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COW Minutes 2004 10-19-04 Page 1 of 18 APPROVED 11/9/04 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE MEETING TUESDAY, OCTOBER 19, 2004 7:00 P.M. i City Hall Conference Room i Council Members in Attendance: Mayor Prochaska Alderman Kot Alderman Munns Alderwoman Burd Alderwoman Spears Alderman Besco Alderwoman Ohare Alderman James Alderman Sticka Non - Council Members in Attendance: City Attorney Dan Kramer City Treasurer Bill Powell Finance Director Tracy Pleckham Park & Rec Director Laura Brown Public Works Director Eric Dhuse City Administrator Tony Graff Other Guests: Please see sign -in sheet. The meeting was called to order at 7:00 p.m. by Mayor Art Prochaska. Public Hearing: None Public Works Committee: The Mayor asked for this item to go before the Committee first due to a representative from Hobas Pipe USA being present to speak before the Committee regarding this item. The Mayor stated that there is no recommendation at this time that has been brought before the Council from the results of the bid opening and is still under review. Mr. Vince Paparozzi from Hobas Pipe USA thanked the Council for letting him speak to them at this time. He stated to the Committee that there company is the fiberglass producers that are part of the low cost bid. He is asking the Committee to please not overlook the quality of their product and he is hoping the Committee will not pass up the use of their low cost product as has been passed up in previously bid jobs. He stated that this is the second job that they have bid on for the City of Yorkville and on this current job they have bid under by $24,650.00. He is concerned that the recommendations are 1 i Page 2 of 18 going to the use of PVC, which is a much higher cost material with the same quality in length of life. Mayor Prochaska stressed that the City's Staff has not sent the Council any letter of recommendation regarding the bid results. At this time the Gentleman who gives the recommendation is currently on vacation, so they can not move forward with this item anyways. Mr. Vince Paparozzi asked that he could give the Committee some facts regarding their product so they have a background on the Company when it does come time to award the job. He stated that the Company has been in business from the mid `80's and worldwide they have been in business for approximately 45 years. They have supplied about 8,000 miles of product worldwide, with 3 &1/2 million feet in this country. He lastly stated that they are the low cost product with lots of experience in the field. He asked the Committee to look closely at why they would spend more money on a product that will last just as long as theirs. The Committee asked if he is one of the Contractor's. Mr. Paparozzi stated no, he was the supplier and is here to help prevent the City not awarding another job to his Company. He lastly thanked the Committee for their time and left some fact sheets for the Committee to look over before the decision is made. Presentations: 1. FY 03/04 Audit Presentation: Mayor Prochaska introduced Mr. John Weber with PTW & Co. to give the presentation regarding the FY 03/04. Mr. Weber asked the Committee to open the draft of the Financial Statements to follow through as he gives them a basic overview of the final numbers for the year. He started with page 1, the Independent Auditor's Report, stating that this is where they give their opinion in the matter of how they feel that the City of Yorkville's books are in good order. It also states that they have a clean audit opinion, which is good to have. Mr. Weber moved on to pages 3 & 4, which are the combined balanced sheets. Here you will see a number of funds combined together. The City ended the year with $17 -18 million in investments, with around $12 -13 million of this issued in the year which is earmarked for future projects throughout the City. The general fund ended the year with about $1.44 million in fund balance with the unrestricted part of the balance at $1.36 million. This balance has grown over the past few years, which the City has been trying to increase this amount and Mr. Weber stated he was glad to see the Council is making this happen in working with the Staff. 2 Page 3 of 18 Mr. Weber moved onto pg 5 which is the income statement for the year (this does not include the water fund). He stated that overall there was $13.3million in revenue that came in from operating revenues. In that, the general fund had about $6.5million of revenue. Expense wise in the general fund, the City had about $5.7 million which left the City with $724,704.00 in the general fund. Also the City had operating transfers in and out leaving the total fund balance with an increase of $427, 000.00 in the general fund. Mr. Weber went on to talk about page 6 &7 which gives the Committee a more meaningful picture of the above. On these pages are shown the budget of the actual statements and for the year the revenues in the general fund exceeded the budget, leaving a positive variance of about $400,000.00. He stated that mainly came from sales tax, income tax, franchise fees, use tax and licenses, permits & fees. All these mentioned above were more income then what was anticipated in the beginning of the year. On the expenditure side, it was found that the City was favorable on expenditures at about $21,000.00, which means the City did not go over budget on expenditures in the general fund. Mr. Weber went on to state that these are very good looking numbers for the year and the City stayed in line for expenditure budget. j I City Treasurer Bill Powell stepped into the conversation at this point to note to the Committee that the property taxes actually went down. Mr. Weber then stated that the property taxes are only 20 -25% of the City's revenue base, which is extremely good to have that low. He's glad to see the City basing their revenue in other areas and finds this a nice diversity in income. Mr. Weber moved on to page 8, which is the Water Fund, the Committee can see the total operating revenues are at $1, 047,274.00 for the year. He then pointed out that operating expenses on the system were at $686,942 for the year. This left the income for the year at $360, 332.00 for the year. After that, the statement shows the transfers in and out, which most are from accumulating resources in other funds (the water improvement fund is one example) and when you actually do capital projects those assets have to be transferred into this water fund. The money is spent out of the Capital projects fund which is budgeted for, and when the work is done there is an asset that is recorded and this is where it is shown at the transfers in line. Mr. Weber went on to speak about page 9 which is the Police Pension Trust Fund. He stated there was $284,961.00 in contributions for the year leaving the net assets for the year at $796,339.00. The plan is new, but the key is that the City has to make the required contribution that is calculated and required by State Law has been fulfilled 100% by the City for the year. Mr. Weber stated that the rest of the reports are basically footnotes to the previously discussed reports. He went on to say that in these footnotes there is more detail to show the specifics. 3 Page 4 of 18 Mr. Weber finally stated that financially it was a good year and audit report for the City. Mayor Prochaska at this point asked the Committee if anyone had any questions. Alderwoman Ohare spoke first stating she had quite a few and was going to take most of them up with the Finance Director, Tracy Pleckham, at a later time. She went on to say that at the very back of the report, there were suggestions made that the City should do. Mayor Prochaska stated that the letter of recommendation would be discussed later in the meeting. Tracy Pleckham stated to the Committee that in her review of the draft of the Audit she has revised the Park & Rec Fund exhibit 9 on page 49. She found that the line item for their expenditures is shown as one line item and she has provided a new page for the draft of the Audit that shows the detail of the expenditures. She also stated that the Park & Rec Department was under budget for the year. This will be put into the final report. Mayor Prochaska pointed out to the Committee to prevent questioning later, is on page 59 it is shown that the fund balance for the Municipal Building Fund is a negative amount. He explained that this is due to the City deciding to give themselves a loan until the Developers paid off this amount for the work to be done. Mr. Graff stepped into the conversation to say that when the project closed up, the funds were short about $300,000.00. He will get the Committee an update for where this situation stands now. Mr. Weber moved the City on to discuss the Management letter that was inside the Draft of the Audit. He stated that this a smaller document that has the first page explaining that during the audit they became aware of matters that are opportunities for strengthening internal controls and operating efficiency. He went on to page 2 which explains prior points that were found to need work from the previous year's audit to explain the outcome. There were four points for discussion from the previous year. 1. The first had to do with fund equity and the City was recommended to have a formal fund balance policy, which they now do; therefore the City does need this recommendation repeated. 2. The next recommendation had to do with Deposit Collateralization. The City took care of this matter and as of April 30, 2004 all of the City's accounts are now properly insured or collateralized, therefore the recommendation does not need to be repeated. 3. This item has to do with Compensated Absences. During the current year testing of compensated absences, they noted only one employee who exceeded the 200 hour maximum and the City has already made an agreement with the employee to address the matter. 4 Page 5 of 18 4. The last item has to do with General Ledger Activity Monitoring. The City had not properly monitored activity to ensure that funds were kept in balance and/or had proper supporting documentation. They found no such occurrences in their 2004 audit; therefore the matter is not repeated. Mr. Weber moved on to speak about what has been recommended for looking into for the current year. There were only two matters that they found needed to be taken care of in the City's Finance monitoring. 1. The first point is on interfund receivables /payables, which basically the City has a consolidated cash accounts that covers a lot of funds in the City. He stated that what will happen is when payroll goes out that comes out of the consolidated account of the City and then the current configuration of the City's general ledger does not properly recognize the temporary loans that result from such transactions. The management has found it and is rectifying the problem with the software company now. 2. The next item has to do with the water billings /receivables. During their testing they found double postings of utility payments. This resulted in the A/R subsidiary ledger not agreeing with the receivable balances on the general ledger. The problem was found in the MSI software and is being corrected. Tracy Pleckham stepped into the conversation to state that they already have the update and the problem is already resolved. Alderwoman Ohare asked a question regarding page 67 the fact of why they have no figures for the year of 2003 for the Tax Collections -All Funds and Percentage of Extensions Collected. Mr. Weber stated that this was due to 2003 taxes are now being collected in the year 2004. Tracy Pleckham added that she had been in touch with the County regarding this and believes that the 2003 taxes are approximately 99% collected. Mayor Prochaska concluded this FY 03/04 Audit Presentation and moved this item to go forward to the next City Council Meeting for acceptance. 2. PC 2004 -16 Lee Farm Concept Plan — Plan Comm 10/13/04: Mayor Prochaska asked the representatives from Montalbano Homes and Glyman Design to please step forward for their presentation. Andy Fitz with Montalbano Homes stated to the Committee that they are the same Builders that we presently see behind Jewel in town now. They also do lots of work in the greater Chicago area and as well as in Arizona. He himself has been with the company for approximately 3 years and the company itself has been around for about 25 years. Mr. Fitz went on to speak about the project they are proposing now will be a Single - Family detached Subdivision which will be approximately 155 acres with 5 Page 6 of 18 an outer parcel that the seller would like to retain for a homestead. They are proposing 290 lots with a minimum of 12,000 sq. ft and the average will be 14,000 sq. ft. He will turn over the descriptions of the proposal to Mr. John Glyman from Glyman Design to better explain the specifics. Mr. Fitz further stated that they met with the Park Board and had originally proposed 10 acres located towards the center of the subdivision and the Park Board requested to make a flowing greenway through the entire Subdivision to make it more accessible and be connectable later with future development. Mr. Glyman stated that they were delighted to here the Park Board's request. This being they find it always works better to give some land and then have cash to improve the parks so when the residents move in they have a ready made park. He stated that it is hard to explain the changes requested with the previous drawn plans but will try his best to show how it will flow. He stated they will be tying together a park site of about 6 acres, to end up with roughly 20 acres of open space in their southeast corner. He went on to state that there will be some detention along Pennman Road which they probably use as an entrance feature also to break up the monotony of only homes backing up to the road. They are also proposing landscape buffers and with the Plan Commission discussions they may even expand that to 50feet or more. They are sticking with a 12,000 sq. ft minimum and all the rights of ways will be fully improved and dedicated per City Ordinance. Mr. Glyman stated that they will retain as much of the current creek bed as possible which the current plans do not show. They will be reconfiguring the sight when possible with the requests of the Park Board. Mr. Glyman stated that Mr. Shoppe has requested that they even go down to having two access roads which will eliminate an entrance point off of Pennman Road. Mayor Prochaska stepped in to inform the Committee that this site will be down Ament Road approximately %2 mile east of Route 47 and the south side of Ament Road. The Committee discussed the issue of the homeowners who are selling to the Developers not becoming part of the City of Yorkville. This concerned the Committee Members. Mayor Prochaska stated this could be put into a policy and is actually an issue for the Economic or Public Safety issue. They also feel this should be part of the Developers concerns that they work with the sellers in urging them to become part of the City and working into the Subdivision style. The Committee also discussed the idea of having the flowing greenways to connect the park areas and maybe even eventually connecting all the future development parks to make into a trail system. Mayor Prochaska pointed out that the Park Board does have a master plan set up for a trail system currently. Overall Mr. Glyman and Mr. Fitz are delighted in working with the City and having the flexibility to design to there preferences. They are aware as well of the Historical Street Name Policy of the City. 6 Page 7 of 18 Mayor Prochaska stated now they will have to go and prepare a preliminary plan. They stated that they were here tonight to make sure the idea of the lots size was in the ball park of what the City had in mind for development in that area. What the Park Board has requested for changes will be drawn up. Mike Shoppe stated that under the current plan that area is Estate area with a density of 0 -1.5 lots per acre, but what they are proposing is Suburban which is 1.5 -2.25 lots per acre. This in fact is what the City is hoping to change that area into. So in respect to what the Lee Farm Concept Plan is proposing is right on track. 3. PC 2004 -17 Blackberry Woods Concept Plan — Plan Comm 10/13/04: Mayor Prochaska introduced the representatives regarding this item. Gregg Ingemunson started by introducing himself as well as Mr. Bill McCue and Ms. Kelly Knierim who will be speaking tonight. Mr. Ingemunson started by describing where the proposed subdivision would be located. It will be located directly south of the Kendall County Jail and the Dog Kennels and just west of Blackberry Creek with the main entrance coming off of Cannonball Trail. I They would like to annex and rezone to R2 & R4 so that they can do a mixed development with 92 lots for the townhouse villas. They would locate the R4 section to the west. They are hoping to target the sales to the over 55 age group with the pricing around $250,000- $300,000 home prices. The lots would be 7800 sq ft lots, making them long and narrow. They would have the upscale home style with maintenance through an association just for the townhouse villas. There would be 54 lots on the single family side. There will be an access road to the west, so one of the lots shown will be gone to make an outlet for a future road to connect to it. They will have a woodchip and trail system in the southeastern corner for a nature trail along the ravine that is there now. Alderwoman Burd questioned that the Duplexes that sit in the area currently will be placed next to the proposed Single - family homes. Mr. Ingemunson stated that only a few of the lots would back up to the Duplexes. He also added that he spoke to Sheriff Randall regarding their plan to put in a impound lot next to the proposed development. Sheriff Randall stated it would have l Oft fence with barb wire on top. They are proposing to put up a buffer to separate the new development from that. The Committee discussed the possibility of making the green space flow through the development more. Alderman Kot pointed out that this plan deviates away from what is proposed in that area. The density is at 2.42 lots per acre for the proposed development. Alderman Sticka asked then if the City is getting their additional green space for the concessions for density. This is something that the Park Board is going to 7 i Page 8of18 look into. The Park Board has already requested them to put in a park on the west side, which Mr. Shoppe feels will probably equal enough green space that the City requires. The Committee discussed the fact that if this is the feel that people will want if they are looking into age targeted homes. They suggested again the idea of having the green spaces widely available as well as the ideas of the actual home design to be elderly friendly. This meaning having flat thresholds in the home as well as wider doorways to help making the age target work better for the buyers. They also discussed keeping the association fees down for the older persons budget to be lower. Another idea brought up was to have a swing set restriction in the subdivision. The main concerns the Committee stressed to the Developers was as follows: • Having only one entrance for emergency vehicles to get in. • Having the green space spread out more as well as the detention pond area. • Going away from the original Development plan in that area. • Feel that homes backed up to the jail is not a good idea. • Feel should come back with changes before moving forward. This will come back to the Committee with the suggestions made put into their changed plans. City Treasurer: 1. April 2004 Treasurer's Report: Postponed until the next COW meeting due to just receiving the numbers today. 2. Annual Treasurer's Report: Mr. Bill Powell explained to the Committee what the report contained. He did point out that on page 67 the Water Report does show the tax rates since '98. He wanted the Committee to know that in 1999 the total tax rate for the City was .9817, and then in the year 2003 it was .7895. This information shows over a 20% reduction. He stated also to the Committee that the Real Estate Tax has not been raised. Alderman Sticka pointed out that the EAV does go up and shows an increase. Mayor Prochaska pointed out that if there are specific questions regarding the vendors that have been paid it would take some research to find all the invoices that made up the total. Mayor Prochaska stated that this will move onto City Council to accept the report and then to be published by the end of October. Detail Board Report (Bill List): Mayor Prochaska asked the Committee if they had any questions. • Alderman Munns asked Tracy Pleckham if they were taking care of getting a better contract for the long distance phone bill on page 4. Tracy Pleckham 8 Page 9 of 18 responded that she has a contract in her office that she is working on with SBC. She will keep that flowing to reduce the monthly bill. • Alderman Munns went to pages 20 & 21 and asked regarding the T1 up and running, will this reduce some of the AOL accounts they now have to pay for. Tracy Pleckham responded they are still working on connecting some lines, so the amount of accounts will reduce in the near future. • Alderwoman Spears directed the Committee through her questions. Page 3 she questioned what the personnel from the Park Board seeing Mr. Kramer was about. Mayor Prochaska and Mr. Kramer stated that there is no more information that they have to speak publicly about considering the matter was confidentially sent to Mayor Prochaska. On page 5 she questioned what the Police — Tuition Diederich was for what course? She was told it was part of his Bachelor Degree. On page 5 again under Barco Products Company, what is Cease -Fire Container? She was told that was an outside ashtray to put out and dispose of cigarettes. On page 8, the last item, is the City still giving money for contributions, she thought there was going to be a policy made to control the amount. Mayor Prochaska stated he authorized that to go out, due to them sponsoring this event every year in the past and it is a low amount. On page 9 she questioned what IAMMA stood for under line item 06 in Petty Cash. She was told it was Illinois Adminicipal Mayors and Management Association which Bart Olson was sent to for updates in new information for assistants. On page 9 again, item #8 out of Petty Cash she questioned what that was. She was told that was postage and can come out of petty cash since the dollar amount is so low. On page 18, she asked if the $1,365.00 paid to Eng — Faxon Road Extension was reimbursable. Mr. Graff stated that will go into the recapture agreement when they get there. Right now they are paying, but it will eventually be billed for. On page 20, for Elan Financial Services -line item #01, she questioned what APW was for. Mr. Dhuse stated that was the American Public Works Conference. On page 21, line item 05 under the previous vendor, she questioned what IGFOA was for. She was told that was the Illinois Governor Finance Officers Association. Same page, line item 07, she questioned what Tony was doing the class for. Mr. Graff stated that class was for budget and financial management for an offsite class. Same page, line item 12 & 13, she questioned what these expenses were for. Tracy Pleckham stated that was travel for the National Recreation and Park Association which is what Becky Scheberl attended. Same page, item 17, she questioned what the Halloween toys were for. Laura Brown responded that was the toys they put in the eggs for the Halloween egg hunt they do for the Community. Same page, item 21, she questioned what the Hotel expense was for. She was told that was for Scott Sleezer attended the National Maintenance Training and was his hotel cost. Page 31, last item, she questioned what Bldg/Zone — Wall Display was for. She was told that was a pamphlet holder to hold information for the public. Page 36, the first 2 items, she questioned what these monitors and hard drives were for. She was told these were for replacement and for new employees. Page 37, item O1 under Undesser Farms, she questioned what the crop damage payment was for. Mr. Graff told her this was in reference to the Water project going north and also infrastructure project up on Kennedy Road. He stated this was approved through 9 Page 10 of 18 the Engineering Department as part of the easement agreement. Page 38, item 01 under Waubonsie Community College, she questioned if the AutoCad Book was for a specific course or in house reference. Mr. Dhuse stated it was an update put out every year. Mayor Prochaska stated with no more questions this will move forward to City Council for approval and payment. Items Recommended by Committee for Consent Agenda: 1. Resolution Declaring Official Intent for Rob Roy Interceptor — Admin 10/7/04- Tony Graff explained to the Committee what the resolutions specifics were. The Mayor then confirmed that this resolution would allow the City to recapture funds and have a partnership formed to get the project done. Mr. Graff stated that this resolution has to be in the books before they can start to recapture funds for the project. The Mayor stated that the money will come back to the City from the partnership with the developers. The Committee agreed for this item to go onto City Council as Consent Agenda. Mayor: 1. Smith Engineering Proposal/Agreement for Traffic Impact & Intersection Design Study for Rt. 47 and Wheaton Avenue: Mayor Prochaska started the discussion stating that F.E. Wheaton will be expanding there business and adding approximately 100,000 sq ft to their facility. With that in mind, he went on to tell the Committee that this will bring about 1500 more jobs to the facility which in turn will increase the traffic in and out of their business. Mr. Graff went on to explain to the Committee that Smith Engineering has put a proposal together for the City. F.E. Wheaton has agreed to front the dollars for the study, but the City wants to have control, since this will be permanent to IDOT going along with the Route 47 widening project. He said there will also have to be a recapture agreement for the dollars that will come back to the City. The Committee agreed to move this onto City Council as Consent Agenda. This will be a motion to proceed, subject to the City receiving the funds from F.E. Wheaton. Alderman Kot at this point questioned Mr. Dhuse with Public Works what the progress has been with getting signs from IDOT regarding trucks entering and leaving signs for that area to warn people of the hazard. Mr. Dhuse stated the request is into IDOT. 2. 4 th Annual Tri -City Challenge Sponsorship: Mayor Prochaska explained to the Committee that they are seeing this letter he is sending back to the YMCA in regards to the above event that the City is involved in yearly. The Mayor stated that they requested $1500.00 for sponsorship. Mayor Prochaska is asking that the 10 Page 11 of 18 City donate $250.00 cash sponsorship for the event as well as use of the Park and Riverfront Shelter and lastly use of the City's paid advertisements thru the media for advertisement of the event. He went on to explain that this type of Sponsorship, this type of event should be funded under tourism due to people out of the area will be coming in to the City of Yorkville for the event. The Committee discussed that the City has given the full $1500.00 in the past for this event. The Committee asked how much the other two towns involved were giving to try and be fair. That number amount will have to be looked into. The Committee agreed that this should go to City Council as Consent Agenda. 3. Draft Route 47 Resolution: Mayor Prochaska stated that he requested City Attorney, Dan Kramer to put together the Resolution that is before them to go to IDOT to help move forward the project of widening Route 47. He stated he did try to incorporate the majority concerns that the Council had. He asked the Committee to look it over so they could add any necessities before sending it off to IDOT, State Representatives, Senators, the Governor and even Dennis Hastert. This will go on to City Council for consideration to be sent out. 4. IDOT Meeting: Mayor Prochaska informed the Committee that IDOT has received 22 requests for another meeting. IDOT has to allow a time period after another meeting for more input from the public before then'sending it on to Springfield to be improved. Mayor Prochaska stated he does not disagree to having the Public have more input, but this is causing more of a delay in the process. The meeting will be set for November 15, 2004 @ the Beecher Center in Yorkville from 4 -7pm. Mayor Prochaska stated that he does have a chance to meet with the head of IDOT to try and help keeping the process moving. Mayor Prochaska stated that he is worried that in the veto session the leaders will be voting on the Highway Bill and if Phase I had been finished the folks helping us could have used that being finished as some ammunition to pushing the funding for construction through with the Bill. Mayor Prochaska also pointed out that IDOT has been out in the area moving along as much of the engineering process as possible. 5. Recreation Supervisor New Hire: Tracy Pleckham, Finance Director, explained to the Committee that the new hire for Recreation Supervisor only had the benefits portion of the funds needed budgeted. The actual salary portion had been missed in the budgeting process to have a new hire in this area. Tracy stated that she did have Mr. Kramer look this over to verify the situation. She went on to say that in reviewing the Audit the Park and Rec fund balance has a surplus of $25,857.00 that usually goes to carry over funds. She stated in the memo that according to the salary scale, the fund balance amount will allow for the hiring of this position for six months as identified through the 2004 -2005 budget process and in the Park and Recreation projected staffing plan. Mr. Graff explained that Tracy could just move a line item to another line item, but due to the fact that they are dealing with a fund balance, they need to take this 11 Page 12 of 18 to City Council for approval of the situation. Mayor Prochaska restated that with the vote of the Council they can then move the dollars to be used for this purpose. Laura Brown explained what the position was for and that the job description and the hiring process have already been approved. Alderwoman Spears stated that she was not comfortable using the left over funds for this purpose. Mayor Prochaska stated that the City should be using this carry over amount for needs like this. The City has been adding to this fund over the years so the money is there. The rest of the Committee members stated they were comfortable for the City to approve this money to be used to pay for an added Recreation Supervisor to help out with the work the Park and Rec Department has, especially with adding all sorts of new programs for the Community. This item will move onto City Council under Administration for consideration. 6. Grande Reserve Proposed Lift Station: Mr. Graff started by explaining the background of the situation that the City finds itself in here. Mr. Graff explained that until the Development can achieve a right of way to send the sewer the way planned, they need to install a lift station to serve Grande Reserve Central which will pump sewage to an interceptor sewer along Mill Road. The City's Public Works Committee had previously requested that there be a unit # restriction of 200 homes limit run off this lift station. The IEPA and Fox Metro have already permitted a maximum of 1100 homes. Mayor Prochaska questioned first who was to own the actual lift station. Mr. Kramer stated that will be negotiated and so far has not been decided. He also asked who will be paying for the operation costs. Mayor Prochaska stated firmly that he would be totally opposed to the City having to pay any of that. Art Zwemke with MPI stepped in to explain the situation better for the Committee. Mayor Prochaska at this point asked if MPI had paid money to run and connect the line yet. They will be paying those bills when they come in and the amount will be approximately $350,000.00. Mr. Zwemke stated that MPI is more than responsible to pay for the maintenance and operation of the lift station, but on a longer term basis they need to work out what happens if this need goes beyond the five year plan of running this and owning the lift station at that point. Mayor Prochaska stressed the importance of getting the actual line intended ran if the entire area will be run on a lift station which the City does not want to have running. 12 Page 13 of 18 The Committee discussed the specifics of the agreement and decided the following: • That a maximum of 1085 units, 1 School, and 1 Clubhouse will flow to the lift station 0 723 Single Family Lots (Neighborhood 9 -16) 0 64 Duplex Units (Neighborhood 8) 0 298 Single Family Attached Units (Neighborhood 6 &7) • The lift station will be constructed per IEPA Permit #2003 -IA -4846 • The location of the lift station will be located on Lot 3002 of Grande Reserve Unit 2 Final Plat. • Access to the lift station will be off of Charles Street which is located in the existing Lynwood subdivision. • The City of Yorkville will maintain the lift station and MPI — 2 Yorkville Central LLC will reimburse the city for the maintenance cost for the first 5 years of operation. (This Mayor Prochaska did not agree with as MPI had proposed. The Committee agreed that this should be put at a maximum of 5 year use. Mr. Dhuse added that maybe having the city maintaining the facility would leave them in better control, as long as it is written that the City will be reimbursed for time and expenses relating to this happening.) • At the end of the 5 years if the gravity sanitary sewer outfall is not in place and operational the lift station will be turn over to the City to own and maintain. (This Mayor Prochaska did not agree with as MPI had proposed.) Mr. Kramer stated to the Committee that the important points would be to leave the PUD obligation in place as he recommended, which then they will be just adding to the intergovernmental agreement that is being established here with what the City feels should happen. Mr. Kramer stated that putting a limit to the amount of homes ran with the lift station accomplishes anything in pushing them to get the easement to run the sewer the way they had originally planned. He feels the PUD agreement has in it that they must get the easement and change over anyways. He did suggest that it may be the best interest that either Fox Metro or City of Yorkville staff wanting to maintain the lift station with reimbursement. Mr. Kramer stressed to the Committee that the City should not agree to taking over ownership, which he will talk over further with the Staff. i Mr. Graff and Mr. Kramer will get together to discuss the specifics of what the Committee has suggested to be changed in the agreement and then will send to Mayor Prochaska for final looking over. Economic Development Committee: 1. Villas at the Preserve — Annexation, Zoning, and Preliminary Plan — COW 9/7/04 and CC public hearing 8/24/04: Mayor Prochaska introduced Gary Taylor with Rathje & Woodward to speak regarding the above item. Mr. Taylor 13 Page 14 of 18 started by stating his Law Firm had received feed back from the City regarding the Annexation and Planned Unit Development Agreement. They made all the changes requested with a few exceptions he explained in his letter to the Law Offices of Daniel J. Kramer. Those changes not made are as follows from Mr. Taylor's letter: • Bristol - Kendall Fire District Donation: This donation is remaining at $300.00, since it is my understanding that this is the current Ordinance requirement. • Yorkville School District: This constitutes the Developer's proposal. • Arterial /Collector Road Improvement Contribution: It would appear that this is not a matter which is addressed by the Ordinances of the City, and it has not been included in the Annexation Agreement. • Page 18, Section 12: This Section deals with storage trailers, which will not have electrical service. The Agreement addresses the sales trailer and construction trailers elsewhere and you have reviewed those sections and we made your suggested changes. Accordingly, I do not believe that Section XII requires any further revision, since it is confined to just storage /material trailers. Mr. Taylor went through the above items and discussed them individually with the Committee. Mr. Jeff Hyman with Burnside Homes stated to the Committee that they have agreed with the Park District to pay 50% at final platting and the balance will be paid on a per Building basis, not per unit, to accelerate the payment to the City. They have proposed the same thing to the School District as far as a payment plan. Mr. Hyman reminded the Committee that this is an age - targeted subdivision of duplex homes. They expect most -of the buyers to be without children moving out of their large family homes, so they don't expect too much burden with schooling new families. He went on to state that they have agreed to alter the payment to the Fire Department up to $1,000.00 per unit which makes an increase of about $59,000.00 in fees for the Developer. Mr. Kramer confirmed with him that the funds to be paid to the Fire Department need to be paid at the front end. Since they are agreeing to pay the higher amount, the City will allow that payment to be paid at permit. i Mayor Prochaska stated to the Committee at this time, that the Developer does have to abide paying fees at the requested times according to the City Ordinances, but they do have the right to request the City to revisit the Ordinances to help work out a mutual payment plan to help each other. He feels that the City Council has been pretty receptive so far in putting an increase on fees to allow a new payment time to be set up. Mayor Prochaska ran through an overview of what they are proposing as payment for the Committee. He stated they are looking at doing land cash at 50 %, 50% at permit for the Park District as well as for the School District(only on the land cash though), the issue fee will be at permit by ordinance and they are offering to pay the higher amount for the Fire Dept. to be paid at front end. 14 I Page 15 of 18 Mr. Kramer stated to the Committee and the Mayor that he feels the Annexation and Planned Unit Development Agreement was ready to go at this time. The Committee agreed to move this item to 10/26/04 City Council Meeting for consideration. Alderman Kot lastly confirmed that the Historical Street Names would be put in place as well. 2. Concord Homes — Modified Home Layout Concept Plan — Proposed PUD Amendment — EDC 9/20/04: Mr. Graff stated to the Committee that this is to meet there objective before having a public hearing. They are basically looking to amend the PUD Agreement to change from all Duplexes to some Duplexes mixed with Town homes. Alderman Sticka stated to the Committee that the EDC Committee was okay with this request. Mr. Graff went on to state that this change will add many amenity features in the Development. I Mayor Prochaska questioned what the change did to the density in the Development. Mr. Graff replied that it will increase the density by 18 units he believes. Mr. Sticka also stated the change was due to the feeling that Town homes had less chance of putting more children into the school district than Duplexes do. Mayor Prochaska stated he wasn't worried so much of the children it will bring in, as much as going away from the number of units that were originally proposed. They discussed that the layout will be the same, the change being instead of a 2 -unit building, it will go up to a 3 or 4 units building. The common areas will stay the same. Mayor Prochaska does not understand why they have to increase the number of units with this change; he would like to see the density of the Development stay the same. The Committee discussed the specifics of the plan. Mr. Graff will address the issue of keeping the original # of units as originally proposed and bring back to the Committee and have they put it in writing. Mayor Prochaska then suggested that maybe they open up the area next to Route 126 to show nice, open green area next to the highway. Mr. Kramer at this point, stated to the Committee that tonight is just a discussion of concept of the plan and then they can go to public hearing. Mayor Prochaska asked if moving the Public Hearings to January would cause a problem. Mr. Graff stated that would not put any part of the process behind. Mr. Graff will get the public hearing scheduled in January, as well as scheduling the plan to go before the Park Board. 3. F.E. Wheaton Economic Initiative Agreement — EDC 9/20/04: Mr. Graff started by explaining to the Committee the memo that was given to EDC. It states that F.E. Wheaton is requesting for assistant with improvements on their site for future expansion by letting them use the additional new increment of sales tax generated from the expansion business to finance improvements which FE Wheaton will perform as front funding the project for Route 47 & Wheaton Drive Intersection Design for traffic signalization, also other road improvements on the 15 Page 16 of 18 site to accommodate the expansion. They state that this would be a short term agreement and the projected additional sales tax revenue will range between $150,000 - $250,000 annually. The estimated costs for the improvements ($400,000 for the intersection alone) will be provided by the engineers within the next 7 -10 days. Alderman Sticka questioned if the road to be improved is a public roadway, or would be. He went on to say that if this is not a public roadway, the City's policy has never been to return tax money to pay for on property improvements. Mr. Graff replied that he agreed that has been the policy of this Council, but in the original agreement with F.E. Wheaton they did allow some dollars to go to inside improvements. Alderman Sticka replied that they were not aware of that fact. Mr. Graff went on to say that it would be built to service as a truck access for the facility. Mr. Graff added that he would rather own it and maintain it, than the City having ownership. The Committee discussed and concluded that they did not want ownership of the side road when the improvements were finished, but they would like to see them improve the road up to the City's standards by using the tax dollars. They discussed the fact that this will bring in 40 -50 new, good paying jobs and the City will get the traffic light that all feel is necessary for public safety in the area. They also discussed the point that they will continue to collect all the tax dollars that are currently coming in from the business, plus they will collect 50% of the new tax dollars that will come in. Mr. Graff added that the City will be looking at to recapture funds for the traffic light, which will give the City 50% of that cost of the light. Mr. Kramer stated that will need looking into before being sure the 50% of the traffic light cost will come back to the City. Mayor Prochaska asked to look into what impact this have on the other lot located there. He would like to know how the road works into future development in the area before missing the opportunity to have ownership of the road. Mr. Graff will get draft agreement with all their requests. The policy question is then the City is recommending that we will use new tax dollars only for this improvement. Mr. Kramer stated they will draft an agreement and just leave open the policy portion until Committee looks over. This will come back to COW in the near future. Park Board: No Report Public Works Committee: Done at beginning of Meeting Public Safety Committee: No Report 16 Page 17 of 18 Administration Committee: 1. Bond Ordinance/Trust Indenture for SSA 2004 -104 Grande Reserve Central — Fixed Rate — Admin 9/9/04: Tracy Pleckham started by explaining what was included in the Committees packets. She stated the first is the Ordinance Amending the Establishing Ordinance which is just adding a tax rider onto the Ordinance. When it was originally passed there was no tax role which is common. She went on to state that the second packet is the Bond Ordinance with the Exhibits being under the mailboxes. She has had Mr. Kramer look everything over for the Committee already. Mr. Kramer stepped in to inform the Committee they have the short version of the paperwork and they have the full 20 piles of all the documentation to be looked at. Mayor Prochaska stated that this is a clean -up Ordinance to put in the language as the City requires. Mayor Prochaska then questioned what the tax role is doing with the exhibits. Tracy Pleckham explained to the Committee that the tax role is showing a per parcel amount to identify the maximum tax amount per lot and mirror images what the City is currently seeing in their 2 existing SSA's. This will table any raising of the tax. Mr. Peter Raphael stated that they adopted the establishing ordinance approximately a month ago, which at that time the numbers were not finalized yet. The Amendment is due to the numbers being ready and finalized and they now are adding on the special tax role, which allocates the tax for all the parcels for the above specified part of the Grande Reserve Development. This is the first that they will be attaching the final numbers on. He went, on to stated that the second Ordinance, which is the Bond Ordinance which authorizes the issuance of the Bonds and the exhibits that go along with that are the main documents, or trust indenture. These trust indentures are identical to those of Raintree Village and WindDent Ridge, which the Committee has already seen. Mr. Kramer stated that the Committee needs to do a role call vote with this so the Bonding Company can see the ayes and nays of each Alderman's vote. The Committee will move this on to City Council for consideration. 2. Intent Resolution for Raintree Village Phase II SSA — Admin 10/7/04: Mr. Peter Raphael that this is similar to the Intent Resolution that was spoken of earlier for the Rob Roy Creek Interceptor, this is a non - binding resolution basically stating that if Raintree spends the money doing public infrastructure up there, they will have the ability to recapture that money once the bonds are issued. He stated that there was a second Bond Issue that was proposed for that Development that will probably be coming back in spring or early summer and so any money that they spend between now and when the bonds are issued, they would like to recover and this is the procedural item required by the IRS to have the dollars recovered. 17 Page 18 of 18 Alderwoman Ohare questioned why RainTree was not written on the form being shown to the Committee. Tracy Pleckham stated that they were looking at an original, and the one that was at the Administration Committee Meeting did have the correct names written in the agreement. She will make sure that the Committee does get the correct form. The Committee agreed to move this forward to City Council for consideration. Additional Business: 1. Alderman Munns requested that Administration look into having a consistent Memo form for the City to use. He pointed out that there are all sorts of forms being passed around and feels this should be kept consistent and professional. Mr. Graff stated he will have the City Staff take care of this so that it does not have to go to Committee. 2. Alderwoman Spears requested an update on the grant writer's spreadsheet at the next COW meeting. Tracy Pleckham stated she could get that to the next Administration Meeting and then on to COW. 3. Alderman Besco stated he spoke to Mr. Eric Dhuse regarding Kennedy Road and how it is very uncomfortable to drive down. He stated that they did the road crossings and left the asphalt low with using a cold pack. Mr. Dhuse is talking to the Contractors to have them pull it out and have done correctly. 4. Alderwoman Ohare questioned how the Company that was hired by the City for Water Bill Collections was doing. Tracy Pleckham replied that the work was ongoing and good. Tracy will bring back some follow up on what they have done for the Committee to look at. 5. Mayor Prochaska stated that the City will be receiving a check from the Moose for the Dog Run Donation next Tuesday along with a presentation. 6. Mayor Prochaska stated Safe Group which is a group of students from the High School did a river clean-up last weekend and did a very nice job. Mayor Prochaska will be sending them a Thank -you for their time. The Committee agreed that this was an excellent thing done and they deserve the Thank -You. 7. Alderman Kot pointed out that the next Public Safety Meeting has been moved and all will be notified when the November schedule goes out. The meeting was adjourned at 10:02 p.m. Minutes by: Sheila Teausaw 18 i PLEASE SIGN IN MEETING: ( :; /rJhe)& U j DATE: i► , o?GQ'� { NAME STREET ADDRESS CITY �OtY11�o► -�� �aco� � ,�e-c rc�� Y1 V� �l.> vt -t�iC� I� �.1� VI C 1�� a k-�� � \�hl,l �l�(.a��s �j ✓l3vt.Q . c7 AA 14�/ kr � 14 rc� 354 S I h �I r 2- 1 l . 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