COW Minutes 2006 10-03-06 Page 1 of 4
APPROVED 3/13/07
COMMITTEE OF THE WHOLE
Tuesday, October 3, 2006
7:00 P.M.
City Conference Room
Present
Mayor, Art Prochaska Travis Miller
Alderman, Marry Munns David Mogle
Alderman Joe Besco Denise Kasper
Alderwoman Valerie Burd Don Bailey, Harlem Irving
Alderman Paul James Sam Polsky, Polsky & Associates
Alderwoman Rose Spears Heather Gillers, Beacon News
Alderman Jim Bock Lynn Dubajic, YEDC
Alderman Jason Leslie Peter Raphael, William Blair
City Attorney, John Wyeth Lisa Lyon, Ehlers & Associates
City Administrator, John Crois Barbara Chevalier, Speer Financial
Finance Director, Susan Mika Michael Anderson, PDQ Link
Treasurer, Bill Powell Tony Scott, Record
Bart Olson Rick Filler, HIC
The meeting was called to order at 7:00 pm by Mayor Art Prochaska.
Public Hearing
Alderman Leslie moved to go into Public Hearing. Alderman Bock seconded the
motion. All were in favor. The motion carried.
There was some discussion about the SSA for the Commercial part of the property.
This will be in addition to the creation of the Business District. The SSA will not
affect the School District.
Alderman Bock moved to adjourn the Public Hearing. Alderwoman Spears seconded
the motion. All were in favor. The motion carried.
Presentations:
None.
The new Police Dog, O'Neal came to visit. It is his first week out on the street. He is
a 2 year old purebred that came from Virginia. He is trained as a Bomb Dog.
Public Safetv Committee:
1. Discuss Public Safety Liaisons - The Public Safety Committee would like to
appoint Alderman Bock to Human Resources, Alderwoman Burd to the School
District, and Alderwoman Spears to KENCOM.
2. PS 2006 -39 Police Reports for September 2006 — These are just FYI.
3. PS 2006 -40 Set Trick or Treat Hours for Halloween — The hours will be from
4:00 pm — 7:00 pm on October 31, 2006.
4. PS 2006 -41 Request for Two Patrol Officer Replacements — These do not need
to be approved, they are just FYI.
Page 2 of 4
5. PS 2006 -17 Smoking Ban Discussion — There were several surveys in the packet.
There was some discussion about which would be the best survey, and in what way it
could get out to the public. There was some discussion about the cost of a mailer. It
could be in the Newsletter or on the Web page. There would be several Public
Hearings before a vote would take place. A draft policy could be worked on and
brought back.
6. Additional Business - It was brought up that Northwest Naturals, Nature's
Variety, and Old Mother Hubbard are willing to provide food for the Police dogs at no
cost.
Administration Committee:
1. Discuss Administration Committee Liaisons — The Administration Committee
would like to nominate Alderman Leslie for the Library Board. Metra and the
Cable Consortium are still open. It was thought that Alderman Wolfer may like to
be part of the Cable Consortium.
2. ADM 2006 -63 Monthly Budget Report for August 2006 — This is just an FYI.
3. ADM 2006 -64 Monthly Treasurer's Report for August 2006 — The Beginning
Balance is $23,010,180.19. Revenues were $2,391,909.38, and Expenses were
$3,859,653.78 for an Ending Balance of $21,542,435.79. The combined Fund
Balance Reserve is 51.20 %. Some items should have been budgeted for, but were
not, so the Fund Balance will go down after the revised budget. This will move on
to City Council on Consent Agenda.
4. ADM 2006 -55 Cellular Telephone Policy — There was discussion on who needs
to have a cell phone and who can have the direct connect feature only. The
department heads should put this list together. There was also discussion about
how many minutes each job position should have. There was discussion about
whether or not an employee can bring their own number into. the city's phone pool
or get a second line billed to them. The policy will be revised and come back next
month.
5. ADM 2006 -56 Sprint Corporation Cellular Phone Contract — This will be a
savings to the City. Right now the City spends approximately $3,000 per month,
and this contract is for $2,048.44. It will cost $20 for new employees that receive
phones. There will be 12 replacement phones that will need to be purchased at an
additional cost. There is also a $5 per month insurance on the phones with a $100
deductible. This will move on to City Council on Consent Agenda.
6. ADM 2006 -52 Strategic Planning — Larry Maholland from Sikich, LLP provided
the low quote of $6,900. This will need to be done before the beginning of the
year. This will move on to City Council on Consent Agenda.
7. ADM 2006 -65 FY 06/07 Goal Updates — This is just an FYI. This will come
back next month. The Goal Setting will be with Mr. Maholland.
8. ADM 2006 -66 Conference Room Rearrangement — All meetings would be in
the Council Chambers. The Conference Room would become 3 workstations. The
Copy Machine would also move out of the Council Chambers. There is money in
the Office Furniture Budget. The consensus was to take over the Conference
Room for this purpose.
Page 3 of 4
9. ADM 2006 -67 Refunding of 2002, 2002A & 2003 Debt Certificates — This
would be re- fmancing within the same "footprint' of debt. The old bonds do not
have a penalty for terminating early. There would need to be an authorizing
ordinance. This will come forward next Tuesday. There will be a 30 day waiting
period, and if the interest rates shift, there is no obligation. This will move on to
City Council on Consent Agenda.
10. ADM 2006 -68 Resolution Authorizing the Opening of a Checking Account
to Administer Grant Money — This is a grant to a private developer from the
government to clean up a property on Rt. 47. The project will take 6 months to 1
year and the account will be closed as soon as the project is completed. This will
move on to City Council on Consent Agenda.
11. ADM 2006 -69 Resolution Declaring Official Intent to Issue Sales Tax
Revenue Bonds for Kendall Marketplace — This is part of the incentive package
for Kendall Marketplace. It will be limited to the Commercial portion of the
property. There will be a notification provision added if the property should
change hands. This will move on to City Council on Consent Agenda.
12. ADM 2006 -70 School Site Study Update — Approval of Contract for
Consulting Services — The school has agreed to pay for half of this study, but it is
not in their budget right now. July 0 is the beginning of their next fiscal year.
This will be subject to approval from the school board. This will move on to City
Council on Consent Agenda.
13. ADM 2006 -71 Community Relations Officer — Proposed Position and
Draft Job Description — There is a person already doing these tasks. The job
description has already been reviewed by the labor attorney. This is not a new
position, just a slight change in title. There was some discussion about making this
person a director or department head. For now the person is an officer, it could be
changed to director in the future. The salary survey will be looked into at a later
date. This will move on to City Council on Consent Agenda.
14. ADM 2006 -72 Prohibition on Hiring Previous Department Heads — There
was discussion about whether or not the council should be setting policies that
restrict future councils. This will move on to City Council for consideration.
15. ADM 2006 -73 E- Packets and Computers for Elected Officials — Laptops
are $650 each, and have not yet been budgeted for. A policy will be drafted as
well as implementing a computer rotation policy.
16. ADM 2006 -74 Amendments to Governing Ordinance — There was some
discussion about some changes to the ordinance. The changes will be in a marked
up copy that will come back to a future COW.
17. ADM 2006 -75 Discussion of a Dissemination of Information Policy — This
was tabled.
Detail Board Report Bill list):
There was some discussion about several of the items on the bill list. There was also
discussion about creating a policy for employees attending professional development
activities. The bill list will move on to City Council for Consideration.
Paee 4 of 4
Ad hoc Technolo2v Committee:
1. PDQ Link — There was discussion about having WiFi in the parks. It would be a
service the City could provide to the people of Yorkville. This will move on to City
Council on Consent Agenda.
Mavor:
1. Coffee with the Mayor: October 7 at Picture Perfect Custom Frame Works, 211
S. Bridge Street (Route 47) from Noon until 2:00 pm..
Executive Session:
For the purchase or lease of real property for the use of the public body.
Alderman James moved to go into Executive Session. Alderman Bock seconded the
motion. All were in favor. The motion carried.
The meeting reconvened and was adjourned at 10:55 pm.
Minutes submitted by Laura Leppert.
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