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COW Minutes 2005 10-18-05 Page 1 of 8 [APPROVED 1/24/061 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE Council Chambers Tuesday, October 18, 2005 — 7:05 pm In Attendance: Citv Art Prochaska - Mayor Michael Bersani — Attorney (for City) Paul James — Alderman Traci Pleckham — Finance Director Valerie Burd - Alderwoman Eric Dhuse — Public Works Director Jason Leslie — Alderman Bill Powell — City Treasurer Rose Spears - Alderwoman Bart Olson — Deputy Clerk Marty Munns — Alderman Joe Besco - Alderman Guests John Crois Kathy Farren — Kendall County Record Lynn Dubajic — Allecia Vermillion — The Beacon News Economic Development Director Gary Davidson — Attorney, Crestlake Holdings John Philipchuck, Attorney Clayton Marker — Marker Inc. Kevin McCanna, Speer Gary Mickey, Attorney -Rob Roy J. Dotson, Dempsey Ing Inc. Bruce Kisser, Dempsey Ing Inc. Mayor Art Prochaska called the meeting to order at 7:05 m following an Executive Session. Y g p g PUBLIC HEARING: None PRESENTATIONS: None DETAIL BOARD REPORT BILL LIST): The following expenses were discussed: Page 33 — 2 -piece speaker set: It was thought that this equipment was for a computer, however, Ms. Pleckham will check. Page 34 — 2 separate charges of $50 and $100 each for cleaning services: this was actually for 3 weeks of cleaning services ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA: 1. Monthly Treasurer's Report for August 2005 There was no discussion of this report and it will move to the City Council agenda. Page 2 of 8 MAYOR: 1. Draft Resolution Adopting Recommended Plan to Implement Governance Enhancements as Proposed by Dr. Curt Wood and Dr. Gerald Gabris In the original recommendation, there is a $2900 amount tied to the next step of putting together task forces and the Administrator Ordinance. Mayor Prochaska just wanted the Council members to be aware of this. This item moves to the consent agenda. Z Drat Ordinance Amending Ordinance No. 2005 -77 Vacating Scott Road .f g and Restating Scott Road is the very short road that runs from Rt. 47 to Rt. 71 near Silica Sand and this ordinance allows for vacating this road. At this time, Gary Davidson of Crosslake Holdings, asked to speak. He said at the last meeting, he did not have the survey from Smith Engineering when the vacation petition was filed. It was found that only 7/8 of the road was vacated with 1/8 of the road on the title policy. A property owner had not signed the petition at that time. Mr. Davidson said PIN numbers should be included in the ordinance and he will speak with Attorney Wyeth to include those numbers. Mayor Prochaska asked for the final draft by the coming Friday and this will move to City Council. It will require a 3 /4 vote. I 3. Bruell Street Sanitary Sewer — Shed Replacement The Mayor said he thought the shed had been replaced as part of this project, however, he was informed by a resident that the shed had not yet been ordered. He said the size requested was not a standard size so the next standard size was considered. A vote will be needed since the shed size has been changed. This will move to the consent agenda 4. Roy Roy Creek Interceptor Contract 3 — Sewer Pipe Costs Mayor Prochaska explained that Contract #3 is the portion of the sewer to be built from Rt. 34 to north of Faxon Rd. Due to Hurricane Katrina, the cost of this PVC pipe has increased by $244,000. It was noted that these contracts are still the low bids and the overall costs are still below the engineer's estimate. The Sanitary District will be able to cover these costs with the Infrastructure Participation Fees (IPF) fees and will insure that the project keeps moving. It was recommended to move this item forward to the consent agenda subject to YBSD covering the additional costs as stated in the above - mentioned letter. (moved forward in agenda) Administration Committee 5. Rob Roy Creek Bond Ordinance — Admin 1016105 Kevin McCanna was present to speak about this interceptor that will serve the Rt. 47 and Galena Rd. area. He reminded the Council that the City had previously approved $12 million in bonds and they are close to selling those bonds. There are two potential purchasers at this time. He is Page 3 of 8 waiting for the City Attorney to obtain the signed agreement from the three major developers. Mr. McCanna said his company is trying to make these bonds very flexible and wants them to be callable so that as the development occurs, the bonds can be called in. Alderman James asked about the risk to the City. Mr. McCanna said there is very little risk unless all development were to stop for 10 -15 years. And, Mayor Prochaska added that the developers will pay participatory fees and a minimum number of connection fees much be purchased each year. This moves forward to the consent agenda under the Administration portion. (back to order of agenda) MAYOR (coat.) 5. Recreation Office — Internet Contract This is a contract to give the Recreation Department internet access when they move their offices to South Bridge Street. This will be a cost of $36.99 a month that is covered in their budget. The present internet service will be cut on October 19 and the offices are slated to move on October 27 In the interim, the offices at Riverfront will be available for checking e -mail and their registration is already covered. This moves forward to the consent agenda. i ECONOMIC DEVELOPMENT COMMITTEE: No report. I PARK BOARD: No report. PUBLIC WORKS COMMITTEE: 1. Water Department Report for July 2005 — PW 9126105 Alderman Besco pointed out that 3,639,000 gallons less, were pumped in July 2005 as compared to July 2004. This was attributed to the watering ban. Moved forward in agenda to Administration/ #2 Treasurer's Report) ADMINISTRATION COMMITTEE: 2. Annual Treasurer's Report —Admin 1016105 Ms. Pleckham reported that items that are bolded on the `04/'05 report, are items that were changed since the Administration Committee reviewed the report. The bond amounts have changed slightly as well as the expenses due to the bonds. One change she noted was the decrease of $57,000 in revenue. She said a revenue was double - posted that resulted in this deficit. Also, some revenue comes in after the fiscal end of the year, but it is back - dated. Ms. Pleckham will revise this report and re- submit it under Administration for discussion if needed. I Page 4 of 8 Alderman James questioned when the audit would be complete. Ms. Pleckham said the final one is expected November 15 and said that an extension had been filed. Part of the delay is due to GASBY 34. This will move to the City Council agenda. (Agenda returned to order as shown) Public Works (coot.) 2. River's Edge Unit 1— Letter of Credit Expiration — PW 9126105 The letter of credit is expiring and there is still a punchlist. It was recommended by the City Engineer to call the letter of credit. This will move to the consent agenda. 3. 2005 Joint & Crack Filling Change Order #1— PW 9126105 When the project was progressing, it was noticed there would be money left. Some streets in Heartland were added for repair and the expenses went over by $3,330.63. Alderman Besco asked for direction from Ms. Pleckham regarding the funding. Mr. Dhuse noted that the expenses were under appropriation so it would be covered. This will move to consent agenda. 4. Rob Roy Creek Interceptor Contract #3 — Change Order #1— PW 9126105 There was a small extension remaining to be done and a time extension was needed due to lack of availability of sewer pipe. This moves to consent agenda to extend the time. 5. Kylyn's Ridge Unit -1 —.Old Second Bank Letter of Credit #15367— Reduction #4 — PW 9/26105 The amount of this bond reduction was $244,577.31 with a remainder of $210,191.64. The work is progressing well. This moves to the consent agenda. 6. Kylyn's Ridge Unit 2 — Old Second Bank Letter of Credit #15540 — Reduction #3 — PW 9126105 This letter of credit will be reduced by $210,191.64. This also moves to consent. I 7. Shallow Well Siting Program = PW 9126105 Alderman Besco said EEI had given a presentation and noted that three properties have promise. After testing, one was found to be very viable. In order to test three additional sites, the cost would be approximately $15,000 to $20,000. Approval will be needed to move ahead with more testing. Mr. Dhuse said this is not a budgeted expense and asked Ms. Pleckham to review the Page 5 of 8 budget for available funds. It is hoped the testing can be done soon since the crops are being harvested and before the ground freezes. Alderman Besco asked if this testing could be developer- driven. It will be necessary to make sure any such funds are not already appropriated according to Mayor Prochaska. This item will go back to C.O.W. to check on funding. EEI will need to be notified as well. 8. Castle Bank — Letters of Credit #606 & #607 — Reduction #1— PW 9126105 The work is completed and the remaining amount is $77,672.05. This moves to consent agenda. 9. Fox Hill Unit 7 Letter of Credit #2 — PW 9126105 Amount remaining in this letter of credit is $30,729.56. This project is progressing well. Moves to consent agenda. 10. Routine IDOT Highway Permit —Heartland Center This permit is in regards to a sidewalk along Heartland Commercial Development. IDOT requires a resolution from the City to guarantee the work being done. This moves to consent agenda. 11. McVickers Development —Routine IDOT Highway Permit This is a routine IDOT permit for construction of utilities and other improvements north of Cannonball Trail. i Moves to consent agenda. 12. Acceptance of Heartland in Yorkville — PW 1013105 The punchlist is now complete and the City Engineer recommended approval of the improvements for ownership and maintenance. The Mayor noted there is a 1 -year warranty. Moves to consent agenda. 13. Water Department Report for August 2005 — PW 10/3/05 No discussion, item moves to consent agenda. 14. Fox Industrial Park Project —Supplemental MFT Appropriation Resolution — PW 10/3/05 Mr. Besco reported this is a bookkeeping item. IDOT had done an audit and something had not been credited against the MFT account. No funds were exchanged. This moves to consent agenda. Page 6 of 8 15. In -Town Drainage Improvements — Change Order #8 — 11 — PW 10/3/05 This is a change order for utilities since many utilities were found that were previously unknown. The costs should be available soon. Moves to consent agenda. 16. Rob Roy Creek Interceptor Contract #5 — Temporary Easement — PW 1013105 This is an easement with CJ Insulation and is temporary. Attorney Bersani said that it should be recorded. Moves to consent agenda. 17. Rob Roy Creek Interceptor Contract 4 — Bid Results The low bidder was D. Construction of Coal City at $1,495,900. Moves to consent agenda after looking at inter - governmental agreement per Ms. Pleckham. Attorney Wyeth will be asked to review. This work will include an area north of Faxon Road to north of the train tracks. 18. Routine LOOT Highway Permit — Raintree Village Route 126 Improvements This is a standard resolution for IDOT. Moves to consent agenda. PUBLIC SAFETY COMMITTEE: 1. No report. ADMINISTRATION COMMITTEE: 1. Salary Survey: Mayor, Alderman, Clerk & Treasurer — Admin 1016105 Alderman James said that Bart Olson had completed a survey of salaries from other towns. The other Councilmen asked to see the survey. The last time a restructure was done was six years ago that included an increase from $2400 to $3600 for aldermen and $5500 to $8500 for the Mayor (includes being Liquor Commissioner). This will come back to C.O.W. on November 15 to review the findings. There will be no changes until the next election. 2. Treasurer's Report Previously discussed 3. Bristol Bay SSA Resolution Declaring Official Intent —Admin 1016105 This is the ordinance declaring the intent and was already approved with the PUD with Pulte. It was noted that the wording had been changed slightly. Page 7of8 This moves to City Council for a vote. 4. Raintree Village HSSA Establishing & Bond Ordinance —Admin 1016105 This establishes the ordinance and was included in the original PUD. This moves to City Council for consideration. 5. Roy Roy Creek Bond Ordinance Discussed earlier in the agenda. 6. Nextel Second Line Option —Admin 1016105 Alderman James said that some employees had expressed interest in having a second line on their City phones that would be their personal line. The bill for that line would be sent to their home addresses. There is no obligation to the City if those charges are not paid. Alderman James said he was in favor of this idea and there would be no need to carry two phones then. According to Alderman Besco, there are other companies offering similar services for half the amount and he suggested the City look into those first. He will provide those company names to Ms. Pleckham. At this time, there are approximately 60 phones being used by employees and about 30 of those are in the Police Department and 25 -30 in Public Works. Alderman Munns noted that $27,000 was spent on Nextel phones last year. In the past, employees have been required to pay for personal calls made on the Nextel phones. There is no contract on the second line and it will be in the employee's name. This moves to the consent agenda. ADDITIONAL BUSINESS: Alderman Munns said the streetlight at Rt. 34 and Sycamore goes on and off. Public Works Director said a nick had been found in the line for Sycamore & John Street and that will be looked at for the problem area. Alderman Besco said the streets in Countryside near York Meadows are narrower and that residents are parking on the streets around that area. This leaves one lane of traffic. Long -time residents spoke with York Meadows management and Ms. Spears said the residents were not treated very well and were told the apartment residents could park where they wish. The Mayor said it might be an issue of striping and this area will be redone when the interceptor is completed. The Police Department will be asked to look at this problem. Alderman Leslie said residents of Windett Ridge have said they have no streetlights yet. Public Works Director Dhuse will contract Com Ed. Page 8 of 8 Ms. Pleckham reported that the SSA panel discussion will be October 20 from 2 -4pm and approximately 60 people have registered. It was noted that EDC would be discussing SSA's on this night. Mr. Besco asked if this discussion could be taped for those who cannot attend. Ms. Pleckham will contact Glory Spies about that possibility. As there was no other business, the meeting was adjourned at 8:18pm. Respectfully submitted by Marlys Young, Minute Taker PLEASE SIGN IN MEETING: 0&,L) DATE: G Lt r s f's as e 's i n{gJylE BUSINESS PHO14E # I I (7 �I � "/ �14U ! ��.X� -� J'' �a�N'�i ^ L•�(`�5��CV�— �i�a �� � v� � �i 1 � /��'� (�0 �Olf� C, I-C 30- 3 �1 7G -3�6 `37°x' co ao J i. �I