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COW Minutes 2002 05-21-02 CITY OF YORKVILLE APPROVED COMMITTEE OF THE WHOLE MAY 21, 2002 7:00 PM MEMBERS PRESENT: Mayor Arthur F. Prochaska, Jr. City Administrator Graff Alderman Sticka Alderman James Alderman Burd Alderman Spears Alderman Besco Attorney Klernamos Police Chief Martin Dir. Public Works Dhuse Treasurer Allen Financial Director Pleckham Guests: See attached list. YBSD Sewer Project Update An update to the YBSD project was given by Mr. Ralph Pfister. Mr. Pfister noted that the project is ahead of schedule. He stated that the anticipated capacity would be 3.6 million gallons and should be able to maintain 36,000 people. He noted that they are working very hard on upgrading the system. Adoption of 2000 International Code Council Building Codes -Over 25 of the local builders attended the meeting. It presented improvements to building standards for both safety and energy efficiency. Cost differences between 2 x 4 studding vs. 2 x 6 studding was noted. It was also noted that 2 x 4 studding was acceptable and within code limits. It was noted that Kendall County is within the Zone 13 level, while Kane County is in a Zone 14. Zone is listed as a colder zone and requires heaver °R" factors. It was suggest that the 2002 electrical code be approved and that the City be updated as standards and technology improves. This item to be placed on the May 28 council agenda. Cable Franchise Agreement by George Glass /Update only -Mr. Glass stated the he feels the agreements are fair and good. He stated that there would be a presentation after June 21. GASB 34 Readiness Project Presentation -It was noted that the current software is not GASB compliant and that updates are needed. The GASB system is based on a full accrual basis of accounting and that all fixed assets must be depreciated. Streets would be included in the fixed assets. An internal assets management system would maybe help as a planning tool and keep the City on track of what needs replacing. It would help increase value and viability to the community in the future. Condition assessment would need to be done every few years to determine that the depreciable level is appropriate for the condition of the particular asset. Policies and procedures would need to be set in place. Treasurer Allen showed concern on the time needed to implement the procedure. Could the City do the work, or would an accounting firm be needed? Subdivision Ordinance Revision Update -It was stated that the City is currently looking at and updating all ordinances, architectural standards, landscaping, green areas, and etc. Outsourcing Engineering Review and Revising Review Fee -City Engineer Wywrot suggests that the City look at consolidating all of the different ordinances regarding engineering reviews and fees into one ordinance. He also would like to see that the city use 1.25% as an engineering fee. Cannonball Run Proposed Development Agreement/Draft -There was much discussion with regards to the increase of length and the additional lane required by IDOT. It was noted in a memo from City Engineer Wywrot, that the additional lane required by IDOT was for the benefit of traffic flow through the Cannonball Run Plaza, due to the traffic projections of the developer, and would also enhance public safety on Route 34. There was also concern on the length of time for the recapture. City Administrator Graff stated that he would take the information back to the developer for review. This item will be placed back on the June 4 COW agenda. Credit Card Policy This is a new policy that will require valid City ID cards. The policy will also require that the City credit cards be locked in the vault. Each purchaser will need to sign out the cards as needed. The policy will be placed on the May 28 council agenda for approval. It is necessary to schedule times for pictures to be taken for the ID cards. Purchase Order Policy -In the policy it is stated that a purchase order is not needed for a purchase under the amount of $75.00. It also states that the department head must make the approval. A question was raised with regards to emergency parts, item #6 of the exceptions. It was suggested to define further with a specific dollar amount with required approval from the mayor or committee chairman. For example, if over $500 approval from the department head, but if the amount is over $1,000, approval would be required from the committee chair or mayor. This item will be placed on the next COW for further review. Garbage Contract/Senior Citizen Policy -In item #3 of the policy the verbiage; the City may use other tools to create a primary listing of qualified senior. It was also suggested that in item #6 that the sentence end with retroactive and the remainder of the sentence be eliminated. Bid Opening for 6-Wheeler-The City receive one bid on the 1996 International Dump Truck. The bid received was in excess of the required minimum. Public Works Director Dhuse suggested that the City accept the bid and move forward with this item. Resolution Approving Final Plat for Yorkville Marketplace -This resolution has been review and ready for approval. This item will be placed on the May 28 council agenda. Council Committees -Mayor Prochaska has no recommendations for committee changes. He expressed his thanks for all of the hard work by all. He did express some concern with committees having the required quorums for some of the meetings. Additional Business: Alderman Burd would like for Sue Voss to come in and speak to the Council to update them on what the upcoming events are. City Administrator Graff would like to have Rivers Edge Subdivision Phase 2 Final Plat to be placed on the May 28 council agenda for approval. This item has been presented and approved at Plan Commission. This item is to be placed on the May 28 council agenda. City Administrator Graff requested a resolution for authorization for the Fox Industrial Project engineering bid. This is a standard MFT resolution and will be placed on the May 28 council agenda. City Treasurer Allen requested that TCF bank be added to the approval list of financial institutions listed in the investment policy. This item will be placed on the Administration Committee agenda. Police Chief Martin stated that he is sending in an application for eligibility for the COPS funding. A signature is needed from Mayor Prochaska. Mayor Prochaska stated that he is looking for sponsors for the Relay for Life. Mayor Prochaska noted that there will be a Bar -B -Q fundraiser given by the Citizens Police Academy and that tickets are still available. Meeting adjourned at 9:50 PM. Respectfully Submitted by Cindy Green. - , y - - - -- - - -- -- - -- - -- - - -- - I I