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COW Minutes 2004 08-03-04 i Page 1 of 11 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 i i Page 2 of 11 • 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 Page 3 of 11 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. I Page 4 of I 1 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. I Page 5 of 11 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. i 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. Page 6 of 11 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. Page 7 of 11 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 Page 8 of 11 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. Page 9 of 11 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. I I 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. Page 10 of 11 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 Page 11 of 11 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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