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COW Minutes 2002 03-19-02 1 UNITED CITY OF YORKVII,LE COMMITTEE OF THE WHOLE MARCH 19, 2002 _ -. _p _02 7:00 P.M. AF PZ V ED MEMBERS PRESENT: • a • oa Mayor Art Prochaska Alderman Mike Anderson Alderwoman Valerie Burd Alderman Larry Kot Alderman Marty Munns Alderwoman Rose Spears Alderman Richard Sticka City Clerk Jackie Milschewski City Treasurer Bob Allen City Administrator Tony Graff Finance Director Traci Pleckham City Attorney Dan Kramer Police Chief Harold Martin Public Works Director Eric Dhuse City Building Inspectors Bill & Barb Dettmer Guests: See attached list. ADOPTION OF 2000 INTERNATIONAL CODE COUNCIL (ICC) BUILDING CODES Barb Dettmer gave the Council a presentation regarding the ICC codes which are the columniation United States government mandated requirement to get rid of three separate codes, BOCA Building Code, Southerner Building Code and the Uniform Building Code. The city is currently under the 1996 code and is trying to come up to industry standards by adopting the 2000 code. The ICC code makes building codes uniform across the country. The Building Department recommended amendments to the code for the continuation of the use of fire sprinklers in two- family or attached single - family homes. Also, under energy conservation code currently platted and subdivided properties will need to meet the current 1995 code but new development will have to meet the new code as written. The only other change proposed was giving three options for stairs, the 1992 standard, the 1995 standard and the 2000 ICC standard however after some discussion, the 1992 standard was deleted due to safety concerns. The mechanical and electrical codes were left untouched. Bob McCue of McCue Builders stated that he spoke with Bill Dettmer earlier in the day and they discussed scheduling a meeting next week to discuss the codes. He stated that he, along with some other builders, are unaware of how the codes are changing. They are concerned that they don't know what is going on and would like to discuss this before the Council adopts the new codes. Bill Dettmer indicated that he would like this item tabled until he meets to go over the codes with the builders who have concerns. After this meeting, he will report back to the City Council and advise them of any changes that might be necessary. Mr. Dettmer indicated that he will talk to builders about energy conservation, fire protection and the height and rise of stairs. He hoped he could report back to the Council at the first COW in May. He also stated that the Building Department has hosted three training seminars for builders with thirty-one people attended the last class he held. Alderman Sticka asked Barb Dettmer which communities in the area have adopted this code already. She replied that Kingston, Kirkland, Shabbona, Maple Park (adopted code with no amendments), Naperville and Hampshire have adopted it. Plano is in the process of adopting it. Alderman Sticka asked if it was their expectation that all communities will have this code and 2 Mrs. Dettmer responded that yes because the BOCA and Uniform Codes are being phased out. She indicated that the BOCA Code, Southern Building Code and Uniform Building Code do not exist anymore. These three are merging into the International Code Council. There will only be one code body effective by the end of 2002. This item was tabled until the May 7, 2002 COW meeting. REVISION TO THE AMENDED BUILDING PERMIT FEE ORDINANCE This item was previously tabled as it made reference to the 2000 International Code Council Building Codes. Mayor Prochaska stated that it was going to be changed to read "dealing with the currently approved code." Mrs. Dettmer stated it should read "the latest adopted building code ". City Administrator Graff stated that on page four, section 4, paragraph 5 it reads "administrative articles of the latest adopted building code chapter one, section 104 ". Mr. Dettmer clarified that chapter 1, section 104 of the BOCA and ICC codes are lined up the same way. Mr. Graff stated That this should be passed before the budget is passed because the budget was based on the increased fees. This item was placed on the March 26, 2002 City Council meeting agenda. REVISED ORDINANCE FOR SCHOOL TRANSITION FEES Mayor Prochaska noted his concern that the ordinance only specifies School District 115. The last ordinance covered any school district that fell within the city limits of Yorkville. Attorney Kramer stated that the reason for this was that the increase was uniquely attributed to District 115 based on their study and that is the only way to justify transition fees. This ordinance does not negate the earlier ordinance. Mr. Kramer stated that he notified School District Superintendent Dr. Engler regarding some language changes on the school's part but he hasn't heard back from him. Mayor Prochaska stated that the Council told the School District that if it would provide documentation to support an increase, the Council would consider it. There was further discussion regarding how the increase in building fees effects the taxes of existing homes. Also discussed was the lawsuit in McHenry County challenging these types of fees. In regards to lawsuits, Mr. Kramer stated that he felt as long as Yorkville is moderate with its fees it probably wouldn't be targeted by builders. Mr. Graff stated that his assistant Holly Baker obtained information from the Regional Superintendent's office regarding operating expenses from other school districts in the county. She wrote a memo to the Council regarding this. Some members of the Council indicated that they did not receive the memo in their packets. Mr. Graff provided them with copies. This item was placed on the March 26, 2002 City Council meeting agenda. CANNONBALL ESTATES - STREET NAME CHANGE Mr. Kramer reported that he received a memo dated February 28, 2002 from City Engineer Joe Wywrot stating that after the plat for Cannonball Estates was recorded, the city was notified by the post office that there was a duplicate street name. The post office indicated that Meadow Lane was already in use in unincorporated Kendall County. Mr. Wywrot notified the developer and they suggested changing the name to Meadowview Lane. Mayor Prochaska questioned why this wasn't caught before people moved in and incurred expenses by having signs made with their address on it. The Council discussed getting a list of street names in the zip code from the post 3 office and the possibility of adding a prefix such as "north" to the existing street name to distinguish the difference between the two streets. Mayor Prochaska suggested contacting the post office and residents for input before changing the street's name. This item will be brought back to the next COW for discussion. ORDINANCE FOR SALARIES FOR FY 02/03 BUDGET Mayor Prochaska reported that over the last couple of years adjustments have been in salaries. The Council needs to deternfine what the increase would be for non - negotiated salaries. Proposed in the budget is a 3.5% cost of living increased based on the cost of living index (CPI) along with up to a 1.5% inerit adjustment subject to a review and supervisor approval. The salary structures will increase by 3.5 %. Mayor Prochaska stated that he felt that this ordinance should be passed every year because it sets policy and gives direction. The Council discussed the increase and the consensus was that it was reasonable. This was place on the March 26, 2002 City Council meeting agenda. PROPOSED FY 02/03 BUDGET Administrator Graff stated that he and Finance Director Pleckham were looking for a consensus from the Council to publish the base numbers of the budget; revenue $5,334,184.00 and expenses $5,334,184.00. Under state statute, the city needs to post publicly in the newspaper that the budget may be viewed for a minim of seven days. The City's ordinance states ten days of viewing. The whole budget isn't actually published but interested parties can view it at City Hall. If the Council agrees, a public hearing will be held on April 9, 2002 and then the budget can be voted on at the next City Council meeting on April 23, 2002. Under the statute the budget must be passed by April W Mr. Graff reported that the Administration Committee went over the budget and their report was positive in most areas. The Committee noted a change regarding the Walnut Street project, which is now projected to be $50,000.00 more than originally planned. The funds for this have been taken from the proposed consultant fee for a street project for the older section of the city. It was discussed that the Administration Committee would develop a prioritized list of projects to be done as the finds become available and place the consultant fee on it. Also discussed was how to locate the $50,000.00 in other areas such as funds from developers and the reallocating of the police pension fund dollars($78,000.00 is available in the general fund to prepay the pension fund, which isn't necessary to do). It was decided to get the auditor's opinion if these funds should be expended this fiscal year for the consultant's fee rather than carrying the funds over to the next fiscal year. Treasurer Allen discussed the deficit in "Trust and Agency ". He questioned that if there is a surplus of funds in this fiscal years budget shouldn't it be applied to the deficit. It was discussed to use the "Working Cash" fund (established in approximately 1986), which hasn't been used in years to satisfy the deficit. Attorney Kramer indicated that he would look into this possibility. Mrs. Pleckham reported on revenue streams such as new development, utility tax and sales tax. Revenue from Jewel -Osco, Walgreens and Menard's was estimated to be $475,000.00. Also discussed was the F. E. Wheaton rebate, which has been fulfilled. The Park Board budget was discussed. Park Board member Dave Cathey indicated that they were still working to allocate the funds directed to them. Also discussed were the effects of increasing a current part -time position to full -time and how this effected finances. The biggest effect was to 4 the insurance numbers (health, vision and dental). The contingency fund would also be effected and it was discussed that reducing this fund put the city at risk. Hiring two part -time secretaries instead of one full-time was discussed and Mr. Cathey felt doing this might risk the loss of existing person. It was decided to allow the Park Board to have one more meeting to discuss their budget and what they wanted to do with this position. The final budget could then be discussed at the April 2, 2002 COW meeting. Carry -avers were discussed. Funds for projects can be carried over to the next year's budget but any other non- project - orientated funds should not be carried over. In the past this wasn't done but the new auditors have been showing the staff better accounting practices. The Blue Cross -Blue Shield renewal was discussed. The renewal of the contract has been changed from March 12' to May I' There was a slight change in the renewal fee but the insurance expenditure will now be known when planning the budget. The new fees are locked in for one year. Mrs. Pleckham asked which of the three budget proposals she should provide for viewing. It was decided that the proposal with the Administration Committee figures be used as the tentative budget. There was no further discussion and this item will be brought back to the April 2, 2002 COW meeting. ADDITIONAL BUSINESS Maintenance Agreement for Beecher Ball Diamonds While the Park Board was present, Mr. Graff brought up an item of additional business. He discussed concerns regarding the maintenance agreement for the Beecher Center baseball diamonds. He stated that in the Park Board minutes regarding this, Lisa Scherer made a motion for the agreement but no second was recorded. He indicated that he did not have a clean, signed copy of the agreement and there was a question as to who should sign it (Park Board President or the Mayor). He asked Mr. Cathey if he could get a copy back to hum. LIBRARY BUILDING PROGRAM FOR THE YORKVILLE PUBLIC LIBRARY Mayor Prochaska noted that the Council should have received a Library Building Program, which looks at the library's needs in the next twenty years. Alderman Sticka indicated that the goal is to have the program accepted at the next City Council meeting. The Library Board has already accepted it and they would like the Council to be on the same page as they are. This item was placed on the March 26, 2002 City Council meeting agenda. SPECIAL TAX BOND POLICY Attorney Kramer reported that this has been to committee and that he gave a few recommendations. Chuck Freeberg from William Blair & Assoc. in Chicago and Dick Faltz drafted the final version. There was a change made to the eligibility of off -site detention areas. It was discussed that the policy should read " regional or multi -party detention use or storm water management ". This allows for Special Tax Bonds to be issued to anything fitting this description. This item was placed on the March 26, 2002 City Council meeting agenda. APPOINTMENT TO HUMAN RESOURCE COMMISSION (HRC) Mayor Prochaska reported that Elden Madden agreed to be on the HRC. He is a former mayor, alderman and public works director. The Mayor asked the Council to consider his appointment. This item was placed on the March 26, 2002 City Council meeting agenda. UPDATE ON GARBAGE CONTRACT Alderman Kot reported that he and Mayor Prochaska met with Mike Morley of Waste Management (WM) to go over issues with the garbage contract. Mr. Morley sent the city a new proposal but upon review of it there were still items that need clarification. The clarification was received this morning. Alderman Kot discussed the $343,000.00 budgeted for the garbage contract. He asked Mrs. Pleckham to look at the figures in the new contract and what is budgeted and advise him as to how the resident's fee will be effected. He felt that this was necessary to know before considering the contract. Alderman Kot also stated that he was interested in a shorter contract for the city because WM has been the service provider since 1994 and he felt that other companies should be looked at. However, WM indicated that a shorter contract will be more expensive. Alderman Sticka agreed that the city should receive other proposals and Alderman Kot indicated that without getting bids, he looked what other cites such as Plano are paying. The numbers were not what the Committee was hoping for. Request for proposals (RFP's) were discussed. Mr. Graff and Alderwoman Spears noted that it was discussed in January to have Mayor Prochaska and Alderman Kot negotiate with WM for the new contract because the renewal date was coming closer, which they did. Mrs. Pleckham was asked to provide the figures by the next Public Works Committee meeting on March 25, 2002 so the Committee could further discuss this. The Committee would then make a recommendation to either bring the contract before the Council or go out for proposals. ADDITIONAL BUSINESS Lieutenant Position Alderman Anderson and Chief Martin reported that Sergeant Schwartzkopf has been promoted to lieutenant and he will be on sworn in at the March 26, 2002 City Council meeting. The Fire & Police Commission recommended the promotion. Redistricting Alderman Munns reported that the individual who was to help with the redistricting is not available until the end of April. He asked the Redistricting Committee if they would want to meet without him or wait until April. Mr. Kramer suggested calling Paul Anderson to see if he had any suggestions as to what to do. It was decided to do this so the Committee could get started. Faxing Meeting Notices to Constituents Alderman Sticka reported that he was approached by one of his constituents who asked if he could be faxed meeting notices. This was discussed and decided that unless everyone in the city was faxed, this should not be done for one individual. Affects of Growth on City Departments Alderwoman Spears indicated that the Administration Committee was going to discuss how the city's departments are effected by growth. She asked if each department head could put something together for the Committee's April 11, 2002 meeting. Mr. Graff stated that he would send the department heads a memo regarding this. EXECUTIVE SESSION There was no other additional business so Mayor Prochaska entertained a motion to go into Executive Session for the purpose of land acquisition and he asked that Attorney Kramer and Mr. Graff be included. So moved by Alderman Kot; seconded by Alderwoman Spears. Motion approved by a roll call vote. Ayes -6 Nays -0 Spears -aye, Kot -aye, Burd -aye, Anderson -aye, Munns -aye, Sticka -aye The Council entered into Executive Session at 9:00 P.M. The Council returned to regular session and the meeting was adjourned at 9 :07 P.M. Minutes respectfully submitted by: Jackie Milschewski, City Clerk COMMITTEE OF THE WHOLE MEETING March 19, 2002 PLEASE SIGN IN! h� ADDRESS: w hJc/ 4) Ocly5 �)fe S 3 z d-K-, SIGNIN