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COW Minutes 2002 09-17-02 Page 1 of 2 CITY OF YORKVILLE COMMITTEE OF THE WHOLE September 17, 2002 - 7:00 PM MEMBERS PRESENT: Mayor Arthur F. Prochaska, Jr. Alderman Larry Kot Alderman Rose Ann Spears Alderman Richard Sticka Alderman Paul James Alderman Joe Besco Alderman Mike Anderson Alderman Valerie Burd Alderman Marty Munns City Administrator Tony Graff Attorney Dan Kramer Police Chief Martin Treasurer Robert Allen Dir. Finance Traci Pleckham Dir. Public Works Dhuse Cindy Green Guests: See attached. Public Hearing: None Presentations: 01102 Audit Presentation -John Weber with F.P.T.& W., gave a brief review of the annual audit. Mr. Weber touched briefly on the Independent Audit Report. All the records are in order and they were able to tie in all the numbers. He also touched briefly on the balance sheet where all the assets and liabilities are found. He noted that with the fund balance also includes the reserve amount for the Pox Industrial Parts project. The unrestricted available amount is approximately three months worth of expenditure costs. The income statement shows the actual result with regards to the anticipated budgets. Mr. Weber noted that the license and permit fees were above the anticipated. He also noted that expenditures were actually under budget. Treasurer Allen requested verification with regards to the total amount of listed debt. Mr. Weber explained that the amount of debt included all principal and interest due over the next 20 years. Alderman Sticka asked if this is what could be considered a "clean" audit. Mr. Weber responded in the affirmative. Mayor Prochaska wanted to verify the unrestricted amount of funds that was in the General Fund. He wanted to be sure that he did understand that this fund was an available or spend -able fund. Mr. Weber responded to the affirmative. It was also noted that this amount was up from the prior year. Scott Termine presented information with regards to the management letter. Mr. Termine gave a review of the internal controls and City policies and procedures. His first recommendation is the recording of fixed assets. In reviewing the fixed assets records, they did note the City does have a set policy with regards to dollar level for capitalizing assets. Also the appraisal needs to be updated on a regular basis. He also noted that the appraisal does not include land and infrastructure items. This is important to have in place for GASB34. It was also noted that the City does not have an accounting procedure's manual. This also would be helpful to be used with GASB34. The City also needs to put together a formal cash flow forecasting document, which could be in effect from one year and up to 5 years. He also suggested that the City needs a fire safe location to store back -up computer data. It was noted that it had been purchased. MPI /Grande Reserve Concept Plan -Art Zwemke gave the presentation for MPI - Grande Reserve. The property consists of 1127 acres. The property borders Oswego to the East. The school district for the property would be Yorkville. Fox Metro sanitary district supports the property east of Bristol Ridge Rd and Yorkville Bristol Sanitary maintains west of Bristol Ridge Rd. The developer is looking at dividing the property into "neighborhoods ". The neighborhoods would eliminate the square look to the properties. It would give the area a more homey, intimate look. Within the neighborhoods, there would be a number of different styles, being single family detached, attached single family, and apartments. A portion of the property would be set aside for a new school facility. Alderman Sticka showed concern with some of the heavier density neighborhoods with smaller sized lots. He also showed concern with trail access. Alderman Burd noted that when the City has made the exception of smaller lots, they usually back up to open or green space. Mayor Prochaska would like to see lots no smaller than 12,000 sq. feet lots without having to "tweak ". Alderman Sticka showed concern with the minimal size of Commercial area? He also wanted to know if the City would be responsible for the open areas. Alderman Besco had concern with the possible location of the school, with regards to the railroad tracks. He noted that the majority of the school age children would be located on one side of the railroad tracks and the school would be on the I Page 2 of 2 other. Alderman Kot was concerned with the school property located next to the railroad tracks. The Public Hearing for this project will be held on October 9` at the Beecher Center. Old Business: Northgate Annexation Agreement -The developer would like to lock in on the current City bonding and security ordinance. Staff didn't seem to think that would be an issue. The developer would also like to pay some of their fees up- front. It was noted that the final plat must be approved and in place. There was other minor language changes that Attorney Kramer will get made and then redistributed to the alderman by Friday. The developer is also planning on using rolled curbs and place sidewalks in the residential area. This item will be placed on the September 24 council agenda. Parking Ordinance -When new snow falls and there is an accumulation of 2 inches or more, parking along the streets will be prohibited. There was some discussion with regards to ban parking along the streets from 8 PM to 6 AM. or parking on one side of the street. This item is to be placed on the September 24 council agenda. Compensatory Storage Ordinance -Mr. Wywrot requested information from Pete Wallers of E.E.I. to help identify parameters for storm -water related benefits that could be proposed in exchange for meeting the 1.5 compensatory storage requirements. Alderman Kot suggested to be sure that the language could be understood by all and not open to interpretation. This item is to be placed on the September 24 council agenda. i New Business: Approval of IDOT Audit Report & G.O. Bond Issue for Initial Audit Period -The Audit Report has been received and was acceptable from IDOT. This item is to be placed on the September 24 council agenda. Additional Business: Alderman Burd received a call from Kay Hatcher. Information was to have been faxed to the City with regards to a meeting located at Waubonsee Aurora Campus. The meeting was regarding to the annual Ameritech grants. Alderman noted that a meeting would be held at the County Administration Building with regards to the jail. Alderman Spears raised a question with about the resolution for the weather warning system with regards to the fee structure. Alderman Spears stated corrections are needed to the generic website. Treasurer Allen questioned Attorney Kramer with regards to the NRI and a US Department of Agriculture platting report. Mayor Prochaska received a copy of the Eldamain Rd. proposal from the Kendall County Highway Department. The meeting adjourned at 9:55 PM. Respectfully submitted by Cindy Green. - I I