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COW Minutes 2003 08-19-03 i Page 1 of 11 •E l��`Ti �- PP � ,1i UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE AUGUST 19, 2003 7:00 P.M. ELECTED OFFICIALS PRESENT: Mayor Art Prochaska Alderwoman Wanda Ohare (arrived at 8:05) Alderman Joe Besco Alderwoman Rose Spears Alderman Paul James Alderman Richard Sticka City Clerk Jackie Milschewski City Treasurer Bill Powell CITY STAFF PRESENT: City Administrator Tony Graff City Attorney Kelly Kramer Public Works Director Eric Dhuse Finance Director Traci Pleckham Director of Parks & Recreation Laura Brown GUESTS: See attached list. PRESENTATION Library Addition by Architect Rich McCarthy with BCA Architects gave a presentation to the Council on the Library addition. He reported that the project is nearing the end of the schematic design phase and he wanted to give an update as to the progress of the addition. Mr. McCarthy covered the following items in his presentation: o Overview of BCA o The Library Building Program — State of Illinois sets standards for library service. The library's level of service will be adequate for the projected twenty -year population. o Conceptual Building Costs — building cost is estimated at $4.9 million with a total project cost of $7.3 million (includes furniture, contingency costs, etc.). Once the schematic design is finished, a more detailed estimate will be ascertained. o Space Summary — upper level will be adult library and administration offices whereas the lower level will house the children's library, circulation services, technical support and meeting rooms. o Organizational Analysis — organized collections more specifically on each floor.` o Environmental Analysis — studied how sunlight comes into building. North light is the best so the public areas will face north whereas the administration areas will face south. o Adjacency Analysis — gave spaces more detail and determined how the addition would fit on the site. o Context, Community and History — investigated the community that library is in. What does current library look like, what materials have been used in other buildings in the community, what is the scale of other buildings in the area, etc. Page 2 of 11 o Models — showed exhibits indicating the layout of the addition in relation to the i existing library building. Presented features such as the floor plan, night gate option, light wells, etc. o Site Analysis — the new addition will fit in well with existing site and can be built out with very little disruption to old building. o Building Studies — studies to develop the proper scale for the addition. o Mass Models — presented photographs of mass models that were created of showing the existing library and addition. Mr. McCarthy asked for questions and /or comments. Alderman Sticka stated that the design of the parking lot seemed to no longer allow the police to exit out of their parking lot. Mr. McCarthy stated that the next level of design will include a traffic study of the area and this will be addressed. They realize that the police have to be able to get out of their parking lot without jeopardizing library patrons. Alderman Sticks also stated that he was impressed with the addition Alderman James expressed his concern with the congestion in the area when the schools let out. Mr. McCarthy stated that this will also be addressed based on the traffic study and by working with the City. Alderman James asked what the time frame was for the addition. Mr. McCarthy indicated that everything is up to the City Council because the funding mechanism needs to be determined, bonds versus a referendum, before construction can proceed. City Treasurer Powell questioned the design of the midsection of the roof which appears flat. He asked if it was perfectly flat or with a slight pitch. Mr. McCarthy stated that the center would be pitched in for drainage. i Mayor Prochaska asked what the next step in the process was. Mr. McCarthy stated that the schematic design needs to be finished and once everyone is comfortable with the plan, it will be sent out for a detailed cost estimate. If everyone agrees on the detailed estimate, the next step is the detailed design development. After this, another cost estimate is prepared. If everything is looking fine, the construction documents are prepared. Mayor Prochaska stated that the issue of a basement or lower level has been discussed and asked if it could be accommodated on the site. Mr. McCarthy stated that a basement can always be put under a building however based on soil borings of the site there are concerns with the location of the water table under the building. This can cause dampness and affect the appropriate floor to ceiling height. He noted that a basement will also substantially increase the cost of the building. He indicated that if the library ran out of space, the existing building could be leveled and rebuilt into a full two -story building. This can be done when and if it is needed. Alderman Sticka asked what the square footage of the addition was. Mr. McCarthy stated that including the existing building, the square footage would be 38,000 square Page 3 of 11 feet. The existing building is close to 6,000 square feet. The Council discussed the mezzanine section of the existing building and Mr. McCarthy stated that if this area was upgraded it would trigger code compliance such as fire exits. He was not sure the amount of square footage in the mezzanine was worth upgrading. He proposed that it not be used for the public. Mayor Prochaska asked if the current plan was in budget. The Library Board indicated that finishing the plans was still in budget. Mr. McCarthy indicated that the plans should be finished in about a month and then can be submitted for the cost estimate. Administrator Graff asked if there were any similar projects that BCA has worked on within the last three years that the City could contact in order to discuss how the projects were financed. Mr. McCarthy stated he would email Mr. Graff the information and he would also provide a few names of groups that finance library projects. Alderman James asked if a public hearing was needed for the project. Mayor Prochaska stated that first the cost of the project needed to be determined along with what type of revenue source would be used before having a public hearing. The Council further discussed public hearings versus public meetings for resident's input. There were no further questions or comments from the Council. Jo Ann Gryder with the Library Board stated that they were excited about the library growth and that they appreciated the City Council's support. MAYOR Proposal for Grant Application for Illinois Tomorrow Planning for Corridors Mayor Prochaska reported that the City had the opportunity for a grant called the Illinois Tomorrow Planning for Corridors sponsored by the Illinois Department of Transportation (IDOT). Grant writer Laura Ross will be applying for the grant which will be used for planning for the development of safe routes (bike trails, sidewalks, etc.) for getting around the city and for designing pedestrian access and streetscapes in the downtown area. The grant is worth about $80,000.00 and needs to be submitted by August 29, 2003. Executive Director of Parks & Recreation Laura Brown stated that this is a 10% matching in kind only grant and Ms. Ross is confident that she can work the numbers so there will be no out of pocket expense to the City. Mayor Prochaska recommended that this move forward. Ms. Ross has already started the paperwork and is about 90% finished. The City already has other projects it's involved with that will tie in the in kind percentage. Alderwoman Spears asked how the City heard about the grant and Ms. Brown indicated that she researched it. She stated that if the grant is worded that the City will RFP i Page 4 of 11 (Request for Proposal) the planning component, then the best company for the best price can be obtained. The grant will cover the cost of the planners. Mr. Graff noted that this is a competitive grant however Yorkville has the unique quality of having four state routes in the community. Alderwoman Spears asked if the Council could receive something in writing outlining what the grant covers. Mr. Graff stated that when the grant application is finished he will distribute a copy to the Council. The Mayor needs to sign the application and if it is awarded, the Council will vote to accept it. Historic Street Names Procedures Alderwoman Spears reported that the Human Resource Commission (HRC) has developed procedures for the street naming procedures. She indicated that the Clerk's office will keep the records and do the mailings needed. The HRC has some names that they are recommending for approval as well as pending names that they would like more information on. Mayor Prochaska expressed that this is more work being added to the Clerk's office and in the future this may affect staffing. Alderman James noted that there is a street naming procedure, historical street naming procedure and a park naming procedure. He recommended that they all be developed into one procedure. Mayor Prochaska stated that the historical street naming is part of the regular street naming procedure. Mr. Graff stated that the historical street name process establishes names to be used and the street naming process gives developers a list of existing street names as well as the historical name list. The names on the existing list cannot be used whereas they are required to choose a minimum of one name off the historical list. Alderman James stated that he made the recommendation so that procedures can be kept together rather than having several procedures. Alderwoman Spears stated that she thought the City Council was going to develop the number of historical names to be used based on the size of the development. Mr. Graff did not think that the ordinance addressed this and Mayor Prochaska suggested that the ordinance be revisited to verify how this is addressed. The street naming ordinance will be brought back to the September 9, 2003 Committee of the Whole meeting. PUBLIC WORKS COMMITTEE No report. Page 5 of 11 ECONOMIC DEVELOPMENT COMMITTEE Ordinance Granting Special Use for 9818 Route 71 (Greene Property) Alderman Sticka reported that this is the old Doetschman property and the current owners would like to have run an antique business out of the farmhouse. There were some objections from nearby residents however the business can be limited to just antique sales and the neighbors are content with this. There was a public hearing and where there was no public comment. This item was placed on the August 26, 2003 City Council regular agenda for a vote. PUBLIC SAFETY COMMITTEE No report. ADMINSTRATION COMMITTEE Request to Hire Engineering Assistant Alderwoman Spears reported that this position is for an assistant to City Engineer Joe Wywrot. The Administration Committee gave a positive recommendation to advertise for this position. The Committee discussed the position and salary range in April 2003 and recommended that a separate salary range for this position be created however it never was done. It was felt that the salary range of $26,910.00 to $37,979.00 was too high when compared to other positions in the City. Mayor Prochaska stated that Mr. Wywrot recommended that the salary be in the range of the administrative support staff positions. Mr. Wywrot feels that there are technical requirements that are included in this position which makes it more than just a general support position. He specified things such as knowledge of AutoCAD software. The Council discussed the ranges of the salaries for general support staff versus the range for the administrative support staff. Mayor Prochaska commented some areas have a large salary range and others do not. Alderwoman Spears stated that if someone is being started at a salary of $32,085.00 they should have specific courses completed. Mayor Prochaska recommended that applicants have a certificate of completion in AutoCAD. Alderwoman Spears stated that this requirement should be included in the job description. Alderman James pointed out that an applicant may have learned Auto CAD at another job and might not have a certificate. He felt this limited candidates. The Council discussed that there are tests that can be given to see how competent a person is in AutoCAD. The Council went over the job description for the position. Mr. Graff noted that the description includes minimum and preferred experience and education. He stated that as long as a requirement stating that a proficiency test must be passed to demonstrate skills is added, the job description may not have to change. Mayor Prochaska asked Attorney Page 6 of 11 Kramer to verify this. Mayor Prochaska suggested that salary be dependant on the outcome of the test. This item was placed on the August 26, 2003 City Council regular agenda. . Radium Compliance/Water Project Alternate Revenue Bond Finance Director Traci Pleckham reported that that the City will need to issue a $7.9 million Alternate Revenue Bond for the Radium Compliance/Water Project. This is the second portion of the financing for this project. A $4.8 million Debt Certificate was already issued. Mrs. Pleckham distributed the timetable for the bonds. She stated that she spoke with Jeff Freeman with Engineering Enterprises, Inc. (EEI) and they are hoping to award the next bid on October 28, 2003. She stated that drafts of the authorizing ordinance and the notice of intent were in the Council's packets. She explained that this is a conditional revenue bond and there is a thirty day waiting period in which a percentage of registered voters can petition that this be placed on a referendum for a vote. Mrs. Pleckham went over the timetable. Mayor Prochaska explained that the City has to borrow this money in order to build the treatment plant needed to bring the City into radium compliance. He also pointed out that Spear Financial is end - loading the bonds so the City will be paying interest only during the first part of the loan. The balance will be paid off later in the loan period which is when the City will have more growth. The idea is to not place the burden on residents by raising water rates at this time. The Council discussed what would happen if someone petitions for a referendum. Mayor Prochaska noted that if this happens, the referendum would be on the ballot at the next election and this would delay the process which could result in fines. If the referendum does not pass, the Environmental Protection Agency will shut down the City's wells. Mrs. Pleckham explained that the City Council would need to pass the Authorizing Ordinance and the Notice of Intent. After this passes there needs to be a Bond Issue Notification Act (BINA) hearing. Also, thirty days after the Council passes the Authorizing Ordinance, the Bond Ordinance is passed (October 28, 2003). The closing of the bonds is typically within two to three weeks or around November 10, 2003. It was the consensus of the Council to hold the BINA public hearing on September 9, 2003. The Authorizing Ordinance and Notice of Intent were placed on the August 26, 2003 City Council regular agenda for a vote. Radium Compliance Legal Update Mayor Prochaska reported that the City's attorney, Roy Harsch, has met with the IEPA. Since the City has voluntarily acted to involve itself in projects costing money to improve the radium problem, the IEPA has looked favorable upon the City and will not assess any fine or penalty and will not turn the matter over to the Attorney General's office. The Page 7 of 11 Mayor thanked Attorney Harsch for his work with the IEPA and Representative Lindner who spoke out on behalf of the City. Bruell Street Pump Station Bond Bank Ordinance Finance Director Pleckham reported that the City has entered into the Illinois Rural Bond Bank Pooled Financing Program for the sewer project. This will save interest costs over the life of the bond. Again, Mrs. Pleckham supplied a timetable for the bond issue. The Illinois Rural Bond Bank will meet on August 21, 2003 to approve the remaining applicants for the pool and Yorkville is one of them. Upon their approval, the City Council can approve the ordinances at the August 26, 2003 City Council meeting. The term of the bonds is twenty years and the revenues from sewer connection and sewer maintenance fees will be applied to the loan. Heartland Circle is also front - funding their sewer connection fees to be applied to the bonds along with the cost of a lift station that the developer no longer needs to install. Mrs. Pleckham also commented that the documents had been reviewed by Attorney Kramer. This item was placed on the August 26, 2003 City Council regular agenda for a vote pending the vote of the Illinois Rural Bond Bank. Snowbird Policy Alderwoman Spears stated that this is a policy that is issued annually however there are some suggested changes to be made. Changes noted were: o Second paragraph - the wording "residence is" should be corrected to "residents are" o Fourth paragraph - the word "absence" should be "absent" and wording indicating that the $25.00 fee has to be paid at the City office prior to the shut -off order being issued should be added o Sixth paragraph — "residence" should be "resident "; the name of the city should be changed to United City of Yorkville; and a sentence stating "Please allow one week to schedule the water turn-on" should be added. She also noted that the Yorkville- Bristol Sanitary District waste water treatment charge ($76.11) will not be waived during the resident's absence. Mrs. Pleckham indicated that she would make the corrections to the policy. This item was placed on the August 26, 2003 City Council consent agenda. YBSD Intergovernmental Agreement Alderwoman Spears reported that the Administration Committee recommended the agreement pending Attorney Dan Kramer's review. Attorney Kelly Kramer stated that Attorney Dan Kramer reviewed it and stated that everything was fine however she felt she wanted to verify some wording regarding conceptual plans with him. The Council discussed the wording pertaining to this. Page 8of11 This item was placed on the August 26, 2003 City Council consent agenda pending legal clarification. Meeting Minute Recorders Alderwoman Spears reported that Clerk Milschewski surveyed other municipalities to see how they handle meeting minutes. Some communities have a full -time City Clerk who does all the minutes; one city has the department heads prepare minutes and there is a professional service that charges $30.00 /hour for both the meeting and transcription time along with overtime for meetings that run past 10:00 P.M. The Administration Committee is recommending that the pay scale for minute takers be increased in order to attract better candidates. The pay scale will be increased from $30.00 /two hour meeting to $35.00 /two hour meeting. Pay for time in excess of two hours will be increased from f transcription time r inute takers will be aid two hours o $12.50 /hour to $17.50/hour. . M p for every hour of a meeting at a rate of $10.00 /hour. This item was placed on the August 26, 2003 City Council consent agenda. Office Furniture — Results of Bid Openings Alderwoman Spears reported that staff compiled a spread sheet indicating the results of the bids for office furniture. They are recommending the bid be awarded to Rakow who had the lowest bid at $55,163.11 which is in budget. The Administration Committee is recommending the bid be awarded not to exceed the $55,163.11. This item was placed on the August 26, 2003 City Council consent agenda. Grande Reserve SSA — Resolution of Intent Alderwoman Spears reported that the SSA is for the infrastructure for the Grande Reserve development. Mr. Graff noted that the SSA is capped at $60 million for the project. The SSA's was drafted by Attorney Chris Knight and forwarded over to Attorney Dan Kramer for review. Mrs. Pleckham indicated that Attorney Kramer sent a memo indicating a few minor revisions. She stated she will have this highlighted in the draft that will be included in the City Council meeting packet. Mayor Prochaska noted that the SSA applies only to the residents that will live in the development. This item was placed on the August 26, 2003 City Council consent agenda. PARK BOARD Riverfront Plaza Shelter Ms. Brown reported that the Park Board is asking for Council approval to go out for RFP's to install a shelter to cover the Riverfront Park plaza. She stated that there is $40,000.00 in the budget for this and they are bidding it out with three different processes; the shelter itself, installation and an alternative with limestone masonry being added. She stated that a few local business people have offered to help install the shelter in order to save money. Page 9 of 11 Alderman James asked if there were any funds available from the Riverfront Foundation that could be applied towards this. Alderman Sticka and Mayor Prochaska suggested investigating this further. h he Park Board is asking for the City Mayor Prochaska reported that t g y Council consent to Y p go ahead with the project. Usually if something is in the budget, only the Park Board's approval is needed however the shelter was not specifically mentioned so the approval of the City Council is needed for the RFP. Alderwoman Spears indicated that she was not comfortable with spending funds on a shelter that isn't necessarily needed. Mayor Prochaska reminded her that Land Cash Funds which can only be spent on capital improvements in the parks were being used. It was the consensus of the remaining Council members that the Park Board should go out for RFPs. Alderman James indicated that the shelter would be an asset to the park and Alderman Sticka stated that this is a nice project that the City wanted to do many years ago but didn't have the money to do. Alderwoman Spears asked if Land Cash funds could be used for a park in Countryside where there is no park. Mayor Prochaska stated that this is a gray area because the developers of Countryside never paid Land Cash Funds like all the other developers have. Ms. Brown stated that some developers give cash rather than land to be used towards parks. These funds can be applied to matching grants that can be used to build parks in the older areas of the City. i Mayor Prochaska inquired about the status of the Countryside open space. Mr. Graff stated that the title work is complete and the legal work in now in process. Alderwoman Spears noted a few typographical errors which she indicated she would give to Ms. Brown. Illinois Clean Energy Lighting Grant Ms. Brown reported that the staff has submitted a letter of inquiry to Illinois Clean Energy for the Energy Efficient Lighting Upgrade Grant for the Beecher Community Center. The grant will allow the City to replace the twenty -year old lighting with more energy efficient lighting. It is a 100% grant for $35,000.00. If the City's final proposal is accepted, the City should be notified in October. Mayor Prochaska asked the Council if they agreed Ms. Brown should continue with the process. The consensus was to continue. ADDITIONAL BUSINESS Mills Street Project Alderman James inquired about the progress of the Mills Street project. Director of Public Works Eric Dhuse stated that the project was progressing well but he did not have a timetable for completion. Page 10 of 11 School Intergovernmental Agreement Alderwoman Ohare stated that she did not receive the information on the school intergovernmental agreement. Mayor Prochaska stated he would get the information to her. Grant Writer Information Alderwoman Ohare stated that the Council was supposed to receive information regarding what the grant writer was working on. Alderwoman Spears stated that this was discussed at the last Administration Committee meeting and they have requested a spreadsheet with exact information regarding grants. This will be discussed at the next Administration Committee meeting. Detailed Expense and Revenue Report Alderwoman Ohare asked if she could schedule time with Finance Director Pleckham and City Treasurer Powell to go over the Detailed Revenue and Expense Report because she has questions she would like answered. Countryside Area Weeds Alderman Besco stated that he has noticed a lot of weeds growing along the curb edges in the Countryside area. Mr. Dhuse stated that the streets will be swept and sprayed after his crews get done with baseball fields, brush pickup and Hometown Days. Awarded Grants Alderwoman Spears noted that she had a list of grants that were awarded by local senators to various villages and towns and the United City of Yorkville was not on the list. She wanted to know what the City could do about this. Mayor Prochaska state that he spoke with Representative Lindner and she advised him that she is trying to get grants for Yorkville however things are being held up by the Governor. Alderwoman Spears asked if the City had some grants with her already and the Mayor stated that yes the City does. Ms. Brown stated that she spoke with Representative Lindner who advised her that the grants that were just awarded were caucus grants that were funded two years ago. Yorkville's grants have not been in the system that long. Ordinance Approving the Well Sale Attorney Kramer reported on the ordinance approving the well sale to the City of Plano. The Council had authorized Attorney Dan Kramer to enter into a real estate sales contract with Plano for the well sight on the north side of Route 34 and west of Eldamain Road for $142,000.00. They are requesting that this be approved by the City Council. This item was placed on the August 26, 2003 City Council regular agenda under the Public Works Committee Report. Skate Park Mayor Prochaska stated that the zoning for the skate park and the New Life Church has been questioned; does the park require special use zoning. The City Attorney is reviewing the zoning ordinance to answer the question. Attorney Kramer stated that the Page 11 of 11 person who brought up the question stated that all private parks have to be granted special use designation however the church is not annexed to the City yet. Kendall County has verbally turned over the jurisdiction of this matter to the City. Mr. Graff noted two issues; one is the special use zoning and the other is that the annexation has been approved but not recorded yet. Legal clarification is needed at this time. September It Remembrance Mayor Prochaska advised the Council that he was looking at holding a September 11' remembrance ceremony again this year. He stated that the same format will be followed; a walk from City Hall down Patriot's Way to Town Square Park and that he was in the process of contacting various organizations to ask for their participation. Mr. Graff noted that there is an Administration Committee meeting on September 11` It was decided to have the Committee meet at 7:00 P.M. rather than at 6:30 P.M. Program for Returning Military Personnel Mayor Prochaska reported that he received a call from a parent of a son returning from Iraq who inquired if the City has any program for honoring returning military personnel. He told them that the City didn't but he was trying to reach the American Legion regarding this. He stated that he would like to recognize returning soldiers with a certificate of appreciation at a City Council meeting. Riverfront Festival Volunteers Mayor Prochaska stated that he had sign -up sheets for anyone interested in volunteering to sell wrist bands or man the hole -in -one booth at the Riverfront Festival. Treasurer's Report City Treasurer Powell reported that he met with Yorkville National Bank and Castle Bank to verify the City's savings accounts, loan status and collateralization. He set up web access for the police pension fund to view the monthly statement. He has created an action calendar of required events for the police pension fund and an employee contribution spreadsheet. IML Conference Mr. Graff reported that Yorkville has been selected to present a program at the Innovative Showcase at the EVIL conference. Its presentation will be on its open space acquisition preservation partnership. Ms. Brown has been working with CorLands in preparing the presentation which she would like to show to the Council at the next COW meeting. Volunteers are needed to man the booth. Mr. Graff also reported that he would be speaking at the conference on Saturday morning on the subjects of workplace safety and homeland security. There was no other additional business. The meeting was adjourned at 9:30 P.M. Minutes submitted by Jackie Milschewski, City Clerk I i I COMMITTEE OF THE WHOLE MEETING August 19, 2003 PLEASE PRINT NAME: ADDRESS: 1uZ, L SoJv -1',)9 w, Fox -��� ► III MAC i r+►� ,�` LA i /c III 5 ,) 1 /09# c 5', �'_ L /7 s T yo i f- u 'Da wa tt 'Fwcovi Meti) s v 17 31 �II rY� _ SIGNIN