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.
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