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COW Minutes 2006 09-05-06 Paize 1 of 5 APPROVED 2/13/07 COMMITTEE OF THE WHOLE Tuesday, September 5, 2006 7:00 P.M. City Conference Room Present Mayor, Art Prochaska Jeremy Shaw, Zanch Coen & Wright Alderman, Dean Wolfer Judith Casey Alderman, Marty Munns Judith Vant Alderwoman Rose Spears William Woodward, KLOA Alderman Jim Bock Lynn Dubajic, YEDC Alderman Jason Leslie Jason Poppen, LAS City Attorney, John Wyeth Harold Oliver, HRM City Administrator, John Crois Phil Stuepfert, SEC Planning Public Works Director, Eric Dhuse Scott Mai, SEC Police Chief, Harold Martin Kathy Farren. Record Finance Director, Susan Mika E. Danforth Treasurer, Bill Powell Nancy Danforth Bart Olson Kyle Price Denise Kasper Michael Hughes, Pride Petrol David Mogle Mary Ann Kawczynski Peter Raphael Sam Pulske Don Bailey Eddie Robbins Lisa Lyon Donna Sperlakis The meeting was called to order at 7:04 pm by Mayor Art Prochaska. Public Hearing None. Presentations: 1. Kendall Marketplace Economic Incentives - This is a 200 acre development on the corner of Cannonball Trail and Veteran's Parkway. There will be 832,057 square feet of retail space and restaurants and 192 residential units. The developers are planning to utilize a financial incentive package to help with the $135 million it will cost for the project. They would like to take a 0.5% sales tax rebate on the 53 million in sales tax the retail will generate over the next 20 years. They are also proposing an additional 0.5% Business District Tax on just the retail portion of this project. These will be Sales Tax Revenue Bonds that do not affect the bonding or credit limit of the city. This additional tax will generate $24 million over the next 20 years. There will also be a SSA on the retail portion of the project which will work out to roughly $0.50 per square foot. There is $33 million in on site and off site costs. The final maturity of the bonds is scheduled for 20 years, but can be paid off early. Once all the costs are paid, the extra taxes either disappear or revert back to the city. Lisa Lyon explained Ehler's role in this process. They will be helping with the documents to put the Business District in place, providing the city with information to determine whether the area qualifies for the Business District, and evaluating the feasibility of the revenue stream. Page 2 of 5 Art Prochaska said part of this development will be improving the State Highway, and a conceptual idea would be for the State to rebate some of the State Sales Tax for the improvement of the State Highway. This proposal is being worked on and will be sent to the State hopefully in the next few weeks. Administration Committee: 11. ADM 2006 -59 Kendall Marketplace Resolution Declaring Official Intent for Special Service Area Bonds — The clerk will fill in the SSA number 2006 -_ The issuance of the bonds will not exceed $20,000,000. The Bond fees will be paid out of the revenue stream, not out of the city's funds. This will move on to City Council on Consent Agenda. 12. ADM 2006 -60 Kendall Marketplace Resolution Declaring Official Intent for Sales Tax Revenue Bonds — The Bonds for the project will not exceed $20,000,000. This will move on to City Council on Consent Agenda. 13. ADM 2006 -61 Kendall Marketplace SSA Proposing Ordinance — There will have to be a public hearing for this. A legal description must accompany this document. The bonds will be retired over a period not to exceed twenty years rather than forty. This will move on to City Council on Consent Agenda. 14. ADM 2006 -62 Ehlers and Associates, Inc. Scope of Service for Kendall Marketplace Financing — These are services for setting up the Business District and the supporting report for the Sales Tax revenue. This will move on to City Council on Consent Agenda. Public Safetv Committee: 1. PS 2006 -35 Police Reports for July — August 2006 — There was a memo from Chief Martin to "rent! ' space through a partnership from the Fire department for a satellite police location to meet with residents. These reports will move on to City Council on Consent Agenda. 2. PS 2006 -36 Educational Stipend — These 6 Officers were approved for the Reimbursement Policy. They will receive a 2% pay increase. Other departments will be looked at to see if there are any other employees who were approved for this increase. Barry Groesch and Andrew Jones are off the list. Andrew is already receiving his 2% stipend. There is a policy that had been added that if the employee left the city within a certain amount of time they would have to reimburse the city a pro -rated amount. There was only one employee who has left the city that was approved for tuition reimbursement. They did not owe the city any money. This will move on to City Council in Resolution form on Consent Agenda. 3. PS 2006 -37 Purchase of Neighborhood Watch Block Party Equipment W/ Drug Fund Money — This availability of this will be announced in the City Newsletter. It will be used on a first come, first served basis. If there are a lot of requests for this equipment, the City can get another unit. The goal is to increase Neighborhood watch participation. There was a consensus to approve the purchase. This is now off Agenda. Page 3 of 5 4. PS 2006 -17 Smoking Ban Discussion — Donna Sperlakis presented the dangers of secondhand smoke and talked about the rights of people. Ventilation does not effectively clear the air. This could be a smoking ban from any business or enclosed public place. Alderman Munns asked about enforcement. Alderman Bock said this should work itself out economically if the non - smokers did not go to smoking establishments. An idea of economic incentives for smoke free environments was brought up. It was thought there was no need for that. There was a question about bars because there are no children. The percent of sales would determine whether is would be considered a bar or restaurant. This would be self enforced by the establishment. There was a question of fines for non- compliance. The businesses and residents in town could be surveyed in the newsletter. They could return they survey if they have an opinion. Mayor Prochaska recommended a draft of a survey be put on the city website and a response card could be put in the newsletter. 5. PS 2006 -38 Revised Closing Hours for Liquor License to Match County — This would extend the weeknight hours until 1:00 am on weeknights to match Kendall County's hours. The revised ordinance will move on to City Council on Consent Agenda. Administration Committee: 1. Administration Minutes — July 6, 2006 — The minutes were approved. 2. ADM 2006 -53 Monthly Budget Report for July 2006 — There were no comments. 3. ADM 2006 -54 Monthly Treasurer's Report for July 2006 — This will move on to City Council on Consent Agenda. 4. ADM 2006 -55 Cellular Telephone Policy — There were printouts of the cell phone usages for the employees in the city. There was one individual using 800 — 900 minutes a month, and making calls during the day to Tennessee while this person was off work on disability. Department Heads are supposed to monitor their department's cell phone usage. For misuse of the phone, the employee will be disciplined as outlined in the employee handbook. There was discussion about what amount of personal use would be allowed on the city phones. The Mayor and chief of Police use 600 — 800 minutes per month. There was some discussion about what the normal cell phone usage was. There was discussion about Police needing the cell phones because the radio traffic is so high. There was some question about why some people have camera phones. There was a question of why there are so many replacement phones. There was discussion about the city phone with the city phone number staying with the city if the employee leaves. A policy will be generated on how many hours each position should get. This will come back to COW. 5. ADM 2006 -56 Sprint Corporation Cellular Phone Contract - The city is paying $3400 - $3800 per month right now for the phones. The new contract proposal with Sprint for the Nextel phones will cost $2200 - $2300 per month. The direct connect feature is free. This will be tabled for now. Paue 4 of 5 6. ADM 2006 -42 Hiring Policy (non department heads) — There was discussion about posting jobs internally before externally, and it was thought it should be posted internally and externally at the same time. In Section 2. 1.1 the deleted section about the dishonorable discharge should remain in the text unless it is a Federal Law for it to be removed. This will move on to City Council. 7. ADM 2005 -24 City Administrator Recruitment and Hiring Policy — Victoria McGrath will hold her earlier contract price. The process will begin in March and the posting will be for 30 days in April. This will come back in February for an update. 8. ADM 2006 -57 Land Cash Value Update — The Land -Cash valuation report found the new land -cash value at $101,000. The previous land -cash value was $80,000. There was a question about if the $1600 appraisal fee was in the budget. This will move on to City Council on Consent Agenda. 9. ADM 2006 -58 Civil Engineer — Proposed Position and Draft Job Description — A Project Manager has been budgeted for 6 months of this year. An entry level civil engineer was forecasted for 2 years down the road, but is needed now because of the volume of work to do. #16 under requirements, the minimum weight should be raised to 40 or 50 pounds. Under Experience and Education, or related field should be removed. There was some discussion that more experience will cost more money. The salary range will be $45,000 - $57,000. This will move on to City Council on Consent Agenda. 10. ADM 2006 -52 Strategic Planning — A facilitator will need to be brought in to develop a vision statement. This is not budgeted. Larry Maholland would help the city with a long range vision with goals. The sessions could run concurrently with the city's annual goal setting. Larry Maholland will be asked to come in October to provide more information and a contract. Detail Board Report (Bill list): On page 5 the chairs for chamber refers to the new plastic chairs for the Council Chambers. There was discussion that there should be more detail when listing supplies in various departments. The different items under NICOR are for buildings owned by the city. The payment to TRILAND for final demolition comes out of the TIF fund. On page 36 the psychological testing was the polygraph tests for the police department. The Bill List will move on to City Council for consideration. Park Board: 1. Update on Old Post Office Building — This is just an FYI. The Recreation Department will be occupying the Old Post Office building, and the Building Department inspection personnel will occupy the Riverfront Building. There will be some renovation needed for the old Post Office, and the Riverfront Building will require little to no renovations. Human Resource Commission 1. Guidelines for Outstanding Volunteer Award — The human Resource Commission has done a good job on this. This will move on to City Council. Page 5 of 5 Mavor: 1. Coffee with the Mayor: September 9 1h at American Family Insurance, 110 E. Countryside Parkway, Suite A from 9:00 am until 11:00 am. 2. COW 2006 -06 IDOT Highway Permit and Resolution — Temporary Construction Entrance for Kendall Marketplace — This will move on to City Council on Consent Agenda. 3. COW 2006 -07 Raymond Storm Sewer Outfall — Bid Results - Wheaton Trenching was the low bidder in the amount of $949,800.25. This will move on to City Council on Consent Agenda subject to the availability of funds. Citv Council Requests 1. Discuss Committee Liaisons - The Heads of the committees should bring suggestions back to the next COW. This will be at the beginning of the COW agenda next month. Additional Business Alderman Leslie brought up that the entrance to Raintree Village just east of 71 and 126 is on a blind curve. The speed limit will be re- assessed. Alderman Munns asked when the Parking Ban Postcards are due back. They are due on Sept. 25 He also brought up mowing in the parks. The Fox Hill Park on the West side needs to be mowed. Alderwoman Burd said she thought the Parking Ban question would be on the ballot in November. She said only one person per household is able to fill out the postcard half of the residents are not able to vote on the issue. She said in the minutes the committee was directed to come up with the wording for the referendum question. Now it is too late to get it on the ballot. Alderwoman Spears said she and Alderwoman Burd attended the County Board PNA meeting. The issue was tabled. The president of the PNA felt the Sheriff s Department and the Yorkville Police Department should be responsible for monitoring traffic and maintaining law and order. Alderwoman Spears said all the complaints she brought up were deemed hearsay because there were no police reports. The PNA would be willing to let the city or county to organize the programs. Roadblocks could cut down on the problems. The State granted their liquor license back. If their special use permit was repealed, they are zoned Agricultural and they can still have events there. The meeting was adjourned at 10:55 pm. Minutes submitted by Laura Leppert. PLEASE SIGN IN MEETING: eao DATE: NAME BUSINESS PHONE # y J on t i 4(fiz ) TI, stnID I - 3��- o/