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COW Minutes 2004 04-06-04 Page 1 of 8 APPROVED 4/12/20051 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE City Conference Room Tuesday, April 6, 2004 - 7:00 p.m. In Attendance: Citv Mayor Art Prochaska Chief Harold Martin Alderwoman Wanda Ohare City Finance Director Traci Pleckham Alderwoman Rose Spears Public Works Director Eric Dhuse Alderwoman Valerie Burd City Attorney Dan Kramer Alderman Paul James City Administrator Tony Graff Alderman Larry Kot City Treasurer Bill Powell Alderman Rich Sticka Alderman Joe Besco Guests Gregg Ingemunson, Attorney Robert Willman Peter Huinker, Smith Engineering Steve Rhoades, Attorney Frank Willman Tim Winter The meeting was called to order at 7pm by Mayor Art Prochaska. There were no Public Hearings or Presentations. DETAIL BOARD REPORT (BILL LIST): Page 2: Alderwoman Ohare questioned the PIPS Software enhancement. Chief Martin stated this software was designated for the Police Department. They are trying to obtain the New World software, but until then upgrades must be purchased. Page 3: Ms. Ohare also asked about the refund for Brett Burks for $287.50. This amount is a refund for an invoice overpayment. Page 7: The cost of the copier lease was questioned as it was thought the copier had been purchased. It is a leased machine per Ms. Pleckham. Page 9: A new laser printer was purchased from Kopy Kat for the Finance Director. Alderwoman Spears questioned how many employees had laser printers and why this purchase was not included in the proposal from Kopy Kat. Ms. Pleckham explained the proposal was for copiers only. In addition, the printer in question was Page 2 of 8 functional at the time of the quote. Four other laser printers are currently in place in the building. Page 10: Lift station repairs were for Heartland. Page 15: Schoppe Design Associates for services at 101 E. Somonauk. The Mayor explained this is an invoice to the City that the City will in turn, bill out. The bill list will move to City Council for consideration. ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA; 1. York Meadows Apartments -Final Acceptance of Public Utilities — PW 3122104 Z Water Department Report for January 2004 — PW 3 -22 -04 3. North Tower Watermain Easement — PW 3122104 4. Grande Reserve Watermain Easement — PW 3122104 5. Police Reports — February 2004 — PS 3125104 There were no questions or discussion on any of these items listed above. MAYOR: 1. Consensus of Council for Post Office Site The Postal Service has recommended two sites for a new Post Office. One is the northeast corner of Countryside Parkway and McHugh Road and the other is the southwest corner of the same intersection. The Mayor had received a letter from the Postal Service asking for his opinion of the most suitable location. The Mayor stated he favored the northeast corner as it would not interfere with any development there. He also asked for any opinions from the Council. They agreed with his choice and the Mayor will send a letter to the Postal Service with that recommendation. 2. ZBA 2004 -01 Willman — Variance of Allowable Density and Number of Buildings — ZBA 312104 This matter had been before the Zoning Board of Appeals. While they did not have a quorum, they informally recommended approval of this request. Mr. Willman requested a reduction of minimum lot size and at the building line. The Mayor then asked Mr. Willman to explain his request. Mr. Willman said there are 2 lots at the corner or Rt. 47 and Somonauk, one of which was purchased by the State. The other lot, where he intends to build a home, faces two streets and meets all other requirements except those variations requested. There is a garage currently on the second property and the garage is over the lot line. Alderman James expressed the opinion that he was not in favor of this variation since the lot would only be 7,000 square foot. Attorney Kramer stated that this lot is actually Page 3 of 8 larger than most lots originally platted with only 6,000 square feet. Alderman James then agreed to this, but he and Alderman Kot cautioned this could set a precedent with the lots down the block. Attorney Kramer voiced his approval of the request since it was in an older part of town. The Mayor recommended approval of this request recognizing the setbacks. One issue raised by the Zoning Board was that the nearby corner will be rezoned as business and it is desired that this lot will remain residential zoning. This will move forward to the City Council for consideration next Tuesday. 3. Impact Fee/Land Cash Value Analysis & Report Mayor Prochaska noted that land values of new subdivisions were to be re- evaluated annually for land cash value. The appraised value rose from $58,000 to $73,500 for any new subdivisions. This will need Council approval to take effect. This moves to City Council consent agenda. 4. Due to the Good Friday Holiday, the April 13' City Council Packets will go out on Thursday, April 8, 2004. The Mayor mentioned this earlier delivery of the agenda packets. S. City and Parks & Recreation Department will behaving a booth at the Yorkville Area Chamber of Commerce's Trade Fair on Friday, May 14 from 4pm- 8pm and Saturday, May 1 S from gam — 3pm. In past years, the City has provided City information in the booth. In addition, Council members provided assistance in the booths as well. Mayor Prochaska asked for volunteers in the booth. AD HOC TECHNOLOGY: 1. RFP Technology Funding Recommendation — COW 2/17/04 & 3116104 and Adhoc Tech 2111104 Ms. Pleckham explained that the costs for this T -1 connection project would be split between 2 different fiscal budgets. Ms. Ohare commented that the Police Department will benefit greatly from this connection. This moves to the City Council consent agenda. Page 4 of 8 ECONOMIC DEVELOPMENT COMMITTEE: 1. PC 2004 -02 Cornerstone PUD Amendment Agreement - EDC 3118104 This is located at Greenbriar Rd. and Rte. 47. Attorney Gregg Ingemunson explained that the developer would like to change the zoning from R -4 to R -2 and increase the commercial area. He added that all building lots have now increased to 12,000 square feet upon the recommendation of the Plan Commission. This will need to go to Public Hearing. There was also a brief discussion of some of the improvements to the commercial area such as water, sewer and lighting. Recapture fees were also briefly discussed. 2. PC 2001 -06 Grande Reserve 1, 2, 3, 4, & 6 Final Plats — EDC 311804 Alderman Sticka reported that EDC and Plan Commission had approved these plans. Steve Rhoades, Attorney for MPI and Tim Winter representing Pasquinelli, were in attendance to discuss this development. Mayor Prochaska expressed concern that the street name "Hastert" was used on a side street rather than a more significant area and he recommended that the name should not be used for that street. Alderman Kot and other Council members concurred with this recommendation. The Grande Reserve representatives said they would explore other options for street names before the next Council meeting. Mayor Prochaska said a new name option would be needed by the next day for consideration at the Council meeting next Tuesday. He also clarified that these plats were both final and preliminary. PARK BOARD: 1. Riverfront Shelter Bid Summary — PKBD 3122104 Laura Brown reported a public bid was initiated and this summary was the result. The bid was actually done twice due to some State confusion. Five of 13 plans were the type of plans that were desired. The Park Board recommended Greenup Landscaping of Plainfield in the amount of $44,150 that includes engineer drawing, saw cutting and footings. Installation was bid separately and awarded to O'Malley for $7,850 since O'Malley had approached the City with a desire to do this project. This moves to City Council on the consent agenda. 2. Country Hills Park Bid Summary — PKBD 3122104 Ms. Brown reported this was bid 2 ways: the playground piece was done separately and also a bid was rolled into the general contracting bid. Five bids were received. The recommended contractor is Rio/Real ?? construction at $102,880. Also recommended was Schoppe Design to oversee the general contractor at a cost not to I Page 5 of 8 exceed $5,000. The Park Board would like to proceed with construction. The total project expense is $157,781.59 and is covered by land cash. This is a 2 -acre park with a frontier theme and is fully handicapped accessible. It is hoped to regionalize this type of playground and have one located north and one south. The Kiwanis may wish to sponsor part of the basketball court at a later date and have been doing active fund- raising for this. Completion is expected by mid -June. This will go to the City Council consent agenda. 3. Request for Approval for Paved Driveway & Appurtenance for Beecher Park Concession Stand Driveway Bid Announcement — PKBD 3122104 Approval is being requested to move forward with a bid process for the paved driveway and asphalt pad to be installed around the concession stand. $15,000 is allocated in parks capital for this project. This will move forward to the Council consent agenda. PUBLIC WORKS COMMITTEE: 1. In -Town Road Program Update by Joe Besco A request had previously been made by Alderman Kot for an update on the In -Town Road Program. Alderman Besco reported that it will be separated into two parts: roadways and utilities. Phase I will include streets north of the river and Phase II will include streets south of the river. Work for both is scheduled to begin in 2004 and continue into 2005. Storm sewers will be added in some areas, while others will be re- structured. Alderman Kot suggested a public meeting to avoid any confusion with the City and residents as to where the work will be done in conjunction with their property lines. He cited an example of confusion when work was done on State Street. Other committee members concurred with this suggestion. No further action was taken. 2. Corneils Road Overlay — PW 3/22/04 This is an area east of Rt. 47. The project is contingent upon funds and is in next year's budget. The township is coordinating this project and is asking the City for a portion of the cost. This project will be approved subject to passing the budget. Page 6 of 8 3. Truck Purchase for Public Works — PW 3/22/04 Alderman Besco stated this is a 1 -ton dump truck at a cost of $32,963 that will be purchased using fees from the Grand Reserve. It was approved by Public Works. This will move to consent agenda. 4. Cannonball Trail Booster Station & South PRV Station —Results of Bid Opening — PW — 3122104 The low bidder was L. J. Dodd Construction and the bid was approved by the Public Works Committee. This moves to the consent agenda. 5. Hydraulic Avenue Interceptor — RR License Agreements Attorney Kramer reported that the title company is researching whether or not the land along Hydraulic Street is owned by the railroad or the City. If it is railroad - owned land, the City must pay for the right to place this interceptor parallel to the railroad. If it is City - owned, the City would only need to pay for the perpendicular area where it crosses the tracks in two locations. The title company has been asked to rush this request and hopefully an answer will be available before next Tuesday's meeting. This item will be placed on the agenda for next Tuesday night, subject to having the information from the title company. PUBLIC SAFETY COMMITTEE: 1. Weather Warning Siren —Located at Bruell Lift Station Alderman Kot stated a siren had previously been located on the fire station and there was discussion to move it to a riverfront site. It was recommended to purchase a new siren and position it at the lift station to provide coverage for Heartland as well as the riverfront. Since Heartland is a new development, the fees for the new siren can be taken from development fees. The old siren will be placed in storage. Mr. Kot expressed the need to have the new siren in place before the tornado season. Com Ed will be approached regarding running power to the siren and having it placed temporarily on the old lift station until the new station is constructed. Alderman Sticka asked if information was put in the City newsletter reminding people of what action to take when the siren is activated. Mayor Prochaska said information should be included in the April newsletter. Page 7 of 8 This will go to the City Council agenda on consent, for a cost not to exceed $14,500 including installation. ADMINISTRATION COMMITTEE: 1. YBSD Fee Analysis Mr. Graff had written a letter as a result of a joint meeting on March 8 The pros and cons of continuing billing with the YBSD were discussed at this meeting. One idea suggested was to generate a statement rather than a postcard, to clearly identify where the fees were being paid. Disadvantages were: extra postage, folding, must be placed in envelopes, who would manage meter readers. Advantages discussed were 45 -day shutoff instead of 75 days, would assist cash flow, reduced late notice expenses. The end result of the meeting was a joint bill for the two separate entities with an explanation that the bill is for the City of Yorkville and YBSD. Also discussed at the meeting was for the YBSD to share the cost of billing, meter reader cost and one -time cost for setup of the software. Ms. Pleckham reported that an inter- governmental agreement was discussed with Mr. Pfister and that the agreement could be updated as the number of houses increases. Ms. Spears suggested a quarterly update. An enhanced meter reading system to be used while meter readers drive down the streets, was also suggested. This item will be placed on the City Council agenda on the 27 to approve the fee. The inter - governmental agreement will be reviewed in the next couple months. There was no additional business. EXECUTIVE SESSION 1. To discuss criminal investigatory responsibilities... This item was tabled. The committee went into Executive Session at this time. (Time is unknown since there are no written notes for this set of minutes.) The Mayor asked the committee to consider both of the remaining issues in one session. Alderman Kot questioned why the committee would want to conduct the sessions in that manner. A motion was then made to enter into Executive Session. (The minutes for these sessions are transcribed separately). Page 8 of 8 ADDITIONAL BUSINESS: Following the Executive Session, the Mayor asked for any additional business. Alderwoman Burd reported she had attended a forum regarding the historic district. Ms. Ohare reported that she has seen that the Visitor's Center had its board up. The Mayor said that committee assignments will be reviewed and he asked for any input. He noted that 2 people will be needed for Human Resources. In addition, the Mayor made reference to a letter from Alderwoman Spears' regarding donations. He said that there is not clear definition of donations for the City and he added that donations should be tracked in a better manner. It was suggested that a policy is needed for future donations and he directed the Administration committee to establish a policy. Since there was no further business the meeting was adjourned (approximately 11: 00 ?? based on a comment by minute taker, which was on recorder.) Please note: These minutes were transcribed without the benefit of written notes and most agenda packet items. Meeting attended by and minutes recorded by Gail Denton Transcribed by Marlys Young, March 25, 2005