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COW Minutes 2003 12-16-03 Page 1 of 8 i APPROVED WITH CORRECTIONS 01/25/05 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE MEETING Tuesday, December 16, 2003 7:00 PM City Conference Room City Staff and Council Members present: Alderman Besco Executive Director Parks and Rec Laura Brown Alderwoman Burd City Administrator Tony Graff Alderman James Alderman Kot City Attorney Kelly Kramer Alderman Munns Alderwoman Ohare Finance Director Tracy Pleckham City Treasurer Bill Powell Mayor Prochaska Alderwoman Spears Alderman Sticka Guests that signed in: Gary Maxwell - Yorkville Marvin Delahr- Watseka (Fox Hill Subdivision) Richard LaBerge -Plano Susan & Gary Kritzberg- Yorkville Rou Saballus -Plano Camie Ferrier- Yorkville Jim Hoving (Smith Engineering) The meeting was called to order at 7:03pm by Mayor Art Prochaska. He reminded all present to please sign in on the City sign -in sheet if needed. Public Hearing: None Presentation: 1. Transportation Study by Smith Engineering: Mayor Prochaska introduced Camie Ferrier and Jim Hoving who will be doing the presentation on behalf of Smith Engineering. Page 2 of 8 Jim Hoving introduced himself to all those present. Smith Engineering has done a City -wide Transportation study for the City. He stated that as the City grows, there is a need for logical collector roads and these collectors will connect residential to the state routes. Their task was to use the most current comprehensive plan the City has, which is going under revision. The boundaries indicated with this plan are Route 30 to the north and south to Caton Farm Road. The west is over to Eldemain Road and Highpoint Road extended over to the east where the Yorkville /Oswego Boundary agreement exists which is basically the school district boundary. The goal was to define a skeleton network so that when future development comes in the City has a basis for discussion as to where the roads should flow. Mr. Hoving stated that they will be going over the report content which discusses their methodology, talk about the primary network they have developed, and discuss opinion of the probable cost of roadway types. Camie Ferrier spoke to the Committee about the following. She stated that she would start by discussing the methodology they followed while creating this report. The comprehensive plan which is split into 11 planning areas and for each of these planning areas they received information to look over from City Staff and Shoppe Design based on ultimate build out and land use for all areas. They sat down with all this information and planned a roadway network, which includes existing roadways and proposed roadways. For residential areas they used the population projections and for commercial areas they used acreage that is available. They also looked at recent traffic study's that have been done in the area like the Grande Reserve and the Eldemain Corridor traffic study. They went ahead and assigned typical cross - sections which is based on ADT's and subdivision control sections. The two cross sections assigned are one for major collectors and one for a regular collector road. The ADT for the collector roadway is 2500 to 12000 ADT that has a cross section of 34ft back to back and an 80 ft right of way. A major collector has anything greater than 12000 ADT and has a cross section of 50ft back to back with a 100 ft right of way. Mrs. Ferrier went on to say that for each of the cross sections they developed a cost per foot basis to assign a cost for the roadway for the type needed. This is done utilizing 2003 dollars and that information can be found in the report towards the back. Mr. Hoving stated that essentially it is good for communities to have plans like these to they can assign roadway networks and multi - mobile functions like bike paths and all these will need to continually update as needed. The City is doing a good job starting these developments in the planning phase. He then opened up the presentation for questions. Mayor Prochaska stated that they stated that they have assigned cost to the roadways and he pointed out that some would be City cost, County cost and some even State cost and he wondered if these were broken down to which they belonged. Mr. Hoving replied that they only broke down City cost was Page 3 of 8 determined. The costs do include traffic signals and bridges. Mr. Graff added that they do have a lot more work to do with this before they will apply some type of road improvement fees. He stated there is still a negotiable area but not an impact area that they are allowing to apply to the developer because of legislation. They would have to get legislation, which there is discussion to allow this County to apply impact fees. If these do go into effect there will be a County impact fee that will be applied if the County becomes a home -rule county. Mayor Prochaska stated they could always negotiate these aspects with the developers as part of the agreement. Alderwoman Spears and Alderman Sticka asked for explanation on a couple of issues in the plan in front of them. They received some clarification as to what roads were and how many bridges planed and where they received information regarding the traffic flow per day on the main routes through town. Mr. Graff stated the next step is to have a public hearing in front of the Plan Comm. From there it will go to City Council thereafter to have it incorporated into the City's comprehensive plan. They will also have the comprehensive plan updated to the current density level. Mr. Graff asked Kelly Kramer if this will then give the City the legal right to ask developers for the funds to have these collector roads built. She replied he is correct. The Committee agree to send this forward to the Plan Commission for public hearing from here. They will expect to update this portion every time the City updates the Comprehensive Plan. 2. Feasibility Study for Eastern Bridge Crossing by Smith Engineering: Mr. Hoving began discussion on this issue stating that before them the Committee is looking at the land use plan of Eastern Fox River Crossing Study which a year ago the City asked them to look at what the feasibility would be for a bridge in this area. They looked at the available information that is out as far as existing conditions, page 4, with reviewing topography, soils, terrain, wet land, and how this is to be funded. They looked at flood plain form available flood maps from FEMA. He went over the methodology they used with the Committee and spoke briefly on the different aspects that came along with a bridge in different locations to the east. They recommended to the City that Alternative #4 would be the least cost and the bridge would be built to handle heavier traffic having a 4 lane concrete highway. Alderman Kot questioned how severe is the curve with alternative #4 and is it a traffic hazard. Mr. Hoving explained the dimensions of the curve to the Committee. Alderman Kot stated he just doesn't want to create a hazard in the area like other communities are trying to get rid of Page 4 of 8 Mayor Prochaska pointed out to all that when they are looking at soil conditions they are only specifying if soil in certain areas are met for building highways in the area, not if soil in an area is bad or not. Mr. Ron Saballus approached the Committee stating that it looks like the width of actually crossing River and Route 2 is about the same length as Route 4, is there any reason that the flood plain could not be filled and storage be provided where you fill it. Mayor Prochaska stated the City would have to get access to that land being that the City does not own that area. Mayor Prochaska suggested having a presentation for public review, calling for Q & A and public viewing before going any further to see how it is received. The Committee agrees to this and Mayor Prochaska will get with Staff to set a date. All the Committee felt it was important to see what the public felt before moving forward with this. Mayor: 1. Coffee with the Mayor: December 20 at Book'n Around from 9:30 - 11:30am: Mayor Prochaska briefly went over date of Coffee with the Mayor with no further discussion. 2. Eldamain Road Jurisdictional Transfer: Mayor Prochaska stated they did receive a letter from the County, who looked at transfer of Eldamain Road from the City to the County. He stated the County is looking to taking Eldamain Road to the South with creating a bridge across. With part of this they are looking at the part immediately adjacent to Fox Hill. Mayor Prochaska is suggesting moving forward with this. Mr. Kramer wrote a letter with his suggestions of change of wording in the agreement before moving forward. They will lock in funding decisions before moving forward. This will come back to COW after first of year. 3. Resolution for Revision of Sanitary Sewer Maintenance Fee — COW 11/18/03: Mayor Prochaska stated that the City's ordinance must be changed to reflect the same as YBSD for Individual and Business Fee. The Committee agreed this should be the same and placed on Consent Agenda for City Council. 4. Employee Manual — Update: This was reviewed by Mr. Graff, Alderwoman Spears, Alderwoman Burd and Mayor Prochaska. They hope to have a final draft at City Council for the Council Members to look over. Economic Development Committee: 1. Yorkville Hill Landscaping PUD Agreement — COW 11/18/03: Kelly Kramer stated that Mike Shoppe shared the concerns from one of the adjoining landowners is the landscape buffer. Mike Shoppe did do a landscape plan for the Page 5 of 8 property and has forwarded it to the City today. They will take time to review this and then this will come back to COW on 1/6/04. 2. Gary & Susan Kritzberg Development Agreement — Plan Comm 11/12/03: Kelly Kramer stated that this is an agreement and the petitioners have two options. They requested a rezoning from RI to B2 and the Plan Comm has concerns that if the landowners sell the property whether or not if the subsequent land owners would be entitled to all the B2 uses and they would according to Kelly Kramer. She stated that staff met extensively with the petitioners and as a City they cannot limit the actual use if the B2 zoning is granted when and if the land was zoned. They have discussed is the possibility of a development agreement, where if the property zoned was sold the limit of operation could be limited and other conditions could be added to limit future use without actually infringing on the property owner's rights. They are looking to find out which is the best way to go for all. The Committee discussed the different options available for this situation and what is best for the City to do. Sue Kritzberg stated that when they first met with Bill Dettmer they explained what their intentions were and he suggested then to go for B2 general business district. She stated that this goes in line with local land where they have already rezoned and fits in with the plan of the City. She also stated they have no problem with conforming to how the City would like to take this. She stated that she feels that the City should not worry about what type of business would potentially move in there if they sold due to the City's zoning restrictions. She added that they have no problem signing the business agreement that Kelly Kramer has prepared, but at the same time she sees no difference between the agreement and the original B2 zoning they applied for. Kelly Kramer explained the process of how they would go about landscape or building changes and the Council would have complete control of the voting on this land plan. The agreement will stay with the land if and when the Kritzberg moves on. The Committee discussed with the Kritzberg's the process of changes with this type of business agreement. This will go on to City Council under Economic Development on the agenda. The Kritzberg will sign the agreement by the next City Council Meeting. 3. Raintree Village PUD Amendment — public hearing @ 11/25/03 CC: Tony Graff stated to the Committee this came from public hearing and there was a change in land cash formula for the parks to now include a private park. Laura Brown explained this further with the elevated plan. Concord homes asked the City if they could have 1.8 acres back in exchange for a land cash donation. They want this back to make a Clubhouse and the park board felt this was fine due to still having a trail. The original goal will not be lost by the park board with this change in effect. The park board asked for Concord to come back with a rendering to see what is going in and they have done this. The park board has front funded $320,000.00 from Concord Homes which was already owed to the Page 6 of 8 City. Tony Graff stated that the legal requirement for all this to take place here did not need a PUD agreement. But the Clerks office felt strongly that it could be made and they wanted the public hearing process due to tracking purposes with the land cash coming in. The Committee discussed the specifics of this amendment and Kelly Kramer will look into all the legal requirements and wording. This will go on to 1/6/04 COW for approval. 4. Richard and Valerie LaBerge Annexation Agreement — public hearing @ 12/9/03 CC: (15 minutes of speaking were not taped here, minutes taken from documents and notes provided) The Committee discussed this annexation agreement with Richard and Valerie LaBerge located at 11925 Route 34 where they have a printing business. There was a public hearing two weeks prior. The staff will get a corrected agreement together by Thursday. This is a standard annexation agreement needed here for B3 zoning. 5. Gary & Lelalu Maxwell Annexation Agreement — public hearing @ 12/9/03 CC: (15 minutes of speaking were not taped here, minutes taken from documents and notes provided. Taping resumed at end of discussing this item.) The business here is for sale and the trailer on the property is to be moved. This is to be "grandfathered in if he stays as existing business use ". Currently agriculture special, use through the County. No husbandry use and will stay at current operation. Once property is sold use stops. The owners are desperate to get out of the area due to traffic issues and had been directed to attend traffic issue discussion at the next Public Safety Committee meeting. This will continue to the next COW meeting. Park Board: 1. Resolution Approving Athletic Field Policy: Mayor Prochaska stated there was a public hearing and no one spoke on this item. This will move forward to be placed on City Council as consent agenda on 12/23/03 for adoption. The Committee all agreed this was needed. Public Works Committee: 1. Acceptance of Fox Hill Units 1, 2, 3, 4, 6 and Route 34 Improvements: Tony Graff began discussion stating that all should have the recent punch list review done by the City Engineer. He stated that Marvin DeLahr is here tonight representing Fox Hill. Mr. Graff stated that the structure is representing the manhole and the pipe is actually pipe in the paperwork. They discussed that there is still mud in the pipe from when it rained after the piping was put in. They had the inlets cleaned as requested and they thought they had done everything that was needed to be done. Alderman Besco stated that this is the reason the City has punch lists, the work has been done, but he stated that mud in the pipe and structures comes from construction and not from normal maintenance. The Committee discussed this further with the representative. This will come back to COW on 1/6/04 with all these issues updated and answers needed from Mr. Graff. Page 7 of 8 2. Water Treatment Buildings — FaVade Selections: The Committee was found to need to choose a new fagade selection for all the future water treatment and booster station buildings that will be built in the future. The Committee's previous selection could not be provided due to minim order requirements. EEI has also made a recommendation for the fagade. Council made selection by vote. (Minute taker indicated recorder was paused at this time and there is no indication of what type of fagade was chosen by Committee). 3. Hydraulic Breaker for Skidsteer: Alderman Besco stated that this is a device for the skidsteer that will break concrete, asphalt, frozen ground and is something they have had to go out contract out work in the past and is needed for winter emergency work. This will be used a lot. The low bid is $8,576.00 from Atlas Bobcat and is being recommended. This was originally budgeted for $4,000.00 but was looking at the devices used for residential use, not City wide use. Eric Dhuse spoke to Tracy Pleckham about finding dollars in the adjusted budget for this purchase. This will go on to City Council as consent agenda per Public Works recommendation. 4. South PRV Station Easements: Alderman Besco informed the Committee that the City has been speaking with Tommy Hughes regarding an easement to put in a pressure reducing valve station, which is a point of connection between two water pressure zones. They have tentatively agreed that the cost of the easement will be $9,000.00. The Committee agreed that this will move forward and the Mayor will report back to Committee with outcome. Pubic Safety: No Report Administration Committee: 1. Investment Policy — Admin 12/11/03: This will come back to COW on 1/6/04 due to still determining the boundary. 2. RFQ for Facility Master Plan — Admin 12/11/03: Alderwoman Spears stated there is one correction needed on page 3 on the 3rd paragraph. Should read here in the 3 sentence `The selection of up to 5 finalists shall be made by the Administration committee'. She also stated that Alderwoman Val Burd's company will not be making a bid on this, so she will be back in this. The schedule for the issuance, response, selection performance and approval of the work are stated on page 2 of this document and the Committee went over the timeline together. This will go on from here as scheduled. Additional Business: • Alderwoman Burd commended Public Works Department on quick response with a problem she had at her home. Page 8 of 8 • Mayor Prochaska stated that the Countryside Christmas events went successfully. He appreciated the efforts of all the businesses there. • Mayor Prochaska stated there will be Christmas Caroling this Friday night at 7:00 pm. People are to meet at Town Square Park. There will also be an employee luncheon on Friday at noon. Lastly there is going to be an appreciation lunch for census workers on 12/17/03. • Tracy Pleckham stated the budget will be ready by the 6` of January 2004. • Bill Powell stated there is going to be an Illinois Funds Meeting on 1/6/04 and there is no representative to go. It will be a 15 minute presentation. The meeting was adjourned at 9:45 pm. Meeting attended by minute taker Gail Denton Minutes typed by Sheila Teausaw. II Km� q PLEASE SIGN IN MEETING: - �• w DATE: NAME STREET ADDRESS CITY � � LAN 5 satnN S€c cm�s7 S ��`L;� WR�SE�Cr� IM a �v 3 9z. 'e 3 - k�jj�-2)-)LZ4A FL 4 /V 1 � 7 c✓( l.t�.GE✓ v\ h L. At-- 1 - e;irn � �� ���( L� l� UJt � l . 1 1