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COW Minutes 2005 08-16-05 Page 1 of 8 APPROVED 10/25/20051 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE Council Chambers Tuesday, August 16, 2005 - 7:00 p.m. In Attendance: Cit-V Art Prochaska - Mayor John Wyeth — City Attorney Paul James — Alderman Traci Pleckham — Finance Director Val Burd - Alderwoman Eric Dhuse — Public Works Director Jason Leslie — Alderman Bill Powell — City Treasurer Rose Spears - Alderwoman Laura Brown — Executive Director, Dean Wolfer — Alderman Parks & Recreation Joe Besco — Alderman Tony Graff — City Administrator Wanda Ohare - Alderwoman Bart Olson — Intern/Deputy City Clerk Marty Munns — Alderman Guests Lynn Dubajic — Allecia Vermillion — The Beacon News Economic Development Director Kathy Farren — Kendall County Record SEE ALSO ATTACHED GUEST LIST OF PUBLIC IN ATTENDANCE The meeting was called to order at 7:02pm by Mayor Prochaska. He explained the format of the meeting to the large group of persons in attendance. Since many of those persons were present for the discussion regarding the use of the Beecher Building and the Senior Facility Agreement, the Mayor moved these items to the beginning of the agenda. History The Mayor gave an overview of the history of these agenda items. The Countryside Center Shopping Center will be redeveloped and the Senior Center located there will be displaced. The developers at Countryside offered to assist in finding another location for the Senior Center. Mayor Prochaska formed an Ad Hoc committee to research an alternative facility and many of those committee members, as well as others, were present at this meeting, to discuss an alternative facility. The first solution considered was a temporary facility and the second solution was to provide for a long -term facility. The Mayor commented he felt it was very important to maintain such a Center in Yorkville and the Beecher Center was suggested as a temporary facility. It was originally used as such, however, the Senior Services outgrew the facility and moved. The Salvation Army remained at Beecher and provided the Golden Diners Program, Meals on Wheels and other programs. The Mayor stated that he thought the Senior Services should be allowed to stay at Beecher since it already has kitchen equipment in place. Page 2of8 Discussion The Mayor then opened the floor for discussion. Rita Murphy, a volunteer at Golden Diners and a member of the Ad Hoc committee, then spoke. She felt it was important to maintain the Seniors Services in Yorkville and to not restrict the use of the facility to Yorkville residents. She was also concerned about a newspaper article which she felt was sending a message that the seniors were going to force the kids' activities in the former Castle Bank basement. Mayor Prochaska said the owners of that building are agreeable to allowing Parks and Rec to use the lower level. Alderman Munns commented that the Council must keep in mind that these seniors have paid taxes over the years and deserve to have use of the Beecher building. In addition, Alderwoman Spears expressed her concern regarding the possible disruption of programs if they were moved to the Castle Bank site. She also had spoken with many of the seniors who attend the programs provided and felt that all seniors should be welcome in Yorkville regardless of where they live. She said that many Yorkville seniors also attend Golden Diner meals in Montgomery and Aurora and are welcomed there. Over the last few years, budget line items for senior services have been requested according to Ms. Spears and some development fees should be allocated for senior services. In conjunction with Ms. Spears' suggestion, the Mayor noted that Yorkville is now seeing age targeted communities that pay land cash and he suggested those funds could be applied to a senior facility. Prairie Gardens in southern Yorkville and an area in Grande Reserve are examples of age- targeted communities. Del Webb is also considering a development. Alderwoman Ohare directed a question to Senior Services Director Bette Schoenholz asking where funding came from for the services provided. Ms. Schoenholz replied that one -third came from each of the following: 1) County, 2) federal and state funds and 3) from fundraisers, United Way, donations etc. Ms. Schoenholz said that staff will be needed when a senior center is finally built and that it is important to partner with other agencies that can provide the needed staff. Social services as well as recreation are needed for any senior center. She added that her agency has been given the opportunity to go to Oswego, however, the likelihood of coming back to Yorkville when a senior center is built, is very unlikely. The current Senior Services is self - supporting according to Ms. Schoenholz. They have their own insurance, are a non -profit entity and the City is not responsible for funding the service. Alderman James suggested that perhaps the current Parks activities should be kept at the Beecher Center since the sports fields and playground were already there. None of those amenities are present at Castle Bank. Mayor Prochaska added at this point, that it didn't make good sense to spend a lot of money on remodeling Castle Bank when it would be just a temporary solution. Alderman James asked if Senior Services had approached places such as the American Legion or area churches about using some of their space. Ms. Schoenholz replied that some facilities are not handicap- accessible, but that Harold Oliver had offered the group some space in Oswego. In addition, since the Senior Services lease was not able to be fulfilled in Countryside Center, Mr. Oliver will owe Senior Services money. Page 3 of 8 Another issue discussed was the fact that Ms. Schoenholz does not have adequate staff to break down tables and chairs each night in other locations. She also said that as the steward of grant money received, she would not put the money ($260,000) into a temporary facility. Mayor Prochaska asked the question: if Senior Services moves out of Yorkville, is the City ready to re- formulate budgets and provide staff to provide the services that would be absent. Alderman Besco questioned the cost of moving all the present programs and renting other space. These costs are being worked on with the developer and hopefully, at no cost to the City. Aldermen Leslie and Burd concurred that Yorkville needs to support the seniors and said a message of the importance of that support is being sent to younger generations. Ms. Schoenholz said she would make every effort to include inter - generational programs available to help promote good relations between seniors and youths. More classes for the seniors should be offered through the Park District as suggested by Ms. Spears. The Mayor said that not many senior programs are offered through the Park District since other organizations provide those types of services. Mayor Prochaska stated that Laura Brown is researching private /public partnerships with the City and he has also been contacted by two separate groups interested in such a partnership for the Senior Center. He also said he wants to see the services stay in Yorkville and noted that the City has the benefit of other agencies currently staffing the senior services. Resident Doris Dick then spoke and suggested that the upstairs of the Castle Bank be remodeled for the seniors and that assistance could be requested from Harold Oliver. She did not believe that the children should be brought to this future construction zone. In summary, Mayor Prochaska said a consensus is needed to move forward with some remodeling of the Beecher Center for use by Senior Services. An informal poll was taken of the Council members with the majority favoring moving forward. He also pointed out that these updates to the Beecher Center would not have been made otherwise so that the City is benefiting, in addition to keeping the Senior Services in Yorkville. An agreement with Senior Services and the Tri-Land Group will be brought before the Council at a future C.O.W. Alderwoman Wolfer asked that the land cash matter be considered a priority. The Mayor thanked members of the public who attended the meeting for this discussion. This portion of the meeting concluded at 8:20p.m. DETAIL BOARD REPORT BILL LIST): The following inquiries /explanations were made regarding the bill list: 1. Page 2 - Kenneth Baker contracted for sanding and repainting of front doors 2. Page 12 — Administrative lunch for painters who were required to finish the front door paint job quickly in anticipation of a visit by Senator Durbin. The painters worked through lunch in 95° heat. 3. Page 12 — Administrator Graff noted the City was double - billed for the ICMA conference and will be receiving a refund. Page 4of8 4. Page 34 — Labor attorney provided employee training on sexual harassment for employees. Alderman Munns suggested other alternatives should have been explored that would not result in such high costs ($1,508.20). Mr. Graff said this attorney would be the one to defend the City if such a case were brought forward. 5. Page 30 — Water operations — sign lettering for watering ban ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA Mayor Prochaska said that there was a number of items recommended for the consent agenda and asked if there was any discussion on these items. Ms. Ohare inquired about the pavement striping (item #5) in front of Menards and why the City was paying for it if they did not have jurisdiction there. It was clarified that the streets in that location are City property. She also commented on item #12, Letter of Credit Reduction for F.E. Wheaton and said that Mr. Wywrot had recommended a policy regarding letters of credit reduction. She asked if the policy matter should be brought before the Administration committee. Alderman Munns asked the City Administrator what fees were covered in the City policy, for the NIU class the Administrator is enrolled in. The Administration will be reviewing the tuition reimbursement policy in October. MAYOR 1. Coffee with the Mayor, August 20 at York Meadow Apartments Mayor Prochaska noted the time and place of the next coffee. 2. Senior Facility Lease Agreement Discussed at the beginning of this meeting. 3. Special Meeting with Dr. Gabris - August 3e at 6 :30pm The Mayor noted this meeting date and said that an IML representative would be present as an independent observer. The City Treasurer and Clerk will be asked to attend as well. A volunteer sign -up sheet for the Riverfront Festival was passed around by the Mayor on behalf of Glory Spies. CITY ATTORNEY 1. PC 2005 -40 Menard's Commercial Commons Third Addition —Plan Comm. 8110105 2. PC 2005 -30 Menard's Commercial Commons Fourth Addition — Plan Comm. 8110/05 These two items were discussed together. Because of timing issues, these two items were brought forward to C.O.W. rather than to EDC. Attorney Wyeth stated that two easements needed to be vacated. One easement is for a new restaurant and the other is for two professional offices. The Plan Commission gave a recommendation to go forward with these items and they will be moved to the City Council consent agenda. Page 5 of 8 I 3. YBSD Intergovernmental Agreement for Recapture of Southwest Sanitary Sewer Interceptor Project Costs This agreement with Railnet will be up for consideration at the YBSD meeting in September. Administrator Graff said that fees are refunded in 90 days if the City expends the money. Attorney Wyeth will finalize the draft and it will move to the consent agenda for next week's City Council meeting. ECONOMIC DEVELOPMENT COMMITTEE, No report. PARK BOARD 1. Sunflower Park Bid Results — Pk Bd 818104 Laura Brown reported the Park Board met on August 8th and gave a positive recommendation to move ahead with a bid from J.E.M. Morris Construction and selected alternates, for the Sunflower Park construction. It was noted that J.E.M. recently constructed Rotary Park. Ms. Brown also said that some of the work for Sunflower will be done in- house. This item moves forward to City Council consent agenda. 2. Request for Ideas Proposal Pk Bd 818105 On August 8 th the Park Board recommended moving forward to City Council with a RFI (Request for Ideas) for public /private opportunities. Ms. Ohare suggested that perhaps this concept should be a city -wide project. This "request for ideas" is also open to the public. Alderman Munns said he did not necessarily agree with Item #3 that discussed "naming rights ", but he did approve of sponsorships. He also said the City Council should be able to review any such contracts and cautioned about private parties possibly going bankrupt in these types of partnerships. Alderwoman Spears asked how a senior center might fit into this proposal and she recommended that idea to be included in the proposal. Mayor Prochaska cited CorLands as an example of a public /private partnership. There was a brief discussion of the use of advertising and it was generally accepted that each instance should be considered separately. Several scenarios were discussed and the Mayor suggested inclusion of this wording: sponsorships, naming rights and special promotions" and remove "advertising ". Language will be added to include all city departments and other changes will be made. It will be moved forward to City Council on the consent agenda with the wording changes. i Page 6of8 PUBLIC WORKS COMMITTEE, 1. Rob Roy Creek Interceptor — Contract #3 — Results of Bid Opening The bid came in under the estimate so the Public Works committee recommended to move this item forward to the consent agenda contingent upon developer funding. Ocean Atlantic and Centex have a resolution to pay for this. Z Saravanos Property — Plat of Easement This item bypassed Public works according to Alderman Besco, due to the time - sensitivity. Mr. Besco said Coin Ed will not provide power to the site until the easement is recorded. This property is just south of the Shell station at Rt. 71 & 47. This plat will go on the consent agenda. 3. Well No. 6 Treatment Facility — PW 7125105 a. EEI Scope of Service & b. Funding Proposal This project was delayed somewhat and the engineering costs were increased resulting in 13% of the construction costs. Public Works recommended moving this forward to City Council. Administrator Graff noted that this project is developer - funded and language is being incorporated for annexation. The City will ask for front- funding and when the bid goes out, an alternate revenue bond will be looked at. The funding must be used by August 2006. This will move forward subject to funding. 4. Amendment to EEI Water Works System Contract IEPA is requiring an amendment to the contract and will include an affirmative action statement. This moves to the City Council consent agenda. PUBLIC SAFETY COMMITTEE 1. Revising of Administrative Secretary Job Description — Admin 814105 Alderman James stated that this document was a revision of an existing job and was done by Bart Olson. Ms. Ohare suggested that perhaps the starting pay range of about $27,000 was too low for the education and experience requested. This revision was prompted by a job that has evolved according to Administrator Graff and the pay range was comparable to what Mr. Olson found in his research. It was recommended by the Administration committee that this revised description be moved forward. In addition it was noted by Alderwoman Spears that a goal had been set for all the job descriptions to be reviewed. Alderman Wolfer questioned the legal aspect of requiring background checks and said he did not think it should be part of the Job Description, but rather be included in the application. The Labor Attorney had been consulted and it was the legal opinion that it could be included in the Job Description. This revision had been positively recommended by the Administration Committee and will be moved on to City Council consent agenda. Page 7of8 2. Policy for Videotaping Public Meetings — Admin 814105 This is a policy question and had been discussed at prior meetings. Mayor Prochaska stated that Glory Spies had found an individual to do a trial taping and he would like to allow that person to tape the September 27 meeting. He said in the past, WSPY televised meetings. He added that the Consortium wants the City to solicit volunteers for this function because it is a violation of by- laws to have a City employee perform this duty. The Mayor said it is not a legal requirement to videotape, but the meetings must be tape- recorded. Alderwoman Burd said she hoped that the meetings would be videotaped since former Alderman Sticka took time to attend meetings to implement the videotaping process. The videotaped meeting would be televised on cable TV since Yorkville is part of the Consortium. It was decided that the videotaping would be done and it will be reviewed at a C.O.W. meeting after September 27 3. Waterworks System Contracts B.2 & B.3 —Alternate Revenue Bond — Admin 814105 The IEPA loan the City applied for included 3 contracts. Administrator Graff said the plan was for a river crossing and then the clean water would be returned to the system. These costs would have been covered under contract 2 and 3. It was learned that these contracts would not be funded , through IEPA and only the water treatment facility will be funded at this point. Alternate revenue bond sales in the amount of $2 million are necessary as a result of the lack of funding. The alternate revenue source will be water connection fees. These contracts have been approved subject to funding. This matter will move forth to City Council for approval under Administration. CITY COUNCIL REOUESTS, 1. Eminent Domain Powers — COW 7119105 Attorney Wyeth revised the ordinance regarding eminent domain that had been discussed at a prior C.O.W. meeting. He also presented a shorter version. Alderwoman Burd also suggested some grammatical and wording changes for the ordinance. Alderman Leslie questioned if the City can resolve to not use eminent domain. It was noted that the Supreme Court hands the local decisions back to the State and the City can also "self- limit ". It was agreed to use the long version (with revisions) of the ordinance and this will be moved to City Council. 2. Beecher Center Usage — CC 819105 Discussed earlier in the meeting. 3. Spraying for West Nile Virus Public Works Director Dhuse reported that the City is paying for three sprayings each season at a cost of $4500 and there.is one more scheduled within the week. Sprayings are also done for I special events. Alderman Besco said he thought the City should contact the County and ask if they do sprayings or what procedures they have in place. It was reported that Bristol Township does Page 8of8 have such a program. Alderman Wolfer asked if any collections stations were set up, but there are none. ADDITIONAL BUSINSS Alderwoman Spears noted the $600 -$700 cost per month for water bills in the Lakeview subdivision. The high cost in this SSA area was attributed, in part, to the sewers. Mr. Besco reported wasps are building nests in back of City Hall. As there was no other business, the meeting was adjourned at 9:42pm. Minutes respectfully submitted by Marlys Young, Minute Taker PLEASE SIGN IN MEETING: e- 0 e DATE: NAME BUSINESS PHONE # sS -:S 3"53 - D 3/ — �3 — -fir a570 Akuc Owvw�O%A. kaegq k&j K-b AJ x`5 - 9,39(cs 7 e Ap- tci5as