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COW Minutes 2001 09-20-01 i CITY OF YORKVILLE COMMITTEE OF THE WHOLE SEPTEMBER 20, 2001 - 7:00 PM MEMBERS PRESENT: Mayor Arthur F. Prochaska, Jr. Alderman Paul James Alderman Richard Sticka Alderman Larry Kot Alderman Marty Munns Alderman Valerie Burd Alderman Rose Ann Spears Alderman Mike Anderson Alderman Joe Besco City Treasurer Robert Allen City Administrator Tony Graff City Attorney Dan Kramer Dir. Public Works Eric Dhuse Lieutenant Ron Diedrick Dir. Parks and Rec. Sue Swithin Cindy Green Guests Present: See Attached List. Greenbriar Pond Update -The issue of the Pond at Greenbriar is the future costs for maintenance. When the subdivision was completed the developer signed the deed of the pond area over to the City. However, at the time the City did not accept the property due to outstanding issues. The City and the homeowners would like to work toward a common goal in making the area a compliment to the subdivision. Amy Mahr, 536 W. Barberry Circle, thanked the City staff for notice to attend the COW meeting. A group of the Greenbriar residents met with City Administrator Graff to discuss the pond issue. It was noted that when the area was first set aside that it was dry and is now wet. The residents would like the City to take over the property. Ms. Mahr suggested that if possible, that the entire subdivision be kept informed, including Phase I. Mayor Prochaska discussed of the different possibilities that could be done with the pond area and suggested a conversation with Jason Pettit, who works for the Kendall County Forest Preserve. Mr. Pettit was in attendance and also gave additional information on the required maintenance needed. Mr. Pettit also noted that some conservation firms have slide shows available for viewing. Alderman Sticka asked if it was OK to add Phase I to the issue. Atty. Kramer stated that the residents in Phase I would need to be noticed. Alderman Kot also noted that there were' various options when the subdivision was being designed and suggested that they be reviewed. Lars Kruse a resident of Greenbriar, asked if an aerator would be installed. He is concerned about algae buildup. City Administrator Graff noted that all options would be review_ ed and discussed at Public Hearing. Carl Palleson, a resident of Greenbriar, stated that he would prefer to see the pond treated chemically and was concerned with noise from an aerator. Mr. Pettit noted that with some types of grasses that there would need to be a "burn ". Mr. Dhuse stated that they would continue gathering information on cost of all possible options. Parks and Recreation Director, Sue Swithin, asked if the pond would be available for stocking. Brush Pickup - Alderman Kot noted that there would be the regular "special item" pickup during the last full week of October. It was discussed at the Public Works meeting and noted that due to the added costs that this service may be discontinued. It was also noted that the standard size for brush pickup is nothing longer than 6 feet and 6 inches in diameter. There will be a motion placed on the September 27 council agenda to accept this proposal. Property Maintenance Program Update -This item was tabled. Pool Filling Policy -This item was discussed at the Public Works meeting. The recommendation from the Committee was to discontinue this practice. The standard charge is $75. The cost to the City, for this service is greater. A suggestion was made to keep a listing of businesses that handle this service available at the City office. There will be a motion placed on the September 27 council agenda to accept this proposal. Sewer and Water for new Riverfront Building -There is authorization to purchase the pump for this project. However, there is additional work that needs to be done. This project has not been totally budgeted. Estimation on time needed to complete the work is one week. A more defined listing of the costs is needed. This item is to be placed on the October 4 COW agenda. I Sod Damage Policy -The Public Works department would like to receive all complaints by April 1 and to have all work projects completed by May 1. It was noted that when the repairs were completed that the homeowner would need to be reminded with the care of watering. There will be a motion placed on the September 27 council agenda to accept this proposal. Yorkville Wireless -Chris Rollins was in attendance and was concerned to the status of this project. He expressed concern with the Cable Consortium and their comments with regards to the contract and to the Telecommunications Act. Mr. Rollins contacted the FCC and felt that there were no legal violations with the Act. Alderman Sticka expressed concern with regards to exclusivity and wireless communication services. Mayor Prochaska reminded the Council and Mr. Rollins that a value must be attached to the service. This issue will return to the October 4 COW meeting. 2002 Capital Project -The alderman were given a recommendation from Mr. Wywrot on what he felt were need projects. There was a postponement of some of the scheduled projects due to the Water Treatment Project. Alderman Kot suggested that the aldermen from each ward make a secondary list of important projects, in case of additional funds coming available. Alderman Burd, had concerns with Hydraulic St. and Alderman Anderson expressed concerns with Walnut St. It was noted that this document is to be used as a working tool. The consensus of the council was good with regards to Mr. Wywrot's suggestions. Day Change for City Council Meeting -City Staff feels that moving the meetings to Monday or Tuesday 1 would be a better for them to complete packets. Currently with the meetings on Thursday, it is hard for ' them to do follow -up work on Friday. A lot of the offices that they must contact are no available on Friday's. This item will return to the October 4 COW meeting. City Flag Update -Holly Willson should have the design for the flag available by the October 4 COW meeting. Amendment to Tower Ordinance -The dollar amount of $35.00 should be added into the verbiage. This item is to be placed on the September 27 council agenda. Menard IEPA Sewer Permit and Authorization for Mayor to sign letter -It was noted that the capacity of the lift station should be small enough, that the station would be temporary and that it would not delay the Blackberry Creek Interceptor. The letter from the Mayor would direct the Blackberry Creek Interceptor project to continue forward. It was also felt that with the ground breaking of Menards, would trigger the Interceptor project. The consensus of the council was to go continue. Ground breaking at Menards is scheduled for October 2. Menard IDOT Highway Permit -This is a standard highway verbiage permit allowing a new intersection for Menards. This item is to be placed on the September 27 council agenda. Yorkville Market Place IDOT Highway Permit- This is a standard highway verbiage permit allowing a new intersection for the Tucker project. This item is to be placed on the September 27 council agenda. Sale of 1984 Public Works Vehicle -The vehicle is to be bid as any squad car is. The minimum bid is $500.00. Seal Coat Project /Change Order #1 -An increase of $978.13, for additional work that was done at Jaycee Pond and by the Cemetery. This item is to be placed on the September 27 council agenda. Blackberry Land and Court/Change Order #1 -A decrease of $15,000.00, some of the base work initially bid was found to be unnecessary. This item to be placed on the September 27 council agenda. Yorkville Glen Palmer Dam Study Information -A copy of a letter, received by representative Tom Cross, from Governor Ryan stating that there is funding set aside in the budget for the project study. Full -time Police Clerk Job Description -This item was tabled. Office Assistant Job Description /Receptionist -This is a part time position at 20 hours weekly not to exceed 1000 per year. The job description for the office assistant is ready. It was noted that after the office assistant position was filled, that it would be necessary to review the receptionist position. The Office Assistant job description will be placed on the September 27 council agenda. Video Game Machine /State Legislature Issue & Letter from Mayor -The State is looking at licensing all video machines and they are looking for input from municipals. The letter from the Mayor must be sent prior to October 9. The licensing will allow a 20% tax with 10% of the revenue being returned to the City. A concern was raised on whether there would be a limit of machines in a business, with regards to floor space availability. Attorney Kramer will get a copy of the proposed bill to the alderman. Alderman Kot expressed concern with gambling. Mayor Prochaska assured that local control must be enforced. This item is to be placed on the September 27 council agenda. Additional Business: Mayoral Board Appointments - Human Resources Commission — Doug Trumble Library Board — Marianne Wilkinson Zoning Board of Appeals — Bill Davis. Also, Harold Feltz will take the position of acting chairman. However, has a conflict and cannot attend Plan Commission meetings. They will need to elect a pro -tem to attend the meetings. Minute Taker Procedure -All of the Committee meetings, including COW and Council, will be electronically recorded. The minutes are to be turned in within 7 days. They will be given to the committee for review. If necessary, then returned to the minute taker for revision. The City Clerk will be the main contact for referral. An add will be placed in the paper for additional help. A motion will be made at the September 27 council meeting noticing the change of the City hours. EEI Proposal -A water study is needed if the Moser 1100 -acre community is to be developed. Moser is willing to pay for the cost of the study. It was noted that a letter must be sent to Moser stating that this study does not assure them that the City will have any further activity with Moser. Police Pension Board -City Treasurer Allen noted that with the creation of the Police Commission, there might be an affect to IMRF and the contribution to it, also impacting the budget. Mr. Allen requested that he be kept informed so that he can be sure that it is fully funded. City Administrator noted that there is a two -week turn around of information after the information has been submitted to the State. This item is to return to the October 4 COW. The meeting adjourned at 9:30 PM. 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