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COW Minutes 2006 05-16-06 Page 1 of 8 APPROVED 7/11/061 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE Conference Room Tuesday, May 16, 2006 — 7:00 pm In Attendance: Citv Art Prochaska - Mayor John Crois — Interim City Administrator Jim Bock — Alderman Bart Olson — Assistant City Administrator Rose Spears - Alderwoman John Wyeth — City Attorney Dean Wolfer — Alderman Travis Miller — Community Development Director Paul James — Alderman David Mogle -Parks & Rec. Exec. Director Lynsey Johnson — Administrative Assistant Eric Dhuse — Director of Public Works Denise Kasper — Payroll & Benefits Specialist Ron Robinson — IT Technician Bill Powell — Treasurer Guests Heather Gillers — Beacon Neivs Kathy Farren — Kendall County Record Lynn Dubajic — YEDC R. T. Stanciu — Windham Homes Tom Grant — Rivers Edge David Branch — Hallmark Homes David Waden — Land Vision Mayor Prochaska called the meeting to order at 7:20pm due to an Executive Session immediately prior to C.O.W. PUBLIC HEARING: None PRESENTATIONS: 1. Six Pillars of Yorkville — Concept Plan David Branch of Hallmark Homes and David Waden of Land Vision were in attendance and gave a presentation for Six Pillars. It is bounded by High Point Rd. and Walker Road and sits on 350 acres with 618 single - family homes planned. A park site is also proposed. Wheeler Road will be continued through this development from the MPI South project. Mayor Prochaska commented that the density of 1.76 units per acre exceeds the maximum density of 1.75 in the Comprehensive Plan. Under the plan, the developer must demonstrate why the City should allow the greater density. Mr. Branch said the request would probably be scaled back due to an earlier meeting with the school. In addition, the Park Board would like the park to be i II Page 2of8 contiguous to the school. The Mayor also said the Plan Commission was concerned about the traffic on High Point Road if the school was built there. This presentation concluded at 7:30pm. DETAIL BILL LIST: Following are the questions and responses regarding the bill list: Page 33: Legal matters -- Seyfarth Shaw, was not considered direct negotiations and therefore placed under Administration expenses Page 40: Ace Radio Shack — wireless router, was for Council Chambers Page 44: Annual Management Association - $950 —fee is for advice for employee issues, review of job descriptions, is a resource for Human Resource questions, also provides training. This membership has been retained for 3 years. Page 16: Jensen Entertainment—DJ service for appreciation dinner. The bill list will move to City Council for consideration. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA: 1. ADM2006 -33 Monthly Treasurer's Report for March 2006 There were no comments and the report will move to City Council. MAYOR: There will be a Coffee with the Mayor at the Silver Dollar Restaurant, May 20 (Following item taken out of order) PUBLIC WORKS 8. PW 2006 -88 River's Edge Subdivision – Watermain Recapture As part of the annexation agreement, the developer was eligible to apply for recapture of part of the Fox Road watermain costs. Attorney Tom Grant said Joe Wywrot sent a letter on February 7th giving the background for the recapture and all the conditions have been met. An expiration date of 20 years was used for the agreement. The Mayor said this was a standard agreement. This information will be recorded and nearby property owners will be notified that City water services are available if so desired. This matter will go to City Council for consideration on the consent agenda. An ordinance will be forthcoming as well as the revised final agreement. (Returned to order of agenda) ADHOC TECHNOLOGY COMMITTEE: 1. Tower Rental and Wireless Internet Service Mr. Robinson said the City had sent out RFP's and only one had been returned which was from PDQLink. The proposal would allow the water towers to be rented in exchange for high speed access for residents. He said this service would not affect cellular service and that the frequencies Page 3 of 8 are different. He added that he had sent queries to nearby towns regarding rental of towers, however, he received no replies. Free access in the parks would also be offered as well as possible service in the schools and library. This service would not replace the T -1 connection. The Mayor suggested including language in the contract regarding locations of possible free service. He also said it might be helpful to include it at City Hall for people giving presentations. Wireless service would be needed for the proposed laptop computers for the Council members, however, laptops are not in the budget at this time. Mayor Prochaska asked Mr. Robinson to meet with PDQ and draft a contract for review. Language should be included regarding interference and non - performance. i ECONOMIC DEVELOPMENT COMMITTEE: 1. PC 2006 -20 Pulte Homes — Westhaven — Amendment to Annexation and PUD Agreement and Zoning Matt Cudney was present to answer questions regarding the amendment. Alderman James said he wished to limit the number of stoplights along Rte. 47. Mayor Prochaska said the City has been working with the developer to address that issue and will use frontage or ring roads as a solution. Access to the east was discussed, but Mr. Cudney said none is planned at this time due to berms and the fact that the residents would not want traffic on private streets. The Mayor said the City is certain to receive calls asking why there is no access to the commercial area without driving onto Galena. Mayor Prochaska suggested gating the community so that the development does not become a cut - through, however, Mr. Cudney said it is very expensive to have a gate and remote control openers for all the residents. Mr. Cudney said that a potential gate should be left up to the homeowners association. Mayor Prochaska concluded by saying he wants the access road to remain. The developer will meet with Attorney Wyeth to determine language in the agreement. This will return to the Council for further discussion. 2 EDC 2006 -12 Revised PUD Ordinance It was noted that this item should have been on the June 6 agenda. This will move forward for a vote on the consent agenda next week. 3. EDC 2006 -11 Jefferson Street /Route 47 — IDOT Improvement Concept Plans Travis Miller had requested this item to come back to the Council as there was no official action when Mike Schoppe gave his presentation. It was noted that no vote was needed from the Council to work with IDOT and that previous discussions were a matter of public record. No further action was taken. Page 4 of 8 PARK BOARD: 1. Grande Reserve Park D — FYI David Mogle said this 5 -acre park has a school theme and is one of 9 parks in Grande Reserve. A trail within the development will connect with a regional trail. He explained the various amenities of the park and noted the total budget was $66,900 with the developer purchasing and installing the equipment. It is expected to be complete by August. PUBLIC WORKS COMMITTEE: 1. PS 2006 -19 Drivewa y Regulation Modifications to Zoning Ordinance This issue had been discussed in the Public Safety committee meeting. Mr. Miller stated there were suggested modifications to the zoning ordinance and they stem from the parking ban. He detailed the various recommendations and said the changes were highlighted in a memo. Alderwoman Spears noted particular problems with cul -de -sacs. There was a discussion of widths of driveways, garages and setbacks. Eric Dhuse suggested setting a maximum width for a 30 -foot drivewy that includes flares and bring this issue back to C.O.W. It will be discussed again at the June 20 C.O.W. 2. PW 2006 -80 Heartland Circle Bond Reduction #6 Mr. Dhuse said this is a standard bond reduction and that Mr. Wywrot had recommended it move forward. It will be placed on the consent agenda. 3. PW 2006 -82 Raintree Village Unit 6 —Construction Guarantee Some work was already done at this site and this item is to set the letter of credit. Mr. Wywrot gave a positive recommendation for this and it moves to the consent agenda. 4. PW 2006 -83 Rob Roy Creek Interceptor (North Branch) — Construction Inspection Documents from Walter Deuchler & Associates were included in the agenda packets. This item is the proposal for the interceptor north branch inspection at a cost not to exceed $75,600. Alderwoman Spears asked if the City approves a fee schedule for Deuchler. Mayor Prochaska said the developer pays for this project and the City oversees it. Ms. Spears suggested that the fee schedule should be reviewed even though the developer will pay the costs. This will move to the consent agenda. Mr. Crois will also talk with Walter Deuchler about the engineering fees and this matter will return to the Public Works committee. 5. PW 2006 -84 Galena Road Watermain — Plat of Easement This document is needed to be able to connect the water main from Grande Reserve to Bristol Bay. The two new wells will be connected into the existing system and this will allow water to be pumped on the north side of the City. This will move to the consent agenda. 6. PW 2006 -85 Public Works Project Update 7. PW 2006 -86 New Backhoe Purchase Mr. Dhuse said these items are project updates for the Council. Bids will be opened on May 19th for the replacement of a backhoe purchased in 1992. The King Street well is nearly complete and wells #3 & 4 are almost done including the buildings. The Mayor asked about the striping the Page 5of8 County had done on Van Emmon and said it stopped when it got to the City. He asked Mr. Dhuse to research that. 9. PW 2006 -89 Recommended Nominees for Historical Street Names Public Works is the starting point for street naming. Mr. Dhuse listed the suggested names and said the Human Resource Commission gave their approval. This will move to City Council on the consent agenda. When they are approved, Engineering will furnish that information to the Post Office and KenCom. 10. PW 2006 -90 Countryside Parkway (E. Kendall —Center Pkwy.) -Bid Results Aurora Blacktop was the only bidder for this road project with a cost of just over the engineer's estimate. This was due to the increase in petroleum products. This will move forward to the consent agenda. PUBLIC SAFETY COMMITTEE: No report. ADMINISTRATION COMMITTEE: 1. ADM 2006 -28 Hoover Boy Scout Camp — Update on Process John Crois said CorLands is holding property that Grande Reserve is donating to the City. Mr. Crois and Mr. Mogle have met with grant consultants for a possible grant for the property that is located on Kennedy Road by Blackberry Creek The initial 3 -year agreement that stipulates CorLands would hold property for the City expires this July. It can be extended for two additional 1 -year periods at $10,000 per year. Mayor Prochaska clarified that CorLands is still holding a piece of land at Hoover and the parties to this agreement are: Boy Scouts, City of Yorkville, Forest Preserve and CorLands. The goal is to find the money to purchase the remaining third of the property from CorLands. At one time it was hoped to be able to swap the pieces of property, however, that did not come to fruition. The City currently has a "Use Agreement" for the Kennedy road property. The property can be used as a "match" for a future ASLAD grant. To use it as a match, CorLands must still retain the title. This is one of the decisions the Council must make -- to either allow CorLands to own it and find matching grants or if the City takes ownership, the City cannot obtain grants. Mr. Crois advised again owning the property and said a suggestion had been made to form a foundation in order to hold the land, however, there is not sufficient time to form a foundation by July 11 The Mayor suggested attempting to secure a grant and asked if the agreement with CorLands could be pro -rated subsequent to formation of the foundation. Mr. Crois noted that the grant- writers encouraged future developers to donate more acres than necessary. Those extra acres would go into the foundation and the developer could benefit from tax deductions. Page 6 of 8 After a long discussion, it was decided that Mr. Wyeth and Mr. Crois will draft a contract to have CorLands continue holding the land at a cost of $10,000 and ask them to pro -rate the costs if a foundation is formed. This matter will move forward to the June 6th C.O.W. 2. ADM 2006 -13 Hiring Policy This proposed policy suggests that recruiting agencies should be used for hiring the City Administrator, Police Chief and Director of Parks and Recreation. Ms. Spears asked if the discussion could be postponed until more Aldermen were present, however, the committee members did have a brief discussion. Attorney Wyeth suggested this matter should be in the form of a policy rather than an ordinance and it was felt that this matter should move forward. The policy would be established by a vote on a resolution that Mr. Wyeth will draft. The Administration Committee will discuss the basic hiring policy again at a future meeting. 3. ADM 2006 -31 Staff Salary Survey Bart Olson summarized the two memos contained in the agenda packet. Alderwoman Spears suggested postponing this discussion until a "plan of hires" was ready, however, the Mayor said this item referred to the current employees. It was noted that Yorkville is below the salary level of some other municipalities. Mayor Prochaska said it was important to find "salary ranges" for the various positions and not necessarily changes individual employees' salaries. A few salaries are currently above the ranges and there was discussion on how these would be handled. In these , instances, the range would be allowed to be unchanged for a few years rather than lower someone's salary. COLA and raise information were included in the survey. The survey interpretation was also briefly discussed. This item will return to the June 20 C.O.W. LEGISLATIVE TASK FORCE: 1. Task Force Report Alderman Bock said there were still some typographical errors and duplication in the document. He also noted that one portion stipulated that each Alderman is allowed five minutes to speak and then two minutes, while the Mayor was only allowed five minutes. He felt all should have equal time. Mayor Prochaska said that Robert's Rules allows the Mayor to summarize a discussion and hoped that summarization would not be his allotted time. That needs to be addressed in the document. He also noted that a super majority is needed to override the Mayor. Many of the items in the Governing Ordinance came from Robert's Rules and the purpose was to condense the rules that govern the City. Alderman James suggested that it would be a good idea to reference Robert's Rules in the document and the committee agreed. The term "Mayor's Ruling" was also questioned. Attorney Wyeth also identified some corrections /clarifications that were needed. It was noted that this document will come back to committee many times before its approval, when the rules contained it are applied to future meetings, i.e. speaking five minutes and then two minutes. It was questioned whether or not this format would apply to the Committee of the Whole Meetings and other I Page 7 of 8 committee meetings where the atmosphere has previously been informal. The Mayor encouraged the committee members to consider that aspect. There was also a brief discussion of the following points: the right of Aldermen to hold ward meetings and possible necessary notifications to other Aldermen, no provision for the Mayor to be allowed to hold a meeting with constituents, the "dress code" under Ethical Standards" is vague, the ability of the Mayor to designate an official spokesperson —can it be someone other than an Alderman? Attorney Wyeth will make the corrections /revisions and they will be discussed at a future meeting. ADDITIONAL BUSINESS: Alderman James asked about a recent State road repair project on Rt. 47 south at Rte. 71 and Walker Road. He asked how there could be money for this overlay project, but not for Rte. 47 in Yorkville. He said the road was basically in good shape and wondered why the money was spent on this and not used on widening. Mayor Prochaska said that Rte. 47 widening is in a budget not yet passed. He suggested sending a letter to the Governor and General Assembly and asked Attorney Wyeth to draft one. Alderwoman Spears said the Administration Committee had asked Bart Olson and John Crois to research recruitment of an intern for Finance, Community Relations etc. Mr. Olson said he chose not to have an intern in Administration, but is looking into one for Finance. The deadline for an MPA intern was in April, but an undergraduate could be arranged. Ms. Spears said that ordinances should include maintaining traffic control signs in the Countryside area, even though it is privately owned because some of the signs are fading. The Mayor suggested researching the International Code for references to such signs. Ms. Spears also said that Grande Reserve has not updated their handicapped signs to state the fine is $250 for illegally parking in those spots. Mayor Prochaska had two issues to discuss. He said the City needed to pass a resolution opposing a commerce and energy group that would take franchise rights away from the City. He had a sample draft of such a resolution from another municipality. Additionally, he wants to upgrade the cable ordinance to redefine what constitutes cable service. Part of the Lightspeed project requires very large boxes to be installed throughout the City. Each box serves only about 300 homes and that would require several boxes throughout the City. He said some communities have placed moratoriums on this project until more research could be done. Attorney Wyeth was directed to draft a document regarding this project. Page 8 of 8 Bill Powell suggested a laser pointer for use in conjunction with presentations. There was no additional business and the meeting was adjourned at 10:20pm. Minutes respectfully submitted by Marlys Young, Minute Taker i PLEASE SIGN IN MEETING: / DATE: 5/1(" NAME BUSINESS PHONE # nom, coq 553- SS3 gyp. cc-\ 3 ?35(6G I � �`�'I�U.�°ol i.(, W /��,C�r.�r - t� - ,u.¢ -dam ���✓ ` �S�t� �vv5 iVV