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COW Minutes 2003 06-17-03 X 3'1 "1' 0 N I. 6 Page 1 of 7 CITY COUNCII- ON, C aq. oy UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE JUNE 17, 2003 7:00 P.M. ELECTED OFFICIALS PRESENT: Mayor Art Prochaska Alderman Larry Kot Alderman Joe Besco Alderwoman Wanda Ohare Alderwoman Valerie Burd Alderwoman Rose Spears Alderman Paul James Alderman Richard Sticka City Treasurer Bill Powell CITY STAFF PRESENT: City Administrator Tony Graff City Attorney Dan Kramer Public Works Director Eric Dhuse Finance Director Traci Pleckham Police Lieutenant Don Schwartzkopf City Planner Mike Schoppe Director of Parks & Recreation Laura Brown GUESTS: See attached list. PRESENTATION Parks Master Plan Mike Schoppe and John Vann from Schoppe Design Associates presented the 2003 Parks & Recreation Master Plan. Items covered in the presentation were: • Introduction — goals of the plan, community history, mission statement, planning process, recommendations • Park Descriptions & Classifications — park land classifications, categories of open space, national facility standards • Park System Analysis — city demographics, park facility standards, park acreage standards, spatial analysis standards, neighborhood analysis, community survey, executive summary, summary of findings • Park System Recommendations — park development, park prototypes, recreational offerings /facilities, neighborhood parks /playgrounds, competitive athletics, skate parks, winter sports, family aquatic center, golf course /driving ranges, bicycle /walking/jogging paths, passive recreation space /natural areas, outdoor music /festival spaces, school/park sites, potential park land acquisition, infrastructure /maintenance • Existing Parks Survey and Enhancement Recommendations — general recommendations for existing parks, new developments in progress • Bicycle and Pedestrian Planning — creating a bicycle friendly Yorkville, bicycle trail standards, trial types • Implementation Plan and Funding — priorities (parks /playgrounds, trails, park enhancements, land acquisition), 5 -year capital funding plan for parks, grants, sponsorships /partnerships, other resources Page 2 of 7 After the presentation there was discussion with the Council regarding: • The potential greenway map in Section 3 of the master plan identifying corridors for trails or open space. Areas were identified that were worthy of preservation and /or of creating the greenway with input from Kendall County, the Illinois Department of Natural Resources (IDNR), the Soil & Water Conservation Service and the Conservation Foundation. • The master plan is a planning document that will be updated yearly based on needs, development, etc. The plan will also be used when applying for grants and to insure that existing parks are kept up. • Neighborhood parks in the older areas of the city and in Countryside — the plan doesn't specifically address this however the West Hydraulic Park is in the older area of the City. • Tennis courts — these are usually located near junior high schools and high schools however as new parks are developed, neighborhood residents will be asked for input and if tennis courts are highly recommended they may be installed. • A band shell and outdoor musical activities. Aldermen Sticka and James complimented the plan. PUBLIC WORKS COMMITTEE Mill Street Public Sidewalk Repairs At the June 3, 2003 Committee of the Whole (COW) meeting it was discussed that, at the request of the School District, the City would build a sidewalk from Route 126 to Walter Street this year and the next year the School District would run a. sidewalk along Route 126 before the new school opens. The City is looking for a written agreement from the School District stating hat the will install the Route 126 sidewalk before the City g y y installs the Mill Street sidewalk. At this time, the City has not received anything in writing from the School District. Mayor Prochaska asked staff to check into this so it could move forward. Savitski Property — Letter of Credit Director of Public Works Eric Dhuse reported that City Engineer Joe Wywrot submitted a memo stating that the Savitski Letter of Credit expires on June 30, 2003 and an extension is needed. Attorney Dan Kramer stated that if there is no extension by the June 24, 2003 City Council meeting, the City will take action to call the existing letter of credit. The Council agreed to this action. ECONOMIC DEVELOPMENT COMMITTEE PC 2002 -27 Fisher Property — Annexation and Zoning Attorney Kramer reported that a public hearing date has been set for July 8, 2003 for the annexation and zoning. He stated that Richard Young from Kimball Hill Homes, John Philipchuck, the attorney for Kimball Hill Homes, and Administrator Graff are working on a few small problems. He turned the floor over to Mr. Young. Page 3 of 7 Mr. Young gave an overview of the development. The Fisher property consists of 306 acres at Faxon Road and Cannonball Trail. The development will have 450 homes, a school/park site and a trail system running north and south and linking the park and neighborhoods. The zoning is a straight zoning rather than a Planned Unit Development (PUD). Alderman Sticka reported that the Plan Commission unanimously approved the annexation and zoning. There will be a public hearing at the July 8, 2003 City Council meeting. Public Infrastructure Agreement for United City of Yorkville SSA 2003 -100 (The Highlands/Raintree Village) Attorney Kramer reported that the agreement is for the improvements that the developer will provide in the Special Service Area (SSA). Attorney Kramer and Christopher Knight, who is the bond counsel, are reviewing the documentation. He noted that a public hearing will be held regarding the name change from The Highlands to Raintree Village. The engineers have reviewed the SSAs. Also noted was that the SSAs will not be administered by the City. The SSA ordinances will come before the City Council at the July 27, 2003 meeting. Ordinance Adopting the International Residential Code for One & Two Family Dwellings — Scriveners Error Attorney Kramer reported that an ordinance was needed to make a correction to the name of the code. This item was placed on the June 24, 2003 City Council meeting consent agenda. PC 2002 -16 Menard's Residential Annexation Agreement Attorney Kramer reported that part of this property was previously annexed and zoned however additional property has now been purchased. This is an annexation of the new property and an amendment of the original PUD. The main issue to be resolved is how to blend the fees between the two sections. Attorney Kramer stated that he is concerned that retaining the old fees on the old lots and implementing the new fees on the new lots could cause administrative problems. There are two options to address this. The first is to average the old and new fees into a new fee applicable to the entire development so the total amount is the same if not more. The other is to charge the new, higher fees to the single - family residences and have the townhomes remain under the fees that were applicable when the property was annexed. Mr. Graff noted that all but six lots of the single - family homes are under the new annexation and PUD. By using this method, the schools and parks will collect the new higher fees on the high impact development. The second option was proposed to Menards however the developer is currently looking at both options. Once this is addressed, the annexation agreement can be completed. Page 4 of 7 If the fee problem can be resolved in time, this will be placed on the June 24, 2003 City Council meeting regular agenda. Fifth Third Bank Development Agreement Mr. Graff reported that this item was discussed several month ago when the development agreement was worked out with Fifth Third Bank. Attorney Kramer stated that this was voted on and John Donahue signed for Tucker Development however the City wanted the additional signature from Fifth Third because they were party to the actual development agreement. No action was needed on this item. PUBLIC SAFETY COMMITTEE Purchase of Replacement Vehicles with Loan Package Alderman Kot reported that this item was at the last COW meeting where the question arose regarding financing. Mrs. Pleckham stated that she received bids and is recommending that the City finance the $46,000.00 for the vehicles through Yorkville National Bank for a two -year term at a rate of 3.15 %. She stated that she discussed this with Chief Martin and they agree that the two -year term can be handled under the budget. There is no prepayment penalty. This item was placed on the June 24, 2003 City Council meeting consent agenda. ADMINISTRATION COMMITTEE Employee Manual Mr. Graff noted revisions to the approval process for new employees and the workplace inspection. There was discussion by the Council regarding the work place inspection; the clarification of an administrative inspection versus a criminal inspection was discussed. There was a lengthy discussion on the removal of the provision for employees to have a City Council dismissal hearing. Mr. Graff stated that the provision was deleted upon the recommendation of the labor attorney. After much discussion, the Council requested a written explanation of the labor attorney's recommendation. They asked Attorney Kramer to contact the labor attorney for this. Alderman Besco questioned Section 3.9 B regarding a conflict of interest of an employee holding an elected office. He asked for clarification if it meant holding office in the United City of Yorkville or any city. Attorney Kramer clarified that it pertained just to the United City of Yorkville. This item will be brought back to the July 1, 2003 COW meeting. Debt Certificate — $4.8 Million — Water Improvements Mrs. Pleckham gave an update on the sale for the $4.8 million debt certificates which will be held on Tuesday, June 24, 2003. Alderwoman Spears stated that the Administration Committee approved the debt certificate. Page 5 of 7 This item was placed on the June 24, 2003 City Council meeting regular agenda. Ordinance Declaring Compliance with Prevailing Wage Act Alderwoman Spears reported that this is the standard ordinance that is approved every year and the Committee was recommending it. This item was placed on the June 24, 2003 City Council meeting consent agenda. Senior Citizen Refuse Rate Proposal Mrs. Pleckham reported that a senior citizen refuse rate was included in the 2002/2003 budget however no formal action was taken. The new senior citizens rate will be $.50 /month. Alderman Kot asked that the wording regarding the discount be clarified as it was confusing in the draft. This was recommended by the Administration Committee. This item was placed on the June 24, 2003 City Council meeting consent agenda. Utility Audit Proposal Alderwoman Spears reported that there are several companies available to audit utility income to determine if there have been any utility billing discrepancies. Mrs. Pleckham received proposals from three companies and is recommending that Troy & Banks be used. The contract is for one year and is renewable annually. The fee for the service is 50% of what they save the City in the first year and 50% of what they recoup in past billing. The Village of Elgin has previously used the firm and was contacted for references. They stated that the service saved them $40,000.00. The other company's fees where for 50% of what is saved over the next five years. This was placed on the June 24, 2003 City Council meeting consent agenda. SSA For South Raintree Village (The Highlands) Mrs. Pleckham reported that these are the first two documents for Raintree Village South SSA; the proposing ordinance and the resolution of intent. Raintree Village has been split into two areas and this SSA is for funds to be utilized for public improvements in one portion of the development. Attorney Kramer is in the process of reviewing the documents and stated that there were a few minor changes needed; most concerning the name change of the development. This was placed on the June 24, 2003 City Council meeting regular agenda. Request to Appoint a Temporary Position: Full -time General Office Staff - Receptionist Mr. Graff requested permission to appoint Mary Mizera to the temporary position of full - time receptionist. He stated that the current Employee Manual states that a part-time position can be hired by a department head however a temporary position cannot. The manual states that the Mayor and City Council have to concur with the temporary assignment. He stated that he would like Mrs. Mizera to be the temporary full -time receptionist for at least six months or until the office staff is restructured. Mrs. Mizera Page 6 of 7 will receive an increase in pay during this time. After six months, Mrs. Mizera is aware that she will go back to being a part-time receptionist with her current pay. It was the consensus of the Council it to appoint her the temporary full -time receptionist. PARK BOARD Park & Recreation Service Report for 2002/2003 Alderman James reported that the Park Board has positively recommended the Park & Recreation Service Report for 2002/2003. The report identifies their mission statement, goals and objectives and highlights accomplishment for the year. This is an information only item. Oslad Grant Resolution Executive Director of Parks & Recreation Laura Brown reported that the Park Board is asking for permission to submit two grant applications. One grant is for a new park development for the River's Edge Park and the other is for land acquisition that will be applied to the West Hydraulic property. Both are matching grants with a deadline of July 1, 2003. A resolution is needed giving approval to proceed. The notification for the grants will be in October with two years to actually do the construction of the parks. The grants are rated by service areas, uniqueness, population and previous grants issued. Ms. Brown further explained how the grants work and the Council discussed the cost of matching the grants. Funds are available in the Land Cash and Land Acquisition Funds. This item was placed on the June 24, 2003 City Council meeting consent agenda. Truck Bid Opening Alderman James reported that this purchase was approved by the City Council on May 13, 2003. Scott Sleezer went out for bid and he has now identified the vehicle and the bid. He is looking for approval to purchase a two -wheel pick -up truck for $12,447.00 from River Oaks Ford. Funds are available in the Parks Capital Fund. This item was placed on the June 24, 2003 City Council meeting consent agenda. ADDITIONAL BUSINESS Aurora Area Convention and Visitors Bureau Website Survey Alderwoman Burd reported that she spoke with Sue Vos with the Aurora Area Convention and Visitors Bureau and they are in the process of putting a survey on their website. Ms. Vos suggested that the City might be able to use this so she suggested that Ms. Brown contact Ms. Vos regarding this. United City of Yorkville Website Alderwoman Ohare asked what the status was on the City's website. Alderman James stated that there is a website for the Council to go to see a draft of the website. Mrs. Pleckham gave the website address to the Council. There was no other additional business. Page 7 of 7 EXECUTIVE SESSION Mayor Prochaska entertained a motion to go into executive session for the purpose of the collective negotiation matters between public employers and their employees or representatives. He asked that Attorney Dan Kramer, City Treasurer Powell and minute taker Cindy Green be included in the session. So moved by Alderman Kot; seconded by Alderman Besco. Motion approved by a viva voce vote. A five minute break was taken and the executive session was entered at 9:15 P.M. The Council returned to regular session and the COW meeting was adjourned at 11 :30 P.M. Minutes taken by Cindy Green Transcribed by Jackie Milschewski, City Clerk j COMMITTEE OF THE WHOLE GUEST LIST: DATE: (v J D 3 A101 Ours