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COW Minutes 2003 06-03-03 ' I I Page 1 of 12 APPROVED BY COUNCIL WITH CORRECTIONS 11 -25 -03 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE JUNE 3, 2003 7:00 P.M. MEMBERS PRESENT: Mayor Art Prochaska Alderman Richard Sticka Alderman Paul James Alderwoman Valerie Burd Alderman Larry Kot Alderwoman Wanda Ohare Alderman Marty Munns Alderwoman Rose Spears Alderman Joe Besco City Treasurer William Powell I CITY STAFF PRESENT: City Administrator Tony Graff City Attorney Kelly Kramer Police Sergeant Don Schwartzkopf Director of Public Works Eric Dhuse Finance Director Traci Pleckham Executive Director of Parks & Recreation Laura Brown I GUESTS: See attached list. ECONOMIC DEVELOPMENT COMMITTEE PC 2002 -01 Grande Reserve — Annexation Agreement Update Administrator Graff reported that there have been new submittals to the project and there still needs to be work done on the Annexation and Planned Unit Development (PUD) Agreement. Art Zwemke with Moser gave the Council an update on the changes: • The petition is being amended to exclude about 90 acres in the conservation area. This property will be donated to the City be used as a conservation trust and will help the city attract grant funds in order to make recreational improvements. This changes the density from 2.35 to 2.55. • After meeting with the School District, it was determined that an elementary school site of 12 -15 acres was needed. The developer is trying to have the site contiguous to a ten - acre park site. The Land/Cash Compilation Calculation is being worked on which is based on the number of homes, bedrooms and the type of product. By Moser's calculation, they owe the School District about 82 acres in total. If the School District takes twelve acres for the school it leaves 70 acres that the School District can either take as land or a cash contribution. One option being provided in the agreement allows for Neighborhood #19 to become a future school campus site. The School District needs approximately 65 acres for the campus. The agreement is written with options for either single - family zoning or for a school site. If the school does not want the acreage they will get cash at the rate of $58,000 /acre. • Mr. Zwemke explained that with today's technology, the preliminary plat is technically the final plat. He stated that they are asking in the annexation agreement that they be allowed to do the preliminary and final plat at the same time. This does not affect internal reviews however they feel it is a more productive use of time as these items come before the Plan Commission and City Council together. Page 2 of 12 I i • The traffic study that Metro prepared called for various road widenings, intersections, etc. which will cost approximately $5.3 million. The developer suggested that a road fund be established with funds be collected at the time of building permits. This fund is to be used to enhance and maintain roads. They propose in addition to the $5.3 million of road improvements needed for this development, a $2,000.00/home site charge payable at the time of the building permit be collected which will add another $5.3 million. This creates a pool of over $10.5 million for road improvements. The City would like to take over the construction of certain roads such as Kennedy, Bristol -Ridge and Mill using funds from the developer. Projects like Galena Road and Route 34 would be improved by the developer at the direction of the state and township. Mr. Zwemke explained that the land planners have tried to take advantage of access points to major roads. Consequently, they have tried to design the neighborhoods at a certain size and with roads that will be used for internal traffic and not thru streets. Public safety issues and internal collector roads still need to be worked out with staff. • The annexation agreement includes a table for design standards to be determined as each neighborhood is built. As each plat is available for approval, the Council will be able to see what the housing style is and the City's standards at the time of development will apply. • Typically in a PUD the standards, rates, etc. are frozen for five years. The developer is asking for eight years in consideration of the magnitude of the development and the up front funds that they are giving for water and roads. • Another amendment was made related to the bonds. The developer was seeking a 90% reduction level however the City's new ordinance changed this to 85 %. • The water system consists of two wells, a water tower, a treatment facility, an untreated water line connecting to the facility from the well and two water mains along Galena and Route 34 at a cost of $8 million. The water tap -on fee is currently $800.00/home. The City is currently doing a study that indicates the tap -on fee should be around $2,600.00/home. The developer is encouraging the increase and proposes that they fund $8 million for the water system and that they have prepaid water taps. This is approximately $6.5 million. They are seeking to recapture $1.5 million of this from specific future service areas. The developer wants to fine tune the standard recapture agreement to be more specific. • There will be another recapture for road improvements along Mill Road which is not being developed on both sides. • The City has an administrative and internal engineer review fee and they would like to call it just an engineer fee. The amount of the fee remains the same; the name is the only change. Mr. Zwemke asked for questions from the Council. Alderwoman Burd asked how the developers were dealing with the fire districts. Mr. Zwemke explained that there are two fire districts covering the property. They are making sure that homes are in a district in their entirety and they are trying to facilitate with the fire districts that neighborhoods are covered by the same district. Also the Bristol - Kendall Fire District (BKFD) is seeking help to finance a new fire house. The developers are accelerating their fees to BKFD by 50% ($300,000.00) so that they can have funds for the down payment on a fire house. This is still being discussed with the BKFD. Alderman Sticka stated that it seemed that the developer was putting in water improvements and collecting the recapture himself. Mr. Zwemke stated that if the City had the water system already Page 3 of 12 in place, they would only pay the tap-on fees. Mayor Prochaska clarified that the recapture was not for the MPI property but for other developments that will come later and benefit from the water system that was added. Mr. Zwemke explained that there is approximately $1.5 million of the total water cost that can be recaptured from other areas serviced by the water system such as the Hinsdale Nursery property and areas along Galena Road. A map of these areas will be attached to the annexation agreement. When these areas come on line, the developer will recapture a portion of the cost for the water improvements. Alderman Sticks asked about the School District and Neighborhood # 19. He wondered if the neighborhood stayed as it was shown or does it go away. Mr. Zwemke stated that the area is zoned for single - family use with the understanding that the School District has the right to exercise the option for the land for a school site. If the School District does not want the land, they can have the cash instead. Alderman Sticka asked if there was a deadline for the School District's decision and Mr. Zwemke stated that there will be a date included in the agreement however this has not been worked out with the School District yet. He commented that way the area is planned to develop there is no immediate need for Neighborhood # 19. Mayor Prochaska stated that the City has asked for a letter from the School District to confirm their agreement. Alderman Sticks questioned extending the PUD length for an additional three years. He asked what term the City of Plainfield gave them. Mr. Zwemke stated that he did not remember specifically however he knew it varied; some were frozen for ten years. Alderman Kot asked what the build -out time frame was. Mr. Zwemke explained that the first part of the project was the water. They have hired Engineering Enterprises, Inc. (EEI) for the water study. It is anticipated to drill the well in July 2003 and to deliver the water tower and system by late in the third quarter of 2004. Mr. Zwemke explained the sources for sanitary service. One area will be serviced by the Yorkville- Bristol Sanitary District (YBSD) however this has to be extended from the Menard's property through the Hammon Property. 450 acres will be serviced by a Route 34 interceptor that comes from Orchard Road and Route 34. They would like to start grading this area in the summer of 2003, put the undergrounds in over the winter and then start paving in June 2004. The first houses should be completed in the fall of 2004. They estimate 250 units /year will be built with a total build -out over ten years. Alderman Kot asked if apartments were an important component to the plan. Mr. Zwemke stated that apartments are very important because they want to have a mix of housing that covers all different niches from rental, townhomes and duplexes to single - family homes. He stated that apartments are necessary for people such as empty - nesters and people who move from place to place with their jobs. Also apartments usually do not generate a lot of children for the school district however they generate a nice EAV. He explained the planned location of the apartments as they have switched some neighborhoods around. Alderman Kot asked if this reduced the number of apartments and Mr. Zwemke stated that there will be 300 apartments because they are looking for a developer that builds a product with a club house and swimming pool. This is planned to be an upscale complex since smaller sized complexes typically do not have these amenities. The prototype developer is one called Real Estate Investment Trusts (RETT) which by law are required to hold on to their properties long-term. These developers usually have a manger, maintenance, leading manager, etc. on site. Alderman Kot asked why they were not calling the villa area for empty - nesters a retirement village. Mr. Zwemke explained that they have done a lot of research on this area and it will not be age restrictive (55- years -old or older). Statistics indicate that if the age is strictly enforced it will become an area where people start to age in place without a traditional turn over and there is Page 4 of 12 also a risk that this area could house individuals who as they age turn against voting for School District referendums. In order to attract a wider range of empty - nester the developer has placed the following criteria on building in this area; 80% of the homes have to be one -level ranches, all master bedrooms have to be on the first floor, no more than 50% of the homes will have more than two bedrooms and there will be a $150.00 /month fee for services such as security and snow removal. The base price of the houses will be approximately $200,000.00 - $250,000.00. They will have their own private park in this area. Alderman Sticka asked about parks. Mr. Zwemke went over the proposed parks Labeled A — J and stated that there are varying sizes and criteria's for parks. He noted that one area is being kept as a 56 -acre regional park with 25 -acres that is buildable and 8 -acres that is a stand of oak trees. This site is near Blackberry Creek and next to vacant land which could possibly be added in the future. In addition to the land, MPI is donating $1000.00/homesite to be used at the discretion of the Park & Recreation Department for such things as park development or trails. The Park & Recreation Department will design the parks and they will install them. Executive Director of Parks & Recreation Laura Brown stated that MPI has worked well with them. She explained that the City will have two large community parks, the regional park and several neighborhood parks throughout the site and all are connected by a trail system. She explained that there are opportunities for grants to be used to upscale some of the parks. Alderwoman Ohare asked about the streets that rum through Lynwood and will eventually connect to the new development. Mr. Zwemke stated that they had a study done which indicated which streets would remain dead ends and which will connect to the new development. They addressed the input from residents in the area when designing the streets. Alderman Sticka asked if the Oswego Fire District has been attending Plan Council meetings. Administrator Graff stated that Yorkville just recently found that some of the property is located in the Oswego District. He stated that Bristol - Kendall Fire District has had conversations with Oswego regarding service. Mr. Zwemke stated that all emergency calls from the area go to Kencom and they dispatch the emergency vehicles. Resident Lois Seaton questioned what area in the Kennedy and Bristol -Ridge road area is considered a flood plain. Mr. Zwemke showed the location of the flood plain on the map and indicated that it was part of the conservation area and nothing will be built on it. Mayor Prochaska expressed his concern that the conservation area along Lynwood and River Ridge would be maintained by the Homeowner's Association and Mr. Zwemke stated it would. Mayor Prochaska's other concern was for the building specifications to be determined as they came in. He stated that he would like to see general guidelines for these in the agreement. Mr. Zwemke asked him to review exhibit D -5 which addresses this and he noted that they included photos displaying various styles popular today. There were no further questions or comments. Mr. Zwemke complimented the City stars efforts in working with them. Zoning Text Amendment for Special Use R -1 for an Antique Store and PC 2003 -02 Greene Rezone of 9818 Route 71 Attorney Kelly Kramer reported that based on the Plan Commission public hearing for the Greene rezoning it was determined that instead of rezoning to business it would be easier to maintain an historic character of the property if a special use classification was added to the R -1 zoning. A text amendment will be done allowing antique stores as a permitted special use as long at the Page 5 of 12 property is designated as an historic structure. The definition of an historic structure will be in the City's overlay ordinance which is still being drafted. The text amendment has been drafted however cannot proceed until the overlay ordinance is done. The public hearing for the overlay district ordinance is tentatively scheduled for July 8, 2003. Mayor Prochaska asked Attorney Kramer to get copies of the text amendment to the Council for their review. The text amendment will be discussed at the next Economic Development Committee on June 19, 2003 and brought back to the July 1, 2003 COW meeting. PARK BOARD Skate Park Recommendation — Results of Bid Opening Executive Director of Parks & Recreation Laura Brown reported that the bid process for the skate park equipment was advertised for two weeks in the newspapers. No bids were received so staff and the Park Board are recommending moving forward with the original request from the New Life Church for the equipment. The offer is for the exchange of services, such as dismantlement, for the equipment. Alderman Sticka agreed with the Park Board and stated that the City did the right thing in advertising for bids because they found that there wasn't an interest in the equipment other than from the New Life Church. The pastor of the New Life Church, Rev Rick Thiemke, was present for comments or questions. Mayor Prochaska clarified that the skate park will be open to the public for the first year. Rev. Thiemke stated that the church was currently working on liability issues as far as hours of operation and staff available on the property in case of emergency. He stated that the park should be opened seven days a week. Mayor Prochaska stated that another concern expressed to him was that the church would have literature about their church available or that they would try to have children join their church. Rev. Thiemke stated that this wouldn't happen. He explained that the church holds an evening Youth Service once a week however the park will be closed while this is being held. The goal of the church is to serve the community and provide a safe place for kids to hang out. Alderman Kot asked what will happen after the first year. Rev. Thiemke explained that it will still be opened to the public. Alderwoman Burd asked Ms. Brown about the Park & Recreation Department's future plans for a Skate Park. Ms. Brown stated that the Park & Recreation Department would like to establish a skate park in the future however by the time a new skate park can be developed this equipment will be outdated. Alderman Munns expressed his concern that skate parks were needed for kids who aren't interested in other sports like baseball. He also felt that a future skate park should be of adequate size to draw interest. Alderwoman Spears asked who would be liable if there is an accident while the volunteers are disassembling the equipment. Rev. Thiemke stated that the Church has checked with their insurance and they are covered for this. He stated that they are using an excavating company from Plano and they are also have insurance coverage. Alderwoman Spears stated that it was previously discussed that the Church would assist in restoring Parfection Park but this was changed to just the City restoring the site. Attorney Kramer stated that this was addressed in the agreement. Mayor Prochaska asked that a hold harmless clause be added to the agreement and Attorney Kramer stated she would do this. Page 6 of 12 This item will be placed on the June 10, 2003 City Council meeting consent agenda. Fox Hill Landowners License Agreements Attorney Kramer reported that the agreements have been cleaned up to address each specific instance such as trees or playground equipment on the City's property. The only thing needed is a legal description of the park and City Engineer Joe Wywrot will be providing this. Not all the parties have been contacted. Mayor Prochaska noted that the Council requested that the neighbors in the area who expressed concern also be contacted. He stated that he would like this done before the Council considers the agreements. Ms. Brown stated that she contacted two of the homeowners directly affected by the agreements however she was unable to reach the third party. Attorney Kramer stated that the legal description should be finished before the next COW meeting. This item will come back to the June 17, 2003 COW meeting. ADDITIONAL BUSINESS Jeff and Sandy Spang addressed the Council expressing their concern with the City's Landscape Ordinance as it applies to their commercial property on route 47. They have worked with City Engineer Joe Wywrot and City Planner Mike Schoppe and everyone is in agreement that they have supplied or are in the process of supplying the appropriate number of plants per the ordinance however there is a problem with parkway trees. When Route 47 is widened, this property will loose approximately 12 feet of the front yard which is currently 35 feet. Mr. Spang felt it was pointless to place trees in the parkway since this is the area that will be affected by the widening. Mr. Spang read an inventory of the existing trees and Mrs. Spang commented that Mr. Schoppe is objecting to the location of these trees. Mr. Spang appealed to the Council to waive the parkway tree requirements. Mayor Prochaska asked Administrator Graff to contact Mr. Schoppe regarding this matter. Mr. Graff asked the Spangs to put their appeal in writing to Mr. Wywrot and Mr. Schoppe and include the inventory of the existing trees. He stated that parkway trees have been waived at other locations along Route 47 until the right -of -way line is determined and the staff will address his concerns. PUBLIC WORKS COMMITTEE Crack Filling Project Director of Public Works Eric Dhuse reported that there was a memo from Mr. Wywrot indicating that Midwest Tar was the low bidder and he recommended awarding the bid to them. Mr. Wywrot asked that since he incorporated about $4,000.00 extra in the bid he would like to add the Cannonball Hills subdivision into the project which should cost approximately $2,500.00. The Council discussed a change order for the additional streets and agreed to add them to the project. This item was place on the June 10, 2003 City Council meeting consent agenda. Van Emmon Street Watermain Easement Mr. Dhuse reported that an easement was needed at the corner of Van Emmon and Route 47 (in front of Bridgeberry Twigs) from Bob Dearborn for fire hydrants. Mr. Dearborn has agreed. Alderwoman Ohare asked if the casement needed from Yorkville National Bank at the same intersection had been secured yet and Mr. Graff stated that the bank won't sign the easement until they get a construction schedule they like. Page 7 of 12 The easement from Mr. Dearborn was place on the June 10, 2003 City Council meeting consent agenda. FAU Routes Mr. Dhuse reported that certain roads can be designate Federal Aid Urban (FAU) Routes now that the City's population is over 5000. Roads designated as FAU routes have to meet certain criteria such as they have to begin and end at another FAU route or a road of a higher designation. These roads are eligible for federal highway funds for construction. Mr. Graff recommended a resolution adopting the routes. The Council agreed. This item was place on the June 24, 2003 City Council meeting consent agenda. River's Edge Subdivision Phase 2 Letter of Credit Reduction Mr. Dhuse reported that this is a standard reduction request from S &K Development. Mr. Wywrot recommended the letter of credit be reduced in the amount of $340,757.24. The Public Works Committee recommended moving this forward. This item was place on the June 10, 2003 City Council meeting consent agenda. Mill Street Public Sidewalk Repairs Mr. Dhuse reported that it was discussed with the School District that the City would build the Mill Street 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. Alderman James suggested running the sidewalk along the east side of Mill Street as there would be less sidewalk needed. The Council discussed the location and felt that the sidewalk belonged on the same side as the school. The cost of the sidewalk is approximately $15,000.00. Also discussed was the lack of a sidewalk on Game Farm Road and Mr. Graff stated that the School District has not given the City an easement for the sidewalk. The School District is not required by state statute to follow local codes. Mr. Graff stated that the City is looking for a written agreement from the School District stating that they will install the Route 126 sidewalk before the City installs the Mill Street sidewalk. Mayor Prochaska and Mr. Graff are trying to set up a meeting with the School District and this will be discussed at that time. Mr. Wywrot would like to go for bids for the project with the bid opening on June 20, 2003. This item will come back to the COW when more information is available. Appletree Court Watermain Easement Mr. Dhuse reported that an easement is needed because the watermain is under a driveway. The cost to replace the driveway is approximately $3,000.00 and this is the only consideration the homeowners are asking for. The resident has signed the easement agreement. This item was place on the June 10, 2003 City Council meeting regular agenda. Water Conservation Ordinance Attorney Kramer reported that she reviewed the ordinance and everything was fine with the verbiage. The ordinance will regulate lawn watering based on address numbers (even numbers on even numbered days and odd numbers on odd numbered days). Attorney Kramer stated that her office wanted to reformat the ordinance but this will not change the content. The Council Page 8 of 12 recommended running press releases and having this information in the City's newsletter so that citizens are aware of the change. Attorney Kramer thought a public hearing might be needed and she stated she would verify this. Alderman Sticka asked why watering is prohibited from midnight to 5:00 A.M. Mr. Dhuse stated that the City does not have to prohibit it at this time. He took the language from a model ordinance which recommended this. Mr. Graff noted that this is the time period the wells are working to regenerate the water towers. i Alderman Kot asked who enforces violations to the ordinance and Mr. Dhuse stated violations can be reported to the police however the Building and Zoning Department would handle the complaint. Alderman Kot also questioned the watering restriction placed on new sod and asked if this applies to builders. Attorney Kramer explained that this is a standard requirement for this type of ordinance. Alderwoman Spears noted corrections to the ordinance. Attorney Kramer stated she would make the corrections when she reformatted the document. Alderwoman Spears asked if the ordinance was for emergency purposes or will it be the standard for the City. Attorney Kramer stated that this is not for emergency purposes but the implementation of a new ordinance. Alderwoman Spears stated she did not like the restriction and telling people they can only water at certain times. Mr. Dhuse stated that this is standard in many communities. Mayor Prochaska noted that every summer the City asks the citizens to voluntarily conserve water. He also noted that after all the water towers and wells are built, the ordinance can be revisited. Alderman Sticka commented that the engineers have stated that on peak usage days some areas of the City had inadequate fire flow. It was also discussed that the way the ordinance is written, kids cannot play in sprinklers unless it is during the hours specified. The Council discussed having a public hearing to get citizen input however Mayor Prochaska noted that the timing for implementation this summer was off. Alderman Sticks asked if there is a water shortage before the ordinance is passed could the City place an emergency ban on watering. Both Attorney Kramer and Mr. Dhuse stated yes. This item will placed on the July 1, 2003 COW agenda as a public hearing. Water Treatment Facility Design Mr. Dhuse stated that this was discussed by the Public Works Committee and there has been a slight change in design. The Council had asked for a building with 1/3 brick and 2/3 siding. The 1/3 of brick hits at the middle in the door opening and the dissimilar material won't work with the door jam. The architects have developed an alternate plan which adds more brick to the building and only increases the cost by $2,225.00 /facility. Mr. Dhuse showed a drawing of the revised plan. The consent of the Council is needed to go ahead with design change. The consensus of the Council was to proceed with the changed plan. Mill & Van Emmon Street Watermain -Bid Openings Bids for the Mill/Van Emmon Watermain Project were opened May 29, 2003 and lowest bidder was Dennis W. Dwyer at $773,623.00. The city is still within range of the water improvement project funds. Mr. Graff noted that the bond sale for the funding for the water projects will be discussed at the Administration Committee meeting June 12, 2003. Mayor Prochaska asked if the awarding of the Page 9 of 12 I I bid was subject to the sale of the bonds. Mr. Graff stated that the bonds would be voted on at the City Council meeting on June 24, 2003 and this could be awarded at the same time. The awarding of the bid was placed on the June 24, 2003 City Council meeting regular agenda. PUBLIC SAFETY COMMITTEE Monthly Police Reports for April 2003 Alderman Kot stated that the reports were reviewed by the Public Safety Committee and everything was in order. This item was placed on the June 10, 2003 City Council meeting consent agenda. Request Purchase of Replacement Vehicles Alderman Kot reported that as part of the vehicle replacement program there are two cars to be replaced in the new fiscal year. It was the recommendation of Finance Director Traci Pleckham to take out a short term loan for the purchases. The two cars will cost a total of approximately $46,000.00 including the change over of equipment and new equipment. Alderman Kot noted that there had been a problem with the Crown Victoria's with regards to the gas tanks and Lieutenant Schwartzkopf explained the problem and stated that it has been taken care of The Council discussed the financing of the cars. The loan payment is in the budget however Mayor Prochaska stated that he would like to see all the funds for vehicles set aside in the budget rather than taking out a loan. Alderman Kot inquired as to the interest rate and Mrs. Pleckham stated that she hadn't investigated this yet. She stated that she would have this information by the next COW meeting. This item will be brought back to the June 17, 2003 COW meeting. Request Approval of an Officer at the High School Alderman Kot stated that this is the annual contract between the City and School District for the high school officer. The only difference this year is that the 9% pay increase has been included in the agreement so that the City gets reimbursed accordingly. Alderman Kot read a statement saying that the contract agreement with the School District was tentatively approved by the superintendent, Dr. Engler. Dr. Engler asked that an original be furnished to be signed by the School Board and himself by Monday, June 16, 2003. This item was placed on the June 10, 2003 City Council meeting consent agenda. Weather Warning Siren Alderman Kot reported on the siren which was located at the old fire station on Fox Street. The fire station has been sold and Kencom needs to relocate the tower that the siren was on. It has been recommended to move the siren to the riverfront area. He displayed a map indicting the coverage circles. The cost to move the siren should be no more than $7,000.00. Alderman Kot stated that funds have been collected from developers for weather sirens and some of these developments already have coverage. He asked if the funds were available for this. Administrator Graff stated that he was not sure what was available. Attorney Kramer stated that she did not think that the funds from the siren fee could be used for this because the siren is an existing one and the fee is for expanding the warning signal area and specifically attributable to new development. Alderman Kot asked Attorney Kramer to verify this because he felt the funds could be used for this. Page 10 of 12 Mayor Prochaska stated that this should have been included in the budget and he asked Chief Martin to see if funds available somewhere else in the budget. Mayor Prochaska also asked if spotters could be used when the sirens are tested. He was at a business at Cannonball Trail and Route 34 and they told him that when their doors are closed they could not hear the sirens. Alderman Kot stated that this concern should be addressed to Fulton, the company who installed the sirens. This will be looked into further. This item will be brought back to the June 17, 2003 COW meeting. ADMINISTRATION COMMITTEE Monthly Billing — Water Accounts Mrs. Pleckham stated that it was discussed at the Administration Committee meeting to go to monthly billing for the water bills. Before this can occur, the ordinance applying to this will have to be revised. Mr. Graff stated that the earliest that the City could go to monthly billing would be October 2003 due to the new software and the renovation. Alderman Sticka asked who proposed this. Mr. Graff stated that he recommended this with the implementation of the new software. Mayor Prochaska also noted that residents and landlords have requested this so that the bills would be more reasonable. Attorney Kramer stated that she and Mrs. Pleckham and Mr. Dhuse have gone over the water ordinance in order to revise it. Mayor Prochaska asked them to continue with the revision. Mr. Graff stated that in concert with the revision of the ordinance the YBSD ordinance should be reviewed. This item will be brought back to the Administration Committee meeting in July. Employee Manual Alderwoman Spears stated that this has been reviewed by the Administration Committee meeting and at COW in April and there were questions regarding the inspection of employees. Section 3.10 of the manual has been revised to address this. Alderwoman Burd noted grammatical and typographical errors in the revision. The Council discussed them and made corrections. She questioned the sentence stating "the City also reserves the right to conduct searches and inspections of employees ". She wanted to determine who would perform the inspections. Attorney Kramer stated that only the Police Department would conduct the inspections. Administrator Graff clarified that the police can conduct inspections in matters of criminal acts or violence and administrative inspection can be done by the City Administrator or the Chief of Police. Attorney Kramer suggested reviewing the wording of this section with the labor attorney and possibly breaking it down for better understanding. Alderwoman Burd stated that it bothers her that the manual states that if an employee refuses to submit to a search they can be subject to disciplinary action. She didn't want employees coerced into a search because they fear losing their job. The Council discussed that the information in this section should be clarified and it should be included that anyone abusing the right to search employees is subject to disciplinary action. After a lengthy discussion regarding the right to search employees it was decided to get more clarification on this section and get procedures as to the search and bring this back to the next COW meeting. Page 11 of 12 Yorkville Road Program — Smith Contract with Supplement This item was on the agenda incorrectly under the Administration Committee meeting; it is a Public Works Committee item. Mr. Graff reported that this is the contract for the street engineering including the streets added to the original request. He thought that the original contract was not approved because of the addition. The Council thought that this had already been approved. Mayor Prochaska asked Mr. Graff to verify the status of the contract; if it was not already approved copies should be given to the Council by June 6, 2003. If this item was not previously approved, it will be placed on the June 10, 2003 City Council meeting consent agenda. Ordinance Revising Development Fees Alderwoman Spears reported that the Administration Committee reviewed the updated ordinance in April and it was at COW in May. She stated that Mr. Graff wrote a memo dated April 11, 2003 outlining why the fees are being increased. This is the ordinance to authorize the increase. Mayor Prochaska noted that the increase includes the police, public works, library, engineering and parks and he listed the changes in individual fees. There was an error in the library increase and the fire district's fee needed to be verified. If all the corrections are made, this item will be placed on the June 10, 2003 City Council meeting regular agenda. GASB 34 Fixed Asset Policy Mrs. Pleckham stated that she has been working with the auditors on the GASB 34 compliance. The Fixed Asset Policy will be used to keep the City's infrastructure on the accounting system. The department heads have reviewed the policy. Alderwoman Spears stated that the Administration Committee asked that land improvements and site improvements be defined. Mrs. Pleckham noted the definitions on page one of the policy. Mayor Prochaska questioned that the capitalization of software is at $25,000.00 and equipment is only at $5,000.00. Mrs. Pleckham noted that travel and training time is figured into the cost of software. Alderman Sticka asked what the benefit was to capitalize these things. Mrs. Pleckham stated that it helped with depreciation. City Treasurer Powell explained that capitalization pertains to the City's bonding. People who are lending cities money have no idea what their infrastructure is worth. This is a way for lending institutions to get a handle on the financial stability of the city. If the capitalization thresholds are arbitrarily high then the overall investment is less when a bank looks for bond ratings. The best is to have a balance. This item will be placed on the June 10, 2003 City Council meeting consent agenda. ADDITIONAL BUSINESS Fire House Park Alderwoman Burd stated that she heard that the new fire station will be multi -use with a park. She asked if this was true. Administrator Graff stated that the fire district is in negotiations with Menard's for a fire house site. Alderwoman Burd thought tying in a park with the firehouse was a good idea. Ms. Brown stated that it had been discussed that the park that will be down the street may have a fire house theme. Page 12 of 12 Classic Car Show Alderman Sticka reported that there was a classic car show held at Westside Gyros on May 29, 2003 to raise money for a boy who has leukemia. They are planning this event for every Thursday evening through the summer. Alderman Sticka stated that he was contacted by a resident because there isn't any parking available so people are parking on the side streets and on lawns. It is also possible that the noise ordinance is being violated with the public address system they are using. The resident who contacted Alderman Sticka suggested that Countryside shopping area would be a better location for the event. Alderman Sticka wanted to know if the City should contact Countryside's owner Harold Oliver to see if the event can be moved. Mayor Prochaska stated that he wasn't sure if it was the City's place to get involved. Alderman Sticka stated then the City has to decide if the noise ordinance and parking violations should be enforced. He also questioned what the City had in place regarding events that impact an area. Mayor Prochaska suggested that the police speak with the organizers regarding the concerns and make the suggestion about contacting the Countryside Shopping Center. Relay for Life Mayor Prochaska reported that the Relay for Life is taking place this week and he and his team will be walking all night starting Friday, June 3, 2003 at 5:00 P.M. He asked anyone wanting to sponsor his team to contact him. There was no further additional business. The meeting was adjourned at 10:10 P.M. Minute Taker Cindy Green Transcribed by Jackie Milschewski, City Clerk