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COW Minutes 2006 02-21-06 Page 1 of 8 APPROVED 4/11/06 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE Conference Room Tuesday, February 21, 2006 — 7:00 pm In Attendance: i Citv Art Prochaska - Mayor John Wyeth — City Attorney Jim Bock — Alderman Traci Pleckham — Finance Director Valerie Burd - Alderwoman Eric Dhuse — Public Works Director Jason Leslie — Alderman John Crois — Interim City Administrator Rose Spears - Alderwoman Bart Olson — Deputy Clerk Joe Besco - Alderman Travis Miller — Community Development Director Marty Munns — Alderman Denise Kasper — Payroll & Benefits Specialist Bill Powell — Treasurer (arr. 7:23pm) Julie Ciesla — Accounting Clerk Guests Heather Gillers — Beacon News Kathy Farren — Kendall County Record Jim Berry — Centex Homes Karen Blair — Culvers Chris Blair — Culvers Kim Blair — Culvers Tom Blair — Culvers Jeff Freeman — EEI Lynn Dubajic — Economic Develop- Tony Carrera — Corneils Crossing ment Director Jim Berry — Centex Homes 0 Mayor Art Prochaska called the meeting to order at 7pm. PUBLIC HEARING: None i PRESENTATIONS: 1. PW 2006 -04 SCADA System — Contractor Qualification Process by EEI Jeff Freeman of EEI gave a presentation of the SCADA system and also provided a handout. SCADA is an acronym for Supervisory Control and Data Acquisition. He explained that this system is needed to monitor and manage the water system. Installation and maintenance is very important and this system is highly specialized. Five firms were approached about installing this system and they were asked to prepare reports on the service they could provide. The following three firms were then chosen based on their qualifications. They are: 1. Engineered Control Solutions 2. Kamp Synergy 3. US Filter Control Systems Page 2of8 The selection committee requested the City Council to ratify the selection process and approve those three firms as being the most qualified. Then bids will be requested to be received by the end of March. Mr. Freeman then opened the floor for questions. Ms. Spears asked about Engineered Control System and the warranty /after sale service because none was listed. The City will require a warranty with a term to be determined. It was noted that this bid process was legal because single source bidding can be done with a super majority. However, this will be a competitive bid amongst the three firms. The Council members approved this on consensus. Z ADM 2005 -19 Bristol Bay SSA Bond Ordinance by Peter Raphael Mr. Raphael was unable to attend so Ms. Pleckham gave an overview. The bonds are currently being reviewed by Bond Council and the bond ordinance should move forward as early as next week. Mr. Jim Berry of Centex Homes then distributed a handout. He said Centex Homes had been asked to show what would happen in the absence of an SSA in Bristol Bay. He said an SSA was part of the annexation agreement and it was always assumed there would be an SSA. He listed what things could not occur without the SSA: 1. Unable to keep the Bertram homestead 2. Unable to build new culvert under Galena Rd. 3. No advancement of $240,000 for engineering on the regional stormwater retention area. Between the hearing date and this date, the City made that request and it is being processed. 4. 640 acres would not have been dedicated 5. Bristol Bay would not be as large because of the cost 6. No stormwater retention area 7. No ark land on eastern boundary arY Ms. Spears asked how many developments Centex had completed in the last five years and how many had SSA's. Mr. Berry said that Centex had 10 -15 developments in the last 5 years in Illinois and of those only 1 had an SSA. Alderman Besco said he had some reservations about SSA's, though he favors an SSA for the stormwater project. He said clarity was needed for what would be an allowable expense for an SSA. Discussions are ongoing regarding a 15 -acre school site. The School District does not want to make a decision on the school until after the referendum. Alderwoman Burd asked about the Bertram property. It is 2.5 acres and consists of the homestead and farm buildings. It is zoned agricultural and currently is private property with tenants. There was no further discussion. Page 3 of 8 (following item not on agenda) At this time, Karen Blair, representing the new Culver's (in front of Menards), thanked the City for allowing Culver's to come to Yorkville and frozen custard samples were distributed to all present. She said the groundbreaking is scheduled for March 10'`. DETAIL BOARD REPORT (BILL LIST): Ms. Spears questioned the summary census total on page 53 of the bill list. Ms. Pleckham will calculate again and this will move to the City Council meeting with the correction. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA: Alderman Besco asked to remove item #13 Project Manager and asked to have it sent to Administration for further review. Ms. Spears asked if the funding options had been explored for item #14 for the Parks Department Update. This will be done subject to funding and moves to City Council. MAYOR: 1. Coffee with the Mayor The next coffee will be at D & H Ag — The Country Store on March 11�'. I 2. COW 2006 -03 Assistant City Administrator Job Description and Draft Resolution Creating the Position of Assistant City Administrator This proposal came from the Administrative Task Force Committee and the suggested salary range is $75,000 - $105,000. A Bachelor's Degree is required with a Master's preferred. The salary for the Administrator and the Assistant will be reviewed again due to salary disparity. Alderman Munns felt the City would become top -heavy with these types of positions. Ms. Spears asked for a comparison of salaries with neighboring towns. After discussion, a salary range of $60,000 480,000 was agreed upon. A no- compete clause was suggested, however, it is already in the contract. An employment agreement was also suggested. Alderwoman Burd asked if the intern program would be continued. It was felt that it was very beneficial. This item will move forward to City Council. 3. Corneils Crossing — Annexation Agreement and Preliminary Plan Attorney Wyeth presented a handout showing a change in processing in the letter of credit and an amendment allowing prepayment of fees, both common revisions. There was a brief discussion. This agenda item will move forward to City Council next week for consideration. Page 4 of 8 4. Kendall County Community Summit Sponsorship Request This sponsorship is $50 in -kind to help pay for use of the facility. Mayor Prochaska said this does meet the policy on City donations and will move forward to the City Council consent agenda. ECONOMIC DEVELOPMENT COMMITTEE: No report. PARK BOARD: No report. PUBLIC WORKS COMMITTEE: 1. PW 2006 -30 Mailbox Standards and Replacement Policy This policy was recommended to cover replacement of mailboxes due to snowplowing. The committee also decided that brick/stone mailbox structures were not acceptable similar to the postal standards in place. Ms. Spears noted a spelling correction was needed for "weather" on page 2 of the policy. This moves on to the consent agenda of the City. Council agenda. 2. PW 200 -635 Hamman Property Stormwater Feasibility Study Jeff Freeman of EEI was present to discuss this item that concerns property at the corner of Rte. 34 and Countryside Parkway and is at the location of the future Wa1Mart site. It was annexed years ago and allows some excavation of sand and gravel. After excavation is finished, a Stormwater and recreation area is planned. Rte. 34 is also being considered for eventual improvement in that area. Storm sewer easements will be necessary later and will possibly provide an eventual outlet to the Fox River. This would be front - funded by the developer. Mr. Freeman said direct discharge may be difficult to obtain from IDOT and IDOT has suggested infiltration trenches for direct discharge. The City might be asked to assume maintenance of those trenches, however, there could be problems with clogging. Mr. Freeman said that EEI's proposed contract would review the stormwater maintenance and outline the steps that would be needed. The estimated cost of this review is approximately $40,000 and a report would be provided within 90 days. The Mayor said he would like to seek a permanent solution now before IDOT progresses too far. Then the City's plan could be incorporated into the IDOT plan. Reimbursement to Mr. Hamman was briefly discussed. This will move forward to City Council consent agenda to be approved subject to acquiring funds. 3. PW 2006 -41 Galena Road Watermain — Rider /Silagyi Easements This final easement will allow the City to construct a watermain that will connect Grande Reserve and Bristol Bay. The price was determined from a per square foot basis according to Attorney Wyeth. A total of $21,855 will be paid for the easements. Alderwoman Spears asked if the City would be reimbursed, however, they will not. This easement will allow for the connection of the Page 5 of 8 primary water main to the tower for the new well. This will move to City Council consent agenda. 4. PW 2006 -16 North Route 47 Improvements (Corneils Road —Baseline Road) — EEI Engineering Agreement Jeff Freeman of EEI said this study would include the area on Rt. 47 from Corneils Rd. to Baseline Rd. and is considered the gateway for the City. Rights of way and intersection locations have been identified. He said Bristol Bay is seeking access to Rt. 47 from IDOT. A 4 -lane section is being suggested with the acquisition of land coming from the east side of the road due to Rob Roy Creek. The intersection of Galena and Rte. 47 would move farther to the east. The total cost of this plan would be in excess of $18 million according to Mr. Freeman. EEI proposes that the project begin in March and the engineering could be completed by the end of the summer, construction would occur in 2007 and the project should be finished by 2008. The challenge is the funding for the project, however, the benefit is the opening of the economic corridor. The commercial development will be expedited and roads would not constantly be under construction as various developments occur in the area. Another benefit is that the City would hold the permit and there would only be one permit necessary rather than multiple ones. The Mayor said various discussions had been held with developers and IDOT and the first decision to be made is whether or not the Council wants to move forward with this project. He said the project would require Bristol Bay to front -fund a significant amount of money. He said it would be beneficial to combine funds to also work with IDOT. If the Council approves moving forward, the project would be subject to funding. Jeff Freeman added that a 10 -year projection of traffic on Rte. 47 is 70,000 vehicles daily. Alderwoman Burd added that a "bottleneck" will be created and the Mayor said that the underpass must also be considered. This item will move to the City Council consent agenda subject to funding and would only be for engineering at this time. PUBLIC SAFETY COMMITTEE: No report. ADMINISTRATION COMMITTEE: 1. ADM 2005-14 Salary Survey: Mayor, Aldermen, Clerk & Treasurer Two different pay structures were examined at a previous C.O.W. and a decision had not been reached yet. One was a flat salary and the other was a base pay with a "per- meeting" fee. Bookkeeping to track this was discussed. At a previous meeting, it was decided that City Council and C.O.W. meetings should be the only payable meetings. Page 6 of 8 The Mayor suggested a proposal be drafted outlining a base salary plus a per - meeting fee. Alderman Besco stressed that this structure would not be effective until the next Council is elected. The Treasurer and Clerk would be included in this structure as well. Currently, the Mayor receives $7,500 a year plus $1,000 for his duties as Liquor Commissioner. It was decided that the Mayor should also receive $50 per City Council and C.O.W. meeting. It was also decided that quarterly payments would be desired rather than the current twice- yearly payments. This matter will come back to C. 0. W. on March 21. 2. ADM 2006 -14 Proposed Revised Budget — FY 200512006 The budget was presented to Administration earlier in the month where it was discussed in detail. Ms. Pleckham gave an overview of the general fund budget and noted the following: 1. Revenue expense items decreased by $2.9 million due to decrease in road funding in Grand Reserve timing issue. 2. Interest income has jumped tremendously due to better'interest rates 3. Administrator Assistant is included in this budget 4. Parks Planner budgeted, but not hired in `04/05 5. Engineering contractual services increased/offset by Brownfield Grant 6. Public Safety has increased fuel costs 7. Plotter requested for Planning & Developing for improved CAD drawings 8. Possibility of using some available land cash to purchase remainder of Hoover property 9. Library budget was approved by Library Board on February 13th Comments from the Council members were as follows: 1. Alderwoman Spears commented that the revenue from Parks & Rec Polka Party (for senior citizens) was to be a separate line item so that the money could be allocated for future senior expenses 2. Alderman Besco requested a cost analysis of the revenue /expense of the Beecher Building The revised budget will move to City Council for consideration and vote. 3. ADM 2006 -15 Municipal Building Impact Fee Bart Olson presented seven scenarios for a construction schedule and funding of new city buildings that had been discussed at Administration. It was decided that Public Works and Police buildings were needed first. An increase from $150 to $3,288 was suggested for impact fees. It was also requested to survey neighboring communities to compare fees. He r resented the various costs associated with the new buildings. Mr. Olson said that two annexation agreements from the last two years, contain fee locks that would negate a fee increase. The increased revenue from impact fees under the new fee structure would still result in a funding deficit. Possible solutions would be referendums for new buildings or identification of future Page 7of8 revenues. In addition, Mayor Prochaska said the building site does not need to be prime property. Alderman Munns said the newer residents /developers should help pay for the new city buildings since the need comes from that growth. Mr. Olson noted that Montgomery negotiates their impact fees for each development. Currently their fee is over $14,000. Pre - payment of fees upfront was also discussed. $5,509 was the final total impact fee recommended by the Administration committee. There was lengthy discussion of the funding and fees. This issue will move forward to the City Council for consideration and an immediate enactment date was recommended by Alderman Munns. 4. ADM 2006 -16 Draft Job Descriptions for Community Development Department a. Senior Planner b. City Park Designer c. Urban Planner cb GIS Coordinator Travis Miller prepared four new job descriptions, two for the current budget and two for the 2006- 2007 budget. The City Park Designer and Urban Planner are in the current budget. He reviewed the job duties and the salary range. There was a brief discussion concerning using land cash for specific projects. Treasurer Bill Powell suggested developing a structure to track what can be charged to land cash. This will move forward to City Council on the consent agenda. Resolutions will be needed to create all four positions. S. Staff Salary Survey Policy Questions City staff has been working on a comprehensive salary survey and some policy questions now need to be answered. Previous surveys were included in the packets and reflected salary information from IML and publicsalary. com. Mr. Olson said recommendations are now needed for a salary range or a set percentile could be established based on responses from other communities. Ms. Spears said that benefits and annual budgets are also important factors when considering salary ranges. It was decided that the information would be gathered and the Council will then evaluate the results. In addition to benefits and annual budgets, tuition reimbursement and the use of company cars will also be weighed. ADDITIONAL BUSINESS Mayor Prochaska announced that he had received a letter of resignation from Finance Director Traci Pleckham and her last day would be March 10` He has asked staff to post this vacancy on various websites. Denise Kasper and John Crois have asked John Weber to review resumes and assist on interviews to establish a short list of candidates. Mr. Crois recommended using Mr. Weber rather than using a search firm since he has specific expertise in the financial area. The resumes will then be brought to the Council for review and interviews. Page 8 of 8 The hiring process was also discussed, as well as whether or not there should be a recruiting firm to hire department heads. The Mayor said this should be discussed at the next C.O.W. since it was not on the agenda. Mr. Crois will draft a proposal of a hiring process, but in the meantime, a posting is needed. Ms. Burd said she had received a positive call from a resident. The resident said that the sewer installers on his property were very nice to deal with and very accommodating. The Executive Session was postponed until after the Council meeting next week. The meeting was adjourned at 10:23pm. Minutes respectfully submitted by Marlys Young, Minute Taker i PLEASE SIGN IN MEETING: DATE: NAME STREET ADDRESS CITY Ile o,�e.� G \I ex5 sesscon 1 O \ A o , s . ct.•v'� o t� I . I ✓ /Q� G�v�J �e�c�ar � � 1 I � 1 1 1