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Admin Committee Minutes 2002 09-19-02 Page 1 of 7 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, SEPTEMBER 19, 2002 Meeting called to order at 6 :30PM. Members Present: Others Present: Mayor Arthur Prochaska Finance Director Traci Pleckham Alderman Richard Sticka Chief of Police Harold Martin Alderwoman Valerie Burd Sue Voss Alderwoman Rose Spears Mark S. Busbhouse, Williams Architects Alderman Marty Munns (7:05PM) Ken Koch (Park Board) OLD BUSINESS Minutes for Approval/Correction The minutes from the July 11, 2002 meeting were reviewed. Corrections were noted on page 2, line 10 and line 20. Mr. Guerard is incorrectly referred to and should be corrected to state Mr. McCanna. Also on page 2, the second line from the bottom, the word "may" should be corrected to "pay ". On page 3, the first line under Review Employee Salary Survey should be corrected from "City Director" to "City Administrator ". On page 5, in the second and third lines from the top "PD" should be corrected to "FPT &W ". Also on page 5, the first line under NICOR Municipal Utility Tax Update the second "that" should be deleted and in the sixth line of that paragraph after "taxed" should read "taxed the utility tax ". i Williams Architect's Contract for City Hall/Police Department Mr. Bushhouse of Williams Architects went over the highlights of the draft contract that Williams Architects submitted: Services • Full design, construction document, bidding and construction administration for Williams and their structural, mechanical and electrical and plumbing engineering. • They will be hired to design of all the building phases of work, even if the project is bid out and built over a longer period of time. • They will not provide cost estimating nor be responsible to keep the project on budget. If the bids come in over budget they will be paid additional fees to redesign. • They will provide one bidding phase within their basic services. • They will not work on the site work, leaving this to the City Engineer. • The City will be responsible for phone or security systems and decorating. Fees • They proposed an 11.6% fee based on all trade costs which are estimated at $600,000.00. Based on this estimate their fee is around $70,000.00. The fee will not be affected buy the use of general contractor or construction manager. • If the project takes longer than the eight months they estimate, they will provide additional services on an hourly basis. • They will invoice the City for reimbursables times a 1.15 multiplier. Options • If the City chooses to end services once the construction documents are completed, the fee will be reduced to 8.7% or approximately $52,000.00. Any additional services will be billed hourly. Page 2 of 7 • If the City chooses to end services once the bidding phase is completed, the fee would be reduced to 9.3% or approximately $55,800.00. • If requested, they will provide cost estimating work by retaining the services of Williams Development and their engineers to estimate and track the construction costs. They then will be responsible to keep the project on budget. The fee for this service is $18,000.00. The Committee discussed specific items in the contract: • Page 2 article 1.1.2.5 City Board should be changed to City Council • Page 13 article 1.4.2.7 (continued from page 12) the cost for additional plans is $5,000.00 — this applies if the project is bid in stages over a period of time. • Page 15 article 1.5.1 second paragraph — compensation for rejected alternatives — this covers design options that are requested by the City to be included in the design even though they are probably not in the budget. If after the bids are received, the options are shelved, the architect will still be compensated for their additional work. • Page 16, items d, e, f, and g. These items are additional and can be requested at an additional cost. They are not necessary to the project. • Page 16 article 1.5.3 — the fee for changes in service will be charged to the City at 15% over the contractors cost for changes. As the draft was just received earlier in the day, it was decided to have staff review it and bring the matter to the Committee of the Whole (COW) on October 1, 2002. NEW BUSINESS Aurora Tourism — Renewal of Contract Chairwoman Spears distributed copies of the state statutes regarding hotel taxes and the complete copy of the intergovernmental agreement with the Aurora Area Convention & Visitors Bureau ( AACVB). She stated that she received this information from the City Attorney and as the contract did not need to be renewed until December 15, 2002 there was time for the Committee to review the information she provided them. Chairwoman Spears noted that the City asked for a term shorter than five years for the contract and they were told that all the municipalities involved would have to agree to this. Sue Voss from the AACVB stated that after she informed the City of this option, the executive board decided that they would not consider anything shorter than five years. She stated that the only thing that could change the executive committee's minds would be if the City of Aurora wanted a shorter contract and they have not indicated this. Alderman Sticka clarified with Ms. Voss that it was "take a five year contract or leave it" and she agreed. Ms. Voss went on to discuss Oswego not renewing the contract. She stated that they feel that their economic development corporation can supplement the villages marketing fund with grant funds. However, Ms. Voss pointed out that the grants are most often given to projects that have a cooperate spirit. She gave the regional bike map and glove box guide as examples of projects that were developed with grants because of the partnership of communities. She stated that there are several "pockets" of money that the City could go after. The group discussed grants available such as the Marketing Partnership Grant (funds to promote activities in the area), the Private Sector Grant (available for hosting a major event) and the Tourism Attraction Program (TAP) Grant (used for "bricks and mortar" tourism projects). Alderman Sticka asked how the City could measure the quality of the job the AACVB has done for them. Ms. Voss stated that the numbers for the economic impact for Kendall County indicated an increase. She also noted that every two years, the AACVB has a conversion study done. The University of Illinois is sent the names of those who have requested information from the AACVB and they survey them. The last study was done in Page 3 of 7 2000 and the study showed that 34% of the people who requested information actually did visit the site that the information was for. This year's survey will also include website inquiries. The group discussed Freeman's Canoe coupons. Fifty thousand booklets with the coupon were printed but only two coupons were used for Freeman's. Ms. Voss noted that it didn't cost the City or Freeman's anything for the advertising. The group discussed the fact that Yorkville needs to develop an attraction, partnering with Oswego, the AACVB not advertising Yorkville' Riverfront Festival, proof - reading the literature the AACV13 creates and workshops and/or programs. The Committee further discussed the term of the contract. Alderwoman Spears referred to page 1, item 1 of the amendment to the original contract (extending the contract from 1992 to 1997) which indicates that North Aurora only agreed to extend their contract from 1992 to 1995 — a three year term. They were reinstated after that. Ms. Voss stated that she was not aware of this and that North Aurora has been involved with the contract for fifteen years. Alderman Sticka stated that he did not feel the AACVB did a good job representing Yorkville and he felt that Yorkville should be able to have a shorter contract. If AACVB improves their representation of the City, the contract would be extended. He felt that a five -year contract was a reward. Chairperson Spears agreed with Alderman Sticka and felt that the contract should be renewed for one year at this time. Alderman Munns also felt that the contract should be shorter than five - years. Alderwoman Burd supported the five -year contract. Mayor Prochaska felt that the City need to research if there is a value for the future to continue contributing $15,000.00 /year to AACVB. It was decided to do further research and bring this back to the next Administration Committee meeting. ADDITIONAL OLD BUSINESS Business Registration Fee Alderman Munns stated that the Yorkville Economic Development Corporation has been involved with other projects and was unable to get the information regarding this together. Mayor Prochaska noted that the reason behind registering business is to help in verifying that the City is collecting the sales tax due it. I This item will be brought back to the Committee in October. Cleaning Offices — Professional Service Chairwoman Spears reported that comments have been made that the City offices are not as clean as they should be. She stated that the service is not up to standards for a professional business. The person performing the cleaning is only contracted for twenty (20) hours a week and can only allocate a limited number of hours because of other commitments. Chairperson Spears felt that with the allotted time, the cleaning person did not have enough time to do a good job. She stated that she asked City Administrator Graff if he could get quotes on cleaning services for comparison sake. This item will be brought back to the Committee next month after the quotes are received. Deputy Clerk & City Secretary Job Descriptions Finance Director Traci Pleckham noted that there was a minor revision to the job description for Deputy Clerk and the labor attorney has reviewed both descriptions. Chairperson Spears noted that item 3 of the City Secretary description should be corrected to read the "United City of Yorkville ". The purpose of the descriptions was to split out two separate positions. Mayor Prochaska noted that the Deputy Clerk was a stipend position for the City Secretary. If this is not being changed, the Deputy Clerk should be described as a stipend position. The job description presented eliminates the stipend position. He asked Ms. Pleckham to investigate how the positions should work. `I1 Page 4 of 7 If everything is in order after Ms. Pleckham discusses this with the labor attorney, this item will be sent to the October 1, 2002 COW meeting. Update on Priority Lists Ms. Pleckham reported that she is collecting information for budget or funding issues for the mid -year budget adjustments list. She stated that she had received information from the Director of Public Works, the Police Chief and the City Administrator. Mayor Prochaska asked Ken Koch, Park Board member, if the Parks Department had put information together. He stated that they did not have a list. The Mayor suggested that the new Director of Parks & Recreation should work on this. This item will return to Administration Committee in October. GASB 34 Project Implementation Proposal Ms. Pleckham reported that this item it on the Priority List. The Committee reviewed a September 10, 2002 proposal from FPT &W (consultants, technology advisors and CPA's) regarding the implementation of the GASB 34 project. The cost of the implementation will be $42,380.00 to $55,640.00 and is not included in the budget. Mayor Prochaska stated that he would like to investigate if there was a way to offset the cost until after the first of the year. This item was sent to the October 1, 2002 COW meeting pending funding. Building Code Ordinances Chairwoman Spears reported that she spoke with Building Inspector Bill Dettmer and he explained that he' met with 20+ builders and 20+ electrical contractors to inform them of the changes in the Building Code Ordinances. He stated that only two builders had problems with the changes. Mr. Graff told Chairperson Spears that the changes in the code have to be published and this probably won't go into effect until the first of 2003. Mayor Prochaska noted that the state also has to be notified of the changes 30 days prior to the changes coming before the Council for consideration. This item was sent to the October 1, 2002 COW meeting. I Address Park Board's Request for Salary Adjustment — Superintendent of Recreation Chairperson Spears noted that this item is coming back to the Committee again. Alderman James, liaison to the Park Board, reported that the Park Board would like to know the status of Ms. Swithin's requested for an increase in pay. Chairperson Spears stated that Ms. Swithin's salary was going to be based on the salary survey. She distributed a letter from Ms. Swithin which states her reasons for requesting the salary adjustment. Chairperson Spears asked the Committee to review this information. She also recommended that all the city positions be reviewed at one time and adjustments be made if necessary. She noted that Ken Koch requested that Ms. Swithin be informed of the Committee's decision. Also noted was that Ms. Swithin had received a full increase (COLA and merit) and according to the salary survey, her current salary is higher than average. Mayor Prochaska advised Chairperson Spears to notify Ms. Swithin of the Committee's policy. The Committee discussed equity in like job description and increases for all employees due them rather than singling out specific positions. Chairperson Spears stated that this would come back to the Committee in November. I Page 5 of 7 ADDITIONAL NEW BUSINESS Siren Fee Resolution Police Chief Martin reported that he and Administrator Graff discussed costs and have developed a set rate of $75.00 /acre to be charged to developments for weather warning sirens. He clarified that these were weather warning sirens used in the event of a tornado not lightening sirens. He stated that he spoke with Fulton Contractors and they have a siren that cost $38,000.00 that will cover three to four times the area of the current sirens however there is no battery backup for it. He felt that the siren should have the battery backup in the event power is lost in a storm. He reported that engineering had developed maps for the Moser property so that he could get an idea of the number of sirens needed. A circle of siren coverage takes care of approximately 525 acres so the Moser property would need a minimum of four sirens taking into consideration the shape of the property and the overlays of the sirens. He stated that charging a flat rate to all developers should offset the initial cost of the sirens. The resolution states that the fee is payable upon annexation and final plat so that the sirens can be installed before any building begins. The Committee agreed that the siren should have a battery backup. Chief Martin stated that he would have City Attorney Kramer review the changes to the resolution. This item was sent to the October 1, 2002 COW meeting. Assist 2002 — First Time Homebuyer Down Payment Assistance Program Ms. Pleckham distributed information from Stern Brothers & Co. regarding the program. They reported that after two months of the 2002 program being available, eight families have secured loans totaling more than $975,000.00. The year before $3.4 million in loans was secured. Resolution Establishing Who Can Accept Election Petitions Chairperson Spears reported that City Clerk Jackie Milschewski learned at the Illinois Municipal League (IML) that someone should be designated to accept election petition in her absence or as a backup. Clerk Milschewski suggested in a September 17, 2002 memo that Deputy Clerk Liz D'Anna should be considered her backup. The Committee discussed that they thought this was part of the Deputy Clerk's job and that this should be included in the new job description. Mayor Prochaska thought that Clerk Milschewski had a good suggestion and the matter should be reviewed by Attorney Kramer and if needed, he could draft a resolution. This item was sent to the October 1, 2002 COW meeting pending Attorney Kramer's review. Land Cash Proposal Ms. Pleckham stated that originally the County did the Land Cash valuation however they can't do this anymore. The Committee discussed a proposal received from Thompson Appraisals who can perform the service. The proposal was reviewed by Attorney Kramer and he found it acceptable. The cost for the service is in the budget and is under $5,000.00 so a bid is not required. The Committee discussed if Thompson was the only appraiser available. Ms. Pleckham stated that may be others however this firm has been handling this for other cities and is very experienced. The consensus of the Committee was to use Thompson Appraisals. This item was sent to the October 1, 2002 COW. Video /Alarm System at the City Building Chief Martin reported that Sergeant Ron Diederich contacted four companies regarding a video /alarm system for City Hall. He has recommended the lowest bid from Thomas Alarm Systems of Yorkville. Chief Martin also reported that Administrator Graff reviewed the information and was happy with the bid process and the Page 6 of 7 recommendation. The Committee discussed the bids and felt that a camera in the Council Chambers should be added. They were also pleased that a Yorkville company was being used. Funds for the system are in the budget. This item was sent to the October 1, 2002 COW. Human Resource Procedures Chairwoman Spears reported that this item was brought up by Alderman Munns regarding the City's policies regarding hiring, interviewing, applications, benefits and exit interviews. They discussed an incident that occurred regarding an applicant and a member of the City staff. The employee took away an application that the individual was filling out because a position was filled (City Collector). The Committee discussed the inappropriateness of the action, the proper way to handle taking applications and how long applications should be retained. Chief Martin stated that the labor attorney has directed that if there is no position available no applications should be taken. They also discussed telephone manners and customer service training needed by the staff. Chairwoman Spears stated that it was suggested that the Committee go over all the procedures when they review the Employee Manual. She felt this was a lot to accomplish at once and suggested the manual be reviewed first and then review procedures. This was agreed to and Chairwoman Spears stated that she asked the labor attorney if the Committee could get it several weeks in advance of a meeting so that the members have time to review it. She hoped that the manual would be done soon. The review of human resource procedures would be discussed again at the November Committee meeting. Sterling odifiers Inc. — Review/Update date Ci of Yorkville Code Book g � P City Chairwoman Spears reported that she was looking through the code book compiled by Sterling Codifiers, Inc. and found that the name of the City is incorrect in the beginning of the book. Mayor Prochaska noted that the codifiers do not update the whole book but only the sections updated by new ordinances. He stated that they were probably unaware of the City's name change. He suggested that staff contact Sterling to see what a general update would cost. Chairperson Spears also pointed out section 1 -6 -5, item a, which states that if there is a special City Council meeting called, the council members receive an extra $35.00 /meeting. She asked to clarify this. Mayor Prochaska stated that anytime a special City Council meeting is called this applies. Town Meetings were questioned and he stated he was not sure if that was considered a "special" meeting of the Council. l Mayor Prochaska noted that he spoke with someone from Sterling at the IML conference and she stated that there is software which would enable the code book to be on the City's website. He asked if someone could research this and Ms. Pleckham said she would. i Ordinance Establishing the Office of Executive Director of Parks & Recreation Ms. Pleckham reported that the ordinance for this job position was modeled after the one for Finance Director in an effort to keep the ordinances for positions similar. They discussed how "at will' employees are covered. The ordinance that specifies that at will positions are appointed yearly also needs to be updated to add the Executive Director's position. The ordinance still has to be reviewed by Attorney Kramer. i This item was sent to the October 1, 2002 COW pending legal review. �I Page 7 of 7 ADDITIONAL BUSINESS Tourism Coordinator Alderwoman Burd asked that if the Council renews the AACVB contract the Committee consider developing a position that would coordinate with them to help market Yorkville. Mayor Prochaska noted that Oswego has a Development Coordinator and he would like to investigate this position to see if Yorkville needs this. He also suggested a PR person. He stated that he would like research done on these positions so they could be included in the next budget. City Name Mayor Prochaska stated that he was not sure if the City is recognized as the Untied City of Yorkville. He has noticed that mail addressed to the City either comes addressed to the City of Yorkville, the United City of Yorkville or the United City of the Village of Yorkville. He felt this should be verified that the United City of Yorkville is recorded as the correct name. Injured Girl Chief Martin reported that an eleven - year -old girl who was injured in an accident on September 14, 2002 came to the Police Department with a thank you card. She sustained a black eye, abrasions, etc. Her sixteen- year -old sister is still in critical condition. None of the individuals involved in the accident was wearing seat belts. Park Board Meeting Notes Chairperson Spears noted that on page 3 of the most recent Park Board meeting notes referred to the children of Board members and City employees receiving discounts for Recreation programs. Park Board President Chris Rollins objected to the practice. Ms. Swithin stated that this has been an unwritten practice and asked for a policy in writing to address this. A motion was made by Bill Wedge that until a policy is written, it will no longer be the practice to extend discounts to board members or City employees for the use of facilities and/or programs. Chairperson Spears pointed out that they are going to write a policy for something that is illegal. She stated that Attorney Kramer stated that a policy should not be written for something that is illegal. Mayor Prochaska suggested that Attorney Kramer notify the Park Board regarding this and include a copy of the statute covering this. There was no further additional business. Meeting adjourned at 9:20 P.M. Minutes taken by Cindy Green. Minutes transcribed by Jackie Milschewski, City Clerk