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COW Minutes 2006 03-21-06 Page 1 of 9 APPROVED WITH CORRECTIONS 4/25/06 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE Conference Room Tuesday, March 21, 2006 – 7:00 pm In Attendance: Citv Art Prochaska - Mayor John Wyeth – City Attorney Jim Bock – Alderman John Crois – Interim City Administrator Valerie Burd - Alderwoman Eric Dhuse – Public Works Director Dean Wolfer – Alderman Denise Kasper – Payroll & Benefits Specialist Rose Spears - Alderwoman Bart Olson – Deputy Clerk/City Intern Joe Besco - Alderman David Mogle – Executive Director Parks & Rec. Marry Munns – Alderman Sgt. Richard Hart – Yorkville Police Department Paul James – Alderman Guests Heather Gillers – Beacon News Kathy Farren – Kendall County Record Joe Roberts — Caywood & Assoc. Barbara Chevalier – Speers Financial Matt Cudney Peter Raphael —Wm. Blair & Co. Chuck Brooks, resident Kevin McCanna – Speers Financial Roger Murphy, resident Carol Pickert, resident Mary Litchoff, resident Rick Johnson, resident Mayor Art Prochaska called the meeting to order at 7pm. PUBLIC HEARING: None PRESENTATIONS: 1. ADM 2005 -20 Autumn Creek SSA Bond Ordinance by Peter Raphael Mr. Raphael of William Blair & Co. was present to answer any questions regarding the SSA for Autumn Creek. This SSA was approved pursuant to the annexation agreement and will be approximately $15 million. The types of improvements that will be funded by the SSA are water, stormwater and sewer improvements and a water main. There will be an ordinance to establish the service area and a bond ordinance to authorize the issuance of bonds. Mr. Raphael hoped that these items could be considered at the Council meeting next week. The school district has given their approval for the land cash donation resulting from this project. A handout was given regarding the improvements. I Page 2 of 9 Money to widen Kennedy Road will also be given up front. IDOT has been contacted regarding the necessary Rt. 34 improvements and a traffic signal. That work will be done this summer. Officials for this development will meet with the Parks Department in order to start work on parks this summer and finish by fall. This presentation concluded at 7:1Opm. DETAIL BOARD REPORT BILL LIST): The following questions from the bill list were discussed: Page 10: "Re- study" from EEI - -It is regarding the water study and landfill in the northern part of the City. The Mayor and Mr. Wyeth will verify. Page 13: Administrative Wireless Internet RFP —This is in regards to the mounting on the water tower. Page 16: Center Parkway Wire Cut: A wire in the median was accidentally cut. Page 29: Kathleen Orr: that item would most likely be reimbursed and should be identified differently on the bill report. The bill report will move on to City Council for consideration. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA: 1. ADM2006 -21 Monthly Treasurer's Reportfor January 2006 2. ADM 2006-22 Resolution Appointing IMRFAuthorized Agent 3. PS 2006 -05 Maintenance Proposal for Fire Alarm System at City HalUPolice Station 4. PW 2006 -42 Water Department Report for January 2006 5. PW 2006 -43 Bruell Street Pump Station – Change order #3 6. PW 2006 -44 ContractA.2a. (Cannonball Booster Station) and Contract C.5 (South PRV Station) – Change Order #3 7. PW 2006 -48 Grande Reserve (Rte. 34 Improvements) – Bond Reduction #1 8. PW 2006 -49 Southwest Interceptor (Contract]) –Change Order #1 9. PW 2006 -53 Kylyn's Ridge Unit I – Earthwork Letter of Credit Reduction #2 10. PW 2006 -54 Kylyn's Ridge Unit 2 – Earthwork Letter of Credit Reduction #2 11. PW 2006 -55 Raymond Regional Storm Sewer – Suen Easement There was no discussion on these and they will move forward to the City Council consent agenda. MAYOR: 1. DowntownTIF – Set Time and Place for Public Hearing a. Selection of City Representative for Joint Review Board b. Selection of Public Member for Joint Review Board Page 3 of 9 A Public Hearing date of May 23` has been set for the TIF and a draft of the ordinance was included in the packets. A Joint Review Board must be formed not less than 45 days prior to the Hearing and the Mayor asked the Council members to inform him if they were interested in being part of that Board. An invitation will be put out to the community for the public member. That person will be selected by a majority of the other Board members. One or two Joint Review Board meetings will then be held. This TIF needs to be voted on as an ordinance by the City Council. ECONOMIC DEVELOPMENT COMMITTEE: No report. PARK BOARD: 1. PKBD 2006 -02 Scope of Service for Design Services for Grande Reserve Park D Mr. Mogle said this item was for a professional service agreement from Schoppe Design for construction documents for Grande Reserve Park "D ". This park was already approved and this item was an update. PUBLIC WORKS COMMITTEE: 1. PW 2006 -45 Countryside Parkway (East Kendall to Center Parkway) MFT Resolution Public Works did not want to damage a new street so this project had been delayed due to the construction of the interceptor nearby. This is the MFT appropriation resolution worth $225,000. This moves to the City Council consent agenda. 2. PW 2006 -46 Grande Reserve — Kennedy Road Reconstruction at Freedom Place Freedom Place is the road that leads to the school in Grande Reserve. The project will be put out for bid, the results will bypass Public Works and come to the C.O.W. of April 18' This will allow extra construction time before the opening of the school. 3. PW 2006- 47IDOT Joint Agreement — Route 126 Relocation at Route 71 Alderman Besco said the Opticom is being requested for emergency vehicles as part of the improvements. The costs for this intersection will be $19,000 from MFT and $21,000 from water improvement. He added that a pipe should be put under the road at the time of realignment so that certain services can be run through the pipe at a later time. The older part of Rt. 126 will not be used and it was suggested that it could become a city street (possible name- Identa Trail) or it could be turned over the landowners there as a right in/right out. This will move to the consent agenda. 4. PW 2006 -50 Water Meter Price Increase Water meter prices have risen considerably and it was suggested that the price should be adjusted. Option 2 of Eric Dhuse's proposal was recommended. This option would also include the ability to "radio read" the meters. This will move to the City Council consent agenda. Page 4 of 9 5. PW 2006 -52 Heartland Circle — Acceptance of Storm Sewer and Sanitary The acceptance of the sewer and sanitary would reduce the letter of credit by $93,446.23. This received a positive recommendation at the committee level. Public Works Director Dhuse said this annexation agreement was written allowing for acceptance of improvements on a "piecemeal" basis. It was noted that the Sunflower development is the only other subdivision using the "piecemeal" type of arrangement. Alderman Besco said there is a new type of strainer basket covered with fabric, available for storm sewers. Currently Bristol Bay uses these. They could be used in Heartland and eventually will be the responsibility of the City. It was suggested that the agreements could be accepted based on the developer using the proper fabric on the strainers and Mr. Marker will be contacted about this. This matter will be moved to City Council for a vote. The strainer baskets and funding will be researched. 6. PW 2006 -56 Fox Hill Subdivision — Amendment to Recapture Agreement This item was postponed to the April 18 C.O.W. 7. PW 2006 -40 Public Works/Parks Department Maintenance Facility . Sente- Rubel -Bosman-Lee did a proposal for a conceptual design for this facility. The $24,000, cost of the concept could be applied to the building if the Council approves within 60 days. The design fee was budgeted in Land Cash. The facility would be built near Menards. Kevin McCanna of Speer Financial distributed a handout and explained that the City's "use" tax could be utilized along with the alternate bonds for funding of the building - The Council members approved this design and it will be moved forward on the consent agenda. PUBLIC SAFETY COMMITTEE: 1. PS 2006 -07 Overnight Parking Ordinance — Long Term Parking Alderwoman Spears said she had received many calls in the past weeks regarding the new parking ordinance. The cul -de -sac "opt out" policy was reviewed at Public Safety. In some cases, one neighbor on a cul -de -sac would be the "holdout" and the opt -out policy would not be approved on that block. The committee mentioned a possible 2/3 majority to allow parking in that situation. Mayor Prochaska said the calls he received were 50/50 for and against the new ordinance. In the older part of town where there are no curbs, Ms. Burd said some citizens are not parking fully off the road. Other citizens had asked her to amend the ordinance allowing stickers for parking for those residents who live on wider streets. However, it was pointed out that a negative recommendation was given at the Public Safety Committee based on the width. Other comments were to abolish the entire ordinance, allow parking where there were designated parking spots such as on Colonial Parkway, excuse the parking over sidewalks between 1 -6am and allow the ordinance go into effect for a year before making changes. Page 5 of 9 Alderwoman Spears said she felt this ordinance has impacted the Police Department greatly and was actually a burden on them at this time because it would require additional officers to enforce. Further, not all hardships were addressed and now more hardships have surfaced. Other brief comments from Aldermen included: 1. Fox Hill residents like the ordinance 2. From a building standpoint, if a 3 -car garage is built, there should be a 3 -car driveway 3. Leave the ordinance as is and allow parking in cul -de -sacs 4. Keep the ordinance for at least six months before any changes are made 5. One resident received an upsetting telephone call and then unwanted items were placed in his mailbox 6. Parking in the parkway is illegal 7. All tires must be off the roadway or the vehicle is in violation Alderman Bock said that he thought the original intent of the ordinance was for safety and security and so that public safety vehicles can traverse the streets easily. He said that should be the orverriding factor and the City as a whole would benefit. The fine will be $25 for a violation of this ordinance, though no one is being ticketed yet. This will begin April 1 Sgt. Hart said that it is a violation of State law to block a sidewalk. Ms. Burd , added that the current ordinance states the ban does not apply to streets without curbs and the Mayor said research is needed regarding the zoning code to determine the "no curb" issue. After a lengthy discussion, it was decided to move this issue back to Public Safety on April 13 and Ms. Spears asked for all comments to be forwarded to her. Residents who were present at this meeting then voiced their opinions regarding this ordinance. Comments from residents in attendance from Teri Lane: 1. One woman said many residents were against the ordinance and asked why it was not enforced 24 hours if it was based on safety. 2. Unhappy with the fact that the exemption is only three days 3. It is environmental issue to keep moving vehicles 4. Did not wish to park in distant parking lots to be in compliance 5. One resident favored the ordinance The citizens were encouraged to attend future City meetings pertaining to the parking ban. Discussion then turned to the reasons for the ordinance. It originated due to crime statistics, complaints about individuals parking commercial vehicles in Fox Hill all night and safety issues because the Police Department does not know which cars belong in a given area. Those cars might potentially be linked to car or home burglaries according to Sgt. Hart. After further final discussion and a poll of the aldermen, it was decided to move the parking issue forward to City Council. Page 6 of 9 2. PS 2005 -09 Gift Basket Liquor License A business in town requested to sell gift baskets and include liquor in the baskets. Requirements in the proposed draft of a new classification added to the liquor ordinance were: the liquor must be double - wrapped, must have items in basket in addition to the liquor, must demonstrate that they are operating a gift- basket business, business should be retail and have business class zoning, are paying retail tax and sell during normal hours only. This moves to City Council for a vote. ADMINISTRATION COMMITTEE: 1. ADM 2005-14 Salary Survey: Mayor, Aldermen, Clerk and Treasurer Alderman James said the recommendations made by Administration were as follows: 1. Mayor should be paid $8500 a year plus $50 per C.O.W. or City Council meetings 2. Aldermen should be paid $3600 a year plus $50 per C.O.W. or City Council meeting 3. Clerk and Treasurer each would be paid $3600 per year, no per- meeting fee 4. Deputy Clerk- -$2900 stipend, no per- meeting fee, previous pay was $1000 5. Deputy Treasurer- -$2900 stipend (position vacant), no per- meeting fee These new fees cannot be implemented until after the next election. However, Alderman Wolfer felt strongly that the pay should not be raised, but used instead for the Parks program for special needs children. He added that the money for laptops could also be used in other applications. Alderman Besco said that no one holds the office for the money, but the raise is needed to entice other candidates in the next election since the aldermen ran unopposed'in the previous election. Only four aldermen will be affected in the next election, noted Ms. Burd. It was also added that other City employees had received raises. An informal poll of the aldermen was taken with all in favor except Alderman Wolfer. This matter will move forward to the City Council for a vote. 2. ADM 200641 Health InsuranceBeneflt Renewal Information Alderman James said there would be a delay in finalizing this matter. Alderman Wolfer said he agreed this issue should be delayed due to a confidential memo the Council members had received. However, Alderman Munns said that it should be reviewed at this time due to contract discussions approaching and that the policy needed to apply to all employees. He added that one of the Council goals for the year was an increased premium for the employee. Ms. Kasper said open enrollment is only available from April 1st to April 30 When the enrollment ends, no changes can be made to the policy for the contract year. Alderman James said the first issue is that Administration recommended keeping the same policy. The 2 nd issue is the co -pay and that can be considered separately from the I st issue. Ms. Kasper said employees must be notified during open enrollment if they would be required to pay a premium. Mr. Roberts gave an overview of the mechanics behind the health insurance policy. The 30 -day period of open enrollment is mandated by law, he said. Page 7 of 9 Alderman Munns pointed out that the City now funds 100% of the City insurance for the 73 full - time employees and he recommended a reasonable co -pay to help reduce the burden to the City. An example was given of a $50 co -pay. This would result in a savings of about $36,000 for a year for the City. Mayor Prochaska said the City also needs to consider "industry standards ". Alderman James said he would like to see some calculations /statistics before making any decisions. Those calculations were not available at this meeting, but will be brought to the next C.O.W. Mr. Crois and Ms. Kasper will gather the data being requested for the next C.O.W. I 3. ADM 2006 -24 Salary Increases for the Next Fiscal Year (Cola/Merit) The Administration Committee said that last year employees received 0% COLA and 4% merit. This year the committee recommended 2% COLA and 2.5% merit. This would ensure that all employees would be compensated for the cost of living and anything above that would be based on performance. Last year the average merit was 3.7 %. This will move on to the City Council agenda. 4. ADM 2006 -25 Amendments to City Code Regarding Appointments of Officers and Regarding Departments This issue clarifies and consolidates into one area, the employees who should be appointees and also clarifies inconsistencies. It also identifies and establishes City departments and department heads. This will move on to City Council on the consent agenda. CITY COUNCIL REOUESTS: 1. Assistant City Administrator Job Description 2. Administrative Assistant Job Description Alderwoman Burd asked that these two items be discussed together. She said these two positions were approved some time ago, but she had reconsidered certain aspects since then. For that reason she asked that these items be placed on the agenda for more discussion. She envisioned the Administrative Assistant as an assistant to the City Council. That person would compile research and information and would report to the City Administrator. Now that the Assistant Administrator job was approved, Ms. Burd said the previous person who held the Assistant title said the positions would overlap. She realized that the Intern had assumed many of the responsibilities that the Administrative Assistant was doing. Ms. Burd asked for input from other Council members about strengthening the Administrative Assistant job and have that person lend more support to the Council. The Mayor said he and Mr. Crois had previously had discussions about the Assistant doing more research and creating a tiered position — Assistant 1 and Assistant 2. Mr. Crois said the previous Assistant was compiling agendas, coordinating Plan Commission, dealing with developers and insuring proper documentation for various situations. He thought that position should be upgraded. That person should also be available for special projects and only a small portion would be secretarial. The Mayor said he prefers to strengthen or tier the position. Page 8 of 9 Ms. Burd thought that the Assistant was to be available to the Council. She felt the person should report to the City Council. Ms. Kasper said the job description currently states the Administrative Assistant will be the liaison to the City Council. Alderman Wolfer added that having an assistant was one of the City Council goals. Ms. Kasper stated that when an employee reports to eight different people, it could easily result in failure. Alderman Bock agreed with this assessment and said that the Assistant should report to the City Administrator or his assistant and they would assign the work. Alderwoman Burd said she was disappointed that some Council members who did not want information felt no one should get information. She said that information can be obtained by anyone through the Freedom of Information act. It was suggested that all requests be put into writing and the Mayor noted there is an alderman request form I Mayor Prochaska suggested the meeting should move forward and the job description should return to Administration to make recommendations. Ms. Spears said Administration is currently reviewing the descriptions. She felt many new tiers were developed that were. not justified and that titles and education requirements needed to be monitored. The discussion turned to the number of cities that have Assistant City Administrators. Some nearby cities do have them and others have positions similar. Alderman Munns asked why a certain number of years of experience was not requested for the position. It was thought that a number was included in the posting and Ms. Kasper said it did ask for local government experience. In conclusion, the Administrative Assistant job description will return to the Administration committee to examine the possible tiering of the position. The Council verbally approved this action. 3. Sponsorship Requests — Spears, Burd and Besco Ms. Spears said the Human Resource Commission had a concern regarding the time frame for three sponsorship requests (in- kind). There was discussion about those kinds of requests coming before the Council for approval. After a brief discussion, it was decided the policy needed to be revised slightly regarding such requests. It was decided to verbally override the policy and it will be revised. This item will move to the Council consent agenda. 4. Beecher Building Rental Procedures — Spears, Burd and Besco Alderwoman Spears asked to bring this item back at another time because she is waiting for information. The Mayor asked for it to return to Administration. An updated cost analysis of operational expenses vs. revenue for Beecher was requested by Mr. Besco. The hours spent by Senior staff associates for rentals /reservations should be included as well. i Page 9 of 9 EXECUTIVE SESSION: The Council then went into Executive Session at 9:35pm and it concluded at 10:1Opm. The regular meeting was then adjourned at 10:1Opm. Respectfully submitted by Marlys Young, Minute Taker I I ' I I' PLEASE SIGN IN MEETING: �• DATE: - z9G I NAME STREET ADDRESS CITY C � P KO Poi EW *1161 , / L e125 1 �� 1 Nit", L v I 0 / �e ►1vt SP tr, � �n/4,I✓ CeA-L- C !fir � G-� i . 1 I 1 1 1 PLEASE SIGN [N MEETING: v 0. DATE: M[E BUSINESS p ONF- I �Z D : PS-, ,I I . I I I I I i