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COW Minutes 2006 04-18-06 Page 1 of 8 APPROVED 6/13/06 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE Conference Room Tuesday, April 18, 2006 — 7:00 pm i In Attendance: Citv Art Prochaska - Mayor John Crois — Interim City Administrator Jim Bock — Alderman Bart Olson — Assistant City Administrator Rose Spears - Alderwoman John Wyeth — City Attorney Dean Wolfer — Alderman Travis Miller — Community Development Director Marry Munns - Alderman David Mogle — Parks & Rec. Exec. Director Harold Martin — Chief of Police Eric Dhuse — Director of Public Works Denise Kasper — Payroll & Benefits Specialist Guests Heather Gillers — Beacon News Kathy Farren — Kendall County Record Kelly Kramer — Attorney Jeff Freeman — EEI Lynn Dubajic — YEDC Stephanie Sheetz — Protect Kendall Now Matt Pagoria - Ryland Homes John Philipchuck Paul Leder John Zediky (sp ?) James (illegible last name) Bill Woodward — KLOA Rick Murphy Robert Olvre (sp ?) Rob Gamrath — Quarles & Brady Mayor Prochaska called the meeting to order at 7:17pm. PRESENTATION: Stephanie Sheetz of "Protect Kendall Now" was present to give an update of her organization. She stated the goal is to increase the pace of land preservation in Kendall County. In a previous appearance before the City Council she had stated there were three phases to accomplish that goal: 1. Multi- faceted public awareness campaign (ran September to November 2005) 2. Master plan for the County 3. Begin implementation, working with CorLands and Fox Valley Land Foundation, contact landowners who are willing to hear options There was a cross - section of 30 representatives on the steering committee to develop a master plan. A media campaign was then launched in the Fall and five public information meetings were held throughout the County in mid - January. Ms. Sheetz referred to the comment sheets from those meetings. She also showed one of the TV commercials for her organization. Page 2of8 A map was compiled that identified areas the organization wishes to protect. The four identified areas are: 1. Existing open space — preserved and public (includes all park lands) 2. Existing open space — preserved and private 3. Open space opportunities — all adopted plans 4. Additional open space opportunities If all these were implemented, the County would have 21 % open space. Now, Ms. Sheetz is appealing to the County and municipalities for support. She said at this time, they do not have money to purchase property and that funding will be an issue. A resolution in support of this organization was listed under the Mayor's report. The resolution will supply vision when speaking with property owners. This resolution (no funding or contractual agreements) will move forward to City Council for consideration next Tuesday. DETAIL BOARD REPORT (BILL LIST): The following items on the list were discussed briefly: Page 2: Laptop case: for Administrative laptop computer Page 3: Police — repairs on power supplied to "Council ": this referred to repairs for the console of police cars Page 10: Plan development job posting: two positions were posted on three websites and one position was re- posted. Ms. Spears asked for a breakdown of these expenditures. Page 15: Publishing & Advertising: part of discussion above. Page 11: Water Operations Jacket: was a replacement jacket for an employee Page 11: Fox Valley Trading Company: shirts for employees Page 16: Kendall County Record, Fox Hill Mowing: Ms. Spears asked if this expense should be paid for by the SSA. This will be researched by the Attorney. Page 34: Suburban Chicago Newspapers advertising: was for Fox Hill mowing to obtain best bids. Page 23: Kathleen Field Orr: miscellaneous expense for TIF will be included in ledger. Mr. Crois will check on this. Ms. Spears asked for a breakdown of the duties that former Finance Director Traci Pleckham is performing. Page 30: Consultation with Mike Schoppe: These were projects on which Mr. Schoppe had begun work and they are being transitioned to the City. Page 32: Software performance: Ms. Spears said she had requested a list of all contracts the City has. Mr. Crois will talk with Ron Robinson. The bill list will move forward to City Council for consideration. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA: Ms. Spears said she would like to pull item # 17 from these items and place it under Public Works. ( #17 is Fox Hill SSA Maintenance Bid Results.) English & Sons Landscape was the recommended vendor and it was noted that their bid was the lowest and they had done the work the Page 3 of 8 previous year. One other bidder did not leave an address and a second one did not complete the form properly. The item was not pulled from the consent agenda following this brief discussion. MAYOR: 1. Draft Resolution in Support of Kendall County Open Space and Natural Areas Plan This item was discussed as part of the opening presentation. 2. Coffee with the Mayor: April 22 nd at Action Graphix, 708 S. Bridge St. Mayor Prochaska noted the date and time for this event. 3. Post Office Update The Mayor said he had asked Joe Wywrot to determine the updates needed for the old Post Office. There is currently $30,000 in the budget to begin work. There was discussion of using it for the Recreation Department and keeping it as open space so it can be easily changed. The Post Office will not open its new facility until April 24 4. Proposed FY 2006 -2007 Budget The Council needs to pass this budget prior to the start of the new fiscal year and Mayor Prochaska said the Council should meet next week prior to the Council meeting at 6:30pm. If the budget is not passed in time, the City would be open to public tax objections. i Mr. Olson said that all changes made had been put in bold and a cover memo and sheet were also included. According to Mr. Crois, an additional $50,000 was generated due to state income and state use taxes. $30,000 was put in the budget for Game Farm Road and Fox Road resurfacing. In addition, the police capital will be increased to $70- 75,000. Approval for the New World software will be requested as a result of this increase. Another project slated for the next budget year is the repaving of the City parking lot behind the restaurant downtown. The wearing apparel allowance was also removed from the budget. The Mayor noted that he and some of the Councilmen were willing to donate part of their salaries for employee -only wearing apparel. This line item will be added back in the budget if the donations are received. Some funds were also put into the line item for general and special needs children programs. There was some discussion that the donations should not be shown in the budget and that it is a personal choice to donate a portion of one's salary. There was a brief discussion of a possible tax issue on wearing apparel for City employees. Council members are to notify Mr. Crois if they have questions for the 6:30 meeting next week. AD HOC TECHNOLOGY COMMITTEE: 1. Bid Results for Tower Rental and Wireless Internet Service This item was tabled until the next C.O.W. i I Page 4 of 8 2. Plotter Quotes A plotter has been found to fit the needs of the Parks and Public Works Departments. The lowest j bidder included shipping charges as well. This will move to City Council on the consent agenda. ECONOMIC DEVELOPMENT COMMITTEE: 1. PC 2006 -08 Westbury South Village PUD Amendment and Preliminary PUD Plan 2. PC 2006 -09 Westbury East Village PUD Amendment and Preliminary PUD Plan Travis Miller reported that the City had discussions with Ocean Atlantic and those issues were detailed in a memo to the City Council by Mr. Miller. His memo recommended postponement of a decision on the proposed annexation agreement revisions. Councilman Munns noted the Plan Commission had voted no on the Westbury South. Attorney Wyeth said the issues had now been resolved and these can be moved to City Council for consideration, subject to having the annexation agreements. 3. PC 2006 -03 Woodstone – Annexation and Zoning This item concerns the office development off Rt. 126 and staff concerns have now been resolved. This moves forward to City Council for consideration next week. 4. PC 2006 -16 MP1 South – Annexation and Zoning Attorney John Philipchuck was present on behalf of the petitioner MPI. He said he appeared a year ago before City Council with a concept plan. Since then, he has met with staff and they are now requesting an annexation agreement. While they are not contiguous to the current City limits, they are working with other developers to create infrastructure. This development would eventually reach the Caton Road business corridor. He then introduced John Martin of GenLand who reviewed some of the changes made to the plan. Mr. Martin presented an overview of the proposed development area. He said a 67 -acre high school site had been added and he discussed the density and building plans for the area. Wheeler Road will be realigned as part of this plan. Mr. Philipchuck noted that the trail system plan coincided with that of Protect Kendall Now. Mayor Prochaska stated that a new Public Works facility will be needed and perhaps some upfront fees could be used for that. He would like language included in the agreement that would allow for discussion of this facility and he would like to work with other developers in the area also. The next step will be to work out the annexation agreement. This item will be at a Public Hearing on May 9 Attorney Wyeth and Mr. Philipchuck will meet to discuss the annexation agreement and it was noted that an SSA will be requested in the agreement. This discussion concluded at 8:50pm. PARK BOARD: No report. Page 5 of 8 PUBLIC WORKS COMMITTEE: 1. PW 2006 -18 Proposed Water Connection Fee Increase Public Works Director Dhuse said this issue had come before the Council on January 24 and the only question that remains at this time is which developers will be subject to the increased fees. He noted there was a chart of eligible developers included in the packets. After a brief discussion it was decided to increase the fees effective June 15, 2006. This will move to the consent agenda of City Council. 2 PW 2006 -74 South Waterworks Improvements – EEI Proposal Jeff Freeman of EEI was present to speak about the waterworks improvements for the MPI properties in the south planning area and he showed an exhibit of the area. Regarding the infrastructure needs, he said the developers requested a meeting with staff to talk about the planning for this area. He showed a map depicting the water system and pressure zones and he said the City now uses both shallow and deep water sources. In order to move forward with this infrastructure, Mr. Freeman said a plan with five different projects has been identified. The budget for this plan is over $14 million and is contingent upon receiving funds from the developers. It could begin as early as May and possibly be on -line the summer of 2008. EEI would do the preliminary work as well as design and construction engineering. Mr. Freeman then opened the floor for questions. The fee schedule from page 7 was briefly discussed. Mr. Crois noted that MPI is very anxious to begin work and asked about the contract being approved by the Council subject to funding. This item will move forward to the City Council consent agenda for consideration subject to funding. 3. PW 2006 -73 EEI Proposed Hourly Rate Changes This item is for the annual increase for EEI for all job descriptions. Alderman Munns said this had been discussed at Public Works' and he proposed to decrease the hourly rate slightly in view of the fact EEI has been given a substantial contract. Their contracts are approved on annual basis. The increases ranged from 4.5% to 10 %. Mr. Freeman thanked the City for all the work that the City has awarded to them. He then explained what is covered by the increase being requested and said he felt the increase was comparable to the national average. He gave a detailed explanation of the costs incurred. In 2005, 51 % of their billed hours for the upper work classifications were for the City of Yorkville. Mayor Prochaska suggested looking at a tiered program —one with different levels of pay depending on work done in -house billed at one level and other work on another level. Alderwoman Spears added that she was not comfortable with just raising these fees annually. Mr. Freeman suggested perhaps a multiplier could be applied to the billable work for the "plan and review side ". The greatest expense from EEI is for plan reviews. It was suggested that the in- house work be done at the 2005 rates and the rest of the money would come from the developers. I Page 6 of 8 Mr. Freeman asked if the City would be open to a different 2006 rate schedule to be applied to plan reviews. If new rates can be determined quickly, this discussion will come back to the May 2 nd C.O.W. 4. PW 2006 -56 Fox Hill Subdivision — Amendment to Recapture Agreement Attorney Wyeth said the City had entered into a recapture agreement in 2003 with Fox Hill Subdivision to catch up the costs of pods 9 and 10 sanitary sewer and water main improvements. This has been completed and has been reviewed by Engineering with an amendment now being drafted. This will move to the consent agenda. 5. PW 2006 - 712005 In -Town Drainage Program — Request for Additional Compensation This item was postponed to May 2 nd to allow time for the engineer to further review the costs. 6. PW 2006 -76 Proposal for Alarm Installation and Monitoring This proposal is for an updated alarm system for the new well treatment facilities and towers and is a continuation of a program started a few years ago. Public Works Director Dhuse said he is very pleased with the company providing this service and that they go above and beyond in their service. This will move to the consent agenda. 7 PW 2006 -78 Plats of Dedication —Kennedy and Mill Roads These plats are for the rights -of -way at Mill and Kennedy near the Grande Reserve development. These require City Council approval and will move to the consent agenda. 8. PW 2006 -79 Saravanos Development —Supplemental Letter of Credit Amount This letter requests that approval be given for a reduced letter of credit and this will move to the consent agenda. 9. PS 2005 -13 Countryside Parkway- Address Changes This item was reviewed by both Public Works and Public Safety. Ms. Spears had requested additional information regarding the cost of changing these addresses. She received a letter written by Michael Robinson, Engineering Technician that stated homeowners would not be required to make legal changes for which they would incur costs. Alderwoman Spears offered to meet with the four residents who would be affected by this address change and ask for their input. In addition, Alderman Wolfer suggested that additional information should be added on the 9 -1 -1 display to specify "residence ". He will check with KenCom and will request something in writing. Eric Dhuse will advise the professional building on Center Parkway of the possible change. This issue will return to Public Safety for further review and a recommendation. PUBLIC SAFETY COMMITTEE: No report. Page 7 of 8 ADMINISTRATION COMMITTEE: (taken out of order) 3. ADM 2006 -32 Bailey Meadows SSA Resolution Declaring Official Intent 4. ADM2006 -29 Bailey Meadows SSA 2006 -110 Proposing Ordinance It was noted this item came through Administration due to it being fiscal, according to Attorney Wyeth. Mr. Olson said a Public Hearing date of May 23 has been set and the SSA will be discussed at that time. Mr. Wyeth said this annexation agreement was in place prior to the proposed list of SSA requirements so the new requirements might not be applicable. Matt Pagoria, representing Ryland Homes, said they are the contract purchaser of the Bailey Meadows subdivision and Inland is the property owner. He said Ryland Homes has a tradition of fixed rate SSA policies, but said they would be able to follow the new SSA guidelines. Everything funded by the SSA will be public- related costs. Those costs will include infrastructure improvements along Rte. 47 that will connect to commercial areas and provide utilities. School fees of $2.5 million will also be front - funded. To clarify this, the Mayor said the SSA is not paying the actual school fees, however, capital dollars are being freed to pay these costs. The language of the resolution was briefly discussed. Mayor Prochaska explained that the City approves the expenditures of money and ensures the money is spent on designated items. Ms. Spears asked if this affected the City's bond rating. It was thought that the only effect was possibly on interest rates. This item moves to the City Council meeting next week to set the Public Hearing and for the proposing ordinance. 1. ADM 2006 -13 Hiring Policy Alderwoman Spears suggested postponing this item to the May 16 C.O.W. since some of the Councilmen were absent at this meeting. 2. ADM 2006 -26 Monthly Treasurer's Report for February 2006 There was no discussion and it will move to the City Council consent agenda. LEGISLATIVE TASK FORCE: 1. Task Force Report Alderwoman Burd had asked that this item be postponed due to her absence at this meeting and that it be moved to the May 2 nd C.O.W. ADDITIONAL BUSINESS: Alderman Munns asked for the definition of "a meeting of the City" as it related to the Legislative Task Force report. He asked this in relationship to the Park Board meetings since a constituent had asked if those meetings were to be conducted in accordance to Roberts Rules. Clarification nd will be needed and it will be discussed further on May 2 Page 8 of 8 As there was no further business, the meeting was adjourned at 9:55pm. Minutes respectfully submitted by Marlys Young, Minute Taker I II I I PLEASE SIGN IN MEETING: C j DATE: NAME STREET ET ADDRESS CITY r o 1 A\ ( S 4cy� 1 Iy/ 6 , M ,41d1 5T' Ffl5T ngAj / c Ue-,. ► I �-_ r S. /Coo v �' 1 V-0, a PL-k- W mA Li Ns "mss Ste yub uf- P�1`i' 5 W .0 i