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COW Minutes 2004 02-03-04 I - tTY c;t►t1yC11.- Page 1 of 9 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE TUESDAY, FEBRUARY 3, 2004 CITY HALL CONFERENCE ROOM 7:OOPM In Attendance: citv Art Prochaska — Mayor Richard Sticka - Alderman Valerie Burd - Alderwoman Valerie Burd - Alderwoman Paul James - Alderman Larry Kot - Alderman Wanda Ohare - Alderwoman Rose Spears - Alderwoman Bill Powell - City Treasurer Laura Brown- Executive Director Parks & Recreation Tony Graff— City Administrator Traci Pleckham — City Finance Director Harold Martin — Police Dept. Dan Kramer — City Attorney Eric Dhuse — Director of Public Works Guests Kathy Farren — Kendall County Record Dan Waitt- Beacon News Lynn Dubajic - Yorkville Economic Development Commission Gary Weber, Gary R. Weber Associates Matt Fiascone, Inland The meeting was called to order at 7pm. It was decided to move forward in the agenda and begin with the Economic Development Committee portion of the meeting so the guests could depart after their presentation. ECONOMIC DEVELOPMENT COMMITTEE # 3 Runse Property Annexation & Zoning Mayor Prochaska began the agenda with Runge Property — Annexation & Zoning. Mr. Graff prefaced the discussion by noting that the property is in the preliminary plat stage. Public hearings have been held and an appearance before the plan commission is anticipated in the next 45 days. A meeting will be held with Sugar Grove to review boundary agreements because of Baseline Road. The main issue for the meeting was discussion of the Rt. 47 commercial corridor -- what should be the proper open space look, since some deviations had been requested in the R2. Mike Schoppe stated a 100 foot buffer from the property line was needed. As a result, Matt Fiascone was invited to the meeting to present site designs and an update on the .project. Mr. Fiascone stated there were several issues needing minor policy direction. One significant variation had been requested — that was a 60' right away rather than a 66'. Page 2 of 9 Generally the staff was supportive of the 60'wide right away with slight modifications. The goal was to meet land use desires of city with straight zoning. City staff wished to eliminate one connection on Baseline Road and reduce the number of driveways in the townhome area. Inland will ask for preliminary plat approval with annexation of two residential areas. City staff felt the commercial design should be suitable for a "big box" retailer with 1000' of depth to accommodate parking and buildings. Staff requested a 100' buffer from The Right -of -Way (ROW) line at Rt. 47. Visibility and compatibility were issues for businesses. City staff feels big box retailers should be the end use, while preserving the nature corridor. If the Parks Department desires a trail system along the creek frontage, Mr. Fiascone will add text with specific locations. Inland does not want to agree to a 100' setback since it was from the western bank of the creek, not just from the property line. The trail is the only remaining policy issue needing direction. A consensus is now needed from the council according to Mr. Graff, for the proper landscaping. There is also a flood plain issue. Currently there is a high berm which will be reduced to assist the safety issue and more esthetic look. Mayor Prochaska stated that the objective is to maintain the creek and would like creativity with it rather than setbacks of 100 -150'. He felt the main concerns were: • Address the floodplain area • Compensatory water storage • Language to guarantee 10' trailways Mr. Graff commented that the ordinance states that floodplain storage must be adjacent to property. Ms. Burd stated that another discussion with Mike Schoppe is needed to plan for trees/hedgerows. Alderman Kot stated that the trail goes right through the access road and believes that 100 is fairly excessive. Having the trail going through the parking lot was an area of concern raised by Alderman Sticka. Dan Kramer was asked to draft language to preserve the creek area, yet the viability of a "big box retailer ". There is a flood plain which would be an appropriate area for compensatory storage. Mr. Graff noted that there has been discussion with Kane County, of a trail on Com Ed easements. Mr. Kot asked about a plan for the Kane County side of the trail and where it will goes. It will connect at some point with Kane County's trail. Sugar Grove has expressed they would like a 100' ROW due to the Eldamain connection with Rt. 47. Language will be incorporated allowing for a site plan review for compensatory storage and creating a mechanism for trail connection. Alderman Sticka inquired if this would be a land or land cash situation — it will be both. The property will be maintained by the homeowners' association with natural and prairie grasses suggested as part of the landscaping. Road widening for this area would occur mostly on the east side due to the creek. At this point, a preliminary plat for the residential portion with the changes as discussed with the planning council, will be completed and attempt will be made to have this item on the plan commission agenda at the end of March. Page 3 of 9 #2 Westbury Annexation Agreement This was tabled as the preliminary plat is nearly completed and will be on the April plan commission agenda. All terms and development fees were agreed to. The engineering is 80% complete. The issue will come before the C.O.W on April 2W Alderwoman Spears noted that Joe Besco had asked if dumpsters could be removed from the streets when the first occupancy permit is issued. Mr. Besco also wanted parking on one side of the street only, during construction. It will be put into the PUD. #1 Yorkville Hill Landscauing PUD Agreement Still waiting for letter from property owners who were disgusted and there were some encroachment issues as well. This matter will then move forward by consensus of the council. MAYOR #1 Eldamain Road Jurisdictional Transfer Attorney Kramer has received the draft and noted one significant point to be revised. A shopping center is planned for the SW corner of Eldamain & Rt. 34. The main entrance for the residential and commercial would be where the two different zoning classes meet on the west side of the road. Paul Dresden will be encouraged to line up with that intersection when he considers the rezoning. Only one cut is desired north of the creek. This matter had the group consensus. #2 Kane Countv Paratransit Coordinating Council Attorney Kramer's office reviewed this program for which there is no financial commitment at this time. Kramer suggested we support it if would support a handicapped transit system. It is also for seniors. Alderwoman Spears asked if any City official had contacted Kendall County regarding this program. It will also be discussed at the Mayor and Managers meeting. Mayor Prochaska felt it would make sense to have someone from the County on the committee even though Pace does not operate here at this time. Ms. Spears volunteered to be an alternate. #3 Coffee Mayor Prochaska made note of the next Coffee with the Mayor at Forget Me Not Flowers. #4 Joint Meeting With the School District #115 A meeting will be held on March 29" at the school district building to discuss growth issues and other common issues. Mayor Prochaska also noted that the Yorkville- Bristol Sanitary District would like a joint meeting on March 8 at 6pm to discuss funding, billing, growth issues and an inter- government agreement. This meeting will be held at their new facility on River Road. Page 4 of 9 #5 Mavor & Denartment Heads Report Mayor Prochaska handed out a booklet providing highlights of city departments for 2003. He noted 79 ordinances and 45 resolutions were passed last year. The ordinances are published in the city newsletter. This information will be put on the website after it is reviewed. #6 2003 -2004 Revised Budeet Mayor Prochaska noted that the total change of revenue was 10.81 % for revenue and expenses. Revenue was obtained from: • Building permits • Moser project • $37,000 from the developers of the Rob Roy Creek area He also noted the following points: • Reduction of $130,000 revenue from taxes and state revenue • Expenses have increased in building inspections along with number of inspections • Some expenses will be funded through the Moser project • Sales tax remained same, retailers had profitable Christmas, but want to stay cautious • Real Estate tax levy was decreased • Increase in road and bridge tax • State income tax decreased • Use tax small decrease • Development fees increased, some due to Moser fees, part of which has been received. Money is not spent until received. • Slight reduction in traffic fines. Truck enforcement was not done until December and City received only small portion of the fees from truck enforcement and seat belt violations • Some reimbursement from State for police training The Rob Roy Creek study was discussed at this point. Mr. Graff noted that the engineers recommended asking the developers to front -fund the project and create a "service area" to attach to the property as it is annexed. The study is not only for the benefit of Inland, but also needed to complete the Rob Roy Creek flood study to submit to IDNR and ultimately to FEMA. Attorney Kramer stated it is too big an area to do piecemeal. Mayor asked if we should go forward with this to which Alderman Sticka replied there is a risk if the City doesn't move forward as developers could come in and do their own study. The ultimate goal is to obtain a FEMA map. Alderman Kot pointed out that although it may take time, ultimately the City will receive the money. He also thought it made sense to have a good map and the City owes it to future property owners in case of flood. Public Works had recommended the City move forward with the project. Page 5 of 9 Reimbursement from other governmental bodies was discussed. Revenues are down due to agreements between bodies. The school district has agreed to fund $4800 for the school comp plan which will show all the school facilities on a map. This will assist in planning future schools, parks, bike trails, transportation and development. Alderwoman Spears asked what $13,000 for miscellaneous income was. It is for j copying fees, zoning books, charges for accident reports, etc. Other budget items discussed: • Block grant was received in June for C -Pat radios • Merit increases • Decrease in health benefits • Employee Assistance Programs (EAP) • Slight increase in contractual services for shredding • Possibility of hiring ServiceMaster for cleaning services • Uniform/clothing allowance • Sod program Discussions turned to costs of cell phones. Alderwoman Spears suggested a freeze on cell phone usage due to being 93.7% to budget at this time and the fact that the Administration committee is studying this item. Mayor Prochaska stated there has been increased city business which warranted the higher use. She stated the freeze would be only while the committee checked bills for utilization. Ms. Spears stated she had asked twice to receive the Detailed Revenue & Expense Report on a monthly basis and was told she could have it only annually or semi - annually. Alderwoman Spears requested the following statement be recorded in the official notes that Mr. Graff stated he was not arguing about this issue, rather he was "debating" the issue. Mr. Graff pointed out that part of the increased costs come from new employees and increased cost of phones. The Mayor and Chief Martin both have Nextel phones for instant contact. The Chief s phone costs came from administration's budget. The Mayor stated that the phones are billed at $35 a month. Alderman Sticka asked if there was a massive misuse of telephones. Mayor Prochaska stated that there are probably some personal phone calls, but not excessive. He stated that the phones are an asset and public works personnel are easily reached 24 hours a day. He believes that managers are monitoring their employees and that there is no abuse of phones. Alderwoman Burd pointed out that the employee manual states that an employee who abuses phone privileges can be required to reimburse costs. That would be reported in miscellaneous income. Mayor Prochaska requested to go on record that the City has good employees and then asked to move forward in the meeting. i Page 6 of 9 Other budget items briefly discussed were: • Member dues to chamber increased • Travel expenses • Contingencies dropped • Office supplies increased due to staff increase • Increase in operating supplies (published additional zoning books etc.) • IMRF decreased • Computer and software • Transfer to Parks & Recreation reduced due to funding by Moser • Increased employee salaries due to Moser project • Training conferences for water compliance by 2007 • Increase for new hires funded by Moser • Merit increase for police clerks • Overtime for police decreased due to 12 hour shifts • Block grants • Training conferences • Police academy costs decreased because new hires already trained • Building & zoning services up to $10,000 for legal services for recent litigation • A study for Waubonsee to possibly locate in Yorkville • Increased costs for publishing/advertising zoning issues and public hearings I Alderwoman Burd asked if full payment is made to consultants for work that does not come to fruition. The Mayor felt a policy was needed for that and a "scope of service" should be placed in such a contract, Additional budget items noted briefly: • Additional mosquito control in summer • Improvements to Beecher center and library • Donation for defibrillators • Drinking fountain in town square was replaced • New signs for Park District • Proposal for new mower • Sewer improvement includes connection fees • Restoration of skateboard park Budget discussions were completed with the Mayor noting a couple small corrections. The budget will be voted on next week. The budget will go on to City Council on consent agenda. i i Page 7 of 9 CITY TREASURER: The treasurer's reports were delayed due to discrepancies between the City and the auditors. Bill Powell noted there is now online viewing of accounts. Mayor Prochaska inquired as to why the municipal building fund is negative. Fees are still being received. Alderwoman Spears asked when the audit was complete. It i was begun in June and finished in September. Delays were due to the previously noted discrepancies and the changeover to the new accounting system. The reports will be on consent at the next City Council meeting. PARK BOARD Youth Baseball Agreement -2004 Youth Baseball Agreement: revision of last year's agreement, incorporated adopted athletic field use. Park District has taken over maintenance of fields and Youth Baseball took over operations. No changes were made except for the date. Agreement to be forwarded to City Council on consent for approval. PUBLIC WORKS COMMITTEE: #1 Fox Mill Landing Project is closed out, moved forward on consent. #2 Water Conservation Ordinance Some language changes are need, will be brought back to C.O. W on the 17 t1i . #3 Ensineerina Department- Additional Personnel Approval is being sought to post a full time position which is already in the budget. Posting was approved. #4 Water Report for November 2003 Moved to consent agenda #5 Route 43 and Game Farm Road Traffic Signal Was at committee, decrease in money, moved to consent agenda. #6 York Meadows Plat of Easement Committee accepted plat which formalized utilities. Moved on by consent. #7101 E. Somonauk — Sidewalk Agreement Moved to consent agenda. Page 8 of 9 #8 Rob Rov Creek Flood Studv — Supplemental Agreement Discussed earlier in meeting, a motion was made to proceed. All in agreement. #9 Mill and Van Emmon Water Main Improvement A timeline was done which will be used as a future tool PUBLIC SAFETY COMMITTEE #1 Police Reports for December 2003 It was noted that truck enforcement increased. Prior to that, the police officer had been gone for re- certification. This item moved on to consent agenda. ADMINISTRATION COMMITTEE: #1 Detail Board Report (Bill List) Discussion of gasoline costs, building punch list, door locks, sewer pump replacement, moved on to City Council for vote #2 Updated Vehicle Policv Nearly finished. Revisions include: a. requires use of seat belts in any city vehicle b. all damage to city vehicles must be reported c. use of city vehicle by other than employee, must be authorized by department head #3 Emvlovee Manual A few minor changes were made such as plurals, gender, wording, corrected grammar. It was noted that it was recommended that the document be done in "1St person". The reason is, when a potential employee reads the manual, he /she will apply to their individual situation. Specifically, section 3.3.2 regarding medications was discussed. The word "drugs" was changed to "medications ". Language will be added to stipulate "not in violation of any state or federal act ". It was also determined that a supervisor could ask an employee the t e of medication to determine if it impairs a work situation. Alderwoman Burd questioned what the word "sealed" implied on page 19, last sentence, regarding employee records. According to Mr. Graff, a sealed record is signed and dated by the employee and then sealed. It can be used for litigation purposes and it can only be opened by court order. i Page 9 of 9 Discussion was ended regarding the manual and changes /corrections will be made by Mr. Graff by Friday. This item will be placed on the City Council agenda. ADDITIONAL BUSINESS Alderman Kot stated the length of these meetings was getting out of hand and that the staff is being "burned out ". He also felt that the C.O.W. is doing a lot of the work that committees should be doing. He also suggested that staff members could be dismissed from the meeting, after the completion of their respective reports. Alderwoman Burd told the committee that the National Trust for Historic Preservation now has a website. The website mistakenly stated that the City had renovated the old jail. She also noted that on February 18 she will travel to Springfield to lobby on behalf of tourism. A memo was discussed by Ms. Spears regarding a workday schedule where hours were changed. She felt the current policy was bypassed. It was determined that the situation applied to Administration and such situations could be determined by Department Heads. Alderwoman Spears also asked if a meeting had been arranged with the Major of the Salvation Army. It was noted that a contract was sent twice with no response. The Major will be contacted again. It was noted by Mayor Prochaska that Jim Jensen will be resigning from the fire and police commission. The Mayor will recommend a new candidate, Mike Anderson, to the City Council. There was no additional business. The meeting adjourned at 10:50pm. Minutes transcribed by Minute Taker, Marlys Young PLEASE SIGN IN MEETING: �� D a DATE: �--o NAME STREET ADDRESS CITY C*" s � 1 (goo- aa� im mN e>- /4 A IT faA Z ? F- ac r)r) u b ci A . 1 1 l 1 1 1 1�