COW Minutes 2004 02-17-04 Page 1 of 6
APPROVED 3/22/05
UNITED CITY OF YORKVILLE
COMMITTEE OF THE WHOLE 2004
City Conference Room
Tuesday, February 17, 2004 — 7:00 p.m.
In Attendance:
CITY
Art Prochaska — Mayor Paul James — Alderman
Larry Kot — Alderman Rose Spears — Alderwoman
Wanda Ohare — Alderwoman Marty Munns — Alderman
Rich Sticka — Alderman (Left 8:12 p.m.) Joe Besco — Alderman
Bill Powell - City Treasurer Traci Pleckham — Finance Director
Tony Graff — City Administrator Harold Martin — Chief of Police
Kelly Kramer — City Attorney's Representative
GUESTS
Lynn Dubajic — Economic Development Director
Mark Baker — Director of SEC Planning Consultants
Tom Tristano — Williams Architects
Mark Bushhouse — Williams Architects
Mike Schoppe — Schoppe Design Associates (SDA)
The meeting was called to order at 7:05 p.m. by Mayor Prochaska.
PUBLIC HEARINGS:
None
PRESENTATIONS:
1. South Comprehensive Plan Amendment by Mike Schoppe
Mike Schoppe of Schoppe Design Associates with Mark Baker, Director of SEC
Planning Consultants, presented the proposal for the Comprehensive Plan Update. They
will be incorporating the updated studies and inquiries for the South area of Yorkville.
• Task 1 -- Collect, review, and incorporate the existing reports into the plan. The
information to be included in the Plan will include the summary map and a brief
executive summary of each of the studies.
• Task 2 -- A joint meeting with the Plan Commission and City Council to hear the
thoughts, objectives, and visions for the property.
1
Page 2 of 6
• Task 3 -- Presented by Mark Baker which is to prepare the land uses. From the
analysis and the meetings they will provide the justification for why the land uses
are where they are.
• Task 4 -- Plan Commission and City Council Workshops to present the
recommendations and receive comments.
• Task 5 -- Revise the land use map, exhibits and text accordingly.
• Task 6 -- Submit a final draft of the plan to the Plan Commission for review and
approval.
• Task 7 -- Submit a final draft of the plan to the City Council for review and
approval.
• Task 8 -- Assemble and deliver the original and the electronic copy to the City.
Alderman Sticka would like that whatever goes to the Plan Commission not be altered
before it is presented to City Council (Tasks 6 & 7). He would also like to see the
compensation figures elaborated a little more — how did they arrived at these numbers.
Further, he noted an error on the printed expenses. The cost will be $50.00 per copy
instead of $.50 per copy.
Mayor Prochaska requested that when they are taking their data collection, to try to get
what they can from the City of Joliet, because it is his understanding that a portion of
their planning area now actually does over lap Yorkville's planning area in the southeast
corner.
The desire mentioned at the EDC meeting is to create boundaries surrounding Yorkville
with some sort of change from Oswego /Plainfield/Joliet as we transition from one
community to another, be it be a band of open space, an agricultural area, or natural
features.
There was a question if a natural resource inventory assessment was in this general
planning area and the answer was that it is already incorporated in the Plan.
There was a question on what was envisioned on the staff involvement and the response
was that they will be involved on data collection, current inventories that the city has for
the different land uses, any proposed projects the growth may impact, and general input.
Another question was why will Mike Schoppe be paid $3,000 to attend meetings while
Mark Baker is paid $4,500 to attend meetings; would Mark Baker be attending more
meetings? It was explained that Mark Baker gets paid more than Mr. Schoppe.
Mike Schoppe will give a breakdown of the fees at the next Committee of the Whole.
Topic 2 - School Site Selection Study
In order to plan ahead where various schools should be located, a methodology was
developed for calculating the number of anticipated school children coming from the
2
i
Page 3 of 6
developments per school type for individual properties. This was applied to two of the
planning areas north of the Burlington Northern railroad tracks and two sites were
selected where schools should be located. It was proposed that the City authorize SDA to
prepare the same study for the remaining planning areas. The work is not to exceed
$9,500. The school district has agreed to pay $4,800 to do the second half. Mayor
Prochaska stressed the importance of the need for this study because land needs to be
allotted for the schools so it's there for them. The land is established by where they think
the schools will be needed due to the number of children coming from the various
upcoming developments. There was a question why the school district was not involved
in the planning, but it was indicated that the school is giving input into this. The school
site selection study was included in the revised budget. Mayor Prochaska asked the
Council for their approval to take this to the City Council meeting subject to the
$4,800.00 from the District.
This item will move forward to City Council meeting on the consent agenda.
2. Building Closeout Report by Mark Bushhouse of Williams Architects
Tom Tristano and Mark Bushhouse of William Architects presented the three phases of
development (Phase I — Lower Lever, Phase II — Main Level, Phase III — Council
Chambers) The targeted start and finished dates verses the actual start and finish dates on
the handout were reviewed. They apologized for being prudent and not asking for soil
borings to foresee the poor soil conditions which were the cause for the delay in Phase
III. Overall, the project was completed on schedule. They completed the work under
budget, returning back to the City $43,293.00. They are still assessing the current
generator to see if it will hold the load. They will be doing a load test and will get some
recommendations about the type of generator that might be needed to upgrade to handle a
full building in operation load.
No formal action was taken.
ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA:
(This is a new item to move the meeting along quicker for such things as police and water
reports which must unanimously come out of the committee.)
None.
MAYOR:
1. Coffee with the Mayer: There will be a meeting a Book N'Around from 9:30 —
11:30 a.m. and a ribbon cutting ceremony at Union Bank on Saturday, February
21, 2004 at 1:00 p.m.
3
Page 4 of 6
2. Community Relations Manager Job Description: There will be a combination of
education and related experience considered in lieu of degree. This item will
move forward to the City Council meeting on the consent agenda.
3. City Council Packets: February 24, 2004 City Council Packets will be prepared
and distributed on Thursday, 2/19/04.
ADHOC TECHNOLOGY COMMITTEE:
1. RFP Technology Recommendation: Finance Director Traci Pleckham received a
Bid Analysis Summary from 4 vendors. Included with this are the cost for the
boring between the three facilities (the City Hall, the library and the Beecher
Center) The Adhoc Committee's recommendation is to go with E2 Services who
presented the lowest bid ($20,100) and met the requirements of RFP. It was
recommended the VPN connections be delayed until a later date. It was brought
up to get an estimate of long -term maintenance service so there will be an
estimate in the budget. The contingency budget will be brought back to COW on
March 16.
2. SPS Service Support Agreement. This is to provide on -site service,
programming, unlimited telephone, and e -mail support based on a book of hours
for the year. For the year they will have 100 hours of support. It was mentioned
that usually more than 100 hours is needed.
This item will be forwarded to City Council meeting on the consent agenda.
ECONOMIC DEVELOPMENT COMMITTEE:
1. Progress Holdings PUD Agreement & Final Plat. Wade Joyner of Progressive
Holdings, LLC presented. Alderman Sticka indicated that there was insufficient
information and errors in the documents that were given to the Committee and
suggested that this should be tabled. Revised exhibits will need to be completed
by Thursday for City Council Agenda or else it will not be placed on the agenda.
There was a question if there was storm water detention and it was explained that
there is underground detention.
PARK BOARD:
No Report
PUBLIC WORKS COMMITTEE:
1. Subdivision Control Ordinance: This was reviewed and everyone was satisfied.
Under the violation section of the Illinois Municipal Code the City is not
authorized to fine daily, only weekly. This will be tabled to the March 16 COW
meeting because there are more rules that may need to be incorporated in the
subdivision control.
4
Page 5 of 6
PUBLIC SAFETY COMMITTEE:
No Report
ADMINISTRATION COMMITTEE:
1. Detail Board Report (Bill List): Alderman Ohare pointed out the misspelling of
"minutes" throughout the Bill List. She also questioned why there was a late fee
applied to the City's charge card and asked if we could get it waived or else look
into getting a different charge card so they are not charged this additional fee each
month.
This item will be forwarded to City Council meeting.
2. Tax Abatement Ordinance for Fox Industrial Park: This is an annual ordinance
to abate the taxes which must be filed by the county by February 28, 2004.
Committee recommended that it be placed on the Consent Agenda.
3. 3.5 Million Countryside Interceptor Alternate Revenue Bond: The bond sale
will be February 24, 2004. The attorney has the documents. This is a 15 -year
bond that is callable in six years which means it can be paid early. If all the
development fees come in as anticipated, the funds will be available to pay the
bond off early.
This item moves forward to City Council meeting for vote.
4. 1.6 Million Com Ed Sewer Debt Certificate — Admin 2112104
This is a bond for finishing up the Hydraulic River Crossing for the sewer to go
south to Raintree Village and Route 47. The developer's portion is $3.2 million
and the City portion is $1.6 million. The City can collect fees from future
developments to apply to this. This is an area where there was no sanitary service
so it will be a recapture account. This is a 10 year bond and the bond sale is
scheduled for February 24, 2004.
This item moves forward to City Council meeting for vote.
5. Proposing Ordinances for Grande Reserve SSA: Grand Reserve is able to issue
up to $60 million in Special Service Area bonds. They will not be using it all at
once. They are looking at three different parcels, the north, central and south
parcels. They will issue one north SSA, two central SSA's, one south SSA and
one overall SSA. The first SSA will be the central one for $15 million, and an
overall variable rate SSA which will be about $17 million. The variable rate SSA
will cover the costs that are not encompassed within the subdivision itself, such as
water supply, sewer connections. This will ultimately be paid off prior to the
other four SSA being in place. A public hearing will be held on March 23, 2004
after which there is a 60 day waiting period to establish the ordinances.
5
Page 6 of 6
The proposed ordinances will be place on the City Council's agenda for vote.
6. Part -time Office Assistant — Revised Job Description: The j ob description was
revised according to what the current part-time position is actually doing.
This item will move forward to City Council meeting on the consent agenda.
OTHER BUSINESS
There is a need to review and approve closed session minutes every 6 months (April and
October). Typically, it is done by 2 aldermen, the City Attorney and the City Clerk.
Their duties would be to indicate what could be released (with the consent of City
Council). They were looking for volunteers.
There was no further business and the meeting adjourned at 8:47 p.m.
Minute Taker — Gail Denton
Transcribed by Jeanne 4rbet
6