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COW Minutes 2001 10-18-01 UNITED CITY OF Y ORKVILLE COMMITTEE OF THE WHOLE MEETING THURSDAY, OCTOER 18, 2001 7:00 P.M. In Attendance: Paul Tames Toe Besco Larry Kot Rose Spears Richard Sticka Valerie Burd Art Prochaska Marty Munns Guests: Dan Kramer Dave Pairos Eric Dhuse Tony Graff Lynn Dubijeck Bill Dettmer Kathy Farren PROPERTY MAINTENANCE PROCEDURE Mr. Dettmer opened by explaining that there has been a policy discussed at the last meeting regarding property maintenance. This will be kept to the area of garbage, vehicles, etc. This will be under section 303 and 306 of the external area code. There will be a check off form, which will be presented if there are problems with the outside of the building. We will also report back on these situations. There will then be permission taken to contact an alderman regarding this. We will be keeping records of this. He added that this does not include written complaints. This will be in effect on 1/1/02, and inspection will begin on 3/1./02. Alderman Munns asked how many inspections per month would be done. Mr. Dettmer stated that there would be one week spent in each ward and added that the property standards inspector will be handling this. Alderman Sticka asked if there would be a deadline in which property must be corrected. Mr. Dettmer stated that this would be based on the problem. There can be extensions provided also for this. We will also be contacting organizations such as the Boy Scouts, churches, etc., in which to help. Chairman Prochaska agreed. Mr. Dettmer added that there would be a field contact made, which is vital. Chairman Prochaska agreed, and asked Mr. Framer if this should be voted into a policy. Mr. Framer stated yes, and that he would look into this. 1\/Ir. Graff asked if there should be a violation procedure made. 1 Mr. Kramer stated that it provides petty offenses in it. Mr. Graff asked in regards to adopting a policy for this. Mr. Kramer agreed. Chainnan Prochaska stated that this would be voted on next Thursday. I will discuss this will Mr. Graff and Asir. Dettmer, and we will get more information on this. Mr. Graff asked if the language should be added in regards to the BOCA code. Alderwoman Spears agreed, and asked if there was any more recent language that could be looked into. 11vir. Detttner stated that he would be looking into this, and it will be done in January and February. He added that we are required to have this every four years. Chairman Prochaska agreed, and stated that this would go to City Council next Thursday. PRAIRIE GARDEN LETER OF CREDIT REDUCTION #1 Mr. Graff stated that the amount of $629,000 is the number that they agreed upon. The reason for this is the administration fee. The actual letter of credit reduction is $1,349,605. If we allow the reduction, the amount gets reduced (1.75°%x). i Alderman Kot asked if this accounts for the difference. Chairman Prochaska asked what the amount is holding. Mr. Graff stated that it was $855,477.95, and stated that the reduction is $629,000. Chairman Prochaska asked if Mr. '%Tywrot was comfortable with this. Mr. Graff stated yes. Chairman Prochaska stated that this would go to City Council for consideration. IDOT ROUTE 34 AGREEMENT This item has been tabled. PAN' FENCE PROJECT 2 i Alderman Kot stated that this is an ongoing project for security to complete the fencing of the main public works area and the water tower. This will also help with the accessibility of the area. Kendall County fence was the lowest bid at $2280. The committee agrees with this, and we are looking at the other tower as well. CAT BACK HOE REPAIR Alderman Kot stated that there is paperwork on this, and we have received an estimate, which is $6029. We have agreed on this, and would like to move ahead. Mr. Graff stated that it fits into our budget. Mr. Dhuse agreed. Chairman Prochaska suggested labeling it as subject to passage of the revised budget. Mr. Graff stated that $22,000 was the budget, and $4135 was expended. This is the same for the revised budget. The money is available. Chairman Prochaska agreed, and stated that it should go to City Council. BI-FD DRIVEWAY CONSTRUCTION Alderman Kot stated that we need to ix the hazardous area here. We need to take the north driveway and connect it to the south drive. Mr. Muse constructed a drawing to show the areas. Alderman Kot stated that we have three quotes for this, and Geneva was the highest. We recommend moving ahead with Aurora Black Top. Alderman Sticks asked if they have signed an easement. Chairman Prochaska stated yes, and added that this would be set up with the intersection. Alderman Sticks asked if they would have override control over the intersection. l\,lr. Graff stated that they would, but they have elected not to. He then discussed why they have decided not to use the override. Chairman Prochaska agreed, and stated that this would go to City Council. I 3 POLICE PENSION BOARD ORDINANCE Chief Martin stated that this is the ordinance to vote on to begin the police pension board. There are two people appointed, and two people picked from the police. This sets forth the fund. Within 30 -60 days, we will have to pass this. This will get the fund.% set up, which are $78,193. Mr. Graff agreed. Chairman Prochaska stated that this would reduce the amount taken for the MIRF, and we will have this for the revised budget. Mr. Graff agreed. He added that these funds are mandated. The transfer would be a motion. Mr. Kramer agreed. Chairman Prochaska stated that we would have a payment of approximately $180,000 per year for the shortfall. Chief Martin stated that the initial payment is $175,000 approxximnately. We must pay the $78,113. Then the shortfall is put against the 40 years that are left. Mr. Graff stated that the employment shares have increased from 4.5% to 9.91 %. He added that the department of insurance regulates the numbers. Chairman Prochaska stated that we should go ahead and pass this. Mr. Kramer agreed. Mr. Graff stated that we would check the dates on this. Chairman Prochaska agreed, and stated that this would go to City Council on the 25 . FILL POLICE RECORD CLERK POSITION Chief Graff stated that this is to make the part time position to the full time position. This is agreed upon with the job description. This must be posted first. We will begin on 11 /1 for the process. Mr. Graff stated that this is in the budget. Chairman Prochaska stated that this would go to City Council for consideration. 1\/Ir. Graff agreed. 4 PC2001 -17 CANNONBALL ESTATES UNIT 2 -FINAL PLAT Aldel woman Burd stated that this was discussed at the EDC meeting. There was a discussion on the legal name, Kylnn's Crossing versus Cannonball Estates. It is still being titled as Cannonball Estates. Mr. Kratner stated that they would be required to file a petition to use the names. We are addressing this situation. Alderman Spears asked what the finished name was. N1r. Kramer stated Kylnn's Crossing. Alderman Burd recommended passing the final plats... Alderman Sticka asked about the recapture fees to the City. RTr. Kramer stated that this was part of the DECCA plan. Chairman Prochaska stated that this is subject to receiving the fees. He stated that this would go to City Council. PC2001 -03 BRISTOL CLUB —PRELI IINARY PLAN This item is tabled. EMPLOYEE A ANUAL CHANGES Alderwoman Spears stated that this did not get passed at the administration committee. The meal expenses were at a maxumum of $40 per day ($10410420), and this was pending on the proper forms signed with the department head's approval. Chairman Prochaska stated that with the Mai tin Luther Ding Holiday, this was an add -on holiday in addition to the others. This was the last discussion. Kim did the worst -case scenario situation, and the cost would be $2800. There would be no additional costs. Mderwoman Spears agreed. She stated that this should be brought to COW, and then to the City Council to approve the changes. Mr. Graff" stated that we should bring up the new internal hiring procedures also. 5 Chairman Prochaska suggested putting everything listed specifically. This should be all in one resolution or form. EMERGENCY PURCHASE OF ADMINISTRATION'S FILE SERVER Mr. Graff stated that we did an audit of the hardware and software. We can make it through one more month. The server is outlasted the life span, and Russ Walters recommends a new file server. The Police Department assisted us today using the hardware. The recommendation is to purchase a DELL ($4505). This is in the general price range. Alderman Munns asked if the DELL was fast enough. A& Graff stated that this is what the consultant recommended. Alderman Munns discussed the different types of upgrades. Alderman Sticka stated that the DELL is considered prime for this situation. Chairman Prochaska agreed. He then asked when the installation would be. NIr. Graff stated that this would be under the purchase order policy and procedures. Chairman Prochaska agreed. Mr. Kramer stated that we could approve this. Chairman Prochaska stated that it would go under the bill list. We need to do this. Mr. Graff stated that it would be ordered then. ADDITIONAL BUSINESS Alderman Sticka discussed a resident whose boat was parked into the street. There is a car attached to it now. Chairman Prochaska stated that the issue is do we go back to allowing trailers on the street. Mr. Kramer stated that he would discuss this with Chief Martin. Alderwoman Burd stated that this is easily traceable to one situation though. Alderman Sticka agreed, but wondered about the right thing to do. 6 Chairman Prochaska stated that these issues always come up, and we need to work out a solution. Chief Martin agreed. Alderman Sticka asked if the ordinance could state how big of a boat it can be. Mr. Kramer stated that there are easier ways to work around this. I will get together with Chief Martin on this issue. Chairman Prochaska stated that he would like to be posted on this issue. Chairman Prochaska then stated that there are meetings coming up in October and November. Northern Illinois are looking for 10 -25 people on each one. The contact person is Holly Baker. There is a separate one for the businesses in the area, on November 7 by invitation. Alderwoman Burd wondered if the alderman could go to this. Chairman Prochaska stated that they are looking for non - elected citizens for this. He added that he had received letters from Senator Richard Durbin, thanking us for the resolution put together for September 11 We have also received a check from Mosher for the engineering deposit to move ahead. We have also received a letter from Bob Tames, from the Human Resource Commission about the resignation. This creates an opening. Chief Graff gave information on the grant agreements, stating that the first grant is for the juvenile account grant. This was started two years ago. He also discussed the second and 3rd year funds for the FFT grant. The mayor must sign on these. Mayor Prochaska weed. Mayor Prochaska led the committee into Executive Session at 8:15, and Executive Session ended at 9:02 p.m. Ivleeting Adjourned 8:10 P.M. Minutes by Lisa Sleezer 7