COW Minutes 2005 04-06-05 Page 1 of 11
APPROVED 6/15/2005
UNITED CITY OF YORKVILLE
COMMITTEE OF THE WHOLE MEETING
Wednesday, April 6, 2005
7:00 PM
City Conference Room
City Staff Present:
Mayor Art Prochaska Police Chief Harold Martin
City Attorney, John Wyeth Alderwoman Ohare
Alderwoman Spears Alderman Munns
Alderman Sticka Alderman Kot (arrived 7:30)
Parks & Rec Director Laura Brown City Treasurer Bill Powell (arrived 7:10)
City Administrator Tony Graff
Guests signed in:
Cindy Wolfer Dean E Wolfer
Merida Marshall Roy Kauffman
Donn H Marshall Larry Stellman
Mari Stellman Allecia Vermillion
Terry VanCurn Brian Sygnator
Chuck Brooks Fred Dusell
Gary Golinski Tony Scott
Tim Winter Brian Henricks
Dana Jones Alice May
Matt Cudney Eric Jostale
Michelle Nicholson Dean Leffelman
Donna Melchert Nora Kammer
Nicole Grundwald Christopher Kopecky
John Whitehouse Jeff Freeman
Kelly Knierim Lynn Dubajic
Jason Leslie Kevin Stought
Mayor Prochaska called the meeting to order at 7:00pm. He requested to start with EDC
item #9, but due to Alderman Kot having not yet arrived, they will hold off on that
discussion.
Public Hearine: none
Presentations: none
Detail Board Report Bill List): Alderwoman Spears stated she had questions for Tracy
Pleckham on some items, but had not yet heard back from her. Mr. John Wyeth stated he
went over those questions with her and there was a list of replies for her. The Committee
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would go over those answers when Mr. Graff returned to the meeting this evening with
the list.
Mavor:
1. City Engineer Vehicle Agreement: Mayor Prochaska stated to the Committee that
the agreement before them was the agreement for Mr. Joe Wywrot to surrender use of the
City vehicle that was originally agreed for use when he started working with the City. In
this agreement it shows the compensation that will be added to his base salary for the loss
of the use of the vehicle from the City. The Committee had no questions and agreed to
move this forward to City Council as consent agenda.
Detail Board Report (Bill List): Mr. Graff returned to the meeting with the list of
replies provided for Alderwoman Spears as earlier discussed. The Committee went over
the list together.
• Page 2, 01 Bldg/Zone -BKFD Deed -It was requested that Tony have A/R be put
on there as this will be charged back to Menards to be paid.
• It was requested that any of the legal questions be discussed with Mr. Wyeth in
private if the Council Members needed.
• Page 6, 01 ARO -Post Office Building -This is work that Mr. Kramer has done for
the City and is a bill from that office.
• Page 10, 1 St two items, there was a question if this could have been done in house,
the reply was no.
• Page 12, last two items, there was a question if these bales of straw were
purchased from an employee's farm, the reply was that this was not from the
employee just extended family of that employee who's farm had what the City
needed.
• Page 14, in petty cash, item 05 Admin - coffee, donuts & juice -There was a
question of why the City was paying for these items for an IDOT meeting. The
reply was that Mr. Graff did speak at this meeting and it is something the City
supplies for lengthy events like this.
• Page 25, last item, it was requested that Center Ave be correctly entered as Center
Parkway.
• Page 29, under Jewel -Osco, there was a question as to why the City was
supplying items under 02, 03, and 04. The reply was that the City does supply
coffee and basic cleaning products to keep the office running with the guests and
visitors it has.
• Page 30, under Kendall County Health, it was questioned if the Hepatitis B
vaccines and/or tetanus immunizations were required for any of the City
positions, the reply was yes, in public works it is required for some positions for
what they work with on a daily basis.
• Page 32, last item, it was pointed out that there is no line item for the employment
screening services done by Lexisnexis Peoplewise. It was stated that this was a
background check requested to be done by the Police Department before any new
employee had access to there computer systems.
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• Page 39 & 40, it was questioned if the City was overpaying on the Nextel and
Nicor Bills. The reply was that these were credits to the City over any over
billing those two companies had previously charged the City.
• Page 47, 1" item, It was requested that North Star be changed to Nortel for the use
of the correct name.
• Page 56, Thompson Appraisals, the funds for the Land Cash Study came out of
Bldg/Zone not Parks due to work on all departments.
• Page 60, John Wyeth, any questions from billing from his office once again was
directed to be spoken directly with him due to legal issues.
Lastly, it was requested by Alderwoman Spears that all Council members receive a chart
of accounts for reference be put in there mailboxes. The Committee agreed to move the
Detail Board Report on to City Council.
Mavor:
2. School District 115 Request to Waive Water Tap on Fee for Grande Reserve
Grade School: The School District has requested that the water tap on fee for
Grande Reserve Grade School be waived. Mayor Prochaska recommended that
the fee be waived and the Committee agreed that it be stated that it will be stated
that any out of pocket costs be waived. This will move on to City Council with
new language in agreement.
3. EEI Scope of Service for Design and Construction Engineering Services for
the Raymond Regional Stormwater Management Facility: Mayor Prochaska
stated that Mr. Jeff Freeman with EEI was here to present this item. Mr. Freeman
stated that Mr. John Whitehouse was the primary author working on this item and
would like him to speak on behalf of EEI.
Mr. Whitehouse went over the proposal for professional services that was in front
of the Committee members.
Alderman Sticka questioned where the funding for this work was to come from.
Mayor Prochaska stated that typically the funding would be pulled from
developers coming into the area. Mr. Sticka also questioned then if the City needs
to start budgeting for the work to begin. Mayor Prochaska stated that they could
begin budgeting out of revenue and expense. Mr. Whitehouse stated that 1 /2 of the
total amount of the project cost would be needed to cover the cost up to
construction time. Mr. Wyeth stated that they could write into the agreement that
this work would be subject to funds to be received from developers like the City
has done with other previous projects. The Committee discussed that the
developers would have to be responsible for the entire cost of this project and all
agreed to move this item on to City Council with language written in that this is
only to move forward subject to receiving funding.
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4. EEI Scope of Service for Design and Construction Engineering Services for
the Raymond Storm Sewer Outfall: Mr. Whitehouse again represented EEI on
discussion on this item. This work would be connected to that mentioned in item
Mayor #3. This work would be essential improvement needed to allow outlet in
tile system. Mr. Whitehouse went over the proposal for professional services with
the Committee for this work needed. Mr. Whitehouse stated that the design phase
would be $44,000 and the construction phase would be $35,000.
Mayor Prochaska recommended that this be worded the same as item #3, being
that this work will move forward subject to receiving funding. The Committee
agreed to move this on to City Council with stating subject to receiving funds.
Economic Development Committee:
9. EEI Professional Engineering Services Proposal for Feasibility Study of a
Western Roadway Corridor and Fox River Crossing, IL Route 71 to Base
Line Road: (Due to the amount of public that have attended this evening's
meeting to discuss this item, the Mayor chose to move on to this item from
EDC first.) Mr. Whitehouse again spoke on behalf of EEI for this item as
well. He went over with those present as to where the Study would cover and
what items EEI would be looking into and how they would come up with their
facts and figures. The City asked EEI to present a proposal for the entire area
running north/south from Baseline Road to Route 71. He went on to explain
some of the similarities between this study and the Fox Road Study. The
main reason this is being done is to ease traffic in the area with a new
north/south corridor. He stated that previously the corridor showed up in the
City's overall plan and this Study will include such things as intersection
planning, etc. to help with future development.
Mayor Prochaska stated that feasibility will decided yes or no to this
ultimately being done, which is why the City has requested the Study. If it is
feasible, this corridor will definitely help with traffic. This will give ideas for
future planning, so that the City can make sure enough funding will be coming
in from developers and guide them where and what to build. Yorkville has no
funds to neither build a bridge now, nor will they have any funds for a bridge
in the near future, yet it would be smart for the City to plan a for a future river
crossing.
Alderman Sticka stated that Sugar Grove has approved planning and obligated
developers there to do their part of the corridor; this is Yorkville's chance to
plan to have that extend south for easement of the traffic in this area as well.
Mr. Sticka also suggested that this corridor be restricted to use of automobiles
only, to keep from the truck congestion tearing up the roadway as well.
Alderman Munns stated he is concerned that there will be too many outlets
onto Route 34 with some of these roads happening, which will then cause
even more congestion. Mayor Prochaska stated that IDOT does have spacing
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restrictions onto these main highways and that is what will be looked into.
Mr. Munns stated he is concerned that the residents residing in Fox Hill
Subdivision would not be able to get out onto Route 34 with this corridor
going in. Alderman Sticka stated that the City not taking advantage of
planning to join up with the corridor Sugar Grove is planning would be a big
mistake on the City's part. Mr. Whitehouse stated that the study will look into
other interconnections to alleviate some of the resident's and Council's
concerns.
Mayor Prochaska stated that communities to the North of Yorkville are
dealing with a lot of issues now because they did not deal with these issues at
the proper time, before development took over. Doing the study now will
help with not having to later on displacing homeowners to make way for a
roadway to go in that wasn't planned on at the proper time. Mr. Whitehouse
stated that as part of the study they do plan on having public information
meetings to see what concerns are in certain areas.
Alderwoman Spears questioned when the City requested this Study; she
recalls this never being spoke of at any EDC meeting. Mayor Prochaska
stated that he requested this as part of the Comprehensive Plan. He went on to
state that when the Comprehensive was completed the City would revisit this
issue. Now they are at the step to do the feasibility plan for this to be done.
Alderwoman Spears stated that she recalls that she, Alderman Munns and
Alderwoman Burd asked that this be taken off of the comprehensive plan at
that time. Alderman Sticka stated that this was never discussed at EDC, but
for the agenda tonight, it was the proper place to put this for discussion.
Alderwoman Spears then went onto question if the City is going to look into
restricting truck traffic, wouldn't this later result in the City losing out in MFT
funding. Alderman Sticka replied that it would limit that funding, but is a
trade off. Mayor Prochaska stated that the State would determine that when
the time came. Alderman Sticka pointed out that a road without truck traffic
does last considerably longer as well.
Alderwoman Spears questioned if the City would be displacing homeowners.
She stated that when they did the original study, there would be homeowners
displaced. Mayor Prochaska replied that is the reason for doing the study to
find out the possibilities. She does not want to move forward if there are
homeowners being out of a home. Alderman Sticka stated that in the original
study, the only thing that was found is that there was a feasibility study
needed to be done, there are still lots open on River Road where a road could
cross without displacing homeowners.
Alderwoman Spears questioned what funding was needed for the Countryside
feasibility study compared to this one. Mayor Prochaska and John
Whitehouse discussed with her the differences between the studies and what is
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involved with this study. She requested a copy of the Countryside feasibility
study to look over.
The Committee discussed if the funding would come from Developers, it will
and where that funding comes from and the fact that these funds are already
received for projects such as this one. Alderwoman Ohare stated that this is a
study to look into something the citizens have requested.
The Committee also discussed the benefits and disadvantages of a corridor
and/or bridge going in where the City is looking to do the Study. Alderman
Kot stated he was all for planning ahead before the development goes in and
causes more congestion. He added that last year when this idea was brought
up, many residents expressed that they did not want to see this move forward,
but he would like to hear from the residents again to see what they feel now.
He suggested that the residents could form a citizens group as well to work
with EEI on this Study. The Committee agreed with Mr. Whitehouse that the
public speakings will be a great benefit to hear what the resident's needs and
concerns are.
At this time, Mayor Prochaska opened the meeting to hear from the public that
have attended to speak on this item.
Mr. Fred DuSell from Yorkville stated to the Committee that he feels that we
are revisiting this more than we need to. The first issue that came up was
under the table in the way it was presented to the residents of Yorkville. It
was offered to a professional group without a competitive bid and that's why
they resented that. Secondly, it was put into a place where it will affect
homeowners on a very detrimental basis, taking out trees and affecting their
property values. He stated there are other alternatives involved and that is
why there is so much argument here and he does not see any resolve to these.
He questioned if the City has studied going into Pavillion Road going from a
north axis off of Beecher Road, with less properties involved. He stated lastly
that he is asking why affect property owners when they can look 1 &1/2 west
of Route 47. Mayor Prochaska stated that Eldamain Road connecting to
Pavillion is already being looked into; this study in question tonight is for
future planning. He went on to state that the City should have built the road
where the right of way stands now so the people moving into the subdivision
in Fox Hill would have clearly known this was in the plans.
Nicole Grunwald a resident on Red horse Lane in Yorkville stated that they
were not informed of this and would not have bought these lots had they
known about this future road. She questioned why the road wasn't put in or
the study done before the development went in at Fox Hill. She feels that they
are now in these homes and can't sell due to the possibility of this corridor
going in so close to their homes.
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Alice May a resident on River Road, stated that from Route 47 to Eldamain is
1& V2 miles, and along that route there is only a very short distance of land
without houses presently built. If that space does not work, there will be
homeowners displaced. She stated that Ron Reem, the president of the River
Road Homeowners association, asked her to question this evening the reason
why would there have to be another bridge between Route 47 and Eldamain
Roads. Mayor Prochaska stated that this is planning for the way future when
the City of Yorkville has massive growth and it is needed. She went on to
state that her dream is to hand this house on River Road down to her children.
Mayor Prochaska stated that he is not sure if that would be an issue for her.
Dana Jones, a resident, stated to the Committee that she understands the
feasibility study. One of the considerations that they are asking is that they
look at moving it to the other side of the tree line. The other concern that she
has is where Kelly Avenue connects to the right away now will eventually
become a turn in and anyone who does come over the bridge will see that as a
way around Fox Road and drive right through their subdivision past the parks.
Mayor Prochaska replied that these are things that can be designed to the road
to limit this from happening. Alderwoman Spears questioned if going east of
the tree line would be included in this proposed study as Dana Jones has
suggested. Mayor Prochaska replied that it is included.
Brian Sygnator stated he lives one block off the tree line being discussed. He
stated that he is hearing through conversation that no one is against the growth
and improvement for the roadways, but certain standards should be put in
place (easements, set - backs, etc.) before being considered. Mayor Prochaska
stated those standards are in place in the City already such as buffers, 50 -100
foot set - backs. Mr. Sygnator agrees that planning is needed for an alternative
route to Route 47.
Ron Clear from Greenbriar Subdivision stated that his concern is when he
looked at the map in the City office that this is going to dump traffic into his
subdivision. Mayor Prochaska stated that is the map from the old
Comprehensive Plan. They discussed how this route would cut next to
Greenbriar Subdivision, which will all be looked at in the study on how to set
this up. Mr. Clear asked why they couldn't just use Pavillion Road since it is
already there. Mayor Prochaska reminded him that Pavillion Road lines up
with Eldamain which is already being planned for a river crossing. The City
is now looking for an alternative crossing besides that one.
Nora Kemmer from 42 Kelly, stated to the Committee that it is most alarming
and much anticipated that a truck route will be going in next to their homes.
Mayor Prochaska stated that it would make no sense for the City to plan a
truck route in that area when the comprehensive plan already shows there is
no need for that there.
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The Committee finished up discussion with those that spoke above and
reminded that this is just a study to be done. With the residents to be
involved, they can work with the City to share there concerns and
expectations. This will move on to City Council subject to funding with
revenue pending available funds.
1. Prairie Gardens PUD Amendment — CC Public Hearing 3/22/05: Thomas
Grant stated to the Committee that the building on lot #1 is already built. This
is at COW since it is a PUD amendment. There was no discussion at the
public hearing. The Committee agreed to send this to City Council as consent
agenda.
2. Bristol Bay Annexation Agreement — CC Public Hearing 2/22/05
a. Preliminary Plan — Plan Comm 3/23/05: Kevin Stough with Centex
Homes went over the corrections to the annexation agreement that were made
according to what the City Staff and Council members had suggested
previously. He also provided Architectural Boards to show the Committee
members what the housing would look like.
The Committee members expressed the following concerns:
• Do not like single car garages, no room for 2 cars in drives which
causes too much parking in the roadways.
• Concerned the off street parking for the residents may be too far away
from the homes that they would not be used and still cause congestion
on the roadways.
• Why did the developer feel the need to add more units- concerns in
plan stating can add more units as needed without City approval? (Mr.
Wyeth explained reasoning behind this, wording should be adjusted.)
• Committee pointed out various wording issues that needed to be
changed.
• Mr. Stough stated that they as the developer can not meet some of the
dates in the plan either and those will be adjusted before coming back
before the City.
• The Committee agreed they did not like the fact that throughout the
agreement where it says `at the sole cost of the City'. That will be
changed accordingly as specified.
The Committee discussed the above items with Mr. Stough and agreed to
change wording according to the Council's wishes. This will come back with
corrected language and a better form to a future COW.
5. PC 2005 -07 — 55 Riverside Street — I Mile Review — EDC 3/17/05: The
Committee discussed that this meets City and County requirements for splitting 1
lot into 2 lots. There were no concerns with this item and it will move onto City
Council on 4/12/05.
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4. Swanson Lane Estates — Annexation Agreement and Preliminary Plan: Chris
Lebecke with Swanson Lane Estates discussed the plan before the Committee and
made references to Homeowner's items and Mr. Wywrot's suggestions. Mr.
Wyeth made suggestions as well. This will move on to City Council for 4/12/05.
8. PC 2005 -06 Grande Reserve Unit 7 Lot 3011— Resubdivision — Plan Comm
3/23/05: The Committee discussed that this lot needs to be resubdivided by May
1, 2005 in order for the land to be dedicated to the school. There were no
questions on this item and was moved forward to City Council by 4/12/05.
3. Autumn Creek Annexation and Planned Unit Development Agreement —
COW 12/7/04,12/21/04, and 3/15/05: Mr. Graff stated that this is back due to
changes in funding and fees from the reduction of lots that will be developed. On
page 9, there was concern with the # of months needed was not filled in and Mr.
Graff stated that 24 months would be enough time to put in there. Mr. Cudney
stated that % is normally filled in by the City Engineer, which is why they are still
blank as well. Mr. Wyeth will make sure the blanks are filled in for this
agreement and the Committee agreed to move this forward to City Council for
consideration.
6. PC 2005 -11 Countryside Pump Station — Rezoning and Special Use — Plan
Comm 3/23/05 & 7. PC 2005 -12 Bruell Street Pump Station — Rezoning and
Special Use — Plan Comm 3/23/05: John Wyeth stated to the Committee that
these both went through Plan Comm and were necessary to be done. The
Committee had no questions and moved on to City Council for consideration.
Park Board:
1. Park, Gazebo, Shelter Reservation Policy Update — PKBD 3/28/05: Laura
Brown presented the revised policy to the Committee. Mr. Wyeth stated he found
some wording he would like changed in the policy and has that noted to be done.
Laura discussed with the Committee some of the changes that have occurred from
the previous policy on hand. The Committee requested for some more changes to
be made as well. They are as follows:
• Language that the City has a right to review all applications and make
changes when safety is in question.
• The cost of residents to use the City shelter seemed high; Laura will look
at lowering those costs for residents in categories A, B, and C.
• Petting Zoos - Language for keeping the City to not be held liable in the
policy.
These changes will be made according and this item will come back to a future
COW with the corrections made.
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Public Works Committee:
Items 1 -11 are proposed Consent Agenda items per Chairman Besco: The
Committee agreed to keep as consent agenda and move on to City Council as consent
agenda.
12. Fox Hill Mowing and Maintenance — Results of Bid Opening — PW 3/28/05:
Mr. Dhuse will need to be contacted to confirm that English and Sons
Landscaping do meet all of the qualifications. If they do, since they are the
lowest bidder they will be awarded the bid. This will move on to City Council as
consent agenda with this information being made available at that time.
13. Reserve at the Fox — Construction Guarantee — PW 3/28/05: Mr. Wyeth did
look this over with Mr. Joe Wywrot and every thing looked good. The
Committee had no questions on this item, so this will move on to City Council as
consent agenda.
14. Cannonball Estates Phase 2 — Letter of Credit Reduction #4 — PW 3/28/05 &
15. Cannonball Estates Phase 1— Letter of Credit Reduction #5 — PW
3/28/05: The Committee discussed if these letter of credit reductions should be
passed through since the developer in question is not getting work done on a
timely basis as well as the City has been waiting 2 -3 years for the punch list work
to be completed. Mr. Wyeth stated to the Committee that he feels there is enough
work undone to withhold the funds requested in the letter of credit reductions.
The Committee agreed to not move this forward and will be in touch with the
developer.
16. 500,000 Gallon Water Tower Painting — Results of Bid Opening — PW
3/28/05: Mr. Wywrot is recommending the bid be awarded to the second lowest
bidder due to lack of proof of documents of experience needed to work for the
City. Mr. Wyeth agreed that there is a lack of proof here and is also
recommending awarding the bid to the second lowest bidder which is Maxcor,
Inc. in the amount of $193,000.00. This will move on to City Council as consent
agenda.
17.2005 In -Town Drainage Projects — Results of Bid Opening — PW 3/28/05: Mr.
Wywrot and Smith Engineering have both looked over the bid for this project and
find that the bid should be awarded to the lowest bidder who is R.A. Ubert
Construction Co. in the amount of $921,017.00 subject to the City having
sufficient budget for the project. The Committee had no questions on this item
and was moved on to City Council as consent agenda.
18. Aux Sable Creek —100 Year Storm Release Rate Modifications of 2 Year &
25 Year Release Rates — PW 3/28/05: Mr. Graff stated that the date was altered
to make the release slower. The standard will be changed for Aux Sable Creek.
With the wording cleaned up per Mr. Wyeth, this will come back to 5/3/05 COW.
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19. Proposed New Hire for FY 05/06 — Maintenance Worker II (Julie locator) —
PW 3/28/05: It was asked of the Committee to allow for Mr. Dhuse to go ahead
with starting to advertise for this position to be filled while being subject to
budget approval. The Committee had no problem allowing this to work this way
and moved this forward to City Council as consent agenda being subject to budget
approval.
Public Safetv Committee:
1. No Report
Administration Committee:
1. YBSD Intergovernmental Agreement — Admin 3/3/05: Kelly Kramer is
working on this item and should be working on a draft. The Council members
will receive the draft in their mailboxes and this will move on to City Council for
consideration after they receive their drafts.
Executive Session: This item was tabled until a new meeting set after the next City
Council meeting.
Additional Business:
• Alderman Munns pointed out that the baseball sign in Fox Hill subdivision is still
up and should be taken down. Laura Brown stated that Scott was told to have
down by Monday. She will keep working on this issue until it is completed.
• Alderman Munns asked Mr. Graff if he was still getting him the information he
requested on some PW issues. Mr. Graff will get that to him.
• Alderwoman Spears stated that the lights are out again in the Countryside Parking
Lot. Mayor Prochaska stated that Harold Oliver was planning on turning off the
lights on the west side of the lot. She expressed her concern with no lights there
and people still using it. Mr. Graff will speak with him regarding putting up a
fence in the area that will have no lighting for the safety of people.
• Alderwoman Spears stated that she had received letters regarding construction
traffic on Spring Street. The letter stated that the majority of the construction is
finished and they are looking to continue in the process. This will be looked into
further and go to Public Works for further discussion.
• Alderwoman Spears stated that she is receiving many calls questioning the
placement of campaign signs in the right of way at intersections. The Committee
discussed this and it is `Freedom of Speech' and any one has the right to put up or
take away these signs. Mr. Wyeth agreed the best answer would be that it is a
freedom of speech issue and the City would rather not find itself on the wrong
side of a debate.
The meeting was adjourned at 11:23pm.
Minutes by: Sheila Teausaw
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