COW Minutes 2005 12-20-05 Page 1 of 4
APPROVED 2/14/06
COMMITTEE OF THE WHOLE
Tuesday, December 20, 2005
7:00 P.M.
City Conference Room
Present
Mayor Art Prochaska Lynn Dubajic, YEDC
Alderwoman Valerie Burd Bart Olson
Alderwoman Wanda Ohare Denise Kasper
Alderman Paul James Peter Raphael, William Blair
Alderman Dean Wolfer Sue Swithin, Superintendent of Recreation
Alderman Marty Munns Kathy Farren, Record
City Attorney John Wyeth Scott Termine, Crowe Chizek
City Administrator John Crois Janice VanRiper, Insurance Agent
City Treasurer Bill Powell Gregg Ingemunson, Attorney
Public Works Director Eric Dhuse Heather , Beacon
Larry , resident
The meeting was called to order at 7:00 pm by Mayor Art Prochaska.
Public Hearing
None.
Presentations:
None.
Detail Board Report (Bill list):
This will move on to City Council for consideration.
Items Recommended by Committee for Consent A eg nda:
None.
Mavor:
1. COW 2005 -04 Formation of Senior Advisory Committee — This is a first draft
of the ordinance. The Senior Advisory Committee would not meet on a monthly
basis, but they would meet quarterly unless they had a special project that would
require meetings more often. It would consist of 7 residents of the City of
Yorkville. This will come back to the next COW on Jan 3 rd
2. COW 2005 -02 Draft Ordinance Amending City Code for City Administrator
Position — Under the general duties of the City Administrator the words: that may
at any time currently be before the city council were removed, affecting was left
alone, and the words: any and were removed, all aspects of the City was left alone
the word: organization was removed.
There were 5 thoughts in the same paragraph that should be bullet pointed. The
first bullet point would be: to advise and consult with city officers and officials.
The second bullet point would be: to the extent required by ordinance, with the
Mayor and City Council.... j
Page 2 of 4
The third bullet point would be: The City Administrator shall attend all regular
and special meetings of the City Council,...
The fourth bullet point would be: The City Administrator shall perform such other
duties.... ....the Mayor and City Council.
The last bullet point would be: The Mayor and City Council shall advise all
Officers,....
There was discussion that an outside firm could be used in conjunction with
Human Resource to hire all Department Heads.
The draft ordinance will come back to COW in January.
3. ADM 2005 -23 City Administrator Draft Job Description — Under essential job
function, item #6: unless otherwise directed by the Mayor should be included in
the sentence. Item #10 should be corrected to say the Executive Director of the
Yorkville Economic Development Corporation. Item # 14 should say: Oversees all
work done by the Community Development Director.
Under Experience and Education #1, the words: or equivalent were deleted. #2 the
words: or Business Management were deleted. Also, at least 8 years experience is
necessary.
This will come back to COW in January.
4. ADM 2005 -24 City Administrator Recruitment & Hiring Proposal — McGrath
Consulting came in the cheapest at $10,500. McGrath also placed the Community
Development Director. Mercer came in at $15,000. Parker came in at $14,500.
All of these proposals also have additional expenses that would have to be paid
(such as mileage). This will come back to COW in January. The Mayor would
like all the Aldermen to look at these proposals after the ordinance and job
description pass, and then make a recommendation.
5. PC 2005 -51 Van Riper Insurance Agency — Rezoning of 708 -710 N. Bridge
Street
a. Development Agreement — Article II where it says: shall be obtained was
changed to say: must be obtained. The City Attorney line was updated to reflect
John Wyeth as the City Attorney. A not to exceed height will be included in a
section about the sign. This will move on to City Council on December 27"'.
6. Recommendation for Park Board — The Mayor recommended Gary Golinski to
fill the vacant seat on the Park Board. This will move on to City Council.
7. Alternate Representative for Prairie Parkway Corridor Planning Group —
IDOT has formed a group and would like an Elected Official from Yorkville to sit
on this Committee as an Alternate Representative. There are some Task Forces
being formed that are looking at Transportation, the Environment, and Land Use.
The Community Development Director is going to be asked to be part of the Land
Use Task Force. If anyone is interested in being an Alternate, they should see the
Mayor.
8. Due to the Christmas Holidays, City Council Packets will be distributed on
Thursday, December 22.
Economic Development Committee:
No Report.
Page 3 of 4
Park Board:
1. PB 2005 -03 Receptionist /General Secretary — Revised Job Description — This
person would be a General Receptionist doing mostly Registration entry. On the
Revised Job Description it lists this position for the Recreation Department. There
was some question about whether there was 1 Parks and Recreation Department, or
2 separate Departments. This will be clarified. This will move on to City Council
on December 27
Administration Committee:
6. ADM 2005 -19 Bristol Bay I SSA 2005 -109 Proposing Ordinance — This is just
a proposing Ordinance. There was a question about what the City gets out of
allowing this SSA. This will be discussed at the Public Hearing. There will be a
list fmalized that will say what the SSA money can be spent on. The Public
Hearing date is set for January 24 This will move on to City Council on Consent
Agenda.
7. ADM 2005 -20 Autumn Creek SSA 2005 -108 Proposing Ordinance — This will
move on Consent Agenda.
8. ADM 2005 -13 2004/2005 Audit — There was an addition of a Management
Discussion and Analysis section. There were some changes in moving debt around
on page 18. The Final Review must be done before Tuesday. This will move on to
City Council on Tuesday for a vote.
Public Works Committee:
1. PW 2005 -23 Updated Capital Improvement Program — This is the 6 year
Capital Improvement Plan. It does not require a vote. It is a working document
that comes to COW, but not to City Council.
2. PW 2005 -28 Private Improvements in City Right -of -Way — Joe Wywrot and
John Wyeth will write a policy and bring it back to Public Works January 9 and
it will come back to COW on January 17
3. PW 2005 -29 Water Department Report for September 2005 — This will move
on to City Council on Consent Agenda.
4. PW 2005 -30 Fountain Village — Earthwork Letter of Credit Expiration — This
will move on Consent Agenda.
5. PW 2005 -31 State Street Water main — Change Order #1— This is a $0
Change Order with a time extension. This will move on Consent Agenda.
6. PW 2005 -32 Route 47 Water main — Change Order #1— This is the final
balancing Change Order with a $356.42 increase. This will move on Consent
Agenda.
7. PW 2005 -33 Game Farm Road/Somonauk Street — Additional Phase 1
Engineering Agreement & MFT Appropriation Resolution — This will move on
Consent Agenda.
8. PW 2005 -35 Public Works Space Needs — City Vehicles — The people that will
take these trucks home live within a certain distance from the city and will only be
driving them home and back. This is a temporary solution. This will move on to
City Council for a vote.
9. PW 2005 -36 Route 47 Improvements — This will come back to COW in January.
I
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10. PW 2005 -37 Bruell Street Force main & Sanitary Sewer — Change Order
#3 — This will move on to City Council on Consent Agenda.
11. PW 2005 -40 Countryside Interceptor — Change Order #1— The City will
use the same contractor they used from the work on the North side of town for
work on the South side of town. This is not a Change Order. This will come back
in January.
Administration Committee:
1. ADM 2005 -14 Salary Survey: Mayor, Aldermen, Clerk & Treasurer — This
was hard to compare. The City could keep the base pay the same as it is, and add a
$50 stipend for coming to meeting. Would City Council meetings and COW be
worth more than the Committee meetings? The Aldermen would only get the
stipend for the meetings they were assigned to. This will come back to COW in
January with specific recommendations from each Alderman and the Mayor.
2. ADM 2005 -12 Tuition Policy — The 64 credit hours are equivalent to an
Associates Degree. A comment was made that the way this is written, it is not
encouraging promoting within the City. There was a comment that Certifications
do not give any Credit Hours. There could be another Table for Certifications.
The eligible degrees or certificates would have to be related to the person's current
position. This will go back to Administration.
3. ADM 2005 -09 Draft Resolution Approving the Revised Job Description for
the Position of Engineering Administrative Assistant (f /k/a Engineering
Assistant) — This will move on to City Council on Consent Agenda.
4. ADM 2005 -17 Monthly Treasurer's Report for October 2005 — The City
currently has a Fund Balance of 31 %. This will move on Consent Agenda.
5. ADM 2005 -18 Revised Purchase Order Policy — This will move on Consent
Agenda. j
Additional Business
Alderwoman Burd is requesting an Executive Session on Tuesday to discuss the
purchase of Real Estate.
Alderman Munns commented that the communication from the City has gotten better
with the same format. He wants to be sure everyone is using the same template.
Mayor Prochaska announced that Alderwoman Ohare would be ending her tenure.
Her last meeting will be January 24 She will need a replacement because her term
is not up until 2007. She is in Ward 3. The Mayor may appoint someone for the
position for no more than 2 years, and there must be at least 24 months left in the term
to be able to hold a special election.
The meeting was adjourned at 9:38 pm.
Minutes submitted by Laura Leppert.
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