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COW Minutes 2005 04-19-05 n Page 1 of 9 APPROVED 6/28/20051 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE City Conference Room Tuesday, April 19, 2005 - 7:00 p.m. In Attendance: Cit-V Art Prochaska - Mayor Tony Graff — City Administrator Paul James — Alderman (left 10:55pm) Traci Pleckham — Finance Director Val Burd - Alderwoman Eric Dhuse — Public Works Director Richard Sticka — Alderman Kelly Kramer — Attorney Rose Spears - Alderwoman Harold Martin — Chief of Police Larry Kot — Alderman (left 10:55pm) Laura Brown — Executive Director, Joe Besco — Alderman Parks & Recreation Bill Powell — City Treasurer Bart Olson — Intern Guests Lynn Dubajic — Dean Wolfer Economic Development Director Allecia Vermillion — The Beacon News Jason Leslie Matt Cudney — Del Webb Pollie Baumann Olga Sebby Kathy Farren — Laura Ross Kendall County Record Gary Golinski Heather Fiala Van Truman John Whitehouse — EEI Jeff Freeman — EEI The meeting was called to order at 7:02pm by Mayor Prochaska. PUBLIC HEARINGS: None PRESENTATIONS: 1. Pulte Homes — Del Webb Development Matt Cudney of Pulte Homes/Del Webb was in attendance to give an overview regarding the Del Webb concept. He explained they currently have property under contract on the border of Yorkville. Del Webb is an adult community geared to persons 55 or over. He said that Del Webb residents have no school age children, but do pay taxes, use less water and generate less waste. Mr. Cudney said a concept plan will be submitted in the next week or two and will include 1200- 1300- homes. He said they are working with other developers on the commercial property at Rt. 47 and Galena. Ms. Burd commented that she had heard negative comments about landscape upkeep. Page 2 of 9 Mr. Cudney said landscaping is maintained by the homeowner's association. Mr. Cudney's presentation concluded at 7:22pm. 2. Grant Writer Contract Renewal — Laura Ross — Admin 417105 Laura Ross, Grant Writer, gave an overview of the status of grants that have been submitted: 1. $128,000 OSLAD grant for Cannonball Estates was received. 2. Grant will be submitted for Rice Park at River's Edge. 3. Bike trail program grant has been submitted. 4. Working on Whispering Meadows project grant. 5. Looking at stormwater grant from EPA for Bristol Bay 6. No public safety grants available at this time. Ms. Ross' contract expires in May and it was noted that $200,000 in grants have been received in return for her $14,000 salary. In addition, Ms. Ross works as a liaison with grant staff in Springfield. Ms. Ross said that the amount of money received is governed by the size and elements of the project. Grants for senior citizen projects were requested by Ms. Spears, however, a plan must be in place before a grant application can be submitted. Ms. Ross will provide a list of grants available. DETAIL BOARD REORT (Bill List): Ms. Spears questioned the nature of the overtime for the Police Department. Chief Martin stated it was primarily for court and replacements for ill officers and he said overtime averaged $1400 - $1500 per month. Overtime for Public Works is due to monitoring pumps and wells on the weekend and flushing pipes. Ms. Brown said that Parks overtime was for after -hours meetings and additional maintenance of ball fields due to rain. She added that their college part- timers are not on board yet. No further action or discussion on these items. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA: No items. MAYOR: 1. Future of the Park Board —COW 3 -15 -05 Alderman Besco thanked Tammy Smock and Heather Fiala for their feedback and said the original purpose of the discussion was merely to try and streamline government for efficiency. The Mayor added that many residents had expressed their approval of the Park Board and their input. Ms. Spears also commended the group and said that the Board members spoke of working together and making group decisions. She stressed that stronger communication is needed with the various boards and committees. Ms. Burd said that aldermen presently attend various committee meetings and she suggested that the various Boards could send a liaison to Council meetings on a rotating basis. Page 3 of 9 In addition, Mayor Prochaska said he would like to hold a workshop in September and invite the various boards to express their thoughts and ideas. It was noted by Alderman Besco that Parks and Public Works meet on the same night and Parks is under Public Works. Meeting schedules should be addressed. Ms. Spears suggested that the Park Board add to their agenda, the idea of a rotating liaison so that their ideas can be brought to the Council. Ms. Burd said that the School Board should send a liaison to the Parks meetings as well. Another idea from the Mayor was to post agendas on the website and more community input was also invited. There will be no further discussion on this item. 2. ZBA 2005 -09 — 802 S. Main — Request for Setback Variances — ZBA 416105 Ms. Pollie Baumann attended this meeting to represent resident Marama Leifheit on a zoning variance request. Ms. Baumann stated the variance requests: 1. Side yard setback reduction by 5.6 feet - from 30 feet to 24 feet 2. Rear yard setback reduction by 22.8 feet - from 40 feet to 17.2 feet These variances were requested for an addition to Ms. Leifheit's home. Only the second request requires Council approval and Alderman Sticka recommended approval of both requests based on ZBA findings. It was noted that there were no objections from neighbors. This matter will be moved to City Council for a vote on April 26 1h . 3. Blackberry Creek Watershed Program Contribution Request A request was received from the Conservation Foundation for monetary support of watershed projects. Mayor Prochaska recommended a continuing partnership and support of this request. This item will move to the City Council on consent, pending the passage of the budget. ECONOMIC DEVELOPMENT COMMITTEE: 1. Prestwick of Yorkville Annexation Agreement — CC 2122105 Public Hearing This development encompasses 195 acres at the corner of Ashley & Rt. 126. It was noted that Mary and Edward Block own property on 3 -1/2 sides of this parcel of land and will ultimately abandon their access onto Rte. 126. They will be deeded a 30 foot strip of property with access to Ashley Road. Discussion turned to the utilities. Alderwoman Spears said she would prefer to have the utilities underground. Mayor Prochaska added that he would like to see what is involved in burying utilities and referred to Grand Reserve's attractive appearance. It was noted by Alderman Sticka that the City should consider putting this underground utility requirement in the subdivision control ordinance so that this would be uniformly applied. A meeting of local Mayors and Corn Ed will be held in May according to Administrator Graff, which will address costs of burying these lines. Mayor Prochaska noted an error on page 5 of the annexation agreement. The money that goes to the Fire Department is $1000 per home with $500 being half of that fee. He also stated that the Page 4 of 9 Library had asked for $250 to be paid upfront (at time of final plat) towards their building expansion. Alderman Sticka added that he approves of annexing the area, however, he does not approve of development until traffic issues are resolved. The appropriate changes will be made and submitted by April 2I 2. Aspen Ridge Estates Annexation Agreement — CC 3122105 Public Hearing Administrator Graff said that the attorney had emailed a letter requesting this item be tabled until the next C.O.W. 3. Lincoln Prairie Yorkville Annexation Agreement — CC 3122105 Public Hearing This is an industrial park on Eldamain and Corneils Road. Mr. Graff stated that the developer has asked for a reverter clause to revert back to residential use in the northern sector after 5 years. After discussion with the attorney, 10 years was decided upon. Alderman Sticka stated that the Council had made a goal of having a lift transfer station and the area in question is suitable for that. He would like the developer to be responsible for that in exchange for a possible reverter clause, but overall he is not in favor of a reverter clause. Alderman James said he favored more industry and fewer homes. The language regarding the hunting allowance was also discussed. Mr. Graff stated that in other developments by Mr. Hamman, hunting was allowed. Alderwoman Spears questioned the hunting and it was pointed out that hunting is not allowed by City ordinance in the City limits. She cited an example in Oswego where hunting was allowed and it became an issue. The committee members said they were not in favor of the hunting allowance. Attorney Kramer will research the State Statute. Revisions to the agreement will be made and submitted before Thursday, April 21 This item moves to City Council. 4. Landscape Depot Annexation Agreement — CC 3122105 Public Hearing This business is located at the intersection of 126 and 71. The property owner and his attorney were both present at this meeting. Due to the realignment of these two highways, Landscape Depot requested flexibility for a 2 -sided entrance on their site plan. IDOT's plan shows egress /ingress served by a bypass to connect to old Rte. 126 if the City accepts dedication as a street. The use of the well and the sewer on the property were also discussed. A detention area will be built as well as a building/design center The City will meet with Com Ed to determine where power poles /underground utilities can be placed. Mr. Powell reminded the committee that electric line problems are more difficult to find when the utilities are buried. This matter will move on to City Council next week. Page 5 of 9 5. Bristol Bay Annexation Agreement and Preliminary Plan –COW 416105 The annexation agreement was presented with changes recommended by the City Attorney. Administrator Graff reported that the City has met with EEI regarding stormwater and then asked the developer to front -fund a wetland design. Language was included to cover the reimbursement for this design on page 22. Grants will be applied for, but a design is needed prior to the application. Provisions for participating in the County Road Fund were also included in the agreement. However, Alderman Sticka noted that the City had not yet endorsed this plan because the funds might be used to repair roads in other parts of the County. If this plan is revised within 12 months, the City will agree to it. Alderman Besco asked to see "Exhibit G" referred to on page 14 of the agreement. This relates to the use of the Rob Roy interceptor and the easement near the north edge of Rte. 34 and Faxon Road. The signs for this project are in conformance with the sign ordinance, however, a permit is still needed. Administrator Graff will check into the permit status. Alderwoman Spears noted a change to the second sentence on page 36, changing water availability to 150 feet rather than 300 feet of the model home. She also questioned the last sentence of this page —the no permit requirement. Mr. Graff will verify. Utility lines were also briefly discussed and the attorney for Bristol Bay agreed to research. Language will be changed on page 7 so that the City does not bear the sole responsibility of easements and public improvements. This was on a request by Mayor Prochaska. The Mayor also spoke on behalf of the Library Board who asked for 50% front - funding by developers. The attorney for Bristol Bay said he will present his changes and answers by April 21 This item will move forward. 6. Engineering Enterprises... Proposal for Feasibility Study ofA Western Roadway Corridor Between Route 34 and Baseline Road and 7. Smith Engineering Needs and Feasibility Study for Fox River Crossing Alderman Kot had previously suggested that these two items should be studied separately after a need is established. The Mayor said Smith Engineering is currently working with small property owners in the area and Smith should be considered for the river crossing project. They are also working with IDOT and the Prairie Parkway and already have much of the information needed. Alderwoman Burd added that an engineering firm she spoke with, expressed their optimism that the Eldamain bridge would be built. She also suggested that the Council seek an RFQ rather than just award the job to EEI. Page 6 of 9 Alderwoman Spears stated that the City has an agreement with Smith Engineering at this time, on an on -call basis. And she added that the Council has an agreement with EEI as well. She would like to see an inter - governmental agreement with the County on Eldamain Road improvements and contribute money rather than spend extra money on studies. However, the Mayor said that Yorkville taxpayers would then be contributing towards a County bridge. Overall, he said, the Council needs to look to the future. Alderwoman Burd said easements need to be marked with signage to indicate future road sites and right -of -ways. Residents of her ward have expressed that felt they have been misled about paying extra money to live near open space and now roads may be built nearby. Alderman Sticka agreed with Ms. Burd and said some residents feel they have been deceived about future roadways. He said the Council is just trying to find a solution to traffic problems. One homeowner stated no roadway had been indicated on their plat. Mr. Whitehouse added that future roadways should be indicated on a final plat or on a title policy. It was suggested that developers should pay for the cost of signs and maintain them. The Attorney was asked to research the legalities of this idea. In conclusion, EEI will do the Beecher Road evaluation from Rt. 34 to Baseline since they are already studying the Fox Street area. Alderman Besco questioned if any fees could be recaptured. Possible recapture of fees could be from roads. Part 2 is a needs assessment for a bridge that will be done by Smith Engineering. The EEI Beecher Road evaluation will be on the Council agenda for a vote next Tuesday. PARK BOARD: 1. Park, Gazebo, Shelter Reservation Policy Update — COW 416105 Parks Director Laura Brown reported the fees for the large shelter will be reduced and the Police Department will be notified when large groups use the shelter. A policy may be put in place that would charge a fee for large groups for police service or traffic control, according to Chief Martin. This item moves to the City Council consent agenda. 2. Agreement Renewal for Congregational Church — Park Board 4111105 This agreement is for a one -year renewal of the use of the church as a pre - school site. There is no increase in fees or change in the agreement. The Park Board recommended the renewal and it will move to the Council consent agenda. 3. River's Edge Park II — Concept Design and Request for Town Meeting — Park Board 4111105 The Park Board owns a corner lot at Wyndham Circle and Stony Creek that is indicated as a tot lot. There is a $15,000 budget for this park. Ms. Brown said that there has been interest from the developer as well as other groups, for this to be a volunteer project. She requested permission to hold a town meeting to solicit opinions for this park. A direct mailing for a 2 -mile radius will be completed, to notify residents of a meeting. Since this action does not require a vote, it was the consensus of the committee members to proceed with a town meeting as requested. Page 7 of 9 PUBLIC WORKS: 1. Cannonball Estates Phase 2 —Letter of Credit Reduction #4 —COW 416104 and PW 3128104 2. Cannonball Estates Phase I —Letter of Credit Reduction #5 —COW 416104 and PW 3128104 Alderman Besco reported this is the first time that he is aware of, that Mr. Wywrot did not recommend approval of credit reduction letters. Attorney Wyeth concurred with Mr. Wywrot since the developer has not fully complied with the punchlist in a timely fashion. Attorney Kramer recommended that Attorney Wyeth contact the developer and advise him of the Council's feelings. Mayor Prochaska cited an earlier letter from Mr. Wyeth that stated that the matter can come back to the Council when progress is made. PUBLIC SAFETY COMMITTEE: No report. ADMINISTRATION COMMITTEE: 1. Special Census Agreement —Admin 417105 Administrator Graff said there is a proposed contract to initiate a special census at a cost of $172,512. A $106,351 advance payment is requested at the time of the contract signing. The census will take 90 days. Alderman Besco asked if there would be an advantage to wait until fall when the building season slows down. Mid - October is the projected time frame for the census according to Mr. Graff. A request was made by the census takers to complete the study before the time change in the fall. The amount of additional state income tax was discussed and Mr. Graff stated that a full year of taxes would be lost if the census is postponed. Ms. Spears asked if there were grants available for this project and she cited the Village of Montgomery. However, it was noted that Montgomery had participated in a pilot program and no grant money is available. This item will move forward to City Council for approval in relationship to the budget and revised budget. 2. Land Cash Valuation Analysis & Report —Admin 417105 Dave Thompson of Thompson Appraisals completed an annual analysis of land cash and recommended a value of $80,000 per acre. The current value is $73,500. It was suggested that the land cash ordinance be revised to reflect that amount and a resolution would be needed for that update. This item will move forward to City Council for a vote. Page 8 of 9 3. Resolution Declaring Intent to Issue Special Tax Bonds for Autumn Creek SSA — Admin 417105 The annexation agreement has been approved for this development and this resolution declares the SSA for Autumn Creek. Bonds will be issued to pay for the infrastructure and the City will not incur any costs as a result. This item will move forward to the City Council agenda. 4. Resolution to Dissolve and Transfer Chiefs Account — Admin 417105 This account was opened in the 1980's when drug seizure fines were deposited into a segregated account. That money now goes into the C -PAT account and there has been no activity on this account that contains approximately $24,000. This item will move to City Council consent agenda to close this account and transfer the money. 5. DentaUVision Self Insured Plan —Admin 417105 The labor attorney recommended that this plan be allowed to dissolve when it expires after a 2 -year period. The City will not incur any cost. Administrator Graff said there are currently fewer than 20 employees who have rollover and this will be tracked. No further action was required. 6. Revised FY 04105 Budget 1. Mayor Prochaska said a legal opinion is needed to see if funds can be reserved for new programs slated to begin. There is currently $80,000 in contingency to possibly be used for those projects. 2. A Community Relations person was discussed and $3,000 is needed for a workstation for that position in addition to computer software. 3. The GASB will be changed to $15,000. 4. The purchase of 2 trucks for the Parks and Rec Department was also added to this budget and an Engineering vehicle was also discussed. 5. Ms. Pleckham also noted that the first payment was due for the in -town road program debt service. 6. A part-time salary for the Police Department was included. 7. Funds will be reserved for a speed trailer and sign since developer fees were less than anticipated. 8. A final payment was due for contractual services and was moved to this year's budget. Attorney Wyeth will be asked to review. 9. It was noted some consulting fees might be required for Mike Schoppe's firm even if a City Planner is hired. 10. Money was put into reserve for weather warning sirens. 11. Administrator Graff noted that all property taxes must be spent or the money must be returned to the citizens. 7 Proposed FY 05106 Budget Changes were made to the Engineering Department since Planning positions had originally been included here. They were moved to the Planning Department. Ms. Spears commented that the Community Development Director salary should be higher than the proposed $79,797 Page 9 of 9 10 months worth) to be similar to other key positions. This range is based on a study by Bart Olson of other communities. She said someone with more education should be hired. The Mayor said that the cost for consultants will be increased if a Community Development Director is not in place. Ms. Burd added that because Kendall County is the second fastest growing county, a higher salary should be paid. It was also noted that an accounting clerk is needed soon. The office manager position will be moved back to November. Ms. Spears said that money could be taken from Christmas and other holiday decorations and entryway signs and be allocated to the Cadet Program. However, it was noted that there had been complaints last year about the lack of quality decorations. In further discussion, Chief Martin said that the Cadet job description will come to Public Safety next month. The schools, Explorer Scouts and WCC will be explored for possible candidates and August is the target date for hiring a Cadet. Ms. Spears asked that a job description be completed before voting on the budget. The Mayor handed out Robert's Rules of Order at this point in the meeting. The books were compliments of EEI and John Whitehouse. There was a brief discussion regarding the positions of a Land Planner /Park Planner who would design parks. Since land cash will help fund the position, Attorney Wyeth had previously suggested that the word "Park" be included in the title of at least one of those positions. EXECUTIVE SESSION: A request was made to postpone the Executive Session due to the lateness of the hour. ADDITIONAL BUSINESS: • Mayor Prochaska reminded the committee that there is an opening on the Library Board. He has received one application for a replacement. • The Mayor received a citizen's request that a fence be replaced near the site of a sewer easement at the end of E. Main St. The City was asked to share the cost of a split rail fence at a cost of $1,000. The committee declined this request for that type of fence. • Alderman Besco asked the committee to consider a "Canopy Protection Ordinance" which provides for a fine if trees are knocked down by developers. This item will be placed on a Public Works agenda for review. • It was announced by Administrator Graff that the downtown plans from Stephen Yas were being displayed at City Hall. Mr. Yas will appear at the Council meeting next week and will ask for comments. There was no further business and the meeting adjourned at 11:17pm. Respectfully submitted by Marlys Young, Minute Taker I I I PLEASE SIGN IN MEETING: d, 64,) l�l DATE: A-�q r / �` �? i2 NAME BUSINESS PHONE # tq ggl5s ?S w GEL