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COW Minutes 2005 01-04-05 Page 1 of 7 APPROVED 2/22/05 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE City Conference Room Tuesday, January 4, 2005 - 7:00 p.m. In Attendance: CRY Valerie Burd - Alderwoman Tony Graff — City Administrator Paul James - Alderman Traci Pleckham — Finance Director Marry Munns - Alderman Eric Dhuse — Public Works Director Richard Sticka — Alderman John Wyeth — City Attorney Rose Spears - Alderwoman Harold Martin — Chief of Police Larry Kot — Alderman Laura Brown — Executive Director, Joe Besco — Alderman Parks & Recreation Wanda Ohare — Alderwoman William Dettmer — Code Official Bart Olson — Intern Guests Dan Waitt — Beacon News Kathy Farren — Kendall County Record Jim Menard — Oswego Lynn Dubajic — Economic Development Director Chuck Brooks -- Yorkville Paula Wilkinson — Kettley Realtors The meeting was called to order at 7:00pm by Alderwoman Valerie Burd in the absence of Mayor Prochaska. PUBLIC HEARINGS: None PRESENTATIONS: 1. PC 2004 -28 Corneils Crossing Concept Plan — Plan Comm. 12 /8104 Jim Menard attended this meeting to give a presentation regarding Corneils Crossing. This project is located east of Rte. 47 on the north side of Corneils Road and is comprised of 15.38 acres currently zoned ag. The proposal states there would be R -2 zoning with a minimum of 12,000 square foot lots with 31 lots. Annexation into Yorkville through the proposed Bristol Bay subdivision is planned and the concept plan has already been presented to the Plan Commission and Park District. A cash donation is planned for a park and school. Mr. Menard asked for comments at this time. Alderman Sticka stated that one issue discussed at Plan Commission was that there is only 1 access to the lots. A temporary second access is a possibility according to Mr. Menard. He added that all water detention would be handled on -site though it is possible it will be rerouted to the regional Page 2 of 7 detention being planned. This plan would then allow for a second access. Without a second access, there were also concerns for fire protection accessibility. Alderman James suggested combining water retention with the proposed regional stormwater area. If the tie -in was possible, Mr. Menard stated that larger lots would be considered. Mr. Menard will consider the suggestions he received and revise his plan. No further action was taken. (moved forward in agenda to Public Safety) PUBLIC SAFETY 1. Ordinance Prohibiting the Sale of Fireworks — PS 1219104 Alderman Kot reported that the Public Safety committee discussed the possibility of an ordinance prohibiting the sale of fireworks within the City. This idea resulted from the concerns regarding fireworks sales from tents that are set up around July 4 Security and safety issues were cited, as well as enforcement of laws. A revised copy of the proposed ordinance was presented. Mr. Kot then asked Mr. William Dettmer, Code Official for the City, to present further details. Mr. Dettmer stated that he and Sgt. Ron Diederich inspected the fireworks tents each day and found that only 18 of 43 items met the minimum requirements of the State of Illinois fire code. Each time an inspection was made, illegal items had been returned to the tent for sales. He added that the only items approved for sale by the State of Illinois are sparklers and novelties. However, permission had been given by the State of Illinois for sale of some of the other items. Some items were subsequently confiscated by the 2 inspectors. Mr. Dettmer also presented statistics regarding injuries resulting from improper use of fireworks. Alderman Sticka questioned why charges were not pressed against the fireworks sellers. Mr. Dettmer responded that the State Fire Marshall had approved sale of these items. After a phone call to the State, the items were taken off the list of approved fireworks. There was also discussion that fireworks could still be sold in the County even if the City banned them. Mr. Dettmer replied that it is better to start this process at the City level to begin regulation of the sales. He added that many municipalities are beginning to examine making the sales illegal. Alderwoman Spears asked if the County could be approached to also make fireworks sales illegal. Alderman Paul James suggested that the City continue to monitor the sales and set the fines high for violations. Chief Martin also explained the amount of time it takes his department to conduct background checks, check for violations, nighttime security and other details. Page 3 of 7 It was suggested by Alderwoman Ohare that this item be moved forward to City Council and other committee members were in agreement. Alderman Kot added that it should be moved forward to allow adequate notification time to area businesses that have sold fireworks in the past. The ordinance will move forward to City Council on the consent agenda. DETAIL BOARD REPORT (Bill List): The following bills were questioned: (clarification of bills in italics) Page 5: K -9 surgery (surgery for police dog) Page 5: DLT Solutions — ( 3 -D subscription for Engineering Department maps) Page 8: MTD (mobile data terminals for squads, invoice is received twice a year) Page 15: Nextel monthly charge for Mayor /replacement phone (administration charges and replacement of car charger) Alderman James then made a recommendation that questions such as these should be asked before the meeting to shorten the bill list discussions. Alderwoman Burd said aldermen/women should be allowed to ask any questions at the meeting that they felt were appropriate, in regards to the bill list. MAYOR: 1. Temporary Sanitary Sewer Lift Station Agreement with MPI -2, Yorkville Central A Temporary Lift Station Agreement was discussed and it was noted that the owner of the lift station will pay for the maintenance. Attorney Wyeth suggested a revision to paragraph 9 that would state that money should be deposited in reserve and replenished when drawn down. This agenda item will move forward to City Council on the consent agenda. 2. Coffee with the Mayor: January 8` at Union Bank The next coffee with the Mayor will be held from 9 -11 am on January 8 th at Union Bank. Alderwoman Burd noted that this function has been very successful and other Mayors have copied this type of gathering. CITY ATTORNEY 1. Oversizing and Recapture Agreement for Heartland and Heartland Circle Subdivisions Mr. Wyeth presented an agreement that changes the way payment will be received for oversizing and recapture for these 2 subdivisions. This agreement was prepared by Dan Kramer. Since sales tax money will not be generated as hoped in this area, this agreement represents a compromise. An actual benefit was realized in the line capacity being opened up for Rte. 34 commercial. Recapture Page 4 of 7 of future dollars will be explored. A payment schedule has been agreed to and economic incentives can then be released. This matter moves forward to the consent agenda. ECONOMIC DEVELOPMENT COMMITTEE: 1. Prairie Meadows — Backup Special Service Tax Area Mr. Graff reported that all related documents have been completed by Dan Kramer. The SSA for this area is for maintenance of the lakes and any other unique improvements needed. This item moves forward for a vote. PARK BOARD: No report. PUBLIC WORKS COMMITTEE: 1. Lot 134 Kylyn's Ridge — Ratify Plat of Dedication A plat of dedication was executed for additional right of way on Faxon Road. A contract was already in effect for lot 134 and dedication of the additional right of way was necessary before closing. Dan Kramer recommended the recording of the plat, followed up with ratification by City Council. This moves to the consent agenda. 2. Rob Roy Creek Interceptor Contract #1— Change Order #1— PW 12/27/04 A 60 -day extension was requested on this contract. Moves to consent agenda. 3. Prairie Meadows ]DOT Highway Permit Application and Resolution PW 12 -27 -04 The street light controller will be moved from Rte. 47 and Kennedy back to the Prairie Meadow development. A permit is needed to move this controller and the move is at the developer's expense. 4. Plat of Vacation for 514 W. Washington — P 12/27/04 Alderman Besco reported that there is a structure on this property and it was built on a City utility easement 40 years ago. Consequently, the City needs to vacate their easement, however, it was noted the City still has an easement on the remainder of the lot. Attorney Wyeth said that the owner of the structure must return the original plat to the City. A survey will be needed for the property and the owner will be responsible for that cost. This item will move to the consent agenda with a condition that the original plat is returned. Page 5 of 7 S. Deuchler Engineering Agreement for West Branch of Rob Roy Creek Interceptor, PW 12 -27 -04 An engineering agreement was received for design services in the Galena/Eldamain area. This project is by request of the developer who has purchased this property and will cost $186,750. Before proceeding with this project, guaranteed payment will be required. This matter will proceed to City Council consent agenda with the provision that notice of guaranteed payment must first be received. 6. Well #7 Well House & Treatment Facility - Change Order #5 PW 12127104 A letter from Joe Wywrot explained the work that remains to be done for this facility. Various contractors will complete the work in the spring and it is anticipated that the cost will be less than first stated by approximately $29,096. This proceeds to the consent agenda. 7. Fox Highlands Subdivision — Bond Reduction #2 — PW 12/27/04 Joe Wywrot recommended a bond reduction on work already completed on this subdivision. The reduction amount is $860,251.97 as recommended by Mr. Wywrot. This moves to the consent agenda. 8. Fox Hill Unit 7 — Letter of Credit Reduction #1— PW 12127104 Alderman Besco reported that dirt work had been completed. The reduction will be $381,095.82. This will proceed forward to the consent agenda. 9. Windett Ridge Subdivision — Onsite Work Bond Reduction #2 — PW 12/27104 Due to work completed, Mr. Wywrot recommended the bond be reduced by $278,137.25. This moves forward to the consent agenda. PUBLIC SAFETY COMMITTEE: (Item #1 discussed earlier) 2. Request for Supervisor's Position — PS 1219104 Alderman Kot stated that as the City grows, more police officers will be needed along with some reorganization of the department. A request was received from Chief Martin to promote another person to Sergeant to be effective April 1, 2005. This position would oversee the investigative unit. The money would be available from overtime funds. Page 6 of 7 The City is currently at an average of 2.4 officers per 1,000 population. The Police Department has a current list from which to promote a Sergeant and the Police and Fire Commission must have approval from the Council before proceeding. In addition, another officer will be added next fiscal year. Committee members agreed to this promotion and this matter will move to the consent agenda. ADMINISTRATION COMMITTEE: 1. Administration Office Workstation Purchase Currently the work area immediately outside the conference room is set up for 4 employees. It is desired to reconfigure the area to accommodate 6 employees. Quotes for this work were received with a low bid of $6,530 from Remanufactured Systems. This quote would utilize existing equipment with some modifications. Alderman James noted that $8,000 is budgeted for this work. Ms. Pleckham said that the cloth can be changed on existing panels and that City personnel will be able to choose the fabric so that it will match existing equipment. This newly reconfigured work area will accommodate the Community Relations and IT person. I This moves forward to the consent agenda. ADDITIONAL BUSINESS: Paul James noted that there will be a presentation of the proposed employee health benefits at the upcoming Administration meeting and he invited everyone to attend. Alderwoman Ohare mentioned that she had spoken with Mr. Graff regarding trash cans being left out in relation to property codes. She suggested information be published. She also stated she had received a request for information regarding SSA's. She asked if there was any information regarding second time buyers, which had previously been requested by Alderman Besco. Mr. Graff said there are no stats available. Alderwoman Spears suggested that a job description be started for a City Planner position. It was determined that the Administration committee should handle this item. It was asked by Alderman Sticka if there is a requirement to have address numbers posted on existing homes. Chief Martin replied that the Police Department addresses this issue when they encounter it. Page 7 of 7 Attorney Wyeth stated that he officially began his duties on January 1" and that he will be in his office at the City most mornings, Monday through Thursday. He said that he is looking forward to becoming acquainted with all the Council members and welcomes any of their questions. Administrator Graff reported that Com Ed had been spoken with regarding the anticipated winter storm. The City now has a direct line to a Com Ed employee, who can be called when there are power outages. Mr. James stressed the importance of calling and not to assume that your neighbor is calling. There was no further business and the meeting adj ourned at 8:18pm. Respectfully submitted by Marlys Young, Minute Taker PLEASE SIGN IN MEETING: DATE: N AME STREET ADDRESS CITY / .J/ � S"3 S 6o��erv� Orrac �OSwEGo , ✓ 1 �1 1