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COW Minutes 2001 10-04-01 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE MEETING THURSDAY, OCTOBER 4, 2001 7:00 P.M. In Attendance: Art Prochaska Paul James Mike Anderson Larry Kot Marty Nlunns Richard Sticka Rose Spears Guests: Eric Muse Bill Dettiner Kathy Fatren Dave Patros Dean Kleronomos Lynn Dubijeck Bob Allen Harold Martin Tony Graff PROPERTY MAINTNEN4NCE UPDATE Mr. Dettmer opened, stating that the program in place right. now is set up on a complaint basis. We are looking into going into wards for outside surveying and inspections, and want a progression of the proposed standards. We need to solve this problem, for our town is growing. Residents usually comply with any complaints issued, and we will also include a `running action' to account for these procedures. Alderman James asked what would be new with this progression. Mr. Dettmer explained that it would go from the complaint basis to an outside survey of the area. We're authorized to issue tickets if we have to. This is a policy decision, and this should be implemented in the spring. Alderman Mu agreed, and stated that this action is proactive. Alderman Anderson asked how many complaints happen per year. Mr. Dettmer explained that there are approiimately 15 in a 3 -month period. He added that most of these are resolved. There is a running action on the status of the complaint. Chairman Prochaska agreed that this would be a more proactive approach. The Council has to make the policy. He added that this could create an issue of selectiveness. Alderman'ot asked in regards to hardship situations, when funds might not be available. Mr. Dettmer stated that we would try to help them with that. We have not set this up as of yet, but we would need the support for this. We will be checking into these, and we have to search the outreach projects. Alderman Munns stated that with no cost to the City, there would be no downside. 1 Chairman Prochaska stated that it must be evaluated for one year to see what results are achieved. Mr. Dettmer agreed, and stated that lair. Graff will receive a complaint memo every month. Alderman Kot agreed. He added that a start date could be created and published, and this would in turn be an education issue. Mr. Dettmer agreed. NA'e will publicize this as of the first of the year, and we will implement it in the spring. Alderman Kot agreed. He added that the code violations should be clearly explained so that residents know what they are. IVIr. Dettmer agreed. Chairman Prochaska added that this would be a good topic for the town meeting. Residents could then ask questions, and this would offer an opportunity for discussion. Mr. Dettmer agreed, and stated that he would be willing to work with this. Alderman Sticka asked if there had been instances with the police filing claims. Chief Martin explained that these would be filed for life issues. Chairman Prochaska stated that there would be a written policy with the effective date on it. 3/1, 1 2001 would be an acceptable date. We can put it in the newsletter, and have a town meeting in January of 2001. Mr. Dettmer agreed, and stated that he would get the writing for the policy put together. Chairman Prochaska asked if this could be at the City offices by Tuesday. Mr. Dettmer agreed. WIRELESS YORKVILLE Mr. Graff stated that he had met with Russ Walters and Chris Rollins. They have issues that they are working through, and they do not have a program like this as of yet. This is a community benefit, and Ameritech offered access for this, the library, schools, etc. There will be a meeting set up for this. The T1 must be used for City services in our buildings. There is none for the public as of right now. Mr. Rollins needs multiple Tl's for this to work. There must be the ability to provide the services, and Mr. Rollins is 2 i renting tower space now to try and offer this. There are still things to work on; it is a process. Alderman Sticka asked if Illinois Century Network (ICN) is working up an answer for this. Mr. Graff stated that they are looking into this as well. This is an economic development issue, and we will keep moving with this. Chairman Prochaska agreed. CITY FLAG UPDATE Alderwoman Spears stated that she had received a draft, and there was too much missing on the patch. This will be changed and brought back to the City Council meeting. There is a possibility of putting the dam on the patch. She added that there needs to be clarification on whether the City was established or founded in that year. Chairman Prochaska stated that he was not sure about this, and it would be checked into. Alderwoman Spears agreed. «AGE/HQUR AUDIT Alderwoman Spears stated that the City had this performed to make sure that everything was in compliance with the labor standards act. The hourly-vs-salary has been addressed, and we are in compliance with the overtime. She asked if everyone had received the letter on this. Chairman Prochaska stated that everyone had, and that there was a recommendation made. Mr. Graff agreed, and stated that the policy needs to be looked into with regards to the child labor act for operating mechanical equipment. This should come through the employee manual, and we must comply with this. We do not have a formalized policy right now, but we are complying with this. With the issue of minute taking from the deputy clerk, we don't do this as an individual contractor. This is either overtime, or part of the 40-hour workweek. We are doing a three -month review now, and we will need this in the employee manual. Mr. Framer recommends that there be no independent contracting with the City employees. Alderman Sticka stated that if it is similar work, then you must pay them as hours worked. He stated that this is a policy issue. He then asked if the Deputy Clerk has an accurate job description. 3 Mr. Graff stated yes. There are other things that she does, and she still receives the stipend. This is for general clerk duties. Taking the minutes is extra hours worked, as an overtime issue. He added that minute taker positions are being aligned and evaluated. Sandy is aware of this. Alderman Sticka wondered who is the beneficiary of the change. Chairman Prochaska stated that we want to work according to the labor laws. Alderman Anderson and Alderwoman Spears agreed. Alderman Munns asked if the other office assistant could possibly do this. N/Ir. Graff stated possibly, and that he would like to do a work - study. There is also observation on how things are done. This will all corne up through the employee manual. Chairman Prochaska stated that this applies to everyone within the City. AUDIT REVIEW FIY 2000 -2001 � Mr. Graff stated that there are three journal entries to be corrected. We will have the final by Ivionday. The draft moves on, and A.Ir. Weber comes to the Council for the final. Chairman Prochaska stated that Mr. Allen needs to get the report out by the end of the month. If anyone has any changes, they should be brought up. Ivlr. Graff agreed. Kim has been working on the annual treasurer's report. We wilt have the finals by Monday. For the management letter, Mr. Weber stated that it is a clean opinion, and the recommendation was to update the fixed assets. All of the department heads will assess the money for the new equipment. All employees are putting together information for the accounting manual. A finance director can assist with this also. They are recommending a cash flow project; and we should be able to do this. Our back up computer data is in place, and we need to put an off -site back up file into place. We have a fireproof safe, but in an event of a hot fire, the tape would be damaged. We will put it off -site. The fund equity is recommended. This will be attractive for the finance director. With the working cash fund, we need a legal opinion on this. Chairman Prochaska stated that we are down to approximately $200,000. We think that yeas ago that the City would pay off the bills before the money had actually come in. We are current now, and we need to make a paper change; it is owed to the general fund. We could look into getting rid of the working cash fund. This could pay off the negative balance in the trusting agency. This has been a 5 -6 year process. The other issue is the cash flow projections. The books need to balance here. These are good recommendations, and we are becoming more efficient. 4 i Mr. Allen explained that with the management letter, our accounting records are well filed. Administration is considering our future software needs, including the Locus system. With the GASBY 34, the Mayor and the Council did a good job with the IEPA loans. This highlights the need to maintain the exiting assets. Hopefully, the GASBY 34 will help with this, and with the cash flow projections. With the fund equity, I would like to see this move along as well. He then asked if the City could possibly eliminate these things. Chairman Prochaska stated that the main idea is that the trusting agency needs to be looked at. Mr. Graff stated that we have segregated out the capital equipment for the fund consolidation. Mr. Weber recommends that we term this `capital equipment fund' (segregated, but all in one fund.). Each department wanted to track their expenses, and the Finance director could look into this as well. Chairman Prochaska stated that we have the five-year capital plans for each department. The concern is over where the money is spent. We have the clear plans now, and this makes more sense. OS4VEGO BOUNDARY AGREEMENT Chairman Prochaska stated that everyone had received a draft on this item, and that this needs to be clarified. The boundary areas between Oswego and Yorkville were taken to COW in Oswego already. They had wording questions on this. We need to wait to discuss this further. My recommendation is that everyone read through this, and then we will discuss. It is not decided when the joint meeting will be. POLICE PENSION FUND Chief Martin opened by stating that we are waiting for the information for the full time officers. We received some information back in regards to the retirement for the voting members. They have stated that it would then be the four members working. Chairman Prochaska stated that an updated ordinance needs to be copied for everyone on this. Chief Martin agreed. Mr. kleronomos asked if these things were spelled out in the ordinance. Chief Martin stated yes. 5 Chairman Prochaska stated that the ordinance should be ready for the next COW meeting, so that it can get into place. I will be looking for people to do this. Chief Martin agreed. Mr. Kleronomos stated that we have received the ordinance from this organization, and it was in compliance. The law does not say that we have to wait. Chairman Prochaska then stated that it should go to the next COW. MENARD' S PI TD-RE: CONCRETE VS. ASPIULT Chairman Prochaska stated that he had spoken with Menard's on this. There are three scenarios on this: 1) Leave as is 2) Do just Countryside Parkway as concrete. If we do this, they want to with a benchmark. (It would be 50150 until the benchmark is reached.). It would be a 65/35 split, then. 3) Do the streets and the frontage road. They would do the 50/50 until there is 50 million in sales, and then we would revert back to the 65/35. i This would encourage them to look for a big user. There needs to be substantial increase in sales. Alderman Kot asked if we have the figures on the other stores. Chairman Prochaska stated that it is the 35 million dollar benchmark. They are willing to do the asphalt streets. The concrete will last longer, so therefore we have to decide on a direction. Alderman Kot stated that we would get increased truck traffic. I recommend going with the concrete. Chairman Prochaska stated that they are willing to work with us, whatever we decide. This will be a process. Aldetwoman Spears asked if we could go ahead with this. Chairman Prochaska stated that there needs to be publication for 15 days, and then a public hearing. Mr. Kleronomos stated that Mr. Framer did not think that we need a public hearing on this issue. We need to just amend the economic part of it. Mr. Graff agreed. Chairman Prochaska stated that our goal was to make sure that we received 50/50 of the benchmark dollars. i 6 I i Alderman Anderson stated that we should just do it all. Alderman Sticka asked that if we have the public hearing, would there have to be an agreement on one of these scenarios. Chairman Prochaska stated that he was not sure. If it is not required, then we could at least put something on paper for this. It is a major investment. He asked what the cost of Countryside Parkway redone was. Mr. Dhuse stated that it was between $75,000 and $100,000. Mr. Graff stated that we would make sure to get Mr. Kramer's opinion on this. He added that this is an annexation agreement. Chairman Prochaska stated that we would then note the three options. The Council is willing to consider the concrete, but to also go through the process. Let's have at least a public notice for tlus. Alderman James agreed. Alderman Sticka stated that he had a question about the funds for this. Chairman Prochaska stated that from a committee point of view, if we encourage developers to bring in a facility to generate more real estate and utility tax, then this would generate more money. This will also be more revenue for the community as a whole. Alderman Sticka stated that for the $49 million, the City gets $250,000 in taxes. For the $50 million, the City gets $175,000 in taxes. Chairman Prochaska agreed, stating that we are at a certain point within the economy, and people are still buying. Alderman Munns stated that Menard's is attractive for other companies to move in next to. Alderman Sticka agreed. We need to know what the numbers are to make the projections. Mr. Graff stated that we would do the 50/50 up to the $35 million. The questions is the $35 -$50 million. This should be discussed with Mr. Kramer. We would loot: into the $35 million as a base, and then anything above that is different. Alderman Sticka stated that this would be a safe approach. Mr. Graff agreed. Chairman Prochaska stated that the treasurer would discuss the building up of funds. Let's note that we will look into these options. Mr. Graff agreed. Chairman Prochaska stated that we would let Menard's know that the City Council will look into a notice/hearing. POLICE CLERK JOB DESCRIPTION Chief Martin stated that he had spoken with the attorney, and we are proceeding with this. I feel that this is to everyone's liking. Alderwoman Spears asked if the 65 wpm typing skill was for all city clerks. Mr. Graff stated no, that some are doing transcription. Alderman Anderson stated that it is recommended that we go to City Council with this. Chairman Prochaska agreed. Alderwoman Spears asked in regards to the K -9 officer agreements. She wondered if it was a four or five hour period involved. Mr. Graff stated that right now it is under the collective bargaining. Chairman Prochaska agreed, and stated that it is three hours as of right now. I Mr. Graff noted that this was a sample. Alderman Anderson agreed. CITE' ADT%41NISTR.4TION FILE ROOM CONSTRUCTION COSTS (NOT TO EXCEED) h.1r. Graff stated that we want to finish this project. Mr. Jay McCoy is doing this, and there is $4,000 in the budget. Mr. Nanninga did the design, and Mr. Dettimer reviewed it. YY T e can take a few lights out of the design, and Mr. McCoy states that there is still work. This will be approximately $6,400. This also meets code. Chairman Prochaska asked if there were any additional items. g Mr. Graff stated that Mr. Dettmer thinks that we will not need everything. We will not need to soundproof the ceiling, and this is an option. I recommend the $6,450. Chairman Prochaska asked if we will have the funding, and wondered if we put this on the COW as an `open approval of the revised budget'. We want this to go through the committee. Alderwoman Spears stilted that we could do it upon approval. Chairman Prochaska stated that it will be nice to have the records in one location, and organized. Everyone agreed. RIVERFRONT BC?ILDING—SENVER AND N'VATER Mr. Dhuse stated that there should be a new update. Mr. Bowmans gave a price of $2500 i for the pumps, control, and the wiring. We are thinking of going with the concrete basin. $11,500 is the final number. Chairman Prochaska asked if there was money set aside for this. Mr. Dhuse stated that Mr. Graff is looking into this. He added that he would be speaking with the County Health Department also about the variance. Chairman Prochaska agreed. CITY COUNCIL MEETING DATE— UPDATE Aldelmoman Spears stated that it has been proposed to assist the staff with the City Council meetings and the COW meetings, changing them from their date to Monday. The other meetings were Monday, so the last discussion was in regards to Tuesday. We cannot vote this evening on this, but we can get a general consensus. This would allow the staff to get organized on time. Chairman Prochaska agreed that this was a timing issue, and stated that this should all be out by Friday. There would be a timelier manner for this then. Alderwoman Spears stated that if we could get the Council to review the papers by Friday, then we could review them. Alderman Munns asked if our goal is to get everything out by Friday. Mr. Graff stated yes. 9 Alderman Kot stated that he supports Mr. Graff on this. Alderwoman Spears asked when the agenda would be needed from the chairman. Chairman Prochaska stated that the 48 -hour rule would apply. Alderman Munns agreed, and stated that he hoped it would be more efficient. Mr. Graff agreed. Alderman Anderson asked when this would be in effect. Chairman Prochaska stated that it would be by the first of the year. Aldennan Kot stated that all meetings then should be moved to Tuesday. Everyone agreed. Chairman Prochaska added that he would speak with the other alderpersons on this. Alderwoman Spears asked if there should be a six -month trial basis for this. Chairman Prochaska suggested a one -year trial, and then an evaluation. He added that this would be brought back to COW next week. He then asked alderwoman Spears if she could discuss this with the other alderpersons. Alder woman Spears agreed. ADDITION. &L BUSINESS Chairman Prochaska stated that there is a proposed bill for the legalized gaining machines. The establishment would allow up to three and no more. The money would go to the municipalities, but for distribution. This should go to the general fund. The tax will be 20 %, increasing to 25% after three years. We have stated that we are not in favor of legalized gambling, but if it is, then we would like these issues involved: 1) Municipalities make the decision 2) Local control over this 3) Allow the local control of the placement 4) Specific language for the revenue to be shared with the municipalities. We need human resource representatives. We need the educational service network of Kendall County. I recommend offering Michelle Light for appointment to the board. I have also received a letter from the Illinois extension, and they are having an educational series through the telenet. I am looking to see if any is interested. The date is 10 October 18, held from 3 -5 p.m. This is a sensible growth program. I wanted to bring this to the City Council. Alderman Kot stated that there had been a meeting on Monday in regards to the Metra study. I have reviewed the first phase study, and we are moving ahead with the second phase. NV'e are looking for $4,000 for the second phase, and this is not due until the next fiscal year. This system needs to run through the County. We have concerns on the ridership beyond Oswego. We need to propose a joint station for the Plano /Yorkville areas. We want a Kendall County line. I voiced concerns over this, and this will be addressed in phase two. We will have to address the $4,000 also. Mr. Graff agreed, and stated that phase two will define the unanswered questions. Chairman Prochaska agreed, and stated that we will continue to support this. I Alderman Munns asked in regards to the float for Homecoming. Chairman Prochaska stated that he had discussed this with Mr. Dhuse. We have a truck and trailers for this. We might put a picnic table on this. I have some potted plants for the decorating. We are getting a placard for the City Council also. We can meet at the garage at 5:00 a.m. Alderman MunrLS agreed. Alderwoman Spears asked if the weed notices are getting out. Mr. Graff stated that it is all going through with the new receptionist. Alderman Anderson stated that with the Police reports in August, everyone should have these. There are 213 detail hours on this. The committee recommends going to COW nest week with this. Alderwoman Spears asked if hlr. Weber would be attending the ex session of the administration committee meeting on Tuesday. � Mr. Graff stated that he was not sure. Mr. Allen stated that the signature cards needed to be signed. Meeting Adjourned 9:27 p.m. Minutes by Lisa Sleezer i 11 S i li �I ii Phone k fambee — Il a rn � -5 t n ; I I 9ry I 1 � I' � Y 1 i 'i i; y ,. i; i i; a, , i 9j