COW Minutes 2005 07-19-05 Page 1 of 6 APPROVED 8/23/051
UNITED CITY OF YORKVILLE
COMMITTEE OF THE WHOLE
City Conference Room
Tuesday, July 19, 2005 - 7:00 p.m.
In Attendance:
Citv
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 (arr. 7: l Opm)
Rose Spears - Alderwoman Laura Brown — Executive Director,
Dean Wolfer — Alderman Parks & Recreation
Joe Besco — Alderman
Wanda Ohare - Alderwoman
Guests
Lynn Dubajic — Allecia Vermillion — The Beacon News
Economic Development Director Kathy Farren — Kendall County Record
The meeting was called to order at 7:00pm by Mayor Prochaska.
PUBLIC HEARINGS:
None
PRESENTATIONS:
None
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DETAIL BOARD REPORT BILL LIST):
Individual items on bill list discussed as follows with resolution in italics:
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Page 3: Ms. Ohare -Is service from Bristol Kendall FD reimbursable for DUI suspect?
Mayor will check with Chief Martin, Mr. James suggested policy on such occurrences. Ms.
Pleckham later said it appears the ambulance charges will be reimbursable.
Page 9: Ms. Ohare -what is Master Account?
Long list of street lights from older part of town, per Mr. Dhuse
Page 11 & 31: Ms. Spears -what is signature stamp for Mr. Powell?
First signature stamp broke, item was replaced
Page 14: Ms. Spears -Is "Streets -Grand Reserve" an accounts receivable?
Developer gave money upfront, money is for perimeter road
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Page 18: Ms. Spears -item # 15, 2 nd month rental portable storage unit, why is this on charge card?
A PODS unit was rented for which an upfront payment was required. This payment will be
covered in the project costs.
Page 20: Ms. Spears- English & Sons, Fox Hill SSA, is this reimbursable?
Yes, for lawn mowing in this subdivision
Page 40: Ms. Spears -1 item, legal services -is there a breakdown of work for the $1700
Attorney Wyeth stated these charges were related to a specific legal case
Page 46: Ms. Spears- Regarding "administration legal issues ", these items are all documented by
the Attorney. Also on page 46, Ms. Spears asked if the charges for the liquor license are not
included in the Attorney's duties.
The stipend includes meeting attendance and this particular charge is allowed a separate charge
because it is for a specific ordinance amendment.
Page 47: Ms. Spears - Administration Beecher services -Ms. Spears asked if Mr. Oliver could pay.
This charge was to move Senior Services from Countryside Center.
This charge is for the City's agreement for use of facilities for Senior Services
Page 48: Ms. Ohare- charge for having a dog at a kennel overnight
Was a grooming charge for police dog
Page 45: Ms. Ohare -asked if City is ending contract with Weblinx
New vendor was out of town on vacation, so contract is not terminating at this time.
Page 37: Mr. Besco -asked about Admin T -line charges & Admin T -line Centrex
Ms. Pleckham will research bills, but the charges were thought to be for the shared T -1 line and
possibly for internet
Page 49: Mr. Leslie - questioned per diem meals for training
There is policy in place for such charges.
This ended the discussion and the bill list will move to City Council next week for consideration.
ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA:
1. Treasurer's Report for May 2005 — Admin 717105
Ms. Spears noted that the report had not been signed.
This report will move to City Council consent agenda.
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MAYOR:
1. Countryside Interceptor Bid Results
A memo from Joe Wywrot named Glenbrook Excavating as the low bidder at $1,241,863.00. Ms.
Ohare commented it was unfortunate that a Yorkville company could not have the job, however, it
was noted that Glenbrook had done several jobs for the City. Alderman Besco said the equipment
for the job is already here and the bid would be much higher if equipment had to be brought back
to the City. He also said the price should decrease somewhat because of less de- watering due to
the drought.
This item did not go through committee due to deadlines and the committee schedules for C.O.W.
It was also suggested that this type of item should be under Public Works rather than under Mayor,
on the agenda. The Mayor said he had spoken with the City Administrator to appraise Public
Works of such situations
This item will move to City Council consent agenda.
Z Route 4 7 Improvements
A letter from Mr. Wywrot, based on IDOT information, detailed some items needing to be done in
conjunction with Route 47 improvements. One IDOT request was to vacate Jefferson Street on top
of the hill. Mr. Wywrot does not approve of that request and as a result Mike Schoppe may be
hired to design terracing/landscaping down the hill.. Alderman Besco said traffic problems would
be created for the courthouse if Jefferson Street were vacated. He favored the terracing option and
said it would also look more pleasing.
Mayor Prochaska stated that if the Council wanted to pursue this matter further, he would like this
item moved to Public Works for discussion. It is thought the County would contribute money for
this project. At this time, Ms. Spears commented that she has received many phone calls from her
constituents voicing disapproval of the many consultants and studies for the City.
The County will be requested to provide more information and the item will move to the Public
Works committee.
3. Routine IDOT Highway Permit & Resolution — Raintree Village Offsite Sanitary Sewer
This permit resolution is needed by IDOT to allow the City to construct a sanitary sewer across
Rte. 126. Attorney Wyeth noted that this item and item #4 were almost identical as they are
routine and just a matter of procedure. This project is currently under construction and it was noted
that Mr. Wywrot had authority to sign the application, but that the resolution was needed as well.
4. Routine IDOT Highway Permit & Resolution — Grande Reserve Route 34 Widening and
Signalization
This resolution is for work at the intersection of Rte. 34 and Bristol Ridge and for a traffic signal.
It moves to the consent agenda.
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5. Beaver Street Water Booster Station Repair
Public Works Director Dhuse said this repair project is very time - sensitive. When the south tower
was being repainted, it was decided to perform a "check -up ". Both pump motors and impellers
were found to be beyond repair and there is a replacement cost of $7,767 for each set of shaft and
impeller plus cost of installation. In addition, there is an hourly labor charge and a 75 -cent per
mile charge from Centralia. Ms. Dhuse said he hopes to split the mileage charge with other cities
when other jobs are being done. The water tower painting will be done by the end of August and
the repairs should be performed before that time also.
Funds will come from either Water Improvement Expansion or Water Operations. Ms. Pleckham
noted that the actual cost of painting the tower was a bit under the estimate so some of that money
could be used for the repairs. Mayor Prochaska said he would like an estimate before proceeding
with the work.
This will move forward to the consent agenda.
The following agenda items were discussed together:
6. Contract B.I. —Wells No. 3 and 4 Well Mouse and Treatment Facility —Award Contingent
Upon Receiving IEPA Loan
7. Contract B.2 —State Street Finished Water Main —Award Contingent Upon Receiving IEPA
Loan
8. Contract B.3 — Wells No. 3 & 4 Raw Water Main and King Street Finished Water Main —
Award Contingent Upon Receiving IEPA Loan
Mr. Dhuse said this is the last of large contracts for the water system and includes a water main
across the river and up State Street. He said the City is waiting for approval from the EPA.
Attorney Wyeth said the bids were opened on June 29 with 30 -60 days for the award process. It
was noted the bid is under the engineer's estimate and funds from the EPA are possible. The
Mayor said the plans are all finished, the engineering is completed and the bids have been received,
thereby increasing the chances for the funds. Attorney Wyeth added that the EPA is aware that the
City has met all the deadlines.
This matter moves forward to the City Council consent agenda, contingent upon IEPA loans.
9. 2005 IML Conference Designation of Voting Delegate and Alternate Delegate
The Mayor is considered the official delegate to this conference, however, he needs a designate to
attend. Alderman Leslie will attend in that capacity and Alderman Wolfer will attend as well.
CITY ATTORNEY
1. Right of First Refusal for 20 Acres — Route 34 Between Countryside Parkway and Bristol
Ridge Road
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A memo from Attorney Wyeth was discussed that outlined the right of first refusal on this
property. He said that the City has no obligation to make this purchase, only the opportunity to
purchase it. Mayor Prochaska gave a synopsis of the land ownership and the offer to the City.
Alderman Leslie questioned the City's role in this possible purchase that involves several different
parties. It was also noted by Alderwoman Burd that it appeared there were two rights of first
refusal. The owner, Mr. Theidel, will be contacted regarding this and Attorney Wyeth will report
back to C.O.W. on August 2 °a under the Attorney's Report on the agenda.
ECONOMIC DEVELOPMENT COMMITTEE:
No report.
PARK BOARD:
1. Sunflower Park — Equipment Bid Results — PK Bd. 7111105
Ms. Brown requested that the committee accept the Park Board recommendation for playground
equipment for Sunflower Park. A combination of vendors was chosen for a total of $55,802. She
said construction will begin in late August or September.
This item moves to the consent agenda.
PUBLIC WORKS COMMITTEE:
No report.
PUBLIC SAFETY COMMITTEE:
No report.
ADMINISTRATION COMMITTEE:
1. Library Bond Ordinance —Admin 717105
This item relates to the Library expansion that will begin as a result of a recent referendum. An
ordinance will be necessary and $7.25 million in bonds will be sold. The actual cost is thought to
be above the original estimate and additional funds will come from developer fees. An owner's
representative is currently working with the architect. Bids will be opened August 29 for this 14-
month project. The bond closing will be August 12 Kevin from Speer Financial will be present
at a future meeting to present information regarding the bond sale
This agenda item will move to the City Council agenda for a vote.
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ADDITIONAL BUSINESS:
Paul James reported residents of Sunflower Subdivision are asking for a stop sign in their
subdivision as there are none and at this time there is only one speed sign. Mr. James said that
some drivers are using this subdivision as a shortcut off Rt. 71 to Rt. 47. Chief Martin will be
asked to place a speed trailer, however, one has been there and it is only a deterrent at that time.
This matter will be discussed further at Public Safety.
Alderwoman Spears suggested that the eminent domain issue be brought back to a C.O.W.
meeting. She said the city should be proactive regarding this issue and that there are several web
pages listing the cities in support. The Mayor said committee members should review the
resolution and the matter will be brought back to C.O.W. on August 2 nd with a vote on the 9 The
Attorney will be asked to review this document and any ideas should be forwarded to him.
A traffic study at Rte. 34 and Sycamore was requested by Alderwoman Ohare. The Mayor said he
has spoken with the State. He further said that a commercial building is being constructed there
and a traffic signal could be erected at that time.
This will be put on the Public Safety meeting agenda and Mr. Dhuse will speak with Mr. Wywrot
to coordinate.
At a previous meeting, Alderwoman Burd had suggested a seminar regarding SSA's and Mr.
Besco asked if anything had been set up. Mayor Prochaska said it was hoped to have realtors and
others present to share their ideas. Mr. James said he would like for homeowners to be able to
attend also. According to Ms. Pleckham, this seminar is being planned for September.
Mayor Prochaska noted the death of former City employee Judy Bell. She retired some time ago
after serving the City in various capacities. He called her an "extraordinary woman" and expressed
his sympathy. He presented a sympathy card for committee members to sign.
Eric Dhuse said even though there is a sprinkling ban, the parkway trees should still be watered.
An earlier question on the bill list was clarified by Ms. Pleckham. She said the first T -1 phone
charge is split with the Library.
There was no further business and the meeting was adjourned at 8:18pm.
Respectfully submitted by
Minute Taker, Marlys Young
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