COW Minutes 2004 09-07-04 Page 1 of 18
APPROVED 9/28/04
UNITED CITY OF YORKVIL E
COMMITTEE OF THE WHOLE
Tuesday, September 7, 2004
7:00 P.M.
City Conference Room
Committee Members Present: Mayor Art Prochaska, Alderman Joe Besco,
Alderwoman Val Burd, Alderman Paul James, Alderman Larry Kot, Alderman Marty
Munns, Alderwoman Wanda Ohare, Alderwoman Rose Spears, Alderman Rich Sticka,
City Treasurer Bill Powell, Administrator Tony Graff, Attorney Dan Kramer, Police
Chief Harold Martin, Public Works Director Eric Dhuse, Park & Rec Director Laura
Brown, Finance Director Traci Pleckham
Guests: See Attached Sheet.
The meeting was called to order at 7:00 pm by Mayor Art Prochaska.
Public Hearing: None
Presentations: None
Detail Board Report (Bill List): Mayor Art Prochaska asked those present if there were
any comments or questions regarding the bill list.
It was requested by the Committee to move the page number to a point that was visible
and to print on the front and back of the paper to save paper. Traci Pleckham stated that
they usually do use front and back, but will address both issues with the office
employees.
Alderwoman Spears had a question regarding the bills from EEI and Walter E. Deuchler
& Associates. She questioned how the Committee would know which bills are
reimbursable to the City. Traci Pleckham stated that if the funds are reimbursable to the
City they will be marked under A/R — OTHER account. Alderwoman Spears went on to
question if the total on page 7 from Walter E. Deuchler & associates in the amount of
$106, 919.85 was all billable to the City with out reimbursement coming. Traci
Pleckbam stated that was all billable to the City.
Mayor Art Prochaska asked the Committee if there were any more questions. It was
moved to send the bill list to City Council as Consent Agenda along with all items on the
list that were recommended by Committee for Consent Agenda as follows:
1. Building Permit Reports for July 2004
2. Greenbriar Unit 4 — Letter of Credit — PW 8/23/04
3. Hiring of Water Department Operator — PW 8/23/04
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4. Raintree Unit i — Bond Reduction #1— PW 8/23/04
5. Route 34 Improvements — Supplemental MFT Appropriation Resolution — PW
8/23/04
6. Police reports for July 2004 — PS 8/26/04
Mayor's Report: Mayor Art Prochaska stated that the Coffee with the Mayor will be at
the Riverfront Park on September 11' from 9 :00- 11:00 a.m. Mayor Prochaska stated
that also on September I P h 2004 the City will be having the 3` annual Patriot's Walk.
The walk will be at 6:30 p.m. starting at City Hall and ending at Towne Square Park.
The Mayor added that he had spoken to Chief Martin regarding having traffic halted on
Route 47 while the moment of silence is done during the ceremony to keep noise
reduced. This is so that the time can be used for reflection and not overrun by the noise
from traffic and loud trucks going by which occurred the previous year. He stated that
traffic will be stopped at Somonauk Street and across the bridge.
Economic Development Committee: Mayor Art Prochaska moved the meeting on to
discuss the topics for EDC.
1.) The first item to be discussed is the Fire Department's request for Development Fee
Increase from a Facility Planning Study from the EDC's 7/21/04 meeting. The Mayor
introduced Chief Michael Hitzemann with the Bristol Kendall Fire Department to discuss
the topic at hand.
Chief Michael Hitzemann started the discussion by explaining how the issue came about
from the last EDC Committee Meeting. The Mayor added that basically the increase
would bring the fee up to $500.00 for Single Residential, $500.00 per unit for Multi -
residential, and up to $0.16 per sp f{ W /$500.00 minimum for Commercial.
Alderman Sticka went on to say that at the EHC meeting it was discussed that the City
does need some justification when a fee increase comes about. He also said that the
Committee did receive a lot of information about future plans the Fire Department has,
but the fees that are suggested are the result of the mean of what the Fire Department
found other local communities are charging. Mr. Sticka questioned if that is a defensible
way to arrive with a final fee. City Attorney, Dan Kramer responded saying that
"standard Illinois is uniquely attributable to what we are facing ". He also agreed with
Alderman Sticka in the fact that the Study is a useful way in comparing, there are a lot of
differences in the standards in different States on Impact Fees and Developer issues
where they cannot do Impact Fees as Home Ruled, but they can negotiate as part of an
agreement. Mr. Kramer went on to state that the guide in Illinois is equally attributable to
the Developer or actual cost and future cost. Mr. Sticka stated that the future needs
provided are quite significant and there is no question about these needs having to be met.
Mr. Sticka stated that the amount of the fees chosen to charge the Public needs to be
related to the needs the Fire Department has, not what is charged in local communities.
Alderman Kot added that the City's Coding Inspector, Mr. Dettmer sent out a memo
saying that `I do not agree that the consultant justified the proposed amount of increase in
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this report.' Mr. Kot stated with that being in writing in a Public Document, the City
should make sure they have the right justification before moving forward with the fee
increase.
Mayor Prochaska moved on to summarize that the Committee is saying that they do not
disagree with the Fire Department needing the money to use towards future needs, they
just need to come up with justification in the amount of the tee increase that is chosen.
Mayor Prochaska also pointed out that in three of the Communities in the Study; there is
no fee for Commercial protection, also having one Community charge only a flat fee.
These are Communities that Yorkville is competing with for growth in bringing in new
Commercial Development. He stated that the Committee should be aware of how this
will impact the City and that the EDC has been working well with the City on these
issues by justifying the costs needed. Mayor Prochaska said he feels that the Committee
is on the right track. Mr. Sticka agreed with the Mayor that the City does not want to
push Commercial Development away with the fees, which will then bring a negative
effect with the loss of tax dollars.
Alderwoman Spears questioned Chief Hitzemann about if the Department had equipment
now that would maintain a fire in anything above a 3 story structure and if not how much
would that equipment cost to purchase and house. Chief Hitzemann stated that they do
not have a ladder truck with those capabilities now. A new ladder truck would be about
$700,000.00 to $750,000.00 and the Department does have a place to house that now.
She also questioned Chief Hitzemann about what other equipment would be needed to
handle 4 -6 story structures. Chief Hitzemann stated that the balance of additional
equipment would be minimal; the money mainly would be needed for training as far as
the difference in form of fire suppression activity. The cost of the training that would be
needed could not be determined at this point. The Committee briefly discussed how the
ladder truck would be needed for larger structures as well as the taller structures too.
Mayor Prochaska rounded up the conversation by asking Chief Hitzemann if he could tie
a justification up with the fee requested as the City's Attorney, Mr. Kramer has
suggested. The Committee suggested for Chief Hitzemann to gather information of what
the amount is needed from the Consultants to help gathering support. The Committee
also agreed to help in the gathering of information for the justification for the Fire
Department's Fee Increase. Mayor Prochaska informed Chief Hitzemann to bring this
back to COW as soon as ready.
2.) The item of the Revised Landscape Ordinance was moved to be tabled due to lack of
not halving the strike -out version in the packets. It will be moved to the next COW
meeting.
3.) Mayor Prochaska moved the meeting on to discuss the issue of the Appearance Code
from the EDC 8/19/04 meeting. He introduced Anna Kurtzman from the Building
Department to start the discussion on the issue after bringing up three questions that have
come up from home - owners.
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1. The first question brought up is regarding masonry on Duplexes, Single - family
attached (i.e. town homes) and multi - family (i.e. apartments). The Mayor
questioned if the language should read to encourage a greater amount of masonry
along the frontages that face a street. As the language is written now the building
has to be at least 50% masonry on the front, with the remaining 50% being place
on one or more of the remaining sides of the building. The Mayor stated if the
language is changed and someone was to build with a completing bricked front,
the builder could then use the extra 50% of front brick towards credit to having to
have the building at least 50% bricked.
2. Location of Bay Doors on Industrial buildings: The present language indicates
that bay doors on industrial building should not be visible from the street. Is this
standard reasonable in the middle of an industrial park? Should this restriction be
place on the following types of streets: Arterials, Collector that serve more that
one type of zoning district, Streets that are maintained by other governments, and
streets that provide a boundary between the industry and some other type of
zoning district? The Mayor stated that once you get into an Industrial park and
you need big turning radiuses for the trucks, it begins to get difficult to build the
large roads to get to the back of the buildings for access to loading docks. The
City should be encouraging the growth of the Commercial Development in the
area. The Committee questioned what the City would do if they had a road that is
a collector road that has industrial more than a mile away from the residential
area? The Committee agreed that it is hard to pinpoint all the future situations the
City will have to deal with. Mayor Prochaska stated he wanted the change made
to the language to ease the traffic conditions in an Industrial Park. Mayor
Prochaska also added that they should add that if there is no way to prevent the
bay doors from being visible to the road, the Company will have to buffer, so not
to have direct view from the road with landscaping.
3. Applicability of Existing Buildings: Do we need further clarification of how to
handle modifications to non - residential buildings? For example, if there is an
existing non - residential building that does not meet the proposed standards and an
addition is proposed for that building — does the addition and/or the original part
of the building need to comply with the rest of the ordinance: What happens if an
accessory building is proposed on a lot where there is an existing primary
building and the primary building does not meet the ordinance? Does it make
sense to have the accessory structure meet a more intensive standard than the
primary building?
The Committee discussed this issue and found they agreed to let the owners build
matching what already exists on the lot, but encourage bettering the look.
4. How to address in -fill development: Should this ordinance be applied universally
throughout the City or should certain areas be exempt, such as within existing
areas that are essentially built -out (as Fox Industrial Park)?
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Mayor Prochaska asked if they should allow the same types of buildings to be
built in these built -out areas. The Committee discussed how the City handles
other types of zoning improvements and what needs to be up to code. Alderman
James suggested that the City sets what their standards will be and then handle the
issues that need to be handled case by case for these few and far between
situations. Mayor Prochaska stated that variances are only for hardships only and
that even set backs are 401/6 of the building is what you match. In the case of in-
fill areas the Mayor would like to see the new buildings matching what is
surrounding it. Mr. Kramer clarified that `nearby buildings' would be clarified as
`buildings that have frontage of the street they're on'. The Committee brought up
that if they are going to allow new buildings to look like the older style around
them to be built, what is the point of the appearance code? They discussed maybe
just going back to say what the standard will be and let that be it.
Mr. Joe Wisniewski with Wise Construction who is a business owner in town
steps up to speak with the Committee regarding the appearance code issue. Mr.
Wisniewski stated that he has been in the building business for 28 years and has
seen appearance codes come and be changed, altered, and have things thrown out.
He stated that some times they get over board in saying masonry or block which
still doesn't make the building look pleasant. He feels that what is being left out
of these appearance codes is the part of the City's stating that they are open to
builders presenting different ideas in any situation that may not meet the
appearance code and are open without a variance to look at it. The City still can
have the right to say no and then the builder can file for a hardship. He feels the
City's are being too strict in how all the buildings have to be made.
Mayor Prochaska reiterated that is how the variance process works, but is only for
dealing with hardships. Alderman Sticka stated that this is the same situation that
came up at the Architectural Committee, where a group of people will come up
with an approval. The Committee agreed that they see how Mr. Wisniewski is
stating that there is no leeway for creativity with the Appearance Code. Anna
Kurtzman with the Building Department stated that the way it is written now, any
one looking to build without fitting the code would have their plan review by a
Fagade Committee(a recommending body), not the Zoning Committee. She
stated that the last paragraph of the Appearance Code is where this is pointed out
already.
Mr. Wisniewski pointed out that he currently is working with a Customer who is
dealing with an Appearance Code that states must use Masonry material and is
now using Stucco Board, which is not the nicest looking out. He stated a lot of
people building do not want to spend the money necessary to get the look the
Committee members are probably looking for. He also recommended that the
City focus mainly on making sure people in the more noticeable areas keep the
appearance up and not worry so much about the arras that are out of the general
public's sight.
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Alderman Sticka stated that the City is just looking to better the look of the City
with the Appearance Code as a response to the Public. Mayor Prochaska added to
state that appeals may be made for architectural preferences, but will be decided
by this Committee. Alderwoman Burd stated that standards should be set up to
keep from having builders feel that they may have their different ideas judged
unevenly if it does go to the Fagade Committee. Mayor Prochaska stated that it
should also state in some form that there has to be a reason the builder wishes to
go against the code besides just not liking the code.
Alderman Sticka questioned Mr. Wisniewski as to ever experiencing someone in
the town saying `yes' or `no' when there is no Appearance Code present. Mr.
Wisniewski stated that if there are no rules or codes it will be a subjective process.
The more the restrictive he sees the towns try to make it, he feels the towns are
not accomplishing there goals as fat as keeping the main town and arteries
looking pleasant. Mr. Wisniewski brought up a situation of taking Mr. Kramer's
property as is now with wood siding and wanting to add a storage building out
back for papers. With the Appearance Code going thru as is now, Mr. Kramer
would now have to put up a Masonry building to add that to his business, which
just would not look even or compatible.
Mayor Prochaska stated that at this point with the Appearance Code, the City is
speaking only of new buildings going up in new growth areas, in -fill development
or add -ons to existing buildings. He would like it appealed thru the Fagade
Committee only for an Architectural Uniqueness. Mr. Sticka questioned how the
Committee would address the issue of someone following the code by using an
unpleasant product which Mr. Wisniewski brought up earlier. Mr. Sticka
questioned if every building should then be brought back to the Committee for
final approval to solve this issue. Mr. Wisniewski at this point stated that in
Communities close to Yorkville, there are towns that are to the point of telling j
builders how much brick should be a certain color even. Mr. Wisniewski
reflected that the Appearance Code is a necesisity; yet don't take it too far.
Mayor Prochaska directed Anna Kurtzman with wording the last paragraph more
to the point that the City will send to the Fagade Committee anything that is
Architecturally Creative to be considered and make more prominent in the
Appearance Code.
Alderman Kot brought up the point that the Appearance Code does have to go up
for Public Hearing. Mr. Kramer responded strongly with a definite need for
Public Hearing. Mayor Prochaska asked to have this issue come back to COW
with some corrections based on the discussion that was had this evening, at that
point the Committee can look at scheduling the Public Hearing.
Anna Kurtzman stated that she understands what the Committee has requested
from the discussion and is also looking into putting 3 -4 points in to provide some
very broad guidelines for the Fagade Committee.
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4) Mayor Prochaska moved the meeting onto the Fox Hill Unit 7 POD 10 —
Preliminary/Final Plat — EDC 8/19/04 discussion. Alderman Sticks stated that EDC
Committee was okay with all information provided at the last meeting. Mr. Marvin
DeLahr passed out for the Committee a copy of the Elevations and the Control
Foundation Plan.
David Meek, Attorney with Quarles & Brady LLP spoke regarding the issue of Fox Hill.
The plat has been revised as presented this evening. They have brought the set-backs into
conformance for the most part. There is still a 25ft set back from the Lane off of
Eldamain.. He stated there were a few constraints which related to how much land was
given to the City for Rob Roy Creek. They are here tonight to do the 4 amendment for
approval to get final plat.
Alderman Sticka brought up the building elevations that were in question at EDC
meeting. Mayor Prochaska and Alderman Sticka also discussed how the Plan
Commission was questioning why they were asking for a variation without telling the
City what was to be put there. The Committee discussed that the variation had
justification at this point and would have been okay if had been justified at the Plan
Commission. The Committees recommendation at this point is to move forward. The
Committee discussed the plat details with the large plans provided. The Committee j
discussed where parking, garages, lot lines, easements, and access will be. The question
of who will be doing road maintenance was brought up by Alderwoman Ohare.- The City
will take care of the streets, and the homeowners Association will take care of the drive
up to the actual drives.
The Committee agreedd for the Staff to move forward with setting up a date for this to go
for Public Hear'ng.
5) Villas at the Preserve — Annex, Zoning & preliminary Plan — CC pub hear 8/24/04.
Alderman Sticka stated this issue has gone thru EDC and was approved. Mr. Graff stated
that they need to have Staff review and there are a couple of policy questions that need to
be addressed in the agreement. Mr. Kramer stated one of the policy questions he needs to
back -up for the special service tax area language which is traditionally used. The other
question was in regards to what the Park Board recommending into land cash donations
which is generally collected at building permit time. The Park Board would like to have
the latitude they need to collect that money at Plat time, which they would have the City
Council take care of that. Laura Brown stated this is requested to have more flexibility
with funds in building some of the other Parks and will not take as long as it did in
collecting money with the Country Hills Subdivision. It will also allow the Park & Rec
Department to get some other parks on line faster.
The Committee discussed that there are going to be 84 buildings with 2 units in each with
a total of 168 populations. This will bring in $123,480.00. Mayor Prochaska stated he
does not have a problem with the Committee looking into the fiords coming earlier, but
this does need to go to City Council to have it move forward.
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Alderwoman Ohare questioned if there is no park planned in this Subdivision, only a
trail, can the City request funds at an earlier time to be used for other Parks. Mayor
Prochaska stated that in other circumstances, the City has had Developers volunteer the
money up front for the City to use right away. Laura Brown added that this money
always goes to Regional Services, so if they are using the money towards parks in the
area for those Residents to use locally. Tony Graff stated that maybe they could have
Laura Brown talk with the Developer regarding this issue to explain the need and see if
first they are willing to put a percentage of the money up front and then pay the rest later
by their own doing. Mayor Prochaska suggested the idea that maybe they could even
give in 3rds to break up the payment more.
Gary Taylor, Attorney who is representing the Developer in question, approached the
Committee stating that he believes the Developer would be willing to pay half of the
funds at Platting and the other half could be spread out over the building permits. The
Committee thanked him for his willingness to help out.
Tony Graff asked Dan Kramer about the last paragraph on page 6 of the Annex
Agreement. Mr. Graff stated that the language regarding `these Development Ordinances
shall be frozen from the date of this Agreement and any amendments to these
Development Ordinances shall not apply to the Subject Realty except as stated for life
safety issues.' Mr. Graff asked if the City is going to be freezing all Ordinances, or is
this going to be universally applied to all Developers. Mr. Kramer stated what the City is
doing is having a freeze as far as the Building Code for a period of 3 years or 5 years,
except for Public Health or Safety Issue. Mayor Prochaska stated as this Agreement
reads now it will be frozen for a 20 year period. Mr. Kramer replied that is an issue that
he will help clean up with `Gary'.
The Committee agreed that this will come back by 9/21/04 COW and then set up for
Public Hearing with City Council on 9/28/04.
Park Board. Park & Rec Director Laura Brown stated that this is coming before the
COW Committee is because IDNR has asked for the City to give them a conceptual
drawing and then grading plans so that may match it with their plans for the Dam
reconstruction. Laura went over the actual Conceptual Park Plan drawing provided and
showed how they incorporated the Park & Recs plans with the Dam Reconstruction and
Canoe shoots that IDNR has planned.
Laura Brown explained that the Amphitheatre that was previously planned can no longer
be placed down by the river due to the noise the canoe shoots are going to cause. She
explained the differences of how the park appears now and what will be occurring when
IDNR comes in to do their work. She also explained that the gentleman who developed
the Canoe bypass also develops these out in Colorado and has done work with the
Olympic shoots.
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Laura Brown stated that if the Committee would okay the plans and send onto City
Council, they can get the plans to IDNR to let them proceed on their end. IDNR will be
providing most of the fill to make the canoe shoot possible. She also stated that Phase 1
of the Dam reconstruction will begin next summer.
The bridge that is pictured on the Conceptual Plans is an upgrade, which would be at the
City's expense, is not what would be provided by IDNR in their Phase 2. It has been
recommended to upgrade to something more visual due to the attraction it would give
from the Route 47 Bridge. The Committee also discussed the issue of having a fountain
for the kids to enjoy at the new park.
Phase 2 would begin in year 3 -4, depending on how long it takes to reconstruct most of
the Dam and get the canoe shoot dug out and completed. Laura Brown stated that every
improvement made on the ground will be the City's cost and will be done in Phases. The
parking lots and canoe launch will be completed first so that the facility can be used as
soon as possible.
The total park will be approximately a 5 acre park. The Committee agreed to move this
forward with IDNR to keep the process flowing. Laura Brown informed the Committee
that they will need to make a decision regarding the Conceptual Bridge within the next 6-
8 months as well. The City can decide the details of what is actually placed where on
land at a later time, IDNR just needs the Conceptual plans to move forward on their end.
Laura Brown stated she will go now and put together a 3 -4 phase process of how the Park
will come together with this being Land cash funding. She pointed out this is one of the
areas where the money will be going for Regional funding from the new Developments
since all of the Public will be using the facilities.
Administration Committee: The meeting moved ahead on the Agenda to discuss the
Grande Reserve Central, North, and South SSA Establishing Ordinances. Peter Raphael
from the Grande Reserve started the discussion stating these Ordinances establish the
SSA and will not be adopted this evening. He explained that it is now time to establish
these areas so that the next step will be a later date to come back and ask for the bond
ordinance which will allow the issuance of the bonds. The first bonds that will need to be
issued will be in the Central area, with the North and South area bonds being a necessity
at a later date. It was explained that the Central Region is from Bristol Ridge up to
BNRR on the map provided. Mayor Prochaska stated this will cover infrastructure costs,
There was no response from the Public Hearing that was previously held on the issue.
Alderwoman Spears questioned if the City should be comfortable with SSA after what
has happened in Montgomery with that City having a hard time with collecting the tax
from the home- owners. It was explained that Montgomery had SAA in their area, and
SSA has been recommended to the City. Mayor Prochaska made the Committee aware
that they need to speak to the County Clerks Office as far as covering the County's
additional costs that they will have from setting up these SSA's. Mr. Kramer stated that
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they have proactively set -up an administrative fee for the County to cover these costs that
will be endured. Mr. Raphael also added that each of the SSA's already having an
administrative fee to cover Trustee, County and City costs. Mr. Kramer stated that the
money owed by the home - owners will be directly billed on the real estate bills. That way
there is no separate billing.
Mr. Raphael stated that in October they will come to request the SSA Central Bond.
The Committee discussed that they should have informational packets available to the
public as to what the SSA is and how it works. A phone number available as well for the
pudic to have questions answered. The Committee agreed that point had to be stressed.
It was also pointed out by Mayor Prochaska to inform the Public that the people who are
buying these lots to come, are paying for all the improvements that go along with the
Development as well.
Mr. Kramer explained that if sales are slow, there will be reserved funds available to pay
the bonds with no recourse to the City. It will also not effect the City's credit rating.
There is also an outside Consultant who has been hired to make sure the bonds go thru
properly and make sure the public is informed about the SSA. With the SSA staying with
whoever owns the home down the road, the 800# will still be available to the Public as
needed until the SSA is paid off. Mr. Kramer recommended for the City itself not to get
involved in the informational end of the SSA issue so that the City does not have to
worry about having the proper disclosure.
The Committee discussed the difficulty of not being able to recapture the funds to build
schools with a SSA.
The Committee agreed to move this forward to the City Council Agenda.
Public Works Committee: The meeting moved back to the next item on the Agenda.
1) Subdivision Control Ordinance — COW 8/17/04: This issue will come back to COW
on 9/21/04 to give time for the corrections to be made that were brought up previously. It
was also brought up by Mr. Kramer that City Engineer, Joe Wywrot had suggested to
have the Developers report the range of depth on various utilities so that the City is
informed where they lay under ground. This can be added to the Subdivision Control
Ordinance before the next COW meeting as well.
2) USGS Groundwater Study — Phase 2 & 3 County Funding -- PW 8/23/04: Alderman
Kot said the PW Committee chose to move along, except they were questioning why the
County had not contributed fully in Phase 1. Mayor Prochaska stated that this Study the
County had contributed fully to this Study; it was the Blackberry Creek Watershed Study
they voted on only partial funding. Alderwoman Ohare asked if these amounts did seam
reasonable to the Committee. Mr. Graff responded it was a justified amount. It was
discussed among the Committee members the point that as the City grows they will need
to know what shallow waters, down to 40feet, can be blended in with the rest of the
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City's water supply. The money is to be budgeted in the years from 2005 -2008 to pay for
the Study. As far as how the neighboring Communities were divided as to how much
each will pay, it seems that was determined by how big the actual Community is in
population. Mr. Graff was asked to look into how these amounts were exactly
determined.
The Committee is being asked to be committed now due to USGS's budget starting in
November of this year. The Committee agreed to commit and this issue will move onto
the next City Council meeting with the information Mr. Graff receives regarding the
division of money from the different Communities. This will be brought not as Consent
Agenda.
3) Countryside Pump Station Bid Opening Results — PW 8/23/04: Alderman Kot
explained why the Public Works is agreeing with the recommendation of going with the
second lowest bid. Mr. Kramer agreed with the letter of recommendation for choice B)
WEMCo Model F6K -S and urged the Committee to move forward. With the money
being available for the higher bid the Committee agreed to send on to City Council as
Consent Agenda.
4) Deuchler Engineering Agreement for Bruell/Woodworth Pump Station — PW 8/23/04:
The PW Committee wants this to move forward as long as the language with the
Easements in section 2.4.4 is reviewed and excepted by Mr. Kramer. The COW
Committee agreed to move forward with this issue and put to City Council as Consent
Agenda. This will be paid for out of the Bond from Bruell Street
5) EEI Scope of Service for Southwest Watermain Project — PW 8/23/04: Mr. Kot
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started the discussion stated that this is Developer driven; the only question that arose
was the funding for this. Mr. Graff replied that this will be funded by Developers. This l
will be subject to receiving funds, which are expected to have some of the deposit in the
next few days. The City is negotiating the rest of the funding now. The Committee
agreed to move to City Council on Consent Agenda subject to receiving funding.
6) Water Works System Needs Assessment and Project Plan IEPA Loan — Re- initiation
and Re- submittal — PW 8/23/04: Mr. Graff stated that the City had submitted the IEPA
Loan plan based on the previous Business/Project Plan. He explained that the City now
has to do a re- submittal due to the IEPA had comments at the March/April review. The
City now has to have the re- submittal in by 11/01/04 to meet the new deadline. Once the
paperwork is in order and re- submitted, discretionary funds will be available since the
11/01/04 deadline will not be met. The next step will be to do a Public Hearing in
December as well as taking care of the notices and sign -offs. Tracy Pleckham and Mr.
Graff are confident to receive funds even with Yorkville being the second group that is to
be looked at. The fee from EEI will be approximately $15,000.00 to revise the Project
Plan and resubmit for the City of Yorkville. The Committee agreed to move this to City
Council on Consent Agenda
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7) Raintree Village — IDOT Highway Permit: This issue had a few technical changes
made according to Mr. Kramer, but is still the basic IDOT permit for doing roadway
improvements on Route 71 at Raintree Road. The Committee agreed this needs to keep
moving forward. Mr. Kramer stated that the City needs to pass a resolution stating that
the City approves them for granting a permit at that location for the work to be done.
This will go onto City Council as Consent Agenda.
Public Safety Committee:
1) The Committee briefly discussed that the Police Department has recommended that the
Trick or Treat Hours for Halloween be kept from 4:00 — 7:00 p.m. even with Halloween
being on Sunday this year. This did not go to Public Safety due to the meeting date and
the next meeting will not be until early October and this needed to move on.
2) The PS Committee has had a request from Chief Martin to have a Crossing Guard
placed at Route 126 and Mill Street. The cost should be in the area of $3,750.00 for a
morning and afternoon guard for a year. Chief Martin stated he would like to revisit this
issue in 90 days to make sure the need is still there at that time, Chief Martin added that
Eric Dhuse is working to reduce the speed limit in the area thru IDOT to help out in that
area. The Committee agreed to move this to City Council as Consent Agenda subject to a
90 day review. Tracy Pleckham stated some of the money is available in the Crossing
Guard line item and some money can come out of the overtime line item. Chief Martin
has someone to fill in, if not take the position, until the job is filled for certain.
Administration Committee:
1 -4) Alderman James started the discussion stating he would like to speak about the first
4 items on the Admin. Agenda together. They are all job descriptions that have been
identified as a need for the City to have filled now or in the near future. All of the
positions have been budgeted for already. Tracy Pleckham added that the budget called
for a Full-Time Accounting Clerk position and now the City Staff is only asking for a
Part -Time Position to be filled. All the job descriptions have been looked over by the
City's Labor Attorney and have been cleaned up accordingly.
Alderwoman Spears questioned what the salary will be for the Payroll/Benefits
Specialist. Tracy Pleckham replied that the Committee had decided to stay around
$26,900.00 to $49,000.00 which is the same as General Support Administration.
Alderwoman Spears passed around handouts for the Committee which did show the
results of research she had done as far as surrounding Communities Office Staff Positions
filled and their Salary ranges. Alderwoman Spears stated this was done to show how few
positions were needed in other communities compared to what the City of Yorkville has.
Alderwoman Spears stated she felt it is not justified to have all the Positions that are now
being requested for Office Personnel. She stated that the right way for the City to go is in
hiring an Office Manager who can evenly distribute the work load the way the other
Communities are doing it.
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Alderman James stated that the Committee should stick to the Personnel at Yorkville and
look at the work load they currently have and how it will change as the City continues to
grow. Mayor Prochaska added that these positions were created do to a work study that
had previously been done to show where the City of Yorkville needed more employees.
Alderman James also stated with all the Development in the City boundaries, this is the
time to have more staff on hand to handle all the paperwork and phone calls that goes
along with it.
Alderwoman Spears and Alderwoman Burd questioned then how the other Communities
with comparable growth are handling their work load with fewer employees. It was
pointed out as far as Oswego goes; they have a Park District, not just a Park Department
like Yorkville. Oswego also has a Library District, not just a Library. All that
accounting is done thru the City's Accounting Department, unlike Oswego where their
Districts handle that Accounting work load themselves, not thru the City's main
Accounting Personnel. The Committee discussed the differences in how the
Communities are run as far as finance and accounting from the hand -outs Alderwoman
Spears brought to the Committee.
Mayor Prochaska reiterated the fact that the time study was done as justification for the
new job descriptions to be a necessity. This Committee at that time asked for the Job
Descriptions to be made and brought back and that is where the process stands now.
Alderwoman Ohare added that she has never seen the Staff not working at a constant
pace when she has been in and out of the City Offices. Alderman Sticka added that he
questioned if the Staff are at a point where they can't handle any more, then it is time to
add more Staff irregardless of what other Communities have employed as finance and
accounting Staff. Alderman Munns agreed that if the City's Employees are working a
normal business day and still having work left to be done constantly, then the City should
add some more positions. Once again Mayor Prochaska stated that this need was felt by
Staff, the work Study was done and has gone thru the COW Committee with
recommendation to City Council to approve. He also stated that when in the Committee
Meetings another task is found to need to be done; the question arises of who is going to
able to take on more work.
Alderwoman Burd moved on to ask if the Deputy Clerk here at Yorkville needs an
assistant when the position in Yorkville only entails Deputy Clerk work: Why are other
communities able to have just a Deputy Clerk do the work of the Deputy Clerk plus the
some of the Accounting work. Mayor Prochaska brought up the point that in other
Communities their City Clerks are Full -Time, where in Yorkville the City Clerk is not.
That puts the rest of that work onto the Deputy Clerk. Mr. Kramer added that in Oswego
they have Community Development that is separate with 3 planners with 1 -2 Full time
Secretaries. In Yorkville, the Deputy Clerk handles a lot of that paperwork.
Alderman James stated that the Committee could handle it in one of two ways:
1) Take the recommendation from the Staff in the City Office.
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Page 14 of 18
2) Spend $10,000.00 to can a Consultant back in to judge if these are a necessity.
Alderwoman Burd stated that her concern is to not always just add new positions, but
make sure the City's Offices have the work divided properly for the current Staff to be
able to handle easier. Alderman Munns stated that if it is felt that the office is not running
the way it should, that should be told to the proper Managers or Administrator to correct
the situation for the City.
City Treasurer Bill Powell approached the Committee regarding what Alderwoman Burd
stated on how the work load could be divided differently. He stated that when he comes
into the City Office he sees the Finance Director is usually too busy working on other
things to be working on Finance. He feels that the City needs to take the extra busy work
away from her and give her time to work on Finance. By hiring a payroll/benefits
specialist that will take some of the extra work load away from the Finance Director. Mr.
Powell stated that he is in the Office quite often and finds the employees always busy.
Mr. Graff added that to date the Finance Director has been asked again and again to look
into multi -year financial planning. This has not been done due to the lack of Staff to
handle the every day work that the Finance Director is currently taking on as well. He
stressed the point of hiring the Payroll/Benefits Specialist for the workload and to handle
the questions and problems that arise daily with an up to date education and knowledge
on the subject. Mr. Graff stated the one position of the Full-Time Janitor is something
that has to be filled immediately.
Alderman Kot stated that earlier this year this issue was addressed and it was told to City
Staff that help would be made available if they could hold out while everything was
processed properly, Alderman Kot did ask Mr. Graff if the Committee could have an
organizational chart as to how the Office will flow with the new positions. Alderman Kot
feels there is no question that these positions are a necessity for the City to run correctly.
Alderman James stated to the Committee that the Administration Committee all agreed to
the Job Descriptions as presented.
Alderwoman Spears questioned if the Experience and Education of the Payroll/Benefits
Specialist could be discussed. She felt that someone gaining this position should have
more than a High School Degree and 60 Credit Hours of College with Minimum 2 years
of Human Resource /payroll experience. Mayor Prochaska commented that the education
or experience should be based accordingly with the pay range. Alderwoman Spears
brought up that in the past when the City has hired at the lower education/experience
range, there have been issues with having to then pay to send that person to classes to
better qualify them to then be able to handle the work load. She would like to see the
City not make that mistake again. Alderwoman Spears requested that the job description
for the Payroll/Benefits Specialist specify that the person hired have an Associates
Degree. Alderwoman Spears also stated that she felt that the position that the
Payroll/Benefits Specialist would be taking on is not a Full-time position. Alderwoman
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Page 15 of 18
Ohare stated that she disagreed and feels that in this field information is constantly
changing and should be given the time to keep ahead of the work load.
Mayor Prochaska moved on the conversation to state that the person hired will probably
not be the top in the field with a high pay scale. It should be a person with experience
and the knowledge to handle the tasks at hand. Mr. Graff added that this person will be
hiring new employees, looking at the benefits constantly, keeping the personnel files up
to date, etc.
Alderman James reminded the Committee that what they are looking at this evening is
just the job description, which describes the minimum the person to be hired, may have to
be a possible candidate to be hired.
Alderwoman Spears stated again that looking at the job description she feels this can not
possibly keep the new hire busy. She feels that this job along with the others up for
question can be handled in 10 minutes a week by the employees the City already has.
Alderman James moved the conversation along letting the Committee know these will be
coming up again in the near future for the hiring process. Mayor Prochaska stated to the
Committee that there job for the evening is to look at the actual job descriptions and
decide if that part can move forward. Mayor Prochaska stated that these four job
descriptions will be voted on separately.
Alderman James also asked the Committee if the job descriptions are passed will they
have to come back before the Committee before the City can start to hire for them.
Alderwoman Spears replied `as history proves no, they can start to run an ad to hire
provided the position is already budgeted for'.
Alderman Sticka questioned who does the tasks now that the new positions will take on
when hired. Tracy Pleckham stated that if a current employee or spouse were to call in
now with Benefit questions, the only person available to answer those questions would be
the Accounting Clerk. The Accounting Clerk would have her job description re-
evaluated to take some of the work load off of Tracy Pleckham so that Tracy could move
on to some of the other requested work by the different Committees.
Alderwoman Spears stated that six months ago the City did have on person doing the
Accounting and all of the Human Resource work. The Committee reminded
Alderwoman Spears that at that point in time the Committee had identified the need to
separate the work and lesson the load on one person.
City Treasurer Bill Powell once again stepped in to say that he feels very strongly about
the need for Tracy Pleckham to have more assistance in the office so that the City Office
can run more efficiently and smoothly.
Alderman James asked the Committee to have all four of the Job Descriptions move
forward.
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Page 16 of 18
Mr. Graff added that this is a need for the City office to run. There are not enough people
to keep the Office running efficiently all the time, especially when others have vacation
time away. There has got to be enough people to keep the City moving forward. He
questioned why this issue is not going over well, when six months ago it was brought to
the Committee and there was absolutely no disagreement.
Alderwoman Spears requested that these jobs be brought back before the COW
Committee before hiring begins. She also requested that a specific salary be clarified
before hiring due to past history with the hiring in the City Office. Mayor Prochaska
brought up the fact that the positions have to be set into a range, but the Council can
propose a hiring rate if they want.
Tracy Pleckham stated to the Committee that the Treasurer and she can not even get to
the projects they want to work on because of the lack of help in the office. As far as her
and her one other employee in her department letting others help with the Human
Resource end, that would be against confidentiality laws. Tracy Pleckbam stated that all
of the positions in question have been budgeted for at a higher rate than what is actually
needed.
The Committee moved to move all four job descriptions on to City Council for
consideration.
The Committee discussed to not allow hiring a new employee at the top of the range.
Alderman James stated he felt that it was a bad idea to set a salary before resumes are
even looked at. He feels that will disqualify a good potential employee before even
speaking with them
Alderman Sticka brought up the point that it seems to him that it is felt by some
Committee Members that someone who is presently working for the City is currently
being paid too much for the work they are doing. Mr. Sticka asked what has made this
feeling come about. Alderwoman Spears brought up that an employee was moved into a
new position with the approval of Administration to be paid at entry -level range. Later
the fact that the person was hired at midlevel salary range. This event became
disheartening to Alderwoman Spears that the Staff did not take direction from the
Council. Alderman Sticka then questioned if she felt that person was being paid too
much. Alderwoman Spears replied that that was not what she was saying.
Mayor Prochaska; brought up the point that the City will get the best person for the money
paid. Mayor Prochaska stated that Alderwoman Spears is probably right regarding the
way the economy is today, that the City should be able to find the right person closer to
the entry -level range.
Alderwoman Ohare requested once again that the Committee have made available an
organizational chart showing what work goes to whom
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Page 17 of 18
5) NIU Graduate Internship Program Contract — Admin 8/12/04: Tony Graff stated that
they are still waiting for the actual contract from NIU. NIU has formally accepted Mr.
Olson into the Internship Program and has been assigned to the City. The Contract will
bind him with the City for a two year program. This topic will come back to the next
COW meeting.
* Alderwoman Burd stated that she had thought of speaking to Northern regarding them
being able to help the City with their set -up as far as the flow in the Offices. She also
brought up that there is a group of retired City Officials that will also help in the set -up
process. Mayor Prochaska stated that the City did have Northern come and do an
assessment of their services and had a presentation given to them when it was complete.
6) Mr. Graff started the discussion explaining that Provena provides the standard drug
testing regulated by DOT. Alderman Munn stated the specifications that require this type
e of testing and brought up the fact that the price should be negotiated due to the high
price listed. He requested that whoever is in charge of setting up the testing for the City
have them negotiate the price down to at least $45.00 instead of the $55.00 requested
The Committee asked if this was a time issue to have done. Laura Brown and d Eric
Dhuse stated that presently they do not have anyone doing the DOT testing and it should
be completed immediately. Laura Brown also stated that there's a memo missing from
the packet that explained the fact that it was looked into and was reviewed by Dunbar &
Shaw. The Committee advised Laura Brown to move forward and speak with Provena
regarding the price issue to see if they are negotiable. Alderman Munn highly
recommended to the Committee that the testing could be found to be done cheaper
elsewhere if Provena is not negotiable. Mr. Graff stated that this needs to move forward
since there are 8 employees waiting to be tested. The Committee decided to move this
onto City Council with the pricing pending.
Executive Session: The Committee decided to hold off until the next COW meeting due
to the late hour of the meeting.
Additional Business:
1) Alderman Besco thanked Laura Brown for coming to the Countryside meeting and
giving such a good presentation.
2) Alderman Munns brought up the fact that he has personally been called in regards to
the safety issue out by the Soccer field with kids running out into traffic. This will be
sent to the Public Safety Council.
3) Alderwoman Burd stated that the owner of OFs thought Laura Brown had done such
a good job.
4) Alderwoman Spears asked where the City stood on the emergency generator. Chief
Martin replied that it's been ordered. She also questioned what the weekend cost would
be. Chief Martin is still waiting for a reply, but will find out. It was explained to the
Committee that due to Weather events in other parts of the world, it could be a delay in
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Page 18 of 18
getting the correct workers back in the area to be able to install it. The office will only
have to be closed down for 3 days.
5) Alderwoman Spears asked the Committee members if anyone knew if Pat SummeraU
made TV. She also asked if everyone had paid there commitments. Tracy Pleckham
stated that the City had received funds today and will have two more coming by Friday,
with maybe one more. A list will be made to the Committee of all who participated.
6) Mayor Prochaska stated that IDNR is planning a meeting for the Citizens Committee
regarding the Dam on the 30' of September to go over where they are in the design
process here at City Hall.
The meeting was adjourned at 10:38 pm.
Minutes by: Sheila Teausaw
18
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