COW Minutes 2004 08-17-04 Page 1 of 9
APPROVED 2/22/05
UNITED CITY OF YORKVILLE
COMMITTEE OF THE WHOLE
CITY HALL CONFERENCE ROOM
AUGUST 17, 2004
7:00 P.M.
ELECTED OFFICIALS PRESENT:
Mayor Art Prochaska Alderman Wanda Ohare
Alderman Joe Besco Alderman Rose Spears
Alderman Valerie Burd Alderman Richard Sticka
Alderman Paul James City Treasurer Bill Powell
Alderman Marry Munns City Clerk Jackie Milschewski
CITY STAFF PRESENT:
City Administrator Tony Graff Public Works Director Eric Dhuse
City Attorney Representative Kelly Kramer Director of Parks & Recreation Laura Brown
Police Lieutenant Don Schwartzkopf Finance Director Traci Pleckham
GUESTS:
See attached list.
PRESENTATIONS
BKFD Impact Fee Study
Fire Chief Mike Hitzemann with the Bristol - Kendall Fire District addressed the Council. He
explained that the Fire Department contracted with a company to do a Future Facility Study for
the fire protection district. One of the recommendations suggested was for BKFD to ask the
United City of Yorkville to increase the impact fee collected from developers. He distributed the
results of the Impact Fee Study (see attached) that was done at the request of the City Council.
The study supports the request for an increase of the residential impact fee from $300.00 to
$500.00 per single family home.
Mr. Hitzemann went over the increase for commercial development which is currently at
$.035 /square foot. It was suggested to increase this to $.16 /square foot. He noted that the highest
fee in the area is $.15 /square foot charged by Plainfield and that Joliet charges a flat fee of
$2,400.00. He stated he was not sure what was the best way to determine this rate however the
current rate is not enough.
Mayor Prochaska suggested that since this was not an agenda item, it be placed on the September
7, 2004 Committee of the Whole (COW) agenda for further discussion by the Council. Mr.
Hitzemann was agreeable to this.
This item was placed on the September 7, 2004 COW agenda for further discussion.
DETAILED BOARD REPORT — BILL LIST
Alderman Spears questioned the following items on the bill list:
e
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• Page 9, Elan Financial Services, Engineering -WCC CAD skills for $188.00 - Finance
Director Traci Pleckham explained that this was for a class that the new Engineer Tech
took at Waubonsee Community College. Alderman Spears asked if he had CAD training
and Mayor Prochaska noted that based on the cost of the class, this was probably updated
training.
• Page 9, Elan Financial Services, Rec -Kane County Cougars for $46.50 — Executive
Director of Parks & Recreation Laura Brown explained that this was for a children's'
program.
• Page 9, Elan Financial Services, Park, Natl Rec & PR Conf. for $420.00 - Ms. Brown
explained that currently Park Foreman Scott Sleezer is in Colorado attending the NRPA
Maintenance School where he is participating in a two -year program where he will be
certified in park maintenance on a national level.
• Page 9, Elan Financial Services, Park - United Air /Sleezer for $344.21 - Ms. Brown
explained that this is the airfare for Mr. Sleezer.
• Page 10, Elan Financial Services, Admin -WCC- Computer Classes for $341.00 -
Administrator Graff explained that this was for computer classes that employees Annette
Williams and Liz D'Anna were taking.
• Page 15, Kendall Printing, Admin- Business Cards Bldg. Dept. for $375.82 -
Administrator Graff explained that City purchases the business cards for the Building
Inspectors.
• Page 19, Municipal Software Inc., Admin - 1 day on -site trained for $199.00 — Mrs.
Pleckham explained that MSI came out to the City to train new employees on the
software.
• Page 28, Seyfarth, Shaw, Fairweather, Admin -HR legal services for $775.73 - Mrs.
Pleckham explained that this was for Labor Attorney services.
0
Alderman Munns asked how the reimbursement for meals for out -of -town travel was handled.
Ms. Brown explained that Mr. Sleezer will be reimbursed for these expenses when he turns in
receipts.
Director of Public Works Eric Dhuse explained that the share of the bill on page 11 for Gary
Gates, Streets- Reimbursement of tree for $1,440.00 is $200.00. He stated he pointed out the error
to Director Pleckham.
Alderman Ohare questioned the rental charge on page 15, Kopy Kat Copiers, Police- Copier
Rental for $288.50; she thought the City owned all the copiers. Mrs. Pleckham indicated that the
Police Department leases their machine. Alderman Ohare also inquired about the charge on page
16, Kopy Kat Copiers, 7,442 @.08 & 6,582 @.01 for $661.18. Mrs. Pleckham explained that this
is the charge for the color copier which is broken down into two charges; one for color copies
($.08) and one for black and white copies ($.01).
Mayor Prochaska questioned the charge on page 23, Kathleen Field Orr & Assoc, Fox Industrial -
2002 & 2003 Annual TIF Report. for $232.50. Mrs. Pleckham explained that this is for the
annual report that needs to be done for the Fox Industrial Park TIF.
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ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA
None.
MAYOR
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ZBA 2004 -11— Duy's Shoes & Sportswear — Sign Variance Request
Mayor Prochaska reported that there has been a request from Duy's Shoes for a sign variance.
They would like to add four small additional signs to the front of their store. Mayor Prochaska
stated that it this was recommended 4 -0 by the Zoning Board of Appeals (ZBA) to approve the
request for the variance.
There was a brief discussion on the construction materials to be used for the signs. The owner of
the business, Tod Duy, explained that the signs will be professionally made of 3 /a" plywood which
will be sealed with polyurethane. The Council agreed with the variance.
This item was placed on the August 24, 2004 City Council meeting regular agenda for approval.
ZBA 2004 -12 — Beaver Street, LLC — Off - Street Parking Variance Request
Mayor Prochaska reported that there was been a request from Verne Henne for a front yard
setback and side yard setback for 106 Beaver Street however Mr. Henne has indicated that the
side yard variance is not needed and was placed on the application in error. The variance is
needed to allow for parking for the business located at that address within the front yard. Mayor
Prochaska indicated that the variance was approved by the ZBA. He noted that currently the area
is grass, the building was built prior to the current code and there is no parking on this side of
Beaver Street. The Council agreed to allow the variance.
This item was placed on the August 24, 2004 City Council meeting regular agenda for approval.
Master Facility Plan
Mayor Prochaska reported that the staff developed a summary of the Request for Quotes (RFQ's)
presented by Bumidge Cassell Associates (BCA), Yas/Fischel and Williams Architects. Based
on the information received staff feels that all the companies are capable of performing the job
however they preferred BCA due to their experience and the feedback that they received
regarding the company.
The staff was complimented for their review and for the reasons behind their recommendations
however Aldermen Spears, Sticka, Ohare, Burd and Besco stated that they reviewed the
information and they preferred Yas/Fischel due to their presentation, innovative and fresh ideas.
The issue of Yas/Fischel working with a local developer was discussed and Attorney Kelly
Kramer stated she would verify if this posed any problems with them working with the City.
After some discussion, the Council agreed to accept Yas /Fishel's RFQ for a Master Facility Plan.
This item was placed on the August 24, 2004 City Council meeting regular agenda for approval.
Coffee with the Mayor
Mayor Prochaska reported that the next Coffee with the Mayor would be Saturday, August 28,
2004 at the Congregational Church from 9:00 A.M. to 11:00 A.M.
Roadside Clean -up
Mayor Prochaska asked the Council if they were still interested in doing the roadside cleanup on
Saturday, August 28, 2004 at 8:00 A.M. The road to be cleaned is both sides of Route 34 from
Cannonball Trail to Eldamain Road. The Council agreed to meet at the Town Crossing Shopping
parking lot.
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PRESENTATIONS
Special Service Area (SSA) Financing Pros and Cons
Peter Raphael from William Blair &Company presented the pros of SSA's for the United City of
Yorkville:
• Capital Improvement Programs can be accelerated — SSA's are used to fund public
infrastructure development such as water, sewer systems, roads, etc.
• Can provide jump start to Commercial Corridor Infrastructure — roof tops generate
commercial sites and the infrastructure improvements also benefit commercial
development.
n n constructing public n
• Comprehensive plan for funding and co truct g pub c improveme is ca n be
negotiated and executed through this financing vehicle — develops a plan for who is
responsible for the construction of the infrastructure, who is paying for it, etc. The
municipality is aware of what funds are available from the beginning.
• Increased control — SSA's allow improvements to be done above and beyond what is
required.
• Only the property owners that benefit are taxed — the entire community is not responsible
for the improvements needed due to new development. Isolates those who benefit from
the new infrastructure.
Kevin McCanna from Speer Financial presented the cons to the United City of Yorkville:
o Additional administrative burden — an extra fee is charges along with SSA to cover
administrative expenses. Usually an outside entity is hired to keep track of SSA funds.
o Homeowner inquiries and complaints — residents will receive a disclosure regarding the
SSA as part of their title policy however there will always be questions and concerns
directed towards the City.
o Higher overall tax burden — the tax bill for residents affected by the SSA will be different
from other residents.
o Lack of understanding in the broker community — some brokers feel that homes with
SSA's sell slower whereas others feel there is no difference.
o Possible lack of disclosure to subsequent homeowners — SSA information is on the title
policy of the homes affected however future home buyers may not be aware or
understand the SSA applied to their property.
The pros for homeowners were presented:
• Optional participation — a buyer can pay more for the house and not pay the SSA each
year. This applies not only to the original buyer but also to subsequent buyers.
• Prepayment at any time
• Lower down payment = more purchasing power
• Total monthly payments similar to conventional mortgage where infrastructure is
included in the price of the home
• Gives the homeowner the flexibility of assuming the long -term, tax exempt rate financing
or paying it off
The cons for homeowners were presented:
• Higher Real Estate Taxes
• Resale (market acceptance and pricing)
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The Council discussed the following items:
o Working with local realtors to educate them on SSA's and encouraging them to educate
buyers, especially subsequent buyers.
o The acceleration of the SSA taxes which may go up 2% per year. Buyers are given a
schedule of the SSA when the property is purchased.
o Making the information regarding early payoff such as the payoff amount readily
available to purchasers and requiring the sales office to provide the payoff information.
o Making the SSA message consistent between all the developers in the area. Art Zwemke
from MPI suggested that developers in the area use a standard form of disclosure
o If SSA's were detrimental to one developer over another (i.e. do developments without
SSA's outsell those with them ?) Art Zwemke explained that initially two identical
houses, one with an SSA and one without, may sell at a different rate. However, over
time the comparability of the houses diminishes and there usually is no difference.
o The deductibility of the SSA portion of real estate tax bill when doing income tax return.
Mr. Raphael explained that the SSA is a lien against the property and the portion that is
interest can be deducted. It is not deducted under the real estate tax section but rather
under the mortgage interest expense section. The interest portion can be determined by
the SSA administrator.
o Developers presenting the SSA as a requirement of the City. Alderman Sticka noted that
the City is not imposing the SSA tax on anyone; it is the choice of the developer.
There were no further questions or comments.
ECONOMIC DEVELOPMENT COMMITTEE
No report.
PARK BOARD
School District Facility Use
a. Final Summary of Use for FY 03/04
Executive Director Laura Brown presented the final summary for facility use in fiscal year
2003/2004. The City used school facilities for a total of 1173.25 hours. She noted that not
included in this study is information from the Police Department which Chief Martin is currently
working on.
b. Calendar Request for School Use for FY 04/05
The second part of the report is a summary of the current requests for facility usage. Ms. Brown
further explained the how facilities are scheduled and how class cancellations are handled.
The Council went over the report presented and asked if it could come back to them when the
information from Chief Martin was received. Ms. Brown also stated that the report will be
presented to the Adhoc committee for their review.
This item will return to a future Committee of the Whole meeting when the information from the
Police Department is received.
Preschool Contract for Congregational Church
Ms. Brown reported that the Parks Department has an opportunity to offer a preschool program
however there is no space for it. She stated that a pre - school instructor has approached the Parks
Department regarding starting a program and there have been numerous requests from residents
for one. The program is strictly for pre - school; it will not be a day -care program. Staff
investigated where the classes could be held and two churches offered space however one decided
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to offer their own program and withdrew the offer. She stated that the Congregational Church
was very good to work with and their board is in favor of the program.
Alderman Ohare stated that she saw the program advertised before this ever came before the
Council. Ms. Brown explained that it was advertised in order to see if there was an interest in it.
Those interested paid a $40.00 refundable registration fee and were advised that a site was not
confirmed yet. She stated that the classes will have a maximum of fifteen children with two
instructors and 60 children have been pre- registered. She noted that there is a waiting list.
Alderman Ohare also questioned the City's liability because the classes will not be held on City
property. Ms. Brown stated that it is the same liability as when the City uses school facilities.
She stated that she checked with the City's insurance company who verified this. She also stated
that the City's Building inspectors inspected the facility and everything is fine. She explained
that no license was required because it will be run by a municipality and it is pre - school not day
care. She stated that all Park employees undergo a background check.
The Council further discussed snow removal per the contract, fees, licensed instructors and the
State's licensing requirements which do not apply.
Ms. Brown stated that the church reviewed the draft of the contract and was fine with it. Attorney
Kramer stated that her office also reviewed the contract and everything is in order.
This item was placed on the August 24, 2004 City Council meeting Consent Agenda for approval.
RFP for Parks Maintenance Facility
Ms. Brown reported that the Park Board asked her to bring this to the City Council. She stated
that the Parks Master Plan discussed the need for a new Parks Facility. If the Park employees
were moved out of the Public Works Facility it would also create more room for them. The Park
and Recreation Department is proposing to go out for Requests for Proposal (RFP) for a space
analysis and design of a facility. A site has been identified in the Menard's area where the City
has seven acres of park land. The facility would be on two acres still allowing for a five acre
park. She explained that the site was selected by both the Park Board and staff because of the
central location. This would be funded with Land Cash Funds. She stated that the Park Board
wanted permission to move forward with the RFP.
The Council discussed the type of building being proposed, architectural standards, the City's
Master Facility Plan, the immediate need for more space for park maintenance equipment and
personnel, more space for the recreation staff, the Council's input on how Land Cash Funds are
being used, City Council requests for specific Park & Recreation facilities, etc.
After a lengthy discussion, it was the consensus of the Council to have the Park and Recreation
Department go ahead with the RFP.
Alderman Spears asked Ms. Brown if she would place a community center for senior citizens on
a future Park Board agenda.
PUBLIC WORKS COMMITTEE
Windett Ridge — NICOR Easement Request
Attorney Kramer reported that NICOR has submitted a permit request for an easement that will
cross over two lots in Windett Ridge; one that is a future commercial site owned by the developer
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Wiseman- Hughes and the other is the site of a detention pond owned by the United City of
Yorkville. She stated that Attorney Dan Kramer requested that the easements be executed
separately by both Wiseman- Hughes and the City.
The City Council agree to place the United City of Yorkville portion of the easement on the
August 24, 2004 City Council meeting Consent Agenda for approval.
Subdivision Standards Ordinance
Attorney Kramer reported that a few revisions were made based on comments from the Public
Works Committee and City Engineer Joe Wywrot.
Mayor Prochaska noted that the ordinance is referred to as the Subdivision Standards Ordinance
on the agenda however the ordinance itself states it is the Subdivision Control Ordinance.
Attorney Kramer stated tht the correct title is the Subdivision Control Ordinance.
Attorney Kramer noted changes regarding historical street names and to the table of contents.
Mayor Prochaska asked if the wording to item #6 under 1.01.01 on page 15 regarding historical
street names be changed to read "Reserve a minimum of one historical street name from the list
on file in the Engineer's office or more as required by the City Council, ...."
Alderman Spears stated she did not get back her original marked up copy so she had nothing to
compare the new draft with. She stated she would like time to check with her original copy
before voting on the ordinance. Administrator Graff stated he would ask Mr. Wywrot to return
Alderman Spears copy to her.
Alderman Besco asked if a developer could request a variance to an article in the ordinance.
Attorney Kramer stated that they could but would have to go through the variance process. She
also noted that anything in the ordinance could be negotiated in a Planned Unit Development
Agreement.
Mayor Prochaska suggested that the ordinance come back to the City Council on September 7,
2004 for further consideration. The Council agreed.
This item was placed on the September 7, 2004 Committee of the Whole meeting agenda.
PUBLIC SAFETY COMMITTEE
No report.
ADMINSTRATION COMMITTEE
Resolution for Feasibility Study for Countryside Center TIF
Administrator Graff reported that a requirement in moving ahead with the Countryside Center
Tax Increment Financing (TIF) District is passing a resolution for a feasibility study and report on
the project area. He distributed a draft of the resolution from attorney Kathy Orr. The study will
be paid for by the developer and any cost incurred by the developer or the City can be recaptured
if the TIF is approved.
Alderman Burd question Section 4, page 2 of the resolution which states that the City Council
agrees to reimburse itself for the costs incurred in the connection with the study and report.
Mayor Prochaska explained that this section is so that any cost incurred by the City can be
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recaptured. If this is not included, the cost cannot be recaptured. Alderman Burd asked if the TIF
freezes the taxes of the area. Mayor Prochaska explained that the tax assessment at the time of
the TIF is frozen for all the taxing bodies. Any increase in property tax is then used to pay off the
improvements to the area over the time of the TER Alderman Burd asked what the average time
was for a TIF and Mayor Prochaska stated that the last TIF was set up for twenty years and can be
paid off earlier. Once the improvements are paid for, all the taxing bodies will benefit from an
area with a higher Equalized Assessed Value (EAV).
Administrator Graff stated that there are seventeen criteria for a TIF and the area needs to meet
five of them for redevelopment. He explained that a pre - qualification for Countryside Center was
done and now the formal qualification will be done starting with this resolution.
Attorney Kramer stated that Attorney Orr will provide a presentation and a time line for the TIF
approval.
This item was placed on the August 24, 2004 City Council meeting consent agenda for approval.
EVW Employer Contribution Rate — Committee Recommended Option 2
Finance Director Traci Pleckham reported that the Illinois Municipal Retirement Fund has
notified the City that it is currently over - funded in the Employer Regular Reserve Account. They
offered the option to use the overfunded amount to pay off the Early Retirement incentive (ERI)
liability and/or reduce the retirement rate to a minimum rate that will maintain 100% funding.
The City may select a rate based on one of four options for calculation. Mrs. Pleckham
recommended Option 2 where overfunded amounts are amortized over 27 years and the ERI
liability is paid off. This method will decrease the employer contribution rate for the next
calendar year.
Mayor Prochaska explained that the early retirement program creates a liability and it cannot be
offered until the liability is paid off; this liability will be paid off with the overfunding amount.
The Council discussed the other three options with Mrs. Pleckham, the amount of the contribution
made by the City and employees, how the fund became overfunded, the advantages /disadvantages
of the different lengths for amortization, etc. After some discussion, the Council agreed to select
Option 2.
This item was placed on the August 24, 2004 City Council meeting consent agenda for approval.
ADDITIONAL BUSINESS
Minutes
Alderman James commented that he felt that too much time was being spent at City Council
meetings going over the minutes for approval. He suggested trying a new method of approving
the minutes at the City Council meeting. He stated that the Administration Committee discussed
that the Council members should submit corrected revisions to the City Clerk and then the
minutes will be approved along with any submitted corrections. The Council discussed this
further and Attorney Kramer stated she would verify if this could be done because the corrections
may need to be discussed in an open meeting.
Alderman Spears asked if the minutes were getting caught up and Clerk Milschewski explained
that she has been in touch with minute taker Gail Denton who is supposedly working on them.
Clerk Milschewski explained that she gave Ms. Denton a deadline. Mayor Prochaska suggested
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getting the unfinished minutes back and having someone else type them... Clerk Milschewski
stated she would ask Ms. Denton to do this.
Pat Summerall Productions
Alderman Spears asked for an update on the funding for the Pat Summerall project.
Administrator Graff stated that the City is still about $3,000.00 short however the project is
proceeding and should be done by September 3, 2004.
Fox Hill Parking
Alderman Munns stated that the parking was changed for the new park in Fox Hill however
soccer nets have been installed at the original park and cars are now double parking in this area.
Mayor Prochaska asked the Public Works Department to look at the parking situation.
Sergeant Hart
Mayor Prochaska reported that Sergeant Hart was involved in an auto accident while off duty.
He is in Copley Hospital and is doing fine. He hopes to go home tomorrow.
Joint Meeting with Plan Commission
Mayor Prochaska reported that City Planner Mike Schoppe has suggested a joint meeting
between the City Council and the Plan Commission to discuss the southern Comprehensive Plan
amendment on September 15, 2004 at 7:00 P.M. Mr. Schoppe stated that he has discussed this
with the Plan Commission and they are agreeable to the meeting. Mr. Schoppe will present a
draft of the plan at this time.
IDOT Highway Permit
Administrator Graff reported that there will be an IDOT Resolution at the next City Council
meeting which allows the Hydraulic sanitary sewer line to go under Route 47.
YEDC Annual Meeting
Lynn Dubajic with the Yorkville Economic Development Corporation reported that their annual
meeting will be held on October 20, 2004 at the Beecher Center at 12:00 P.M. The keynote
speaker will be Jack Lavin, the director of the Illinois Department of Commerce and Economic
Opportunities.
Route 47 Petition
Alderman Spears reported that she had a petition for the Route 47 expansion and she asked
anyone interested to sign it.
There was no further additional business.
The meeting was adjourned at 9:50 P.M.
Minutes submitted by Jackie Milschewski, City Clerk
Bristol Kendall Fire Protection District
Impact Fee Study
Single Residential Multi- Residential Commercial Notes / Other
Bristol Kendall Fire - Yorkville $300.00 $300.00 per unit $0.035 per sq ft Commercial $300 min.
Little -Rock Fox - Plano $500.00 $0.00
Oswego Fire - Oswego $304.39 $456.58 $608.78
North Aurora $715.00 $715.00 per unit $0.08 per sq ft
Sugar Grove Fire $400.00 + plan review $75.00 plan review
Joliet $1,200.00 $1,200.00 $2,400.00
Elgin $650.00 $650.00 per unit $0.15 per sq ft
Plainfield $1,000.00 $1,000.00 $0.15 per sq ft
Minooka $100.00 $100.00
Aurora $325 per acre + $250 $325 per acre + $150 unit $0.15 sq ft non sprinkler
$0.05 sq ft sprinkler
Montgomery - Countryside No growth in there Dist. $200.00 plan review
Bristol Kendall Fire - Request $500.00 $500.00 per unit $0.16 per sq ft wi $500 min. Plan review fee (TBD)
An example - 5000 Sq Ft commercial building @ $0.16 per Sq Ft = $800.00
Committee of the Whole Meeting
August 17, 2004
PLEASE PRINT
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