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City Council Minutes 2004 09-28-04 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE, ]KENDALL COUNTY, ILLINOIS, HELD IN THE CITY COUNCIL CHAMBERS, 800 GAME FARM ROAD ON TUESDAY, SEPTEMBER 28,2W4. Mayor Prochaska called the meeting to order at 7:02 P.M and led the Council in the Pledge of Allegiance. ROLL CALL Clerk Milschewski called the roll. Ward I James Absent Sticka Absent Ward II Burd Present Kot Present Ward III Ohare Present mums Present Ward IV Besco Present Spears Present Also present: City Clerk Milschewski, City Treasurer Powell, City Administrator Graff, City Attorney Dan Kramer, Police Chief Martin, Director of Public Works Dhuse and Finance Director Pleckham. OUORUM A quorum was established. INTRODUCTION OF GUESTS Mayor Prochaska welcomed guests and asked those present to enter their name on the attendance sheet provided. AMENDMENTS TO THE AGENDA Mayor Prochaska asked to move the Presentation to before the Citizen's Comments; the Council agreed. He stated that he left the IMLRMA Safety Award for 2003 at home and asked that this be moved to the next City Council meeting. He also asked that Item #I — Fire Department Request for Development Fee Increase, under the Economic Development Committee Report, be continued until the next City Council meeting as there are questions that both the City Council and the Fire Department still need answers to. COMMITTEE MEETING DATES Public Works Committee 7:00 P.M., Monday, October 25, 2004 City of Yorkville Conference Room 800 Game Farm Road Economic Development Committee 7:00 P.M., Thursday, October 21, 2004 City of Yorkville Conference Room 800 Game Farm Road Administration Committee 7:00 P.M., Thursday, October 7, 2004 City of Yorkville Conference Room 800 Game Farm Road Public Safety Committee 6:30 P.M., Thursday, October 14, 2004 City of Yorkville Conference Room 800 Game Farm Road Ad Hoc Technology Committee 7:00 P.M., Monday, October 18, 2004 City of Yorkville Conference Room 800 Game Farm Road PUBLIC HEARINGS None. PRESENTATIONS Summer Sleuths Mayor Prochaska noted that Dr. David Workman from the Illinois Mathematics and Science Academy (IMSA) asked if his students could video tape the presentation. The Minutes of the Reeular Meeting of the Citv Council — Sentember 28, 2004 - ua 2 Mayor Prochaska explained that during the summer IMSA has a program called Summer Sleuths where students study a relevant problem in the area. This summer the subject was the radium in Yorkville's water. The students did research and they have come tonight to present their findings. Dr. Workman thanked the Council for the opportunity to make this presentation as one of IMSA's ideas in education is to make it as relevant and real as it can be. This allows the student to use what they have learned in school to apply it to a real problem and to be taken serious when they say something about it. Students Kornelia Lazarski, Sonja Broomes, Olivia Marlin, Ryan Dinkleman and Craig Bothwell presented their research on the effects of radium in Yorkville's drinking water. Their presentation covered: • The scientific properties of radium - ■ A naturally occurring radioactive element found underground • Three types of radiation — alpha and beta particles and gamma rays • Radium decay causes radon • The health risk posed by radium in the water - ■ 2.26 higher concentration of radium in the water in Yorkville than allowed — poses health risk for community ■ Replacement of calcium with radium ■ Headaches ■ Intestinal problems ■ Cancer — bone, leukemia and lung • An explanation of the setting of the Environmental Protection Agency (EPA) standards at 5 picocuries/liter - ■ Survey of radium in the United States • Interest groups opinions • Researched Studies Calculation called RADRISK • Environmental Protection Agency's (EPA) Estimate of Costs • EPA's Cost Beneficial Analysis • The economic implication of different courses of action - ■ Cost to remove — estimated at $110,079,248.00 over 70 years ■ Cost to ignore - estimated government fines of $91,165,000.00 over 5 years ■ Loss of property taxes • Conclusion - ■ No scientific consensus as to health risks • Careful measures by EPA • Cheaper to remove radium from the water than to ignore The students asked if there were any questions. Alderman Munns asked if a water drinking system such as Culligan reverse osmosis system was useful in removing radium. The students stated that this type of system may help however they are not approved by the EPA. They noted that an ion exchange system is needed to filter out the radium. Alderman Ohare asked if radium could be absorbed from the water through the skin. The students stated that it is not absorbed and is only harmful when ingested. Alderman Ohare and Mayor Prochaska questioned the safety of bottled water and the students indicated that this type of water may not be any safer as there are no regulations for the bottled water industry but there are for municipal water. Alderman Burd asked if there are studies showing that people have become ill from the radium in water. They stated that the EPA has information from studies on humans who have been exposed to nuclear radiation however it is difficult to study the affects in water because other factors cannot be ruled out. Mayor Prochaska noted that radium in the water has been an issue for about 30 years and he is amazed that there hasn't been any study done. The students stated that radium in the water hasn't been an issue more than 30 years but longer because this element has always been in existence and has affected wells for years. They explained that a linear method is used versus a threshold method to measure radium however there hasn't been any conclusive data. A resident in the audience asked if radium could be boiled out of the water and the students explained that there are three processes to remove the radium and boiling is not one of them. The Minutes of the Reeular Meetine of the Citv Council — September 28, 2004 - Daee 3 Dr. Workman asked his students if the health benefits gained from the removal of the radium are worth the money spent to do it. The students unanim ously felt it was worth the cost to remove the radium both for the health and economic benefits. Mayor Prochaska explained to the students that the city is addressing the removal of the radium and he thanked them and Dr. Workman for the hard work they put into their research. CITIZEN COMMENTS Circuit Clerk Candidate Becky Morganegg introduced herself to the Council and informed them that she is the Republican candidate for Kendall County Circuit Clerk. She asked the Council for their support and stated that she is looking forward to working with the municipalities in the county if elected. Citizens for the Library Howard Manthei, 801 S. Main Street, addressed the Council. He stated that he was representing the Citizens for the Yorkville Public Library, a "friends of the library' organization formed to help promote the upcoming referendum. He thanked the City Council for approving the referendum. He updated the Council as to what the group has been doing; banners and yard signs, advertisements, a door -to -door campaign and addressing civic organizations. Mayor Prochaska appreciated what the Library staff and Board has done in the operation of the library. He wished them good luck with the referendum. CONSENT AGENDA 1. Building Permits for August 2004 2. Beecher Parking Lot RFP Results —award contract to Aurora Blacktop in an amount not to exceed $41,119.50 and authorize the mayor and staff to execute the construction bid documents 3. Payroll Direct Deposits — authorize Mayor to execute Automated Clearing House Agreement with Old Second Bank— Yorkville 4. N1U Graduate Internship Program Contract — authorize City Administrator to execute Mayor Prochaska entertained a motion to approve the Consent Agenda as presented. So moved - by Alderman Kot; seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes -6 Nays -0 Burd -aye, Kot -aye, Mums -aye, Spears -aye, Ohare -aye, Besco -aye PLANNING COMMISSION /ZONING BOARD OF APPEAL No report. MINUTES FOR APPROVAL A motion was made by Alderman Besco to approve the minutes of the Committee of the Whole meetings from August 3, 2004 and September 7, 2004, seconded by Alderman Kot. Motion approved by a viva voce vote. BILLS FOR APPROVAL A motion was made by Alderman Kot to approve the paying of the bills listed on the Detailed Board Report dated September 17, 2004 totaling the following amounts: checks in the amount of $374,926.00 (vendor); $141,619.60 (payroll period ending 9/4/04) for a total of $516,545.60; seconded by Alderman Ohare. Alderman Spears questioned a payment on page 28 of the Detailed Bill List to Jennifer Woodrick (Engineering Assistant) for $369.00 for classes at Waubonsee Community College. She stated that at the last COW meeting she questioned the type of class Ms. Woodrick was taking and what J was her major. Alderman Spears staled that Finance Director Pleckham explained that the class was approved by the Administration Committee pending the budget. Alderman Spears noted that the class is not engineering related but a management class with Franklin University. She stated that she did not feel that the class was job related. She also noted that the reimbursement was not approved by the Administration Committee and she distributed and read pages 4 -5 of the June 10, 2004 minutes and from pages 2 -3 of the July 8, 2004 minutes (see attached). Alderman Spears stated that Ms. Woodrick's request had earlier been denied because the class was not job related and she was working part-time. She read from the July 8, 2004 minutes which indicate that Chief Martin stated that anyone hired at the Police Department with an Associates Degree is eligible to complete work for their bachelor degree. However to progress further the specific position must require a higher degree. Alderman Spears stated that the minutes indicate that the Administration Committee asked for a draft of a policy for educational reimbursement before this would be The Minutes of the Regular Meeting of the Citv Council — Seutember 28, 2004 — Vase 5 reimbursed. She stated that she did not feel that Ms. Woodrick's current position required a higher degree; at least not in management. Alderman Spears also noted that Ms. Woodrick has previously submitted for training in Madison, Wisconsin for Municipal Engineering Fundamentals for Non - engineers in the amount of $695.00 plus expenses. Alderman Spears stated she was upset that the Council was being misinformed and that the Employee Manual is not being followed. She asked that this item be removed from the Detailed Board Report. - Mayor Prochaska stated that the policy of the city has been to help fund one degree beyond the degree the employee has when hired. He questioned if the class counted toward a degree or is additional training. He asked Alderman Spears if the city should not train anyone. Alderman Spears stated that Ms. Woodrick was hired as a part-time receptionist, worked her way up to a clerical position and then became an engineering assistant which is an administrative assistant in the Engineering Department. She stated that the particular position that Ms. Woodrick currently has is not a management position. She read the job description for Engineering Assistant to the Council Alderman Munns stated that he understood that the city will pay for classes that upgrade a current job and that he supported training employees for their current position. Alderman Spears asked would the city pay for the Deputy Clerk to get a law degree because she works with legal documents and the City Attorney. She asked if the taxpayers should be paying for these degrees. She stated certain employees are getting special attention and noted that the employee's work hours were changed however an exception was made for Ms. Woodrick. She was allowed to maintain hours that worked with her schedule because her supervisor said that her hours worked better in his department. Alderman Spears stated she voiced her opinion that if the city was going to change the employee's hours it should citywide. Alderman Spears stated that the staff is giving the City Council incorrect information. She stated that staff advises the Council that things are in the budget which she noted that she did not approve because she did not feel she had ample time to review it; the budget was rushed into the City Council. She stated that this payment is another example of how the City Council is not being told the truth and how staff is not following policy. Mayor Prochaska stated that he did not agree that the staff is not following policy but there is a question if this particular degree meets the criteria of what the city would consider for the next level for this particular employee. He stated that the Council could make sure that none of the employee gets trained for management and as the city grows, the city can hire new people rather than give the opportunity for advancement to those already on staff. He stated that he was sure this would be a good morale builder. Alderman Burd stated that this reimbursement had been discussed at the Administration Committee and that the staff should have been aware of the Committee's direction. She stated that since the minutes show that no decision was made on this, it should not be on the bill list. Mayor Prochaska asked if the current recommendation was to remove it from the bill list until such a time that a policy is developed with the possibility that the reimbursement will be brought before the Administration Committee again. He asked if everything should be stopped while the policy is developed or should it be worked through while it is clarified. He noted that this has been discussed by the Administration Committee at least twice however there still has not been a recommendation from the Committee. He asked if the Council wants to stop all training until this is worked out or should some training be allowed. Alderman Besco stated he remembered that it was discussed at the A dministra tion Committee that the policy will be reviewed and that the staff was instructed to tell Ms. Woodrick that the reimbursement was on hold until the policy was approved. Administrator Graff stated that staff followed the request. He stated that this class is not a degree orientated request but rather training as the City Engineer Joe Wywrot requested. Administrator Graff stated that the City Engineer is a department head, he had control over his budget and he approved the class and presented it to the Administration Committee. He also stated that the Administration Committee discussed that any degree orientated program needs to be approved first however Ms. Woodrick is not enrolled in a degree orientated program but is continuing her training and education per her supervisor recommendation. He stated that no policy has been violated. Alderman Spears asked Administrator Graff to read the memo directed to him from Mr. Wywrot which states that the reimbursement was for classes related to a management degree she is The Minutes of the Regular Meeting of the Citv Council — September 28. 2004 — Dage S currently pursuing and she questioned that Mr. Graff's statement that it is not a degree program. He explained that Ms. Woodrick has not been accepted in a degree program approved by the city. She is enrolled in college and is allowed to take one class. Mr. Wywrot will be presenting to the Administration Committee the degree program she will be p ursuin g. Mr. Wywrot was instructed that the Committee recommended that as the policy was being discussed, any degree recommendations have to come before them and had to be directly related to a job or be a part of a job preference for other type of work He stated that she is taking degree program classes but the degree program has not been approved by the city and the City Engineer approved the reimbursement for this class. Alderman Burd stated that there are ways to get around direction from the City Council and this is an instance where something is coming in the `backdoor ". She noted that the minutes state that Alderman Kot stated that classes should be tied to the employee's current position. It does not specify degree classes. Administrator Graff stated that he agreed with Mr. Wywrot decision and told him to send Ms. Woodrick to class. He stated that he is not "backdooring" anything; the bill is on the Detailed Bill List for review. Alderman Spears asked Director Pleckham what are the titles of the specific classes Ms. Woodrick is taking. Administrator Graff requested that Director Pleckham not answer the question as she does not supervise the City Engineer, he does. He asked that questions be directed to him. Alderman Spears asked Administrator Graff what were the classes and he responded that he did not exactly recall because she took the classes months ago. Alderman Munns stated that he felt that the city needs to tighten up the policy before any other employees take classes. He stated that the policy is vague. Mayor Prochaska noted that according to the Engineering Assistant's job description, Ms. Woodrick may have to give direction to consultants. He did not feel that the need for managerial skills is out of the realm of what the assistant does. He stated that the Administration Committee did ask that a hold be placed on this reimbursement until a policy is clarified and he suggested that this be done. He advised the Council that the policy is needed as soon as possible as the city has training that needs to be done whether it be in the administration offices, public works or police department. He stated that he did not want to tell the employees that they could not have any training until this policy is developed and approved. He stated that he would like the department heads to be able to use their discretion. Alderman Burd stated that her problem was not if the reimbursement is appropriate but rather that the direction of the Administration Committee was to place it on hold and this was ignored. Mayor Prochaska noted that the Council has not made an issue out of any other employee's training. He also stated that if this is to be put on hold, it would only be fair to the employee to give a time limit for the approval of the policy so that she can make a decision as to whether she wants to go on with her classes. Alderman Ohare stated that the Employee Manual was approved a few months ago which deals with some of the questions posed tonight. She asked if the department head is in violation of the Employee Manual. She asked if the Council approved the department heads budget. She stated that if Mr. Wywrot approved the reimbursement he needs to be given more guidelines as to what education is expected. She stated that she was not saying the reimbursement was right or wrong but that the Council was "piddling" this issue away. Alderman Spears stated that she thought the Employee Manual states that classes have to be directly job related. She reiterated that she believed that the classes Ms. Woodrick is enrolled in are not directly job related; they could be for advancement in a future career. She also noted that that the Administration Committee discussed in the past that if the city paid for education in a degree program the employee would have to sign a retainer stating they would be employed by the city for a certain number of years. Alderman Ohare asked if the Council should be discussing this with Mr. Wywrot; how does he feel about Ms. Woodrick taking this course and does he feel he needs this for his department. Mayor Prochaska agreed with Alderman Ohare as Mr. Wywrot best knows what exactly what the Engineering Assistant does. Alderman Kot suggested a possible solution. He stated that until solid guidelines are approved, he would feel comfortable postponing this reimbursements until the next bill list. In the The Minutes of the Regular Meeting of the Citv Council — September 28. 2004 — Dage 6 meantime, Mr. Wywrot should be asked to explain why he felt this was an « Yr JLv F Iiate class. He stated that upon receipt of the memo, if Mr. Wywrot's answer is satisfactory, he was prepared to move ahead. Mayor Prochaska agreed with Alderman Kot's suggestion. Alderman Munns noted that last year there was a gentleman from the Engineering Department that tried to get his degreed paid for which was denied by the Council. He stated that it may have been a coincidence or maybe they haven't had much training in that department. Alderman Burd stated that it needs to be ascertained that Mr. Wywrot is clear with the policy as it currently is. She stated he may be envisioning training someone to help them reach another level which might not be appropriate. He might be thinking that rather than hiring someone at a certain level for another position, he is envisioning training people for it rather than improving the position they are currently in. Mayor Prochaska stated that the Council will be approving the bill list less the $369.00. The reimbursement for the class will be continued until the next City Council meeting for possible consideration upon getting justification from the City Engineer Joe Wywrot. Attorney Kramer stated that the motion and second need to be withdrawn. Either a new motion eliminating the payment or amending the bill list should be made. Alderman Ohare withdrew her second. Alderman Kot withdrew the motion. Alderman Spears asked if Mr. Wywrot could include in his memo a list of the exact description of the classes including the titles and how he feels they are job related. Mayor Prochaska asked if she was going to ask every department head do this for every class that an employee has taken. He stated that this will have to be done for all employees. She stated that most department heads have job related classes come through the bill list. Mayor Prochaska entertained a motion to accept the bill list corrected to remove $369.00 for the item on page 28, third down, for classes. This amount will be revisited at the next City Council meeting. So moved by Alderman Kot; seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes -6 Nays-0 Burd -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Besco -aye REPORTS MAYOR'S REPORT Yas/FischeI Scope of Services and Contract for Facility Master Plan Mayor Prochaska noted that the funding for this has not been identified. This will be looked at the mid -year reassessments of the budget. Mayor Prochaska entertained a motion to approve the Yas/Fischel scope of service Agreement for Facility Master Plan not to exceed $116,732.00 and the notice to proceed will be granted by the Mayor upon identifying funds for payment, along with payment schedule agreed upon by both parties. So moved by Alderman Kot, seconded by Alderman Munns. Alderman Kot asked if the area for the actual downtown part of the plan has been identified or is this something the plan will do. Mayor Prochaska stated that a basic area was given to Yas/Fischel; Mill Street to Morgan Street and the river to Fox Road. Alderman Kot if his residence was part of the plan and Mayor Prochaska stated it was not. Administrator Graff stated that the Council will have an opportunity to design the scope of the master downtown plan. Alderman Kot stated his concern was that at the last COW the group stated they were going to market the area in an effort to make it more marketable and increase the value of the properties. He stated that if his home was in the designated area he would have a problem voting on it because it would create a conflict of interest. Mayor Prochaska stated that the area has traditionally ended at Fox Road. Alderman Burd stated that she received several telephone calls over the weekend from concerned property owners. She stated she would like to see the plan divided up to a Facilities Plan and a Downtown Study. The residents she spoke with were concerned that the city was marketing their property to outside people without their approval. She stated that she spoke with two or three property owners in the downtown are who were not happy that they were not consulted first. She stated that the property owners feel it is the beginning of an eminent domain "land of thing" or that the city has ulterior motives. Mayor Prochaska stated that Yas/Fischel indicated that they wanted to speak with the property owners in the area. He stated that he would not like to see anything happen without the input of The Minutes of the Regular Meeting of the Citv Council — Seutember 28.2004 — Da &L7 these people because they have important input. He also stated he did not see a problem with splitting the study into two parts. Alderman Ohare clarified that the contract will not be signed until the funds are identified and in hand. Mayor Prochaska stated that it will have to be budgeted at mid -year after a review and have City Council approval. - Motion approved by a roll call vote. Ayes -4 Nays -2 Besco -aye, Burd -nay, Kot -aye, Munns -aye, Ohare -aye, Spears -nay Resolution 200434 Establishing Time and Place for Countryside Center TIF Public Hearing Mayor Prochaska entertained a motion to approve a resolution to set a date for a public hearing for the United City of Yorkville Tax Increment Financing Redevelopment Plan and Project for Countryside Center. So moved by Alderman Besco; seconded by Alderman Ohare. Mayor Prochaska noted that this resolution simply sets the date for a public hearing. Alderman Ohare asked who actually sets the date. Attorney Kramer stated that the city does and there is a specific time frame that is followed for the TIF. Alderman Besco asked if the City Council will be voting on this directly after the public hearing. Mayor Prochaska stated that this will have to be discussed further at a COW meeting because there was some discussion at the IlVIL Conference about public hearings. He stated that currently it is the city's policy not to vote the night of the public hearing. Administrator Graff stated that the date for the public hearing is November 23, 2004. Motion approved by a roll call vote. Ayes -6 Nays -0 Besco -aye, Burd -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye Appointment of City Representative for Joint Review Board Mayor Prochaska stated that Alderman Ohare has graciously volunteered to be on the Joint Review Board for the TIF which will meet October 18, 2004 at 10:00 A.M. There will be representatives from all the taxing bodies and the Joint Board will review the plans and will make a recommendation to the City Council. Mayor Prochaska entertained a motion to approve the appointment of Alderman Ohare to the Joint Review Board. So moved by Alderman Besco; seconded by Alderman Kot. Motion approved by a roll call vote. Ayes -6 Nays -0 Burd -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Besco -aye Development Attorney Recommendation by Mayor & Staff Schain, Burney, Ross & Citron, Ltd. Mayor Prochaska entertained a motion to approve the hiring of Schain, Burney, Ross & Citron, Ltd. for the purpose of setting up the joint partnership between the developers and landowners to build the Rob Roy Creek Interceptor. This will be funded by development dollars. So moved by Alderman Kot; seconded by Alderman Munns. Alderman Spears asked if an updated contract was received indicating that within 30 days of the receipt of billing payment is due. Mayor Prochaska noted his copy is not corrected and he recommended that this be changed to indicate the 30 days as recommended by the Finance Director. Alderman Spears asked if the services were specifically for this interceptor. Mayor Prochaska stated that is what they are being used for at this particular time. If they are needed for anything else it will come before the Council. Motion approved by a roll call vote. Ayes -6 Nays -0 Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Besco -aye, Burd -aye Coffee with the Mayor Mayor Prochaska reported that the date for the next Coffee with the Mayor has been changed to October 9, 2004 due to the Yorkville High School Homecoming on October 2, 2004. It will be at Sunflower Estates, 1896 Walsh Drive from 9:00 A.M. to 11:00 A.M. The Minutes of the Regular Meetine of the Citv Council — September 28. 2004 — page 8 Homecoming Parade Mayor Prochaska reported that the City Council has been invited by the student council to walk in the Homecoming Parade and he will be walling in it. He invited the aldermen to join him. The parade begins at 9:30 A.M on October 2, 2004. ATTORNEY'S REPORT No report. CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT No report. CITY ADMINISTATOR'S REPORT No report. FINANCE DIRECTOR'S REPORT No report. DIRECTOR OF PUBLIC WORKS REPORT Director Dhuse reported that the last brush pick -up will be October 25 — 29, 2004. He noted that he supplied the wrong dates to the Public Works Committee and the Record Newspaper. The newspaper will print the new dates. CHIEF OF POLICE REPORT DARE Car Show Chief Martin reported that on Saturday, October 2, 2004 the Kendall County DARE car show will be held from 2:00 to 7:00 P.M. At 7:00 P.M. there will be a parade of the DARE cars. Life Chain Chief Martin reported that on Sunday, October 3, 2004 from 2:00 P.M. to 3:00 P.M. there will be the annual a Life Chain Event at Routes 34 and 47. The area churches will have a moment of silence to protest against abortion. Beecher Building Break -in Mayor Prochaska noted that the Beecher Building has been broken into twice in one week. He stated that the items taken have been small however there was serious damage done to the building's door. Mayor Prochaska stated that it is his full intention that if the person is found who committed the crime that the city will prosecute to the fullest extent of the law. Alderman Ohare noted that this is a crime against the taxpayers of Yorkville. Alderman Munns asked if the building and parking lot is lit well. Mayor Prochaska stated that there is light right over the door that was broken into. Chief Martin stated the Police Department has a few leads and will be keeping a watch on the building. Alderman Besco suggested exploring an alarm system for the building in the future. Chief Martin stated that this has already been discussed. EXECUTIVE DIRECTOR OF PARKS & RECREATION REPORT No report. COMMUNITY & LIAISON REPORT Mayor Prochaska reported that he attended the Yorkville Economic Development Corporation's meeting where Executive Director Lynn Dubajic's goals and achievements were reviewed by the board. He stated that the board was please with Mrs. Dubajic. He stated that there are 149 members and 171 members on the Executive Board. COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT Ordinance 2004 -52 Subdivision Control Ordinance A motion was made by Alderman Besco to approve the Subdivision Control Ordinance as presented; seconded by Alderman Kot. Motion approved by a roll call vote. Ayes -6 Nays -0 Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Besco -aye, Burd -aye The Minutes of the Regular Meeting of the Citv Council — September 28, 2004 — page 9 ECONOMIC DEVELOPMENT COMMITTEE REPORT Fire Department Request for development Fee Increase Mayor Prochaska entertained a motion to continue a request for a Resolution approving the Bristol - Kendall Fire Protection District Development Fee Increase until the next City Council meeting. So moved by Alderman Kot; seconded by Alderman Munns. Motion approved by a roll call vote. Ayes -6 Nays -0 Munns -aye, Ohare -aye, Spears -aye, Besco -aye, Burd -aye, Kot -aye Ordinance 2004 -53 Authorizing Execution of Fourth Amendment to Planned Unit Development Agreement - Fox Hill Subdivision A motion was made by Alderman Burd to approve an Ordinance authorizing the execution of the Fourth Amendment to the Planned Unit Development Agreement for Fox Hill Subdivision and to authorize the Mayor and City Clerk to execute the agreement seconded by Alderman Besco. Motion approved by a roll call vote. Ayes -7 Nays -0 Ohare -aye, Spears -aye, Besco -aye, Burd -aye, Kot -aye, Munns -aye, Prochaska -aye Resolution 2004 -35 Raintree Village — Approving Final Plat for Unit 4 A motion was made by Alderman Burd to approve a Resolution approving the Final Plat for Raintree Village Unit Four subject to final engineering Approval by the City Engineer; seconded by Alderman Besco. Motion approved by a roll call vote. Ayes -6 Nays -0 Spears -aye, Besco -aye, Burd -aye, Kot -aye, Munns -aye, Ohare -aye Resolution 2004 -36 Raintree Village — Approving Final Plat for Unit 5 A motion was made by Alderman Burd to approve a Resolution approving the Final Plat for Raintree Village Unit Five subject to final engineering Approval by the City Engineer; seconded by Alderman Besco. Motion approved by a roll call vote. Ayes -6 Nays -0 - Besco -aye, Burd -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye Resolution 2004 -37 Raintree Village — Approving Final Plat for Unit 6 A motion was made by Alderman Burd to approve a Resolution approving the Final Plat for Raintree Village Unit Six subject to final engineering Approval by the City Engineer; seconded by Alderman Besco. Motion approved by a roll call vote. Ayes -6 Nays -0 Besco -aye, Burd -aye, Kot -aye, Munns -aye, Ohare -aye, Spears -aye PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT No report. ADDITIONAL BUSINESS Ward Map Alderman Spears asked when the Council was going to get the ward map with the subdivision names on it. Administrator Graff stated he would check in it. Pat Summerall Alderman Spears asked for a list of the contributors to the Par Summerall Production. She also noted the late charge in the contract and asked if the city will have to pay this. Administrator Graff stated that the city will have to pay the late fee but hasn't paid it yet. Director Pleckham stated that she will send the Council members a memo with the list of contributors. Route 47 Meeting Mayor Prochaska noted that there will be a Route 47 meeting on October 4, 2004 at 5:30 P.M. at City Hall. He stated that this will be a strategy meeting since the Route 47 improvement have the support of our representatives and Illinois Department of Transportation (IDOT). He stated that Senator Chris Lauzen, Representative Patricia Lindner and IDOT representatives will be in attendance. He invited the Council to attend the meeting. i The Minutes of the Regular Meeting of the Citv Council — September 28, 2004 — page 9 EXECUTIVE SESSION Mayor Prochaska entertained a motion to go into Executive Session for the purpose of discussing the purchase or lease of real property for the use of the public body. He asked that City Clerk Milschewski, City Treasurer Powell, Administrator Graff and City Attorney Dan Kramer be included. So moved by Alderman Kot; seconded by Alderman Besco_ Motion approved by a roll call vote. Ayes -6 Nays-0 Ohare -aye, Besco -aye, Burd -aye, Kot -aye, Munns -aye, Spears -aye Mayor Prochaska noted that action may be taken. The Council took a ten minute break and entered into Executive Session at 8:50 P.M. The Council returned to regular session at 9:20 P.M. PNA Camp Easement Mayor Prochaska entertained a motion to authorize the City Attorney to draft a contract for the purchase of an easement from the PNA Camp for the purpose of the future extension of the sewer. So moved by Alderman Spears; seconded by Alderman Burd. Motion approved by a roll call vote. Ayes -6 Nays -0 Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Besco -aye, Burd -aye Conover /Fisher Easement Mayor Prochaska entertained a motion to authorize the City Attorney to draft a contract for the purchase of an easement from the Conover/Fisher family for the purpose of the future extension of the sewer. So moved by Alderman Besco; seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes -6 Nays -0 Kot -aye, Munns -aye, Ohare -aye, Spears -aye, Besco -aye, Burd -aye Holdiman Property Purchase Mayor Prochaska entertained a motion to authorize the City Attorney to draft a contract for the - purchase of property from the Holdiman family for the purpose of a lift station using a minimal amount of property needed to construct the facility and as agreed to by the family. So moved by Alderman Ohare; seconded by Alderman Munns. Motion approved by a roll call vote. Ayes -6 Nays -0 Munns -aye, Ohare -aye, Spears -aye, Besco -aye, Burd -aye, Kot -aye ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Besco; seconded by Alderman Kot. Motion approved by a viva voce vote. Meeting adjourned at 9:23 P.M. Minutes submitted by: Jacquelyn Milschewski, City Clerk City of Yorkville, Illinois i CITY COUNCIL MEETING September 2% 2004 PLEASE PRINT i NAN IE: ADDRESS r ��2.�a � � oa7�1 eS l � � � � Sv��� ✓ah �� C)VviQ W\O,rl R ye Din l�e,(,Mu+n 1 . O ,Xo( - ,or-i 1 �DD A) clvlio %,t J' rt J, G� W �' �(��,n� � � S 6 v f l r1 �� ►M I I to V 4 Y L r SIGNIN r i CITY COUNCIL MEETING September 28, 2004 PLEASE PRINT NAME: ADDRESS: - Is') Tz oa 1(;�N �(�A7�1 ��C'v✓1 V�1Q,� 4lC SIGNIN Page 1 of 7 APPROVED WITH CORRECTIONS 718104 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, JUNE 10, 2004 6:30 PM City Hall Conference Room ELECTED OFFICIALS PRESENT: Alderman Paul James Alderman Larry Kot Mayor Art Prochaska (left meeting at 6:40pm) Alderwoman Wanda Ohare Alderman Joe Besco City Treasurer Bill Powell OTHER CITY STAFF PRESENT: City Administrator, Tony Graff Yorkville Police Department, Lt. Don Schwartzkopf Finance Director, Traci Pleckham (6:45) GUESTS: None The meeting was called to order at 6:34pm by Chairman Paul James. I { STRATEGIC PLANNING PRESENTATIONBYPAR GROUP This presentation was cancelled. Alderman James made an announcement that the City would be sponsoring one of the tickets in conjunction with the Economic Development, so this item will appear on the bill list in the amount of $350. Mayor Prochaska added that this is away to invite commercial developers to the City and that the City is a member of Economic Development. A suggestion was made by Alderwoman Ohare that this item should be addressed as part of the donation policy. I Page 2 of 7 OLD BUSINESS 1. Minutes for Approval/Correction: May 13, 2004 Alderman James asked to have his comments regarding the truck traffic removed from the minutes. 2. Monthly Updates: These items were grouped together for discussion. Anna Kurtzman's hours and duties were reviewed. In a previous meeting, there was discussion concerning her 25 hours of administration time in one month. It was discovered that other City staff had asked her to perform clerical duties, which is outside her scope of duties. That situation has been corrected. The Credited Payments Worksheet was discussed next. It was suggested that a minimum balance be maintained as these dollars are subtracted as city services are used. A minimum balance amount is dependent on the progress of the development. Money is added to the balance at various times. Mr. Graff noted that a minimum of $5,000 must be kept (by ordinance) for legal matters and a $5,000, $10,000 or $20,000 balance is kept depending on the acreage of the development. Legal balances may drop to $1,000 when a final plat is finished. Jennifer Woodrick monitors these amounts. It was noted that some of the balances were from 2002. One of those was from Alan Norton/Cannonball Estates who claimed some of the services were not his, but were a contractor's balance. j This is being resolved. A report will be generated reporting the number of hits to the city website. Ms. Pleckham is still working on this. There was discussion as to which committee should review the vehicle reports. They currently are given to the Public Safety committee and in the future will be presented at the Administration committee meeting. The Project Financial Worksheet was reviewed next. It is primarily a tool for the Engineering Department and Clerk's Office and is a check and balance sheet to insure all fees are being paid. A final plat is not recorded until all fees are current and the Clerk's office makes sure all fees are paid before the plat is placed on the Council agenda. Non- ; payment results in being pulled from the agenda. Mr. Powell added that there are 2 parts Page 3 of 7 to this fee worksheet: 1) to monitor payments by the developer for the buildout and 2) monitors if money is provided for the future. Building permit fees are not shown on this worksheet. Mr. Powell noted that the worksheets should help show the amount of money remaining when projects are in the final phases. He went on to say Yorkville is in a boom time now and the worksheets should be used for projecting budgets and monitoring the remaining money. Ms. Pleckham has a program to use this information for accounting and budgeting. Tracking of all subdivision and capital development fees would also be beneficial according to Mr. Graff. He also stated that it would be beneficial for this committee to see accounts payable on this report for budgeting purposes. Alderman Besco asked where capital purchase money would be obtained if the housing market declined and the revenue stream stopped. According to Administrator Graff, the funds would come from sewer, tax and water funds. Daily operation costs are not dependent on fees at this time. These monthly updates are for information only and do not move to C.O.W. 3. Historical Street Naming Program There was discussion of the use of both a first name and surname in naming streets. The committee felt that the intent of the program was to use just one portion of the name and then drop it from the list. Thus, a nominated person would be honored. This item was brought back to committee to clarify the use of the full name or a portion of the name. Alderman Kot suggested that if a "gray area" is found, that the name be brought to this committee for resolution. Very few names are being received at this time so it will be published in the newsletter again. This is the procedure used for developing the list. Mr. Graff said that the policy states that recommendations will go back to Public Works and then to C.O.W. Then, EDC reviews developers' submittals and would approve. Alderman Kot concluded that the spirit of this program is to honor an outstanding individual. 4. CH. Schrader & Associates Contract for Grant Research Consulting Services The contract for the grant writer is up for renewal with the salary for the consultant set at $14,000. It was noted that a $75,000 grant was secured by the grant writer last year to help offset the salary. Some grants are still pending. It was noted that some grants Page 4 of 7 were applied for by C. H. Schrader and some were applied for by city staff with 20 hours of City time being utilized. Mr. Graff noted that some of the grants are renewals and are able to be completed by City staff. Ms. Stuart-Ross of C. H. Schrader is privy to possible grants during her trips to Springfield and is also working on a grant for $1.2 million for the Boy Scout camp and the Forest Preserve District through Illinois Clean Energy. These types of grants usually never exceed $250,000. Alderman James felt there were 2 questions at issue: 1) is the City getting their money's worth and 2) would the grants be secured without Ms. Ross - Stuart's assistance? Ms. Pleckham stated that Ms. Ross -Stuart provided the path to the grant and also provided valuable time that City staff would otherwise have to expend since the research time and documentation is very time - consuming. It was decided that if city employees discover potential grants and can easily complete the application, they should do so. City staff will depend on C.H. Schrader to find new grants. Mr. Graff reported that many grants available in the past are not available now. The committee would like a progress report from Ms. Ross -Stuart similar to the one Laura Brown formerly provided. After lengthy discussion, it was decided that department heads should provide Ms. Ross - Stuart a list regarding priority funding. The following areas of concentration were suggested by committee members 1. Public safety /public works 2. Road improvement 3. Storm water management issues 4. Senior citizen issues 5. Arts and cultural grants Alderman Kot noted that grant money will be forthcoming for county -wide mobile data terminals. The Board then recommended renewal of a one -year contract. This item will move forward to C.O.W. NEW BUSINESS I. Tuition Reimbursement — Request by Joe Wywrot A request for tuition reimbursement was received for Jennifer Woodrick, Engineering Assistant. The committee discussed whether the City should pay for all classes needed towards a degree or just those directly related to her job description. Her current job duties were discussed and it was noted that her salary would increase by 2% when she received a Bachelor's degree. It was noted that the Police Department has a policy in place which provides for tuition reimbursement for officers' degrees. There was discussion of reimbursement if she were to leave her position. Alderman James stated he would like to see a minimum employment time after receiving a degree. Page 5 of 7 It was noted that some companies set a dollar limit per year on tuition. Mr. Graff suggested a budget review would need to be done each year to account for increases in tuition. The employee manual would also need to be updated based on the decision of this committee. Mr. Graff also suggested a selection process of eligible employees should be implemented before approval and that a limit be set on the number of employees who could be enrolled in a college program at a given time. It was noted that Joe Wywrot's request is for approval of her program and any reimbursement would then be contingent upon the budget. Mr. Graff added that her first request for reimbursement was denied since she was still on probation at that time. In addition, Ms. Woodrick may need to leave work early to attend some classes. This time is viewed as training time and she would be paid during that time. After a lengthy discussion, the item was tabled. Ms. Woodrick will be advised that her request is being considered and the following issues will be revisited at the next meeting: 1. Length of employment required after classes are complete 2. Junior college is recommended for the first 2 years, then completion at state school where possible 3. Type of degree and required classes are to be specified 4. Number of employees already enrolled in college programs Mr. Graff will verify the cost of the classes, have the labor attorney review the request and will forward his findings to the committee prior to the next meeting. Mr. Powell added that if the full funding is not available, the funding should be prorated on the amount available and number of employees already enrolled. It was agreed that once the candidate is approved for the program, there is no need to reapply to the committee. 3. Renewal Contract for EAP (New Contract & Old Contract) A 4% increase ($1 per employee) is being requested for this contract. The contract is currently held with Provena Saint Joseph Hospital in Elgin. Alderman Besco asked if the City had ever compared prices from other facilities. Administrator Graff said this program has worked very well and is a good tool in the absence of a Human Resource coordinator. The program is used for both internal and external employee problems and also serves elected officials. It was suggested that prices be obtained from Rush Copley Hospital which Mr. Graff will request. $4500 was budgeted for this year for this EAP. Provena will honor the present contract until they are notified otherwise and approval of the present contract was recommended. In the meantime, other quotes will be obtained and the scope of service compared with other providers. If a more competitive program can be found, the present contract can be cancelled. ---------------------------------- - - - - -- Page 6 of 7 4. Road Improvement Program —Financing j Administrator Graff stated that short term financing for the initial phases of road improvement will be needed and long term financing will be needed at a later date. There was a recommendation to sell debt certificates in the amount of $650,000 to cover the Speers budget amount. The total for this improvement project is approximately $2.4 to 2.6 million. This amount includes the storm sewer work for this year only. Next year storm sewer work will be completed south of the river and street work north of the river. Ms. Pleckham believes this will require two debt certificates. Eventually these two can be consolidated into one. Administrator Graff recommended moving forward with debt certificates in the amount of $650,000. Ms. Pleckham will obtain the schedule which shows the life span of this project. Engineering has already been completed and the work is slated to begin mid - July. Alderman Kot asked Administrator Graff about the source of revenue for these projects. The funds will come from new growth, utility taxes and sales tax. This item will be moved to C.O.W. ADDITIONAL BUSINESS Alderman Kot noted that the 3 ring binders to hold items for review are now available. It was decided that since there are many policy issues to be resolved, the committee would attempt to finalize at least a couple per meeting. Next month the tuition issue, wearing apparel and gifts /donations will be addressed. Treasurer Powell gave a reminder that the fund balance policy also needed to be addressed. He also suggested that the vehicle reports be reviewed quarterly rather than monthly. This will be discussed next month. Ms. Pleckham stated that MW sent her a notice that a new authorized agent needed to be appointed. Appointment needs to be made by adoption of a resolution. This item will move onto C.O.W. The appointee needs to be either Ms. Pleckham or the accounting clerk. Page 7 of 7 Alderman James asked about the cancellation of the first item of the agenda which was Strategic Management Consulting (Par Group) /Gregory Kuhn. Mr. Kuhn is currently out of town and would not be able to give a presentation until at least August. Mr. Graff felt the committee should not wait until that time and recommended McGrath Consulting be hired for the Human Resources aspect of strategic planning. Victoria McGrath would write job descriptions and set up orientations, but the City's labor attorney would still review the descriptions. A Human Resource Coordinator will be hired in November. However, it was decided that Mr. Graff would speak with Greg Kuhn again and ask him to give a presentation earlier. This item will be brought back next month. As there was no additional business, the meeting was adjourned at 8:55pm. Minutes respectfully submitted by Marlys Young, Minute Taker i i Page I of 5 APPROVED WITH REVISIONS 8/12/04 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, JULY 8, 2004 6:30 PM City Hall Conference Room PRESENT: Alderman Paul James Treasurer Bill Powell Alderman Larry Kot Chief Harold Martin Alderman Joe Besco Finance Director Traci Pleckham City Administrator Tony Graff GUESTS: None The meeting was called to order at 6:30pm by Chairman Paul James. OLD BUSINESS 1. Minutes for Approval /Correction: June 10, 2004 Alderman Kot commented that he liked the format of the notes. Treasurer Powell asked for a change on page 3, 1" full paragraph, 2 nd sentence should read "Mr. Powell noted that the worksheets should help show..." Also, same paragraph, 3` sentence should read ".. , and the worksheets should be used for projecting. (The actual changes needed are those shown in bold.). The minutes were approved with these changes. 2. Monthly Updates It was noted that the website format had changed slightly and that the hits went up over 100,000. The new water bill format was reviewed and it was suggested the bill should say on the top: "combined billing". It was also suggested that "Yorkville" should be underneath Yorkville Bristol Sanitary District. Ms. Pleckham stated that the most important change was the segregation of charges in the middle of the bill. The cost of this billing will be shared with the sanitary district. This item will move forward to the next C.O.W. as an update. ------------------------------------------------------------ ------------------------------------------------------------ Page 2 of 5 3. Gift/Grant Policy No draft has yet been completed by the attorneys. Ms. Pleckham reported that the attorneys have had conversations with the labor attorneys. Administration will bring this back to review next month. ------ - - - - -- --------------------------------------- 4. Tuition Reimbursement Policy Alderman James gave an overview of Jennifer Woodrick's reimbursement request. A copy of the Training Reimbursement Agreement used by the police was included in the packets for review in relation to this request. Mr. James felt this agreement could be adapted for general city use and a possible title could be "Trainng/Tuition Reimbursement Policy ", Chief Martin stated that in the Police Department, anyone hired with an Associates degree is eligible to complete work for their Bachelor's degree. However, to progress further, the specific department position must require a higher degree. He further stated that a limited amount of money was budgeted for classes for this year, (approximately $475 per class). Alderman Kot added that the classes should be tied to the employee's current position. i The committee felt that Ms. Woodrick should be given information on the committee's stance in this issue even though no firm policy has been drafted. It was noted that she has already begun classes and would pay for them herself regardless of the committee's decision. Mr. Besco stated he would like to see a draft of the policy before a final decision is made on reimbursement for her. The City Administrator asked if the committee would agree to retroactive reimbursement when the policy is set [if the policy allows]. The committee agreed with this point and Alderman Kot asked that this preliminary decision specifically be put in the minutes to serve as a reminder in future meetings. Joe Besco asked if there is a limited dollar amount for possible reimbursement. Mr. Kot stressed that consistency is the key issue, keeping things equal for the police as well as other city employees where reimbursement is concerned. The current police policy will be used as a starting point for the general policy. It was noted that an engineering employee has also requested to attend classes, but his degree preference is outside his job description. However, his supervisor is mentoring him to become an engineering assistant and looking at technical schools to coincide with his current position. Alderman James suggested that the yearly employee review would be an appropriate time to identify education needs. Page 3 of 5 Administrator Graff also said that Waubonsee has offered to conduct classes at the city offices for topics such as stress management, time management, employee problems etc. In addition, a class will be taught regarding foreman/supervisor training with the possibility of developing a certificate for some non - credit classes. If a structured program were to be set up, credits could conceivably be earned. Partnering with other nearby towns to conduct classes was also discussed and Mr. Graff stated he had spoken with the Plano Mayor about this joint venture. In conclusion, it was decided that if Ms. Woodrick's classes are paid for on a retroactive basis, any other such requests must be for classes taken within this fiscal year. Ms. Pleckham asked if the degree being pursued needs to be specified. The committee decided that if classes /programs were changed after approval is given, the board would reserve the right to refuse reimbursement. NEW BUSINESS 1. Fund Balance & Contingency Fund Policy Treasurer Powell presented an overview of the two funds: a. fund balance– similar to a longer term investment or 401K b. contingency fund— similar to a personal checkbook and set aside for unexpected expenditures He further explained that the fund balance would be used in the case of loss of or decreasing revenues. It is recommended to maintain a 3 month balance or 25 %. Mr. Powell stated that more discussion is needed on what the 25 %, is a percentage of It was noted that any expenditure over $5,000 from the contingency fund, requires Council approval. In further discussion, it was asked if the City's bond rating would be hurt if a certain level was not maintained in the contingency fund. Ms. Pleckham replied that the City would not be affected at this time because the bond companies are aware that the City is aggressively working on fund policies. Alderman Kot asked if money could continue to be set aside at the current rate, Administrator Graff believes the City can, since this is a good time to increase these balances with the current growth rate. Ms. Pleckham and Mr. Powell will include theses funds in the Monthly Treasurer's Report to keep the Committee up -to -date on these funds. There was discussion about the need to set up two separate accounts for these two funds and at this time, Ms. Pleckham believes it is not necessary. It was decided that the funds would be shown as separate budget line items instead. Page 4 of 5 December 1, 2004 was chosen as the implementation date of the policy after the audit is completed in November. After the policy is adopted, the City Council must approve any expenditure from the Fund Balance Reserve for various projects. When that occurs, caution must be exercised in the terminology used to identify the two funds. Alderman Kot suggested the use of [Fund Balance] "Reserve" as a means of identification. This item moves to the next C.O.W. as an item for discussion so Mayor Prochaska could identify it as a new policy and also for the benefit of the press. --------- --------- --------------------------- ---------------- 2. Human Resource Coordinator Job Description Administrator Graff stated that the Mayor had asked that this process quickly move forward. The goal is to hire a human resource coordinator and it is hoped that would be in October or earlier. Ms. Pleckham presented a draft of a job description for review. The position would be full time exempt and report to the City Administrator. This position would not have any subordinates, though it could become a supervisory position in 2 -3 years. i Administrator Graff would like to see this position be included as part of the Finance Department at this time. A private office space would also be needed due to confidentiality issues. One possible plan is an office near the Accounting Clerk. It was decided to review the description, then forward any comments /changes so the description could be revised and reviewed by the labor attorneys. Then it will be forwarded to C.O.W. ADDITIONAL BUSINESS Alderman Joe Besco presented a handout from Data Financial Business Services. This business provides an imaging system that scans checks and then deposits the funds directly into an account. This process requires that the funds actually be in the account at the time the check is written. Ms. Pleckham and Mr. Graff will review this idea and ask for presentations from other companies if available and if they feel it is a workable idea. Mr. Graff reported that the City also wishes to implement direct deposit for payroll. As part of the committee's plan to review two policies /items each month, Alderman James suggested that next month the employee evaluations format be discussed. Page 5 of 5 Also up for additional discussion next month will be: 1. The Gift and Grant Policy 2. Human Resource Coordinator Job Description 3 Document Imaging Since there was no additional business, the meeting was adjourned at 7 :45pm Respectfully submitted by Marlys Young, Minute Taker