Loading...
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. 2 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 3 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. 4 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 5 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. 6 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. 7 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 e5' pP 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. 8 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 9 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 PLEASE SIGN IN! NAME: ADDRESS: ' f I f -cam -r✓'✓l ,✓ �✓l2n - �`i - c nrl t � SIGNIN