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COW Minutes 2005 02-15-05 APPROVED 3 -8 -05 UNITED CITY OF YORKVILLE Page 1 of 8 Committee of the Whole Meeting Tuesday, February 15, 2005 Immediately Following Special City Council Meeting City Conference Room City Staff and Council Present: Mayor Prochaska Alderman Besco Parks & Rec Director Laura Brown Alderwoman Burd City Inspector Bill Dettmer Public Works Director Eric Dhuse City Administrator Tony Graff Alderman James Alderman Kot Police Chief Harold Martin Alderwoman Ohare City Intern Bart Olson Finance Director Traci Pleckham City Treasurer Bill Powell Alderwoman Spears Alderman Sticka Attorney John Wyeth Guests signed in: Chuck Brooks Jeff Brown Jason Leslie Mason Oliver Cheryl Lee Melissa Maye Lynn Dubyin The meeting was called to order at 7:09 pm by Mayor Prochaska. Public Hearing: none Presentations: none Detail Board Report (Bill List): Tracy Pleckham stated that they should find an addendum to the bill list in their packets or boxes. They needed to add a Bank One bill in the amount of $242.98 on to this bill list due to it having to be paid before the next bill list would go through City Council. Tracy stated that the total Bill List was for $1,294,326.14. Alderwoman Spears questioned the Administration Committee whether they knew what grants were written and what grants were approved on page 34. Alderman James stated he could not and Alderwoman Spears requested that this information be made available to look at. Tracy Pleckham stated that they could get together what the Grant Writer was working on and what had been awarded. Mayor Prochaska moved the detail board report on to City Council for consideration. Mayor: Page 2 of 8 1. ZBA 2004 -34 Roy & Susan Greene — Rear Yard Setback Variance — ZBA 1/31/05 & 2. ZBA 2005 -01 Kurt & Denise Alford — Rear Yard Setback Variance — ZBA 1/31/05: Mayor Prochaska stated that these two issues were brought to them from the Zoning Board of Appeals. He stated all the information was provided in the packets. Mr. Dettmer spoke on these items. He stated that one is an advisory to the Council because it is only a 2 foot requirement and the second needs approval of the City Council because it is more than 25 feet. Alderwoman Ohare questioned if this would be allowing them to be too close to the pond. Mr. Dettmer stated this would actually be better so that this small lot would not be able to have a small home built up next to the pond now. She was also concerned that swing sets may be set right next to the pond. Mr. Dettmer stated that swing sets are not governed by our rules in municipality. He did not believe they would use this area as a play area. Mayor Prochaska stated he would like Staff in the future to keep this from happening to prevent future problems. Tony Graff stated that the City now requires at Final Plats a building envelope on all and zoning would be corrected with this issue before final plats were accepted. Mayor Prochaska moved item #2 on to City Council for consideration and #1 was just here for F.Y.I. 3. Tanglewood Trails — Final Plat: Mr. Graff spoke on this issue stating that this is the subdivision out in the County, but the City does have an annexation agreement with them. He stated that the County in the past has requested to just have Planning Commission approve this and now the Mayor needs approval on the plat since they are doing annexation with the City. Mayor Prochaska stated that he was glad to see this happening with working with the County so well. Mr. Graff went on to state that Mr. Wywrot's report was in the paperwork and the Tanglewood Trails Subdivision has agreed to comply with his requests. This will move on to City Council for consideration. 4. Prioritize 2005 Goals: Mayor Prochaska stated to the Council members that he would like the Council members on their own time to prioritize the list and return to the City Office to be computed to see what the majority is to have done first. This will come back to the next COW to look over the results. The Council members felt this would work well. i 5. Appearance Code: Mayor Prochaska stated this came from Alderwoman Burd's request to City Council to look at the recommendation for looking at a more global view with the amount of masonry required in one building to how much in one development. Alderwoman Burd explained further that she is being told that people feel that by requiring each building to have so much brick, the City is Page 3 of 8 actually causing the development to be more monotonous. She is asking tonight what City Council feelings are on this new idea on behalf of the Appearance Code Committee. The new code would ask only 25% of the total buildings should have 25% of the front facade as brick, stone, split face brick and/or architectural blocks in Multi- family or Single- family attached buildings. The current code on this type of structure requires at least 50% of the total buildings on at least 50% of the facade with the same type of material as stated above. The Council members and the Mayor all had very different opinions on this matter as stated below: • Alderwoman Spears felt the code was fine the way it is now. • Alderman James felt 50% of the total buildings should have this requirement. • Alderwoman Ohare felt the 50% of the total buildings. • Alderman Sticka felt 75% of the total buildings. • Alderman Kot felt 100% of the total buildings. • Alderman Besco was undecided and stated he would like to see the visualizations that were presented to the Appearance Code Committee. • Mayor Prochaska felt it should be at 75% of total buildings. All the Council members agreed that 50% of the facade on the building should have the material requirements. Some guests at the meeting spoke on this issue as well and their ideas are listed below: • Cheryl Lee stated that there are plenty of alternatives to brick that are not as expensive and still good quality products. • Jeff Brown stated that the City should not limit the option to masonry only. He also stated that the cost issue to make housing affordable for more people was also discussed with this issue. He feels the City should allow diversity by allowing projects to have choices. • Chuck Brooks stated the City should not aim at lowest price. He feels that the City should go as high as they can to aim at a higher level of distinction. Alderwoman Burd will take all the comments and ideas back to the Appearance Code Committee to discuss further with them. This item will return to COW at a later date. They will also get the pictures available at the City Office for all to see. 6. Rob Roy Creek Interceptor Contract #2 — Bid Results: Mayor Prochaska stated to the Committee that the bids had opened for the next portion of the work to be done with the Interceptor. They received the bids and the lowest bidder, Comstock Excavating, Inc. has requested to withdraw their bid due to a major clerical error in the preparation of their bid. The City will now accept the 2 °d i Page 4 of 8 lowest bid from Glenbrook Excavating and Concrete, Inc. in the amount of $1,669,722.00. Glenbrook Excavating and Concrete, Inc. are currently working on the project with the City. The Council is ready to award the bid at City Council by vote at the next meeting. 7. Coffee with the Mayor: Feb. 19 at Smith Engineering, 759 John Street from 9 am to 11 am: Mayor Prochaska announced the time and place of the next Coffee with the Mayor to all present. He also stated that there will be a Senior breakfast Saturday at 8:00 am at the Beecher Center for those who would be able and like to attend. 8. City Council Packets will be distributed on Thursday, February 17 due to the President's Day Holiday: Mayor Prochaska stated this was for all for information purposes of when to pick up packets. City Attorney: 1. Debt Authorization Ordinance for IEPA Public Water Supply (Radium Compliance): Mr. John Wyeth stated that the City will have to meet Radium requirements by the end of the year. He went on to state that the City is on a time line now and they have seen the first couple of requirements last meeting. This ordinance will announce that the loan application will be made along with them completing the project. It also provides a publication which opens a back door petition period. It is in IEPA format. Alderman James confirmed that this is an IEPA loan at a lower rate, but the City will be competing, with other towns to get the loan so there is no guarantee they will receive the loan. Mayor Prochaska stated this will be for the construction of the last one or two water treatment facility, riverfront and downtown well. Mr. Graff stated that by April the City will have indication if the loan will go through, otherwise they will be working on alternative funding for these projects as well. Tracy Pleckham stated that there is availability to issue an alternative bond; they are trying this route first. Mr. Bill Powell requested if debt service could be as a different line item on the service charges similar to what the Sanitary District does already. This will keep billing for the bonds equal to all residents whether here all year or not. Mayor Prochaska stated at this point they will move this on while looking into what Mr. Powell has requested. They will move this to City Council to authorize the ordinance with a vote. Economic Development Committee: 1. F.E. Wheaton Economic Incentive Agreement — EDC 9/20/04: Alderman Sticka stated that this was not actually before the EDC, but the idea of supporting an agreement was discussed. Alderman Sticka stated that the agreement before them is similar to those done in the past, but there are some provisions of it that he is uncomfortable. He spoke of the top paragraph on page for states "These Page 5 of 8 Reimbursable Improvements include, but are not limited to, the following:" He feels this should not be left so open ended. He would rather see things be amended later, than just allowing costs to be added from the beginning. He added that item i. under this top paragraph states "...off -site on Route 34 and Wheaton Drive..." this should be changed from Route 34 to Route 47. Lastly, Alderman Sticka noted that the agreement does not mention signalizing the intersection which he feels is the most important part of having this happen. Mr. Jeff Brown of F.E. Wheaton stated that the road will access the 2 lots behind F.E. Wheaton as well as F.E. Wheaton itself. He also discussed with the Committee to how much sales tax F.E. Wheaton does bring in for the City. Mr. Graff stated to the Committee that they do not have the actually figures available for the cost of the project and will try to have those in the agreement as soon as possible. After the Committee discussed these issues, they decided to have the language cleaned up and actual costs put into it and would like to have this done by 2/17/05 to have this move on to the next City Council for consideration. 2. Clarification of Sign Ordinance Regarding Balloon Signs — EDC 1/20/05: Alderwoman Burd discussed that they are looking to change the time frame for inflatable balloons from 72 hours to 14 days due to the cost the business is paying just to have these put on the property to attract customers. They will check into how this would fit into zoning for the Committee. This will go to City Council as consent agenda. 3. PC 2004 -32 River Oaks Development — Rezoning Request — COW 2/1/05, EDC 1/20/05, P. Comm. 1/12/05: Alderman Sticka explained to the Committee where this would be located and what they were looking to do with the development. Cheryl Lee spoke on behalf of this development and stated to the Committee that there is currently an existing cut onto VanEmmon for this new business and how it would benefit the residence beyond where they are looking to build. The Committee agreed they liked the appearance of the development and the tone it will set for the downtown area. They asked that some grammatical errors be corrected (3 section IV in agreement) and this will go on to City Council for consideration. Park Board: No Report Public Works Committee: 1. City Wide Water Works System — PW 1/24/05: Alderman Besco stated to the Committee per Mr. Wywrot's recommendation they are looking to add the waterworks planning map to the City's Comprehensive Plan. EEI will Page 6 of 8 complete this work for $1200.00 and the funds are available in the water fund. The Committee agreed to move this on to City Council as consent agenda. 2. Rob Roy Creek Interceptor Contract #2 — IDOT Highway Permit: Alderman Besco stated that the attached IDOT highway permit and resolution is required for the highway crossing work to be done. The Committee agreed to move this on to City Council as consent agenda. 3. Dump Truck Purchases — COW 2/1/05, PW 1/24/05: Alderman Besco stated that Eric Dhuse has provided the Committee with the cost for the two new dump trucks needed for the Public Works department. The costs are from the state purchase program from Prairie International in Springfield. He stated that most of the funding will be from the Capital budget and the remainder will be made available by selling one old truck. This will move on to City Council as consent agenda and is contingent on approval of the 05/06 budget being approved. Public Safety Committee: No Report Administration Committee: 1. Mayor Pro Tent Policy — COW 1/18/05,12/21/04 and Admin 12/1/04: Alderman James stated that all the changes requested by the Committee had been made and this should be the final draft. The Committee agreed that this should go on to City Council as consent agenda. 2. DentaWision/HSA — Survey Results and Costs Analysis — Admin 2/3/05: Alderman James explained to the Committee that they have completed the employee survey for switching the Dental/Vision/HSA coverage and costs analysis. They have found the majority of the employees are in favor of this changing and it will also save the City money. The employees will also be receiving more coverage than they are receiving now. Dental/Vision would be through Met Life and healthcare would be through EBC. This change would take effect May 1, 2005. Mr. Wywrot is reviewing the contracts presently and there will be no action yet. This will come back to the next COW so the Committee can see the contracts. The Committee was in agreement that the money saved is good for the City and they liked that the City's employees would receive more benefits. 3. 2004 Audit Proposal — Admin 2/3/05: Alderman James stated that the contract is up this year for what company is to do the City audit. This here is to approve to keep the current firm to do the Audit. They are Crowe Chizek and Company LLC and they have supplied the City with a 3 year quote to cover fiscal years 2005, 2006, and 2007. The Admin Comm. is looking to stay with the current firm due to the City working on becoming GASB i Page 7 of 8 compliant by May 2005. This firm is giving the City a $1,000.00 savings by having a 3 year quote. Mayor Prochaska asked that the Staff make a note to have ample time to open for bids when this 3 year contract is to expire. They will get the contract and bring to City Council on 3/8/05 for consideration. 4. 2005/2006 Budget — Salary Increase Recommendation — Admin 2/3/05: Alderwoman Ohare stated to the Committee that after lengthy discussion at Admin Comm. they have come up with the following for salary increases: COLA @ 2.5% Merit Q, 1.5% Total @ 4.0% (COLA -cost of living adjustment) With this recommendation being put in place, no employee would receive more than a 4.0% salary increase. The Committee had very different views on how much this should increase, their opinions are as follows: • Alderman Kot sees no incentive here, would like more put towards merit to reward those employees working hard. • Alderwoman Spears would like to see it stay as is. • Alderman Sticka would like to see more $ go to employees and would like it to go up to 5 %, taxpayers should remember their taxes have gone down with help of the City Staff. • Alderwoman Ohare is happy with the 4.0% and would consider breaking down merit and cola differently if preferred. • Alderman Besco is happy with how it is proposed here. • Alderwoman Burd is happy with how it is here and pointed out that they are also going to be receiving more insurance benefits this year as well. • Alderman James is happy with the 4 %, but would consider switching COLA and Merit %'s if wanted by all. Mayor Prochaska asked the Committee if they would consider setting a percentage and an amount for each department and letting the department heads split the increase for merit amongst those department employees as they see fit. The Committee answered as follows: YES NO Alderman Sticka Alderman Besco Alderman Kot Alderwoman Burd Alderman James Alderwoman Spears Alderwoman Ohare Page 8 of 8 The Committee agreed after discussion to move this forward as written to City Council for consideration. Additional Business: • Alderman James stated he has received calls regarding on street parking and the citizens are stating there is some public safety concern. Public Safety Committee will discuss this item. • Alderwoman Ohare stated she wanted to compliment the City Staff on how nice the office area looks with the new arrangements made. • Alderman Sticka introduced to the Committee to Mr. Jason Leslie, who will be the new Alderman for Ward #1. • Mayor Prochaska stated that he has been approached by a Citizen with concern regarding finding out if a berm and/or landscaping was required with their lot in Country Hill when it is backing up to Route 71. The City Staff will look into this matter. • Mayor Prochaska stated the City has been requested to donate the use of the Beecher Center by Gene Hyatt to hold a silent auction and send the money to the American Red Cross for the Tsunami victims. The Committee agreed this would be an event they would give in kind donation to, as long as she could have American Red Cross sanction her to prove the funds will-go to American Red Cross. They hope to hear back from her when she receives backing by the American Red Cross. • Tracy Pleckham stated to the Committee that they will see ordinances in the next City Council meeting to be approved that she received in the mail when she was out of the office. She received basic ordinances for the City's alternative revenue bonds. The ordinances state that the City will not be levying a tax for the detainment of the bonds. The meeting was adjourned at 9:18 pm. Minutes by: Sheila Teausaw PLEASE SIGN IN MEETING: � n, I 4e� d iki \JklP DATE: I��Pc� �r�o.ru 15, aC61s NAME BUSINESS PHONE # Vol �ca� !✓ L ��. 5 � , Gam, -� i' -foyer Lee v�'14 �. �U� �►' ! e, z lo3b 882 - 8 8ZZ ' yc 7) C,