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City Council Packet 2005 06-28-05 4,0 A 0 United City of Yorkville EST. same.18361 800 Game Farm Road Yorkville, Illinois 60560 t L ! Telephone: 630-553-4350 Fax: 630-553-7575 AGENDA CITY COUNCIL MEETING CITY COUNCIL CHAMBERS 7:00 PM Tuesday,June 28, 2005 Call to Order: 7:00 p.m. Pledge of Allegiance: Roll Call by Clerk: WARD I WARD II WARD III WARD IV Paul James Valerie Burd Marty Munns Joe Besco Jason Leslie Dean Wolfer 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, July 25, 2005 6:00 p.m., Tuesday, July 12, 2005 City Hall Conference Room City Hall Conference Room Economic Development Committee: 7:00 p.m., Thursday, July 21, 2005 City Hall Conference Room Administration Committee Meeting: 6:30 p.m., Thursday, July 7, 2005 City Hall Conference Room Public Safety Committee Meeting: 6:30 p.m., Thursday, July 14, 2005 City Hall Conference Room Public Hearings: 1. Montalbano Homes and Conifer Group, LLC, petitioners,request to annex to the United City of Yorkville and rezone from Kendall County A-1 Agricultural to United City of Yorkville Planned Unit Development containing R-2 One-Family Residence District and for hearing as to the Annexation and Planned Unit Development Agreement of Petitioner. The real property consists of approximately 155.825 acres at the Southeast corner of Ament and Penman Roads, Kendall Township, Kendall County, Illinois. City Council Meeting Agenda June 28, 2005 Page 2 Presentations: Citizen Comments: Consent Agenda 1. Police Reports for April 2005 2. Police Reports for May 2005 3. Treasurer's Reports for January, February, March, and April 2005 4. Single Audit Engagement Letter for $950,000 Water Radium Grant -approve engagement terms for audit services with Crowe, Chizek and Company, LLC in an amount not to exceed$4000.00 and authorize City Treasurer to execute 5. Ordinance Approving Variance for Reduction of Minimum Lot Size and Reduction of Rear Yard Set Back for 307 Mill Street - authorize Mayor and City Clerk to execute 6. Ordinance Declaring the United City of Yorkville's Compliance with Illinois Prevailing Wage Act- authorize Mayor and City Clerk to execute 7. Market Day Fundraiser Sponsorship Request- approve request to waive deposit and rental fee for use of Beecher Center on July 16, 2005 8. Redesign & Redevelopment of Website- award to JRudny in an amount not to exceed$7920.35 for the redesign and redevelopment of the website and also authorize additional training/software in an amount not to exceed$1579.65 for a total of$9500.00 9. Gilbert Park Bid Opening Results -award to J.E.M. Morris with alternates in an amount not to exceed $49,758.00 10. Cooperative Agreement for Parkview Christian Academy- authorize the use of general fund contingency dollars in an amount not to exceed$1,620.00 11. Park in Sunflower Subdivision—Request to Name as Sunflower Park 12. Request to Purchase LIDAR Unit- authorize purchase of the Ultralyte LIDAR from Laser Technology, Inc. in an amount not to exceed$3,249.00 using funds from the CPAT account 13. Ordinance Amending City Code, Title 3, Business; Chapter 3 Liquor Control Regarding New Classifications and New Enforcement Provisions - authorize Mayor and City Clerk to execute 14. Request to Purchase Two Replacement Squads -authorize purchase of a 2005 Chevrolet Impala Police Interceptor from Miles Chevrolet, Inc. in an amount not to exceed$19,237.32 and also authorize purchase of a 2005 Ford Crown Victoria Police Interceptor from Terry's Ford, Lincoln-Mercury in an amount not to exceed$22,314.00 15. Request to Purchase Data Recorder for Total Station - authorize purchase in an amount not to exceed $3000.00 16. Resolution Creating the Position of Community Development Director Job - authorize Mayor and City Clerk to execute City Council Meeting Agenda June 28, 2005 Page 3 Consent Agenda (con't) 17. Resolution Adopting Sponsorship Policy- authorize Mayor and City Clerk to execute 18. Ordinance Amending City Code Title 1 —Administration, Chapter 6A—City Clerk Regarding Revising the Position of Deputy Clerk -authorize Mayor and City Clerk to execute 19. Resolution Setting Annual Stipend for Position of Deputy Clerk-authorize Mayor and City Clerk to execute 20. Resolution Creating the Position of Administrative Assistant- authorize Mayor and City Clerk to execute 21. Resolution Approving the Revised Job Description for the Position of Office Assistant - authorize Mayor and City Clerk to execute 22. Resolution Creating the Position of Accounting Clerk I- authorize Mayor and City Clerk to execute 23. Resolution Creating the Position of Part Time Utility Billing Clerk - authorize Mayor and City Clerk to execute Plan Commission/Zoning Board of Appeals: Minutes for Approval(Corrections and Additions): Minutes of City Council— May 24, 2005 Minutes of Committee of the Whole—April 19, 2005 Minutes of Special Committee of the Whole—March 22, 2005 Bill payments for approval from the current BM List (Corrections and Additions): Checks total these amounts: $ 335,471.30 (vendors - FY 04/05) $ 515,104.09 (vendors -FY 05/06) $ 177,672.32 (payroll period ending 6/11/05 - FY 05/06) $ 1,028,247.71 (total) Reports: Mayor's Report: 1. Due to the July 4th Holiday, Committee of the Whole Packets will be distributed on Thursday, June 30 2. Appointment of Deputy Clerk 3. The Role of Elected Officials in Local Government Seminar City Council Meeting Agenda June 28, 2005 Page 4 Reports (con't): City Council Requests: 1. Ordinance Establishing Committees of the City Council City Attorney's Report: City Clerk's Report: 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. None Economic Development Committee Report: 1. None Public Safety Committee Report: 1. No Report Administration Committee Report: 1. Resolution Adopting Salary Schedule for Senior Engineering Technician 2. Resolution Revising the Job Description of Senior Engineering Technician Additional Business: Adjournment: City Council Meeting Agenda June 28, 2005 Page 5 COMMITTEES, MEMBERS AND RESPONSIBILITIES F/Y 2005 —2006 ;PUBLIC WORKS Committee Departments Liaisons Chairman: Alderman Besco Water and Sewer Park Board Committee: Alderman Munns Streets and Alleys YBSD Committee: Alderman Wolfer Sanitation and Waste Committee: Alderman James ECONOMIC DEVELOPMENT Committee Departments Liaisons Chairman: Alderman Munns Planning& Building& Zoning Chamber of Commerce Committee: Alderwoman Burd Business & Economic Dev. Kendall County Econ. Dev. Committee: Alderman Besco Plan Commission Committee: Alderman Leslie Bristol Plan Commission Yorkville Econ. Dev. Corp. Aurora Area Convention & Tourism Council Downtown Re-development ;PUBLIC SAFETV1 Committee Departments — Liaisons Chairman: Alderwoman Ohare Police Human Resource Comm. Committee: Alderwoman Spears Schools School District Committee: Alderman Wolfer Public Relations KenCom Committee: Alderman Leslie ,ADMINISTRATION; Committee Departments Liaisons Chairman: Alderman James Finance Metra Committee: Alderwoman Ohare Public Properties Library Committee: Alderwoman Spears Personnel Cable Consortium Committee: Alderwoman Burd AD-HOC: TECHNOLOMd Committee Co-Chairman: Alderwoman Ohare Co-Chairman: Alderman Wolfer STATE OF ILLINOIS ) )ss DRAFT - 6/16/05 Deleted:¶ COUNTY OF KENDALL ) REVISED AFTER 6/21/COW _--Formatted:Font:Bold ORDINANCE No.2005- ORDINANCE APPROVING VARIANCE FOR REDUCTION OF MINIMUM LOT SIZE AND REDUCTION OF REAR YARD SET BACK FOR RESIDENCIAL PROPERTY AT 307 MILL STREET WHEREAS, Lloyd and Pera Yepsen("Petitioners")filed ZBA Petition 2005-20 requesting a variance reducing lot size and reducing rear yard set back for the division of the property and construction of a single family residence which is more specifically described in the attached Group Exhibit"A"consisting of the legal descriptions,plats and concept plans submitted with the Petition;and WHEREAS,the Petitioners indicate that they plan to substantially improve the real property to enhance the value of the property and improve the aesthetics of the neighborhood;and WHEREAS,the Zoning Board of Appeals of the United City of Yorkville held a public hearing on June 6,2005 with regard to said Petition,and WHEREAS,the Zoning Board of Appeals took public comment on the issues before it and made specific findings of fact related to the granting of the variances sought,and WHEREAS,the Zoning Board of Appeals recommended the approval(asking petitioner to move the northern lot line if possible without creating a non-conforming situation for the neighboring lot)of said requested variance from the requirements of Section 10-6C-3 concerning Lot Area(Reducing the Required size from 12,000 sq ft to 7,375 sq ft)and also recommended approval of the requested variance from the requirements of Section 10-6C-4C concerning Rear Yard Areas(Reducing the rear yard setback from 40 to 20 feet)to the City Council; and WHEREAS,the Mayor and City Council of the UNITED CITY OF YORKVILLE have reviewed the fmdings of fact made by the Zoning Board of Appeals,considering the public comment presented at the public hearing, considered Mr.Yemen's comments at the June 21,2005 Committee of the Whole meeting regarding inability to move the northern lot line.and have determined that the requested variance is appropriate under the circumstances presented by the Petitioners; NOW THEREFORE BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL OF THE UNITED CITY OF YORKVILLE,upon Motion duly made, seconded and approved by a majority of those so voting,the following Variances are hereby granted from the United City of Yorkville Code,Title 10--Zoning for the real property more fully described in Group Exhibit"A"consisting of the Legal Description, Plats and Concept Plan for residential home: 1. Reduction of Lot Size: Section 10-6C-3 of the United City of Yorkville Zoning Code is hereby varied to permit the lot size of the single family residence to be Seven Thousand,Three Hundred Seventy-Five square feet (7,375 sq.ft.) 2. Reduction of Rear Yard Set Back: Section 10-6C-4C of the United City of Yorkville Zoning Code is hereby varied to permit a rear yard set back of twenty feet(20'). The variance granted herein is contingent upon the construction of the residence within the footprint provided by the petitioner,a copy of which is attached hereto and Deleted:pursuant to the design,plan incorporated herein as Exhibit"A"� `�No other variance from the CitCode for desi�� and speoiseatiof presented to the y Zoning Board of Appeals and the City Council plan or specifications for said structure is permitted by this Ordinance. IN WITNESS WHEREOF,this Ordinance has been enacted this day of ,2005 by the City Council of the United City of Yorkville. WANDA OHARE JOSEPH BESCO VALERIE BURD PAUL JAMES DEAN WOLFER MARTY MUNNS ROSE SPEARS JASON LESLIE Approved by me,as Mayor of the United City of Yorkville,Kendall County, Illinois,this Day of ,A.D.2005. MAYOR Passed by the City Council of the United City of Yorkville,Kendall County, Illinois this day of ,A.D.2005. ATTEST: CITY CLERK Prepared by: John Justin Wyeth City Attorney United City of Yorkville 800 Game Fann Road Yorkville,IL 60560 Deleted:Group Exhibit"A'l Legal Description,Plats,and Concept Residential Home Plan Submitted with Petition STATE OF ILLINOIS ) ) ss COUNTY OF KENDALL ) ORDINANCE No. 2005- ORDINANCE APPROVING VARIANCE FOR REDUCTION OF MINIMUM LOT SIZE AND REDUCTION OF REAR YARD SET BACK FOR RESIDENCIAL PROPERTY AT 307 MILL STREET WHEREAS, Lloyd and Pera Yepsen("Petitioners") filed ZBA Petition 2005-20 requesting a variance reducing lot size and reducing rear yard set back for the division of the property and construction of a single family residence which is more specifically described in the attached Group Exhibit"A" consisting of the legal descriptions, plats and concept plans submitted with the Petition; and WHEREAS, the Petitioners indicate that they plan to substantially improve the real property to enhance the value of the property and improve the aesthetics of the neighborhood; and WHEREAS, the Zoning Board of Appeals of the United City of Yorkville held a public hearing on June 6, 2005 with regard to said Petition, and WHEREAS, the Zoning Board of Appeals took public comment on the issues before it and made specific findings of fact related to the granting of the variances sought, and WHEREAS, the Zoning Board of Appeals recommended the approval (asking petitioner to move the northern lot line if possible without creating a non-conforming situation for the neighboring lot) of said requested variance from the requirements of Section 10-6C-3 concerning Lot Area(Reducing the Required size from 12,000 sq ft to 7,375 sq ft) and also recommended approval of the requested variance from the requirements of Section 10-6C-4C concerning Rear Yard Areas (Reducing the rear yard setback from 40 to 20 feet)to the City Council; and WHEREAS,the Mayor and City Council of the UNITED CITY OF YORKVILLE have reviewed the findings of fact made by the Zoning Board of Appeals, considered the public comment presented at the public hearing, considered Mr. Yepsen's comments at the June 21, 2005 Committee of the Whole meeting regarding inability to move the northern lot line, and have determined that the requested variance is appropriate under the circumstances presented by the Petitioners; NOW THEREFORE BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL OF THE UNITED CITY OF YORKVILLE, upon Motion duly made, seconded and approved by a majority of those so voting,the following Variances are hereby granted from the United City of Yorkville Code, Title 10-- Zoning for the real property more fully described in Group Exhibit"A" consisting of the Legal Description, Plats and Concept Plan for residential home: 1. Reduction of Lot Size : Section 10-6C-3 of the United City of Yorkville Zoning Code is hereby varied to permit the lot size of the single family residence to be Seven Thousand, Three Hundred Seventy-Five square feet (7,375 sq. ft.) 2. Reduction of Rear Yard Set Back: Section 10-6C-4C of the United City of Yorkville Zoning Code is hereby varied to permit a rear yard set back of twenty feet(20'). The variance granted herein is contingent upon the construction of the residence within the footprint provided by the petitioner, a copy of which is attached hereto and incorporated herein as Exhibit"A". No other variance from the City Code for design, plan or specifications for said structure is permitted by this Ordinance. IN WITNESS WHEREOF, this Ordinance has been enacted this day of , 2005 by the City Council of the United City of Yorkville. WANDA OHARE JOSEPH BESCO VALERIE BURD PAUL JAMES DEAN WOLFER MARTY MUNNS ROSE SPEARS JASON LESLIE Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this Day of , A.D. 2005. MAYOR Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this day of , A.D. 2005. ATTEST: CITY CLERK Prepared by: John Justin Wyeth City Attorney United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 I q 1 • A Ft ,, i 1 4 kt 1 ,, , Ir1 i g, . ,. efi___ v, , , . ...L i i i i J ii i j • il li 1 le t0 i . • kli ii it 1! i li _ I ;a 'C Pc1 I Exhibit "A" Footprint Plat Provided by Lloyd and Para Yepsen United City of Yorkville Memo 800 Game Farm Road EST% :b1836 Yorkville, Illinois 60560 Telephone: 630-553-4350 � ii R p� Fax: 630-553-7575 o coon 11 ®� <LEXV‘ Date: June 22, 2005 To: Mayor and Aldermen From: John Justin Wyeth, City Attorney Subject: Liquor Ordinance Final Draft with Black lined pages You will find the Original Ordinance as well as a black lined copy of Exhibit's A and D whereupon minor changes are shown. STATE OF ILLINOIS ) ) ss COUNTY OF KENDALL ) ORDINANCE No. 2005- ORDINANCE AMENDING CITY CODE,TITLE 3,BUSINESS; CHAPTER 3 LIQUOR CONTROL REGARDING NEW CLASSIFICATIONS AND NEW ENFORCEMENT PROVISIONS Whereas the United City of Yorkville has taken up, discussed and considered amending the City Code, Title 3, Business; Chapter 3 Liquor Control by adding classifications and adding provisions concerning enforcement , and Whereas the Mayor and City Council have discussed that it may be prudent to amend Section 3-3-4 "Classes of Licenses"by adding classifications for Bar and Grill, Catering, Golf Course and Temporary/Special Event in the text as depicted on the attached Exhibit"A though D", and Whereas the Mayor and City Council have discussed that it may be prudent to amend Section 3-3-18 "Violations and Penalties" by adding the new Section 3-3-18(C) as depicted on the attached Exhibit"E". NOW THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE, upon Motion duly made, seconded and approved by a majority of those so voting, that Title 3, Chapter 3, "Liquor Control" of the City Code of the United City of Yorkville is hereby amended by adding the Classifications and Sections as depicted on the attached Exhibits"A through E". This Ordinance shall become effective upon passage. WANDA OHARE JOSEPH BESCO VALERIE BURD PAUL JAMES DEAN WOLFER MARTY MUNNS ROSE SPEARS JASON LESLIE Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois,this Day of , A.D. 2005. MAYOR Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this day of , A.D. 2005. ATTEST: CITY CLERK Prepared by: John Justin Wyeth City Attorney United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 EXHIBIT"A" TITLE 3 BUSINESS, CHAPTER 3 LIQUOR, SECTION 3-3-4 (A)(4) Other Licenses NEW CLASS "BG": Bar and Grill: BG--1 Bar and Grill. These licenses shall be treated during the daytime until 9:00 PM, as a R-1 Restaurant, and thereafter until closing each day as a A-2 Retail— Tavern Bar EXHIBIT "B" TITLE 3 BUSINESS, CHAPTER 3 LIQUOR, SECTION 3-3-4 (A)(4) Other Licenses NEW CLASS "GC": Golf Course GC—Golf Course. a. Authorizes the licensee to sell alcoholic liquor to its patrons and guests by the drink, for consumption in the clubhouse and on the golf course, and not for resale in any form. b. The license shall only be available for premises defined as a golf course/clubhouse herein which has a minimum of one hundred(100)total acres for an 18-hole or greater course or a minimum of fifty (50)total acres for a 9-hole course. c. Golf course/clubhouse means a public or private golf course with a clubhouse having facilities used, kept and maintained as a place where food is served, such space being provided with adequate and sanitary kitchen and dining room equipment and capacity and having employed therein a sufficient number and kind of employees to prepare, cook and serve suitable food for its guests EXHIBIT"C" TITLE 3 BUSINESS, CHAPTER 3 LIQUOR, SECTION 3-3-4 (A)(4) Other Licenses NEW CLASS "CA": Catering Class CA--Catering license. a. Authorizes the licensee to sell alcoholic liquor in connection with the operation of a catering business within the city. b. Authorizes the licensee to sell to the general public alcoholic liquor in original packages only, for consumption at a private party when the food for said party is prepared by the licensee. c. The license shall only be issued to persons who can demonstrate that they are operating a bona fide catering business with headquarters within the city. d. All food and beverage sales made by the licensee shall be made at the registered office of licensee, which shall be deemed the licensed premises. Such sales shall be subject to the applicable municipal taxes EXHIBIT"D" TITLE 3 BUSINESS, CHAPTER 3 LIQUOR, SECTION 3-3-4 (A)(4) Other Licenses NEW CLASS "T": Temporary Sec. 6-10. Temporary permits. (a) The local liquor control commissioner shall have authority to issue a temporary permit for sale of alcoholic liquor to be consumed on the premises at a banquet,picnic, bazaar, fair or similar private or public assembly where food or drink is sold, served or dispensed. (b) Such temporary permit may be issued to a club, society, fraternal or benevolent organization or association which is organized not for pecuniary profit, and shall be for a period of not more than four(4) days. (c) No more than three (3)temporary permits may be granted to any organization during a calendar year. (d) Notwithstanding any of the above-mentioned provisions, a temporary liquor permit may be issued for the sale and consumption of alcoholic liquor at a regularly scheduled game or tournament at a privately owned sports stadium. Such permit shall be issued with the provision that the sale of alcoholic liquor cease at 10:30 p.m. and that the sale and consumption of alcoholic liquor not be allowed outside of the stadium area. (e) The fee for such permit shall be determined, from time to time, by separate ordinance or resolution of the city council, and shall accompany the written application. EXHIBIT "E" TITLE 3 BUSINESS, CHAPTER 3 LIQUOR, SECTION 3-3-18 NEW SECTION "C" ADDITIONAL VIOLATIONS C. Additional Violations The local liquor control commissioner may determine that the licensee is in violation of the Chapter if he determines that the licensee has violated any of the following provisions: (1) The licensee has violated any law of the state, any ordinance of the county, or any ordinance of the United City of Yorkville, which affects the public health, welfare and safety(including but not limited to the zoning and building regulations of the City) and which violation occurred as part of the operation of the licensee's business or upon the licensed premises or adjacent premises. (2) The licensee is more than forty-five (45) days delinquent in the payment of any debt to the city. (3) For the purposes of this section, every licensee shall be deemed responsible for the acts of his agents or employees whether or not such licensee knowingly permits or has actual knowledge of such unlawful acts stated in this section. (4) Notwithstanding any other provision of this Code, offenders under this section shall be fined an amount of not less than $250 per occurance. EXHIBIT "A" TITLE 3 BUSINESS, CHAPTER 3 LIQUOR, SECTION 3-3-4 (A)(4) Other Licenses NEW CLASS "BG": Bar and Grill: BG--1 Bar and Grill. These licenses shall be treated during the daytime until 9:00 PM, as a R-1 Restaurant, and thereafter until closing each day as a A-2 Retail— Tavern Bar EXHIBIT"D" TITLE 3 BUSINESS,CHAPTER 3 LIQUOR,SECTION 3-3-4(A)(4)Other Licenses NEW CLASS "T": Temporary Sec.6-10. Temporary permits. (a) The local liquor control commissioner shall have authority to issue a temporary permit for sale of alcoholic liquor to be consumed on the premises at a banquet,picnic, bazaar,fair or similar private or public assembly where food or drink is sold,served or dispensed. (b) Such temporary permit may be issued to a club,society,fraternal or benevolent organization or association which is organized not for pecuniary profit,and shall be for a period of not more than four(4)days. (c) No more than three(3)temporary permits may be granted to any organization during a calendar year. (d) Notwithstanding any of the above-mentioned provisions,a temporary liquor permit may be issued for the sale and consumption of alcoholic liquor at a regularly scheduled game or tournament at a privately owned sports stadium. Such permit shall be issued with the provision that the sale oQ.lcoholic liquor cease at 10:30 p.m. and that the sale and - Deleted:beer consumption of,alcoholic liquor not be allowed outside of the stadium area. _- Deleted:beer (e) The fee for such permit shall be determined,from time to time,by separate ordinance or resolution of the city council,and shall accompany the written application. COUNTY OF KENDALL ) ) ss STATE OF ILLINOIS ) RESOLUTION NO. 2005- A RESOLUTION CREATING THE POSITION OF COMMUNITY DEVELOPMENT DIRECTOR IN THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS WHEREAS, the Mayor and City Council of UNITED CITY OF YORKVILLE, after careful consideration, have found and deemed it necessary for the benefit of the UNITED CITY OF YORKVILLE to create the position of Community Development Director; and WHEREAS, the job position of Community Development Director will have the duties and responsibilities as set forth in the attached job description; and NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE UNITED CITY OF YORKVILLE THAT THE POSITION OF COMMUNITY DEVELOPMENT DIRECTOR IS HEREBY CREATED. Said position will be directed by and report directly to the City Administrator. The job description for said position is attached hereto and is made part hereof as Exhibit"A". The hiring of a person to fill the said position should be subject to all probationary rules and regulations as set out in the current Employee Manual. The initial salary range for this position shall be $80,000 to $105,000. This resolution shall become effective upon its passage. PAUL JAMES MARTY MUNNS JASON LESLIE WAND OHARE VALERIE BURD ROSE SPEARS DEAN WOLFER JOSEPH BESCO Page 1 of 2 APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this day of , A.D. 2005. MAYOR PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois, this day of , A.D. 2005. CITY CLERK Prepared by: John Justin Wyeth City Attorney United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 (630) 553-8570 Page 2 of 2 UNITED CITY OF YORKVILLE SALARY SCHEDULES FY 2004-2005 Min. Max. City Administrator $76,004 $107,023 Finance Director $59,175 $83,325 Community Development Director $80,000 $105,000 City Engineer $59,760 $84,150 _ Senior Engineering Tech $41,000 $57,000 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) $39,627 $48,942 **Updated 5/1/05 Director of Public Works* $62,972 $82,204 *Revised 1/25/05 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. Annual 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 adjustment) UNITED CITY OF YORKVILLE COMMUNITY DEVELOPMENT DIRECTOR— JOB DESCRIPTION Department: Community Development Department Reports to: City Administrator Status: Full-Time;exempt Supervises: Planning Division;Building Safety Division;Consultants and Contractors Salary Classification: Community Development Director Position Description Overview This position acts as a professional administrative employee that works under the general guidance and direction of the City Administrator and broad policy guidance and direction of the Mayor and City Council. The Community Development Director plans,directs,and coordinates the activities and projects of the Community Development Department composed of professional,technical,and clerical staff engaged in a variety of activities related to Planning/Zoning,Economic Development, and Code Enforcement. This official acts as the key advisor to the City Administrator,Mayor,and City Council and works closely with the City staff and other departments on matters relating to planning,zoning,and building code enforcement,as well as other development matters. Essential Job Functions 1. Responsible for direction,management,and supervision of the Community Development Department's professional,technical,and clerical staff. 2. Prepares and administers the Department's annual operating budget. (Formatted:Bullets and Numbering 3. Interviews,hires,trains,develops,supervises,and conducts performance evaluation reviews - (Formatted:Bullets and Numbering of departmental staff. 4. Coordinates the City's development review process for new development or redevelopment • (Formatted:Bullets and Numbering including planned unit developments,rezoning,special uses,preliminary and final plats of subdivision,land use variations,and zoning variations. Analyzes issues and provides recommendation and interpretations to Mayor,City Council,and Plan Commission. 5. Provides recommendations and acts as a liaison to City Council and Committees on all • Formatted:Bullets and Numbering development matters including but not limited to.planning.zoning,and building code enforcement. 6. Attends Plan Commission.City Council.Committee of the Whole,and Economic - (Formatted:Bullets and Numbering Development Committee. nelleted: 7. Negotiates with competing parties to help settle disputes on major planning,zoning,or `Nersees the negotiations and review of annexation,development,boundary, building code enforcement problems. and recapture agreements etc.¶ Formatted:Bullets and Numbering 8. Oversees the development and/or revision of the City's Comprehensive Plan. Formatted:Bullets and Numbering 9. Negotiates with developers to maximize the quality of proposed developments. This • - - {Formatted:Bullets and Numbering involves interfacing with City staff,Plan Commission,City Council members,developers and their consultants,and others involved in decision making. 10.Represents the City and its agencies at public hearings. •- --- -(Formatted:Bullets and Numbering 11.Serves as director and project manager for all residential,commercial,industrial,municipal, - {Formatted:Bullets and Numbering j and infrastructure related projects on behalf of the City. 12.Monitors planning activities of neighboring jurisdictions;coordinates work with other - {Formatted:Bullets and Numbering affected agencies,assists in the development of regional plans as assigned. - Deleted:¶ 13.Reviews proposed amendments to City codes,ordinances,and procedures relating to land- <#'Manages and oversees work of outside consultants and contractors. ¶ use,planning,and building safety. Assists with preparing draft ordinances for legal review ¶ by City Attorney and/or legal consultants. Assures proper implementation and <#'Prepares and administers the Department's annual operating budget.¶ administration of ordinances. ¶ <#>Interviews,hires,trains,develops, supervises,and conducts performance 14.Responsible for the review of all application packages,including informing all developers of evaluation reviews of departmental staff¶ the City's established codes,provisions,and ordinances. 15.Attends meetings,seminars,and conferences of professional associations,county,regional, and/or state organizations in order to keep abreast of trends and developments in the field, and to represent the City's interests before these groups. 16.Works with City Administrator in directing Grant Coordinator to research and prepare federal,state,and private funding grants. Deleted:¶ 17.Maintains and monitors established TIF districts. Provides appropriate updates and reports • <#>Provides recommendations and acts as a liaison to City Council and to policy holders. Committees on all development matters - - - - - including but not limited to,planning, zoning,and building code enforcement.¶ 18.Oversee other functions as directed by the City Administrator. ▪ ¶ <#>Coordinates efforts with the Community Relations Department/ Working Conditions: Manager and Mayor to keep the public informed on development initiatives.¶ Work responsibilities call for some levels of physical demanding activities in the visual and physical • Formatted:Bullets and Numbering inspection of properties for proposed development sites. Some of this work is performed out-of- Deleted:¶ <#>Coordinates with the Executive doors,at proposed development sites,where occasional hazards may be encountered. Handling Director of Parks and Recreation to direct contact with the City residents at public hearings and presentations,telephone conversations, implement plans approved by the Park Boardsignificant blueprint reading,and computer work are all a regular part of the job. All of these implementation nd City codnnn. l reviewie with the and annual of conditions require that the incumbent of this position be reasonably ambulatory and possess normal Parks Master Plan.11 hearing,vision,and manual dexterity. <#>Attends Plan Commission,City Council,Committee of the Whole,and Economic Development Committee.¶ Requirements Formatted:Bullets and Numbering 1. Comprehensive knowledge of the principles and practices of planning,zoning,and community development related areas,including an understanding of the fundamentals of urban design,economics,demography,municipal finance,urban planning,engineering, architecture,and building construction. 2. Comprehensive knowledge of the laws,rules,and regulations governing municipal planning and zoning;comprehensive knowledge of management principles and techniques; comprehensive knowledge of research and analytical techniques and principals;knowledge and abilities regarding oral,verbal,and graphic presentation practices. 3. Ability and substantial knowledge of how to operate a personal computer,including word processing,spreadsheet and database software, 10-key calculator,typewriter,phone,copy machine,fax machine,etc. 4. Comprehensive knowledge of plan review techniques including reading and evaluating plans,reading and working with engineering and architectural scales,etc. 5. Comprehensive knowledge of general administration,management,and budgeting techniques especially applied to the public sector. 6. Knowledge of various state statutes,local ordinances,codes and regulations pertaining to Economic Development,Code Administration,Engineering,and Planning and Zoning. 7. Knowledge of mathematics as applied to Community Development activities(IE—basic trigonometry,areas of lots,ratios,etc.). 8. Knowledge of supervisory techniques including motivation,discipline,goal-setting, evaluation,etc. 9. Ability to establish and maintain effective working relationships with elected officials, employees,architects,developers,contractors,engineers,other agencies,business community,and residents. 10.Ability to respond tactfully to requests and inquiries from the general public,other departments,and divisions within the City. 11.Ability to plan,direct,organize,supervise,and carry out complex research projects and present results effectively. 12.Ability to read,interpret,and apply codes and ordinances as well as coordinate and propose amendments to codes and ordinances. Ability to interpret and explain planning and zoning laws and administrative rules to other governmental officials and the public. 13.Ability to effectively supervise subordinate personnel by incorporating motivational techniques,discipline,goal setting,etc. 14.Extensive ability in speaking extemporaneously before large public groups and in addressing their questions in a concerned,open,and forthright manner. Experience and Education 1. Master's degree in Urban Planning or related field;eight(8),years of urban planning and {Deleted: to ten(10) upper management department head experience;or,an equivalent combination of education and experience sufficient to perform the essential duties of the job as those listed above. 2. Must have successfully completed a background investigation. 3. Must have experience in preparing and administering grant applications and programs. 4. Must have outstanding communication skills. 5. Must be highly organized and motivated. 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. UNITED CITY OF YORKVILLE COMMUNITY DEVELOPMENT DIRECTOR— JOB DESCRIPTION Department: Community Development Department Reports to: City Administrator Status: Full-Time; exempt Supervises: Planning Division; Building Safety Division; Consultants and Contractors Salary Classification: Community Development Director Position Description Overview This position acts as a professional administrative employee that works under the general guidance and direction of the City Administrator and broad policy guidance and direction of the Mayor and City Council. The Community Development Director plans, directs, and coordinates the activities and projects of the Community Development Department composed of professional, technical, and clerical staff engaged in a variety of activities related to Planning/Zoning, Economic Development, and Code Enforcement. This official acts as the key advisor to the City Administrator, Mayor, and City Council and works closely with the City staff and other departments on matters relating to planning, zoning, and building code enforcement, as well as other development matters. Essential Job Functions 1. Responsible for direction, management, and supervision of the Community Development Department's professional, technical, and clerical staff. 2. Prepares and administers the Department's annual operating budget. 3. Interviews,hires, trains, develops, supervises, and conducts performance evaluation reviews of departmental staff. 4. Coordinates the City's development review process for new development or redevelopment including planned unit developments, rezoning, special uses, preliminary and final plats of subdivision, land use variations, and zoning variations. Analyzes issues and provides recommendation and interpretations to Mayor, City Council, and Plan Commission. 5. Provides recommendations and acts as a liaison to City Council and Committees on all development matters including but not limited to,planning, zoning, and building code enforcement. 6. Attends Plan Commission, City Council, Committee of the Whole, and Economic Development Committee. 7. Negotiates with competing parties to help settle disputes on major planning, zoning, or building code enforcement problems. 8. Oversees the development and/or revision of the City's Comprehensive Plan. 9. Negotiates with developers to maximize the quality of proposed developments. This involves interfacing with City staff, Plan Commission, City Council members, developers and their consultants, and others involved in decision making. 10. Represents the City and its agencies at public hearings. 11. Serves as director and project manager for all residential, commercial, industrial, municipal, and infrastructure related projects on behalf of the City. 12. Monitors planning activities of neighboring jurisdictions; coordinates work with other affected agencies, assists in the development of regional plans as assigned. 13. Reviews proposed amendments to City codes, ordinances, and procedures relating to land- use,planning, and building safety. Assists with preparing draft ordinances for legal review by City Attorney and/or legal consultants. Assures proper implementation and administration of ordinances. 14. Responsible for the review of all application packages, including informing all developers of the City's established codes,provisions, and ordinances. 15. Attends meetings, seminars, and conferences of professional associations, county,regional, and/or state organizations in order to keep abreast of trends and developments in the field, and to represent the City's interests before these groups. 16. Works with City Administrator in directing Grant Coordinator to research and prepare federal, state, and private funding grants. 17. Maintains and monitors established TIF districts. Provides appropriate updates and reports to policy holders. 18. Oversee other functions as directed by the City Administrator. Working Conditions: Work responsibilities call for some levels of physical demanding activities in the visual and physical inspection of properties for proposed development sites. Some of this work is performed out-of- doors, at proposed development sites, where occasional hazards may be encountered. Handling direct contact with the City residents at public hearings and presentations, telephone conversations, significant blueprint reading, and computer work are all a regular part of the job. All of these conditions require that the incumbent of this position be reasonably ambulatory and possess normal hearing,vision, and manual dexterity. Requirements 1. Comprehensive knowledge of the principles and practices of planning, zoning, and community development related areas, including an understanding of the fundamentals of urban design, economics, demography, municipal finance,urban planning, engineering, architecture, and building construction. 2. Comprehensive knowledge of the laws, rules, and regulations governing municipal planning and zoning; comprehensive knowledge of management principles and techniques; comprehensive knowledge of research and analytical techniques and principals; knowledge and abilities regarding oral, verbal, and graphic presentation practices. 3. Ability and substantial knowledge of how to operate a personal computer, including word processing, spreadsheet and database software, 10-key calculator, typewriter,phone, copy machine, fax machine, etc. 4. Comprehensive knowledge of plan review techniques including reading and evaluating plans, reading and working with engineering and architectural scales, etc. 5. Comprehensive knowledge of general administration, management, and budgeting techniques especially applied to the public sector. 6. Knowledge of various state statutes, local ordinances, codes and regulations pertaining to Economic Development, Code Administration, Engineering, and Planning and Zoning. 7. Knowledge of mathematics as applied to Community Development activities (IE—basic trigonometry, areas of lots, ratios, etc.). 8. Knowledge of supervisory techniques including motivation, discipline, goal-setting, evaluation, etc. 9. Ability to establish and maintain effective working relationships with elected officials, employees, architects, developers, contractors, engineers, other agencies, business community, and residents. 10. Ability to respond tactfully to requests and inquiries from the general public, other departments, and divisions within the City. 11. Ability to plan, direct, organize, supervise, and carry out complex research projects and present results effectively. 12. Ability to read, interpret, and apply codes and ordinances as well as coordinate and propose amendments to codes and ordinances. Ability to interpret and explain planning and zoning laws and administrative rules to other governmental officials and the public. 13. Ability to effectively supervise subordinate personnel by incorporating motivational techniques, discipline, goal setting, etc. 14. Extensive ability in speaking extemporaneously before large public groups and in addressing their questions in a concerned, open, and forthright manner. Experience and Education 1. Master's degree in Urban Planning or related field; eight(8) years of urban planning and upper management department head experience; or, an equivalent combination of education and experience sufficient to perform the essential duties of the job as those listed above. 2. Must have successfully completed a background investigation. 3. Must have experience in preparing and administering grant applications and programs. 4. Must have outstanding communication skills. 5. Must be highly organized and motivated. 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. 2`��D cir o United City of Yorkville Memo "" 800 Game Farm Road EST. 1836 Yorkville, Illinois 60560 Telephone: 630-553-4350 Fax: 630-553-7575 49<LE ‘N'Ni Date: June 27, 2005 To: Mayor and City Council From: Lisa Pickering CC: Department Heads Subject: Additional information for City Council packet—June 28, 2005 Attached please find information on the following items: Consent Agenda Item#17— Resolution Adopting Sponsorship Policy—Sponsorship form with the requested changes is attached. City Council Requests Item#1 —Ordinance Establishing Committees of the City Council is also attached. Also, Admin Item#2—Resolution Approving the Revised Job Description for the Position of Senior Engineering Technicican—attached is a new resolution due to a minor text change. Please add these items to your City Council packet. C 41- 7 REQUEST FORM FOR SPONSORSHIP FROM THE UNITED CITY OF YORKVILLE PLEASE NOTE: All requests must be received by the City Clerk, United City of Yorkville, 800 Game Farm Road, Yorkville, IL 60560, at least 60 days prior to your event for approval from the Yorkville Human Resource Commission (HRC), which meets on the third Wednesday of each month. For example: if your event is to be held on September 15th,your request should be in the City office no later than June 30th to be considered at the July HRC meeting. Requests are limited to $250 per year,per organization. Event Date of Event Location of Event Name of Organization Address City State Zip Phone Fax Name of Contact Person and Title Is your event considered to be(please check all that apply): Fine Arts Sports Community Scouting Religion-based Other non-profit Who will benefit from the funds raised? Youth Adult Senior Disabled persons Approximately how many Yorkville residents does your organization serve each year? What is the mission/purpose of your organization? Amount requested $ (Cash or `In Kind' ) If`In Kind,' are you in need of Staff (Number of hours/time) OR Building space (City facility/park to be used ) PLEASE NOTE:If requesting staff time or use of building facilities/park, both are subject to availability on the date you have chosen. If time and space is available,your event could be listed in the quarterly Recreation Department newsletter. Would you like to be listed? Yes No For Office/HRC use only Date Received Building/facility to be used Verification of facility availability By Amount Staff needed Date Approved by HRC Date Approved by City Council Date Not Approved Reason C/61- `4.eO CITr EsT Fly UNITED CITY OF YORKVIIILE 9 w" `O ACCOUNTING CLERK I—JOB DESCRIPTION Department: Administration Reports To: Finance Director Status: Full time; Non-exempt Salary Classification: General Support Staff Position Description Overview: Person is responsible for assisting the Finance Department with various accounting functions, inquiry, and maintenance of A/P records. Assist with all routine functions relating to Accounts Payable, General Accounting, and other duties assigned by the Finance Department. Essential Job Functions: 1. Responsible for the coordination and preparation of all City bill lists.. Duties include sorting and distribution of invoices to appropriate department heads, data entry, vendor setup, inquiry, invoice filing, and mailing of payments. 2. Cancel/void checks. Prepares replacement checks as required. 3. Research credit or outstanding invoices and respond to vendor inquiries. 4. Maintain vendor files. 5. Assist with capital asset inventory tracking relating to GASB 34 reporting and budgeting purposes. 6. Assist with the bank account reconciliation process, including tracking and verifying daily deposits. 7. Maintain accounting records for Motor Fuel Tax. 8. Reviews payment requests and secures all backup documentation. 9. Assist in gathering annual audit report information. 10. Assist with the development of the Accounting Procedure Manual and ongoing reviews and updates as directed. 11. Tracks purchase order process 12. Prepares reports and researches inquiries for revenue, expense, and vendor information. 13. Perform other duties/projects as assigned. Position Requirements—Knowledge, Skills, and Abilities: 1. Knowledge of accounting practices, procedures, and office terminology 2. Strong analytical skills 3. Strong communication skills 4. Ability to work under pressure with frequent interruptions 5. Ability to operate in a multi-task environment 6. Ability to understand department priorities and adjust work activities to meet them. 7. Ability to perform report preparation and periodic duties in a timely fashion and on schedule. 8. Ability to operate a variety of office equipment including a typewriter, copy machine, FAX machine, telephone, and calculator. 9. Must be computer literate and have knowledge of Microsoft Excel and Word. Minimum and Preferred Experience and Education 1. Minimum of 64 credit hours of college level coursework with major coursework in accounting, finance, or a related field and two years of work experience sufficient to perform the essential duties of the job as those listed above are required . Bachelor's degree preferred. 2. Previous experience in an office and Windows-based computer environment. 3. Any equivalent combination of extensive municipal experience and education that provides the required knowledge, skills, and abilities may be considered. 4. Must successfully complete a background investigation. The duties listed above are intended only as an illustration of the various types of tasks that may be required. 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. This job description does not constitute an employment agreement between the employer and employee, and is subject to modification by the employer as the needs of the employer and/or agency change, or requirements of the position change. EST 183 ‘11 1UNITED CITY OF YORKVILLE LE ' ACCOUNTING CLERK I—JOB DESCRIPTION Department: Administration Reports To: Finance Director Status: Full time; Non-exempt Salary Classification: General Support Staff Position Description Overview: Person is responsible for assisting the Finance Department with various accounting functions, inquiry, and maintenance of A/P records. Assist with all routine functions relating to Accounts Payable, General Accounting, and other duties assigned by the Finance Department. Essential Job Functions: 1. Responsible for the coordination and preparation of all City bill lists.. Duties include sorting and distribution of invoices to appropriate department heads, data entry, vendor setup, inquiry, invoice filing, and mailing of payments. 2. Cancel/void checks. Prepares replacement checks as required. 3. Research credit or outstanding invoices and respond to vendor inquiries. 4. Maintain vendor files. 5. Assist with capital asset inventory tracking relating to GASB 34 reporting and budgeting purposes. 6. Assist with the bank account reconciliation process, including tracking and verifying daily deposits. 7. Maintain accounting records for Motor Fuel Tax. 8. Reviews payment requests and secures all backup documentation. 9. Assist in gathering annual audit report information. 10. Assist with the development of the Accounting Procedure Manual and ongoing reviews and updates as directed. 11. Tracks purchase order process 12. Prepares reports and researches inquiries for revenue, expense, and vendor information. 13. Perform other duties/projects as assigned. Position Requirements—Knowledge, Skills, and Abilities: 1. Knowledge of accounting practices, procedures, and office terminology 2. Strong analytical skills 3. Strong communication skills 4. Ability to work under pressure with frequent interruptions 5. Ability to operate in a multi-task environment 6. Ability to understand department priorities and adjust work activities to meet them. 7. Ability to perform report preparation and periodic duties in a timely fashion and on schedule. 8. Ability to operate a variety of office equipment including a typewriter, copy machine, FAX machine, telephone, and calculator. 9. Must be computer literate and have knowledge of Microsoft Excel and Word. Minimum and Preferred Experience and Education 1. Minimum of 64 credit hours of college level coursework with major coursework in accounting, finance, or a related field and two years of work experience sufficient to perform the essential duties of the job as those listed above are required . Bachelor's degree preferred. 2. Previous experience in an office and Windows-based computer environment. 3. Any equivalent combination of extensive municipal experience and education that provides the required knowledge, skills, and abilities may be considered. 4. Must successfully complete a background investigation. The duties listed above are intended only as an illustration of the various types of tasks that may be required. 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. This job description does not constitute an employment agreement between the employer and employee, and is subject to modification by the employer as the needs of the employer and/or agency change, or requirements of the position change. `too c„` Est L12 UNITED CITY OF YORKVILLE ``E PART TIME UTILITY BILLING CLERK-JOB DESCRIPTION Department: Administration Reports to: Finance Director Status: Part-Time,20 hours per week not to exceed 1000 hours annually Salary Classification: Receptionist/Assistant Position Description Overview This position will be assisting the Utility Billing Department with the billing process for all municipal utility accounts. This position involves heavy customer contact and the ability to respond to questions and complaints. Strong mathematical skills are necessary. Essential Job Functions 1. Assists with the preparation,review and mailing of the City's bi-monthly utility bills. 2. Process utility bill payments as needed. 3. Process and transfer information recorded within the water meter radio units into the computer billing system. 4. Print and review water meter reads after transfer has been completed by the water meter radio unit. Identify any problem reads and request a re-check of the water meter read to Public Works. 5. Review the past due account list,follow up on delinquent and collection accounts,send letters prior to referral. 6. Assist with the penalty bill process. 7. When necessary,prepare documentation on uncollected past due accounts to begin filing a lien on the property as directed by procedures. 8. Answer phones,take messages as needed,and provide customer service at counter. 9. Investigate and respond to any customer billing questions;notify the supervisor with any issues. 10.Refer any utility compliant calls to the proper department;if an emergency is reported contact the Public Works Director immediately. 11.Other duties as assigned. Page 1 of 2 Requirements 1. Ability to utilize the City's Utility Billing software and experience in Microsoft Office based programs,including Word and Excel. 2. Ability to operate a variety of office equipment including a typewriter,computer,facsimile machine and calculator. 3. Organizational skills in order to function within an office environment. 4. Knowledge of basic mathematical skills/formulas. 5. Ability to work under pressure with frequent interruptions. - Formatted:Bullets and Numbering Experience and Education 1. High School Degree or GED and two(2)years of office experience. 2. Any approved equivalent combination of experience and education that provides the required - [Formatted:Bullets and Numbering knowledge,skills and abilities. 3. Must be willing to attend training classes to increase knowledge of job related duties. - (Formatted:Bullets and Numbering 14_Must successfully complete a background investigation. - (Formatted:Bullets and Numbering 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. Page 2 of 2 J2`�t,0 EST , use kr 1;7 IJ NTTED CITY OF YORKVILLE PART TIME UTILITY BILLING CLERK-JOB DESCRIPTION Department: Administration Reports to: Finance Director Status: Part-Time,20 hours per week not to exceed 1000 hours annually Salary Classification: Receptionist/Assistant Position Description Overview This position will be assisting the Utility Billing Department with the billing process for all municipal utility accounts. This position involves heavy customer contact and the ability to respond to questions and complaints. Strong mathematical skills are necessary. Essential Job Functions 1. Assists with the preparation, review and mailing of the City's bi-monthly utility bills. 2. Process utility bill payments as needed. 3. Process and transfer information recorded within the water meter radio units into the computer billing system. 4. Print and review water meter reads after transfer has been completed by the water meter radio unit. Identify any problem reads and request a re-check of the water meter read to Public Works. 5. Review the past due account list, follow up on delinquent and collection accounts, send letters prior to referral. 6. Assist with the penalty bill process. 7. When necessary, prepare documentation on uncollected past due accounts to begin filing a lien on the property as directed by procedures. 8. Answer phones, take messages as needed, and provide customer service at counter. 9. Investigate and respond to any customer billing questions; notify the supervisor with any issues. 10. Refer any utility compliant calls to the proper department; if an emergency is reported contact the Public Works Director immediately. 11. Other duties as assigned. Page 1 of 2 Requirements 1. Ability to utilize the City's Utility Billing software and experience in Microsoft Office based programs, including Word and Excel. 2. Ability to operate a variety of office equipment including a typewriter, computer, facsimile machine and calculator. 3. Organizational skills in order to function within an office environment. 4. Knowledge of basic mathematical skills/formulas. 5. Ability to work under pressure with frequent interruptions. Experience and Education 1. High School Degree or GED and two (2) years of office experience. 2. Any approved equivalent combination of experience and education that provides the required knowledge, skills and abilities. 3. Must be willing to attend training classes to increase knowledge of job related duties. 4. Must successfully complete 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. Page 2 of 2 S OF THE REGULAR MEETING OF CITY COUNCIL OF TTHEUUNITED CITY OF YORKVILLE,KENDALL COUNTY,,ILLINOI DRAFT HELD IN THE CITY COUNCIL CHAMBERS, 800 GAME FARM ROAD ON TUESDAY.MAY 24.2005. Mayor Prochaska called the meeting to order at 7:03 P.M and led the Council in the Pledge of Allegiance. ROLL CALL Clerk Milschewski called the roll. Ward I James Present Leslie Present Ward II Burd Present Wolfer Present Ward III Ohare Present Munns Present Ward IV Besco Present Spears Present Also present: City Clerk Milschewski,City Treasurer Powell,City Administrator Graff,City Attorney Wyeth,Police Chief Martin,Director of Public Works Dhuse,Finance Director Pleckham and Executive Director of Parks&Recreation Brown. OUORUM A quorum was established. EXECUTIVE SESSION Mayor Prochaska entertained a motion to go into Executive Session for the purpose of discussing the appointment,employment,compensation,discipline,performance,or dismissal of specific employees of the public body or legal counsel for the public body,including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. So moved by Alderman Ohare;seconded by Alderman Leslie. Motion approved by a roll call vote. Ayes-8 Nays-0 Ohare-aye,Besco-aye,Burd-aye,James-aye, Wolfer-aye,Munns-aye,Spears-aye,Leslie-aye Mayor Prochaska asked that the City Clerk and City Attorney be included. The City Council entered into Executive Session at 7:04 P.M. The City Council retumed to regular session at 7:35 P.M. INTRODUCTION OF GUESTS Mayor Prochaska asked the staff and guests to introduce themselves. He welcomed the guests and asked them to enter their names on the attendance sheet provided. AMENDMENTS TO THE AGENDA Mayor Prochaska amended the agenda by moving the presentation to Officer Bozue from the Mayor's Report to after the amendments to the agenda. PRESENTATIONS Mayor Prochaska,along with Chief Martin,presented Officer Steven Bozue with a Certificate of Achievement in recognition of his receiving his police officer certification from the Police Training Institute on March 25,2005. COMMITTEE MEETING DATES Public Works Committee 7:00 P.M.,Monday,June 27,2005 City of Yorkville Conference Room 800 Game Farm Road Economic Development Committee 7:00 P.M.,Thursday,June 16,2005 City of Yorkville Conference Room 800 Game Farm Road The Minutes of the Reeular Meeting of the City Council—May 24,2005-paee 2 Administration Committee 7:00 P.M.,Thursday,June 2,2005 City of Yorkville Conference Room 800 Game Farm Road Public Safety Committee 6:30 P.M.,Monday,June 9,2005 City of Yorkville Conference Room 800 Game Farm Road Ad Hoc Technology Committee 7:00 P.M.,Wednesday,May 25,2005 City of Yorkville Conference Room 800 Game Farm Road Mayor Prochaska noted that he was looking for a few more members for the Adhoc Technology Committee. Currently,Aldermen Ohare and Wolfer are the co-chairs of the committee. He asked that anyone interested contact him. Alderman Besco noted that Public Works Committee meets on the same day as the Park Board and he would like to attend the Park Board meetings. Mayor Prochaska noted that Alderman Besco was the chairman of the Public Works Committee and could change the date if he so wished. PUBLIC BEARINGS None. CITIZEN COMMENTS None. PRESENTATIONS None. CONSENT AGENDA 1. Treasurer's Reports for May—December 2004 2. Ordinance 2005-45—Authorizing the Execution and Delivery of an Intergovernmental Cooperation Agreement for Collateralized Single Family Mortgage Revenue Bonds- authorize the Mayor and City Clerk to execute 3. Ratify Tax Levy—Not to Exceed the Rate of.7326 or the amount of$1,746,203.30 4. Acceptance of Cannonball Park OSLAD Grant-authorize the Mayor to execute 5. Grande Reserve Park E—Request to Name as Rotary Park 6. Resolution 2005-30-2005 Joint&Crack Filling MFT Appropriation-authorize the Mayor and City Clerk to execute 7. 2005 In-Town Drainage Improvements-Change Order#I—authorize increase in an amount not to exceed$23,946.00 and authorize Mayor to execute Mayor Prochaska entertained a motion to approve the Consent Agenda as presented. So moved by Alderman Besco;seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes-8 Nays-0 Burd-aye,James-aye,Leslie-aye,Munns-aye, Spears-aye,Wolfer-aye,Ohare-aye,Besco-aye PLANNING COMMISSION/ZONING BOARD OF APPEAL Mayor Prochaska reported that he forgot his notes from the last Plan Commission meeting and will have them at the next meeting. MINUTES FOR APPROVAL A motion was made by Alderman James to approve the minutes of Committee of the Whole meeting from May 3,2005;seconded by Alderman Ohare. Alderman Ohare noted that she gave a copy of the minutes with a few grammatical corrections to Clerk Milschewski. Minutes approved as corrected by a viva voce vote. BILLS FOR APPROVAL A motion was made by Alderman James to approve the paying of the bills listed on the Detailed Board Report dated May 13,2005 totaling the following amounts:checks in the amount of The Minutes of the Regular Meeting of the City Council—May 24,2005—page 3 $228,294.73(vendors—F/Y 04/05);$256,603.65(vendors—F/Y 05/06);$25,346.20(payroll period ending 4/30/05—FY 04/05—Elected Officials);$155,355.22(payroll period ending 4/30/05—FY 04/05)for a total of$665,599.80;seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes-7 Nays-0 Present-1 Besco-aye,Burd-aye,James-aye,Leslie-aye, Munns-aye,Ohare-aye,Spears-present,Wolfer-aye REPORTS MAYOR'S REPORT Appointment of Finance Director Mayor Prochaska entertained a motion to approve the reappointment of Traci Pleckham as Finance Director for the United City of Yorkville. So moved by Alderman Wolfer;seconded by Alderman James. Motion approved by a roll call vote. Ayes-8 Nays-0 Spears-aye,Wolfer-aye,Besco-aye,Burd-aye, James-aye,Leslie-aye,Munns-aye,Ohare-aye Appointment of Executive Director of Parks&Recreation Mayor Prochaska entertained a motion to approve the reappointment of Laura Brown as Executive Director of Parks&Recreation for the United City of Yorkville. So moved by Alderman James;seconded by Alderman Wolfer. Motion approved by a roll call vote. Ayes-8 Nays-0 Wolfer-aye,Besco-aye,Burd-aye,James-aye, Leslie-aye,Munns-aye,Ohare-aye,Spears-aye Appointment of Deputy Clerk Upon the recommendation of the City Clerk,Mayor Prochaska entertained a motion to approve the appointment of Bait Olson as Interim Deputy Clerk for the United City of Yorkville for the period of one month. So moved by Alderman Wolfer;seconded by Alderman Burd. Mayor Prochaska explained that the position will be an interim one for one month to allow for the revision of the job description and ordinance for the Deputy Clerk position. Motion approved by a roll call vote. Ayes-S Nays-0 Besco-aye,Burd-aye,James-aye,Leslie-aye, Munns-aye,Ohare-aye,Spears-aye,Wolfer-aye Recommendation of Alderman Valerie Burd as Mayor Pro Tem for FY 05/06 Mayor Prochaska entertained a motion to approve the recommendation for Alderman Burd as Mayor Pro Tem for fiscal year 2005/2006. So moved by Alderman Besco;seconded by Alderman Wolfer. Motion approved by a roll call vote. Ayes-8 Nays-0 Burd-aye,James-aye,Leslie-aye,Munns-aye, Ohare-aye,Spears-aye,Wolfer-aye,Besco-aye Department Head Reviews Mayor Prochaska reported that on Tuesday,June 7,2005,the reviews for the City Administrator,Police Chief and the Executive Director of Parks&Recreation would be available for review by the City Council. ATTORNEY'S REPORT Attorney Wyeth reported that there were two items to be considered under his report. Each involves the relationship with the City and its employees. Ordinance 2005-46 Prohibiting Contractual Relationships with Spouses and Relatives or Certain Elected Officials,Officers and Employees Mayor Prochaska entertained a motion to approve an Ordinance regarding prohibiting contractual relationships with spouses and relatives or certain elected officials,officers and employees as presented. So moved by Alderman Munns;seconded by Alderman Spears. The Minutes of the Reeular Meeting of the City Council—May 24,2005-page 4 Alderman Burd asked that the words"for monetary gain:'be added to ordinance on page one, second paragraph. Attorney Wyeth stated that the wording should be amended to read,"..... favoritism in the processes of engaging for monetary gain or contracting for naonetaly gain for products...." Alderman Spears asked if it was legal to amend the ordinance in this way and if the labor attorney had reviewed the ordinance. Attorney Wyeth stated that he consulted with labor Attorney Smith and the changes were legal. There was also a brief discussion regarding"in kind"services and bartering being the same as monetary gain. Motion approved by a roll call vote. Ayes-8 Nays-0 James-aye,Leslie-aye,Munns-aye,Ohare-aye, Spears-aye,Wolfer-aye,Besco-aye,Burd-aye Resolution 2005-31 Amending Employee Manual Regarding Prohibited Employment Of Certain Spouses and Relatives Mayor Prochaska entertained a motion to approve a Resolution amending the Employee Manual regarding prohibited employment of certain spouses and relatives as presented. So moved by Alderman Munns;seconded by Alderman Ohare. Alderman Ohare asked if the Employee Manual should reference"future directors"to cover future job descriptions. There was some discussion and it was decided to amend the Employee Manual as affected job descriptions are added. Motion approved by a roll call vote. Ayes-8 Nays-0 Leslie-aye,Munns-aye,Ohare-aye,Spears-aye, Wolfer-aye,Besco-aye,Burd-aye,James-aye Robert's Rules 101 Attorney Wyeth continued his informational report on Robert's Rules by covering the handling of a motion(page 31). A basic motion has six steps. The first three(making of the motion,the seconding of the motion,the chair restating the motion)are how a motion is brought before the assembly. The second three steps(debate,putting of the motion to the question,announcing the results)are the consideration of the main motion.All of these steps are recorded into the official record. He stated that motions are a big topic covered in the Robert's Rules so he will cover various types of motions in the future. He stated that a motion is the basic avenue to do anything officially. CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT No report. CITY ADMINISTATOR'S REPORT Special Census Administrator Graff reported that the City has received notice from the United States Department of Special Census that they have received the United City of Yorkville's information and a contract will be brought to a Committee of the Whole meeting so that the special census can move forward. He stated that he was anticipating that the special census will begin in 60-70 days contingent on the approval of the maps of the City. He also noted that the City will be looking for office space for the census workers. Alderman Ohare asked if this would be a full census and Administrator Graff stated that this is correct. He further explained that by the time of the contract,the City has to demonstrate and attest to all the newly annexed property through the use of a map that is created by the Department of the Special Census. Once the map is approved,the census should begin after 60 days. Transportation Bill Administrator Graff reported that he received an e-mail alert regarding the transportation bill before the United States House of Representatives and Senate. The House approved a$285 billion transportation bill and the Senate approved a$295 billion transportation bill. They are now in conference and by May 26,2005 they should have an amount to give to the President to see if he will accept. He stated that this bill is important to Yorkville because there are numerous projects that are related to transportation(Route 47,Eldamain Road and Prairie Parkway). The Minutes of the Regular Meetine of the City Council—May 24,2005—paee 5 FINANCE DIRECTOR'S REPORT Director Pleckham reported that she did not receive the signature cards for the In-Town Road Program back from the City Council.She asked that they be returned to her. Alderman Burd stated that she just picked them up from her mailbox and would sign and return them. DIRECTOR OF PUBLIC WORKS REPORT Director Dhuse reported that the Well#7 treatment facility should be turned on tomorrow morning. He stated that everything has been going smoothly. Mayor Prochaska stated that he had an opportunity to go through the treatment facility on the Moser property and he was excited by the technology. He explained that if anyone was interested in touring a treatment facility,they should contact Director Dhuse CHIEF OF POLICE REPORT No report. EXECUTIVE DIRECTOR OF PARKS&RECREATION REPORT Beecher Center Parking Lot Director Brown reported that the Beecher Center parking lot was in the process of being ground down and resurfaced. She stated that the paving would be done tomorrow and the striping would be done over the weekend. Rice Park Director Brown reported that Rice Park is under constructions. She stated that there was some problem with the playground equipment so it will be closed for the next 5-10 days.She explained that the park has been fenced off until the problem is resolved. Country Hills Park Alderman Leslie reported to Director Brown that the water fountain in the County Hills Park has been pulled off and there is some exposed hardware. He asked that it be looked into because it could be a safety issue. Sunflower Park Director Brown reported that a Town Meeting was held for the Sunflower Park.She stated that approximately 25-30 residents were in attendance and reviewed the park design. The residents were in favor of the park design however suggested a few minor changes such as exchanging soccer fields for half court basketball courts COMMUNITY&LIAISON REPORT No report. COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT Ordinance 2005-47 Amending City Code Regarding Permanent Landscape Watering Systems for Non-Residential Properties A motion was made by Alderman Besco to approve an Ordinance amending the City code regarding permanent landscape watering system for non residential properties as presented; seconded by Alderman Spears. Mayor Prochaska explained that this will regulate the watering of landscaped areas in commercial,industrial and multifamily areas where there is one building/acre or multiple buildings on three acres as well as open areas in residential development. Alderman Ohare asked if the City received any opposition or comments from developers affected by this. Administrator Graff stated that the developers are asking for this and supported the ordinance. Motion approved by a roll call vote. Ayes-8 Nays-0 Munns-aye,Ohare-aye,Spears-aye,Wolfer-aye, Besco-aye,Burd-aye,Leslie-aye,James-aye ECONOMIC DEVELOPMENT COMMITTEE REPORT Ordinance 2005-48 Lincoln Prairie Yorkville Annexation Agreement A motion was made by Alderman Munns to approve an Annexation Agreement and Rezoning to M-2 Manufacturing District for Lincoln Prairie of Yorkville and approve an Ordinance authorizing the execution of the Annexation Agreement by the Mayor and City Clerk upon final legal review;seconded by Alderman Ohare. The Minutes of the Regular Meeting of the City Council—May 24,2005—page 6 Alderman Munns noted that the Economic Development Committee approved of the agreement. Motion approved by a roll call vote. Ayes-9 Nays-0 Ohare-aye,Spears-aye,Wolfer-aye,Besco-aye, Burd-aye,James-aye,Leslie-aye,Munns-aye,Prochaska-aye Ordinance 2005-49 Lincoln Prairie Yorkville Annexation A motion was made by Alderman Munns to approve the Ordinance annexing Lincoln Prairie of Yorkville as presented upon legal review;seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes-8 Nays-0 Spears-aye,Wolfer-aye,Besco-aye,Burd-aye, James-aye,Leslie-aye,Munns-aye,Ohare-aye PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT Approval of Engineering Assistant's Degree Program and Tuition Reimbursement for FY 04/05 A motion was made by Alderman James for the approval of the Engineering Assistant's Degree Program and Tuition Reimbursement for FY 04/05 as presented;seconded by Alderman Wolfer. Alderman Spears stated that she had additional information she received and she distributed a copy of a time study(see attached)for the Engineering Assistant,Office Assistant and Receptionist for information purposes. Alderman Burd commented that when she was on the Administration Committee this came up several times. She read from the Employee Manual that requests from employees for enrollment in a college degree or certificate program must be submitted by the department head to the Mayor and City Council for approval. She stated that this leaves it up to the committee to decide what they think is fitting. She noted that this issue has become a point of contention between several aldermen and the Mayor and she further noted that she voted against this while she was on the Administration Committee. She stated that she has spoken to residents in her ward and she has never had one say that they wanted the City Council to give college education funding to all the employees on an open handed basis. She stated that those who have agreed to it have stated that it should be tied to current job performance. She stated that she has received numerous e-mails from people who would be willing to come before the Council to provide information on their company's education programs. She read an e-mail from Joseph Kim,a dentist in Yorkville, dated January 25,2005 giving his opinion on education programs and offering suggestions for reimbursement. She stated that she did not feel that the residents of Yorkville were in favor of education reimbursement so she did not support this. Alderman Spears noted that the City does pay for tuition once it has been approved,one degree above what the job description call for. She stated that the job description for Engineering Assistant calls for a high school diploma or GED.She stated that it was contrary to pay for a bachelor's degree. She stated that the City could have possibly considered paid for an associate's degree but not a bachelor's degree. She stated that the tuition reimbursement policy needs to be adjusted so that this is clear. Alderman Wolfer commented that he felt very strongly that reimbursing tuition is a benefit that should be given to employees. He stated that an employee should not have to beg for the benefit and that this benefit should be applied consistently acres the board. He stated that he spoke with the City Engineer Joe Wywrot who assured him that this is not a secretary position;that the employee is proficient in Auto CAD and that she does site planning. He also reported that he called several human resource departments to find out what plans other employers have and he reviewed the City's policy. He stated that the policy does need to be adjusted however in the meantime the City Council needs to approve or disapprove this reimbursement to finalize this as this employee has come to the Council for reimbursement several times. Alderman Ohare stated that she reread the information that Administrative Intern Bart Olson provided to the City Council. Mr.Olson checked with several cities and reported how they handle tuition reimbursement. She stated that Yorkville's policy seemed close to theirs. She stated that the employee has followed the policy so she supported the reimbursement. The Minutes of the Regular Meeting of the City Council—May 24,2005—page 7 Alderman Munns stated that he agreed philosophically that the City needs to have a career development policy however only to the degree that is approved according to the policy. The current policy states that degrees have to be approved by the City Council first. He stated that employees should not come back time and time again after the reimbursement has been denied. He also stated that he felt that part of the problem is that the current policy is not clear. He stated that he did not feel that this degree is needed for the employee's current position. Treasurer Powell commented that he remembered that the Administration Committee did not turn down the reimbursement but rather deferred it until a policy was established. Alderman Spears stated that Treasurer Powell was incorrect;this was turned down at least twice. Alderman Ohare stated that she read in the meeting minutes that the reimbursement was tabled. Alderman Wolfer asked if the present Administration Committee recommended the reimbursement and Mayor Prochaska stated that the former committee recommended it. Alderman Burd pointed out that the former Administration Committee also recommended a change in the policy that would give free education to any employee. Alderman Wolfer stated he was not concerned with that because most employees won't use the benefit. Alderman Burd stated that the change in the policy shows the committees intent to give free education. Alderman Wolfer noted that it would take a very dedicated employee to go through the rigors of college while working. Alderman Spears stated that if the employees do take advantage of this benefit, how is it to be addressed. Alderman Wolfer stated that if it is a benefit for one it is a benefit for all. Alderman James stated that the City had a policy and the employee met the requirements of it however the Administration Committee deferred payment until the policy was amended. The policy was changed in January 2005 and the employee still meets the requirements. He stated that he supports the reimbursement. Alderman Besco stated that this is the worse policy the City Council has ever adopted. He recommended that every committee review every job description that has been approved and show what degree they are entitled to ask for. Alderman Leslie commented that an employee was waiting for reimbursement however he stated that he was not going to vote for it. He explained that this policy has been worked on for some time and everyone is still not in agreement. He stated that his responsibility lies with representing the citizens and until the policy is in black and white,he would not support it. After a lengthy discussion regarding the policy,career development and the Engineering Assistant's reimbursement,Alderman Burd made a motion to call the question;seconded by Alderman Spears. Motion to call the question approved by a roll call vote. Ayes-7 Nays-1 Besco-nay,Burd-aye,James-aye,Leslie-aye, Munns-aye,Ohare-aye,Spears-aye,Wolfer-aye Motion defeated by a roll call vote. Ayes-3 Nays-5 Wolfer-aye,Besco-nay,Burd-nay,James-aye, Leslie-nay,Munns-nay,Ohare-aye,Spears-nay ADDITIONAL BUSINESS Organizational Chart Alderman Spears stated that the City Council received updated public information for the United City of Yorkville which will be posted in the lobby. She questioned if any other Alderman had checked the organizational chart which has not been approved by the City Council. She stated that she felt the chart was incorrect and pointed out what she felt were errors. She suggested that before the document is posted it should be corrected and approved by the City Council. City Council Working Together Alderman Spears read a statement where she stated that the City Council should strive to seek a common ground and work together.She stated that accurate facts should be presented and accusations and criticism be discontinued. Alderman Ohare noted that Alderman Spear's statement was similar to what she presented last week at the COW meeting. Alderman James agreed with Alderman Spears statement and noted that there was a statement in the Record Newspaper quoting Alderman Burd where there seemed to be a misstatement or misquote regarding Administrator Graff's performance review. He asked if Alderman Burd had contacted the Record regarding this and she stated that she had spoken with Kathy Farren of the Record to clarify this. The Minutes of the Regular Meeting of the City Council—May 24.2005—paee 8 Paper Use Alderman Ohare asked if the aldermen get an allotment for the paper they use. She noted that some copies have been made that could have been two-sided to save paper. Alderman Leslie noted he would like to have his meeting packets sent to him via e-mail.Alderman Munns stated that the Adhoc Technology Committee is looking into this. EXECUTIVE SESSION None. ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Munns;seconded by Alderman Leslie. Motion approved by a viva voce vote. Meeting adjourned at 8:45 P.M. Minutes submitted by: Jacquelyn Milschewski, City Clerk City of Yorkville,Illinois Page 1 of 9 IDRAFii UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE City Conference Room Tuesday, April 19, 2005 - 7:00 p.m. In Attendance: Cj Art Prochaska- Mayor Tony Graff—City Administrator Paul James—Alderman(left 10:55pm) Traci Pleckham—Finance Director Val Burd - Alderwoman Eric Dhuse—Public Works Director Richard Sticka—Alderman Kelly Kramer—Attorney Rose Spears - Alderwoman Harold Martin—Chief of Police Larry Kot—Alderman(left 10:55pm) Laura Brown—Executive Director, Joe Besco—Alderman Parks &Recreation Bill Powell—City Treasurer Bart Olson—Intern Guests Lynn Dubajic— Dean Wolfer Economic Development Director Allecia Vermillion—The Beacon News Jason Leslie Matt Cudney—Del Webb Pollie Baumann Olga Sebby Kathy Farren— Laura Ross Kendall County Record Gary Golinski Heather Fiala Van Truman John Whitehouse—EEI Jeff Freeman—EEI The meeting was called to order at 7:02pm by Mayor Prochaska. PUBLIC HEARINGS: None PRESENTATIONS: 1. Pulte Homes—Del Webb Development Matt Cudney of Pulte Homes/Del Webb was in attendance to give an overview regarding the Del Webb concept. He explained they currently have property under contract on the border of Yorkville. Del Webb is an adult community geared to persons 55 or over. He said that Del Webb residents have no school age children,but do pay taxes,use less water and generate less waste. Mr. Cudney said a concept plan will be submitted in the next week or two and will include 1200- 1300 homes. He said they are working with other developers on the commercial property at Rt. 47 and Galena. Ms. Burd commented that she had heard negative comments about landscape upkeep. Page 2 of 9 Mr. Cudney said landscaping is maintained by the homeowner's association. Mr. Cudney's presentation concluded at 7:22pm. 2. Grant Writer Contract Renewal—Laura Ross—Admin 4/7/05 Laura Ross, Grant Writer, gave an overview of the status of grants that have been submitted: 1. $128,000 OSLAD grant for Cannonball Estates was received. 2. Grant will be submitted for Rice Park at River's Edge. 3. Bike trail program grant has been submitted. 4. Working on Whispering Meadows project grant. 5. Looking at stormwater grant from EPA for Bristol Bay 6. No public safety grants available at this time. Ms. Ross' contract expires in May and it was noted that $200,000 in grants have been received in return for her$14,000 salary. In addition, Ms. Ross works as a liaison with grant staff in Springfield. Ms. Ross said that the amount of money received is governed by the size and elements of the project. Grants for senior citizen projects were requested by Ms. Spears,however, a plan must be in place before a grant application can be submitted. Ms. Ross will provide a list of grants available. DETAIL BOARD REORT Bill List): Ms. Spears questioned the nature of the overtime for the Police Department. Chief Martin stated it was primarily for court and replacements for ill officers and he said overtime averaged $1400- $1500 per month. Overtime for Public Works is due to monitoring pumps and wells on the weekend and flushing pipes. Ms. Brown said that Parks overtime was for after-hours meetings and additional maintenance of ball fields due to rain. She added that their college part-timers are not on board yet. No further action or discussion on these items. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA: No items. MAYOR: 1. Future of the Park Board— COW 3-15-05 Alderman Besco thanked Tammy Smock and Heather Fiala for their feedback and said the original purpose of the discussion was merely to try and streamline government for efficiency. The Mayor added that many residents had expressed their approval of the Park Board and their input. Ms. Spears also commended the group and said that the Board members spoke of working together and making group decisions. She stressed that stronger communication is needed with the various boards and committees. Ms. Burd said that aldermen presently attend various committee meetings and she suggested that the various Boards could send a liaison to Council meetings on a rotating basis. Page 3 of 9 In addition, Mayor Prochaska said he would like to hold a workshop in September and invite the various boards to express their thoughts and ideas. It was noted by Alderman Besco that Parks and Public Works meet on the same night and Parks is under Public Works. Meeting schedules should be addressed. Ms. Spears suggested that the Park Board add to their agenda, the idea of a rotating liaison so that their ideas can be brought to the Council. Ms. Burd said that the School Board should send a liaison to the Parks meetings as well. Another idea from the Mayor was to post agendas on the website and more community input was also invited. There will be no further discussion on this item. 2. ZBA 2005-09—802 S. Main—Request for Setback Variances—ZBA 4/6/05 Ms. Pollie Baumann attended this meeting to represent resident Marama Leitheit on a zoning variance request. Ms. Baumann stated the variance requests: 1. Side yard setback reduction by 5.6 feet - from 30 feet to 24 feet 2. Rear yard setback reduction by 22.8 feet- from 40 feet to 17.2 feet These variances were requested for an addition to Ms. Leitheit's home. Only the second request requires Council approval and Alderman Sticka recommended approval of both requests based on ZBA findings. It was noted that there were no objections from neighbors. This matter will be moved to City Council for a vote on April 26th. 3. Blackberry Creek Watershed Program Contribution Request A request was received from the Conservation Foundation for monetary support of watershed projects. Mayor Prochaska recommended a continuing partnership and support of this request. This item will move to the City Council on consent, pending the passage of the budget. ECONOMIC DEVELOPMENT COMMITTEE: 1. Prestwick of Yorkville Annexation Agreement— CC 2/22/05 Public Hearing This development encompasses 195 acres at the corner of Ashley& Rt. 126. It was noted that Mary and Edward Block own property on 3-1/2 sides of this parcel of land and will ultimately abandon their access onto Rte. 126. They will be deeded a 30 foot strip of property with access to Ashley Road. Discussion turned to the utilities. Alderwoman Spears said she would prefer to have the utilities underground. Mayor Prochaska added that he would like to see what is involved in burying utilities and referred to Grand Reserve's attractive appearance. It was noted by Alderman Sticka that the City should consider putting this underground utility requirement in the subdivision control ordinance so that this would be uniformly applied. A meeting of local Mayors and Corn Ed will be held in May according to Administrator Graff,which will address costs of burying these lines. Mayor Prochaska noted an error on page 5 of the annexation agreement. The money that goes to the Fire Department is $1000 per home with $500 being half of that fee. He also stated that the Page 4 of 9 Library had asked for$250 to be paid upfront(at time of final plat) towards their building expansion. Alderman Sticka added that he approves of annexing the area,however,he does not approve of development until traffic issues are resolved. The appropriate changes will be made and submitted by April 21St 2. Aspen Ridge Estates Annexation Agreement— CC 3/22/05 Public Hearing Administrator Graff said that the attorney had emailed a letter requesting this item be tabled until the next C.O.W. 3. Lincoln Prairie Yorkville Annexation Agreement— CC 3/22/05 Public Hearing This is an industrial park on Eldamain and Corneils Road. Mr. Graff stated that the developer has asked for a reverter clause to revert back to residential use in the northern sector after 5 years. After discussion with the attorney, 10 years was decided upon. Alderman Sticka stated that the Council had made a goal of having a lift transfer station and the area in question is suitable for that. He would like the developer to be responsible for that in exchange for a possible reverter clause, but overall he is not in favor of a reverter clause. Alderman James said he favored more industry and fewer homes. The language regarding the hunting allowance was also discussed. Mr. Graff stated that in other developments by Mr. Hamman,hunting was allowed. Alderwoman Spears questioned the hunting and it was pointed out that hunting is not allowed by City ordinance in the City limits. She cited an example in Oswego where hunting was allowed and it became an issue. The committee members said they were not in favor of the hunting allowance. Attorney Kramer will research the State Statute. Revisions to the agreement will be made and submitted before Thursday, April 21st. This item moves to City Council. 4. Landscape Depot Annexation Agreement— CC 3/22/05 Public Hearing This business is located at the intersection of 126 and 71. The property owner and his attorney were both present at this meeting. Due to the realignment of these two highways, Landscape Depot requested flexibility for a 2-sided entrance on their site plan. IDOT's plan shows egress/ingress served by a bypass to connect to old Rte. 126 if the City accepts dedication as a street. The use of the well and the sewer on the property were also discussed. A detention area will be built as well as a building/design center The City will meet with Com Ed to determine where power poles/underground utilities can be placed. Mr. Powell reminded the committee that electric line problems are more difficult to find when the utilities are buried. This matter will move on to City Council next week. Page 5 of 9 5. Bristol Bay Annexation Agreement and Preliminary Plan – COW 4/6/05 The annexation agreement was presented with changes recommended by the City Attorney. Administrator Graff reported that the City has met with EEI regarding stormwater and then asked the developer to front-fund a wetland design. Language was included to cover the reimbursement for this design on page 22. Grants will be applied for,but a design is needed prior to the application. Provisions for participating in the County Road Fund were also included in the agreement. However, Alderman Sticka noted that the City had not yet endorsed this plan because the funds might be used to repair roads in other parts of the County. If this plan is revised within 12 months, the City will agree to it. Alderman Besco asked to see"Exhibit G"referred to on page 14 of the agreement. This relates to the use of the Rob Roy interceptor and the easement near the north edge of Rte. 34 and Faxon Road. The signs for this project are in conformance with the sign ordinance, however, a permit is still needed. Administrator Graff will check into the permit status. Alderwoman Spears noted a change to the second sentence on page 36, changing water availability to 150 feet rather than 300 feet of the model home. She also questioned the last sentence of this page—the no permit requirement. Mr. Graff will verify. Utility lines were also briefly discussed and the attorney for Bristol Bay agreed to research. Language will be changed on page 7 so that the City does not bear the sole responsibility of easements and public improvements. This was on a request by Mayor Prochaska. The Mayor also spoke on behalf of the Library Board who asked for 50% front-funding by developers. The attorney for Bristol Bay said he will present his changes and answers by April 21st This item will move forward. 6. Engineering Enterprises...Proposal for Feasibility Study of A Western Roadway Corridor Between Route 34 and Baseline Road and 7. Smith Engineering Needs and Feasibility Study for Fox River Crossing Alderman Kot had previously suggested that these two items should be studied separately after a need is established. The Mayor said Smith Engineering is currently working with small property owners in the area and Smith should be considered for the river crossing project. They are also working with IDOT and the Prairie Parkway and already have much of the information needed. Alderwoman Burd added that an engineering firm she spoke with, expressed their optimism that the Eldamain bridge would be built. She also suggested that the Council seek an RFQ rather than just award the job to EEI. Page 6 of 9 Alderwoman Spears stated that the City has an agreement with Smith Engineering at this time, on an on-call basis. And she added that the Council has an agreement with EEI as well. She would like to see an inter-governmental agreement with the County on Eldamain Road improvements and contribute money rather than spend extra money on studies. However, the Mayor said that Yorkville taxpayers would then be contributing towards a County bridge. Overall, he said, the Council needs to look to the future. Alderwoman Burd said easements need to be marked with signage to indicate future road sites and right-of-ways. Residents of her ward have expressed that felt they have been misled about paying extra money to live near open space and now roads may be built nearby. Alderman Sticka agreed with Ms. Burd and said some residents feel they have been deceived about future roadways. He said the Council is just trying to find a solution to traffic problems. One homeowner stated no roadway had been indicated on their plat. Mr. Whitehouse added that future roadways should be indicated on a final plat or on a title policy. It was suggested that developers should pay for the cost of signs and maintain them. The Attorney was asked to research the legalities of this idea. In conclusion, EEI will do the Beecher Road evaluation from Rt. 34 to Baseline since they are already studying the Fox Street area. Alderman Besco questioned if any fees could be recaptured. Possible recapture of fees could be from roads. Part 2 is a needs assessment for a bridge that will be done by Smith Engineering. The EEI Beecher Road evaluation will be on the Council agenda for a vote next Tuesday. PARK BOARD: 1. Park, Gazebo, Shelter Reservation Policy Update—COW 4/6/05 Parks Director Laura Brown reported the fees for the large shelter will be reduced and the Police Department will be notified when large groups use the shelter. A policy may be put in place that would charge a fee for large groups for police service or traffic control, according to Chief Martin. This item moves to the City Council consent agenda. 2. Agreement Renewal for Congregational Church—Park Board 4/11/05 This agreement is for a one-year renewal of the use of the church as a pre-school site. There is no increase in fees or change in the agreement. The Park Board recommended the renewal and it will move to the Council consent agenda. 3. River's Edge Park II— Concept Design and Request for Town Meeting—Park Board 4/11/05 The Park Board owns a corner lot at Wyndham Circle and Stony Creek that is indicated as a tot lot. There is a$15,000 budget for this park. Ms. Brown said that there has been interest from the developer as well as other groups, for this to be a volunteer project. She requested permission to hold a town meeting to solicit opinions for this park. A direct mailing for a 2-mile radius will be completed, to notify residents of a meeting. Since this action does not require a vote, it was the consensus of the committee members to proceed with a town meeting as requested. Page 7 of 9 PUBLIC WORKS: 1. Cannonball Estates Phase 2—Letter of Credit Reduction #4— COW 4/6/04 and PW 3/28/04 2. Cannonball Estates Phase 1 —Letter of Credit Reduction #5— COW 4/6/04 and PW 3/28/04 Alderman Besco reported this is the first time that he is aware of, that Mr. Wywrot did not recommend approval of credit reduction letters. Attorney Wyeth concurred with Mr. Wywrot since the developer has not fully complied with the punchlist in a timely fashion. Attorney Kramer recommended that Attorney Wyeth contact the developer and advise him of the Council's feelings. Mayor Prochaska cited an earlier letter from Mr. Wyeth that stated that the matter can come back to the Council when progress is made. PUBLIC SAFETY COMMITTEE: No report. ADMINISTRATION COMMITTEE: 1. Special Census Agreement—Admin 4/7/05 Administrator Graff said there is a proposed contract to initiate a special census at a cost of $172,512. A $106,351 advance payment is requested at the time of the contract signing. The census will take 90 days. Alderman Besco asked if there would be an advantage to wait until fall when the building season slows down. Mid-October is the projected time frame for the census according to Mr. Graff. A request was made by the census takers to complete the study before the time change in the fall. The amount of additional state income tax was discussed and Mr. Graff stated that a full year of taxes would be lost if the census is postponed. Ms. Spears asked if there were grants available for this project and she cited the Village of Montgomery. However, it was noted that Montgomery had participated in a pilot program and no grant money is available. This item will move forward to City Council for approval in relationship to the budget and revised budget. 2. Land Cash Valuation Analysis &Report—Admin 4/7/05 Dave Thompson of Thompson Appraisals completed an annual analysis of land cash and recommended a value of$80,000 per acre. The current value is $73,500. It was suggested that the land cash ordinance be revised to reflect that amount and a resolution would be needed for that update. This item will move forward to City Council for a vote. Page 8 of 9 3. Resolution Declaring Intent to Issue Special Tax Bonds for Autumn Creek SSA — Admin 4/7/05 The annexation agreement has been approved for this development and this resolution declares the SSA for Autumn Creek. Bonds will be issued to pay for the infrastructure and the City will not incur any costs as a result. This item will move forward to the City Council agenda. 4. Resolution to Dissolve and Transfer Chief's Account—Admin 4/7/05 This account was opened in the 1980's when drug seizure fines were deposited into a segregated account. That money now goes into the C-PAT account and there has been no activity on this account that contains approximately$24,000. This item will move to City Council consent agenda to close this account and transfer the money. 5. Dental/Vision Self Insured Plan —Admin 4/7/05 The labor attorney recommended that this plan be allowed to dissolve when it expires after a 2-year period. The City will not incur any cost. Administrator Graff said there are currently fewer than 20 employees who have rollover and this will be tracked. No further action was required. 6. Revised FY 04/05 Budget 1. Mayor Prochaska said a legal opinion is needed to see if funds can be reserved for new programs slated to begin. There is currently$80,000 in contingency to possibly be used for those projects. 2. A Community Relations person was discussed and $3,000 is needed for a workstation for that position in addition to computer software. 3. The GASB will be changed to $15,000. 4. The purchase of 2 trucks for the Parks and Rec Department was also added to this budget and an Engineering vehicle was also discussed. 5. Ms. Pleckham also noted that the first payment was due for the in-town road program debt service. 6. A part-time salary for the Police Department was included. 7. Funds will be reserved for a speed trailer and sign since developer fees were less than anticipated. 8. A final payment was due for contractual services and was moved to this year's budget. Attorney Wyeth will be asked to review. 9. It was noted some consulting fees might be required for Mike Schoppe's firm even if a City Planner is hired. 10. Money was put into reserve for weather warning sirens. 11. Administrator Graff noted that all property taxes must be spent or the money must be returned to the citizens. 7. Proposed FY 05/06 Budget Changes were made to the Engineering Department since Planning positions had originally been included here. They were moved to the Planning Department. Ms. Spears commented that the Community Development Director salary should be higher than the proposed $79,797 Page 9 of 9 10 months worth) to be similar to other key positions. This range is based on a study by Bart Olson of other communities. She said someone with more education should be hired. The Mayor said that the cost for consultants will be increased if a Community Development Director is not in place. Ms. Burd added that because Kendall County is the second fastest growing county, a higher salary should be paid. It was also noted that an accounting clerk is needed soon. The office manager position will be moved back to November. Ms. Spears said that money could be taken from Christmas and other holiday decorations and entryway signs and be allocated to the Cadet Program. However, it was noted that there had been complaints last year about the lack of quality decorations. In further discussion, Chief Martin said that the Cadet job description will come to Public Safety next month. The schools, Explorer Scouts and WCC will be explored for possible candidates and August is the target date for hiring a Cadet. Ms. Spears asked that a job description be completed before voting on the budget. The Mayor handed out Robert's Rules of Order at this point in the meeting. The books were compliments of EEI and John Whitehouse. There was a brief discussion regarding the positions of a Land Planner/Park Planner who would design parks. Since land cash will help fund the position, Attorney Wyeth had previously suggested that the word"Park"be included in the title of at least one of those positions. EXECUTIVE SESSION: A request was made to postpone the Executive Session due to the lateness of the hour. ADDITIONAL BUSINESS: • Mayor Prochaska reminded the committee that there is an opening on the Library Board. He has received one application for a replacement. • The Mayor received a citizen's request that a fence be replaced near the site of a sewer easement at the end of E. Main St. The City was asked to share the cost of a split rail fence at a cost of$1,000. The committee declined this request for that type of fence. • Alderman Besco asked the committee to consider a"Canopy Protection Ordinance"which provides for a fine if trees are knocked down by developers. This item will be placed on a Public Works agenda for review. • It was announced by Administrator Graff that the downtown plans from Stephen Yas were being displayed at City Hall. Mr. Yas will appear at the Council meeting next week and will ask for comments. There was no further business and the meeting adjourned at 11:17pm. Respectfully submitted by Marlys Young, Minute Taker Page 1 of 6 UNITED CITY OF LLE COMMITTEE OF THE WHOLE SPECIAL MEETING DRAFT CITY HALL COUNCIL CHAMBER MARCH 22, 2005 6:00 P.M. ELECTED OFFICIALS PRESENT: Mayor Art Prochaska Alderman Wanda Ohare Alderman Joe Besco Alderman Rose Spears Alderman Valerie Burd Alderman Richard Sticka Alderman Paul James City Treasurer Bill Powell Alderman Larry Kot City Clerk Jackie Milschewski Alderman Marty Munns CITY STAFF PRESENT: City Administrator Tony Graff Public Works Director Eric Dhuse City Attorney Joe Wywrot Director of Parks&Recreation Laura Brown Police Chief Harold Martin Finance Director Traci Pleckham GUESTS: See attached list. PRESENTATIONS None. DETAILED BOARD REPORT—BILL LIST Alderman Munns questioned the bill for typewriter cleaning. He asked if a typewriter was still in use in the City offices. Director Pleckham and Chief Martin both explained that a typewriter was still used for things like manual checks. Alderman Spears noted that the Bill List was not HIPAA(Health Insurance Portability and Accountability Act)compliant because it named employees. She suggested that employees be assigned a number and Mayor Prochaska stated he would have the staff look into this. Administrator Graff noted that the listing of names is not necessarily a HIPAA violation because the Bill List is not disclosing medical information. Attorney Wyeth stated he would look into the matter. Alderman Spears also questioned the following items on the bill list: o Page 11,Elan Financial Services,Admin-Paper for Employee for$73.80 -Finance Director Traci Pleckham explained that this paper for the invitations for the Employee Appreciation Dinner o Page 11,Elan Financial Services, Streets-New Clothing for One for$271.96. She noted that on page 6 under Domestic Uniform Rental there was a charge for$757.71 for Streets-February Uniform-Director of Public Works Eric Dhuse explained that the bill listed on page six is for the rental of uniforms whereas the bill on page 11 is for the purchase of work boots,hard hat, etc. o Page 13, Grainco FS, Inc., State User Fee,Materials and Disposal for Mike's Truck for $302.00—Director Dhuse explained that this was for the disposal of used material. Page 2 of 6 o Page 19, Sewer Op—Replace Microwave for 239.00 and Sewer Op—Return Microwave for$160.00 -Director Dhuse explained that the microwave was ordered and paid when it was discovered it was a discontinued model so the City was given a credit. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA None. MAYOR No report. ECONOMIC DEVELOPMENT COMMITTEE No report. PARK BOARD Park Naming Request for the MPI Regional Park Director Brown reported that the Park Board received a Park Naming Application from Patti Bridge requesting that a park be named after her deceased husband Steve Bridge who was a Park Board member for about ten years. Mrs.Bridge suggested that the Riverfront Park be renamed however that park is identified with its current name. The Park Board discussed this with Mrs. Bridge and suggested naming one of two new parks after her husband. She was comfortable with using his name on either of the two suggested parks. The Park Board made the recommendation that the new regional park in the MPI development(at Kennedy and Galena Roads)be named the Steven Bridge Memorial Park. Alderman Kot commented that he had the privilege of working with Mr.Bridge and that he was a very conscientious,hard-working and dedicated person. He stated that this is a very deserving tribute to him. Alderman Ohare seconded Alderman Kot's comments. Alderman Munns commented that in the future the Park Board should consider shorter names for parks. There was a brief discussion regarding this. This item was placed on the March 22,2005 City Council meeting Consent Agenda for approval. PUBLIC WORKS COMMITTEE Countryside Pump Station—Results of Bid Opening Alderman Besco reported that the bids were received on February 18,2005 and the low bid was $1,553,426.00 received from River City Construction Co.He stated that the Public Works Committee recommended that River City be awarded the bid. There was no further discussion. This item was placed on the March 22,2005 City Council meeting regular agenda for approval. IDOT Letter of Understanding with City for Grande Reserve Route 34 Improvements Alderman Besco reported that the Letter of Understanding regarded the proposed widening and traffic signal improvements on Route 34 for the Grande Reserve subdivision. He stated that the Public Works Committee recommended that this move on to the City Council. Administrator Graff stated that this was one of the items needed for the check list for the signalization permit. Page 3 of 6 Alderman Ohare questioned the maintenance of the signal and Administrator Graff clarified that the City will maintain the light and will be reimbursed 33%of the cost. There was no further discussion. This item was placed on the March 22,2005 City Council meeting Consent Agenda for approval. Grande Reserve Aquatic Center—Plat of Vacation Administrator Graff explained a blanket easement was done across Lot 3003 of Unit 2 of Grande Reserve. This lot will be used for the aquatic center and City Engineer Joe Wywrot has recommended that the City vacate the easements so the center can be built. There was no further discussion. This item was placed on the March 22,2005 City Council meeting regular agenda for approval. In Town Road Program—IDNR Storm Sewer Easement Alderman Besco reported that this is an easement needed for the In Town Road Program near Liberty Street. Administrator Graff noted that the state requires an extended license agreement to allow the City to construct,operate and maintain a storm sewer outfall. There was no further discussion. This item was placed on the March 22,2005 City Council meeting regular agenda for approval. IDOT Highway Driveway Cut for Nelson Funeral Home Alderman Besco reported that Nelson Funeral Home has requested a driveway cut off of Route 47 into their facility from the Illinois Department of Transportation(IDOT). He stated that the Public Works Committee requested information as to how this will affect the upgrading of the infrastructure for Countryside Center. Administrator Graff stated that he received a letter from Attorney Dan Kramer who is representing Nelson Funeral Home stating the Attorney Kramer spoke with IDOT District 3 and they are aware of the request from the shopping center regarding a highway cut onto Route 47. Alderman Sticka noted that the City has no written statement directly from IDOT. Administrator Graff stated that this was correct. Mayor Prochaska also expressed his concern on how this access will affect the shopping center as well as other property owners in the area. Alderman Burd noted that the Public Works Committee discussed the fact that the funeral home already has approval from IDOT and really doesn't need the City's permission. Administrator Graff explained that the City signs off on the permit. Mayor Prochaska stated he would like to postpone this until a letter is received from DOT stating that the driveway cut will not affect any other cuts in the future. Administrator Graff stated that Smith Engineering has been hired by the shopping center developer to do the design work for the Route 47 access. Smith Engineering stated that IDOT told them they would accept the permit being submitted for full access to Route 47. IDOT also told Smith Engineering that they were aware of this driveway cut. Administrator Graff recommended that this be approved contingent on confirmation from IDOT. He stated he would email IDOT asking for confirmation. The City Council agreed to this and this item was placed on the March 22, 2005 City Council meeting regular agenda for approval. Page 4 of 6 Results of Street Sweeper Bid Director of Public Works Eric Dhuse reported that the bids for a municipal street sweeper were opened on February 24, 2005 and the lowest bid was for$143,900.00 from EJ Equipment in Manteno, Illinois. He recommended that this bid be awarded to them for a Tymco 600 demonstrator model with a full warranty. Alderman Besco noted that IDOT had recently swept the bridge on Route 47 and tied up traffic. He asked if they could be contacted and the City take responsibility for sweeping the bridge. Director Dhuse stated he did not think this would be a problem. Alderman Ohare asked how often the streets would be swept and Director Dhuse stated they will be swept on a monthly basis. This item was placed on the March 22,2005 City Council meeting consent agenda for approval. Adjustment to New Dump Truck Purchases Director Dhuse reported that he inadvertently gave an incorrect price for the 5 yard dump truck approved by the City Council on February 22,2005. The price given was$77,875.00 and should have been$89,068.00. He explained that he missed the box and auger upgrades.He stated that funds are available for the difference in the cost. There was no further discussion. This item was placed on the March 22,2005 City Council meeting consent agenda for approval. PUBLIC SAFETY COMMITTEE No report. ADMINSTRATION COMMITTEE RFQ Policy Administrator Graff reported that a policy for Requests for Qualifications (RFQ)has been created. The policy states that specifications within the RFQ and the process will be reviewed and approved by the City Council(i.e.who will perform the interviews,reference checks, site visits,etc.). The policy was being presented to the City Council for approval. Alderman Burd stated she would like to add that during the RFQ process that no one from the City has contact with any of the firms submitting RFQ's. She stated that if the submitters have any questions,they should be put in writing to a designated person. Any answers to the questions or addendums should be sent to all the submitters.Director Pleckham questioned how this would relate to bidder's meetings. Alderman Burd stated that everyone should be invited to the meeting and answers to any questions raised at the meeting should be sent as an addendum to the RFQ. The City Council agreed to the additional language to the policy and this item was placed on the March 22, 2005 City Council meeting consent agenda for approval. Dental/Vision/HSA Contracts Alderman James reported that the City has received a proposal for the Dental/Vision contracts from Caywood&Associates. New employees will not receive this benefit until after 30 days of employment. Administrator Graff explained that the currently the Employee Manual indicates that new employees can submit for self-insured reimbursement upon day one of employment. He stated that the Employee Manual will have to be amended. Page 5 of 6 The Council discussed that three contracts need to be approved as well as the amendment to the Employee Manual. Alderman James stated that there will be follow-up coming back to the Administration Committee regarding how the existing employee accounts will be terminated. Administrator Graff stated that he was waiting to hear from the labor attorney with options on how to handle the existing accounts. Attorney Wyeth clarified that the approval of the new contracts does not affect the existing accounts and that the new contracts will be effective with the fiscal year on May 1, 2005. Mayor Prochaska clarified that after that date, no more funds will be added to the existing accounts. Administrator Graff noted that it takes thirty days for the new contracts to be initiated. Alderman Spears asked if the City Council could get a break down of cost per employee for medical, dental and vision. She also noted that with this contract the City will be paying a broker fee along with$5.00/employee/month for the BESTflex Plan. Alderman James noted that $5.00/employee is paid if the employee participates in the program. Mayor Prochaska stated that this sets up an account for the employee to be used toward insurance co-pays. Alderman James stated that fee is a wash because employees participating in the plan receive a decrease in salary thus decreasing the taxable amount of income. The City then pays less for FICA, etc. Director Pleckham noted that with at least ten participants,the city breaks even and that thirty-five employees have showed interest in the plan. Alderman Munns asked where the employee's contribution is held. Director Pleckham explained that the funds will be held by the Employee Benefits Corporation(EBC) in an administrative savings account. Alderman Spears questioned that the student age chosen by the City was 19 to 25 years-old. She asked the reason behind the choice. Mayor Prochaska noted that this is an employee program and the age range is a benefit to the employees.He stated that this does not affect the City. Alderman Spears asked what Caywood&Associates role is in the program. Mayor Prochaska stated that they brokered the contracts. Alderman Spears asked if the City received any information from any other firms. Director Pleckham stated that Joe Roberts from Caywood did the research for the programs and then made a recommendation that these programs have better rates than others however he did not bring in his research information. Alderman Spears stated she was not comfortable with this because there are other brokers available and she would like to see a comparison or information from them. Alderman Burd asked that in the future the brokers present all the information so that the City Council can compare it. There was further discussion regarding the comparison of information. Director Pleckham stated that Mr. Roberts did bring in comparison information on the dental program which was presented to the Administration Committee. Alderman James suggested that Caywood make a presentation to the City Council at the Committee of the Whole meeting. Administrator Graff stated that the broker fee Caywood is receiving is for the dental and vision plans and the fee for the BESTflex plan is paid to EBC not to Caywood. He noted that Mr. Roberts brought in information on multiple venders for the dental and vision programs. After further discussion on price comparisons and brokers the City Council agreed to move this item forward for a vote. They agreed to get comparisons from other brokers in September 2005 for next years insurance. Page 6 of 6 This item was placed on the March 22,2005 City Council meeting regular agenda for approval. In Town Road Program Bond Alderman James reported that the In Town Road Project requires funds from the sale of bonds. The amount needed is $4,000,000.00. Attorney Wyeth clarified that this is the authorizing ordinance and not the bond ordinance. Alderman Kot asked for clarification on the language added to page 2 of the ordinance regarding funds that are not in the General Fund. Administrator Graff state that the language was added on the recommendation of the bond counsel. This language makes the bonds more marketable and provides a back-up. Utility tax will be used to pay the bond however if this source dries up, a property tax will be applied to the bond. There was no further discussion. This item was placed on the March 22, 2005 City Council meeting consent agenda for approval. MFT Obligation Retirement Resolution for Fox Industrial Park Bond Director Pleckham reported that this resolution appropriates$77,450.00 of Motor Fuel Tax (MFT)funds to the Fox Industrial Park Bonds in the event the Tax Increment Financing(TIF)is not enough to pay off the bonds. This is a back-up revenue source for the bonds. There was no further discussion. This item was placed on the March 22, 2005 City Council meeting consent agenda for approval. The meeting was adjourned at 7:05 P.M. Minutes submitted by Jackie Milschewski,City Clerk I '1 14V 3 2`,sto Cir o United City of Yorkville Memo • t lir- '" 800 Game Farm Road EST. `• . 1836 Yorkville, Illinois 60560 �� I Telephone: hone: 630-553-4350 Pp � `' Fax: 630-553-7575 <LE %\Y> Date: June 21, 2005 To: Mayor, Aldermen, City Clerk, Treasurer From: Bart Olson CC: Tony Graff Subject: Dr. Gabris, Director of NIU Public Administration Division for meeting dates As discussed at Administration Committee, staff has contacted Dr. Gabris, Professor and Director of the Northern Illinois University Public Administration Division, to conduct a meeting with elected officials—specifically to address the role of elected officials in local government. Dr. Gabris has agreed to the request on the condition of 100%turnout for all elected officials. Pending your agreement to Dr. Gabris request, staff will set up a proposed meeting date. Tentatively, July 27th seems to be an available date; this would allow time to conduct individual interviews before the meeting(if necessary). Please contact me with any questions or concerns. CITY CC ( t ,��oc,ry � •i.� City of Yorkville Memo �z o 800 Game Farm Road EST.g4 iftim.1836 Yorkville, Illinois 60560 „� Telephone: 630-553-4350 �� p Fax: 630-553-7575 Date: June 27, 2005 To: City Council Members From: Tony Graff, City mistrato� CC: Attorney John Wyeth&Lisa Pickering Subject: Ordinance Establishing City Council Committees The draft ordinance for establishing the committees for the City Council was received by Lisa Pickering on Friday 6/24/05 at 3:01PM from Alderman Valerie Burd via e-mail (see attached e- mail). I prepared the revisions on Monday June 27, 2005 for review by City Attorney John Wyeth and provided the Ordinance,with track changes,to Lisa to make a supplement packet for the City Council meeting on June 28, 2005. Sorry for any inconvenience. Tony Graff From: Lisa Pickering [Ipickering@yorkville.il.us] Sent: Friday, June 24, 2005 3:40 PM To: Tony Graff Subject: Ordinance Establishing Committees of the City Council Tony, Hi. Here is the ordinance for the committees. I did not distribute this yet since Joe Besco said that there were a few changes that you were going to make to this. I did let Joe and Val know that you since you were out for the day, that I would distribute this Monday in a supplemental packet after the changes were made. Lisa Original Message From: Valerie Burd [mailto:vburd@kluberskahan.com] Sent: Friday, June 24, 2005 3:01 PM To: 1pickering@yorkville.il.us Subject: committee ordinance Lisa: Joe Besco just called me and said he was having trouble with his computer. He asked me to send you a copy of the ordinance that I have. Here it is: State of Illinois ) ss County of Kendall ORDINANCE NO. 2005- ORDINANCE ESTABLISHING COMMITTEES OF THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE WHEREAS, the City Council of the United City of Yorkville has employed ad hoc Committees to aid it in the collection of information to more effectively discharge its duties as a legislative body; and WHEREAS, the City Council of the United City of Yorkville desires to formally establish standing Committees to aid it in the collection of information to more effectively discharge its duties as a legislative body; WHEREAS, from time to time, vacancies will occur on these Committees, due to the election process, or the resignation of an alderman from his elected position; WHEREAS, from time to time, the City Council will deem it prudent to rearrange membership on said Committees to provide opportunities for aldermen to gain expertise in different areas of City business; WHEREAS, the City Council wishes to keep the selection of Committee appointments and the chairmanships of said Committees under the control of the elected aldermen, to keep said appointments free of outside influences, and to ensure that aldermen can most effectively perform their duties as elected officials; THEREFORE, upon Motion duly made, seconded and approved by a majority of aldermen voting, the following new section of Title I, Chapter 5, is hereby established: I-5-5 Legislative Committees 1 A. The following Committees of the City Council are hereby established: 1. Administration 2. Economic Development 3. Public Works 4. Public Safety B. The following procedures for the Committees set forth above are hereby established: 1. Committee assignments to the City Council Committees shall be made following each election, or when a majority of aldermen make a request to the City Clerk to notify the City Council that a majority of aldermen desire a change. 2.. One alderman from each ward will serve on each committee. 3. Selection of Committees by aldermen shall be made during a regular meeting of the City Council, following the swearing in of new aldermen, or at any regular meeting when the item has been duly placed on the agenda, according to the following procedure: a. Selection of Committees shall be made according to seniority. The longest-serving alderman shall name the Committees on which he or she wishes to serve, followed by the second ranking alderman, and thus proceeding through the City Council until all Committee positions have been filled and duly noted by the City Clerk. b. It is understood that when the senior alderman from any ward chooses his or her Committee appointments, the junior alderman will then serve in the remaining Committee positions. In the case of a junior alderman choosing a Committee position already selected by a senior alderman, the senior alderman's selection shall take precedence. 4. The chairman of each Committee shall be chosen by the members of each Committee following assignment of new aldermen to that Committee, or from time to time as a Committee deems necessary, based on a weighted vote system designed to avoid deadlocked decisions. a. The weighted vote system for choosing Committee chairmen will give aldermen one vote for each term they are elected to serve, up to a maximum of three votes. Aldermen who have been elected to serve three terms will get three votes; two terms, two votes; one term, one vote. New aldermen will get one vote. In the case of partial terms served„ an alderman will get .25 votes for each year completed of an appointed term. 5. It is the duty of the chairman of each Committee to run Committee meetings in compliance with Roberts Rules of Order; to oversee the Committee's agenda; and to report the proceedings of the Committee to the City Council. No Committee chairman shall otherwise assume any power or preference from a chairmanship position that is beyond what all other aldermen may exercise, except for those that may be conferred upon him or her through majority vote of Committee members or the City Council. No chairman shall chair more than one standing committee of the City Council concurrently. 6. The selection of each Committee's meeting day, or any changes in a scheduled meeting due to personal scheduling conflicts, must be approved by all Committee members. ADOPTED this day of May, 2005, pursuant to a roll call vote as follows: ROSE SPEARS MARTY MUNNS VALERIE SURD JOSEPH BESCO PAUL JAMES WANDA OHARE DEAN WOLFER JASON LESLIE 2 APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this day of May, A.D. , 2005. MAYOR PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois, this day of May, A.D. 2005. Attest: CITY CLERK Valerie Burd Business Development Kluber, Skahan + Associates, Inc. 901 N. Batavia Ave. Suite 301 Batavia, IL 60510 3 State of Illinois )ss County of Kendall ORDINANCE NO. 2005- ORDINANCE ESTABLISHING COMMITTEES OF THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE (Revised 6/27/05 by T. Graff) WHEREAS, the City Council of the United City of Yorkville has employed ad hoc Committees to aid it in the collection of information to more effectively discharge its duties as a legislative body; and WHEREAS, the City Council of the United City of Yorkville desires to formally establish standing Committees to aid it in the collection of information to more effectively discharge its duties as a legislative body; WHEREAS, from time to time, vacancies will occur on these Committees, due to the election process, or the resignation of an alderman from his elected position; WHEREAS, from time to time, the City Council will deem it prudent to rearrange membership on said Committees to provide opportunities for aldermen to gain expertise in different areas of City business; WHEREAS, the City Council wishes to keep the selection of Committee appointments and the chairmanships of said Committees under the control of the elected aldermen, to keep said appointments free of outside influences, and to ensure that aldermen can most effectively perform their duties as elected officials; THEREFORE, upon Motion duly made, seconded and approved by a majority of aldermen voting, the following new section of Title I, Chapter 5, is hereby established: I-5-5 Legislative Committees A. The following Committees of the City Council are hereby established: 1. Administration 2. Economic Development 3. Public Works 4. Public Safety B. The following procedures for the Committees set forth above are hereby established: 1. Committee assignments to the City Council Committees shall be made following each election, or when a majority of aldermen make a request to the City Clerk to notify the City Council that a majority of aldermen desire a change. 2. One alderman from each ward will serve on each committee. 3. Selection of Committees by aldermen shall be made during a regular meeting of the City Council, following the swearing in of new aldermen, or at any regular meeting when the item has been duly placed on the agenda, according to the following procedure: a. Selection of Committees shall be made according to seniority. The longest- serving alderman shall name the Committees on which he or she wishes to serve, followed by the second ranking alderman, and thus proceeding through the City Council until all Committee positions have been filled and duly noted by the City Clerk. b. It is understood that when the senior alderman from any ward chooses his or her Committee appointments, the junior alderman will then serve in the remaining Committee positions. In the case of a junior alderman choosing a Committee position already selected by a senior alderman, the senior alderman's selection shall take precedence. 4. The chairman of each Committee shall be chosen by the members of each Committee following assignment of new aldermen to that Committee, or from time to time as a Committee deems necessary, and when there is a tie vote for the selection of the chairman the City Council will vote to break the tie.based on a weighted vote system a. The weighted vote system for choosing Committee chairmen will give aldermen Aldermen who have been elected to serve three terms will get three votes; two terms, two served, an alderman will get .25 votes for each year completed of an appointed term. 5. It is the duty of the chairman of each Committee to run Committee meetings in compliance with Roberts Rules of Order; to oversee the Committee's agenda; and to report the proceedings of the Committee to the City Council. No Committee chairman shall otherwise assume any power or preference from a chairmanship position that is beyond what all other aldermen may exercise, except for those that may be conferred upon him or her through majority vote of Committee members or the City Council. No chairman shall chair more than one standing committee of the City Council concurrently. 6. The selection of each Committee's meeting day, or any changes in a scheduled meeting due to personal scheduling conflicts,must be approved by all Committee members. ADOPTED this day of JuneMay, 2005, pursuant to a roll call vote as follows: ROSE SPEARS MARTY MUNNS VALERIE BURD JOSEPH BESCO PAUL JAMES WANDA OHARE _ DEAN WOLFER JASON LESLIE APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this day of JuneMay, A.D., 2005. MAYOR PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois, and this day of JuneMay, A.D. 2005. Attest: CITY CLERK COUNTY OF KENDALL ) ) ss STATE OF ILLINOIS ) RESOLUTION NO. 2005 - A RESOLUTION APPROVING THE REVISED JOB DESCRIPTION FOR THE POSITION OF SENIOR ENGINEERING TECHNICIAN IN THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS WHEREAS, it is important for the UNITED CITY OF YORKVILLE to maintain job descriptions for the various positions within the CITY, and WHEREAS, a revised job description has been recommended for the position of Senior Engineering Technician, and has been reviewed, and approved by the City Council. NOW, THEREFORE, upon motion duly made, seconded, and approved by a majority of those voting,be it resolved that the attached job description(Exhibit"A") incorporated herein by preference for the position of Senior Engineering Technician be adopted. Said position will be directed by and report directly to the City Engineer. The job description for said position is attached hereto and is made part hereof as Exhibit"A". The hiring of a person to fill the said position should be subject to all probationary rules and regulations as set out in the current Employee Manual. This resolution shall become effective upon its passage. PAUL JAMES MARTY MUNNS JASON LESLIE WAND OHARE VALERIE BURD ROSE SPEARS DEAN WOLFER JOSEPH BESCO Page 1 of 2 APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this day of , A.D. 2005. MAYOR PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois, this day of , A.D. 2005. CITY CLERK Prepared by: John Justin Wyeth City Attorney United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 630-553-8570 Page 2 of 2 PASSED 7/26/01,Revised 6/23/05 UNITED CITY OF YORKVILLE SENIOR ENGINEERING TECHNICIAN—JOB DESCRIPTION Department: Engineering Reports To: City Engineer Status: Full-time; Non-exempt Salary Classification: Senior Engineering Technician Positions Description Overview This individual will be responsible for preparing plans, specifications and cost estimates for routine or moderately complex constructions projects. Performs construction inspections and drafting duties. Directs survey crews. This position involves some customer contact and the ability to respond to questions and complaints. This individual needs to work independently and supervises lower level technicians. Essential Job Functions 1. Draws, traces and inks maps, plats and similar drawings by hand as well as utilizing computer equipment such as the CAD system, printer,plotter, etc. 2. Inspects residential and commercial construction sites to ensure compliance with approved plans. 3. Keeps complete construction records and prepares partial and final payment forms. 4. Directs construction surveys for all phases of public improvements, interprets construction plans and specifications. 5. Directs and trains subordinate technicians in performance of Engineering Department functions. 6. Provides basic file information to the public on sewer depths and locations, water line locations, dimensions of lots, and information concerning subdivisions. 7. Revises and maintains updated information for the city sanitary sewer system, watermain system, storm sewer system, corporate boundary map,zoning map, and similar data. 8. Maintains various additional departmental files and records. 9. Performs other duties and responsibilities as directed by the City Engineer. jdescsrengtech PASSED 7/26/01,Revised 6/23/05 Requirements - Knowledge, Skills and Abilities 1. Ability to utilize Auto CAD and Microsoft Excel Spreadsheet and Word. 2. Ability to interpret construction plans. 3. Ability to use surveying equipment and other tools. 4. Ability to work at heights greater than ten(10) feet,walking over rough, uneven terrain and working out of doors year round in a variety of weather conditions with exposure to the elements. 5. Ability to remain in a standing or sitting position for extended periods of time. Minimum and Preferred Experience and Education 1. 64 credit hours of college coursework including course work in civil engineering or construction-related fields and 2 years of work experience sufficient to perform the essential duties of the job as those listed above. Job related licenses and certifications are preferred. 2. Valid Illinois driver's license. 3. Must be willing to attend training classes to increase knowledge of job related responsibilities. 4. Experience and education that provides the required knowledge, skills and abilities is preferred. 5. Must successfully complete 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 employee and is subject to change by the employer as the needs of the employer and requirements of the job change. jdescsrengtech PASSED 7/26/01,Revised 6/23/05 UNITED CITY OF YORKVILLE SENIOR ENGINEERING TECHNICIAN—JOB DESCRIPTION Department: Engineering Reports To: City Engineer Status: Full-time; Non-exempt Salary Classification: Senior Engineering Technician Positions Description Overview This individual will be responsible for preparing plans, specifications and cost estimates for routine or moderately complex constructions projects. Performs construction inspections and drafting duties. Directs survey crews. This position involves some customer contact and the ability to respond to questions and complaints. This individual needs to work independently and supervises lower level technicians. Essential Job Functions 1. Draws, traces and inks maps,plats and similar drawings by hand as well as utilizing computer equipment such as the CAD system, printer,plotter, etc. 2. Inspects residential and commercial construction sites to ensure compliance with approved plans. 3. Keeps complete construction records and prepares partial and final payment forms. 4. Directs construction surveys for all phases of public improvements, interprets construction plans and specifications. 5. Directs and trains subordinate technicians in performance of Engineering Department functions. 6. Provides basic file information to the public on sewer depths and locations, water line locations, dimensions of lots, and information concerning subdivisions. 7. Revises and maintains updated information for the city sanitary sewer system, watermain system, storm sewer system, corporate boundary map,zoning map, and similar data. 8. Maintains various additional departmental files and records. 9. Performs other duties and responsibilities as directed by the City Engineer. jdescsrengtech PASSED 7/26/01,Revised 6/23/05 Requirements - Knowledge, Skills and Abilities 1. Ability to utilize Auto CAD and Microsoft Excel Spreadsheet and Word. 2. Ability to interpret construction plans. 3. Ability to use surveying equipment and other tools. 4. Ability to work at heights greater than ten(10) feet, walking over rough,uneven terrain and working out of doors year round in a variety of weather conditions with exposure to the elements. 5. Ability to remain in a standing or sitting position for extended periods of time. Minimum and Preferred Experience and Education 1. 64 credit hours of college coursework including course work in civil engineering or construction-related fields and 2 years of work experience sufficient to perform the essential duties of the job as those listed above. Job related licenses and certifications are preferred. 2. Valid Illinois driver's license. 3. Must be willing to attend training classes to increase knowledge of job related responsibilities. 4. Experience and education that provides the required knowledge, skills and abilities is preferred. 5. Must successfully complete 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 employee and is subject to change by the employer as the needs of the employer and requirements of the job change. jdescsrengtech