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COW Minutes 2006 01-17-06 Page 1 of 7 APPROVED 2/14/06 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE Conference Room Tuesday, January 17, 2006 — 7:00 pm In Attendance: Cit-V Art Prochaska - Mayor John Wyeth — City Attorney Paul James — Alderman Traci Pleckham — Finance Director Valerie Burd - Alderwoman Eric Dhuse — Public Works Director Jason Leslie — Alderman Bill Powell — City Treasurer (arr. 7:47pm) Rose Spears - Alderwoman Bart Olson — Deputy Clerk Wanda Ohare — Alderwoman John Crois — Interim City Administrator Dean Wolfer — Alderman Travis Miller — Community Development Director Joe Besco — Alderman Ron Robinson — IT Coordinator Marty Munns - Alderman Guests Kathy Farren — Kendall County Heather Gillers — Beacon News Record Lynn Dubajic — Economic Development Director Mayor Art Prochaska called the meeting to order at 7:00pm. PUBLIC HEARING: None PRESENTATIONS: 1. PW 2006 -04 SCADA System — Contractor Qualification Process by EEI Mayor Prochaska noted that Jeff Freeman of EEI was not present to answer questions regarding SCADA. Alderman Besco then summarized this system and said that EEI had done a study of the water connection fees and recommended that the fees be increased to $3700 for a single family home. The Public Works Committee recommended the approval of this increase. Alderwoman Spears asked Mr. Wyeth if the closed bidding process was legal. He will ascertain the legality. This agenda item will be brought back to the next C.O.W. so that Mr. Freeman can answer other questions. 2. PW 2006 -18 Water Connection Fee — Proposed Revision by EEI The committee discussed a chart compiled by EEI that compared the connection fees of surrounding communities. It was noted that these costs only cover supply, storage and treatment, not distribution. The last increase was for Grande Reserve. Variables regarding the fees were also discussed. The fees are only assessed to new development and are determined at the time Page 2 of 7 of the annexation agreement. Attorney Wyeth noted that the chart could be attached to any future annexation agreements with the expectation that it will be approved. City staff will be asked to research the previous rate increase. Ms. Burd asked how the increase would affect the downtown development. Those developers would pay the new fees or front -fund the upgrades. Attorney Wyeth will research this. This item will move forward to the January 24 City Council meeting and Jeff Freeman will be asked to be present for further explanation of the proposed fee revision. An effective date for this revision could be added at this meeting. � BILL LIST: The following bills were discussed: 1. Page 1- Attorney for Schramm properties: the final agreement will determine if this item is an accounts payable item 2. Page 22 -Print Perfect: Ms. Spears questioned the amount for the Public Works newsletter. According to Ms. Pleckham, this newsletter was published regarding the radium compliance after the first treatment was done. When the compliance is complete, these costs will cease. 3. Page 36 -item #2: Travel Demand Forecast was a transportation study completed by Smith Engineering approved by the Council and paid for from contingency money. 4. Page 29 -T -1 line: this is for service on the main telephone line. This bill list will move to the Council agenda. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA: There were 15 items recommended for approval. Only the following two items were briefly discussed. 2 ADM 2006 -06 Fox Industrial Park Abatement Ordinance Alderman Leslie stated he owned property in this industrial park and wondered if he should abstain from voting on any related issues since a TIF had been passed. This item was then removed from the consent agenda and placed under Administration so that he could vote on the remaining items. 15. PW 2006 -1 S F.E. Wheaton Expansion —Final Acceptance and Letter of Credit Reduction #3 It was asked if the sale of F.E. Wheaton would affect this letter and the Mayor said it will not. The agenda items, except item #2, will move forward to the consent agenda for City Council. I Page 3 of 7 MAYOR: 1. ADM 2005 -24 City Administrator Recruitment and Hiring Proposal Now that the City Administrator ordinance and job description are in place, Mayor Prochaska said the recruitment issue needs to be addressed. Proposals for recruitment from three different groups have been received. He then opened the floor for discussion. Alderman Munns asked if Denise Kasper had any comments regarding the groups. She has only had experience with McGrath and her experience was good. It was noted that the Par Group and Mercer both have experience in hiring City Administrators /Managers and are well- versed. The cost for the Mercer Group is $15,000 plus $7,500 out of pocket according to Ms. Spears. Previously, they had several clients, but in 2004 -05 they only had 39 clients, only one of which was in Illinois. She asked if phone interviews would be conducted since they are out of state. She said she was not in favor of using the Mercer Group. She added that the Par Group was very expensive. She favored using McGrath. I Mayor Prochaska noted that the Par Group has a large "bank" of applicants, however, he wondered if Par would direct interviews to current members of the pool of applicants rather than starting from scratch. He felt McGrath would provide a fresh group of applicants. It was noted by Ms. Pleckham that the Par Group conducts interviews with the staff and elected officials. Alderwoman Burd said she had worked with McGrath and the process was well - handled. Mr. Munns said that two of the McGrath reports he viewed seemed too elementary, though the information was good. Mayor Prochaska added that McGrath would advertise in several sources and that their communication and follow -up was very effective. The committee also liked the "guarantee" that McGrath offers that states the City does not have to pay if the candidate does not work out. The committee members further considered the various attributes and costs of each of the groups. After discussion, the members agreed to use the McGrath Group. Mayor Prochaska said the process could begin at this time or wait until this time next year, when a new Council is seated. Any agreement made now for a City Administrator would end April 30, 2007 and the position would be up for re- appointment. If a decision were made after a new Council is elected, the person would be guaranteed at least 2 years in the position. Alderwoman Spears asked how long Mr. Crois could remain with the City. He replied that his original agreement was for three months, however, he could stay as long as the City needs him. Alderwoman Burd wondered who would want to leave a good job or uproot their family to come to Yorkville knowing their tenure here could be very short. She said she felt the committee should wait so that a newly elected Mayor could choose his own City Administrator since they are closely aligned. Alderwoman Ohare asked if everyone should be transitioned at the same time. After a lengthy discussion, the Mayor took an informal poll of the Council members with the majority feeling the search should wait. Alderman Burd suggested that there should be some Page 4 of 7 information available at the convention in September, to advise interested parties that the search process would begin soon after that. The Mayor asked Attorney Wyeth, Bart Olson and John Crois to work together on an amendment to Mr. Crois' contract to allow him to stay longer. The search group discussion will be tabled until the first C.O.W. in September and city staff will advise the three search groups involved that the matter is being tabled at this time. 2. Goal Setting Session Saturday, February 11 was the tentative date chosen for this session. Committee members are to contact Annette Williams and advise her of their availability. 3. Coffee with the Mayor: January 21 St at Castle Bank, 109 W. Veterans Parkway 9 -11am Mayor Prochaska made note of this upcoming coffee. AD HOC TECHNOLOGY COMMITTEE: 1. RFP for Tower Rental and Wireless Internet Service Ron Robinson said that many residents have contacted the City regarding high -speed internet service and wireless providers also have contacted the City regarding tower rental. As a result; he drafted an RFP to internet providers regarding possible rentals. He said that the rental money would belong entirely to the City. The committee discussed a possible discount for City residents as well as free service for the City offices and wireless service for the parks. The Mayor added that the providers might even offer some of these services. Alderwoman Burd asked if the City regulated tower /smokestack usage and it does not. Mr. Robinson added that the owner of the smokestack on Hydraulic has offered the use of his stacks at no cost to the City. Any commitment would be a one -year obligation. Alderman Wolfer suggested that this type of usage should perhaps be addressed with an ordinance. A legal review of the RFP was done by Attorney Wyeth and he added that the City could reject any proposals. The RFP information will be added to the City website. Alderman Wolfer questioned if there would be any legal issues with Comcast or other cable companies. There would be none according to the City Attorney. Mayor Prochaska took an informal poll for approval to move forward with this RFP with all approving. ECONOMIC DEVELOPMENT COMMITTEE: No report. Page 5 of 7 PARK BOARD: No report. PUBLIC WORKS COMMITTEE: 1. PW 2005 -36 Route 47 Improvements Alderman Besco reported that IDOT wants the City to commit to $1.7 million for Rt. 47 improvement and is looking for an agreement. Ms. Pleckham noted that most developers are currently dedicating money to perimeter roads and as a result, the City needs to look at other available funds or the creation of funds. The State is moving forward with their design so the City cannot wait too long for this commitment. A time frame will need to be established. It was suggested that money could be saved on this project by eliminating decorative lighting, sidewalks, etc. However, the Public Works Director noted that the cost of lighting increases exponentially if not done at the same time. Water and sewer pipes will definitely need to be relocated during the reconstruction. The Mayor asked for similar input, as well as help in finding revenue streams. The funds may need to be added into the budget process. A proposal for revenue streams will be drafted by staff and then brought back to C.O.W. 2. PW 2005 -40 Countryside Interceptor — Change Order #1 This item was not discussed. 3. PW 2006 -19 Southwest Interceptor —Hydraulic Avenue Construction Contract Alderman Besco said this item would allow Glenbrook Excavating to construct part of the southwest interceptor under Hydraulic Avenue and to have it coincide with the in -town street program. The amount is $218,880. It was noted that this contractor already has their equipment here. This will move on to City Council for a vote. 4. PW 200 -609 In -Town Road Program Phase 2 This item will add Mill Street to the repair schedule from Fox to Washington to correct a drainage problem in that area. The cost of adding this will be $14,280. This moves to City Council on the consent agenda. 5. PW 2005 -28 Private Improvements in City Right -of -Way, Tree Removal Policy Alderman Besco said that some citizens wished to make improvements in the right -of -way and some already have done so. As a result, a policy was needed to regulate these improvements. Tree removal from the parkway was also discussed and it was decided that this would not be allowed unless the tree was dead, with the City doing the removal. This policy also addresses homeowner curbing issues and bricked -in mailboxes. Alderman Ohare voiced her approval of this policy by saying that it provided a written policy for Eric Dhuse when situations arise. It was noted that many residents had bricked in their mailboxes and that can create a problem during snowplowing. Any request for putting in curbs requires a permit and must meet City standards. The Mayor noted that if any citizen disagrees with a decision made by City staff regarding improvements, the citizen must have the right to appeal it to the City Council. This will be added to the policy. Page 6 of 7 Revisions will be made to the policy and it will move forward to the consent agenda. 6. PW 2006 -20 Southwest Interceptor — Contract I Construction Engineering Services This item is for a $131,500 engineering contract with Walter Deuchler. Alderman Munns questioned the additional 8% for sublet services. It was thought that this fee did not apply to this project. This will move to the consent agenda with that clause of the agreement crossed out. ADMINISTRATION COMMITTEE: 1. ADM 2005 -14 Salary Survey: Mayor, Aldermen, Clerk & Treasurer Alderman James explained that this discussion has been to various committees and no conclusion has yet been reached. Alderman Munns suggested a yearly $3600 stipend plus $50 for C.O.W. and Council meetings, which would total approximately $6,000 per year for Aldermen, Clerk and Treasurer. It was also suggested to pay $50 for other committee meetings. This is similar to Plano, Batavia and Montgomery. Mayor Prochaska said that years ago, pay was based on City Council meetings paying about $2100 per year. This was later changed to a flat fee and a per- meeting stipend. It was again noted that any changes made now would not benefit the current Council. Alderwoman Ohare thought perhaps a decision should be delayed since the committee structure is currently under review. She stated further that selective attendance at meetings hurts the committee structure. This opinion was shared by Alderman Wolfer. Mayor Prochaska noted that the committee members should keep in mind that they are responsible for the decisions of the City and the pay compensates them for costs involved such as vacation days from work and to help offset personal costs. Many other suggestions were made for determining possible compensation packages. Another suggestion was $35 for 6 meetings a month. An increase to $9,900 was suggested for the Mayor. After further discussion, Mayor Prochaska said the pay structure needs to be kept simplified and if Aldermen feel they need to get paid for each meeting, they should consider not being a part of the Council. Alderman James said that a complicated compensation structure would be difficult to track for Payroll. An informal poll was then taken for the two options being discussed: 1) A flat amount plus $50 per C.O.W. & City Council meetings and 2) a flat amount of $6,000. Ms. Pleckham said an additional $26,400 more could be paid under the 1" proposal. The committee members were split 50 -50 on each proposal. It was noted by Ms. Burd that the legislative task force meets next week and the committee structure will be discussed further. It was suggested by Alderman Wolfer that this matter be tabled until that committee meets. After a lengthy discussion, it was decided to bring this matter back to the February 2 1 St C.O.W. Page 7 of 7 Z ADM 2005 -12 Tuition Reimbursement Policy Some revisions were made to the existing tuition reimbursement policy. The 2% stipend for each degree was removed. Alderman James said that those already receiving this would be grandfathered. "Certificates" were addressed in paragraph 8.6b. Alderman Besco asked what the City's yearly cost is for tuition reimbursement. Ms. Pleckham said last year's cost was minimal. She further stated that there is no restriction on the amount, but it is limited by the budget process. The changes made to the minimum education on the `Eligible Degree" list were questioned by Alderwoman Spears. It was noted that Job Descriptions were reviewed in comparison to the chart. It was finally stated by the Mayor that the chart should be viewed as a "tool ". When the final vote is taken on the reimbursement policy, current job descriptions will be considered rather than the chart. This matter will move to City Council for discussion. EXECUTIVE SESSION: Mayor Prochaska said this session would not be held. ADDITIONAL BUSINESS: Alderman Munns said that all City department heads should be hired in the same manner. Specifically, he said the hiring process for the Parks and Recreation Executive Director is being handled differently with little input being requested from the H.R. Specialist. However, Mayor Prochaska said that the H.R. employee was included in part of the process. No outside search firm was used, however, the rest of the procedure was in line with other City hirings. There is no policy or ordinance in place relating to hiring procedures. It was suggested that a policy be drafted. Ms. Pleckham said she had a team for "Bowl for Kids' Sakes" challenge on February 25 This benefits Big Brothers/Big Sisters. As there was no further business, the meeting was adjourned at 9:55pm. Submitted by Marlys Young, Minute Taker PLEASE SIGN IN MEETING: 6"c?, DATE: NAME BUSINESS PHONE # I c � ��� q�� C, 9 I � i I �I