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COW Minutes 2002 12-17-02 Pagel of 5 ,iPI "I mj_-,'I �j� UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE' 3 11.03 DECEMBER 17, 2002 7:00 P.M. COUNCIL MEMBERS PRESENT: Mayor Art Prochaska Alderman Larry Kot Alderwoman Rose Spears Alderman Richard Sticka Alderman Joe Besco Alderman Paul James City Treasurer Bob Allen Alderwoman Val Burd (arrived 7:23) CITY STAFF PRESENT: City Administrator Tony Graff Public Works Director Eric Dhuse Finance Director Traci Pleckham Director of Parks & Recreation Laura Brown Attorney Dan Kramer GUESTS: See attached list. OLD BUSINESS Agreement Between Yorkville- Bristol Sanitary District & the United City of Yorkville Mayor Prochaska stated that the agreement revisions were not done in time for Yorkville - Bristol Sanitary District to review. This item was tabled until the after January 1, 2003. NEW BUSINESS Bond Council for SSA City Attorney Dan Kramer explained that an overall policy for Special Tax Service Areas (SSA) was created about six months ago. He stated that the first SSA's to be implemented that won't be a back -up for maintenance, retention, etc. will be for The Highlands and Windett Ridge. The SSA's for these developments are for sanitary sewer improvements. The bonds are totally private and the City will not pay anything toward them but lends its name so that they can get tax exempt status. The City has used William Blair & Co. as the consultant for the bonds and they recommended using Foley and Lardner (Attorney Christopher Knight) as bond counsel for the SSA's. At this time, the Council is being asked to approve the use of this firm as counsel. Two agreements will be drafted (one for each developer) and the developers will pay all bond counsel costs. Once the agreements are fmished, they will come back before the Council for approval. The Council will not be approving the bonds themselves at this time. Mayor Prochaska clarified that the SSA's for The Highlands and Windett Ridge would be only in order to pay for infrastructure improvements in those developments. Only those who move into the subdivisions would have to pay the SSA and no one else in the City. There were no further comments or questions. This item was placed on the City Council agenda for later in the evening. Page 2 of 5 Revised Budget Finance Director Traci Pleckham reported on the summary page and color chart highlighting the overall changes to the budget. She reported a 5.21% change to the revised budget even though it reflects a 16.81% overall change due to an audit adjustment for the Fox Industrial Bonds being added. Alderman James asked Mrs. Pleckham to clarify the Building and Zoning change. She explained that the department's budget changed $30,725.00 because there was a 27% increase in expenditures based on clean -up of the Master Land Use Plan. The actual expenses were more than originally estimated. City Administrator Graff further elaborated on items that affected this change such as the Master Park Plan, the Wetland Ordinance and the Compensatory Storage Ordinance. Treasurer Allen questioned the Min/Max Insurance (page 4). He stated that Mr. Block with the Illinois Municipal League recommended holding $15,000.00 in reserve until after the end of the fiscal year in case the City experienced a loss. Administrator Graff stated that Mr. Block explained that the City needed to have a reserve set aside in case the Min/Max Insurance bill was over the estimated amount. The insurance cost was estimated at about $94,000.00. He noted that payment of this was approved in November and that there is a reserve of $7,614.00 which is the amount left after payment. The next bill will be received in the City's next budget year. Mayor Prochaska clarified that the $15,000.00 needed to be kept in reserve until the bill was paid. Mayor Prochaska noted increases in revenue however many of these such as the Fox Industrial Bond are dedicated funds. Other increases he noted were in building permits, grant dollars and development fees. Administrator Graff explained the development fees in more detail. Also discussed was the municipal sales tax and the reduction to the amount because of the delay in the Menard's store opening. The sales tax rebate also decreased. Alderman James questioned the decrease in the Police Department overtime line item on page 7. Chief Martin explained that the line item was reduced because there was a new officer being hired which would offset the overtime. He also noted that the overtime is under budget. Administrator Graff noted that when the budget was originally prepared, there was concern on how the events of September 11, 2001 would impact the Police Department so this figure was "bumped up ". Mayor Prochaska pointed out that the cost for the Game Farm Road Signal increased and the grant the City was receiving increased to $128,000.00. Administrator Graff commented that the Illinois Department of Transportation (IDOT) agreed to pay for the interconnection with the Center Parkway stop light. He also noted that the mast arm for the light was scheduled to be delivered on December 23, 2002. Page 3 of 5 Alderman Kot questioned the line item on page 27 for the Reserve /Future Building. He asked if this was truly for future building or funds put in a line item to please the auditors. Administrator Graff explained that it was a combination of both. The auditors want the City to create capital reserve funds but they would like to have possible future projects identified and these funds can be carried over. Alderman James asked if this fund would increase in the next budget year and Mr. Graff stated that is the goal. Mayor Prochaska noted that on the last page of the budget the amount for Land Acquisition Expenses is blank. He asked if this should reflect at least show a zero amount and add a line "Reserve" with the amount of $88,872.00. Finance Director Pleckham indicated that this should show a zero balance. There were no other comments or questions. The Revised Budget was sent on the City Council meeting for consideration. Rob Roy Creek Sanitary Sewer Preliminary Engineering Study Mayor Prochaska reported that about two months earlier the Council passed an agreement to have preliminary engineering study for sewer to the north of the City subject to receiving funds from the developer Ocean Atlantic. He noted that the developer is stalled in the Plan Commission for awhile and there are properties north of Ocean Atlantic's that have commercial potential looking to coming into the City. The Mayor indicated that he did not feel that this study should be stalled along with the developer. He asked the Council to consider using funds from the Sewer Expansion and Improvement Fund (funded by connection fees from developers) to go ahead with the study. Ocean Atlantic will still be responsible for their fees when they move ahead. The study will be performed by Deuchler for an amount up to $25,000.00. Administrator Graff clarified that the Council already approved the contract with Deuchler but now needs to approve the expenditure of the funds. Mr. Graff also noted that the YBSD has taken the position that if the City front funds any interceptor projects that the City is eligible for reimbursement from the YBSD when they receive their infrastructure fee. There were no further comments or question. This item was placed on the City Council meeting agenda for consideration. Proposed Planning & Zoning Coordinator Alderwoman Spears reported that the Council should have received a memo regarding the proposed coordinator. The intent of this position is to have one individual that will work with the different documentation and coordinate all the information of the City's development agreements. The position would be connected to Bill Dettmer's firm, International Codes Consultants and Inspections, Inc. (ICCI). She noted that everyone should have received a copy of the resume of the individual, currently employed by ICCI as a Zoning Coordinator, being considered for the position. Alderwoman Spears stated that the Administration Committee recommended that this move ahead. Administrator Graff explained that the City will enter into an agreement with ICCI for a Planning /Zoning Coordinator and the coordinator will receive a pay check from ICCI. Page 4 of 5 The Mayor clarified that the City is asking to use a specific ICCI employee for a specific job that is not included in ICCI's original contract with the City. This position will be part-time and on a trial basis. The Mayor noted that the City has thought to create this position and this will indicated if this is needed in the future and what the position will entail. Alderman Sticka asked who the coordinator will report to and Mr. Graff clarified that her overall supervisor is Mr. Dettmer and she will report to the City Administrator. He also added that he discussed this with a few developers and they felt this was a time saver. They also indicated that they would be willing to pay for this service by reimbursing the City for the coordinator's services. Mayor Prochaska asked if this could be added to the Administration fee paid by developers. Mr. Graff stated that he discussed this with Attorney Kramer and thought it was possible. Mayor Prochaska stated that he felt that having a person to coordinate all the development information and getting it to the Council in a timely manner has a value to the City. Alderman James asked if it develops that this warrants a full time person in the position would the City have the option to hire this person directly. Mr. Graff explained that the City can give ICCI thirty -day notice and the contract is null and void. However, the City would not be able to hire the ICCI employee. The agreement has a clause that stated that the City agrees to refrain from soliciting ICCI employees for one year after termination of the agreement. Alderman Sticka clarified that ICCI will be paid $75.00/hour with a minimum of one hour and then in fifteen minute increments. He asked how the individual's time would be monitored. Administrator Graff stated that he has asked that the coordinator turn in a copy of her ICCI time sheet to the City in order to track her hours. Alderman James asked who would be monitoring this service. Administrator Graff stated that ICCI can generate a report of all the coordinator's hours and this can be reviewed by the Administration Committee. Alderman James felt that because it is a new position and on a trail basis it should be reviewed closely. Alderman Kot agreed, Administrator Graff asked if the agreement could be approved subject to language being added stating that ICCI will provide a monthly report of the hours spent with developers and the coordinators time sheets for tracking purposes. Attorney Kramer further explained how the coordinator will help track developments with his office, Plan Commission, City Engineers, etc. This is already being done in house by a number of people and sometimes things can get confused. There were no further comments or questions. This item was sent to the City Council meeting for consideration pending the addition of the discussed verbiage. Page 5 of 5 ADDITIONAL BUSINESS Economic Development Committee Alderwoman Burd asked if the following issues could be discussed at a future COW meeting; the possibility of moving the responsibility of public relations to the Economic Development Committee and adding the Kendall County Board liaisons to the Economic Development Committee. YEDC Payment Mayor Prochaska noted that the payment of $45,000.00 for the Yorkville Economic Development Corporation (YEDC) is on the bill list. This was approved at an earlier City Council meeting. There was no further addition business so the meeting was adjourned at 7:50 P.M. Minutes submitted by Jackie Milschewski, City Clerk I I II I I I I II