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COW Minutes 2005 06-21-05 Page 1 of 5 APPROVED WITH CORRECTIONS 7/12/05 COMMITTEE OF THE WHOLE Tuesday, June 21, 2005 7:05 P.M. City Conference Room Present Alderwoman Valerie Burd, Mayor Pro Tern Alderwoman Rose Spears Allecia Vermillion, Beacon News Alderman Paul James Kathy Farren, Kendall County Record Alderwoman Wanda Ohare Tammy Smock, Yorkville Park Board Alderman Joe Besco Bart Olson, City of Yorkville Alderman Dean Wolfer Anna Kurtzman, Building Safety John Wyeth, City Attorney Tony Graff, City of Yorkville Laura Brown, City of Yorkville Lloyd Yepsen Bill Powell, City of Yorkville Melanee Yepsen Traci Pleckham, City of Yorkville Pera Yepsen Harold Martin, Yorkville Police Public Hearing: None Presentation: None Detail Board Report (Bill list] Northwest Collectors Inc. is a Collection Agency handling the bills the city puts into collections. Alderwoman Spears would like to see a detailed list of who owes the city money. Items Recommended by Committee for Consent A genda 1. Police Reports for April 2005 2. Police Reports for May 2005 3. Treasurer's Report for January, February, March, and April 2005 — the format of the reports is being revised, so the city does not have to wait for a monthly audit to compile the reports. Treasurer Bill Powell is not sure what the report will look like until it is done. 4. Single Audit Engagement Letter for $950,000 Water Radium Grant (Not to exceed $4,000) — Finance Director Tracy Pleckham recommends this go on Consent Agenda. It is a governmental Grant that requires an audit. All items will go on Consent Agenda. Mayor 1. ZBA 2005 -20 Lloyd & Pera Yepsen — Rear -yard & Lot area Variance Request - a. Draft Ordinance Approving Variance for Reduction of Minimum lot size and Reduction of Rear Yard Set Back for 307 Mill Street. - Petitioners seek to divide a lot at 307 Mill St and construct a residence. The current house is straddling the Plat of Record lot and the Needs and Bounds lot that has been attached to this property. The southern portion of the Needs and Bounds lot is what will be divided, creating a second parcel for a new house. The proposed Page 2 of 5 new lot would be 7,375 square feet. This lot currently is one of the larger lots on the block. Divided, the lot with the existing house would be average, and the new lot would be a smaller lot, but it would not be the smallest on this block. The rear setback will be 20 feet. Anna Kurtzman recommends approval of the creation of the new lot and rear yard setback. This ordinance would be an exhibit with the footprint of the house attached. This will go on Consent Agenda. 2. Coffee with the Mayor will be June 25` at the Fine Arts Festival at Riverfront Park on East Hydraulic Avenue from 9 am to 11 am. Citv Attornev 1. Annual Approval of Prevailing Wage — Draft Ordinance — The Department of Labor enforces the Employers paying their Employees Prevailing Wage. A strip of paper can be placed above this posting in the foyer of City Hall that says for further information call, and the phone number for the Department of Labor. This will move on Consent Agenda Human Resource Commission 1. Salvation Army Golden Diners Sponsorship Request — this has not gone to committee yet. This is for a cash donation of $250 for the home delivered meals program, but the money will be disbursed throughout Kane, Kendall, and McHenry counties. It will not be able to stay only in Yorkville, or only in Kendall County. It has been Tabled and sent back to committee. 2. Market Day Fund raiser Sponsorship Request — This has been approved by the Human Resource Commission. The deposit has not been waived. This will go on Consent Agenda. Laura Brown requested there be a line added to the form to see if the date is available, if it has been approved, and if it is tentatively booked. i Ad Hoc Technology 1. Redesign and Redevelopment of Website — Glory Spies has interviewed 3 companies and recommended J Rundy to do this work. The city will have direct access to the web page and the calendar. It will be a flashy, eye appealing and user friendly web page. Glory will be the main person updating the web page. It is not a budgeted expense; the money will be coming out of the contingency fund. Tony recommended the city add 30 support hours to the package for the first year. Ad Hoc Tech recommended to approve $7,900 but to include the additional support hours and any other additions made; it should not exceed $9,500. This will go on Consent Agenda. Economic Development Committee No Report Park Board 1. Gilbert Park Bid Opening Results — 3 Companies bid on this project. The Park Board's recommendation is to accept the bid for JEM Morris Co. with the alternates. The bid is for $49,758 with an additional $5,000 of work to be done in- house. This will save the city money. The total bid comes to $54,758. This is a budgeted expense under Land Cash. The park is at the corner of Adrian Street and Washington Street. This will go on Consent Agenda. 2. Cooperative Agreement for Park view Christian Academy — Request to use General Fund Contingency Dollars of $1,620 to cover this un- budgeted expense — Page 3 of 5 This is to run the Kiddie Campus out of the Parkview Academy from June through August because of the changes being done to the Beecher Building. It was suggested that this expense be presented to Mr. Oliver since it is not a budgeted expense, and it is an expense generated due to the relocation of the Senior Center. This will go on Consent Agenda. 3. Park Naming of Sunflower Park — The homeowners of Sunflower Subdivision requested the Park be formally named even though the park is not yet built. They would like to keep their name and identity as a subdivision. This will go on Consent Agenda. Tammy Smooch is on the Park Board. She just went on the semi - annual Park Board Tour of 19 Parks. The company who built the Grand Reserve Park is the same company who will be building Gilbert Park. Public Works Committee No Report Public Safetv Committee 1. Request to purchase LIDAR Unit — This is more of an FYI for the Council. It will be used in residential areas, and it will be purchased with money from the CPAT account. This will move on Consent Agenda. 2. Cadet Program — this is also an FYI. It has already been approved. The application process will begin on Saturday, and chief martin is hoping to have someone selected by August. The Cadet will be taking classes at Waubonsee. The tuition costs are part of the program, but the cadet will still need to keep his or her grades up. If the Cadet should receive a C or less, they will get a warning, and if the Cadet should still receive poor grades, the program would then be terminated with that person. The Cadet will be mentored by Jon Helland, the school SRO officer. The Cadet will have to go through field training. The Cadet will have to go to school and work part-time 20 hours a week and be successful at his or her evaluations. 3. Liquor Ordinance Amendments - There were some corrections to this. In Exhibit "A ", 9:00 should have a pm after it. And in Exhibit "D" paragraph (d) the words beer should be replaced with alcoholic liquor. This will move on Consent Agenda. 4. New Program to Assist with Missing Kids — This is an FYI. It is a tool for smaller communities to use. It is provided at no cost to the city. This organization can produce 1,000 phone calls in 60 seconds to locate a missing child. Even though it is targeted at fmding missing children, the company will look for missing mentally challenged adults, college kids, and elderly people. This will move on Consent Agenda. 5. Parking — On Street/Overnight/Around Parks — Request for Public Meeting a. Prohibition on Overnight and Certain Commercial Parking — There will be a public meeting on this subject July 26`" at 7pm. The City Council could vote on this with a proposed effective date. If it is passed the officers would give out a warning for the first ordinance violation, and then a citation would be issued for any following ordinance violations. The proposed ordinance could be put on the website, and a flier can be placed on the windshields of the vehicles parked on the road once it has been passed. There was a correction in that it would be specified to be No Parking on a curbed street. This will go on Consent Agenda. b. Fox Hill Park East & West — No Parking on specific Streets — It was suggested that for future Park projects there be a requirement for off street parking to be built and developer installed. Also it is possible that the curb in front of the park could be cut into to make more parking. This moves on i Page 4 of 5 Consent Agenda. 6. Request to purchase two replacement squads — This is an FYI, it has already been budgeted. The reason for the two types of cars being purchased is the cars that are being replaced are the same type, and the equipment can just be transferred to the new car. This will move on Consent Agenda. 7. Request to purchase Data Recorder for Total Station — This will come out of the CPAT account. This will go on Consent Agenda. Administration Committee 1. Community Development Director Job Description — The answers to Bart Olson's questions were: for #1, the Community Development Director should report to the City Administrator. For #2 regarding minimum education and years of experience should be 8 years of experience and a Master's Degree required. It is also thought that a headhunter can be used to expand the geographical area of people that would apply. For Bart Olson's P question about Abby Roger's changes based on her legal review, Functions 3, 10, 18 and 20 will be deleted. Functions 1, 11, 12, 7, 9, and 19 will be reorganized and prioritized as recommended by Abby Rogers. Bart Olson's 4"' question is about the salary. The salary range should be between $80,000 and $105,000 based on the salary survey. This will be revised and move on Consent Agenda. 2. Draft Resolution Adopting Sponsorship Policy — The forms used to request Sponsorship will be revised to include the date and time received, the date . approved, and the date availability. This is to be received by the city clerk who will then call for facility verification. Tony Graff will send out a memo to implement a policy to see this is handled properly. 3. Senior Engineering Technician Salary Schedule — This is a senior tech level and would not be a supervisory position. It is recommended that another salary range be added of $41,000 to $57,100. The people already filling this position are already making at least $41,000. a. Draft Resolution Adopting Salary Schedule for Senior Engineering Technician 4. Senior Engineering Technician Job Description — This revised job description would be for new employees. The minimum experience would be 2 years and at least 64 credit hours of college coursework. Alderwoman Ohare expressed concern that the city would be missing the qualified individuals for this position that never went to college. a. Draft Resolution Creating the Position of Senior Engineering Technician 5. Draft Ordinance Revising the Position of Deputy Clerk — this will be corrected, the extra words of by amended will be deleted. This will move on Consent Agenda. 6. Draft Resolution for Deputy Clerk Stipend — There were questions about whether or not the stipend was enough money for the duties. Since a lot of the duties of the position have been removed, it is thought that is enough. This will move on Consent Agenda. 7. Administrative Assistant Job Description — This is a new position and this person will be the Administrative Liaison to the City Council. The corrections will be moved on and it will return to the Administration Committee for further discussion. a. Draft Resolution Creating the position of Administrative Assistant 8. Revised Office Assistant Job Description — This will move on Consent Agenda, and then go back to committee. a. Draft Resolution Approving Revised Job Description of Office Assistant 9. Full -time Accounting Clerk I Job Description — This is a new position that is in the Page 5 of 5 Budget. The minimum requirements for this position would be 64 credit hours of college level coursework with major coursework in accounting, finance, or related field. A Bachelor's degree would be preferred, or any extensive equivalent combination of municipal experience and education that provides the required knowledge, skills, and abilities may be considered. The changes will be made and it will move on Consent Agenda. a. Draft Resolution Creating the Position of Accounting Clerk I 10. Part-time Utility Billing Clerk Job Description — This is a new position that is currently only requiring a High School Diploma or GED. This will move on Consent Agenda. a. Draft Resolution Creating the Position of Part time Utility Billing Clerk Citv Council Requests The City Council requests to send flowers to Alderman Leslie's father who is in the hospital. 1. Draft Ordinance Establishing Committees of the City Council — Alderman Leslie and Alderman Munns told Alderman Besco that he can agree with seniority for choice of committee. The committees will pick their chairman, and in case of a tie, the city council would vote. The changes to this would be that there would be no weighted votes. As it has been presented, city council would pick a chairman based on seniority. The senior Aldermen would get to choose committees first. The Aldermen are comfortable with selecting a chairman inside of the committee, and in case of a tie vote, it would go on to City Council for a vote. To determine the seniority of people elected at the same rime, it would be based on the number of citizens that voted for each Alderman. This will move on to City Council for discussion. 2. Draft Ordinance Authorizing the City Council to Retain Independent Legislative Council — this was Tabled until the next COW Additional Business Alderwoman Ohare wondered about the sign in Fox Hill. The SSA takes care of the median. It will be put on Eric Muse's list. Bart Olson will be putting a note in everyone's mailbox about a seminar. The man holding the seminar wants 100% turnout from elected and appointed officials for it to be the most effective. This was recommended by the Administration Committee. The tentative date is scheduled for July 27` It may be possible to schedule it the first Wednesday in August. Someone from the IML should be invited as an observer. The meeting was adjourned at 10:20 pm. Minutes submitted by Laura Leppert. i PLEASE SIGN IN MEETING: I x)vvum'1 J � �- DATE: �u v�k. 02l r o?OdS� NAME BUSINESS PHONE # I PrA ,4 ye PsEN 5" s s 38 �w r- hj(4 I I