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COW Minutes 2002 08-06-02 - -� 1 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE MEETING TUESDAY, AUGUST 6, 2002 ARM Mayor Art Prochaska called the meeting to order at 7 p.m. q• �o •0> ROLL CALL Mayor Art Prochaska, Alderman Mike Anderson, Alderwoman Valerie Burd, Alderwoman Rose Spears, Alderman Larry Kot, and Alderman Richard Sticka A quorum was established. VISITORS Those who spoke or signed the sign -in sheet were: Police Chief Harold Martin; City Attorney Dan Kramer; Finance Director Traci Pleckham; Director of Public Works Eric Dhuse; Lynn Dubajic from the Yorkville Economic Development Corporation; Mark Bushhorne of Williams Architects; David McBachern of Williams Architects, Dave Parro with the Beacon News; and Yorkville resident Doris Dick- ', MINUTES None PRESENTATIONS Mark Bushhorne of Williams Architects presented a concept office study plan for the redevelopment of the City Hall building. Bushhorne identified four basic phases. He said the first phase would include the build out of the lower level. That would include some light wells, some canopies and work on the parking lot behind the building. The second phase includes renovations of the first floor, which would be about $66, 300. The third phase would expand the city council chambers and the fourth phase would include cosmetic touch ups to the building such as siding and a concrete porch. He said he also included some recommendations for long-range planning. David McBachern of Williams Architects went through the design concepts in a booklet provided to aldermen. He presented the proposal for the site plan which includes the possibility of 30 parking places to the east of the building; a proposed driveway to the north; and the possibility of a driveway to the south as part of the Phase 1 lower level build -out. He said city staff is considering having the city engineer develop the engineering for the project and putting the project out to bid through the city to save costs. Also on the plan for Phase 1 is the lower level build -out, which includes two possible light wells to the west for the police department and city administration offices. Drawings presented also showed the possibility of future additions to the north and south of the building to maintain the building's symmetry. ,1 i I 2 On the drawing for Phase 1, the police department offices would move to the lower level along with a storage area for city records, a lower level lobby, restrooms for employees, the engineering department and the building department. McBachem pointed out that the firm is in the schematic master planning and not in the final design stage. Exact details are not yet on the drawing. Lightwells to gather further space would be added to the city administration area and to the olice department's side of the building. P P d g. Also, to help the acoustics in the lower level, new insulation and the correct type of ceiling tile would be installed. McBachern also said a roof element would be installed over the stairs used for entry and exit to the building to protect them from ice and snow. Phase 2 concentrates on the main level of the building. Among the changes: an office with full walls for the city administrator to allow for some privacy. Phase 3 would add 1,000 square feet to the city council chambers. The addition would allow for 20 years to the possibility of 10 aldermen. Aldermen and city staff could sit up front. He said plans also include audio- visual technology such as a drop screen for presentations and improved lighting. Phase 4 would include a possible canopy element off the side of the building. The last sheet in the booklet provided a brief summary of the phasing. McBachern said it doesn't include the exact month the work would happen, it includes the phasing for construction documents through the different build -outs. Bushhorne said the renovations would have to be done in two segments. The lower level would have to be done first followed by the first floor. He said city staff has asked Williams Architects to look at how they can bundle the work on the project so that costs can be kept to a minimum. The city staff members have indicated they will act as their own construction managers. Bushhorne said the cost estimates presented on the project are based on the fact that there are no construction manager fees. Trade contractors would be hired and supervised by staff. He said his firm was also asked to look at its services as well. He said they proposed an unusually low fee for such a project with two major understandings. One would be that the company would design and do construction documents and then hand them off to staff. Staff would then bid it out, hire contractors, watch the job go up and essentially be the construction managers. During the design phases, Williams Architects would have engineers involved only to the extent that they would look at the systems, see the issues and figure out what needs to happen. He said they would describe what the systems need to do to operate. He said they call that scope specifications. The contractors and subcontractors would take that information during the bidding phase and would do the design work to make it work I 3 The vast majority of dollars in the estimate is on the trade contractors themselves, Bushhorne said. He added that while it saves money, having the staff serve as the construction manager puts a large burden on staff. Bushhorne also said that they have gotten indication it would be useful for the city to know the budget in a solid way by Nov. 1. He said if the city agreed to do the project, it would give the firm eight weeks to design and do the construction documents. He said they can do it, but it would be very tight. He said his recommendation is that whatever the city council thinks it wants to build in the next year should be drawn at one time. He said the cost efficiencies are tremendous. He said the turmoil on this type of project is not insignificant. He encourages the board to look seriously at what it can do at one time. Mayor Art Prochaska asked what the cost increase would be to hire a construction manager rather than having city staff serve as the constriction manager. Bushhorne said cost would increase about 15.5 percent. Alderwoman Rose Spears asked Bushhorne and McBachern if they have worked on other projects where city staff served as construction managers and what success those projects had. Bushhorne said they would have worked better with a general contractor. Alderman Richard Sticka commented that the Yorkville School District did it. Alderwoman Valerie Burd commented that there is no workspace for aldermen in the plan. Bushhorne said that while a lot of communities plan workspace for alderman, there isn't one in this plan. He said they tried to respond to all the requests for spaces. He said space is tight in the plan. Burd said there is no place for aldermen to meet with someone. Prochaska said there is a need to double uses on some of the places. McBachern said that the workroom for the city clerk's area and the aldermen file area could possible serve as a workspace for aldermen, although it's not a private office. In response to a comment by Burd, McBachern said that they looked at including a break room in the lower level, but the space was used up by other uses. Prochaska said aldermen have used his office in the past for meetings and he has no problem with that. Bushhorne said the plan constructed by the firm went well beyond what they usually include in a master plan. He said more design work is needed, but there certainly is a lot of information in the plan including whose office goes where. He said the city got more information than they intended to produce going into it. i 4 Prochaska said the project started out by the city council wanting to know that they could do with as little expenditure as possible. Bushhorne said for engineering, follow through on construction and site visits, the fee has to be at a level to support the man - hours. If the city directs the firm to do the drawings and then work on the scopes, there is a significant swing in man - hours. He said cost estimates show a 7.5 percent fee. Usually, he said it's around 10 percent for smaller jobs. Prochaska said he sees a couple of issues coming into play. He said it is a big job for city staff to serve as construction managers. He asked what staff might be missing in their own jobs to serve as the managers. If the savings is a true savings, he said that's one thing. He said the first step is to look at Phase 1, which focuses on the lower level and the parking lot. He asked if the estimate for a light well included large windows. McBachern said yes. He said the estimate also includes excavation and putting material over the exposed concrete. Prochaska indicated that other phases such as the addition to the council chambers would be something for future consideration. He indicated that the city council would need to discuss the cost estimates for the project and then inform Williams Architects of its decision. Bushhorne said one of his concerns is that no engineers have looked at the proposal yet. He said they've run cost estimates based on what things typically cost per square foot. He said they're faith is good on what they've worked on. However, he said he has several concerns about working on a smaller scope. One of the concerns is who will work on the budget and keep track of the costs. He also is concerned about who will follow through and keep track of the project. Prochaska asked how much it would cost to have Williams Architects serve as the construction manager. Bushhorne said it would not be 15.5 rcent of the full 25 1� $4 , 000 estimated project cost. Prochaska said the city would need to do some number crunching before making a decision. He also wanted the opportunity to talk to the city's staff. Alderwoman Rose Spears asked if the light wells could be done later. Bushhorne said they could, but it would be more costly. OLD BUSINESS 1. Rob Roy Creek Interceptor - Preliminary Engineering Agreement Prochaska asked if the same language as in the flood plane agreement would be in this agreement. Attorney Dan Kramer said he could make the wording the same. Also, he said he made an addition to the first paragraph on Page 1. The change states upon the receipt by the city of sufficient funds based on the costs and fees advanced by affected landowners and developers. 5 2. Kendall County Jail Status — Burd reported that the Kendall County Board will look at the possibility of getting the building a historic landmark status. However, she said the board indicated it wouldn't make any decisions until after the election. Prochaska said he had heard the county board might give the building to the city. Burd said the board cannot just give it to the city. She said some board members wanted to sell it to the city and others did not. 3. Metra Phase II Review — Prochaska indicated that the status of a Metra site in Yorkville is difficult to read. He said at some point Metra officials stopped taking about Yorkville and Plano and are only talking about Oswego. He said there are no dates projected for any potential new sites. Alderman Larry Kot said Parsons had a meeting on July 18. He said that the committee wanted to move the phase along. They originally wanted comments by last Friday. He said he was able to get a few extra days and that comments from this COW meeting could be added to the final Phase II report. He said he has two main concerns. During the final Phase I, he has suggested that Metra officials look at a joint Plano - Yorkville station. He said when he brought it up again at the meeting a few weeks ago, officials said they didn't really look at the suggestion. Secondly, he said he is concerned that the population predictions for Yorkville are too low. When considering all of the developments coming toward Yorkville, lie said the population estimates are underestimated. He said the numbers came from NIPSE, the Northeast Illinois Plan Commission. Kramer said he also believes the projections were underestimated. He said officials probably make their predictions on historical figures. He said Yorkville and Plano have developments coming that were not taken into consideration. Prochaska said Metra officials are looking 20 years ahead. Right now, he said Yorkville has the busiest intersection in the county. He said 15,18, 20 years down the road; he doubts there will be much of a population disparity between Yorkville, Oswego and Montgomery. Also, he said people can get to Oswego, but many of them have to go through Yorkville. Kramer said that if Metra officials put the station in Yorkville, the growth would come. Kot said if it's going to be done, he'd like to see it done right the first time. He said they could put an end of the line station here. He said those are the concerns that need to be raised. He suggested they be put in writing and presented to Metra officials. 6 Prochaska said a letter will be drafted stating the city's concerns that include the population issues, cross traffic from the west and the end of the line station. He said also it would be wise for Metra to buy the land while it is still reasonably priced. Kot said that as a last resort, the joint station idea should be looked at. Rather than running to Orchard, he said the station could be located on Eldamain Road. Kramer said he would talk to Plano Mayor Bill Roberts to see if the Plano City Council would be interested in drafting a letter. i 4. Resolution Revising Engineering Review Fees — Kramer said it came up at the last city council meeting and was tabled so that the COW could review it. He said that the resolution applies the same formula whether it is a city or county review. In taking with city staff, he said that is not an equitable way to do it. He said the county developments do have to be fully reviewed. He said it would be fair to include the city's out -op- pocket charge. Prochaska said that the city will charge hourly for reviews conducted outside of 1.5 miles. The matter will go to the city council. 5. Ordinance for Financing Water Improvement Project and Update on Debt Certificate Sale — Prochaska said as he started looking at costs in general he started seeing that there are different technologies evolving. He said there are a number of methods available that are substantially less expensive than the method Yorkville is considering using. He said he found information on the Internet that a city in Wisconsin is pumping brine into the well and pumping it out again. That process removes radium. He said it may need to be done every 10 years, but it may be far less expensive than the $14 million plant. In the meantime, Prochaska said he suggests that the city hold off on assessing new fees at this time. He said the city should complete the first phase of the project which is a water tower and pipeline. He said the city already has allocated a revenue source for that phase. He suggested the city continue to look for other technologies and see if they are viable. Alderman Mike Anderson asked if the state's government recognizes the new plans. Prochaska said he's not sure if they have to wait for the Environmental Protection Agency to bless them or if they will accept test programs shown to be working. He suggested the city continue with the engineering for what it is working on now. Meanwhile, he said there is some flextime to research alternatives. Sticka asked if the method the city currently is considering is approved and Kramer answered that it is. Sticka suggested the city give it one more chance. He said they city may be able to fit the costs into revenue streams already created. Kot said that the aldermen have proceeded with the proposed plan thinking it is the best and most efficient way. Anderson said he would hate to spend $5 million on an alternate way and find out it isn't approved or it won't work. Prochaska said it's an 11` hour thing. He said that there are people out there look for alternative solutions. He said that if the city separates the water tower from the plant portion of the project, they can gain a few more months to look at alternatives. He said that the sale of the bond for the water tower and pipeline will be at the next city council meeting. He suggested that the city council table passing a resolution for the fee at this time. Anderson said city residents should be happy not being charge $150 per year while the city is looking at options. 6. Ward Redistricting and Realignment Ordinance Kramer said the ordinance is ready to go to city council. In response to the mayor's questions, he said Ward 4 should be shown as annexed. He also said that the public hearing was set for the following Tuesday. Prochaska said that the new ordinance sets the wards as per the 2000 census. He said the city has to turn the map into the county clerk's office with a list of properties that have been annexed. Kramer said discretion regarding any changes will be left to the county clerk's office. If no changes are made he said it could be approved at the next council meeting. Prochaska said the redistricting has to be completed by Oct. 10. He said the map can be reviewed at city hall during office hours. NEW BUSINESS 1. Brisben Development, Inc. Development Agreement — Prochaska said the developers are reducing the number of units in the development from 148 to 132. He said the apartment buildings wilt be 50 percent brick and the garages wilt be 50 percent brick. The community center will be 100 percent brick. The developers also are putting in a pool and tot lot and will give a cash contribution to the park district. 8 Prochaska said the developers also are completing Marketplace with curbs and gutters to McCue. He said they asked to recapture 50 percent of the costs of the south street when the other side is developed. Kramer said that because Brisben is buying the property from Inland, he said the city should make sure there are no questions remaining. He said he also asked city engineer Joe Wywrot if all of the units in the development were two bedroom units. He said the land -cash donation is based on two bedroom units. Prochaska asked if the agreement should be brought back to the committee of the whole. He said it won't change any of the other issues. 2. Mayor's Salary Increase Alderwoman Rose Spears said that her committee surveyed area towns and said that the mayor's current salary is very low. She recommended that the mayor's annual salary be increased to $8,500 which would bring it to an average level based on population. Currently the mayor receives $4,500 annually plus a $1,000 stipend. Prochaska pointed out that the raise won't take effect until the next election. Alderman Marty Munns said that $700 per month isn't much for all that the mayor does. Spears added that the committee will go over the personnel manual next. The issue of the raise will go to the city council. 3. REP for Accounting Software Finance Director Traci Pleckham said she reviewed the time frame schedule changes put into the RFP already. There are a list six vendors the city has talked to. In addition, she said the city will publish it. The committee agreed to allow Pleckham to put out the project for publication. 4. May and June Water Reports Kot said the reports show nothing out of the ordinary. Prochaska said the reports showed a maximum daily pumping of 1.69 million gallons. Kot said a public works company hit a water main in the city and the city lost 130,000 gallons of water. The city charged the company 1 cent per gallon to cover the loss. The reports were forwarded to the city council. 5. Easement to move ComEd Utility Pole located east of alley in downtown parking lot III 9 I Kot said the pole is located in the city's parking lot and will be moved out of harm's way, Director of Public Works Eric Dhuse said the city will have to reconnect the service to Farm Services but that is the only unknown cost right now. Prochaska said it is something the city needs to do. He said it should be forwarded to the city council. I 6. Purchase of Sand Separator for Well 3 Kot said the sand separator for Well 3 is going bad and needs to be replaced. He said there is money in the fund to replace it. Dhuse said the well can be replaced without placing stress on the other well. 7. Amending ordinance regarding compensatory storage Kot said when new developers build on or fill in a flood plain they have to compensate for loss of area where water would naturally flow. He said the city engineer recommended the ordinance be amended to require developers to replace the land at a 1.5 rate, overcompensating for the loss. He said this change is recommended by the city engineer and by Engineering Enterprises. Dhuse said there's one other use and that's for compensatory storage. In response to a question, Kramer said no one can build on or dig in a flood plain. However, he said sometimes on a flood fringe, developers may dig out a hole like a saucer to get material out of the flood fringe. The change would not allow them to do that without compensating. Also, Kramer said the wording of the ordinance should specify storm water control, detention or fall out structures. Kramer said a public hearing is not required for the change, but that the city will conduct one. If there are no public comments, he said the city council could approve the amendment the evening of the public hearing. The public hearing will be at the Sept. 3 meeting. 8. Fox Road Safety Study Update Kot said that signs have been ordered. They'll be lit from dusk until dawn by solar power. He said the Public Works Committee also is looking at the sight line and into a few other options for improving safety on the road. Some other suggestions are more long -term. Prochaska said the city is looking at a seeking a grant to cover the cost of improving the street. 9. A Resolution Establishing a City Policy on Street Names Kot said the he took the idea of a policy on street names to the Public Works Committee in July. Kot said that the original thought was developers should use 10 15 to 20 percent of the names on the list. Prochaska said the committee's feeling was that developers should use at least one name from the list. Alderman Joe Besco said some developers use themes in their subdivisions and that some of the names on the list might be out of place. Kot said there is a provision in the policy that would allow for the city council to make exceptions. Anderson said he doesn't think the city should require percentages until a list is made. Prochaska said the committee also wants to add a provision that all east and west streets be avenues and that north and west streets be called roads. Sticka said he doesn't like the suggestion. He asked where lanes and drives fit it. He said he doesn't see any real benefit to the requirement. Prochaska agreed saying the city does not have a grid system to its streets where such as provision might make more sense. Kot said he would rather take out that provision than delay passage of the resolution. Sticka also mentioned a provision under Item 3 that says names have to be kept to a few letters. He asked what would happen if the street was named after someone with a long name. Prochaska said that provision might be another one to delete because it is ambiguous. Prochaska said the policy will be brought to the next committee of the whole meeting as a finished product. He said at that time an official list of street names may be submitted as well. 10. Resolution eso ution for MOT Highway Permit — Rt. 47 Water Main Kramer said it is Illinois Department of Transportation standard format Prochaska said resolution is actually for the access road not for running of the main itself. Dhuse said he thinks the water main is going along side the right of way. The matter will go to the city council for consideration. 11. Revised Job Description for Deputy Clerk Prochaska suggested the matter be tabled. He said that while one person can do the duties, two different job descriptions -- one for the secretary and one for the deputy clerk — are needed. 12. Employment Agreement for Chief of Police i 11 I Prochaska said the profession of the police chief has become more of a professional position. He said there should be a contract just as there is for the city administrator. The contract would cover what is expected of the police chief and other such issues. He said there will be a one -year review and upon a satisfactory review, pay would be increased from $70,350 to $72,000. He said it will be a short-term contract and that it can go up for discussion again next spring. The matter was put on the city council agenda. 13. Results of Bid Opening for North Water Tower Dhuse reported that the city received one bid. He said Chicago Bridge and Iron is the only company in a 10 state area that does it. He said the bid came in at $1,357,999, which was $45,000 under the engineer's estimates and he suggested the matter be put on the city council agenda. Additional Business Prochaska said that the facade committee made its recommendations on updating the ordinance. He suggested that update be placed on the city council agenda. Munns asked what the dog policy was in the city. Chief Martin said that there is a policy regarding dogs in parks and that they must be cleaned up after. He said he and Kramer would be meeting on the topic the following week. Prochaska said dogs are not supposed to be in the play areas of the parks. He said if police witness someone not picking up after their dog, they can issue a ticket or people can file a complaint with the police. He also said he'd like to remind people that one of the reasons Yorkville has a small town atmosphere is because there are not a lot of ordinances. He said that common sense; courtesy and communication between neighbors help keep problems down and reduces the need for ordinances. In another matter, Spears said that Mike Hinz and Tom Lindblom have expressed concern that fire trucks cannot go down certain streets when parking is allowed on both sides of the street. She said aldermen are asked to give names of streets that may have the problem. Also, Besco asked what the legal decibel level in town was. He said he has heard a number of cars with stereos so loud building shake near by. Although it was determined that too is hard to patrol, Prochaska suggested that if it happens consistently at a certain place or time, extra patrols could be put in the area. 12 Burd said a meeting on the dam was held and representatives from the Illinois Department of Natural Resources were there. She said a number of options were presented, which ran from total rebuilding to total removal. She said there are a lot of different possibilities, but that the city wants to try to maintain the pool. The next meeting will be Oct. 3. Martin announced that alcohol trainings for bartenders will be held in September. Also, he said that a day has been set up for kids to tour the police department. He also announced that the high school parking lot is closed and that could create more traffic problems. The meeting adjourned at 9:50 p.m. Minutes by Dina Gipe Revisions per City Council by Jackie Milschewski, City Clerk I � I i i� c u u I I i i - - - - -- - - - -- ------- - - - - -- -- - - - - - -- - - - - -- - -- - - - -- -- -- - i i ------ -I - ---- - - - - -- - -- - -- -- - - --