Loading...
COW Minutes 2004 03-16-04 Page 1 of 8 APPROVED 10/26/04 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE CITY HALL CONFERENCE ROOM MARCH 16, 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 Larry Kot City Treasurer Bill Powell CITY STAFF PRESENT: City Administrator Tony Graff Public Works Director Eric Dhuse City Attorney Representative Kelly Kramer Director of Parks & Recreation Laura Brown Police Chief Harold Martin Finance Director Traci Pleckham (arrived 7:20) GUESTS: See attached list. DETAILED BOARD REPORT — BILL LIST Alderman Spears questioned the following items: o Page 1 - payment to Associated Technical Services for $586.00 for an emergency locate. Director of Public Works Eric Dhuse explained that the charge was for pinpointing a water main break. o Page 14 - payment to Motorola for $2303.50 for VRM850 and cable. Director Dhuse explained that the charge was for the radios used by the Public Works Department. o Page 19 - payment to Schoppe Design for the new post office in the amount of $3,826.45. Mayor Prochaska explained that the fee was for the proposal to the United States Postal Service for a downtown location for the new post office. Mr. Schoppe prepared the plan for the proposed site. o Page 21 - payment to Seyfarth, Shaw and Fairweather in the amount of $5,792.29. Police Chief Harold Martin explained that a portion of this was for personnel issues in the Police Department and City Administrator Tony Graff stated that the remainder was for work on the Employee Manual. o Page 25 - payment to Old Second Bank for the safety deposit rental in the amount of $100.00. Mayor Prochaska explained that the city rents a safety deposit box and has always had one; the City Clerk has the key. o Page 26 0- payment to Yorkville Self Storage in the amount of $150.00. Administrator Graff stated that the city is still renting two storage units and will probably still need to continue to rent one unit after the disposal of property because there is no other space for the items in the unit (equipment, desks, file cabinets, etc). Alderman Ohare questioned the following charge: o Page 11 - Kendall County Probation — Juvenile for $5,000.00. Chief Martin stated that the Police Department received a grant and as part of it, the department agreed to assist the County with its work. The Police Department received $30,000.00 and shared $5,000.00 for Functional Family Therapy services provided by Kendall County and Aunt Martha's. Page 2 of 8 There were no further questions. The Detailed Bill list was placed on the March 23, 2004 City Council regular agenda. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA 1. Police Reports for January 2004 Alderman Kot stated that the reports were reviewed at the Public Safety Committee meeting and everything was in order. There were no questions or comments. This item was placed on the March 23, 2004 City Council consent agenda. MAYOR Coffee with the Mayor Mayor Prochaska reported that Coffee with the Mayor would be on Saturday, March 20, 2004 at Freeman's Sports from 9:00 A.M. to 11:00 A.M. Kendall County Trails and Greenway Plan Resolution Mayor Prochaska reported that the resolution was developed as a result of a Mayors and Managers Meeting. He turned the floor over to Executive Director of Parks & Recreation Laura Brown who explained that all the surrounding communities were involved in the master trail plan for Kendall County. The focus was on where Kane County trails ended and how Kendall County can connect both County and local trails to the system. The plan will allow for bike development grants to be pursued. Alderman Kot asked to see the plan before the resolution is voted on. Mayor Prochaska stated that it was available at the City offices for anyone interested in viewing it. This item was placed on the March 23, 2004 City Council consent agenda. Approval of Historical Street Name List Mayor Prochaska presented the list of historical street names. Alderman Spears had a problem with the list because five people were pulled off the list by the Human Resource Commission. She recommended that one employee handle the project because too many people are involved and asked Administrator Graff to assign someone to it. There was discussion regarding the use of the names of people serving in the position for which they are being recommended for street names. Alderman Spears felt that the list had already been approved however Mayor Prochaska and Administrator Graff stated that neither the City Clerk nor the Deputy Clerk could find it in the minutes that it was approved. Alderman Spears asked that the Council receive a list of the street names and which development is using them. Mayor Prochaska recommended that the five names be removed and the list move ahead. He stated that if everything is clarified by March 26, 2004 this item will be placed on the March 23, 2004 City Council agenda. Salary Increases for the Next Fiscal Year Mayor Prochaska reported that he discussed the salary increase with staff and proposed al.8 % COLA (cost of living adjustment) along with merit raises of up to an additional 3.2% for a maximum 5% increase which has been worked into the budget. The Council discussed the increase and agreed to it. Page 3 of 8 FY 04/05 Budget Mayor Prochaska presented the Fiscal Year 2004/2005 Proposed Budget. Finance Director Traci Pleckham went over the following line items indicated on her Budget Changes Summary: General Fund: o Collection Fee - YBSD -was increased from $10,000.00 to $44,441.00. Finance & Administration Expenses • Benefits — Health Insurance — decreased from 682,876.00 to $621,000.00. Alderman Spears noted that it has been discussed in the past to have employees contribute toward Health Insurance. Mayor Prochaska asked if the Administration Committee had made a recommendation for this and Alderman Spears stated that it was not discussed further by the committee. Mayor Prochaska noted that there is still a month before the budget needs to be approved so this could still be investigated or this recommendation could be made at the mid-year budget review. Y g • Contractual Service — increased from $18,000.00 to $37,300.00. Administrator Graff noted that Contractual Services Fund was increased to factor in strategic planning with regards to the employee performance evaluations. • Travel/Meals/Lodging — increased from $18,000.00 to $19,000.00. Director Pleckham noted that amounts allocated to each item in the account were adjusted. • Contingency - increased from $87,606.00 to $122,523.00. Alderman Spears asked what is allocated to this item. Administrator Graff explained that this fund is set aside for emergencies and any expenditure from the fund will have to be brought to the Mayor and anything over $5,000.00 will still be approved by the Council. Street Expenses: o Street Rehab Projects —increased from $135,000.00 to $150,000.00 due to the Corneils Road project with Kendall County Municipal Building: o Entry Way Signs — $3,600.00 has been added to the budget for signs. Nothing has previously been allocated for this. o Landscaping — Public Buildings - $5,000.00 has been added to the budget for landscaping. The staff recommended this item to the Mayor as funds for this have previously been taken out of the Parks General Fund. Alderman Kot noted that further on the meeting agenda was an item to add a second K -9 unit for the Police Department. He asked if this was factored into the current budget. Chief Martin stated that the stipend for the K -9 unit will be out of the Contingency Fund. Any of the added expenses such as for the dog food should be covered by donations. Alderman Kot also noted that the Public Works Committee is in the process of doing salary review for the Public Works Director. He asked if this was also factored in or was a cushion for this possible increase included. Mayor Prochaska stated that it was not factored in because the dollar amount is unknown however the Contingency Fund can be used for this. There was no further discussion on the budget. Mayor Prochaska recommended that it be published for viewing in the April 1, 2004 edition of the Record Newspaper. It was the consensus of the Council to move ahead with publication. The public hearing for the budget would be April 13, 2004. ADHOC TECHNOLOGY RFP Technology Funding Options Page 4 of 8 Administrator Graff stated that funding for upgrading to a T1 Line is being researched. He asked the Council if they wanted to expend unused dollars from the current budget, split the funding with these unused funds and next years budget or add the total amount to next years budget. Director Pleckham stated that there are funds in this year's budget under the Computer Equipment/Software (approximately $7000.00) and Contingency (about $50,000.00). Administrator Graff stated that the Adhoc Technology chair, Alderman Munns, suggested the split funding. Mayor Prochaska suggested that how the funds will be split be presented at the next COW meeting with a recommendation from Administrator Graff. This item will be brought back to the next COW meeting for further discussion. ECONOMIC DEVELOPMENT COMMITTEE Tanglewood Trails I % Mile Review Alderman Sticka reported that this development was reviewed by the Plan Commission and the Economic Development Committee and both committees approved it. Attorney Kramer stated that there is language in the annexation agreement concerning a backup SSA and stating that the development will annex when they become contiguous. Until the property is annexed, the backup SSA will apply to Kendall County. After annexation, it will apply to the United City of Yorkville. The developer has also granted the city easements for the water line or any other utilities that will run along High Point Road. Mike Brandenburg with Tanglewood Homes gave a presentation on the development. He indicated the layout of the trails, easements for water and sewer, low voltage street lights, etc. Lots range from 39,000 to 90,000 square feet. Bob Nelson with Tanglewood Homes went over the landscaping and wet lands plans. The Council recommended approval to Kendall County subject to the execution of the annexation agreement. This item was placed on the March 23, 2004 City Council meeting regular agenda pending the attachments of the exhibits to the agreement and a review of the preliminary engineering by March 18, 2004. PARK BOARD Park, Gazebo and Shelter Reservation Policy Director Brown reported that the Parks Department has been receiving requests to reserve the parks for activities and they would like to have a policy in place as to how they can be reserved and used. They have mirrored the athletic field's reservation policy and used the same criteria to develop a Park, Gazebo and Shelter Reservation Policy. The Council discussed the policy. A major concern was the use of the park by the public while it is reserved by a private group. It was suggested that the policy explain that the park is still open to the public while it is being rented. Administrator Graff suggested printing out maps of the parks indicating the areas of each park that can be reserved exclusively. He suggested bringing this information back to the next COW meeting. The Council also discussed the rules, police notification, the affect to Hometown Days, rental categories, etc. This item will be brought back to the next COW meeting. Page 5 of 8 Proposed FY 2004 -2005 Athletic Field Reservation Fees Director Brown presented both the 2004 /2005 and 2003/2004 fees. The Park Board is recommending that the fees for the new fiscal year not increase because the reservation policy was first adopted in December, 2003. There were no questions or concerns. This item was placed on the March 23, 2004 City Council consent agenda. Part -time and Seasonal Staff— Position Titles and Pay Scales Director Brown reported that every year the pay scale for seasonal help is adjusted and set. She presented the hourly pay scale for these employees. The Council discussed the instructor's length of service with the Parks Department. There were no further questions or concerns. This item was placed on the March 23, 2004 City Council consent agenda. PUBLIC WORKS COMMITTEE Water Conservation Ordinance Attorney Kramer stated that there has already been a public hearing for the ordinance at a City Council meeting. Administrator Graff stated that after the public hearing there was clarification of the language regarding the water permit and providing water from another source other than the municipal water source from July 1 through August 31 for new sod or plantings. The Council discussed how the ordinance applied to individual homeowner's who might be doing a small lawn project; the permit is required if a resident wants to water everyday during the restricted period. There were no further q uestions or concerns. This item was placed on the March 23, 2004 City Council consent agenda. Floodplain Ordinance Administrator Graff reported that the Illinois Department of Natural Resources (IDNR) has recommended that the city adopt a new ordinance to reflect new state regulations and administrative changes. The city's previous ordinance was passed in 1990. The new ordinance uses the 500 -year floodplain as determined in 1989 and keeps the requirement that a developer needs to obtain IDNR approval of their floodplain study when developing in unmapped floodplains. Boy Scout Property Administrator Graff reported that City Planner Mike Schoppe is proposing technical assistance for preparing a land use plan for the Boy Scout property. This plan will assist the city in obtaining grants for the property and is needed to develop the Intergovernmental Agreement with the Forest Preserve District. The cost for the services will range from $8,000.00 to $10,000.00. The funds still have to be identified in this year's budget or in next year's. The use of Land Cash Funds for the study was discussed. Administrator Graff explained that it was recommended that the Intergovernmental Agreement be developed by June 1, 2004 because the Boy Scouts have exclusive use of the property until August 31, 2004. After this time, both entities can begin to use the property. Mayor Prochaska suggested that the funding not be held until the next year's budget. Page 6 of 8 There were no further questions or concerns. This item was placed on the March 23, 2004 City Council consent agenda subject to the clarification of the use of Land Cash Funds. Fox Hill SSA Alderman Besco stated that the Fox Hill SSA was discussed by the Public Works Committee and they recommend it move forward. Attorney Kramer stated that the yearly cost per home for the SSA is $241.87. The next step is to publish for the public hearing at the May 11, 2004 City Council meeting. The public hearing for the SSA was placed on the May 11, 2004 City Council meeting agenda. USGS Study of Area Groundwater Alderman Besco reported that this study will determine the capacity and quality of the area's aquifers. The cost of the study is $11,000.00 however the United City of Yorkville's portion of the study is $1,860.00. The cost will be split between the United States Geological Survey (USGS), Kendall County, Oswego, Montgomery, Plano Plainfield, Joliet, Minooka Lisbon, Sandwich, Millbrook, Newark and Millington. The funds for the study are in this year's budget. This item, not to exceed $1,860.00, was placed on the March 23, 2004 City Council consent agenda. Bruell Street Pump Station — Results of Bid Opening Administrator Graff stated that he was waiting for the actual bid review of all the documents received so this was pulled off the last Public Works Committee meeting agenda. The list the Council received in their packets is the actual bid evaluation by Deuchler and Associates who recommended the bid be awarded to Seagren Construction in the amount not to exceed $541,400.00. The bid is good for 60 days. Administrator Graff recommended giving notice to proceed upon the receipt of all easements. The Council discussed the city's liability if the project falls through or takes longer than planned. Mayor Prochaska questioned the project have to be rebid if obtaining the easements takes longer than 60 days. Administrator Graff stated that most bids have a provision to extend the award date if necessary. Attorney Kramer stated she would verify if this language was in the bid. This item was placed on the March 23, 2004 City Council regular agenda pending a legal opinion regarding the extension of the bid and notice to proceed. Bruell Street Forcemain and Sanitary Sewer - Results of Bid Opening Administrator Graff reported that this item did not go to the Public Works Committee meeting. Bids were received and the lowest was from H. Linden & Sons Sewer &Water, Inc. at $1,511,895.00. The Council discussed the two bids that were non - responsive and Attorney Dan Kramer recommended that they be rejected. His letter regarding this was not distributed to the Council as it contained confidential information. This item was placed on the March 23, 2004 City Council regular agenda subject to notice to proceed. Game Farm Road and Somonauk Roadway Improvements Alderman Besco reported that the Kane County Council of Mayors (KCCM) will fund 50% of the Phase 2 Engineering for this project and 75% of the construction and Phase 3 Engineering. The United City of Yorkville is required to fund 100% of the Phase 1 Engineering and Motor Fuel Tax (MFT) funds can be used. Page 7 of 8 Alderman Kot noted that it was discussed by the Public Works Committee that the City may want to get RFPs (Request for Proposals) to verify if Smith Engineering's quote was the best price. Administrator Graff stated that City Engineer Joe Wywrot had the KCCM review Smith's proposal and they told Mr. Wywrot that the price was within the normal bid range for this scope of work. Alderman Sticks agreed with Alderman Kot's suggestion to get RFPs for the study. Administrator Graff stated that since Smith Engineering was identified by the City as its transportation engineers, staff went straight to them for this study. He noted that EEI does the City's water engineering and Deuchler does the sanitary sewers. There was further discussion on the legalities of RFPs, the use of engineering firms, the periodic re- qualification of the firms, state statute as it applies to bids, negotiating the cost for services and the timeline for the project. Administrator Graff stated that Mr. Wywrot could ask Smith Engineering for justification of the cost. Mayor Prochaska asked that this be done and the information be brought back to the next COW meeting. This item will return to the April 6, 2004 COW meeting. South Comprehensive Plan Amendment The Council went over the hourly breakdown provided by City Planner Mike Schoppe for the Comprehensive Plan Update proposal. Mayor Prochaska suggested that the cost for the proposal have a "not to exceed" provision. If the cost is more than anticipated, the increase will come before the Council for review. As the funds for the update are in the next year's budget, approval of the service will be subject to approval of the 2004/2005 budget. The Council had a brief discussion on Mr. Schoppe's role as City Planner and other work he has competently performed for the City. This item was placed on the March 23, 2004 City Council consent agenda. PUBLIC SAFETY COMMITTEE Request for Second K-9 for Department Alderman Kot reported that the City has an opportunity with Officer Jeleniewski to obtain the services of his certified police K -9, Sammy. When Officer Jeleniewski left the South Holland Police Department, they turned over the dog to him. The only expenses for the dog would be a $3,000.00 stipend for Officer Jeleniewski along with food, medical care, etc. for the dog. Alderman Kot noted that donations for the K -9 officer's care have already been received. He also noted that there is no cost to the City regarding obtaining the dog and training. Chief Martin noted that K -9 Jumbo cost $8,000.00 for the dog alone; training was additional. He stated that this was discussed by the Public Safety Committee and they positively recommended moving forward with the request. Mayor Prochaska asked that the $3,000.00 stipend be added to the 2004/2005 budget. The Council suggested approving the hiring of K -9 Sammy and suggested he be sworn in at the City Council meeting. This item was placed on the March 23, 2004 City Council regular agenda. ADMINSTRATION COMMITTEE No report. Page 8 of 8 ADDITIONAL BUSINESS Aurora Area Convention and Visitors Bureau (AACVB) Breakfast Alderman Burd and Mayor Prochaska reported that there will be a tourism summit breakfast held at Pheasant Run on March 22, 2004 from 7:30 A.M. to 9:00 A.M. Anyone interested is invited to attend. Stray Dog Alderman Burd thanked Chief Martin for handling a stray dog incident in her ward. She stated that the resident was very happy and that he did a good job. Nextel Charges Alderman Spears asked if the City received the charges for radio -only Nextel radios. Director Pleckham stated she had the information however did not have a chance to review it. Administrator Graff stated that he briefly looked at the information and will be reviewing it closer. The Council discussed locking out the phones and having them be radio -only. Senator Fitzgerald Mayor Prochaska reported that Senator Fitzgerald's traveling office is coming to Yorkville on Tuesday, March 23, 2004 from 9:00 A.M. to 10:00 A.M. and his staff will be available in the City Council Chambers for anyone who wishes to speak to them. Golf Outing Director Brown reminded everyone that he City Golf Outing is May 7, 2004. She stated that Director Pleckham and Lynn Dubajic with the Yorkville Economic Development Corporation (YEDC) need support because they have volunteered for the Caddy Auction. She stated she is still recruiting caddies so anyone interested should see her. Deputy Valerius Chief Martin reported that Kendall County Deputy Allen Valerius, age 28, passed away on March 16, 2004 after a battle with cancer. He will be waked Friday at Larson Funeral Home in Yorkville from 2:00 to 8:00 P.M. Funeral services will be Saturday at 10:00 A.M. Illinois Law Enforcement Alarm System Chief Martin reported that he will be in Springfield, Illinois April 4 -6, 2004. He will be attending the Illinois Law Enforcement Alarm System which deals with homeland security. He stated that funding for homeland security will be discussed and noted that Kendall County received a homeland security grant to obtain a command vehicle. Thank You Director Pleckham thanked everyone for their well wishes and concern for her husband, Police Officer Dan Pleckham, who underwent surgery. She reported that he is doing wonderfully. There was no further additional business. The meeting was adjourned at 9:25 P.M. Minute taker Gail Denton Transcribed by Jackie Milschewski, City Clerk i ��� �, ( , ao o`-� c��- - - - - - -- - - r