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COW Minutes 2004 12-21-04 Page 1 of 12 APPROVED 1111105 UNITED CITY OF YORKVILLE Committee of the Whole Meeting Tuesday, December 21, 2004 7:00 P.M. City Conference Room City Staff and Committee present: Alderman Besco Parks & Rec Director Laura Brown Public Works Director Eric Dhuse City Administrator Tony Graff City Attorney Kelly Kramer Alderman Kot Police Chief Harold Martin Alderman Munns Alderwoman Ohare Finance Director Tracy Pleckham Mayor Art Prochaska Alderman Sticka City Attorney John Wyeth Guests that signed in: Mike Shoppe Mark Baker Robert Brummeh Don Ament Barry Mayworn Jr. Collins Laura Ross -Stuart Ron Smrz Phil Stuepfert Greg Hafemann Tom Grant Bart Olson David Meek Marvin Delahr John Philipchuck Hugh Robinson The meeting was called to order at 7:00 p.m. Public Hearing: None Presentations: 1. C.H. Schrader & Associates — Grant Update: Laura Ross -Stuart spoke to the Committee to update the members on how the grant situation is for the City. Laura along with Mark Yergler work on the City's grants applications. She stated that the City of Yorkville has had a difficult budget year, but has maintained a good track record. She stated that the City has been approved for the first Oslad grant and have a second river's edge park for $74,000.00, the City now has Cannonball Park and are awaiting announcement for these grants by the Governor. Members from the City have been invited to Springfield for this presentation. She went on to state that is has been particularly critical that the City's comprehensive plan be kept up as has. She stated that this is great considering all the new subdivisions that are constantly going up throughout the town. 1 Page 2of12 The City is currently working on the bike trail program which that has a $200,000 funding limit. They will get back to the City within the next 30 days to let the City know where they stand with that. She explained how unusual of a year it has been for State and Federal funding. Some funds have been frozen and some released not under there regular cycle. She feels this makes it critical to stay in touch with Springfield at all times to know what is going on. We all need to continue to look for funding sources and feel towards grants that the City is likely to get. She explained as well that some grant fields Yorkville would not be competitive due to the blight and low to moderate income limits of the grant program. These are the type of restrictions Yorkville needs to look out for when determining the type of grants they should be applying for. Laura Ross -Stuart when on to say that Yorkville could go after Economic Development grants, which she feels they are doing pretty aggressively. She pointed out that the Staff should continue to prioritize a compendium of projects to look at. She also pointed out a sheet that the City Administrator has for the Staff and Council Members to fill out and send to her to look up for the City when needed. She explained the sheet to the members. She reminded all that they try their best to locate new information for the City and find new funding, but there are a lot of programs out there with a name and no money after it. After that they look into the project the City is interested in to see if they can match those up for the City. She explained that there are a lot of potential projects for the Park & Rec field for the City to apply for. In the future they are looking into the Golf Foundation funding and the combo of planning grants for the Beltway that may come in and the Boy Scout Camp. Mayor Prochaska stated that it has been requested to find out what is available for seniors in the area. She stated there are in diminishing quantity. They could look into specific building projects or run a program and then look into the funding further. She explained that the senior programs are available under the CDAP funds, but the City is not real competitive there. Then they can look into the area agency on aging fund and that deals mainly with nutrition services, counseling and health services. Mayor Prochaska stated that they are looking at both situations because they are looking at needing to put together or expand a Senior Center for Services. The City will provide an Umbrella for these provided services. She will continue to speak with Laura Brown on this issue. Mayor Prochaska also brought up that they need to look into funding for sidewalks to make a path to the Commercial areas for the residents to have a safe route. Laura Ross - Stuart explained that there is more funding for bike paths then there is for sidewalks. 2 Page 3 of 12 Alderwoman Ohare questioned if they only look into State funding due to federal funding listed rarely in their information. Laura replied that they do look at federal funding when appropriate. Alderwoman Ohare stated that she knew that they had met with Department heads and wondered if that was successful at all. Laura Ross -Stuart stated that they could use more ideas from places other than parks and public facilities. The Committee discussed that they should get an update about every six months or so to keep the City updated. They also mentioned maybe doing a workshop when needed as well. They will start to discuss these needs at a Committee level as well to keep the search for grants going. 2. South Comprehensive Land Use Plan Update: Mike Shoppe with Shoppe Design Consultants introduced himself and Mark Baker with FCC Planning Consultants. The two offices have come together to put together a South Comprehensive Plan Update. They've been having a variety of meetings to see what the City Council's objectives were. Tonight they are here with the plan after meetings and public hearing to fix any items necessary. He stated that the Plan Comm recommended approving with the exception of one are which is the South -east boundary due to the developing influences of Joliet and Oswego. There they need to be cognitive of their growth and be flexible if changes are needed. As time goes on, they will know better as for what to look for. Mark Baker stepped in to go over the land uses and the design guidelines. He started by stating that they have kept what the City Staff had envisioned. He stated that the land use plan the City currently has only comes down a little south of the downtown area only and need now to evaluate further south -east to plan for future growth. They have learned that the Staff is looking to maintain the rural quality that Yorkville is known for and have kept this in mind. They are also looking to keep a perimeter so that Yorkville is defined when people are traveling through. He explained that Route 47 is a very active corridor which is natural for Commercial and higher intensity development happens in these areas which are shown in the plan. They studied this information and looked for features like view corridors and existing topography and the layout of the land. They have also added in one category which is neighborhood retail to use for day to day uses to lesson the travel length for quick necessities. At this point he pointed out on the large plan for those present where the different areas are shown in color. He stated that the Prairie Parkway has been planned into this plan and with this the intersection it will have with Route 71 they saw as a potential employment center and commercial area. As for the City as a whole, there is substantial 3 Page 4 of 12 amount of opportunity for office and business use on the north side of town shown in the plan. He also pointed out the area where the Prairie Parkway is proposed to curve to the east and intersect with Route 47. They have pointed out that Routes 71, 47, 126 and Caton Farm Road are shown here as major travel routes throughout all the future development. These will be made into scenic corridors to help in maintaining the feel of Yorkville. Here they are looking into buffers and deeper right -of -ways to improve views. They have set 100ft buffers for residential and 25ft buffers in commercial. They have also identified secondary scenic routes and travel routes. Their intent here is to preserve the rural quality in feeling and views as flowing through Yorkville. Mark stated that they received some good feedback from the 11 /10 hearing at Plan Comm. The main concerns were the amount of the estate residential that was shown on the plan and the drainage divide that occurs in the S/E section of the plan. It's recommended for the City to be in touch with Fox Metro in studying how service here would be possible. He suggested a few ideas that have been told to him like a large pump station taking waste water to the north, or golf courses who would take the waste water in the area. Mike Shoppe stated to the Committee that the design guidelines are a new element to the comprehensive plans. These show more detail on how to address certain applications of design in order to maintain the rural character and other issues that have been discussed. Mayor Prochaska began questioning with the idea of how to preserve the farm land in the Area along with the question of how to put utilities into that south east area. With this comes the idea of trading density rights which means this would help keep land open where not developable anyways. Alderman Sticka brought up how people want to preserve the look of Yorkville with small lots with small lots and he feels this is not what people mean by preserving the look. Mr. Sticka feels that they are talking about the open farmland surrounding the City. Alderman Kot questioned what the trade off going to be if the City looks into keeping open private space. He also brought up that equestrian type zoning was discussed previously and he is not seeing it here in this plan and does it fit in to this plan. Mr. Baker stated that there were two objectives from discussions that were added onto the residential category: • Encourage equestrian estates for those interested • Encourage an active adult type community within the area He stated that they did not define a new land category for these areas, but it is in there that it is encouraged and would be an attractive feature. Mr. Sticka 4 Page 5 of 12 questioned if this is an idea a developer would bring to the City or can the City plan for an area like this. Mike Shoppe stated that the plan is not made for limiting it to a specific spot but could be put in any of the cream or even yellow areas of the plan showed. Alderman Munns stated he thought there seems to be a good variety of options for lifestyles wanted. Alderman Sticka reminded the Committee the cost to have a 2 mile road to one house in maintenance for a City to take on will be more than the City will make off of taxes. Mayor Prochaska brought up the idea of only allowing County type subdivisions here and there to minimize cost. The Committee discussed that once this is approved, the City should get out to neighboring communities to adjust their plan. As far as the s/e area it should be left unknown due to the issue of how utilities could be ran. Mike Shoppe brought up that transferring density rights has been done in Yorkville already in Grande Reserve. It's all incorporated with in a development site. Need to identify where open space concept could be put now. Show where should be left open and where higher density moved to establish this concept. Mr. Baker reminded those present that this is just a guide to work from in developing only. He added that they could write in the complexities of that area in the south east so the issue of is it developable is open to the public as common knowledge. Mike Shoppe stated that the s/e area has been discussed to show that this area is undetermined for development due to utility ability there. The Committee went back over some of the specifics of what is shown in the plan. Mike Shoppe pointed out a couple of changes that need to be making as far as being incorrectly marked on the plan. Alderman Kot pointed out that this should not be only a bedroom community and a good balance of residential to commercial is planned here. At this point the Mayor opened the floor to the public present to speak on this item. Mr. John Philipchuck stated to those present that he is working currently on a development in Oswego. It is the Stewart Farm property, which is approximately 465 acres. Most of this area is valley and unable to be built on. They are also working with the Forest Preserve on this area. He went on to state that Fox Metro intends to sewer that area and bring an interceptor down. The sanitary sewer they are setting up could be planned to be big enough to handle Yorkville's s/e planned area if Fox Metro knew of their situation. Mr. Robert Brummeh approached the Committee next to state that having 600 acres of farmland in the middle of this development is going to make it awfully hard for the farmers to get their big trucks and tractors to their own land. Mayor Prochaska agreed that more farmland should be kept for farming in the range of 5 Page 6of12 2,000 acres or so. This will help keep farming going while the City grows to the North. Mr. Brummeh brought up the fact of being able to use the sprayers for the croxs. He stated that he has family still farming on the corner of Route 59 and 75 street and he is not allowed to use any sort of spray on his crops due to the City building in around him. Mayor Prochaska reiterated the fact that they are not trying to put a specific restriction on any area at this point and the plan will stay flexible as needed. Mike Shoppe stated he will make some corrections where necessary and then on to City Council. 3. PC 2004 -30 Aspen Ridge Estates — Concept Plan — Plan Comm 12/8/04: David Meek spoke on behalf of Aspen Ridge Estates and they are looking at the property they own on the s/w corner of Fox and Pavillion Roads (kiddy corner to the Boy Scouts). They are proposing to annex to the City with an R -2 district with minimum 12,000 sq ft lots. SCC Planning has drawn up the development for 201 lots with a creek along Pavillion Road. The main entry will be off of Fox Road with a Boulevard treatment. There is a ring road concept to a series of cul- de -sacs with one access to the Chalet Development. The storm water will be kept on sight and there is a public park with a trail system to proposed Chalet subdivision. Laura Brown stated that the parks here were looked at along with 2 other development projects all together and the Park Board has suggested that their concept is having their parks adjacent to the schools in the area. If the school does not happen, she questioned if the developer would revisit and redistribute the park to the City. The Park Board stated they did not want to use the central park here because it is adjacent to the Chalet development with a school site and they would like the funds to develop over on Chalet where the school is proposed. Aspen Ridge Estates has proposed a 4.85 acre park in their plan which is great, but the Park Board is not looking to give credit for that area towards park space. The Committee and Mr. Meek expressed there ideas to each other, but Mr. Meek felt that if the Park Board did want all cash, then the central park would most likely turn into lots. The Committee discussed the language that could be written in for if the school does or does not go in, what kind of credit could be given for the central park. Laura Brown stressed that the $600,000.00 is critical for the Regional Park and school site to move forward. She then stated that if the central park remains in the plan it will be private. Mr. Graff stated that it could easily be written in the agreement to say that if the other comes together, the park site will be gone. Laura Brown stated that traditionally they ask for 50% land and 50% cash, and some developers have given 100% land and 100% cash. The Committee moved on to the feel of the buffer and path along Pavillion Road and how it keeps what the City wants to be developed. 6 i Page 7 of 12 The Committee discussed the time limits the City and School District have to use land and/or cash that they receive from the developers. Mayor Prochaska explained to the Committee and Mr. Meek that they will have language written in stating that if the other school site the land cash is needed for does not move forward, then the City will give credit for the central park proposed here. The City Staff will speak with the School District on this matter and let the developer here know which direction they need to go with the central park or land cash. Detail Board Report (Bill List): Mayor Prochaska opened to the Committee any questioning the Committee may have for the bill list. • Alderman Munns started with page 13, under Elan Financial Services, line item 12, 18; -Rec's Purchase -He asked if this could be a more detailed explanation for what it is. Tracy stated that item 12 is for a palm one case and handheld for the new Rec Supervisor and item 18 is for IPRA. • Page 14, under Elan Financial Services, line item 30, 32 -Recs Purchase from CDW and Recs no frills - package- He questioned the detail of these items for the Rec Department as well. The first is for a battery pack and is a police purchase and the second is from the Il Parks and Rec Conference. Mayor Prochaska also stated that the detail may not be showing on this print out either. He asked Tracy Pleckham to try and show as much detail as possible on the bill list too. She said she will try to get more detail in there. • Alderman Munns also asked if the AOL account was getting closer to having one charge for all these departments on page 14. Tracy stated this will probably be the last month of these individual bills shown here. These will go on to City Council for consideration. Items Recommended by Committee for Consent Agenda: 1. Tuition Reimbursement Policy — Admin 12/1/04: Alderwoman Ohare stated on the 4` line down, she questioned if it would read more clear if it stated "after one year of service as a full time employee ". The Committee stated it does state full time in the beginning, but it would not hurt to change it there. Kelly Kramer stated it will not affect the language and will reiterate what it states in the beginning and can be changed before completion of the document. Alderman Munns asked if this is a change to when the City pays or has the City always paid up front. Chief Martin stated the City has always paid up front and if the grades are not satisfactory, then the employee who is schooling will have to pay the City back. 2. Volunteer Sick Leave Donation — Admin 12/1/04: No questions or comments 3. Police Reports for November 2004 — PS 12/9/04: No questions or comments 7 Page 8 of 12 Mayor: 1. Resolution Authorizing Deputy Clerk to Accept Election Nominating Petitions: Mayor Prochaska explained that this is just a resolution to have Liz accept these in place of the City Clerk who has a full time job. The Committee saw no reason that Liz, the Deputy Clerk, could not accept these election nominating petitions. This will go on to consent agenda to the next City Council. 2. Ordinance Approving a Tax Increment Financing Redevelopment Project j and Plan for the Proposed Tax Increment Redevelopment Area: Mayor Prochaska started the discussion here explaining to the Committee stating that this is the actual ordinance establishing the TIF. He went on to state that the TIF program works so that there is a time line that the City has to consider and decide certain things and we are now at a point of creating the actual ordinance that will decide the specific area for this. Mr. Graff went on to state that when the TIF area is created any expenses incurred then are eligible to be charged to the TIF area and any previous expenses as well when the area is designated. The Joint Review Board did recommend going forward with this. Mayor Prochaska stated that this does not have the actual agreement between the developer and the City yet. He added that the time line does start moving steadily when this is passed. Mr. Graff stated 3 days after the publication of this ordinance is when the time line starts. Mr. Graff stated the discussion will start at Admin Committee and they are now going through the business plan with the Consultants and Developer and all, the suggestions will be brought up there. Mayor Prochaska stated that he would like the City Staff and Council Members to be clearer on the specifics of the plan before finalizing with the time line being set so clear. I Hugh Robinson with Tri -Land Properties who is working with the area in question to redevelop the site spoke on this item. He stated this ordinance basically approves the development and project plan. He stated that Lisa Lyon did a presentation on 11/23/04 at the Public Hearing where she went through the process by which this site qualified as a TIF district under Illinois statutes and so forth. This ordinance states that the City Council agrees with that and designates that area a TIF district. Subsequent to this we also have to do is develop an agreement between the City and the Re- developer on how the TIF is going to work from a business point of view, which has not been done yet. That is the next step necessary. Alderwoman Ohare questioned .if the Ordinance had to be done first and Mr. Robinson stated they can happen simultaneously as well. The other step is adopting a subsequent resolution including the re- development agreement which we would work out between us and the City. Mayor Prochaska stated that 8 Page 9 of 12 the re- development will specify the length of time, the funding amount and how designating them and so on. This will go on to Admin Committee with an outline of Business Plan at that point too. This will go to 1/6/05 Admin Committee, then on to 1/18/05 COW along with the parameters of the business plan and adoption of the document on 1/25/05 City Council. Mr. Graff stated that the other legal requirement the City has is to have a vote within 14 -90 days after the public hearing was conducted. The Committee agreed to see this moving forward. Economic Development Committee: 1. PC 2004 -20 Gospel Assembly Church —1 % Mile Review: Alderman Sticka stated this went through EDC and Plan Comm and has no issues. The Church has agreed to allow for easements for water and sewer. The Committee discussed where this property is located. They are willing to do annexation agreement which Mr. John Wyeth is drafting now for the City. Mr. Tom Grant representing the Church spoke to the Committee about where they are located and agreed to the agreement going through. This will go to City Council subject to easements to stay on the County's schedule. Mr. Tom Grant asked if he or the Pastor were needed at the City Council meeting. The Committee was open to them coming, but did not feel it was necessary for them to be there either. 2. Concord Homes 2 °d Amendment to Annexation and PUD Agreement for Raintree Village Unit 4 — Public Hearing @ 12/14/04 CC: Alderman Sticka stated they are eliminating some # of duplexes and adding town homes. Kelly Kramer stated the other provision they did add due to the amount of units they are adding in is requiring the developer to give an additional $29,000.00 for the land cash prior to final plat. They are looking to here back from the developer on agreeing to this before City Council is to vote on this. Mr. Graff stated that there is probably not a rush to get this done, he felt the developer is looking to do final plat in February or March. The Committee agreed they would like to see this done soon. If they can get the agreement done it will go to the next City Council 12/28/04, if not it will probably be seen again on 1/11105 City Council. 3. PC 2004 -23 Heartland Center Final PUD Plan /Final Plat — EDC 12/16/04: Alderman Sticks stated this is the business /commercial area where they have only created lots for builders to come in eventually. Kelly Kramer stated that lot 3 was shown to be very big and they amended the PUD to divide the big lot. There are no objections to this moving forward. Kelly Kramer stated that they have scheduled the public hearing on 1/11105 she thought and then will go forward from there. Park Board: 1. Park Planner — Admin 12/1/04 and COW 11/2/04: Laura Brown stated this has gone through Admin and is back on due to being budgeted under the revised 9 Page 10 of 12 budget also. When it came through COW before it was asked to go to Admin to see what was needed as far as Park or City Planner or a combination of both Park and City Planner. They have determined that with the amount of work in the parks now, there is a need for both park and city planner. She stated that under the revised budget the salary would come out of land cash and general funds to balance the use of park and city planning equally to be legally balanced as well. Under the revised budget for the rest of this fiscal year it will be budgeted under general funds only to complete the fiscal year. Creating this position will eliminate most, if not all, of what Mr. Mike Shoppe does now for the City. Mike Shoppe will still be used for the projects he is currently in the middle of now. Alderman Munns expressed that the job description in the area of qualifications felt too loose of a description for the actual position. The Committee discussed this and Kelly Kramer stated that legally it is appropriate as stated and this is how all of the job descriptions are worded. Alderman Kot pointed out the second paragraph does give description to the background the City will be looking for. This will move on to City Council under Admin subject to the revised budget being approved at City Council. 2. Yorkville Youth Baseball and Softball Association 2005 Agreement — Pk Bd 11/22/04: Laura Brown stated this is a re- updating from last years agreement, there are no changes beside date changes. They are asking for this to move forward and renewing the agreement and to waive the fees with the policy for the athletic fees as they did last year. This will go on to City Council as consent agenda. Public Works Committee: 1. Final Acceptance of River's Edge Unit 2 — PW 10/25/04: Alderman Besco stated that Unit 2 is ready to go which has been assured by the City Engineer. This will go on to City Council as consent agenda. Public Safety Committee: 1. No Report Administration Committee: 1. Ordinance Abating Special Service Area Taxes for SSA #2003 -100 (Raintree Village) and Approving the Amended Special Tax Roll: Tracy Pleckham stated to the Committee that this did not go to Admin due to time issue and they are abating the SSA taxes for next property tax period for the levy and needs to be taken by the next City Council on 12/28/04. She stated there are no properties 10 Page 11 of 12 that will be assessed for Raintree or Windett. The Committee stated this is no new information and was all aware of the situation. This is just a formality. Kelly Kramer stated their office has looked this over. This will go to City Council for consideration. 2. Ordinance Abating Special Service Area Taxes for SSA #2003- 101(Windett Ridge) and Approving the Amended Special Tax Roll: This is identical to item #1 above and no further discussion was made for this area. This will also go to City Council for consideration. 3. Mayor Pro -Term Policy — Admin 12/1/04: Kelly Kramer stated that this policy mirrors both the Village of Tinley Park and the Illinois State Statute. Legally as far as the policy goes everything looks good. She does want to put in a bit of a different format tomorrow before final approval. The Committee discussed that it does not point out a limit to having the same person always being appointed. Kelly Kramer stated that could be added in. They agreed to not have one member being consecutively appointed. This will come back with the legalities written in and the Committee would like to see this in place before next fiscal year. This will come back to COW on 1/4/04. 4. Revised Budget — Admin 12/15/04: Alderwoman Ohare stated this went through very well. She stated that Tracy Pleckham completed 14 of the changes she had suggested all which were positive. The Committee commented that Tracy Pleckham did a very good job on this. Alderman Munns asked if the $37,500.00 for the Park Planner, equipment and merit was all for the, new person or is it for the transfer from Park to Rec on page 3, bottom of the page. Tracy Pleckham stated it is 3 months of the new position salary and the equipment to outfit the new position, licensing etc. and the merit is a transfer. Mayor Prochaska explained the transfer process better to the Committee regarding this question. This will go on to City Council for consideration. Additional Business: • Alderman Sticka brought up the placement of the business signs that have been placed on utility poles in the right of way for the business on the corner of Route 71 and 126 for the Signs Company. The building inspector will be sent out to speak with them on this matter. • Alderman Sticka brought up that the Yorkville Landscaping still has not put up any fencing. He was informed that they can now not put any up due to the ground now being frozen. He stated that they need to post a cash bond then for the delay and should be limited to having this done by May 1, 2005 as a due date. 11 Page 12 of 12 i • Alderman Sticka asked when Adhoc was going to have the appearance code done. He was informed that it should be having an Adhoc meeting by the 2 nd or 3rd week of January 2005. They are still looking for one citizen at large. • Mayor Prochaska passed out a copy of an agreement that was passed between the School District and Grande Reserve on the specifics of fees and land. The City Council will have to actually amend the annexation agreement to let them finish this change needed. The School District has been informed that the City has to actually do this amendment and this will come before the Council in the near future. The meeting was adjourned at 9:25 pm. Minutes by: Sheila Teausaw 12 PLEASE SIGN IN MEETING: Oa Y1'1 rn i +IeQ- or� 4�u i,Jk\,P) 1 P DATE: I -,) I l o q NAME STREET ADDRESS CITY �v s - rl� y� 11 E kly , �� .GYM , r �L) lie s � l SS M L��KI/�'GLC I 1 II -� 3oS N. L >ncbin �h► (ro m ;1149 i �-/ o ld �L� � I//1Q2�3� ��Oy 54 �✓, Elsa C���a � gt - 7S �1.�lR.v �� � LA�� _ X21 G���s -ce.� �o►�?� == �-�a��,� PLEASE SIGN IN MEETING: / f� DATE: q- NAME BUSINESS PHONE # Tr A��I? i