COW Minutes 2004 08-03-04 i
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APPROVED 9/28/041
UNITED CITY OF YORKVILLE
COMMITUt OF THE WHOLE
Conference Room
August 3, 2004 - 7:00 p.m.
In Attendance:
city
Art Prochaska — Mayor Richard Sticka - Alderman
Valerie Burd - Alderwoman Rose Spears - Alderwoman
Paul James - Alderman Larry Kot - Alderman
Wanda Ohare - Alderwoman Joe Besco - Alderman
Tony Graff— City Administrator Traci Pleckham — Finance Director
Marty Munns — Alderman Eric Dhuse — Director of Public Works
Harold Martin — Chief of Police Dan Kramer — City Attorney
Bill Powell — City Treasurer
G uests
Lynn Whitman — Burnside Construction
Jeff Hyman — Burnside Construction
Jeff Freeman — EEI
John Whitehouse — EEI
Kathy Farren — Kendall County Record
Linda Schweitzer — The Beacon News
The meeting was called to order at 7pm by Mayor Art Prochaska.
PRESENTATION.
Jeff Freeman and John Whitehouse of Engineering Enterprises, Inc. presented a
proposal for a feasibility study for a Beecher Road extension. Mr. Freeman stated
there is a need for a new or expanded north /south transportation corridor in the City
and region due to the Route 47 congestion. He also stated there is a need to identify
the potential available land before the area is lost to development. Other issues are
the existing and potential new traffic on the south side of Yorkville. He stated a
western collector between Rte. 47 and Eldamain had already been identified on the
transportation plan.
Mr. Freeman then produced an exhibit that showed the suggested feasibility study
area for the Beecher Road extension. That extension would run from Corneils to
Rte. 34, then to Rt. 71. The total extension from Rt. 34 to Rt. 71 would be 3 miles.
He said 16 general work items would be included in the study. Among those are:
• data collection
• traffic projection
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• alignment analysis
• right of way projection
• cost estimate
EEI proposed to provide this service to the City at no cost at this time. In exchange,
they want to be considered as the primary firm to complete the phase I work. Phase
II would be the final design and Phase III would be the final implementation.
Other pertinent issues are a regional connection of Beecher to the north. EEI is
currently planning a western collector called Municipal Drive, which is near the
Sugar Grove village hall.
As part of the EEI study, they would incorporate an additional Fox River bridge and
a rail crossing. They would examine spans and alignment and would consider an
underpass.
Another consideration is the River's Edge subdivision On the eastern part of the
subdivision a 50 -foot right of way was identified. There is also a tree line at that
point.
Finally, funding and financing were considered in the EEI study. State and federal
assistance are possibilities.
Mr. Freeman then concluded his presentation and opened the floor to questions,
Mayor Prochaska said he does not think the City can afford this study at the present
time, however, as the properties become available or wish to annex, a right of way
should be dedicated. Mayor Prochaska and Mr. Freeman addressed the "free for
now" aspect of the proposal. Mr. Freeman said that if their firm was not considered
for the Phase I portion, that EEI would then charge the City $36,000 for the study
they will have completed. If EEI did secure the phase I portion, then $36,000
would be deducted from the charges.
Alderwoman Spears asked if Sugar Grove is doing a similar study. Mr. Freeman
replied that currently two contracts are under consideration. One is for the Galena
Road area and the other is for the southwest portion of Sugar Grove.
Alderman Kot asked about the status of Eldamain. The Mayor said he had received
a letter from the County requesting money for improvements near Rte. 34.
Administrator Graff stated that Phase I had been submitted to the federal
government for funding, however it could be 6 -7 years before construction. The
Mayor said a determination must be made if a road is needed between Eldamain and
Rt. 47, but that right of ways must be secured now while the land is still
undeveloped. Alderman Kot said that he expected opposition from citizens in
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River's Edge and White Oaks subdivisions. He also reminded the committee that
the Prairie Parkway is still being considered which would be a north/south road.
Alderwoman Spears felt that the City should wait until they had the $36,000 before
such a study is done. She said that the wording of the contract basically locked in
EEI and would preclude any other firms from submitting a bid. Mayor Prochaska
asked how EEI arrived at the $36,000 cost. The cost, according to Mr. Freeman,
was based on 4 -5 other feasibility studies they have done in Kane County and the
costs were prorated.
The area of the study was then discussed. At this time, there are 10 homes near the
river that would be affected. Mr. Whitehouse stated that developers are already
talking to property owners in that area. Another consideration was to tie in the
extension with Greenbriar and possibly as far as Rte. 71. With the proposed
development south of the City, Mr. Whitehouse said there would be a need for many
people to get across the river.
Alderman Kot felt that this potential road should not become a truck route, but
rather be an alternative road. In addition, Alderwoman Ohare said she did not want
to see another Rt. 59. She also questioned if this would hurt the Rt. 47 businesses.
Mayor Prochaska said those businesses are complaining that the traffic backups are
actually a deterrent. Alderman Sticka felt it made sense to do the study now before
houses are built. Approval for the project was expressed by Alderman James who
said it made sense and was a smart investment to use today's dollars.
This item will moved to City Council consent agenda for a vote.
PRESENTATION
Jeff Hyman and Lynn Whitman of Burnside Construction were present and
represented the Villas of the Reserve. They attended this meeting to answer any
questions the committee might have. This item has been to Economic Development
and will be scheduled for a public hearing.
Mr. Hyman explained they have a 25 -acre site on Rt. 71 just west of a commercial
area on Rt. 47, They are planning 84 duplex units totaling 42 buildings. They have
already presented this to the Plan Commission and have taken into consideration,
some of the comments made by the Commission.
They plan to relocate some of the wetlands and allow the existing creek bed to
remain and re- channel part into a detention pond.
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A 28 -foot wide access lane that will be privately maintained by the homeowner's
association will lead to the duplexes. The units are 2- bedroom or 2 bedroom/den
and will be age- targeted. Potential buyers being targeted are newly married couples
or empty - nesters. Ranch houses and 2 -story homes are being planned with a
bedroom on the first floor of the 2 -story homes. The sizes will range from 1450-
1750 square feet and prices are projected to start in the low $200's.
Mr. Hyman commented that as a result of suggestions at the Economic
Development meeting, his company would incorporate no less than 40% masonry
on the front elevation of the units. Full brick will be included on units where the
entire side is in full view. He asked the committee to extend some "architectural
license" so that various features could be used to avoid an institutional look.
The home plans are designed to look like single family homes and will have 2 -car
front - loaded and side - loaded garages. Earth tones will be incorporated on the
exteriors. Mr. Hyman requested consideration of the reduction of the setbacks from
30 feet to 20 feet. Alderwoman Ohare commented that she was glad to see duplexes
brought into the area.
Alderman Kot asked how the side road leading to the units will align with the
existing businesses. Mr. Hyman answered that it is located off to the side of the
Shell property.
A public hearing is scheduled for August 24 for annexation.
DETAIL BOARD REPORT (Bill List),
Many items from the bill list were discussed and the following were discussed more
at length:
1. Page 29: Administrative -Bank Reconciliations — approximately $ 1700 was
spent for an outside service to verify bank reconciliations, in the absence of
the County Clerk performing this duty. It was recommended that an outside
agency verify the reconciliation's for 15 bank accounts so that a City
employee is not verifying their own work. Alderman Spears suggested
reviewing the contract for the outside firm due to the amount charged and
asked for a copy of the invoice.
2. Page 6. Speedway legal charges —legal charges are usually billed back to
the other party unless the action results from staff - related purposes.
3. Several other billbacks were also discussed briefly.
4. Page 12: Previous note -taker Gail. Denton is being paid for past services.
5. Page 23: Library Board meetings —The Board requested a note -taker so the
Board member currently performing that duty could participate in the
meeting
The bill list now moves to City Council for approval on consent agenda.
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ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA:
(Discussed out of order)
1. Police Reports for June 2004
Alderman Kot pointed out that is was very significant that the crime rate in
Yorkville had dropped 1$.7% from 2002 to 2003 and said that was a testament to
the fine job by the Police Department.
6. Grande Reserve Well #9
Alderwoman Spears asked if a spreadsheet was being compiled regarding well #9
costs. Mr. Graff replied that city employee, Jill, monitors those costs.
Alderwoman Ohare questioned why water pump #3 was so much deeper. This was
due to water loss during the pump malfunction and quantity of water pumped
according to the Public Works Director.
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3. Grande Reserve Earthwork Letter of Credit
This letter of credit for earthwork is to insure that the credit does not run out. This
agreement is slated for renewal on October 10, 2004
As there was no further discussion on any other items of this portion of the agenda,
the above items will be placed on the City Council consent agenda.
MINUTES FOR APPROVAL /CORRECTION:
1. AdHoc Tourism, January 12, 2004
Mayor Prochaska reported it was the consensus of the Tourism committee to
approve the minutes of January 12, 2004. He also said City Clerk Jackie
Milschewski asked that it be added -- that was the last meeting of that committee.
MAYOR
1. Master Facility Plan
At the request of the department heads, a survey was sent out to other municipalities
about 10 days ago. Not all are turned in yet. Alderwoman Burd asked what the
survey was for. The staff had given recommendations regarding the master plan,
but they wanted additional input in writing from other towns.
This item moves to the next C.O.W.
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2. Intergovernmental Agreement with Forest Preserve/Hoover Property
The agreement was presented at this meeting for review and Mayor Prochaska said
he would like input from Laura Brown. There was a brief discussion regarding
some minor changes to the agreement and the possible use of effluent as a land
application on sports fields within the Forest Preserve. Mr. Graff noted there may
be grants available to facilitate the land application and the City will talk with the
Forest Preserve District personnel.
This item will be brought back to C.O.W.
3. Greenspace -- Countryside Property Owners
A meeting at Congregational Church will be held August 3e regarding the green
space at Countryside Subdivision. Since the Mayor cannot be present for the
meeting, either Dan or Kelly Kramer will be there for a legal presentation. A
mailing will be sent to the residents and an article placed in the paper to instruct
residents to bring plats or other papers to this meeting. Alderwoman Spears and
Alderman Besco requested written information regarding items that will be
discussed that night.
4. Fox Hill SSA Ordinance
The ordinance was presented and Alderman Munns stated that maintenance of the
public parks and trails should not be included, nor should snow removal on the
trails. An informal vote of the committee was taken to decide if this language
should remain in the ordinance. Three members stated it should be left in the
ordinance while seven stated it should be removed. It was noted by Administrator
Graff that the annual tax levy was $283.46. The ordinance will be revised by
Friday.
Item moves to City Council for a vote.
5. Galena Road (Rosenwinkel Property) Water Main Easement
Since there are multiple owners of the affected property and not all have signed an
agreement granting the easement, this item was tabled. When all agreements are
signed, this item will be brought to the City Council rather than C.O.W. It was
noted that the property owners who had signed, agreed to $10 payments.
6. Clean -up Route 34 — Adopt a Highway
The aldermen/alderwomen are responsible for cleanup of Rte. 34 from Cannonball
to Eldamain. Saturday, August 28' will be scheduled as a cleanup day.
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7. Aldermanic Ward Map - Update
Administrator Graff presented an updated ward map and noted that Ward 4 had
greatly increased. Mayor Prochaska stated that a new guideline requires that any
new areas must be contiguous to the ward. He noted that no new redistricting can
be done until 2010, the next decennial census. City personnel will speak with the
Attorney General about a possible special census before that time. The Mayor said
he would like the City Council to ratify the map as shown. The Hoover property
was briefly discussed and Mayor Prochaska stated that a private party owns the
property now. That owner would be asked at a later time to annex it to the City.
This item will move forward to the City Council agenda for a vote.
8. Coffee with the Mayor — Ace Hardware
Mayor Prochaska will hold a "Coffee with the Mayor" at Ace Hardware. He said
normally he does not hold coffees outside the City limits; however, the City is in
discussions with them for annexation.
ECONOMIC DEVELOPMENT COMMITTEE
1. Cara Behrens Development Agreement
Mayor Prochaska noted that Cara Behrens had appeared before the Plan
Commission to request a change in zoning for 801 N. Bridge Street. Ms. Behrens is
requesting a business use for a previous residential use. Mr. Graff noted a minor
disagreement with the landscaper. At present, there is only three feet of green area,
on which nothing grows, between that property and the one to the south. The
adjacent property owner was contacted about allowing additional land to be added
to the three -foot piece to form a berm. That owner stated he was also interested in
rezoning his property for office space. Mr. Graff suggested to the owner to work
with the adjacent property owner for an easement and then to return to the City
regarding rezoning. The property owner was told he would need to produce an
exhibit to bring to the City Council.
Alderman Sticka reminded the committee that several months ago an architectural
overlay of that area was done, but not well received by the public. That overlay was
completed to address that particular area of Rt. 47. He suggested that issue may
need to be revisited and perhaps the hours of business be restricted in that area.
Some of the property owners in that area felt the architectural standards were too
stringent and thus, resisted the plan.
Attorney Kramer stated hours of operation can be restricted when a development
agreement is done. Alderman Kot expressed concern if hours of operation were not
spelled out, in the event of the business changing hands in the future. Attorney
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Kramer felt that hours of operation should be placed on the overlay for a certain
district rather than applied to a certain business, which would be discriminatory.
Alderwoman Burd expressed further concern about houses being torn down for
business use, rather than the structure being preserved and renovated. Mayor
Prochaska stated that the EDC will focus on an "appearance code" to help preserve
some of the structures/architecture.
It was suggested by Alderwoman Spears that the overlay issue be placed on the next
C.O.W. for further discussion.
PARK BOARD
1. Naming of River's Edge South Park
Alderman James reported that a new park is being constructed in River's Edge. A
recommendation for a park name was suggested in a letter to the Park Board from
Mr. Virgil Rice's son. The suggestion of "Rice Park" would be named in honor of
Mr. Rice who owned the former Kendall County FS on Van Emmon and was also
active in many community endeavors.
This item moves to the City Council consent agenda.
PUBLIC WORKS
1. Hydraulic Avenue Interceptor Rebid Results
Alderman Besco reported that an acceptable bid had been received from H. Linden
& Sons in the amount of $1,847,778. It was recommended that the bid be accepted
with the contract subject to legal staff review.
2. Discussion to Limit Parking on One Side of John Street at Park
The area in question is in Fox Hill and concerns cars parked on both sides of the
street near the park, creating a safety issue. An ordinance is required in order to
post signs in the hazardous area. It was determined that the problem primarily
exists during baseball season. It was suggested that temporary "no parking" signs
could be erected during the season, however, Mayor Prochaska pointed out that it
just pushes cars farther down the street. He suggested that an officer do a site
analysis and then this issue be brought back C.O.W.
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3. Van Emmon Overlay Update
Alderman Besco reported that WT funds cannot be used and that the overlay
would be in excess of $15,000 and would be considered cosmetic. It was suggested
to not include this on the in -town road program as there are roads more needy of
repair. It was suggested by Alderman Kot that since it would be a minimal cost, it
should be considered as an option later. The Mayor said that it could be considered
at the end of the year when extra money might be available for capital expenditures.
He also said the tilting wall on the south should be looked at in the future.
4. EarthMover Credit Union's Request for a Water Variance
The variance is no longer needed as they brought water in. Their landscaper
mistakenly believed they could lay sod and then water it alternate days. This was
not true due to the conservation ordinance, Administrator Graff suggested this issue
be revisited at the Public Works level next fall as requests had been received from
homeowners and commercial owners for sod and front yard watering. He felt that
next year there would be enough water capacity. According to Administrator
Graff, over 100 violations were recorded during this past season and education was
needed to rectify this matter.
This item will move to the next Public Works agenda.
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PUBLIC SAFETY COMMITTEE
1. Hiring of Budgeted Employees
Another police officer can be hired effective August 1" and an additional position
will be filled January 1st if the budget permits. This hiring date will be earlier if
possible. Chief Martin said also a secretarial position is budgeted for August 1" as
well. Alderwoman Ohare pointed out that the applicants already have their college
degrees. In conclusion, the first officer position will be approved and the second
one will be filled contingent on the budget.
This item moves to the City Council consent agenda.
ADMINISTRATION COMMITTEE
1. ShredCo Contract for Records Disposal
The wording of the previously proposed contract contained language and items that
needed clarification. The contract presented at this meeting addressed the
discrepancies and is for a one -year period with 13 pickups a year. This revised
contract met with committee approval.
This moves to the City Council consent agenda.
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2. Joint Utility Bill Design
A copy of the proposed new bill was presented and feedback was solicited. The
cost of implementing this new combined bill is from $2,000 to $2,300, which will
be shared with the Sanitary District. The combined billing will reflect both phone
numbers, the billing cycle and read date and will show separate charges for the
Sanitary District. Alderwoman Spears suggested using different colors for the two
charges. It will be determined if that can be done since they are printed on a laser
printer. A letter will be sent to the Sanitary District so they understand the costs.
ADDITIONAL BUSINESS
In regards to a letter received regarding Glen Palmer Dam improvements,
Alderwoman Spears asked about an inter - governmental agreement that Attorney
Kramer is working on. It was clarified by Mr. Graff that IDNR provided the
agreement draft and the letter was Attorney Kelly Kramer's review.
A recent mailing by the Friends of the Fox River contained information regarding
the dam removal and also thanked the City of Yorkville for being a sponsor of the
river cleanup. Alderwoman Spears felt this might appear to be a conflict of interest.
Mayor Prochaska said that at this point, no action will be taken.
Alderman Munns reported a problem with mini - motorcycles using bike paths in Fox
Hill. Chief Martin said he is reviewing ordinances from other towns and will
present them at the next Public Safety Meeting on August 20
A citizen recently approached Alderwoman Ohare regarding the spelling of the
street named Fremont. The original spelling contained only one "e "; however, the
street signs show " Fremmont" as the spelling. A petition was signed by all residents
of the street to reflect the spelling as "Fremont ". That petition will be forwarded to
the Clerk's office and new signs will be ordered Attorney Kramer will change the
spelling on the plat and will draft an ordinance to correct this.
Alderman Sticka asked if any information had been received as to why the County
had not paid their share of the USGS study. Mayor Prochaska will be attending the
Mayor's meeting Wednesday night and will address this issue.
Mayor Prochaska received a copy of a letter from the County Engineer, addressed to
Lakewood Homes. The County is requesting that the developers pay the County for
the improvements to Eldamain Road. The amount is $18,000 now and additional
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money is to come from future commercial development. The Mayor will express
his concern at the Mayor's meeting, that the County should first discuss this with
the towns.
As there was no further business, the meeting was adjourned at 9:50pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker
THE SPELLING OF FREMONT IS INCORRECT THE
CITY OF YORKVILLE WILL CORRECT THE SPELLING
IF ALL THE RESIDENCES ARE INFORMED.
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