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.
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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.
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ECONOMIC DEVELOPMENT COMMITTEE:
No report.
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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.
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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.
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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.
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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
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