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COW Minutes 2005 01-18-05 Page 1 of 7 APPROVED 2/8/2005 UNITED CITY OF YORKVILLE Committee of the Whole Meeting Tuesday, January 18, 2005 7:00 PM City Conference Room City Council Members Present: Alderman Besco Alderwoman Burd Alderman James Alderman Kot Alderwoman Ohare Alderwoman Spears Alderman Sticka City Staff Present: Mayor Art Prochaska Police Chief Harold Martin City Attorney John Wyeth City Administrator Tony Graff Parks & Rec Director Laura Brown Finance Director Tracy Pleckham Public Works Director Eric Dhuse City Intern Bart Olson Guests signed in: Hugh Robinson — Tri -Land Property Chuck Brooks -347 Windham Greg Hafemann — Tri -Land Properties Mason Oliver — HRM Properties Bary Magu — Resident Public Hearing: none Presentations: none Detail Board Report (Bill List): Alderwoman Spears stated that they had not enough time to look these over since they had just received the list this evening, so they will need to ask questions next week. Mayor Prochaska stated they were in the mail boxes last Friday. Tony Graff added that Liz apologized for them not being ready on Thursday when supposed to be ready. He suggested if the Council Members had any questions to please call in and ask before the City Council Meeting to help answer them. This was moved on to City Council. Items recommended by Committee for Consent Agenda: 1. Monthly Treasurer's Report for April 2004 — Admin 1/6/05: Mayor Prochaska stated that this is the report for 2004 and the Audit is finished now. He asked if there were any questions to please talk to Tracy Pleckham to move this on to City Council. Alderwoman Ohare asked where she would find an area with a fund balance. Tracy Pleckham responded that the fund balance would be effective for December's report and it will show what funds are left. This will go onto City Council as consent agenda. 1 Page 2 of 7 Mayor: 1. Ordinance Approving a Tax Increment Financing Redevelopment Project and Plan for the Proposed Tax Increment Redevelopment Area — COW 12/21/04: There was a question of if this item was the same as to be discussed under Admin #2. Tracy Pleckham stated that this is the actual ordinance approving the financing and under Admin #2 is the ordinance for authorizing ordinance for the alternative revenue bond. Mayor Prochaska stated they are looking here at the ordinance that actually creates the TIF. This will come back to COW one more time with performance triggers added before moving on to vote by February 21 S ` Administration Committee: 2. Countryside Center TIF — Alternative Revenue Bond Ordinance — Admin 1/6/05: Tracy Pleckham handed out more paperwork to support this item at the meeting. She stated this ordinance is basically to starting the process of the alternative revenue bond issue. There is a time table in the packet showing the Committee how this will move forward. It is as follows: • City Council January 25, 2005 Adopt Authorizing Ordinance o January 27, 2005 — Publish Authorizing Ordinance and Notice of Intent o February 28, 2005 — Backdoor petition period ends • Committee of the Whole Feb. 1, 2005 Mayor executes BINA Order o February 3, 2005 — Publish and post BINA Hearing • City Council February 22, 2005 Hold BINA Hearing • City Council March 8, 2005 Bond Sale /Adopt Bond Ordinance Given the above proposed timetable, the bond closing would occur before March 31, 2005. Tracy Pleckham went over the time table with the Committee as well as Mr. Graff helping explain the steps the City will go through. The Committee discussed if the consultant the City has used for the TIF already would be an eligible expense to be paid back to the City with the funds made available. These expenses will be reimbursed back to the City by the developers. URS is the company that was used for consulting for the TIF and they will no longer be used by the City for this matter. 2 Page 3 of 7 Alderman Sticka stated he generally supports the idea of the TIF due to if it goes well there will be a big increase of sales tax revenue for the City, but he wanted to remind everyone there is a risk. The City is issuing general obligation bonds, if the source fails for some reason; it is the City's obligation then to retire those bonds. It would take a lot for the source to fail, but he wants it clear to all that it is not without risk. Mayor Prochaska stated that they are monitoring to make sure there is certain performance happening before dollars are released through the stages, to minimize the exposure of the City. The Committee will have to vote on this to start the bond process and there will be a secondary vote later to buy bonds. This item will go to City Council under Administration on 1/25/05. Mayor cont... 2. Big Brothers Big Sisters — Bowl for Kids' Sake 2005: February 27, 2005 at 5:30 pm at Hometown Lanes in Plano: Mayor Prochaska stated he is looking for bowlers to support this event and represent the City. He reminded everyone that Oswego and Plano participate in this event as well for some fun competition. If anyone is interested they are to contact the Mayor. 3. City Council Goal Setting Session — Saturday January 29 or February 5th: Mayor Prochaska asked the Committee members which date they would prefer to set to sit down and discuss the goals they have as City Council for the New Year. All present agreed to set it for January 29, 2005 at 9:OOam. 4. Creation of Mayor's Advisory Ad -Hoc Committee for filling the Community Relations Manager position: Mayor Prochaska stated he has asked Val Burd, Rich Sticka, and Paul James to be on this Committee and he would also like to have Marty Munns on this. Mr. Munns was not present this evening to say `yes' or `no'. The applications are due this Friday so they need to get together to determine the first meeting to go over applications. They also need to determine a set of questions that the applicants will answer during their interviews. The meeting will go into executive session when determining these questions for new personnel. They agreed to set this meeting for Wednesday, January 26, 2005 at 6:30 pm to keep this moving along. 5. Creation of Advisory Ad -Hoc Committee to determine short term and long term Senior facility needs: Mayor Prochaska would like to put this Committee together to determine the Senior needs having Rose Spears involved. He would also like to have the Community involved with this Committee to bring new ideas in. Alderwoman Spears stated she has already spoken to three people who are looking to be involved. The Committee should be kept around 7 -9 people and if anyone is interested they can contact Mayor Prochaska or Alderwoman Spears. If there are enough people by next week, they will look to schedule a meeting. The Park and Rec staff will be involved when needed as well. 3 Page 4 of 7 Economic Development Committee: 1. Gospel Assembly Church Annexation Agreement: Alderman Sticka stated there were some grammatical errors that will be fixed before this moves on to City Council to be voted on. It is ready to move forward from here. Alderman Kot questioned the safety issue of traffic being let out onto Rt 71 where there is a 55 mph area. Chief Martin will have IDOT look into this to have the speed limit reviewed with the increase of traffic. Mr. Graff added that there is a 40 -49 acre development looking to go in within the next 30 -60 days that should be able to help with the drive issue Alderman Kot is concerned about. The Committee agreed to move this forward for vote. Park Board: 1. OSLAD Bike Path Grant Application Request for Grande Reserve — Pk Bd 1/10/05: Laura Brown stated to the Committee that they are looking for approval to submit the 50 -50% match. The actual estimate to construct the bike path will be paid 50% by the OSLAD grant and the other 50% will be paid by MPI park development funds. This will connect this trail to the Montgomery Trail which is also planned to connect to the Fox Valley Trail system. This will get all four miles of the trail constructed over a two year period. The Committee agreed to keep this moving forward. This will go onto City Council. The Grant application is due by March 1, 2005. Public Works Committee: 1. In Town Road Program — Add Hydraulic Avenue — PW 12/27/04: Alderman Besco stated that the watermain connection between Fox and Washington was excluded from the contract due to not being able to obtain easements at the time. Mr. Joe Wywrot is suggesting that the City add the watermain on Heustis between Hydraulic and Fox. The Committee discussed the reason for the easements not being able to be obtained. Mr. Muse stated to the Committee that with this work being done will be a little more work added to the improvements. Mr. Dhuse also updated the Committee on the work that is being done now. This will move forward to City Council as consent agenda. Public Safety Committee: No Report Administration Committee: 1. Mayor Pro -Tem Policy — COW 12/21/04 and Admin 12/1/04: Alderman James stated that the Admin Committee came up with the Policy that is before the 4 Page 5 of 7 Committee now. It will be for a yearly basis and City Council will approve the person appointed. The person appointed will be temporary chairman runnin the meeting, but still able to vote as an Alderman. Mayor Prochaska stated the City is looking at this as part of the City's disaster emergency planning. The Committee discussed how the person would be chosen. The Committee decided that at the first meeting in May the Council will be a straight election meaning nomination and majority vote for the selection and that person will not serve as Mayor Pro - Tem for two consecutive years. City Attorney John Wyeth will look this over and a final draft will come back to COW on 2/1/05. 3. Director of Public Works Salary Survey — Admin 1/6/05: Alderman James stated that the Committee had looked over the low/high provided from other Communities and they agree the Director's Salary is out of line. They have found that the average they found is as follows: Low Actual High Averages: $62,466 $74,489 $81,741 The Committee members looked this over and requested that Yorkville not be put in as part of finding the average. (Mr. Graff ran this while the meeting continued and found the #'s increased by approximately $500.00 each.) Alderman James will get these changes to the Council by 1/25/05 and this will go on to City Council under Administration. 4. Draft Donation /Sponsorship Policy — Admin 1/6/05: The Council looked over the Policy before them. There were questions and concerns about the `in kind sponsorship' portion of the policy and how this would, be monitored to keep it from being abused. Laura Brown reassured the Committee that it does not get out of hand and was suggested to keep this monitored and report to the Committee the amount of `in kind sponsorship' used in an annual report. The Committee also agreed to send this to the Human Resource Commission to look over since they will be deciding on the sponsorships. They will provide the Committee members with any suggestions or feed back on the policy before them. 5. Draft Wearing Apparel Policy — Admin 1/6/05: The Committee looked over the Policy before them. Alderwoman Ohare stated she would like to add item #5 — Department Staff will refer to own Department Policies. Tracy Pleckham stated this will be for the 12 -20 staff that would be eligible that does not have to wear uniforms now. Since there were very strong feelings in opposite directions on this issue, Mayor Prochaska asked all Council Members present how they feel about keeping this policy. • Alderman Besco stated that these shirts should be purchased for a special event so that the City may be able to get a discount. He thought these could be given out at the Appreciation Dinner to employees, but it should not be a budgeted item. • Alderwoman Burd stated that she is against this policy in its entirety. 5 Page 6 of 7 • Alderman Kot stated that this is a small amount of money they are looking at and he has no problem with this policy. No one is forcing the staff to buy these either. He also stated that there are few places where you could find these apparel items with Yorkville's logo and they do have a set price. He also stated that this shows the City cares about employees having support for their City. • Alderwoman Ohare stated she thinks it is great to have these, especially for events in the Community. The staff and Council members would be recognized for the citizens to approach them easier. • Alderwoman Spears stated that she has paid for her own, except for one item and feels others could pay for their own as well. She does not want to continue having this policy in the City. • Alderman James stated he is for it and feels it is important for team building. He stated if the City were to buy bulk that would most certainly cost more that the 12 -20 items that may be purchased in one year. • Alderman Sticka stated he was for it and feels it is team building as well. This will be up for vote at City Council on 1/25/05. 6. Draft Tuition Reimbursement Policy — Admin 1/6/05: The Committee looked over and discussed this policy in depth. There were questions as to how to separate the funds available between staff when there is a limited amount of funds available. At budget time it is thought that this should be left up to Department heads to have the final say, and there is always the decision to split the available funds up evenly among those who wish to continue education. As far as job related courses being made available for reimbursement by the City the Mayor asked the Council Members how they each felt on this. The responded as follows to `do they support staff having career development with tuition reimbursement ?' • Alderman Besco is in support with restrictions being set and good working policy. • Alderwoman Burd stated she may be in support, but was not sure at this time. • Alderman Kot is in complete support using Police Chief Harold Martin as an example. • Alderman Sticka is in support and reminded everyone that the Council usually only hears from the upset citizens and to remember those not complaining who do not call in. • Alderman James is in support. • Alderwoman Spears is not in support. • Alderwoman Ohare is in support. They will move forward Section 8.6d and 8.6i to City Council. They will also look into what nearby communities have as policy to compare to this policy. 6 Page 7 of 7 7. Draft Disposal of City Property Policy — Admin 1/6/05: The Committee looked this over and found the last sentence under #1 had to be changed. Instead of using `disposal', they wish to change it to saying `to either dispose to either an authorized recycling vendor or garbage vendor'. This will be retyped and move on to City Council with the verbiage fixed as consent agenda. The reason this was decided to be changed is there was concern of employees walking away with City property. Additional Business: • Alderwoman Burd stated she has been appointed to the Adhoc Committee of Tourism Council to look at ways to keeping the Midwest Literary Festival. This event is in Aurora and brings people in from all around Chicago. This event has only been funded by Aurora for the last two years. She asked the Committee members present this evening to look for ways to keep this going and ways for Yorkville to be a part of • Alderwoman Spears stated that the Elder Friendly Seminar that is going to occur is trying to find a location. They were trying to use St. Patrick's, but the rate was $150.00 and they were also looking into Oswego Recreation Department, as well as somewhere in Montgomery. Alderwoman Spears feels this event should be kept in Yorkville. The Committee suggested looking at other nearby Churches to see if the fee could be waived. • Alderwoman Spears announced that she is taking Polar Plunge Pledges. This event takes place at Loon Lake on March 5 th and funding goes to Special Olympics. • Mr. Graff stated that the lights at Countryside on the east side are working and the lights on the west side will be working by Wed or Thurs. The meeting was adjourned at 9:59pm. Minutes by: Sheila Teausaw 7 PLEASE SIGN IN 1 MEETING: DATE: T NAME BUSINESS PHONE # r as es rC IM 7 pe �I