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COW Minutes 2005 03-22-05 Page 1 of 6 APPROVED 6/28/2005 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE SPECIAL MEETING CITY HALL COUNCIL CHAMBER MARCH 22, 2005 6:00 P.M. ELECTED OFFICIALS PRESENT: Mayor Art Prochaska Alderman Wanda Ohare Alderman Joe Besco Alderman Rose Spears Alderman Valerie Burd Alderman Richard Sticks Alderman Paul James City Treasurer Bill Powell Alderman Larry Kot City Clerk Jackie Milschewski Alderman Marty Munns CITY STAFF PRESENT: City Administrator Tony Graff Public Works Director Eric Dhuse City Attorney Joe Wywrot Director of Parks & Recreation Laura Brown Police Chief Harold Martin Finance Director Traci Pleckham GUESTS: See attached list. PRESENTATIONS None. DETAILED BOARD REPORT — BILL LIST Alderman Munns questioned the bill for typewriter cleaning. He asked if a typewriter was still in use in the City offices. Director Pleckham and Chief Martin both explained that a typewriter was still used for things like manual checks. Alderman Spears noted that the Bill List was not HIPAA (Health Insurance Portability and Accountability Act) compliant because it named employees. She suggested that employees be assigned a number and Mayor Prochaska stated he would have the staff look into this. Administrator Graff noted that the listing of names is not necessarily a HIPAA violation because the Bill List is not disclosing medical information. Attorney Wyeth stated he would look into the matter. Alderman Spears also questioned the following items on the bill list: o Page 11, Elan Financial Services, Admin- Paper for Employee for $73.80 - Finance Director Traci Pleckham explained that this paper for the invitations for the Employee Appreciation Dinner o Page 11, Elan Financial Services, Streets- New Clothing for One for $271.96. She noted that on page 6 under Domestic Uniform Rental there was a charge for $757.71 for Streets- February Uniform - Director of Public Works Eric Dhuse explained that the bill listed on page six is for the rental of uniforms whereas the bill on page 11 is for the purchase of work boots, hard hat, etc. Page 2 of 6 o Page 13, Grainco FS, Inc., State User Fee, Materials and Disposal for Mike's Truck for $302.00 — Director Dhuse explained that this was for the disposal of used material. o Page 19, Sewer Op — Replace Microwave for 239.00 and Sewer Op — Return Microwave for $160.00 - Director Dhuse explained that the microwave was ordered and paid when it was discovered it was a discontinued model so the City was given a credit. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA None. MAYOR No report. ECONOMIC DEVELOPMENT COMMITTEE No report. PARK BOARD Park Naming Request for the MPI Regional Park Director Brown reported that the Park Board received a Park Naming Application from Patti Bridge requesting that a park be named after her deceased husband Steve Bridge who was a Park Board member for about ten years. Mrs. Bridge suggested that the Riverfront Park be renamed however that park is identified with its current name. The Park Board discussed this with Mrs. Bridge and suggested naming one of two new parks after her husband. She was comfortable with using his name on either of the two suggested parks. The Park Board made the recommendation that the new regional park in the MPI development (at Kennedy and Galena Roads) be named the Steven Bridge Memorial Park. Alderman Kot commented that he had the privilege of working with Mr. Bridge and that he was a very conscientious, hard - working and dedicated person. He stated that this is a very deserving tribute to him. Alderman Ohare seconded Alderman Kot's comments. Alderman Munns commented that in the future the Park Board should consider shorter names for parks. There was a brief discussion regarding this. This item was placed on the March 22, 2005 City Council meeting Consent Agenda for approval. PUBLIC WORKS COMMITTEE Countryside Pump Station — Results of Bid Opening Alderman Besco reported that the bids were received on February 18, 2005 and the low bid was $1,553,426.00 received from River City Construction Co. He stated that the Public Works Committee recommended that River City be awarded the bid. There was no further discussion. This item was placed on the March 22, 2005 City Council meeting regular agenda for approval. IDOT Letter of Understanding with City for Grande Reserve Route 34 Improvements Alderman Besco reported that the Letter of Understanding regarded the proposed widening and traffic signal improvements on Route 34 for the Grande Reserve subdivision. He stated that the Public Works Committee recommended that this move on to the City Council. Administrator Graff stated that this was one of the items needed for the check list for the signalization permit. Page 3 of 6 Alderman Ohare questioned the maintenance of the signal and Administrator Graff clarified that the City will maintain the light and will be reimbursed 33% of the cost. There was no further discussion. This item was placed on the March 22, 2005 City Council meeting Consent Agenda for approval. Grande Reserve Aquatic Center — Plat of Vacation Administrator Graff explained a blanket easement was done across Lot 3003 of Unit 2 of Grande Reserve. This lot will be used for the aquatic center and City Engineer Joe Wywrot has recommended that the City vacate the easements so the center can be built. There was no further discussion. This item was placed on the March 22, 2005 City Council meeting regular agenda for approval. In Town Road Program — IDNR Storm Sewer Easement Alderman Besco reported that this is an easement needed for the In Town Road Program near Liberty Street. Administrator Graff noted that the state requires an extended license agreement to allow the City to construct, operate and maintain a storm sewer outfall. There was no further discussion. This item was placed on the March 22, 2005 City Council meeting regular agenda for approval. IDOT Highway Driveway Cut for Nelson Funeral Home Alderman Besco reported that Nelson Funeral Home has requested a driveway cut off of Route 47 into their facility from the Illinois Department of Transportation (IDOT). He stated that the Public Works Committee requested information as to how this will affect the upgrading of the infrastructure for Countryside Center. Administrator Graff stated that he received a letter from Attorney Dan Kramer who is representing Nelson Funeral Home stating the Attorney Kramer spoke with IDOT District 3 and they are aware of the request from the shopping center regarding a highway cut onto Route 47. Alderman Sticka noted that the City has no written statement directly from IDOT. Administrator Graff stated that this was correct. Mayor Prochaska also expressed his concern on how this access will affect the shopping center as well as other property owners in the area. Alderman Burd noted that the Public Works Committee discussed the fact that the funeral home already has approval from IDOT and really doesn't need the City's permission. Administrator Graff explained that the City signs off on the permit. Mayor Prochaska stated he would like to postpone this until a letter is received from IDOT stating that the driveway cut will not affect any other cuts in the future. Administrator Graff stated that Smith Engineering has been hired by the shopping center developer to do the design work for the Route 47 access. Smith Engineering stated that IDOT told them they would accept the permit being submitted for full access to Route 47. IDOT also told Smith Engineering that they were aware of this driveway cut. Administrator Graff recommended that this be approved contingent on confirmation from IDOT. He stated he would email IDOT asking for confirmation. The City Council agreed to this and this item was placed on the March 22, 2005 City Council meeting regular agenda for approval. Page 4 of 6 Results of Street Sweeper Bid Director of Public Works Eric Dhuse reported that the bids for a municipal street sweeper were opened on February 24, 2005 and the lowest bid was for $143,900.00 from EJ Equipment in Manteno, Illinois. He recommended that this bid be awarded to them for a Tymco 600 demonstrator model with a full warranty. Alderman Besco noted that IDOT had recently swept the bridge on Route 47 and tied up traffic. He asked if they could be contacted and the City take responsibility for sweeping the bridge. Director Dhuse stated he did not think this would be a problem. Alderman Ohare asked how often the streets would be swept and Director Dhuse stated they will be swept on a monthly basis. This item was placed on the March 22, 2005 City Council meeting consent agenda for approval. Adjustment to New Dump Truck Purchases Director Dhuse reported that he inadvertently gave an incorrect price for the 5 yard dump truck approved by the City Council on February 22, 2005. The price given was $77,875.00 and should have been $89,068.00. He explained that he missed the box and auger upgrades. He stated that funds are available for the difference in the cost. There was no further discussion. This item was placed on the March 22, 2005 City Council meeting consent agenda for approval. PUBLIC SAFETY COMMITTEE No report. ADMINSTRATION COMMITTEE RFQ Policy Administrator Graff reported that a policy for Requests for Qualifications (RFQ) has been created. The policy states that specifications within the RFQ and the process will be reviewed and approved by the City Council (i.e. who will perform the interviews, reference checks, site visits, etc.). The policy was being presented to the City Council for approval. Alderman Burd stated she would like to add that during the RFQ process that no one from the City has contact with any of the firms submitting RFQ's. She stated that if the submitters have any questions, they should be put in writing to a designated person. Any answers to the questions or addendums should be sent to all the submitters. Director Pleckham questioned how this would relate to bidder's meetings. Alderman Burd stated that everyone should be invited to the meeting and answers to any questions raised at the meeting should be sent as an addendum to the RFQ. The City Council agreed to the additional language to the policy and this item was placed on the March 22, 2005 City Council meeting consent agenda for approval. DentaWision/HSA Contracts Alderman James reported that the City has received a proposal for the Dental/Vision contracts from Caywood & Associates. New employees will not receive this benefit until after 30 days of employment. Administrator Graff explained that the currently the Employee Manual indicates Page 5 of 6 that new employees can submit for self - insured reimbursement upon day one of employment. He stated that the Employee Manual will have to be amended. The Council discussed that three contracts need to be approved as well as the amendment to the Employee Manual. Alderman James stated that there will be follow -up coming back to the Administration Committee regarding how the existing employee accounts will be terminated. Administrator Graff stated that he was waiting to hear from the labor attorney with options on how to handle the existing accounts. Attorney Wyeth clarified that the approval of the new contracts does not affect the existing accounts and that the new contracts will be effective with the fiscal year on May 1, 2005. Mayor Prochaska clarified that after that date, no more funds will be added to the existing accounts. Administrator Graff noted that it takes thirty days for the new contracts to be initiated. Alderman Spears asked if the City Council could get a break down of cost per employee for medical, dental and vision. She also noted that with this contract the City will be paying a broker fee along with $5.00 /employee /month for the BESTflex Plan. Alderman James noted that $5.00 /employee is paid if the employee participates in the program. Mayor Prochaska stated that this sets up an account for the employee to be used toward insurance co -pays. Alderman James stated that fee is a wash because employees participating in the plan receive a decrease in salary thus decreasing the taxable amount of income. The City then pays less for FICA, etc. Director Pleckham noted that with at least ten participants, the city breaks even and that thirty-five employees have showed interest in the plan. Alderman Munns asked where the employee's contribution is held. Director Pleckham explained that the funds will be held by the Employee Benefits Corporation (EBC) in an administrative savings account. Alderman Spears questioned that the student age chosen by the City was 19 to 25 years -old. She asked the reason behind the choice. Mayor Prochaska noted that this is an employee program and the age range is a benefit to the employees. He stated that this does not affect the City. Alderman Spears asked what Caywood & Associates role is in the program. Mayor Prochaska stated that they brokered the contracts. Alderman Spears asked if the City received any information from any other firms. Director Pleckham stated that Joe Roberts from Caywood did the research for the programs and then made a recommendation that these programs have better rates than others however he did not bring in his research information. Alderman Spears stated she was not comfortable with this because there are other brokers available and she would like to see a comparison or information from them. Alderman Burd asked that in the future the brokers present all the information so that the City Council can compare it. There was further discussion regarding the comparison of information. Director Pleckham stated that Mr. Roberts did bring in comparison information on the dental program which was presented to the Administration Committee. Alderman James suggested that Caywood make a presentation to the City Council at the Committee of the Whole meeting. Administrator Graff stated that the broker fee Caywood is receiving is for the dental and vision plans and the fee for the BESTflex plan is paid to EBC not to Caywood. He noted that Mr. Roberts brought in information on multiple venders for the dental and vision programs. Page 6 of 6 After further discussion on price comparisons and brokers the City Council agreed to move this item forward for a vote. They agreed to get comparisons from other brokers in September 2005 for next years insurance. This item was placed on the March 22, 2005 City Council meeting regular agenda for approval. In Town Road Program Bond Alderman James reported that the In Town Road Project requires funds from the sale of bonds. The amount needed is $4,000,000.00. Attorney Wyeth clarified that this is the authorizing ordinance and not the bond ordinance. Alderman Kot asked for clarification on the language added to page 2 of the ordinance regarding funds that are not in the General Fund. Administrator Graff state that the language was added on the recommendation of the bond counsel. This language makes the bonds more marketable and provides a back -up. Utility tax will be used to pay the bond however if this source dries up, a property tax will be applied to the bond. There was no further discussion. This item was placed on the March 22, 2005 City Council meeting consent agenda for approval. MFT Obligation Retirement Resolution for Fox Industrial Park Bond Director Pleckham reported that this resolution appropriates $77,450.00 of Motor Fuel Tax (MFT) funds to the Fox Industrial Park Bonds in the event the Tax Increment Financing (TIF) is not enough to pay off the bonds. This is a back -up revenue source for the bonds. There was no further discussion. This item was placed on the March 22, 2005 City Council meeting consent agenda for approval. The meeting was adjourned at 7:05 P.M. Minutes submitted by Jackie Milschewski, City Clerk