COW Minutes 2004 05-18-04 s.t VE, D R
COUNCIf
UNITED CITY OF YORKVILLE
COMkaY tter; OF THE WHOLE MEETING
YORKVILLE CITY HALL CONFERENCE ROOM
TUESDAY, MAY 18, 2004
ATTENDANCE
Mayor Art Prochaska; Aldermen Richard Sticka, Wanda O'Hare, Paul James, Marty
Munz, Rose Spears, Larry Kot, and Valerie Burd; City Administrator Tony Graff; and
Kelly Kramer, representing the City Attorney's office.
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GUESTS: Stephen Yas, Michael Auf der heide and Jonathan Fischel, from Yas/Fischel
Partnership; Kevin Dubajic; Lynn Dubajic, Yorkville EDC; Laura Brown; library trustees
Sandy Lindblom, Kelly Murray, Marianne Wilkinson and Michelle Pfister; library board
president Joseph Gruber; Dan Waitt, Beacon News; Kathy Farren, Record Newspapers;
and Rob Melekus, WSPY News.
Presentations:
1. RFQ for Facilities Master Plan
a. Stephen Yas of Yas / Fischel Partnership gave a presentation on what the partnership
could provide the city in developing a facilities master plan. Yas, who serves as the
project designer and project architect, said the partnership routinely turns in projects on
time and on budget and has a low change order percentage.
He added the partnership provides small firm advantages with large firm techniques,
provides creative innovation and has an emotional connection to each project.
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Defining some of the management philosophy, Jonathan Fischel, who serves as the
project manager, said they have significant construction experience, they believe in good
communication and they blend management with design and coordination of engineering
consultants and contractors in a holistic approach.
The design philosophy, Yas said, is an inclusive process. He said there are no
preconceived notions. Staff would be interviewed one -on -one and there would be a series
of listening sessions.
The firm also would help to define Yorkville's identity. "What is Yorkville? What does
Yorkville want to be and how do we get that," he said. By looking at the community's
past identity and historical reference, incorporating the downtown redevelopment plan
and the municipal facilities master plan and the community image, the firm will help
Yorkville define its identity. He said part of their job is to help Yorkville find its identity.
For instance, he said there are a number of new subdivisions planned for the community.
The firm will look at what the relationship is between Yorkville and these subdivisions.
In devising a plan for the city, the firm also would look at existing architecture and take
that into account.
Scope of services for a municipal facilities master plan would take about three
months /428 hours for data collection/community image /identity. That phase would
include a minimum of three town listening sessions. The conceptual design options
would take another three months /324 hours. That phase would include developing
idealized prototypical facility conceptual designs and space considerations for facilities
such as the city hall, library and police department reaching into the future 20 to 30 years.
A cost review of the project would take about three weeks /70 hours and a final report
would take about three weeks /147 hours. The total fee range would be about $72,000 to
$84,000. Yas said they geared the scope of services to the budget and added that the total
schedule duration of about 7.5 months depends on timely decision making by the client.
Yas went on to show a number of the firm's previous and current projects, which include
the Vernon Hills Village Hall, the Park Forest facilities master plan, an Evanston Fire
Station and the Glencoe Village Hall/public safety master plan.
Mayor Art Prochaska said noticeably missing in the portfolio of past projects is public
works, which is a large need in the city.
Yas said the firm could add any buildings. He said it's all within the scope of the project
and the fee wouldn't change.
Estimated fee ranges were $72,000 to $84,000 for the municipal facilities master plan
which would take about 7.5 months to complete. For the downtown redevelopment vision
plan, the estimated fee range was $42,000 to $53,000 with a completion time of about 5
months. If those two studies were combines, Yas said there would be a discount. The
estimated cost then would be $99,000 to $120,000 over an 8 -month period.
Alderman Richard Sticka pointed out that the firm seems to have a lot on its plate
already. Yas said the presentation basically showed work that was completed or near
completion. He said the firm wouldn't be before the C.O.W. if it couldn't handle the
project. He added there are a dozen people on staff.
b. Charles Burnidge from Burnidge Cassell Associates (BCA) said BCA would work on
developing the municipal facilities master plan along with consultants from two other
firms. Smith Group, JJR and S.B. Friedman and Company would also work on the
project. Representatives from all three companies were on hand for the presentation and
to answer questions.
Burnidge said he realizes Yorkville was two communities. At one time a trolley car came
through to tie the two communities together. He said it might be neat to bring back some
of that history. Currently, the Fox Valley River and the dam have a lot to offer the
community.
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As for BCA's background, Burnidge said they only serve clients such as municipalities,
school districts and libraries. They have experience with recreational facilities in
Channahon, Niles and Elmhurst and libraries in Alqonquin, New Lennox, and
Schaumburg and in Yorkville.
Burnidge said the city requested the firm submit an example of a project. They submitted
a Lake Zurich project, which features a new promenade. Burnidge added BCA has done
quite a bit of work in preservation of historic farm sites. He gave the example of the
water quarry in Batavia, which preserves the historic fabric of the community.
Among other BCA projects, Burnidge said the renovation of Altgeld Hall at Northern
Illinois University will be completed this summer and they're working on a facade
program in Elgin.
After listening to Mayor Art Prochaska and city staff Burnidge said it's clear that it's
important to identify what is unique to Yorkville. He said he doesn't know what that is
yet, but it's important to identify. From there, he introduced Paul Wiese, Smith Group
JJR, to lead the presentation on the public engagement and consensus gathering process.
Wiese said that they have experience working in communities and knowing what has
worked for them and what hasn't. Yet, he said they'll all ears to hear what Yorkville
residents have to say. Residents will be allowed to have input at town meetings and he
said those meetings would be fun as residents try to pinpoint the essence of Yorkville.
The firms like to use 3 -D models to help residents get a better idea on ideas such as size
and location.
The goal of this phase is to see which identity should be developed, Wiese said. In the
draft plan phase, the firm would try to put solutions in a detailed manner.
Dan Gardner with S.B. Friedman and Company said they would identify a plan that
works best for Yorkville.
Burnidge concluded the presentation with a summary of the phases and timing. Phase
One is the planning phase, which includes community visioning, and a public
engagement process to analyze facility needs for each municipal department.
Phase Two is the implementation phase where plans for Phase One would be
implemented. A market study also would be conducted.
Phase Three would be the redevelopment phase, he said.
While following through the outline, Burnidge said he's legally not allowed to discuss
fees at this time. If the firm is selected, then they would be able to sit down and negotiate
fees. The BCA team would coordinate the scope and phases to correspond to the city's
timeframe and budget.
"When we become a part of your team, we identify with your community. Yorkville
becomes us," he said. He added the community is very fortunate to have a river and that
the firm would want to respect the whole area.
Mayor Prochaska asked what the possible timeline would be. Burnidge said it depends on
the depth of research and study the city seeks, but estimated 7 or 8 months for a plan to
be completed.
Alderwoman Valerie Burd asked if the team would help the city find something unique
about itself. It was stated that the BCA team would help the community come up with
some ideas.
Alderman Larry Kot asked if a fee schedule could be provided. Burnidge said the teams
licenses would be in jeopardy if they did so. City Administrator Tony Graff said that right
now the city needs to look at the qualifications of the two firms making presentations.
Once a firm is selected, then fees can be negotiated, he said.
Detail Board Report (Bill List):
Kot asked if the bill list for 03 -04 was finalized now. Mayor Prochaska said he believed
so. He said bills from last year need to be completed. Once purchase orders are done in
April, sometimes they don't come due until May or June. Graff said the city is allowed to
post -date those charges so that the purchases fall in the right year.
Going through the list, Alderwoman Rose Spears and Alderman. Joe Besco had several
questions about expenditures. City staff members answered those questions, explaining
the purpose of the expenditures.
Mavor's Items:
1. Library referendum
Kelly Kramer, representing the city attorney's office, said the Library Board wants the
city to place a referendum for building of an addition to the library on the ballot in the
next general election. The city needs to decide whether it will support the referendum.
The city has all of the information except the amount of the tax levy.
Under the Illinois State Statues, the Library Board is allowed to issue a levy with the
maximum of .15 percent of the value. It can be increased up to .60 percent through a
referendum. But in order to put the referendum to the public, the city council needs to
approve a resolution and put a notice in the paper including what will appear on the ballot
and the amount of the levy.
A representative from the financial service said if you ask for a dollar amount, you're
fixed at that amount and the library board wouldn't get any additional money to operate
the library. However, if the city asks for dime, the money will grow over time. As the
building gets paid off, the operating costs tend to grow. So the money will help operate it.
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Right now, she said, the city is waiting for the actual amount. Alderman Larry Kot asked
if the language in the resolution could indicate any support on the city's part. Kramer said
no. She said the council and anyone affiliated with the city has to remember they wear
two hats and are not allowed to indicate they support the referendum or not.
Graff said the city staff would be able to answer questions and present facts, but not try to
sway the public one way or another.
Joseph Gruber, library board president, said the library board will have a citizen's
committee to promote the referendum.
The mayor asked the council members if they were in consensus to have the city attorney
go forward with drafting a resolution. The alderman said yes.
Kramer said she would bring the resolution to the next COW meeting on June 1.
2. Coffee with the mayor
Mayor Prochaska said a coffee with the mayor is planned for May 22 from 9 to 11 a.m. at
Curves for Women.
3. Waste facility consultant to provide technical waste transfer siting services
Kevin Dixon, for the past ten years, he's been the solid waste director for DuPage
County. He said the county's plan was not to site more landfills but to build more transfer
stations.
He's since left his job as solid waste director for the county and" is now working as an
environmental consultant. He assists municipalities and counties with reviewing
applications for transfer station siting applications and critiquing those applications.
These types of applications are getting quite lengthy, he said. And he added, every
application is different He helps the municipalities in setting up hearings, answering
questions and put in conditions for approval.
Alderman Paul James asked if one of the conditions could be a certain truck route. Dixon
said absolutely. Operation hours are another concern.
Kot asked if there were any other costs other than Dixon's hourly rate. Dixon said no.
Alderman Rich Sticka asked if Dixon's fee could be paid out of the application fee, if a
waster transfer site is applied for. Mayor Prochaska said yes.
Sticka added that Dixon's resume is very impressive. Mayor Prochaska said the city was
interested in talking to someone now before an actual application is filed. He said it's not
something that has to be moved on immediately.
Mayor Prochaska asked the council if they would be interested in retaining Dixon on an
as needed basis. The city also could talk to some larger firms. The council indicated they
would like to hire Dixon on retainer.
4. Employee sick time donation
Graff asked the aldermen if they would be interested in amending the city's personnel
manual to address the issue of donating sick time. It would allow employees to apply to a
pool in case of a catastrophic illness where they've used up all of their time.
James said employees would donate one or two days to a bank and ill employees would
apply for it.
Kot said it's an extremely worthwhile program.
Sticka asked how it would be determined who would receive the sick time. Graff said
there would be guidelines established. Spears suggest the city look at the policy in place
in Sugar Grove for ideas. Mayor Prochaska said he'd also like to look at the state's
policy.
Graff said there seems to be an immediate need in the city for one. Mayor Prochaska said
that such a request should come before the city council until a policy is drafted.
Economic Development Committee:
1. Fox Hill PUD Amendment
Mayor Prochaska said the aldermen should have received a letter stating that Paul
Dresden will not be requesting sales tax. The developer would just like some language in
the PUD that says it may be considered in the future. Graff said there might be an
economic incentives request to use sales tax
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If that verbage is taken out, is the city then comfortable with what is proposed, Prochaska
asked. Sticka said that was the main issue.
Kelly said the other issue people had questions on is that the developer was seeking
reimbursement for costs for engineering costs on Rob Roy Creek flood plain and the
realignment of Eldamain Road.
Sticka said in his mind, the compensation came in the rezoning itself. The representative
from the developer said the only compensation they're now seeking is compensation for
the roadway. Mayor Prochaska said the road is now a county road. He added that any
improvement on that road required by the county, must be met.
Kramer said they have the rough language worked out and a PUD agreement should be
revised by Friday.
2. Resolution amending facade program
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Kramer said the program has been expanded to include commercial and residential
buildings in the entire city built before 1940.
Kot asked if the city could include language to give some leeway to include any other
buildings that can show unique historical significance. Kramer said that could be added.
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Kot also said it needs to be spelled out that disbursement of funds would be awarded on a
first come, first serve basis. Mayor Prochaska said that's spelled out in the original
ordinance.
The alderman agreed to put in the extra language and agreed to put the item on the City
Council's consent agenda.
3. Tanglewood Trails annexation
Kramer said they wanted to do one last legal review on the language regarding the
responsibility of paying for the water service.
Mayor Prochaska said on Page 5, paragraph N, he thinks it should say the city will
provide police services, library services, and other services as generally provided by the
city. In paragraph O, this is something new. In the past is has said the city may pay
certain costs as opposed to shall. Kramer said she can talk to the developers to see if they
would be agreeable to that.
Mayor Prochaska asked if the city has all of the attachments such as landscaping,
subdivision plat and the annexation plat. Kramer said the city can get the annexation plat.
Mayor Prochaska reminded everyone that this is a county subdivision and that the
subdivision is not contiguous with the city yet. He said he'd like to see those changes be
looked at. He also wants to make sure that the city has all of the proper exhibits. If so, he
said it can move forward to the city council.
Road impact fees have been a topic, James said. He wanted to know if the fees would be
applicable to this development. Kramer said she could check and see. Mayor Prochaska
said the county is looking at the city to collect fees because the county can't do it. He said
he has a problem with that.
Administration Committee
1. Water works system improvement projects and update radium compliance.
James said there are a couple of policy questions to address. One questions is whether the
city should wait and apply for an Illinois Environmental Protection Agency loan. They
won't know until November if the city will receive it.
If the city decides to move forward, what kind of financing would the city try to' use.
Tracy Plockham has done some research on the loan process. She said last year, the IEPA
budgeted $74 million. This year they've budgeted $67 million. They're doing the public
hearings for what municipalities will make the list in July and August. Typically a letter
goes out to municipalities in September about what has been awarded, but it isn't
formalized until October.
The city needs to be proactive and possibly assume it will get money from the program
because of timing constraints. Since the city's been on it before, it might have a good
chance to get the funding.
The cost estimate Engineering Enterprises Inc., was talking about is $20,000 to $30,000
to determine if the city's eligible. If the city were not eligible, it would have to go the
route of bonds.
Graff said the city has indicated it wants to take the project to 2008. He said the city is
okay with the compliance schedule through the IEPA.
James asked if the city waits for the IEPA loan and doesn't get it, would the city have to
pay higher rates if it issues revenue bonds?
The city financial advisor said maybe the city should go down both paths. Seek the
revenue bonds and alternate bonds and still apply for the IEPA grant. But James said one
of the qualifiers for the IEPA is whether the city has other available funding.
However, the advisor said the city wouldn't actually borrow the money. It would just put
things in place. Graff said as long as the city isn't making any definitive decisions to
award a contract, it would still be eligible.
Graff said there are 127 violations in the state and it's unknown how many will apply for
the IEPA loan. However, he said a more definitive list of how many municipalities are
applying for the loan by September. By October, the city will know if it has made the cut.
James asked why the city would want to get the bond process in motion then if the city
can't sell the bonds. Mayor Prochaska said it would save some time.
The financial advisor said the real problem is whether the city wants to spend $25,000 to
see if it eligible for the loan and hope to save $900,000.
Kot asked about an alternative rate schedule. The financial advisor said no matter how
you look at it, it would always cost more to delay the payment. But it will be more
affordable as the city gets more users.
Kot said if the city back weighs it too much, it would seem as if the city is pushing it off
to some future council to worry about paying it. The benefit is there would be extra
money to pay on existing water and sewer debt.
The financial advisor said it's a very difficult balancing act.
James said there are two questions on the table — does the city apply for an IEPA loan or
does it move forward and sell bonds.
Mayor Prochaska said he likes the idea of saving $900,000 and applying for the IEPA
loan. Also, he said the city should have some good answers by the end of August.
He suggested the city apply for the IEPA loan and still proceed on the bond resolution
until something is more definite.
2. Grande Reserve SSA ordinances
This item was tabled.
Park Board:
1. Concession driveway paving contract
Laura Brown said they've only received one bid because it is such a small project.
Public Works:
1. Institutional agreement for Fox Industrial Park
Sticka asked if people who have wells in that area should be concerned.
Kramer said it's more of a precautionary measure by the IEPA. Basically, the IEPA
wants an assurance the city won't build a water tower in that area or build any new wells
while they're doing the remediation at Fox Industrial Park.
Mayor Prochaska asked if the city needs to notify landowners in the area. Kramer said
she would check and get back to the COW in two weeks.
2. Facility Planning for Proposed Expansion of YBSD Treatment Facility
Graff asked if the council wants to see the full -blown presentation to understand the
proposed expansion. Basically, the city is doubling the size of the treatment facility. The
COW seemed to indicate that wasn't necessary
The meeting adjourned at 10:25 p.m.
Minutes respectfully submitted by Dina Gipe
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