COW Minutes 2004 01-06-04 Page 1 of 6
APPROVED 5/10/05
UNITED CITY OF YORKVILLE
COMMITTEE OF THE WHOLE MEETING
Tuesday, January 6, 2004
7:00 PM
City Conference Room
City Staff and Council Present:
Mayor Prochaska Alderman Larry Kot
Alderwoman Wanda Ohare Alderman Paul James
Alderman Rich Sticka Alderwoman Val Burd
Alderwoman Rose Spears City Administrator Anton Graff
City Treasurer Bill Powell Finance Director Traci Pleckham
Park & Rec Director Laura Brown Public Works Director Eric Dhuse
EDC Lynn Dubajik Police Chief Harold Martin
City Attorney Dan Kramer(arrived 7:18)
Guests signed in:
Jeff Lindt -State Treasurer Office
Bob Westfall -Sprint
The meeting was called to order at 7:03 by Mayor Art Prochaska.
Public Hearing: none
Presentation:
1. Illinois Funds Money Market: Mayor Prochaska introduced Mr. Jeff Lindt from the
State Treasurer's Office. He stated that the Illinois Funds was created in 1975 by Alan
Dickson. It is one of 32 accounts in the United States and the 4 th largest. There is over
$4 Billion in the account. They have many objectives for the account. He went on to
state that there are two funds in the account. The first being the Money Market Fund,
which is the most liquid and the Prime Fund is a 30 day, and probably not as suitable for
the City of Yorkville. There is free checking with the Money Market Fund as well. The
yield is much higher with the money market fund and you can move your money through
phone, wire transfer, and on -line. With the money market fund comes an option for
direct deposit. This is only allowed for State Municipalities, so if the City signs up, they
will be open to using future products that others may not have access to. He continued to
discuss the specifics and opened for questions.
Mayor Prochaska questioned what the rate of flux in the interest. Mr. Lindt stated they
are currently at just under 1 %, as of the 30 they were at .92 %. It fluctuates a little just
like every other bank, they are just a little bit lower due to their rate. When you sign up
with Money Market fund, the accounts have a fax that shows account of any transfer of
money, there is a monthly I -fax which is statements and there is quarterly I -fax that
1
Page 2 of 6
explains up coming events in the Treasurer's Office and lastly there is a yearly report on
the account. He stated that there is also fax on demand, so if a statement is needed for a
meeting, they can call up from the City to have that information available that day as
needed. The bank they use now has never had any complaints with use.
Bill Powell, City Treasurer, stated that as far as collateralization is concerned, which the
City has always had issues with in the past, anything with the Illinois Funds is 100%
collateral at 100% of the time. He restated that the City can have as many accounts as
they want too. The City can organize the money more properly as needed.
Mr. Lindt went on to state that every single State University is part of the Illinois funds
and 91 of the 98 Community Colleges use it as well. They also represent many of the
state municipalities and Police Pensions. The savings of using the E -Pay system to come
is incredible for the municipalities.
Mr. Powell recapped for the Council that the Money Market account can be used for all
checking needs or just investing or both combined. It is a very versatile funding option.
Public Works Committee:
3. Sprintcom Lease Agreement — PW 12/22/03: Mr. Bob Westfall with Sprint stood
before the Committee on this item. Alderman Kot stated that a lady with Sprint spoke to
the Public Works Committee regarding this issue at their last meeting and his only
concern is that the maintenance and access issues that Eric Dhuse had stated in his memo
had been addressed. Mr. Dhuse stated that they can work out gate situation in the
agreement and as far as access and maintenance; he is comfortable how it will be
handled.
There was question regarding who would be paying the City employees if maintenance
was needed after hours and Mr. Westfall stated Sprint would cover any overtime costs to
the City.
The Committee agreed that this would be a good revenue source for the City's water
fund. They unanimously agreed, with requested changes to be made, to move this on for
approval on 1 -13 -04 at City Council as consent agenda.
Mayor
1. Goal Setting: Mayor Prochaska stated that City staff has met with two more groups;
the McGrath Group (out of IML) and Gregg Kuhn with the Parr Group. Both of these
groups should be getting staff scope of services. One thing that has brought up by all
groups is that the City Council needs to do general goal setting for the City before doing
goal setting for specific employees.
Mayor Prochaska has one issue, which is a timing issue being that they are already in
January now and they will need performance reviews done before the onset of pledges.
One thing they have discussed is that the general goal setting may be longer than what is
2
Page 3 of 6
possible in one meeting. He is recommending to the Council to continue looking at
getting together a general goal setting for the City Council with the growth coming on in
the City, but yet not get too far behind with some of the performance reviews. He stated
that somewhere at the end of this month or somewhere in early February, if they could do
a performance review `executive session' as a group as two separate evenings to separate
the discussion on evaluations and one as general city goal setting. Alderwoman Burd
feels that it would be better to have one open session for the Council to sit down and
discuss their opinions on what is best in looking at employees as far as what should be
expected out of the different positions before sitting down with each employee and doing
evaluations. Mayor Prochaska stated they can do that, but if the Council wants
facilitators to come in and help, they will need to get things moving to have the reviews
done in time. The Council had a group discussion with City Attorney, Dan Kramer,
about how to go about handling the situation.
The Committee decided to handle this as follows:
• The staff has been recommended to go back to their respective committees
and discuss the staffing and operations that will go on for the following
year.
• Have a goal setting session for the basic goals of the City first.
• Receive scope of services from companies and let Council decide if these
are the steps all want to take.
• Have executive session for individual employees by March 1, as stated in
their contracts.
They set to have on Saturday, February 7, 2004 a portion of the meeting with the Council
bringing in their thoughts and then later on going into executive session. The Mayor will
put together an agenda for this date and set time after Coffee with the Mayor. Each
Council will bring in their top 5 goals.
Economic Development Committee:
1. Yorkville Hill Landscaping PUD Amendment — COW 12/16/03 & 11/28/03: Mr.
Kramer stated to the Committee that there is still a fence issue that is in the process of
being resolved by Mike Shoppe in talking with John McAdams. Before Kelly Kramer
can modify the amendment, this will need to be worked out. This will come back to
COW on January 20, 2004.
2. Raintree Village PUD Amendment — COW 12/16/03: Mr. Kramer stated that they
did look over the amendment and there was one change needing to be made. Raintree
has been asked to put a clause in stating the rec building must be maintain for recreation
use for the residents of the subdivision. They agreed to this clause and with one spelling
change needing to be made, the Committee agreed to move this on to City Council
agenda for the following week.
3
Page 4of6
3. Gary & Lelalu Maxwell Annexation Agreement — COW 12/16/03: Mr. Kramer
stated this was held up per the Maxwell's request and are now ready to go. No changes
needed, so this will go on to City Council agenda for the following week.
4. Plan Commission Restructure Ordinance — EDC 12/18/03: Mr. Kramer stated that
they had modified the ordinance to state 10 members for the Plan Commission
Ordinance. The Plan Commission will select a deputy chairman on there own. The
Committee agreed to this change and this will move on to City Council on consent
agenda for January 13, 2004 with changes made as stated above.
i
Park Board: no report
Public Works Committee:
1. Acceptance of Fox Hill Units 1, 2, 3, 4, 6 and Route 34 Improvements — COW
12/16/03: Tony Graff stated to the Committee that there were some items on the punch
list to be completed and some outstanding bills that need to be paid as well. The bills in
the amount of $1224.00 for cleaning manholes and $596.61 for water service repair need
to be paid as well before acceptance. The Committee unanimously agreed for this all to
be completed and on to City Council for next City Council Meeting when all work
complete and paid.
2. O'Keefe Watermain Easement — PW 12/22/03: Mr. Kramer has looked over the plat
of easement and the Grant of Easement for the O'Keefe water main and he is
recommending that they be approved and recorded. The Committee agreed to move this
on to City Council as consent agenda.
4. North Water Tower Change Order #2 — PW 12/22/03: Change order #2 for the
North Water Tower is in the amount of $5535.00 for work related to the electrical service
and for painting. Mr. Wywrot has recommended for this change order and the
Committee agreed to move this on to City Council as consent agenda.
5. September and October 2003 Water Reports (CA) — PW 12/22/03: The reports
were presented to the Committee and showed nothing out of the ordinary. The
Committee agreed to move this on to City Council as consent agenda.
6. Well #7 Drilling Change Order #2 (CA) — PW 12/22/03: Layne- Western has
requested an extension on the completion date of this project. EEI and Mr. Wywrot both
recommend this extension be approved. The Committee agreed to move on to City
Council as consent agenda. The new completion date will be set at January 30, 2004.
7. City Hall Parking Lot Change Order #2 — PW 12/22/03: This is the final balancing
change order in the amount of $8054.22 of a decrease. The decreases were related to sub
grade repair, aggregate base and certain storm sewer items. Mr. Wywrot is
recommending this change order be accepted and the Committee agreed to move this on
4
Page 5 of 6
to City Council as consent agenda. The City has saved approximately $8,000.00 on this
proj ect.
Public Safetv Committee:
1. Police Reports for November 2003 — PS 12/17/03: The Public Safety Committee
looked over the reports and found nothing out of the ordinary reported. The Committee
agreed to move the reports on to City Council as Consent Agenda.
Administration Committee:
1. Employee Manual — Final Draft — COW 12/16/03: Alderwoman Spears stated that
they did look over the Final Draft, but the Committee had made changes. Mayor
Prochaska had those changes in front of him at this meeting. The Committee members
each received a copy of these changes that the Attorney recommended needing changed.
The Committee reviewed these changes and found other changes they felt should be
made. The Committee members will bring this back to the next COW agenda with their
changes made to the Attorney's recommended changes.
2. Investment Policy — Admin 12/11/03: Mr. Kramer stated to the Committee that Bill
Powell had done a good job with this policy. Mr. Kramer and Kelly Kramer had both
looked this over and were comfortable with the wording in it. Mr. Powell stated that this
had been reviewed by PTW. He had incorporated wording regarding references to
Illinois funds and pointed out those references to the Committee. The Committee agreed
to move this on to City Council as consent agenda for approval.
3.2003 -2004 Revised Budget: The Committee members were requested to look over
the 2003 -2004 budget and bring back to the next COW for discussion.
Additional Business:
• Alderwoman Burd reminded those present of the workshop on Saturday at
Lincolnway H.S.
• Alderwoman Ohare requested a reminder memo to go out to Employees to
purchase from businesses within the City limits when possible. Mayor Prochaska
stated that he had spoke to department heads regarding this issue.
• Alderman James questioned if the Mill Street sidewalks were filled in with
blacktop temporarily? He was informed that was only temporarily filled with
blacktop.
• Mayor Prochaska stated to the Committee that he was made aware of concerns
with the performance of employees. He stated they will go over the employee
manuals procedure and go from there.
• Mayor Prochaska stated that they have copies of all the Wal -Mart invoices upon
completing the budget.
5
Page 6 of 6
• Mayor Prochaska stated there had been a request for a copy of the Nextel bill. He
questioned Mr. Kramer that if this information is turned over at an open meeting
would some of the private, unpublished numbers that are on the bills then become
available for public viewing. Mr. Kramer stated that they could go into executive
session so those numbers would not be made public. He also stated that they
could have the numbers blacked out if part of the Department. The Nextel bill
will be made available for the Admin Committee to review at that Committee's
next meeting. The Committee also discussed who in the City Staff has Palm
Pilots so the Admin Committee can prove they are justified.
• Mayor Prochaska questioned when the $3.5 million Bond will be on the agenda.
It will be on City Council in February. There has only been a public hearing on it
so far.
The meeting was adjourned at 9:30 pm.
Minutes typed by: Sheila Teausaw
6
PLEASE SIGN IN
MEETING:
DATE:
NAME STREET ADDRESS CITY
� A vo�16 1
e
I
i