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COW Minutes 2003 01-21-03 i I CITY OF YOIRKVILLE COMMITTEE OF THE WHOLE January 21, 2003 - 7:00 PM MEMBERS PRESENT: Mayor Arthur F. Prochaska, Jr. Alderman Larry Kot Alderman Rose Ann Spears Alderman Richard Sticka Alderman Paul James Alderman Joe Besco Alderman Mike Anderson City Administrator Tony Graff Attorney Kelly Kramer Police Lieutenant Schwartzkopf Y.E.D. Lynn Dubijic Treasurer Robert Allen Dir. Public Works Dhuse Dir. Parks Laura Brown Cindy Green Public Hearings: NONE Presentations: NONE Old Business: Ordinance Amending Land Cash Ordinance 96-3 -There was an update with reference to the fair market value with the actual dollar amount inserted. There was some question with the verbiage of "not less than every three years ". Would like the language changed to every three years or less. This item will be placed on the January 28, council agenda. Engineering Agreement/Countryside Interceptor -The Engineering Agreement was reviewed at the January 7 COW meeting and was returned for the review of the YBSD Intergovernmental Agreement. This item will be placed on the January 28 council agenda provided the Intergovernmental Agreement is ready. Yorkville- Bristol Sanitary District Intergovernmental Agreement -Item #4 in the agreement states that there must be consent from both sides for connectivity into the interceptor. Item #2 states that the collection of infrastructure fees will be used to reimburse the City costs. There was concern raised on when the Sanitary District would reimburse the City. Clarification was, requested from Alderman Kot with regards to what is "enough" and the time frame for reimbursement from the District. If clarification is available and the information has been distributed to the Alderman in time for review, this item will be placed on the January 28, council agenda. Heartland Regional Lift Station Easements - Easements are required for this project. A legal description of the affected property is needed. This item will be placed on the COW agenda for February 4. Revised Park & Recreation Open Space Developer Policy -A Public Hearing has been held with regards to this issue. Information was distributed to developers, however no response was returned from them. There was a notation with regards to either full or partial credit and the necessary requirements to receive credit. Areas of no credit were also noted. This item will be placed on the January 28, council agenda. I New Business: Consent Agendas /City Council Meetings - Consent agendas allow the City to place several agenda items in a group to be voted on without discussion. The vote of the alderman for consent agendas must be unanimous. It also allows an alderman to separate an item from the consent agenda if he /she wishes at the beginning of the council meeting. This would allow for additional discussion to the item. There was some concern with regards to what items should be placed on the consent agenda. There was concern with the timing of scheduled loan payments. It was suggested that this could allow for the possibility of one City Council meeting per month and on the off week, that date could be used for Public Hearings. It was also noted that the committees are structured in such a way that the majority of essential discussion is held at the individual committee meetings level. There are two different votes that affect a consent agenda. The items must be approved to be placed on the consent agenda and then the council must approve the consent agenda. This item 19 to be placed on the January 28 council agenda. Utility Billing Clerk Job Description -The job description has been placed in the standard format of the City and has been sent to the labor attorney for review. Accounting Clerk II /Human Resources Clerk Job Description -The job description has been placed in the standard format of the City and has been sent to the labor attorney for review. Designs for City HallMilliams Architects -There have been a few changes made to the final design. Mayor Prochaska did question the distance from the squad room to the stairway. The issue was discussed with Mr. Dettmer and he was in approval. Alderman James showed concern with the parking design. The issue has been discussed with the Police Department and has been approved. City Administrator Graff requested consent from the council to put the bid packet together. IMAP Municipal Practices Assessment A request has been made through DECA and NIU to perform an assessment of City Practices. This assessment will allow for the study of office practices, procedures, and council practices. It will include observation and interviews of City staff and council. This study will include other Illinois Cities and will be funded by a state grant. A resolution of approval and support is needed for this assessment. This item is to be placed on the January 28 council agenda. The Building Permits Reports for December 2002 will be placed on the January 28 council agenda. PC 2002 -12 Kylyn's Ridge Final Plat -The final plat has been approved though EDC and the Plan Commission. The Final Plat is virtually the same as the preliminary with City Engineer Wywrot's requests incorporated. There are two engineering issues that will be discussed with the City Administrator and the City Engineer on Wednesday January 22. This item will be placed on the January 28 council contingent on the two engineering issues. PC 2002 -29 Bowman Property (1 '/2 mile review) -The property in question is within the 1'/ -mile review of the City. It has been through the Plan Commission and EDC. The property consists of 18 estate size lots that would contain their own well and septic. There will be one entrance placed on Route 71. Discussion has been held with IDOT with regards to the placement. There will be 12 acres of green space on the property. Mayor Prochaska requested that there be a pre- annexation agreement in place, so that when the property becomes contiguous, that it would automatically annex to the City. Alderman Burd also noted that a trail system should be placed on the property. Estate Zoning requires that a trail system be put in place. It was also noted that the open space would be covered under a homeowners association and a back up SSA. This item is to be placed on the January 28 council agenda. PC 2002 -30 Tucek Property (1 '/2 mile review) -The property falls within the 1'/2 -mile review of the City. Mayor Prochaska suggested the pre- annexation with this property also. The property consists of 30 units and 15 acres of open space. It was also noted that sidewalks and trails are a city standard. It was suggested that the developer attend the January 28 council meeting or this item be tabled. Menard's Residential Concept for Kennedy Road Alignment -There was much discussion with regards to the new alignment of Kennedy Road. There were both short term and long -term recommendations. The biggest concern was public safety. One option had the intersection that involved a 3 -way stop. Another option took the curve on Kennedy and opened the angle of the road. Concern was also raised with regards to future traffic and the possibility of 4 lanes instead of two. Alderman Sticka showed concern with the addition of "T" intersection and the unfamiliarity of stop signs and that it may be a greater cause for accidents. It was suggested that the intersection be a more open and angled "Y ". The more open the intersection, the greater the visibility. Public Works Sewer Cam -This is a budgeted item for 2003 -2004. It was noted that the City has a good working relationship with the vendor. It was also noted that $10,000 has been budgeted for this item. This equipment could be used to determine and pinpoint problems with the sewer before they happen. This item is to be placed on the January 28 council agenda. Additional Business: Alderman Spears reported that street names are needed for the Historical Street Names List. Mayor Prochaska noted that there would be a joint meeting held with the Yorkville School Board. The meeting will be held on January 30, at 7:30 PM in the school office. Mayor Prochaska announced appointments to the Park Board. Heather Fiala, 1 -year term and Van Truman for the remainder of the existing term. He will be re- appointed in May. This item will be placed on the January 28 council agenda. The issue of increasing the Park Board to 7 persons will be brought to COW on February 4. The Mayor also noted that one person is needed for both the Human Resource Board and the Fagade Committee. City Administrator Graff wanted to give thanks to Liz for organizing the new Alderman packets. The meeting adjourned at 9:00 PM. Respectfully submitted by Cindy Green i