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COW Minutes 2003 11-04-03 Page 1 of 7 APPROVED 7/13/04 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE TUESDAY, NOVEMBER 4, 2003 7:00 P.M. MEMBERS PRESENT: Mayor Art Prochaska Alderman Joe Besco Alderwoman Val Burd Alderman Larry Kot Alderwoman Rose Spears Alderman Rich Sticka Alderwoman Wanda Ohare CITY STAFF PRESENT: City Administrator Anton Graff City Treasurer Bill Powell City Attorney Kelly Kramer Police Chief Harold Martin Finance Director Traci Pleckham Public Works Director Eric Dhuse Parks & Recreation Director Laura Brown This meeting was called to order at 7:04 p.m. i MAYOR Plan Commission Restructure Mayor Prochaska stated that as a result of not having a quorum for the previous month's Plan Commission meeting, he will be looking into restructuring the Plan Commission. At present there are 13 members, seven of which are needed to hold a meeting. The Mayor is looking to make recommendations to lower the number of the Commission members to nine with adding a vice chairman who will serve in the chairman's absence. The Mayor intends to place this on the Economic Development's agenda for further in- depth discussion. ECONOMIC DEVELOPMENT COMMITTEE Yorkville Hill Landscaping PUD Agreement - COW 1017103 This item has been tabled. Ordinance Modifying Subdivision Name from Menard's Residential to Prairie Meadows Page 2 of 7 City Attorney Kelly Kramer presented a draft of an Ordinance to modify the subdivision name from Menard's Residential to Prairie Meadows. It was unanimously agreed to place this on consent agenda for the next City Council meeting. Westbury Annexation Agreement - COW 815103 & 7115103 This item has been tabled. PARK BOARD Athletic Field Reservation Policy - Park Board 10113103 Parks and Recreation Director Laura Brown stated that the Park Board has discussed and approved the Athletic Field Reservation Policy on October 13, 2003. They recommended moving this forward for discussion and approval by both COW and City Council. In addition, the Park Board also recommended that a Public Hearing on the Policy prior to the final approval or action by the City Council take place to give local residents a chance to comment. The purpose of this policy is to ultimately take the Park Board staff out of the decision process of who gets priority use of the athletic fields, Ms. Brown suggested that language should be placed in the proposed policy to include the possibility of fees required, with a caveat stating that certain fees can be waived by the Council on a case - by -case basis. The Mayor stated that a public hearing should be held for the public's input with Park Board members present. He further recommended that a public notice announcement be placed in the newspaper by the next City Council meeting of November 25, 2003. Alderman Kot expressed a concern with charging non - for - profit groups a fee for use of the athletic field. Alderwoman Spears asked that the Park Board bring a proposed fee schedule to the City Council for approval. Footnote: Alderwoman Spears asked Attorney Kramer to stamp those items that she has reviewed for clarification that this indeed has been done. Attorney Kramer agreed to this. Beecher Use - COW 1017103 The Mayor stated that the Parks and Recreation Director Laura Brown has asked for direction from the council as to what the Beecher Center's primary use will be. She wants to know if the council considers this a community or recreational center. This is the core of the conflict that exists as they diligently work to schedule the multitude of groups that are requesting its use. The Mayor believes the Beecher Center was initially built as a community building, and not a recreational center, nor was it intended for an auditorium. Alderwoman Spears added that this was initially established for the use of the senior citizens, as indicated in the historical documents that she researched and brought to the meeting. She would like to see it continue to be used for seniors. The Mayor stated that, if the Beecher Center will be used solely as a Community building, recreational programs will need to be accommodated elsewhere. The Mayor suggested that a master plan be put together to design one large new community center with the possibility of developers helping with the funding, instead of adding smaller private community centers in each subdivision. Administrator Graff suggested that a Page 3 of 7 Request for Proposal be drawn up for the purpose of presenting this idea to future, prospective developers. There is also a need for a Parks and Recreation building for one central storage spot for their equipment, since currently, it is stored (inconveniently) in multiple locations. Alderwoman Burd recommended that all available buildings be reviewed to identify all community programs and their need for accommodations. The Mayor stated that since the City is out of recreational space, and the Beecher Center is currently booked out through the year, he is asking the committee to come up with a viable solution for cooperatively accommodating all groups. He has requested Laura Brown to present her master schedule to the committee for their review and to brainstorm to find additional space in order to accommodate at least some of the recreational programs in existence. Since a huge increase in recreational programs has occurred, many schools have been utilized for their accommodations. The Mayor would like to see the ordinance reviewed to see who sets the fees for the use of the Beecher Center. He further stated that he believes that non - for - profit groups should continue to be given priority use, according to the intent of Mr. Beecher as stated in his will. This, he reminded the committee, is the current policy. Elsie Luise Gilbert Park Attorney Kelly Kramer advised that a town meeting will take place on November 24, 2004 at 6:30 p.m. which will be open to all adjoining landowners for an opportunity to express comments and ask questions regarding this new park. Parks and Recreational Director Laura Brown presented the preliminary plat of this park and explained a noted change that will occur: that the parameters of the sidewalk will be widened. There will be no parking, as it was designed by Schoppe Design Associates.to be strictly a walking neighborhood park. PUBLIC WORKS COMMITTEE Amendment to Burning Ordinance - COW 1017103 Alderman Besco pointed out a typographical error on page 1 of this proposed controlled burn ordinance. Attorney Kelly Kramer acknowledged the need for this correction. This will be placed on Consent Agenda, of which the committee unanimously agreed. Well #7 Change Order - PW 10127/03 As per memo of September19, 2003 from Joe Wywrot, City Engineer, there is a decrease in Change Order No. 1 for Well No. 7, in the amount of $16,500 for changing the temporary water supply from a shallow well to the City's water system in Country Hills. This, too, was unanimously agreed to be placed on Consent Agenda for the next City Council meeting. Apple Tree Court Roadway & Utility Improvement Change Order - PW 10127103 As per memo dated September 24, 2003 from Joe Wywrot, there is a decrease in Change Order No. 1 for the Apple Tree Court Roadway & Utility Improvement in the amount of $4,362.75. Many factors for the decrease in the Change Order amount are explained in Page 4 of 7 Mr. Wywrot's memo. This was unanimously agreed to be placed on Consent Agenda. Well Numbers 8 & 9 Treatment Facility - PW 10/27/03 Alderman Besco stated that due to the new architectural standards, the new well houses did not comply. The cost to bring them up to the new standards will be an additional $7,300. This was unanimously agreed to be placed on Consent Agenda. Water Report for August 2003 - PW 10/27/03 Alderman Besco stated that Longford Lakes was put on line with the water department and 39 new residential customers were added. The Committee reviewed August's Water Department Report and unanimously agreed to place this on Consent Agenda. City Hall Parking Lot Change Order - PW 10/27/03 As per memo dated October 8, 2003 from Joe Wywrot, Change Order No. 1 for this project will be increased in the amount of $1,285.00. This is for the repair of a light pole. The discussion of recouping some of the cost through insurance was brought up, since this occurred as a result of a fallen tree during a recent storm. Administrator Graff agreed to look into this. This was unanimously agreed to be placed on Consent Agenda. Grande Reserve - Plat of Easement - PW 10/27103 As per memo from Joe Wywrot dated October 21, 2003, a proposed plat of easement was presented of the Grande Reserve development to allow the city sanitary sewer and Commonwealth Edison's electric line to serve Well No. 8, the new water tower, and the water treatment facility. Since this is the acquisition of property, this will be placed on the City Council's regular agenda under the Public Works Committee Report. Standard Equipment Company for Yard Waste Collector - PW 10/27/03 According to Alderman Besco, proposals for a large yard waste collection system were opened on October 3, 2003. The Standard Equipment of Chicago company was the only bidder. Their proposal was $35,557.00. This expected amount was budgeted for in the Public Works capital line item. This was unanimously agreed to be placed on consent agenda for the next City Council meeting. Stop Signs at the Intersection of Greenbriar & Walsh - PW 10/27/03 As per memo dated October 21, 2003 from Joe Wywrot wherein he recommends the removal of what he believes to be, "an unwarranted stop sign" at the intersection of Greenbriar and Walsh Streets. He would like to see it replaced with a yield sign. His recommendation was based on a traffic count he conducted at this intersection. The Mayor would like to see some sort of blinking sign there as well as another sign that indicates that "traffic from the right does not yield ". It is his understanding that often people do not observe just a simple yield sign. No council action is required on this issue. This was just presented for informational purposes only. This will be publicized via the press who are present at this meeting. PUBLIC SAFETY COMMITTEE Page 5 of 7 Police Reports for September and October 2003 - PS 10123104 After the committee's review of police reports for September and October 2003, it was unanimously agreed to place this on Consent Agenda. Request to fill Two Part -time Officer Vacancies - PS 10123103 Presented by Alderman Kot for informational purposes only, the Public Safety Committee agreed at their meeting of October 23, 2003 to fill two vacancies for part-time officer positions. Server and Router Located at the High School - PS 10123104 Alderman Kot stated that the federal grant that partnered with the School District allowing use of a server, router and work station for establishing the City's web site is no longer needed by the City. The equipment is eight years old. Attorney Kramer stated that no action is required when transferring property from one governmental entity to another. In spite of this, the Mayor stated that he would like Attorney Kramer to draw up a Motion to Release Private Property since this was acquired through a Federal Grant. This will be placed on the City Council's regular agenda for vote under the Public Safety Committee Report. ADMINISTRATION COMNUTEE Resolution for Checking Account for Clerk's Office for the Recording of Documents - Admin 1019103 According to Alderwoman Spears, her committee unanimously agreed to the authorization of a checking account for the purpose of paying fees for the recording of the city's documents. The signatories to this account will only be the Mayor, the City Clerk and the Deputy Clerk. This Resolution Authorizing the Establishment of a Checking Account at Old Second National Bank for the Recordation of Documents will i be placed on the Consent Agenda with minor corrections as discussed at this meeting. IMLRMA Renewal for 12131103 - 12131/04 The 2004 renewal invoice from the Illinois Municipal League's Risk Management Association was discussed by the Committee. According to Administrator Graff, several other insurance companies were invited to bid. He looked into unemployment insurance and found that some companies allow a rollover to the following year for any unused unemployment compensation not used. It was agreed by this committee to renew the IMLRMA's insurance coverage to meet their deadline of November 14, 2003, to be able to receive the discount they offer for early renewal. It was unanimously agreed to place this on Consent Agenda for the next City Council meeting. Internship Manual - COW 10 121103 & Admin 1019103 Alderwoman Spears stated that the labor attorney that was consulted indicated that paying a stipend to an intern is an acceptable practice. An intern, she stated, is classified as a temporary employee of the City. The Mayor suggested that the number of interns should be determined to budget for the amounts of stipends required for the following year. Alderwoman Ohare suggested at least determining a salary range, based upon the Page 6 of 7 required duties of that intern. The labor attorney recommended that a signed agreement from each intern be kept on file. The questions that remained from the Administration Committee's meeting of October 9, 2003 are: > Will the Council have the opportunity to approve the cost of the intern before he or she is contracted? > At what time intervals will the Council be kept informed of the intern's progress during their contract period? The Mayor indicated that the intern, as part of his school assignment, is required to give a midterm report on the tasks they have performed. Further, Alderwoman Spears indicated that each intern will provide an evaluation of his or her job assignment, which will be used as a tool to evaluate the City. Alderwoman Burd expressed her concern with interns performing communications and marketing tasks without a City staff member with a marketing background to oversee this intern. It was agreed to add the verbiage for the Police Department's internship which is contained on one page as well as including the nepotism policy as was discussed at a previous Administration Committee. Afterward, this will be proofread, all corrections will be made, and this will be placed on the Consent Agenda for the next City Council meeting of November 11, 2003. Resolution Consolidating Certain Funds: South Sewer & Working Cash -Admin 12112/02 As Finance Director Traci Pleckham explains, certain funds will be consolidated for easier administration and accounting. The funds that will be consolidated are as follows: > The South Sewer Fund (which is at $10,674) will be consolidated into the Sewer Improvement Fund. > The Working Cash Fund (which is at $111,569) will be consolidated into the General Fund. It was agreed to place this on Consent Agenda for the next City Council meeting. ADDITIONAL BUSINESS Alderwoman Burd stated that Sue Vos of the Tourism Council shared a copy of the Governor's Report and is asking all council members to review it. She further recommended that the Mayor send a letter to a Mr. Jack Lavin to advise him of the existing projects Yorkville is involved in. Alderwoman Burd also stated that during the repair of her street (Hydraulic), her mailbox was removed. She inquired of Administrator Graff when the construction project on her Page 7 of 7 street would be completed. After researching the background of the Beecher Center, Alderwoman Spears discovered a plaque was never placed in honor of the family who donated it. She believes that it would mean a lot to the Perkins, Austin and Daley families. The Mayor stated that he asked at a recent birthday party of Dorothy Perkins for pictures of the families to post in the Beecher Center. Alderwoman Ohare brought an article from the Chicago Tribune which discussed how the town of Gurnee was in trouble for not following the State's guidelines for the shredding of documents. City Treasurer William Powell stated that the Police Pension Board's portion of the Treasurer's Report was accepted by the Committee, but not formally approved. He stated that he only presented it as a matter of record. Public Works Director, Eric Dhuse asked the Committee for their input regarding the selection of samples of brick and shingle colors that will be used for two new booster stations. The Mayor reminded the Committee that the next Ad Hoc Committee meeting will be on November 13, 2003 at 5:30 p.m. to discuss the School Districts and the City's joint missions and expectations. Administrator Graff handed out the newest City Newsletter to all present. Meeting Adjourned at 9:02 p.m. Respectfully submitted by Gail -Marie Denton