COW Minutes 2002 02-19-02 1
UNITED CITY OF YORKVILLE
COMMITTEE OF THE WHOLE
FEBRUARY 19, 2002
7:00 P.M.
APPROVED MEMBERS PRESENT: '
Alderman Richard Sticka Alderwoman Rose Spears b aS o a
Alderwoman Valerie Burd Alderman Mike Anderson
Alderman Marty Munns Alderman Larry Kot
Mayor Prochaska (arrived at 8:30 P.M.)
City Clerk Jackie Milschewski City Treasurer Bob Allen
Public Works Director Eric Dhuse City Administrator Tony Graff
Finance Director Traci Pleckham Chief Harold Martin
City Attorney Dean Kleronomos
Guests:
See attached sign -in sheet.
Alderman Sticka recommended that Alderman Kot run the meeting until Mayor Prochaska's
arrival. Everyone agreed with this. The meeting was called to order at 7:00 P.M.
PRESENTATION BY HITCHCOCK DESIGN GROUP
Larry Petermen of Hitchcock Design Group stated that they had been requested by the Park
Board to make a presentation regarding recreation - planning services. They met with the Board in
December and presented a proposal on a retainer basis to be worked out as projects arose. He
gave background information on Hitchcock Design Group, which was founded in 1980. The firm
has worked on designs for riverfronts, downtown areas, etc. Mr. Petermen indicated that he runs
the real estate development team and Bill Inman, who was unable to attend, runs the recreation
team.
Alderman Kot asked what the Park Board recommendation was and Mr. Graff stated that the Park
Board recommended that Hitchcock prepare a proposal for the City and recommended hiring
Hitchcock as the park facility design team. The firm would be consulted as developers came in
with plans. Alderman Kot asked how many companies were interviewed and Mr. Graff stated
five. Mr. Graff stated that he consulted city land planner Mike Schoppe about a park planner and
Mr. Schoppe indicated that this is a "tool" the city is missing. A firm like Hitchcock can
determine and design the best use for specific parkland obtained from developers.
Alderman Sticka asked at what stage does a design firm get involved with a developer. Mr.
Petermen indicated they prefer to get involved when a developer is still in the concept phase. Mr.
Graff stated that at this phase of planning, Hitchcock can give direction as to whether more land
is needed or if funds for Land Cash should be taken. This will help develop better plans to be
presented to the Plan Commission. Alderman Sticka asked if Hitchcock would look at a concept
before the Plan Commission and who pays for this service. Mr. Graff indicated that they would
review the plans before the Commission and that the developer is responsible for the fee. Mr.
Petermen indicated that developers usually like this type of input from the community because it
helps them with their design process.
Alderman Kot asked if Hitchcock's fee was separate from Land Cash. Mr. Petermen stated that
their service will not reduce Land Cash but is a direct fee to the developer. Mr. Graff stated that
Hitchcock's fee would be included in the deposit fee from the developer due upon application.
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Alderman Munns indicated that the city will get better parks with this service and without any
additional cost. Mr. Graff stated that there will be a cost to the City when it looks at redesigning
some of the existing parks. In this case, the City Council would receive a proposal for services.
Hitchcock would take the City through all the phases, specs, bids, construction, etc.
Mr. Graff stated that the Park Board indicated Sue Swithin, Superintendent of Recreation, as the
client representative on the contract. He indicated that most cities list the City Administrator as
the contact person. He would delegate this to someone so that there would be the proper tracking
of fees and applications. This individual would work hand -in -hand with the Park Board and
Public Works. Alderwoman Burd suggested that this should be discussed with the Park Board.
Mr. Petermen indicated that Hitchcock used Ms. Swithin's name because they did not have any
direction as to who would be the city contact.
Alderman Kot commented that this was a good concept especially since the fee is passed on to
the developer. He stated that he had not seen any of the other proposals so he assumed
Hitchcock's rates were in line with industry standards. He stated that he would like to review the
other proposals before voting on this. Mr. Graff indicated that he would get the information to
the Council.
Alderman Sticka asked Mr. Petermen what the process was to working with developers. Mr.
Petermen explained that they sit down with developers at the concept level, go over the plan and
develop ideas for the parks. The developers go back to their planners and come back with a new
plan. This takes place before a developer takes their concept plan to the Plan Commission. The
Plan Commission would be aware that Hitchcock has reviewed the plan. Alderman Sticka asked
if the developer was under an obligation to continue using Hitchcock's service to design the park.
Mr. Petermen stated that he and Mr. Graff have discussed they would be used until the park is
accepted by the Council.
Mr. Graff stated that he has discussed Hitchcock Design with several developers and they all
speak highly of the firm and indicated that they would work with them.
Alderman Sticka asked what would happen if Hitchcock recommends something but the
developer feels that the recommendation is too expensive. Would the City Council arbitrate this
or would the developer be required to do what Hitchcock recommends. Mr. Petermen stated that
their recommendations weren't usually out of line but if a developer felt they were he hoped that
the disagreement could be worked out.
Alderman Kot asked if the rates fi•om the other proposals could be given to the Council in the
next few days for review and comparison.
This item was sent to the February 26, 2002 City Council meeting.
PRESENTATION BY ARCHITECTURAL FIRMS FOR CITY HALL
Alderwoman Spears indicated that three architectural firms made presentations to the
Administration Committee. The Committee asked two of the firms to give the Council a
presentation tonight.
Kluber, Skahan & Associates
The firm of Kluber, Skahan and Associates made the first presentation. Tom Lindblom,
Construction Administrator for Kluber, Skahan & Associates (KSA) and Chairman of the
Yorkville Plan Commission introduced the architect firm. He explained that two and a half years
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ago he retired from Waubonsee Community College where he was responsible for new
construction and remodeling. While at Waubonsee, he worked with engineers John and Mike
Kluber who started the company in 1988. Upon his retirement they asked him to work for them
and because he was comfortable with their work he did. He has now worked for them for 2 %2
years.
He turned the floor over to Edward Skahan, Vice President of KSA. Mr. Skahan discussed
performing a study of office use and expansion of the facility. He explained that his firm would
audit the existing facility. They will look at the architectural, structural and mechanical systems.
They will overlay this information with what the City's needs are. This allows them to determine
practical design systems. They try to get the project from point A to point B as fast, efficiently
and accurately as possible. He explained that everyone in their firm uses the same database so if
an architect makes a change, everyone is aware of it. This enables them to get through projects
quickly. He discussed the type of work they do such as schools, libraries, etc. They have may
repeat clients and would like Yorkville to be one of those clients.
He explained that they are successful with their bidding documents and they haven't had a project
with more than I% of change orders. They do several cost estimates for a project. They try to
have all the costs figured out before the job goes out to bid in an effort to minimi surprises.
They are experts in designing to a budget. Mr. Skahan indicated that their proposal for the study
was $9,000.00 and if the City decides in the future to build, they would rebate the $9,000.00.
Alderman Sticka asked what the architects were looking for and Alderwoman Spears stated that
their services were for the expansion of office space in City Hall. She indicated that Mayor
Prochaska and Administrator Graff brought this to the Administration Committee. Mr. Graff
explained that they were looking for a recommendation from an architectural firm for a plan for
the lower level space and long tern planning for all office space.
There were no further questions from the Council.
Williams Architects
The second presentation was from Williams Architects. David McEachern, architect, gave a brief
overview of the firm, which specializes, in municipal and recreational architecture. Mr.
McEachern stated that he graduated from Yorkville High School and grew up in the area and will
be the project architect and designer along with Mark Bushhouse who was unable to attend the
meeting. In this position he will conduct staff interviews, review the existing facilities, prepare
floor plans, develop schedules, develop costs, etc. He indicated that this would be about a ten -
week process. He discussed phase growth of the building in an effort to plan for the future. He
indicated that he went further than the request for the redesign of the existing space. He showed
drawings of City Hall and a park plan for Yorkville, including ideas for bike paths that could link
both sides of the city. He also did drawings of a site analysis of City Hall's present location and a
"city campus" indicating an addition to City Hall and a new location for the Police department.
He asked if there were any questions from the Council and there were none.
After the firms left, the Council discussed the presentations. Alderman Kot asked what the
Administration Committee recommended. Alderwoman Spears indicated that the Committee
liked both faros. The cost of the services of both companies was comparable (KSA $9,000.00;
Williams Architects $9,500.00) and the funds were being planned for in next year's budget.
Alderman Sticka asked Mr. Graff for his input and he indicated that both firms were qualified.
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The Council decided to look over the information presented by the firms and bring this item back
to the next Committee of the Whole (COW) meeting on March 2, 2002.
FOX INDUSTRIAL PARK - CONSTRUCTION CONTRACT
Mr. Graff reported that the bids were opened and Aurora Blacktop had presented the lowest bid at
$618,866.35. He indicated that the bid would be awarded to them contingent on financing.
Alderman Kot asked why the bid was so much lower than the other four received and Mr. Dhuse
indicated that they haul the asphalt from four miles away. The other companies have to haul it
from thirty to forty miles away or by it from Aurora Blacktop. Aldermen Sticka and Anderson
indicated that this company has done good work for the city in the past.
Alderman Kot asked if this project was on schedule and Mr. Graff stated that yes it was. He
indicated that this should move on to the City Council agenda and that the awarding of the bid
will be contingent on financing being approved. He stated that the bond ordinance was set to go
before the City Council for passage. Kevin McCanna of Speer Financial recommended getting
bids first so that the correct amount for the bond sale could be determined. Mr. Graff indicated
that Mr. McCanna would be at the next COW for a presentation. Alderman Kot asked if the
awarding of the bid should also be contingent on the Illinois Department of Transportation's
(IDOT) approval. Mr. Graff stated that the financing needed to be approved before the contract is
sent to IDOT.
This item was sent to the February 26, 2002 City Council meeting.
NEW SIX WHEELER/5 -YARD TRUCK PROPOSAL
Mr. Dhuse reported that three proposals were received for a new truck. The lowest bid was
$72,246.00 from Monroe Truck Equipment and it is for a 5-yard, single -axle dump truck. The
bid included the box, the plow, the tailgate spreader and the light package. He stated that the
International New Truck Proposal per the State of Illinois bid was $57,840.00 without the
accessories. Mr. Dhuse indicated the 5 -yard truck saves the city money and it is more
maneuverable in cul -de -sacs.
Alderman Kot stated that this purchase was for the next fiscal year and is part of the equipment
replacement plan. He indicated that the city was selling off one of its existing trucks to use
toward this purchase. Mr. Dhuse stated that a sale price of $25,000.00 was conservative and
$30,000.00 would be more likely. Mr. Kot asked why the city was selling the older vehicle. Mr.
Dhuse indicated that the longer the city retains ownership of the vehicle, the more it will
depreciate. A new vehicle comes with a warranty whereas the older vehicle may need costly
repairs down the line.
The financing of the truck was discussed. $30,000.00 was included in the budget for the
purchase. This along with the sale of the old vehicle brings the funds for the truck to
approximately $55,000.00. The balance would be financed and hopefully paid for in two years.
Mr. Graff indicated that if the city received 250 permits in the next years for homes, the city
would receive funds to be used toward capital purchases. He noted that Mrs. Pleckham indicated
that there is about $7,000.00 in reserve built up in the fund.
This item was sent to the February 26, 2002 City Council meeting.
REFUSE CONTRACT - WASTE MANAGEMENT
Alderman Kot reported that this item was discussed at the Public Works meeting prior to the
Town Meeting on January 31, 2002. Mike Morley from Waste Management (WM) gave a
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presentation of the three proposal offered. The public Works Committee wanted to see what
type of public feedback there would be at the Town Meeting. There wasn't much feedback from
the public other than they like the new recycling cart. The City could accept one of the three
proposals, negotiate a better deal with WM or go out to bid for another provider. Alderman Kot
stated that the contract was up on April 30, 2002 and time was running out for bids.
The WM rates were discussed and Alderman Sticka did not like the 4% yearly increase over the
five -year tern of the contract. Alderman Kot agreed that he did not like the increase but that WM
has done a good job in the past. He indicated that he would like to seethe city negotiate better
rates along with a shorter contract. His reasoning behind the shorter contract was that WM has
been servicing Yorkville since 1994 and he felt that the market for this service should be
explored. He stated that WM was raising the rates 8% the first year and then 4% each year after.
After further discussion it was determined that Proposal 2, the current service with a 35- gallon
recycling cart, was the preferred option that should be negotiated. Mr. Graff indicated that in the
past the chairman of either the Public Works or Administration Committee and the Mayor met
with WM to negotiate fees. It was agreed that Alderman Kot and Mayor Prochaska would meet
with WM before the end of the month.
This item will be brought back to the COW meeting on March 5, 2002.
Alderman Kot turned the meeting over to Mayor Prochaska.
METRA PHASE H UPDATE
Alderman Kot reported that Phase I was completed. The Ad hoc Committee recommended that
Phase 11 begin but further funding of $4,000.00 was required. Mr. Graff and Mrs. Pleckham
indicated that this was not in the budget for the next fiscal year but they would put it in.
Alderman Kot reported that Phase II will come up with ridership numbers, station sites, line
capacity analysis, etc. A concern was that Metra was not projecting for Yorkville's growth.
There are two options being discussed, running the line to Plano and the other to stop the line at
Oswego. The reason for ending at Oswego is that the number of riders drops off at the Yorkville
and Plano stops. Another option was discussed to combine a Yorkville/Plano stop possibly in the
Eldamain Road area. This will be looked at more closely in Phase II. Alderman Kot indicated
that this is a long -tern project. Mayor Prochaska indicated that the President of Metra said this
line is years off but diligence with the study is needed. Funding for this may become available
and those who are ready will receive it first. He recommended continuing with the study.
Mayor Prochaska stated that he received a letter from a resident who suggested using the IL
Railnet line to do a trolley service to Montgomery or Aurora where people could catch the Metra
line. He indicated that there had been a trolley system in Yorkville before. Alderwoman Burd
asked if there might be historic funding for this line and Mayor Prochaska indicated that he just
recently received the letter and had not explored it further.
Alderwoman Spears asked if Yorkville does not continue to participate with the study at this time,
could we jump back in at a later date. Alderman Kot stated that he asked about this and was told
that the study will continue but he did not know how open they would be for the city to join back
in later. Mayor Prochaska stated that they probably wouldn't consider Yorkville as a stop if the
city were not involved.
Mayor Prochaska asked that the fee be added to the budget.
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ROUTE 47 WIDENING - TEMPORARY EASEMENT
Alderman Kot reported that IDOT is requesting a temporary construction easement at Town
Square Park. They will replace the sidewalk and any areas disturbed by their work. Alderman
Anderson questioned what the easement was for and Mayor Prochaska clarified that the easement
was needed for the widening of Route 47. IDOT is in the second phase of engineering the
widening and are acquiring the easements they will need. Mayor Prochaska was not clear if a
resolution or ordinance would be needed for this.
Attorney Kleronomos indicated that he would verify what was needed and this item will be
brought back to the next COW meeting on March 5, 2002.
CIMARRON RIDGE UNIT 2 — FINAL ACCEPTANCE
Alderman Kot reported on the memo received from City Engineer Joe Wywrot asking for the
final acceptance of Cimarron Ridge -Unit 2. Mr. Wywrot indicated that everything has been
completed except the public sidewalk and parkway trees. The developer guarantees completion
of these items as the subdivision is built. Mr. Graff indicated that City Attorney Kramer has
reviewed the guarantee letter from the developer. The developer is guaranteeing all
improvements for one year after the final acceptance. Due to the small size of the development,
there will not be a bond or letter of credit.
This item was sent to the February 26, 2002 City Council meeting.
FINAL PLAT FOR TUCKER DEVELOPMENT, YORKVILLE MARKETPLACE
Mr. Graff reported that the Plan Commission has approved this final plat. The plat was held up
pending IDOT approval of traffic lights. This has been received and they are subdividing the
property. Final approval of the plat is need in order to enable them to sell outlots. Mr. Wywrot
reviewed and recommends approval.
This item was sent to the February 26, 2002 City Council meeting.
MAYOR'S SALARY SURVEY
Alderwoman Spears stated that Attorney Kramer was going to provide an ordinance for review
but she hadn't received it.
This item was tabled until the March 5, 2002 COW meeting.
VISITOR CENTER PROPOSAL
Alderwoman Spears reported that the Human Resource Commission (HRQ has been discussing a
visitor center for people looking for information on Yorkville. They would oversee the center
and only display information they have approved. HRC has tried unsuccessfully to find a
location for the center and have suggested that it be located in the City Hall foyer. This area
would consist of a brochure rack with information from area business, churches, etc. and they
would like it to be open to the public even on weekends.
The Council discussed this possibility. Concerns were the maintenance of the area, security,
advertisement of the center, cost, liability, etc. Other locations were suggested such as the old
Kendall County Courthouse, the library, or a kiosk in the downtown area. Mayor Prochaska
stated that HRC was looking at the City Hall location as a temporary space until a better location
was found. He suggested allowing HRC to use City Hall for a period of time and then review it
to see if the center is providing information and service to the community.
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Mayor Prochaska suggested getting in touch with the risk management people regarding any risk
to the City if the building is used for this. He asked Police Chief Martin to see if there was a way
to have the lobby open during off - hours. It was determined that an information center was a good
idea. Alderwoman Spears was going to report back to 14RC regarding the Council's discussion
and suggestions.
This item will be brought back to a later COW meeting.
SOLICITATION ORDINANCE
Alderman Anderson stated that the Public Works Committee has been working to fine tune this
ordinance for several months. The ordinance separates out itinerant merchants, restructures fees,
and deals with building permits.
Mayor Prochaska asked if the Chamber of Commerce or the business communities were aware of
the changes. Mr. Graff stated that the business community was concerned with the itinerant
merchants. They e concerned that these merchants follow the same rules applied to others in
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the area regarding sales tax and insurance.
Alderman Sticka asked how long a solicitor's permit was good for and Chief Martin indicated
that it was good for 30 days as stated on page 7 of the ordinance.
Alderman Anderson stated that the Public Safety Committee was recommending this ordinance
for approval.
This item was sent to the February 26, 2002 City Council meeting.
SCHOOL TRANSITION FEE UPDATE
Mayor Prochaska stated that Attorney Kramer was reviewing the documentation. Mr. Graff
stated that Mr. Kramer had not received the supporting documentation to the district's analysis
and request for an increase of fees strict as requested. The consensus of the Council was that they
would like to review the documentation the school district compiled.
This item will return be brought back to the March S, 2002 COW meeting.
CITY CLERK RECOMMENDATION FOR DEPUTY CLERK APPOINTMENT
City Clerk Milschewski reported that she had sent the Council a memo recommending city
employee Liz D'Anna for the position of Deputy Clerk. Ms. D'Anna will receive a stipend of
$2,900.00 per year in addition to her secretarial salary. Mayor Prochaska explained that she will
perform tasks according to state statute at the direction of the City Clerk.
There were no questions on the recommendation and this item was sent to the February 26, 2002
City Council meeting.
ADDITIONAL BUSINESS
Mayor Pro -tem
Alderman Kot recommended that a policy be established for appointing a mayor pro -tern in the
event the mayor isn't available. He explained that some cities appoint an alderman for a year on
a rotating basis. Alderman Sticka recommended voting on this at the next City Council meeting.
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Ad Hoc Redistricting Committee Meeting
Alderwoman Spears brought up the ad hoc redistricting meeting. Mr. Graff stated that Dan
Donahue whose expertise is needed to redistrict Yorkville is missing in action_ Mr. Graff
suggested setting a date for a meeting in the next few weeks and he will try to either get Mr.
Donahue or someone else to attend. Alderman Anderson asked if Mr. Donahue was the only one
available to do this and Mr. Graff explained that he is assigned to the Senate Judiciary Committee
on Redistricting.
Administration Committee/Park Board Meeting
Alderwoman Spears stated that Attorney Kramer would not be able to attend the meeting
scheduled for Thursday, March 7, 2002 at 7:00 P.M. He was able to attend at 5 :00 P.M.
Alderman Munns and Alderwoman Burd stated that they would be able to attend at 5:00 P.M.
Alderwoman Spears stated she would check with the Park Board and Attorney Kramer again to
see if this was feasible.
Budget Meeting
Alderwoman Spears stated that the Administration Committee was trying to have a budget
meeting on Wednesday, March 6, 2002 at 6:00 P.M. She asked if this would work for the other
members of the Council and the consensus was it would be fine. Mayor Prochaska indicated that
this meeting was so the Council could have one more look at the budget before it is up for a vote.
School Board and Comprehensive Plan
Mayor Prochaska stated that he had a discussion with a member of the School Board regarding
school sites and new developments. He thought that the School Board should be invited to join
the City Council to discuss the comprehensive plan and ideas for future school sites. The Council
discussed this and it was decided that a date for a meeting would be planned.
Golden Diners
Mayor Prochaska reported that the Golden Diners requested a proclamation for Senior Nutrition
Week, March 11 through March 15, 2002. He stated that he would be putting this proclamation
out. He asked anyone was interested in preparing or delivering meals to contact him.
Plan Commission
Mr. Graff reported that the Plan Commission would be holding their meeting at the Beecher
Center. They will also be adding a second meeting on the third Wednesday of the month. The
meeting on the second Wednesday of the month will be for tabled items or old business from
prior meetings. The second meeting will be for new business.
Secretary Position
Mr. Graff reiterated City Clerk Milschewski's report regarding Ms. D'Anna. He stated that she
had moved from receptionist to secretary. Her starting salary is $13.75/hour with a $1.00 review
raise in six months. He explained that she was not eligible for a cost of living (COLA) increase
because she would be receiving a raise based on her review.
City Administrator's Surgery
Mr. Graff reported that he would be having carpal tunnel surgery on March 4, 2002 and would be
out of the office for a few days.
City Audit
Treasurer Allen asked if the City's most recent audit could be posted on the City's website.
Mayor Prochaska stated that this was a good idea and tied in with getting the codified city codes
online. Mayor Prochaska asked about the software from Sterling Codefiers and Mr. Graff stated
the software was $8,000.00 but there is a modified version for $800.00 which would allow the
city to download the codes but neither figure was included in next year's budget. Mr. Allen
offered to donate the $800.00 for the software. Mr. Graff stated that the $800.00 was for the
codifier software not the audit software. Mr. Allen also asked if he could get his e-mail address
on the site and Mr. Graff directed him to give the information to Molly Batterson in the Police
Department so she could update the information.
i
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DARE Graduation
Chief Martin reported that the Drug Abuse Resistance Education (DARE) program held its
graduation today and there were a lot of good kids in attendance.
There was no other additional business.
Meeting was adjourned at 10:00 P.M.
Minutes respectfully submitted by:
Jackie Milschewski, City Clerk
COMMITTEE OF THE WHOLE MEETING
February 19, 2002
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