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COW Minutes 2005 12-06-05 Pate 1 of 5 APPROVED 2/14/06 COMMITTEE OF THE WHOLE Tuesday, December 6, 2005 7:00 P.M. City Conference Room Present Mayor Art Prochaska Sergeant Rich Hart Alderwoman Valerie Burd Rich Guerard, Wyndham Deerpoint { Alderman Jason Leslie David Knott, Hudson Lakes Alderwoman Wanda Ohare Jeff Freeman, EEI Alderman Paul James John Whitehouse, EEI Alderman Joe Besco Kathy Farren, Record Alderman Dean Wolfer David Schultz, SEC City Attorney John Wyeth Scott Termine, Crowe Chizek City Administrator John Crois John Weber, Crowe Chizek Finance Director Tracy Pleckham Gregg Ingemunson, Attorney Bart Olson Craig Coffey, Chally Farm City Treasurer, Bill Powell Randy Scott, resident Lynn Dubajic, YEDC Nancy Scott, resident Sue Swithin, Superintendent of Recreation Phyllis Holtane, resident Dan Kramer, Attorney Ron Holtane, resident Michael Stargardt James Leed Mr. Rafiei Stephanie Rafiei Jim Olguin The meeting was called to order at 7:00 pm by Mayor Art Prochaska. Public Hearing — None. Presentations: 1. PC 2005 -53 Hudson Lakes — Concept Plan — This development is South of Raintree, and to the West of Prestwick of Yorkville. To the south of the development is farmland. It is 255 units on 141 acres which makes a density of 1.8 units per acre. There is an extension of Penman Road in the plans which would be a major collector road with left and right turn lanes at 126. There may be a traffic light at 126 and Penman road, but that will require a traffic study. The state will be redesigning the intersection of 126 and 71 next year., A stoplight at 71 and 126 would help the congestion greatly. This has a shared school site with Raintree and there is a potential of more land going to the school and park site from Hudson lakes. There are 3 parks surrounding this subdivision. Right now there is .85 acres dedicated to parks and the rest of the commitment would be in cash. The Aldermen would like to see the stubbed road continued through for ease in busing. There will be a per home fee for construction of roads in the surrounding area. It would be nice to see a larger green area for the creek. Page 2 of 5 2. ADM 2005 -13 2004/2005 Audit — This is in a new format. It follows the new governmental reporting requirements. John Weber and Tracy Pleckham explained to the Aldermen and the Mayor various things within the Audit report. Capital Assets had to be recorded and depreciated. Governmental Activities are things like the General Fund and Special Revenue Funds. Business type activities are things like the water and sewer activity. A management letter will be attached. A formal procedure should be adopted to accept the manual journal entries and adjustments to water billing. This will be in the same format next year. Any comments and questions should be submitted by Monday at Noon. This will come back to COW on December 20' and then to City Council for acceptance on December 27` Detail Board Report (Bill list): This will move on to City Council for consideration. Items Recommended by Committee for Consent A eg nda: 1. PS 2005 -01 Police Reports for September and October 2005 — These will go on to City Council on Consent Agenda. Some items were moved ahead because of the various people who were in attendance. Economic Develoament Committee: 7. PC 2005 -33 Chally Farm — Annexation Agreement — This is proposed to be an R2 annexation and zoning agreement with a PUD. More acreage was added to the park. There will be a trail system. There will not be an infrastructure SSA, and there will not be an active SSA for maintenance, there will be a backup SSA. There will be a buffer with landscaping along the back. The lots were enlarged, the detention was enlarged, and the connection into Pavillion Heights was removed. The water problems Pavillion Heights has currently will be fixed due to the detention. The preliminary plat has existing easements that were identified. Randy Scott asked if there was going to be a berm along the rear of the subdivision, would that create engineering issues. That is still to be determined. Mr. Rafiei was concerned about the water runoff and the detention pond, also the difference in the lot sizes. The developer has the right to ask for annexation into Yorkville and go through due process. This would be an orderly development within the city of Yorkville. This preliminary plat would go next to Plan Commission. They meet the 2 °d Wednesday of the month. The agenda is posted 48 hours in advance. 6. PC 2005 -32 Yorkwood Estates (Anderson Farm) — Annexation Agreement — This is proposed R2 zoning. A PUD was applied for in the annexation agreement. These could be custom and semi custom lots. The property would have 47% open space to preserve the trees. This has exceeded the annexation agreement requirements. I I Page 3 of 5 Public Safetv Committee: 1. PS 2005 -10 Parking Ordinance — Exhibit A, paragraph A, specific hardship was removed. The words upon application were added to the last sentence. Item 3 under paragraph B should be re worded and have its own heading. An item 4 should be added to go with item 3 — the opted out block would be good for 2 years, and then they must reapply. There would be no limit on reapplication. The city would have to notify the block of the expiration. An easier solution would be to have a petition to remove the exemption. Parking would be allowed on certain holidays such as Memorial Day, Labor Day, Thanksgiving, and December 22 through January 2 The policy will be adjusted and will move on to City Council for a vote. Economic Development Committee: 3. PC 2005 -49 Oak Grove Subdivision —1 1 / mile Review — This is the final plat, and it substantially conforms with the preliminary plat. It has 40% open space. The average lot size is 33,000 square feet. It will have curb and gutters. The trail systems connect with Tanglewood. This will move on to City Council. 9. EDC 2005 -02 Draft Economic Incentives Policy to Attract Commercial/Industrial Business — There was some discussion and explanation about what this was and how it came about. This will move on to City Council on Consent Agenda. 2. PC 2005 -51 Van Riper Insurance Agency — Rezoning of 708 -710 N. Bridge Street — This will rezone R2 to 131. There will be I 1 parking spaces and landscaping. There will be no parking in the common driveway. The agreement includes keeping the appearance of the building the same. The present owner will be grandfathered in and will be living in one side of the duplex for up to 1 year while they are looking for a place to live. A draft will be sent to the next COW and then it will move on to City Council. 1. EDC 2005 -06 Fox Road Southwest Area Transportation Study — There will be signalization at Greenbriar and Rt. 47. Greenbriar Road needs to be built before the various subdivisions because Fox Road and Pavillion Road will not handle the construction traffic. The sanitary, water, and roads could need to be front funded by the developer. John Wyeth will talk to Joe Wywrot to determine the cost and what exactly needs to be done up front. This will go on to City Council on Consent Agenda. Mavor: 1. Park Board Vacancy — There is a vacancy due to Richard Cornett's resignation. 2. COW 2005 -05 Fox River Ecosystem Partnership Membership Renewal — This membership costs $100. This is approved. Page 4 of 5 3. COW 2005 -02 Draft Ordinance Amending City Code for City Administrator Position — The term of the City Administrator should run with the Mayor's term. Alderwoman suggested the Administrator should also provide the Aldermen and the City Council information and advice on things dealing with discussions of the whole so the Aldermen and City Council are better able to make decisions. Under section D, the last sentence will be revised to read ... ordinance, job description, or directed by.... The Council as a whole may give direction, but the Aldermen must be able to request information or answers to issues before them. The paragraph titled Alternate Language Re Communication With Employees needs to go in the Governance Ordinance. This will come back to COW. 4. PB 2005 -02 Request for Ideas Proposals — There were 50 or 60 local businesses on a mailing list for ideas regarding ideas including parks and recreation issues, a senior facility, a parks facility, a recreation facility, skate park equipment, scoreboard issues, and the three submittals were for the Parks and Recreation department. The recreation department has an exclusive contract for a concession stand with Pepsi. In return they provide cash and/or scoreboards, water, pop, t- shirts, and banners. Sue Swithin would like to enter into another contract for a concession stand in Grande Reserve and get some scoreboards for Grande Reserve. The University of St. Francis would like to provide services for surveys and focus groups. The city would have to pay for their services. This proposal was similar to what the city had NIU do. Yorkville Land and Cattle with The Harbour Organization would like to build a Sportsplex. It would be a private facility with private clubs. It is unclear what they would propose to Yorkville for a facility use partnership. This will go on the Park Board Agenda, and the Park Board will make a recommendation on what a Partnership could be. 5. ADM 2005 -21 Grande Reserve Central SSA 2004 -104 Abatement Ordinance — This just states that there will be no SSA Tax next year. This will move on to City Council Consent Agenda. 6. ADM 2005 -22 Grande Reserve Total SSA 2004 -106 Abatement Ordinance — This also says there will be no SSA Tax next year. This will move on to City Council Consent Agenda. 7. YEDC Annual Membership Renewal — The annual membership fee is $45,000. This will be on the bill list. Citv Attornev: 1. PW 2005 -38 Raintree Village — Temporary Route 126 Entrance — Routine IDOT Highway Permit Application and Resolution — This will move on Consent Agenda. 2. PW 2005 -39 Amendment to Wilkinson Easement Agreement — This includes the abandonment of the Bruell Street pump station on Gawne Lane. There will be an additional 4' /z inch Blazing Autumn Maple tree planted at the city's expense not to exceed a certain dollar amount. The storm tiles will be videotaped and any crushed storm tiles will be replaced. Also the city will reimburse the Wilkinson's $1,500 for additional attorney's fees. The city will keep an eye on the water runoff going onto their driveway or over the curb for the next year and correct this if it is a problems. This will move on to City Council on Consent Agenda with the tree information included. Paize 5 of 5 3. PW 2005 -05 Revised Autumn Creek Water main Easement — This will be subject to an engineering review. This will move on Consent Agenda. Economic Develoument Committee: 4. EDC 2005 -04 Cornerstone Subdivision Name Change — This will move on Consent Agenda. 5. PC 2005 -37 Corneils Crossing — Annexation Agreement and Preliminary Plan - This will move to COW in January. 8. EDC 2005 -05 City Initiated Concept Plans — This will move to COW in January. Park Board: 1. PB 2005 -01 Congregational Church Shed Purchase — The shed will cost $600 and will remain on their property until such time it could be moved. This will move on to City Council on Consent Agenda. Public Works Committee: No Report. Administration Committee: No Report Executive Session: 1. The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine it's validity. 2. The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. Joe Besco moved to go into Executive Sessions for these reasons also including the City Attorney, John Wyeth, the interim City Administrator John Crois, the Finance Director, Tracy Pleckham, and the Deputy Clerk, Bart Olson. Paul James seconded the motion. All were in favor. Executive Session was begun at 10:57 pm and adjourned at 11:17 pm. Additional Business None. The meeting was adjourned at 11:18 pm. 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