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COW Minutes 2006 03-16-06 Special Meeting Page 1 of 6 APPROVED 4/11/061 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE SPECIAL MEETING Conference Room Thursday, March 16, 2006 — 7:00 pm In Attendance: CRY Art Prochaska - Mayor Eric Dhuse — Public Works Director Paul James — Alderman Bill Powell — City Treasurer Valerie Burd - Alderwoman Travis Miller — Community Development Director Jim Bock — Alderman Bart Olson — Deputy Clerk/City Intern Dean Wolfer - Alderman David Mogle — Parks & Rec. Exec. Director Joe Besco — Alderman John Crois — Interim City Administrator Marty Munns — Alderman Julie Ciesla — Accounting Clerk Guests Heather Gillers — Beacon News The meeting opened at 7:00pm. The purpose of this meeting was to discuss the proposed 06/07 City budget. Page 1: General Fund Revenues Mr. Crois gave some overall comments pertaining to the "General Fund Revenues ": 1. 1,300 new residential units will generate 3,500 new residents 2. New Walgreen's is anticipated in the southern part of Yorkville and would require 14 employees 3. General Fund revenue is up 8% 4. Real Estate taxes up 13% and the City will realize almost $2.5 million 5. $270,000 will come from the Fund Balance to pay for the Post Office 6. Transfer of land cash money for Park Designer salary Discussion: Alderman Besco asked about a funding source to remodel the post office since space is needed for new hires. The use of the space will need to be determined mid -year and funds will be looked at from the Fund Balance. Another possible source is upfront payments from the southwest interceptor. Alderwoman Burd suggested that there should be a press release regarding the purchase of the Post Office. Alderman James said he did not feel the transfer of the $16,000 land cash should be used for salaries, but used instead for land purchase or items for the parks. It was noted that the Park Designer was approved based on using some land cash for the salary. The Mayor said that when new park development decreases and switches over to re- development, salaries would come from the General Fund rather than land cash. For comparison purposes, Mayor Prochaska said water Page 2 of 6 employees are paid from water funds and sewer employees are paid from sewer funds. Travis Miller said that the $16,000 is 1/3 the cost of an overall project and the time will be tracked. Page 2 & 3: Finance & Administration The following comments were made: 1. Two new part-time positions are planned: Accounting Clerk and IT Tech. The Tech position will be responsible for electronic records (a goal of the City Council). 2. Assistant City Manager approved in the budget 3. Health insurance costs are increasing due to number of employees Discussion: A possible co -pay was discussed, however, costs won't be available until the next C.O.W. meeting. Pay increases for City Council will appear in the next budget. Wearing apparel for the aldermen was also discussed and a suggestion was made to appropriate that money for something like the special needs parks programs or Rt. 47 improvement. It was decided to remove that line item from the budget to show fiscal responsibility. Other points made: Graphic Library line item is for memberships, the Fagade Committee shows a slight increase and Merit/Pay Equity line item was added. Page 4: Engineering 1. New employee proposed is a Project Manager, Job Description still under review 2. Will share V2 the cost of GIS Coordinator with the Planning Department 3. Promotion from Engineering Tech to Sr. Engineering Tech 4. Two vehicles are budgeted Page 5 & 6: Public Safetv Comments from Administrator Crois: 1. One Sergeant will be promoted to Lieutenant 2. Four patrolmen will be hired 3. Request for Records Clerk and Cadet 4. Canine stipend 5. Request for secretary for Police & Fire Commission 6. Five squads being requested, (3 replacements, 2 new) Discussion: A part-time secretary /minute -taker is being requested since the Police & Fire Commission now do the paperwork themselves. Alderman Besco suggested having vests for the canines and it was also suggested that certain organizations might be interested in donating these. And last, fuel costs were increased in this budget. Page 7: Planning & Development 1. A Senior Planner is in the budget for 3 months 2. GIS Coordinator in the budget half time (cost being shared with Engineering) Discussion: Alderman Besco asked about the $50,000 for Zoning Ordinance Revision. This amount was based on estimates from consulting firms and will be used for an update of the ordinances that was last done in 1973. Travis Miller said that more realistically the cost would be $30440,000. Page 3 of 6 Page 8: Streets 1. A mechanic salary will be split among streets, sewer, water & parks 2. A new Operator will also be hired Discussion: The $1.6 million for perimeter roads is for the Kennedy Road project. Mayor Prochaska said the annexation agreement with Southwest Group would fund improvements for Fox Road. Although that is not shown in this budget because the agreement is not approved yet, the funds could be identified in the mid -year budget. Alderman Besco asked if funds were available for a Public Works facility- -this is in the Capital budget. Page 9: Health & Sanitation Discussion: Eric Dhuse said this is one of the last years that leaf pickup will be this inexpensive since the new area that will accept the leaves will cost four times more. It was also noted that the current garbage contract is for two years. Engineering is being done this year for improvements to Game Farm Road, however, grants will not available until two years from now. The Mayor said he wants to find $10,000 within the budget for some patching on the road to prolong the life of the road until that time. Page 10: MFT Discussion: Countryside Parkway will be improved and Phase II of engineering for Game Farm Rd. and Somonauk St. Road Project will be done this year. Mayor Prochaska said enough money was being generated from the Fox Industrial TIF that MFT money did not need to be transferred. Page 11: Municipal Building 1. $137,423 is budgeted from development fees and does not include any pre -paid fees Discussion: Mayor Prochaska said that the west alley parking lot might be included for improvements subject to finding leftover budget money. The lot is shared by several businesses and is co -owned with the City. Those owners will be contacted for a portion of the money. New entry signs to the City entrances are being planned for Baseline Rd. and south on Rte. 47 and developers will be encouraged to help with more permanent stone signs. Page 12: Police Capital 1. "New World Reporting" Software is requested at a cost of $125,000. Contingency funds from page 3 or "miscellaneous income" could possibly be used. Discussion: Mayor Prochaska said contingency money could be used along with money that Chief Martin found and the software could be purchased before the end of this fiscal year. Alderman Besco noted the request for four Abacus scales and said he thought the City already owned two of these portable scales. Chief Martin will be contacted for clarification. In addition, the Mayor said two more sirens will be purchased this year. Page 13: Public Works Capital Discussion: A building addition and salt dome are being planned. Also, three vehicles will be sold. Page 4 of 6 Page 14: Parks & Recreation Capital Discussion: One vehicle will be replaced and two new vehicles with snow removal equipment will be purchased. Mr. Mogle said he hoped to add a cargo type van to carry equipment, though this item was not in the budget. He said that personal vehicles are used sometimes. A cost of about $20,000 was estimated for the van and it was suggested to look at state bids. Alderman Munns asked about the $60,000 for improvements to Hiding Spot Park. The park is about 12 years old and is in need of some improvement. The laptop computers requested are for record - keeping and to store files that are taken out of the building to other sites. Page 15: Sewer Improvement Discussion: The agreements for the Rob Roy Interceptors are close to finalization. Alderman Besco asked about the Fox Hill re- capture and it is part of the Unit 7 capture deal. Page 16 & 17: Water Improvement Mayor Prochaska made the following comments: 1. Southwest Water Main Project is a carryover from last year 2. Some work is being done tied in with the In -Town Road Program and some funds were transferred from the General Fund 3. Water main projects noted in the budget are in the downtown area 4. The transfer to debt funds increased because payments have begun on the bonds Page 18: Debt Service The Mayor said that these items were divided into principal and interest. All debt service is paid from this portion of the budget. Page 19 & 20: Water Operations 1. A 15% increase in water sales is expected according to Mayor Prochaska. 2. A maintenance worker and mechanic are budgeted 3. A CPU will be replaced 4. Backup generators will be possibly purchased I Page 21: Sewer Maintenance Mr. Crois said the merit amount is 4%. Page 22 & 23: Land Cash There was no carryover of funds. There was a brief discussion of the status of some of the parks and the OSLAD grant that had just been received. Some Parks program may take place in the Riverfront garage portion if it is rehabbed and the work would be done by employees. Page 24: Land Acquisition The carryover balance is $63,618. Mayor Prochaska gave a reminder that land cash must be spent within 10 years. i Page 5 of 6 Paee 25: Parks & Recreation The following highlights were noted: 1. New Maintenance Worker I & II 2. '/a of Mechanic position 3. Two new hires and 2 promotions 4. Program coordinator moves to full time Discussion: Alderman Munns questioned the "staff to management school" and why it was under travel expense. This year the travel and training have been put into individual line items. Paine 26: Parks & Recreation 1. One part-time person was moved to full -time, due partly to the fact that Parks & Rec will take over the Festival this year 2. Pre - school program salaries were moved here from Contractual and revenue is being generated from that program Discussion: Alderman Munns said that cell phone costs were up 45 %. This could be due to night -time programs and longer use in general. A special needs program grant was also discussed. The annual cost for the City to join the Fox Valley Special Recreation Association would be $32,000. Mr. Mogle added that a tax can be levied for that cost - -.04% per $100 assessed valuation. One resident had inquired about this special program for their child. Mr. Mogle and Mr. Miller are meeting with Dr. Engler in the coming week to determine how many persons might need these services. Ms. Burd would like to move forward with this program in view of the City's growing population. Residents will be encouraged to inquire about this program to determine interest/need. A budget hearing is scheduled for April 11'' and it is hoped that resident input will be received by that time. This was one of the goals set by the Council. It was suggested that the money from the wearing apparel item could be applied here to make a difference for a special needs child. Glory Spies will be asked to issue a press release regarding this program. Alderman Munns commented that the Parks and Recreation budget increased by 25% and expenses must be monitored. He said that Land Cash will run out some day, however, it was noted that Land Cash does not pay expenses. A "signature event" had been discussed in the goal- setting meeting and Ms. Burd said this idea should be shared with the citizens for possible events. Parks and Recreation personnel and Ms. Spies have been discussing event ideas as part of the Hometown Days, however, Ms. Burd preferred that it be separate. Ideas were a "Taste of Yorkville" and "Chili Cook -Off'. She asked to be included in future discussions. Paae 28 & 29: Library The building expansion is the main focus at this time. Paae 30: Fox Industrial With carryovers, revenues and new investments, payments can be made without using MFT. Page 6 of 6 Pate 31: Countrvside TIF April 4`" is planned as a "wall- breaking" day at the shopping center Final Sheet: New Hires This spreadsheet details the new hires for 06/07. There was a short discussion of the total annual salaries and a summary sheet will be needed for the budget totals. Final brief discussion included the following: 1. Wireless communication for the Council members 2. By consensus, the budget will be available for public viewing 3. Delay Riverfront garage rehab until dam project is complete 4. Redevelopment of park by river including a possible overhang on river 5. Possible construction of foot bridge to island 6. Landscaping of Com Ed station by river 7. Curb cuts for handicap access —some have been done 8. Mr. Mogle inquired about salary adjustments for mid - budget year This concluded the review of the budget and the meeting was adjourned at 8:57pm. Respectfully submitted by Marlys Young, Minute Taker i PLEASE SIGN IN, MEETING: 00 eCPPCy DATE: NAME STREET ADDRESS CITY I 1� . .1 1