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COW Minutes 2003 04-15-03 Page 1 of 8 APPROVED BY COUNCIL 11 -25 -03 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE APRIL 15, 2003 7:00 P.M. MEMBERS PRESENT: Alderman Marty Munns Mayor Pro -tem Alderman Richard Sticka Alderwoman Rose Spears Alderman Joe Besco Alderman Paul James Alderwoman -elect Wanda Ohare Alderman Larry Kot City Treasurer Bob Allen (until 8:10) City Treasurer -Elect William Powell CITY STAFF PRESENT: City Administrator Tony Graff City Attorney Dan Kramer Police Chief Harold Martin Director of Parks & Recreation Laura Brown Finance Director Traci Pleckham GUESTS: See attached list. PRESENTATIONS 2002 Yearly Police Report This was an informational item and will move on to the April 22, 2003 City Council meeting. EEI — Water Treatment Building Design Jeff Freeman from Engineering Enterprises, Inc. (EEI) gave an update of the Water Treatment Project. Permits for Well #7 have been submitted and it is progressing on schedule. Permits for Well #8 and #9 (related to the Grande Reserve subdivision) have also been submitted and are on schedule. While they are waiting for the permits, EEI has been working on the design of the well house and water treatment facilities. The permits for these facilities should be sent for Illinois Environmental Protection Agency (IEPA) permits in May 2003. With this taking place, it is time to finalize the appearance of the water treatment buildings. The things to consider are the overall look and how it relates to the location, building materials, the long -term operation and maintenance costs and future facilities. Originally four elevations were presented to staff and City Engineer Joe Wywrot and Director of Public Works Eric Dhuse eliminated two based on various characteristics. They choose Elevations A & D. Elevation A is estimated to cost $125.00 /square foot while Elevation D is estimated to cost $110.00 %square foot. The difference is due to the amount of windows in the Elevation A which will cost about $40,000.00 more. Either elevation has different options such as seam metal roofing versus shingles, vinyl siding Page 2 of 8 versus cement board siding, versus face brick etc. The Council further discussed g� � the various materials, warranties and maintenance. Tim Farrell with EEI went over the cost of the various options for Elevation D: • Option #1 - split face block on the bottom 1/3 of the building, Exterior Finish Insulation System (EFIS) on the upper 2/3 - $31,875.00. • Option #2 - split face block on the bottom 1/3 of the building, face brick on the upper 2/3 - $45,000.00. • Option #3 - split face block on the bottom 1/3 of the building, hearty plank siding on the upper 2/3 - $18,500.00. The materials would be used consistently on all four sides of the building in these options whereas in Option 44 the front elevation would be different from the other sides. • Option #4 — split face block on the bottom 1/3 of the building, face brick on the upper 2/3 on the front elevation - hearty plank from top to bottom on remaining sides - $21,795.00. Mr. Farrell also reminded the Council that the cost for Elevation A would be the same as the above plus $40,000.00 for the extra windows. EEI recommended Elevation D with Option #2. The Council discussed the following: • Security of the building. Mr. Farrell stated with security in mind the windows are placed up high, and all the interior walls are built with Concrete Masonry Unit (CMU) block. He felt all four options are equally secure. They are also looking for Category 3 code rating which allows for a high standard of construction. • Pre - engineered concrete. Mr. Farrell stated that the cost would be comparable to Option #2 and it would give a different appearance to the building. • Total building cost. Using Option #2 and fully equipping the facilities, Mr. Freeman estimated Well #8 and #9 at $2.5 million and Well #7 is approximately $1.7 million. He noted that considering the overall cost of the facilities the difference between the highest building materials and the lowest is 1% of the overall construction cost. After much discussion concerning the options, appearance, construction and materials it was the consensus of the Council to use Option #3 with an asphalt shingled roof and with a bid option for face brick in front instead of split face block. PRESS RELEASE Alderman Munns read a press release regarding Mayor Prochaska's absence stating he was admitted to Mercy/Provena Hospital on April 13, 2003 with bacterial pneumonia treatable with antibiotics. Provided there are no complications, he will be released later this week. The Mayor's office will notify everyone when he is available for calls. OLD BUSINESS None. Page 3 of 8 NEW BUSINESS � Public Works Time Study Alderman Kot recommended that this item be tabled to the May 6, 2003 Committee of the Whole (COW) meeting since the Director of Public Works Eric Dhuse was unable to attend the meeting due to the recent birth of his daughter. He asked the Council to review it and bring questions to the next COW meeting. 2003/2004 Budget Administrator Graff stated that this was a follow -up item after the public hearing on the budget at the April 8, 2003 City Council meeting. He noted one change that was recommended regarding a grant coordinator will be discussed later in the meeting. There were no comments. This item was placed on the April 22, 2003 City Council meeting agenda. Public Hearing New Rules and Regulations City Attorney Dan Kramer reported that there was a case in court regarding the following of certain procedures. The outcome of the case changed the focus of governmental zoning hearings in the State of Illinois. The decision has been upheld in the Illinois 2nd District Appellate and Supreme Courts. The remedy for the petitioner or objector has been changed from declaratory judgment to an administrative review. The only evidence a judge will hear now is the public hearing record. It is now important to have a good record of the public hearing whether at Plan Commission or City Council meetings. He advised that a court reporter be present at all public hearings so there is an accurate verbatim record. He also stated that the City should rely more heavily on City Planner Mike Schoppe's expert recommendations. He stated that the new procedure has been implemented and that the Plan Commission Chairman Tom Lindblom is doing a good job. Attorney Kramer went over the rules with regards to allowing the public to speak which will apply at both the Plan Commission and City Council meetings. Williams Development — Bid Opening Results John Caputo and Thomas Tristano from Williams Development presented the project bid summary which outlined the eight bid packages for the scope of work needed for the City Hall build -out. The total for the base bid work is $729,271.00. Mr. Tristano went over the individual bid package summaries indicating how many bid packages were picked up, returned and what the bids from each company was. He noted that the lowest painting bid was disqualified because a bid bond was not furnished and it did not include all the scope of services in the lower level. The bid package clearly indicated what was to be included in the bid and the scope of service. There are three different sources for bids; a bid list of contractors who Williams works with on a regular basis, a notice of bid is sent to contractors in the area and a public notice was published in the newspaper. The alternates to the project were discussed: Page 4 of 8 • Light wells — the total to extend the three lower level windows approximately two feet deeper is $57,288.00. The Council discussed how the wells would be constructed, security, and landscaping. • Casework — this alternate monitors the development so cost stay on track. There are two construction areas, the upper and lower levels. Williams recommended that their firm handle this. The cost is $7,014.00. Canopies — for the lower level entrances which includes modification to the foundation and the installation of a steel column for support. The cost for this alternate is 28,877.00. Administrator Graff stated that Building Official Bill Dettmer is recommending the canopies as a code issue because they will protect the stairwells from the weather. • Limestone Caps — this will repair the chipping of the concrete at the front entrance. The cost is $16,186.00. • Brick Veneer — this is to veneer the Council Chamber addition. This is costly because if affects light fixtures, gas meters, security cameras, door frames, etc. The cost is $183,142.00. • Fiber Cement Siding — this is to remove the existing siding and replace it. This change will provide better architectural standards. The cost is $24,123.00. • Voluntary Alternate — fire -proof material can be sprayed on the walls that are between the furnaces however it does not stick to wood so a fire -proof paint is being recommended. The cost is $4,500.00 The phasing of the project was discussed. The lower level is to start May 1, 2003 along with the City Council Chamber addition. The lower level is projected to be finished on August 8 and the chambers plus or minus a week from this. When the lower level is complete, staff will move down so that the renovation of the upper level can begin. The upper level should be completed in October. The goal is to finish the outside work before school begins. They discussed writing a letter of intent to the contractors who will be awarded the bid. This gives them a commitment for the work and gives them time to get their bonds, insurance requirements and their shop drawings. The Council discussed the alternates and the consensus was that the only alternates needed were casework, canopies and the voluntary alternate. Administrator Graff stated the total for this would be $765,931.00. Funding for the project was discussed. Administrator Graff outlined the timeline for the receipt of funds expected from developers. Funds currently available are $140,000.00. $306,000.00 will be coming in from annexation agreements already approved. Two additional annexations agreements are pending which would add approximately $450,000.00. There are also additional fees from other developments. Alderman Kot suggested a back -up plan for the remaining funds so that the Council is not voting on developments knowing the money is needed from them. He asked that alternative financing be explored. Administrator Graff agreed and stated he would have information at the next COW meeting on May 6, 2003. Administrator Graff told Williams the target date for a City Council vote will be May 13, 2003. Page 5 of 8 Employment Agreements with City Administrator, Chief of Police and Executive Director of Parks & Recreation This item was tabled until the next COW meeting. Committee Structure Administrator Graff stated that Mayor Prochaska had suggested the following committees: Public Works Building & Grounds Public Safety Technology Economic Development Building & Zoning Administration Committee Finance The new committees would have three members and everyone would be on three committees. The committees should have shorter agendas and may not meet monthly. The Council discussed the pros and cons of more committees and the purpose of new committees such as Technology which was discussed in detail. Alderman Besco noted that technology affects every committee and suggested a subcommittee made up of one member from every other committee. This committee may need to only meet quarterly. It was discussed that the goals of each committee should be outlined and then the frequency of meetings could be determined. Administrator Graff reminded the Council that Northern Illinois University (N1U) was still in the process of conducting the Governance and Municipal Practices Assessment and they may be making suggestions as to meetings. After a lengthy discussion, it was decided to wait for the results of the NIU study before making any decisions on adding committees. Revised Budget for FY 2002/2003 and Adjustment of Funds . Administrator Graff reported that last year the process was begun to revise the budget to true up the accounts. This helps with the audit process. Finance Director Traci Pleckham has provided an updated budget using actual revenue streams and expenses. This provides a snapshot of where the accounts currently stand. Mrs. Pleckham explained the net change of $180,579. Revenue decreased due to the $128,000.00 Route 34 /Game Farm Road Grant being transferred to NOT Funds until the money from the grant is received. The other change to revenue is the Municipal Utility Tax ($55,000.00) which was not adjusted in November 2002 due to Menard's opening. She noted changes in the following accounts; Building Permits (increase), Group Health Insurance (decrease due to final payment being made), Contingency Fund (increased to allow for last minute expenditures such as the special census), Vision and Dental (decrease), Debt Service (increase because recapture is not where it should be a this point and this will make sure the City's debt service is covered) and Engineering Review (decreased due to developer reimbursement). The Council discussed other adjusted items such as Printing/Copying, Gasoline, NICOR Gas and GASB34. Technology Proposal — Software Performance Specialists Alderwoman Spears reported that this was presented and discussed at the Administration Committee. The committee is recommending Software Performance Specialists, Inc. (SPS) to prepare a Future Technology Plan. SPS is already under contract with the City Page 6 of 8 and staff is comfortable working with them. The Council discussed the Scope of Services and other proposals presented to the Administration Committee. This item was placed on the April 22, 2003 City Council meeting consent agenda. Web Development Proposal — Weblinx Alderwoman Spears reported that this was discussed at the Administration Committee. Several proposals were received. The Committee was most impressed with the Weblinx proposal, references and cost. The Administration Committee recommended Weblinx for the design and implementation of a web site. The Council discussed the process of how and who will be updating the web site once it is completed and what services the contract covered. This item was placed on the April 22, 2003 City Council meeting consent agenda. Grant Coordinator Contract Alderwoman Spears reported that Executive Director of Parks & Recreation Laura Brown suggested this to the Administration Committee. Laura Ross -Stuart with C.H. Schrader and Assoc. presented a letter outlining the consulting services that she will be providing as grant coordinator for the City for one year. The cost of the service is $14,000.00 /year to be paid in quarterly installments beginning May 1, 2003. 'Mrs. Pleckham explained that the first quarter payment has been included in the revised FY 2002/2003 budget and the remained will be included in the FY 2003/2004 budget. The Council discussed the purpose of hiring a Grant Coordinator and the amount of funds this person can bring to the City in grants. Ms. Brown stated that Ms. Ross - Stuart has secured grants for other communities in access of $400,000.00 and she will also lobby for grants and track them. She also will outline a five -year cycle for grants for the City and the grants that she applies for are not only for Parks and Recreation but will apply citywide. The Council discussed that the Administration Committee did not consider any other companies because this was the only one presented to them. Alderman Kot asked if the City could contract with this firm for $14,000.00 with out receiving other proposals. Attorney Kramer stated that professional services are not governed by the same statute as public improvement contracts. The City can enter into this contract without getting other estimates. Also discussed was that staff will have contact with Ms. Ross - Stuart so that she will be aware of the City's needs and apply for the appropriate grants. It was suggested that staff prepare a quarterly report for the Council to keep them advised as to what grants have been applied for. This item was placed on the April 22, 2003 City Council meeting regular agenda. New County Office Building Request Administrator Graff reported that Kendall County is building a new Health and Human Service office building at the John Street campus. He went over the site plan they presented to the City. The City has asked the County to continue John Street through the complex in the future. The County is asking the City for consideration in the form of fee or permit waivers. Alderwoman Spears noted that in the past actual costs have been paid by the County. She stated that she tried to bargain with the County for funds from their i Page 7 of 8 I budget for the City ' s newsletter since it includes many County items. Attorney Kramer suggested that the City get a dedication from the County for John Street now in exchange for fees. The Council agreed. Administrator Graff stated he will discuss this with Jeff Wilkins, Kendall County Administrator and Attorney Kramer stated he would speak with State's Attorney Tim McCann. After they obtain further information, they will this back to a COW meeting. Proposing Ordinances for SSA for The Highlands and Windett Ridge Administrator Graff reported that this was a follow -up item. The Council has already approved Resolutions of Intent for the Special Service Area (SSA) District for these developments. These ordinances actually create the SSAs. The City will not have any monetary liability in the SSA's. Attorney Kramer stated that Mrs. Pleckham met with Kendall County and the SSA underwriter and the County is willing to cooperate with the City. This item was placed on the April 22, 2003 City Council meeting consent agenda. Capital Fees Administrator Graff stated that this was an update for the Council because Attorney Kramer hasn't had a chance to review the proposal to increase developer fees for staff and equipment. The City would like to raise the fees from $1200.00 to $2100.00. Two fees are not being raised because the Bristol- Kendal Fire District has not provided information yet and the Municipal Building Fee needs justification for an increase so the City is hoping to have a Facility Plan done to address this. Attorney Kramer stated that he has read the information but has not had an opportunity to discuss it with Administrator Graff. They are schedule to meet tomorrow howeverhe felt comfortable placing this item on the agenda of the next City Council meeting. This item was placed on the April 22, 2003 City Council meeting regular agenda. Williams Architect - Facility Plan Proposal Administrator Graff stated that Williams submitted a proposal in the amount of $42,000.00 for a Facility Plan which will review all current operational needs and make recommendations for the future. They will give the City a $2,000.00 discount if the City prepays. The Administration Committee felt that the bid was high so it asked for a proposal from Kluber, Skahan and Associates (KS +A). KS +A's proposal was for $37,500.00. The funds are not currently in the budget however there could be excess funds available in the FY 2002/2003 budget that can be applied to this study. He also noted that the study is needed to justify raising developer's fees and will aid in what grants need to be sought. The Council discussed the scope of the plan and the necessity for it. The Council decided to ask both firms to make a presentation to the Council at a future COW meeting. Administrator Graff suggested asking Brunidge Cassell (Library architects) to also make a presentation. The Council agreed. Page 8 of 8 Plan Commission Report Alderman Sticka reported that he won't be able to attend the April 22, 2003 City Council meeting so he wanted to give the Council his report tonight. Two items were discussed. The first was the Doetschman farmstead on Route 71. The owners would like to rezone from R -1 to business so they can run an antique store. The surrounding neighbors signed a petition objecting to the rezoning so they asked that the hearing be continued to the next Plan Commission meeting where only one objector attended. Attorney Kramer suggested a solution that Building Official Bill Dettmer develops a type of zoning that would allow them to use the existing buildings for an antique business only. The objector was satisfied with this. This will be discussed at the Economic Development Committee meeting on April 17, 2003. Alderman Sticka asked Attorney Kramer if this was discussed with Bill Dettmer and he said he would contact him to verify. Attorney Kramer also discussed that Plan Commission Chairman Tom Lindblom went and checked the addresses on the petition. Most of the addresses were from four units of townhomes along side the project. There were no objections from any single - family residents, Dr. Davis, owner of Wildwood, or any residents of Wildwood. They other item discussed at the Plan Commission meeting was Westbury Village Ocean Atlantic's development. The Plan Commission voted 7 -5 against the plan. Alderman Sticka did not know the reason for the vote. He stated that some of the commissioners were discontented with the developer due to information being received late. This will also be discussed the Economic Development Committee meeting. ADDITIONAL BUSINESS There was no additional business. The meeting was adjourned at 10:30 P.M. Minute Taker Cindy Green Transcribed by Jackie Milschewski, City Clerk