted a proposal that would offer the City 36.23% savings from the current method of paying into the state unemployment system. Following are some of the positive aspects of this program: • If the City does not pay any benefits for a given year, the funds roll over • Cost to the City for first year is $8,841 • This agency offers legal counsel for any unemployment claim • Guaranteed rate of return for funds invested in bonds • One-time enrollment fee of$1,125 with first annual payment of$9,966 • Program offers stop-loss insurance protection which in effect, offers a cap for unemployment liability • Organization has an"A" rating through Department of Insurance • If City is not satisfied with program, balances can be returned Currently the City is paying approximately $12,000 in unemployment costs and there is no rollover. Mayor Prochaska felt this was a win-win situation for the City and that this program would be beneficial in the event of a catastrophic unemployment payment. He added that this is a more efficient use of taxpayer money. Finance Director Pleckham also pointed out that the State is recommending a 1% increase in their cost. Currently there are other municipalities and school districts that use this program. A decision must be made by December 31st This item will go to the consent agenda. Page 11 of 12 5. $3.5 Million Countryside Interceptor Alternate Revenue Bond Timetable Construction is slated to begin March, 2004. Ms. Pleckham stated there needed to be a public hearing. A consensus is needed tonight for the Mayor to execute the order for a public hearing. The committee agreed to this step and the public hearing will be held December 23111. The Mayor reminded the committee that some of the money for this project comes from Menards. Additional Business Alderwoman Burd mentioned that a recent newspaper article said the State would award the City of Batavia $8 million for a dam rebuilding project. She reminded the committee that the State had informed Yorkville, money was not available for such a project. Administrator Graff will check into this matter. Alderman Kot stated that the Public Safety and Economic Development meetings had been cancelled for the coming week. It was noted by Alderman James that the area of Mill St. and Van Emmon St. is in very bad shape. Mayor Prochaska said that repaving is scheduled for next week. However, flow issues had not been resolved yet and as a result, patchwork will be needed in a couple areas. Administrator Graff noted there would be a performance review of the contractor. Alderwoman Burd asked if paving could be done by the train tracks as well and Mr. Graff said that the paver would be required to restore anything that been torn up. Chief Martin spoke about "Cops Innovation" which is about community policing in towns with smaller police departments. This program/grant first began in 1997-98. Yorkville was highlighted in the national publication. Laura Brown said that a town meeting had been held with residents of Country Hills who spoke about their proposed park. Eight families attended and their concerns were voiced regarding parking by the park. And she reassured them that speeding concerns would be addressed with signage and with the Police. The parking lot by the ball field on Van Emmon St. has been paved. She also noted that trees have been donated for that area and near the Beecher Center. When the planting is completed, she will draft a letter to the vendors thanking them for the trees. In addition, ball fields have been finished in Fox Hill Park West. Page 12 of 12 Finance Director Pleckham clarified that the Countryside Interceptor is under legal review right now. She said there must be a vote to authorize a public hearing and an ordinance is also needed to authorize issuance of revenue bonds. This item proceeds to City Council on November 25th This concluded the public portion of the C.O.W. meeting (approximately 9:50pm) At this point Mayor Prochaska entertained a motion to go into Executive Session for the purpose of purchase or lease of real property for the use of a public body. Mayor Prochaska asked that the following persons be included in the Executive Session: Parks and Rec Director, City Attorney and Minute Taker. Alderman Kot and Alderwoman Burd moved and seconded to enter into Executive Session. Following the Executive Session, C.O.W. was adjourned at 10:33pm. Minutes recorded and written by Gail Denton, Minute Taker on November 18, 2003 Minutes transcribed by Marlys Young, Minute Taker on December 10, 2004 STATE OF ILLINOIS ) ) ss COUNTY OF KENDALL ) ORDINANCE NO. 2004 - AN ORDINANCE APPROVING THE REVISION OF THE 2004 - 2005 FISCAL BUDGET FOR THE UNITED CITY OF YORKVILLE WHEREAS, the Mayor and City Council of the UNITED CITY OF YORKVILLE have duly allowed public input, and through its committee system has duly considered revision of the budget for the 2004-2005 Fiscal Year; and WI-AREAS, a tentative budget was duly announced and available for examination at the City Offices of the UNTIED CITY OF YORKVILLE; and WHEREAS, the Mayor and City Council of the UNITED CITY OF YORKVILLE deem it in the best interest of the City for the orderly operation thereof to pass and approve the revised 2004-2005 Fiscal Year Budget being submitted on December 28, 2004 at its regular City Council Meeting: NOW THEREFORE, upon Motion duly made, seconded and approved by a majority of those so voting, revision of the 2004-2005 Budget as presented is hereby adopted for the 2004-2005 Fiscal Year. ADOPTED this 28th day of December, 2004, pursuant to roll call vote as follows: PAUL JAMES MARTY MUNNS RICHARD STICKA WANDA OHARE VALERIE BURD ROSE SPEARS LARRY KOT JOSEPH BESCO Page 1 of 2 APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this 28th day of December, A.D. 2004. MAYOR PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois, this 28th day of December, A.D. 2004. CITY CLERK Page 2 of 2 11 COUNTY OF KENDALL ) ) ss STATE OF ILLINOIS ) RESOLUTION NO. 2004- A RESOLUTION CREATING THE POSITION OF PARK PLANNER IN THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS WHEREAS, THE UNITED CITY OF YORKVILLE,through it's City Council, Mayor and City Staff, after careful consideration have found and deemed it necessary for the benefit of the UNITED CITY OF YORKVILLE to create the position of Park Planner; and WHEREAS,the job position for Park Planner will have the duties and responsibilities as set forth in the attached job description; NOW, THEREFORE, BE IT RESOLVED BY THE UNITED CITY OF YORKVILLE, THAT THE POSITION OF PARK PLANNER IS HEREBY CREATED. That said position will be directed by and shall report directly to the Park Foreman (Superintendent) /Executive Director. The job description for Park Planner is attached hereto and is made part hereof as Exhibit "A". The hiring of a person to fill the position of Park Planner shall be subject to all probationary rules, regulations as set out in the current employee manual and salary classification of Operator($39,330 - $52,454) as depicted in the Salary Schedule attached hereto and is made part hereof as Exhibit "B" . REPEALER: All ordinances, resolutions or orders, or parts thereof, in conflict with the provisions of this resolution are to the extent of such conflict hereby repealed. Page 1 of 2 SEVERABILITY: If any section, subsection, sentence, clause, phrase or portion of this resolution is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct, and independent provision, and such holding shall not affect the validity of the remaining portions hereof. EFFECTIVE DATE: This resolution shall be in effect from and after its passage, approval and publication in pamphlet form as provided by law. PAUL JAMES MARTY MUNNS RICHARD STICKA WANDA OHARE VALERIE BURD ROSE SPEARS LARRY KOT JOSEPH BESCO APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this day of , A.D. 2004. MAYOR PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois, this day of , A.D. 2004. CITY CLERK Page 2 of 2 EXHIBIT "A" ft:;fig"� Es' I09 lam oCO UNITED CITY OF YORKVILLE .74CE ��y`? PARK PLANNER—JOB DESCRIPTION Department: Parks Reports to: Park Foreman(Superintendent)/Executive Director Status: Full-time; exempt Positions Supervised: Consultants and Contractors Position Description Overview In coordination with the Park Foreman and the Executive Director of Parks and Recreation, the Park Planner is responsible for the administration, management, development and construction of parks and facilities owned or managed by the Yorkville Parks &Recreation Department. The Park Planner will perform all duties with respect to park design, master and land planning, facility planning and landscape architecture. These duties include preparing cost estimates, administering the project bid process, development and control of project budget and administering the process for all capital, development, restoration, and replacement projects. This position requires a flexible schedule to facilitate attendance at a variety of meetings with planning committees, local public partners and the residents of Yorkville. Essential Job Functions 1) Serve as designer and project manager for the Parks and Recreation Department on assigned municipal projects involving parks, facilities, natural areas, greenways, landscaping and trails. 2) Prepare, evaluate, and/or supervise the preparation of park renderings, plans, specifications, estimates, and recommendations regarding the selection of materials, and the construction of assigned projects. 3) Participates in the development of policies, procedures, and standards relating to park planning, trail planning and natural resource programs. 4) Prepares or assists in the preparation of environmental impact or other related reports. 5) Assists in the updating and/or provides recommendations for the Parks and Open Space Master Plan, landscape ordinance, appears codes, comprehensive plans and other City related documents. 6) Coordinates plans with the state and local agencies, ensuring consistence and environmental compliance. 7) Represents Parks and Recreation in the development review process to consider the impacts of proposed, private development on the City park and trail system. Works with City staff to request trail easements and improvements. 8) Manages and oversees work of outside related consultants and contractors. 9) Assists with the preparation of local, state and federal grant applications. 1 10) Works with citizens, other City departments, special groups and neighborhood committees, consultants, contractors and other interested parties during project planning, development and implementation as necessary. Requirements 1. Will have the ability to independently resolve problems and mediate when necessary. 2. Knowledge of the principles and practices of park and trail planning and development. 3. Knowledge of aspects involved in natural resource planning, including natural systems, relevant federal and state law, and best management practices. 4. Knowledge of pertinent federal, state, and local laws, codes and regulations. 5. Ability to plan, organize and conduct public meetings. 6. Ability to establish effective working relationship; ability to enforce standards and regulations with tact and diplomacy. 7. Work record, references shows reliability, initiative, tact and productivity. Ability to establish priorities and make decisions, and to take appropriate action when necessary. 8. Will have the ability to calculate utilizing basic math skills. 9. Has the ability to schedule and implement duties in an effective and efficient manner. Establish projects according to priorities, establish schedules and deadlines. 10. Ability to communicate clearly and concisely, both orally and in writing. Ability to communicate effectively with residents, co-workers, contractors, and general public. 11. Ability to provide leadership, counsel, motivation and constructive performance reviews to contractors. 12. Must maintain a valid driver's license and abide by the Park and Recreation Board vehicle policy and the United City of Yorkville's vehicle policy. 13. Must comply with all rules, policies, regulations and procedures related to the United City of Yorkville's employee manual. 14. Perform other duties and functions as directed by the Park Foreman and Executive Director of Park and Recreation. Experience and Education 1) Bachelor's degree in Landscape Architecture, Land Use, Urban, or Park Planning, Civil Engineering, Project Management or a closely related field. 2 2) Substantial skill and knowledge of park planning, project design and contract management as well as proficiency in AutoCAD 2000i GSI, and Microsoft Office 2000. 3) Registered Landscape Architect preferred. 4) Minimum of(3) years of progressively responsible experience in park project management in a municipal or park district setting and/or equivalent combination of education,training and/or experience preferred. 5) Demonstrate knowledge of the methods and principals of administration to include supervision, personnel management, budget development and control, bid documentation preparation and park design renderings. 6) Must have experience in preparing and administering grant applications and programs. 7) Must have outstanding communication skills, must be highly organized and motivated. 8) Must have successfully completed a background investigation. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and requirements of the job change. 3 EXHIBIT "B" UNITED CITY OF YORKVILLE SALARY SCHEDULES Approved]1/23/04 FY 2004-2005 Min. Max. City Administrator $76,004 $107,023 Finance Director $59,175 $83,325 City Engineer $59,760 $84,150 Engineering Tech $37,260 $53,524 Receptionist/Assistant $20,800 $27,967 Administrative Support Staff $32,085 $43,675 General Support Staff $26,910 $42,820 Chief of Police $65,078 $86,916 Police Office Supervisor $34,096 $48,172 Police Lieutenant $53,652 $72,200 Police Sergeant $46,506 $62,088 Police Officers **(Per Contract) $38,473 $47,516 Director of Public Works $56,900 $76,186 Foreman (Street/Water/Park) $45,550 $59,989 Maintenance Worker I $29,900 $41,749 Maintenance Worker II $34,155 $47,101 Operator $39,330 $52,454 Janitorial Tool Shop $23,805 $34,256 Executive Director - Parks & Rec $61,300 $86,319 Superintendent of Recreation $42,106 $59,291 Recreation Supervisor $32,085 $51,383 The salary range is subject to review and can be modified annually by Mayor & City Council. 4nnual Longevity Stipends will be made to all employees based upon the following chart: After 6 years but less than 9 years $750 After 9 years but less than 14 years $1,000 After 14 years but less than 20 years $1,250 After 20 years but less than 25 years $1,500 After 25 years $2,000 Educational Stipends will be paid for education in their related field over that required for entry level of that position as follows: Associate Degree or 60 credit hours 2% Bachelor's Degree 2% Master's Degree 2% This will be applicable only to 1 degree level 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 salary adiustment)