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COW Minutes 2006 12-05-06 Page 1 of 4 APPROVED 4/10/2007 COMMITTEE OF THE WHOLE Tuesday, December 5, 2006 7:00 P.M. City Conference Room Present Mayor, Art Prochaska Police Chief, Harold Martin Alderwoman Valerie Burd Jennifer Milewski Alderman Paul James Denise Kasper Alderman Jason Leslie Sam Polsky, Polsky & Associates Alderwoman Rose Spears Heather Gillers, Beacon News Alderman Jim Bock Lisa Lyon, Ehler's Associates City Attorney, John Wyeth Peter Raphael, William Blair & Co. City Administrator, John Crois Don Bailey, Harlem Irving Co. Finance Director, Susan Mika Deborah Faktor, Polsky & Associates Treasurer, Bill Powell Kathy Farren, Record Bart Olson Jeff Grezlik Ronald Parish Gary Grossman, NIMAC Lien Tran- Batdorf Dennis Batdorf Robyn Sutcliff Roy Coan Jesse Varsho Laura Coan Mike Blazer, Jeep& Blazer, LLC Jeff Jeep, Jeep & Blazer, LLC Todd Millron David Hoover, NIMEC The meeting was called to order at 7:00 pm by Mayor Art Prochaska. Public Hearing None. Presentations: 1. NIMEC Proposal — This company gets competitive bids from 3 out of the 16 Electric Suppliers. In October NIMEC took 75 municipalities to bid and got them a savings of 15% in relation to the upcoming Com Ed rates. They will be going out to bid again in 3 weeks with some more communities. Their contract would be for 17 months (January'07 — May'08) and the bidding is annual. When the bids come in the City would have to decide whether or not to accept it on that same day. Each company pays brokerage fees to NIMEC in lieu of the salesman's commission. It works out to 1/10 of 1¢ per kilowatt hour. This is factored into the cost. Com Ed will charge the delivery fee and there will be a separate bills from Com Ed and from the supplier. This will move on to City Council for discussion. Public Safetv Committee: 1. PS 2006 -47 Police Reports for November 2006 — These will move on to City Council on Consent Agenda. 2. PS 2006 -44 Director of Support Services Position — Under experience it should be clarified to say 10 years municipal police experience. The salary range is $26,000 - $42,000. This is under review by the labor attorney. It will be tabled until the next COW. 3. PS 2006 -45 Overnight Parking Ban Advisory Referendum — The resolution must be submitted not less than 60 days prior to the April '07 election. Corrections on Page 2 of 4 the date will be made. The question will be: "Should the United City of Yorkville establish a city wide overnight parking ban of all vehicles ?" This will move on to COW. 4. Additional Business - A review of the Smoking Ban will come back in January. Administration Committee: 1. ADM 2006 -87 Monthly Budget Report for October 2006 — There was some discussion on why some items were so far over budget. All the questions will be addressed before the City Council meeting. 2. ADM 2006 -88 Monthly Treasurer's Report for October 2006 — The Beginning Balance was $20,503,499.25. Revenues were $4,058,065.68 and Expenses were $3,982,458.12. The ending Balance was $20,695,744.49. There was discussion about the fact that the Senior Accounting Clerk prepares this report, and that Bill Powell does not have time to check every figure. His position is part time. This will move on to City Council. 3. ADM 2006 -89 Tax Levy Calculations — The corrected 3.4% CPI will be folded into the levy ordinance. This item is off the Agenda. 4. ADM 2006 -90 Raintree Village I SSA 2003 -100 Abatement Ordinance — There should be a Press Release about the next 5 items. This will move on to City Council on Consent Agenda. 5. ADM 2006 -91 Windett Ridge SSA 2003 -101 Abatement Ordinance — This will move on to City Council on Consent Agenda. 6. ADM 2006 -92 Central Grande Reserve SSA 2004 -104 Abatement Ordinance — This will move on to City council on Consent Agenda. 7. ADM 2006 -93 Total Grande Reserve SSA 2004 -106 Abatement Ordinance — This will move on to City Council on Consent Agenda. 8. ADM 2006 -94 Raintree Village II SSA 2004 -107 Abatement Ordinance — This will move on to City Council on Consent Agenda. 9. ADM 2006 -95 Supplemental Levy for General Obligation Library Bonds, Series 2005 B — This is for the Library Bond that was not levied for. This will move on to City Council on Consent Agenda. 10. ADM 2006 -96 Wolf & Co. Engagement Letter — Reconciliations have had to be made back to May of 2005. The City is out of balance by $1.5 Million. The final cost of this project maybe over the $10,000 purchasing policy threshold. This will move on to City Council on Consent Agenda. 11. ADM 2006 -97 Azavar Agreement — This Utility Audit will not cost the City any money. The service agreement will be reviewed. NIMEC may be able to do this also. This will move on to City Council on Consent Agenda. 12. ADM 2006 -98 NIMEC Proposal — This was discussed during the presentation. 13. ADM 2006 -99 Check Replacement Policy — An exception may be made for the first time a check is lost. This will move on to City Council on Consent Agenda. 14. ADM 2006 -100 Appointment of a Deputy Treasurer - This will come back to COW in January. 15. Additional Business — Crowe is the company that was doing the reconciliations for the City. There will be an investigation to see if the 2004 and 2005 Audits were done properly. Detail Board Report (Bill list): This will move on to City Council for Consideration. Park Board No Report. I Page 3 of 4 Mayor: 5. COW 2006 -13 Kendall Marketplace Business District a. Ordinance Designating United City of Yorkville Kendall Marketplace Business District and Imposing a Retailer's Occupation Tax and Servicer Occupation Tax Therein — This would be a tax of %2 of 1%. b. Ordinance providing for the Issuance of United City of Yorkville, Kendall County, Illinois, Business District Revenue Bonds, Series 2007 (Storm Water/Water Improvement Project) — There is a zoning lawsuit for this development. These items will go forward for enactment, but there will be no bond sale until there has been clarification. These will move on to City Council for Consideration. 4. COW 2006 -12 Kendall Marketplace Bond Council Engagement Letter — The developer will pay the fees regardless of closing. This will move on to City Council on Consent Agenda. 2. Metro West Update and Discussion — This is Tabled until the next COW. 3. COW 2006 -11 Kendall Marketplace — IDOT Highway Permit #3- This will move on to City Council on Consent Agenda. 1. Beecher Building a. Roof Repairs — The old roof needs to be ripped off and replaced. There are additional fees of $1.95 per square foot of sheathing /decking and $68 per man, per hour for siding, fascia boards, or rafters if they are needed. This will move on to City Council with a not to exceed amount. b. Discussion of Automatic Doors — This was brought up at a coffee with the Mayor. Automatic doors should be installed on the main doors of the building. There was discussion about having them at City Hall and the Old Post Office. There was also a question about ADA compliance. The staff will get quotes for the doors. The other issues will be looked into. Citv Attornev: 1. Hearing Officer for Pollution Control Siting Process — Glenn Sechen was recommended fr the Hearing Officer. He has been an Environmental Attorney for 32 years. His role would be to conduct a fair hearing, find the facts, and give the conclusions of the law. His neutrality was questioned because of his history with Charlie Murphy. The Council should look for someone who has no connections with anyone in this case that has the same or better qualifications. In the end the Mayor will make the decision on the Hearing Attorney. Additional Business: At the last Prairie Parkway meeting the suggestion was to reaffirm the resolution for which of the 2 routes was supported. A letter was received that the YEDC dues are coming up. They will be on the next bill list. They have already been approved in the budget. Bridge Street Interiors at 403 Countryside Parkway has complained that the streetlights are constantly out and the road does not get plowed. The road belongs to Trilands. There was discussion that the access to the businesses should be kept open. If the roads are not being maintained, they should be closed for the winter. A resident was concerned about the treatment of City property. A plow got stuck in the snow and another plow had to come and push it out. The snow crew worked from Page 4 of 4 2:00 am until 7:00 pm clearing snow. They were down by 4 employees, and they still did a great job. The vision session will be at 8:00 am on Saturday. The meeting was adjourned at 10:55 pm. Minutes submitted by Laura Leppert. i I i I i PLEASE SIGN IN MEETING: DATE: NAME BUSINESS PHONE # I i I e lic',S _eu I � Y1 2 Silo - o zao . r J eFF (�re�l�K R c si c�rnk � �U . 55 3 . 77`7 �LkA 1t�( U) 3 �7 jJS 3 I'7zv P 6k44-�A4 ol 07j KtO", ( — 7 �e� va 51nn ~�� �� ►�;Q:Q.vI,� ��p X73 - a�5 I 0 cl United City of Yorkville a 800 Game Farm Road 1636 Yorkville, Illinois 60560 d -� Telephone: 630 -553 -4350 O� Fax: 630 -553 -7575 PLEASE SIGN IN MEETING: � Z - OG (,b DATE: N AME COMPANY PHONE NUMBER