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COW Minutes 2006 08-01-06 Paae 1 of 5 APPROVED 11/28/06 COMMITTEE OF THE WHOLE Tuesday, August 1, 2006 7:00 P.M. City Conference Room Present Mayor, Art Prochaska Jeremy Shaw, Zanch Coen & Wright Alderman, Dean Wolfer Judith Casey Alderman, Marty Munns Judith Vant Alderwoman Rose Spears William Woodward, KLOA Alderman Jim Bock Lynn Dubajic, YEDC Alderman Jason Leslie Jason Poppen, LAS City Attorney, John Wyeth Harold Oliver, HRM City Administrator, John Crois Phil Stuepfert, SEC Planning Public Works Director, Eric Dhuse Scott Mai, SEC Police Chief, Harold Martin Kathy Farren. Record Finance Director, Susan Mika E. Danforth Treasurer, Bill Powell Nancy Danforth Bart Olson Kyle Price Denise Kasper Michael Hughes, Pride Petrol David Mogle Mary Ann Kawczynski The meeting was called to order at 7:04 pm by Mayor Art Prochaska. Public Hearing None. Presentations: None. Detail Board Report Bill list): There was a question an page 11 about the June Web design. The money for design is not monthly. Glory Spies will be asked to send a memo for clarification. On page 19 there should be a breakdown of the charges for Traci Pleckham. The Aldermen will get a copy of the invoice. On page 24 there was a charge for water damage at 1204 Game Farm Rd. This is because the sewer backed up in someone's home. The insurance will be contacted to see if they will handle this issue. On page 25 there were some charges for computer issues. They were issues that needed immediate attention. The Bill List will move on to City Council for consideration. Items Recommended by Committee for Consent Agenda: 1. ADM 2006 -43 Monthly Treasurer's Report for May 2006 2. PS 2006 -30 Police Reports for June 2006 The Consent Agenda items will move on to City Council on Consent Agenda. Pace 2 of 5 Mayor: 1. Coffee with the Mayor: August 5 at William Ryan Homes, 2343 Sumac Dr. (Whispering Meadows, off Alan Dale) from 10:00 am until Noon. 2. Sewer Backup Repair Estimate — This home is not within the city corporate boundaries but the city does provide sewer and water services to the home. The damage was to a finished basement. The amount of the estimate was $19,843.12 with an additional request from the homeowner for $2,482.87 to replace items that were ruined by the backup. The city paid Service Master $5,401.29 to clean up the basement after the backup occurred. The claim was submitted to the insurance company. If there are a lot of claims, that will increase the insurance rates. There was discussion and explanations about how the claims are viewed. A formal policy can be put into place. Things to consider in the policy would be: inadvertent damage because of a blockage in the sewer main because of solids and tree roots, and homes that are not in the city boundaries, but are served by city sewer and water. There was a question about what warrants the city to have to pay for these claims. The residents pay sewer maintenance fees. The city would pay half the claim now. If the city were sued and found liable, then the insurance would pay. The money can come out of the sewer maintenance fund. This will move on to City Council for consideration. i Economic Development Committee: I. EDC 2006 -17 Building Permit Report for June 2006 — This will move on to City Council on Consent Agenda. 2. PC 2005 -52 Kleinwachter — Preliminary Plan — This is off the agenda. 3. PC 2006 -50 Prairie Pointe — Zoning — This is an 11.66 acre parcel with half of it already zoned B3. They are requesting the R2 portion be re -zoned to B3. There will be a 45,000 square foot building that Smith Engineering will occupy and there will also be a hotel, banquet hall, and a restaurant. The Plan Commission made a unanimous recommendation for this re- zoning. This parcel is immediately adjacent to the new Post Office. This will move on to City Council on Consent Agenda. 4. PC 2006 -34 Kendall Marketplace — Zoning and Concept PUD — The Public Hearing for the concept PUD has already been held. The Public Hearing for the Preliminary PUD Plan is scheduled for August 8 The single family homes in the development abut single family homes in the adjacent development. There is also a 4.4 acre park and land that can be used for a new Police Station. There are bike paths running throughout. The Right in Right out access is being considered for a full access point. There were recommendations from EDC in a draft of a development agreement for architectural standards. They will have masonry product on the front facades of all the single family units. Mayor Prochaska would like to see no less than 75% masonry product on the town homes. Each town home unit will have 2 enclosed parking spaces. They have designed the plans to tenant requirements. There will be approximately 4,000 parking spaces. The monument signage will be outside of the right of way. The plan commission recommended approval. i Paae 3 of 5 Harlem Irving will be the builder and the holder of the assets unless a sale of the property is required by the tenant such as Target or Home Depot. Kohl's, Super Target, Home Depot, Linens and Things, Office Max, Pet Smart, and Michaels have all submitted letters of intent. Alderwoman Spears asked how they would keep all the trucks off Cannonball Trail. There will be appropriate signage. Spears was also concerned about the traffic on Cannonball since it is a 2 lane road. There was a traffic study done and Cannonball will be widened to 3 lanes. The middle lane will be a 2 way turn lane. On Rt. 34 there will be right turn lanes into the development so there will still be 2 through lanes in each direction. The study can be provided. Alderman Bock asked how far the 3 lanes will go on Cannonball Tr. The road will taper back to 2 lanes just past the North access. Alderman Bock was concerned that Cannonball would become a cut through between Rt. 47 and Rt. 34. Alderman Wolfer suggested keeping the access onto Cannonball closed until closer to the opening of the stores. Mayor Prochaska suggested that when the money from the retail began to come in that money should be put toward Cannonball Trail improvements. This will move on to City Council for consideration on the Rezoning and Concept PUD. There will be a hearing for the Preliminary PUD. 5. EDC 2006 -18 Beecher Road Right of Way Intergovernmental Agreement with Kendall County — This is a right of way needed from the County East of the Copley property line. The County will not be responsible for building the road or the intersection improvements. The State's Attorney has received a copy of this and it is under review. This will move on to City Council for Consideration on Consent Agenda. 6. EDC 2006 -14 Zoning Ordinance Amendment for Building Height Increase — This ordinance was drafted in 2005 and never adopted. This will move on to City Council on Consent Agenda. Park Board: 1. PKBD 2006 -06 Raintree Village Park A — Equipment Purchase — Raintree Park A is 1 acre and Raintree Park B is .7 acres adjacent to the school. The equipment will be purchased this year. The Park Board sent out requests to 7 different companies and received 4 proposals. Both Raintree A and B will have a dinosaur theme Raintree A is for 2 -5 year olds. It is adjacent to the Raintree clubhouse. There will be 2 slides, some rock climbing apparatus, and 2 plastic dinosaurs. The sand area will have buried fossils. They will be attached to the foundation of the sand area. Raintree B is for 5 -7 year olds. There will be a walkway with a sitting area. It will have stamped concrete with fossil figures. The equipment will cost $32,275 and the total budget is $75,000. There is parking next to the clubhouse that can be used for the park. The approval to purchase the equipment will move on to City Council for consideration. Public Works Committee: No Report Paae 4 of 5 Public Safety Committee: 1. Public Safety Minutes — April 13, 2006 — The minutes were approved. 2. PS 2006 -32 Cannonball Trail @ John Street Signage — Currently there is a Yield on Cannonball Trail in both directions. Sheriff Randall is requesting that the intersection be a 3 way multi stop intersection. Chief Martin suggested following the law or having the County take jurisdiction over the intersection. Mayor Prochaska, chief Martin, and John Wyeth will put together a letter explaining the city will obey the laws and statutes of the state. 3. PS 2006 -33 Early Delivery of Three Additional Squad Cars — The cars are in now. The city has taken delivery of 1 already. One of the squads was involved in a crash. The insurance will pay some of the cost of the new car. There is a cash flow problem with these cars being ready early. The advantage of taking them now is that the police department will definitely get them. If they are put off until later, the police department may not get them. The P vehicle was not expected and is not in the budget. The money can be borrowed from the reserve if the reserve is paid back. This will go on to City Council for consideration on Consent Agenda. 4. PS 2006 -34 Private Street Names — The motion to vote for approval will move on to City Council on Consent Agenda on August 8th 5. PS 2006 -18 Request to Limit the Number of Liquor Licenses — this is off the agenda. Administration Committee: 1. ADM 2006 -42 Hiring Policy (non- department heads) — The staff notes will not be included in the handbook, just the narrative. This must be run past the employment law specialist. This will be postponed until it is reviewed by the attorney. 2. ADM 2006 -52 Strategic Planning — This will not take the place of the ongoing reviews of processes in the city. John Crois would like to get proposals to develop a vision plan from a facilitator. A copy of the St. Charles Business Plan was included in the packet. 3. ADM 2006 -47 Monthly Budget Report for May 2006 — This is an FYI. 4. ADM 2006 -48 Monthly Treasurer's Report for June 2006 —This will move on Consent Agenda. 5. ADM 2006 -49 Monthly Budget Report for June 2006 — This is an FYI. 6. ADM 2006 -50 Clerk and Treasurer — Elected or Appointed Positions — this is off the agenda. 7. ADM 2006 -51 School Fee Amendment — This clean up catches up with state state law and includes the state statute for use of funds. This will move on Consent Agenda. Additional Business Alderman Wolfer would like to see the Zoning department and the Engineering department start funneling through Travis Miller. Alderman Wolfer also suggested that developments with high densities should be asked to build the civic buildings, such as a building for the Fire Department. He would also like to address the densities and standards. Paae 5 of 5 Susan Mika said the copy machines are on a 5 year lease, and there is 18 months left in the lease. The large machines break down after 2 million copies, and that was reached at 3 years for this copier. There is a service contract where someone can come out and fix it, but the breakdowns are causing overtime because one of the machines are down. To add a new machine would mean a new lease. The cost would go from $1700 per month to $1996 per month. The new lease agreement will be on the City Council Agenda for a vote. The meeting was adjourned at 9:40 pm. Minutes submitted by Laura Leppert. I I I �I PLEASE SIGN IN MEETING:�,�_ DATE: NAME BUSINESS PHONE # ro } 1 5c-r' M/a, Sc L 25 3 - '75Co0 cc x_30- -5s3 -r3/3