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COW Minutes 2002 12-03-02 Page 1 of 7 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE DECEMBER 3, 2002 7:00 P.M. COUNCIL MEMBERS PRESENT: Mayor Art Prochaska Alderman Larry Kot Alderwoman Rose Spears Alderman Richard Sticka Alderman Joe Besco Alderwoman Val Burd Alderman Mike Anderson Alderman Paul James City Treasurer Bob Allen Alderman Marty Munns (arrived 7:50) CITY STAFF PRESENT: City Y Administrator Ton Graff Public Works Director Eric Dhuse Police Chief Harold Martin Director of Parks & Recreation Laura Brown Attorney Dan Kramer GUESTS: See attached list. OLD BUSINESS The Highlands Annexation Agreement City Attorney Dan Kramer reported staff met with the developer and the recommended changes to the agreement were made. The Council reviewed the agreement and discussed the dedication of land for schools, water tower site, ownership of bike paths and a few typographical errors. The direction of the Council was to correct the typos and send this item to the City Council meeting. This item was placed on the City Council meeting agenda for December 10, 2002. Review of Revised Aurora Tourism 3 -year Contract It was noted that the contract is for five years with a three year "opt -out" clause. The Council discussed the possibility of the City creating a position in the future to take over this project but until then it would be better to enter into this contract. Mayor Prochaska suggested that someone on the City staff should be a liaison between the Aurora Area Convention & Tourism Bureau (AACVB), the Chamber of Commerce and the Yorkville Economic Development Corporation (YEDC) in order to better promote Yorkville. There was no further discussion. This item was placed on the December 10, 2002 City Council meeting agenda. Sponsorship Proposal for Park Brochure and City Newsletter Mayor Prochaska reported that at Alderwoman Spears suggestion this was discussed by the Chamber of Commerce and they did not agree with advertisements in the City newsletter however they did not have a problem with the Parks brochure. They felt the ads in the newsletter could be interpreted as the City showing favoritism. Director of Page 2 of 7 Parks and Recreation Laura Brown stated that she would revise the information to just reflect sponsorship for the brochure. Mayor Prochaska stated that without the ads in the newsletter, the budget should be increased for it in the future. He clarified that the Council would be voting only for sponsorship for the Parks brochure. There was no further discussion. This item was placed on the December 10, 2002 City Council meeting agenda. Grande Reserve Impact Study The Council discussed the use of Metro Transportation Group, Inc. for the traffic study for the Grande Reserve Subdivision. Administrator Graff stated that the study has already completed as the developer (MPI) contracted with Metro. He asked that the Council accept the study and have the Police Department and Smith Engineering review it to determine if it is an accurate representation of Yorkville traffic. If they feel that additional studying is needed, MPI will pay for it. Alderman Anderson suggested that the City just use Smith Engineering's review so that the P.D.'s time wouldn't be tied up. The Council discussed the use of a local engineering firm for such studies in the future because they are more familiar with area and its traffic patterns. Also, the City would have more control over how the study is performed, scope of services, etc. The purpose of the study (to determine the need for stop lights, turn lanes, etc.) was discussed. Also discussed was the concern that a sampling of more than one day was needed. It was agreed that this item would be placed on the December 10, 2002 City Council meeting agenda as long as a letter was received from MPI verifying that they would be willing to pay for any necessary additional studies. NEW BUSINESS Revised Budget This item was tabled until December 17, 2002 COW meeting. i Recapture Sewer and Water Main Improvements Attorney Kramer stated that staff asked that this be on the agenda but it wasn't added. He distributed copies of the recapture agreement from November 2001. The agreement is with Paul Dresden for the oversizing of water and sewer lines. He stated that City Engineer Joe Wywrot has run the exhibits, will fill in the blanks of the agreement and attach a memo to the Council. There was no further discussion and the Council agreed that if this information would be ready for the City Council packets, it would be placed on the December 10, 2002 City Council meeting agenda. Park & Open Space Developers Standards Executive Director of Parks & Recreation Laura Brown reported that the standards were developed in order to have guidelines for park property and the Park Board approved Page 3 of 7 them. The Council discussed the standards and how they relate to the Land/Cash Ordinance and the Subdivision Control Ordinance. Attorney Kramer suggested that this be a policy rather than standards. A policy is more flexible and does not supercede any ordinances. The Council also discussed trail widths and a few typographical errors. A public hearing for the standards was scheduled for the December 10, 2002 City Council meeting and the Council would be voting on this item in January. Master Plan Quote — Schoppe Design Associates The quote for the plan is $18,125.00 and Administrator Graff stated that he and Director Brown have not identified where the funds will come from yet. Mayor Prochaska stated that funds needed to be identified before this could be considered for approval. If Finance Director Pleckham could identify the funds and advise the Council with a memo this item could be placed on either the December 10, 2002 or December 17, 2002 City Council meeting agenda. Monthly Police Reports for October 2002 The Public Safety Committee recommended approval of the report. There was no further discussion. This item was placed on the December 10, 2002 City Council meeting agenda. Request to Add Additional Sergeants Position The Public Safety Committee recommended the approval of the addition of another sergeant position to the Police Department. The funds are in the budget and this will place a sergeant on each shift. The Fire & Police Commission also recommends the addition. There was no further discussion I This item was placed on the December 10, 2002 City Council meeting agenda. PC 2002 -23 Fox River Bluffs: 1 % Mile Review Alderman Sticka reported that the Economic Development Committee (EDC) and the Plan Commission approved this item as long as the developer meets the land use plan with curb and gutter and 29' streets. Gary Weber with Inland Development addressed the Council and explained that the development is 300 acres located on Fox Road near Highpoint Road and it extends from Fox Road to the Fox River. The property is RPD2 Kendall County zoning. There will be 141 lots and each will be a minimum of one acre. There will be 31 % open space which is greater than required. The Council discussed the railroad tracks running through the development, parks and bike trails, the street name list and sidewalks. There were no further comments or questions. This item was placed on the December 10, 2002 City Council meeting agenda. i Page 4 of 7 September 2002 Building Permit Reports The Council reviewed the reports and there was no discussion. This item was placed on the December 10, 2002 City Council meeting agenda. Waste Management — Update Report South Route Date Change Alderman Kot reported that Mike Morley from Waste Management met with the Public Works Committee (PWC) to discuss changing the day of garbage pick -up from Monday to Tuesday on the south side of Fox River and east of Route 47. Waste Management will handle notifying the residents and will have two pick -up the week the day changes. Administrator Graff noted that the Waste Management contract states that the City must approve of the date change. Mayor Prochaska suggested getting the specific date of the change before sending this to a City Council meeting. Administrator Graff stated he would get this information. Eastern Fox River Crossing Feasibility Study Alderman Kot reported that this was discussed at the PWC. Smith Engineering has submitted a proposal to perform a feasibility study for a bridge over the Fox River at the Countryside Parkway extension. The proposal is for an amount not to exceed $26,250.00 and funds are in the budget. Attorney Kramer noted that the Comprehensive Plan indicates an eastern river crossing. The Council discussed that the City would have the study performed but the crossing would be a state and/or county project. There were no further comments or questions. This item was placed on the December 10, 2002 City Council meeting agenda. September and October 2002 Water Reports The Council reviewed the reports and there was no discussion. This item was placed on the December 10, 2002 City Council meeting agenda. Snow Plan Update Alderman Kot reported that an updated map was put together by Director of Public Works Eric Dhuse. The map was last updated in 2000. The new map is the same as before with the addition of new subdivisions. There were no further comments or discussion. This item was placed on the December 10, 2002 City Council meeting agenda. Safety Policies Alderman Kot reported that Director Dhuse submitted the Safety Policies for the Council's review. The policies were models taken from the Department of Labor and they are very broad. The City's insurance company also recommended the policies. The Council discussed minor changes to them and recommended that Mr. Dhuse clean up the policy. Page 5 of 7 This item was placed on the December 17, 2002 Committee of the Whole /City Council meeting agenda. Agreement Between Yorkville- Bristol Sanitary District & the United City of Yorkville Alderman Kot reported that this agreement was discussed at the PWC meeting and the focus of the discussion was on the second page of the agreement regarding who is going to own and maintain the interceptor. He clarified that Yorkville- Bristol Sanitary District (YBSD) will own and maintain the 24 -inch interceptor and the City will own and maintain the pump station and forcemain. The PWC was concerned with maintenance cost. The Mayor asked Attorney Kramer if there could be verbiage added to the agreement that anyone connecting to the system would have to seek permission from the City to connect or annex to the City. Attorney Kramer stated that the City could require that anyone connecting annex to the City because the City should reserve the capacity especially since it owns and maintains the lift station. He did not feel this would be a problem for the YBSD. i Administrator Graff stated that the YBSD has verbally stated that the City will own and maintain the lift station but there is no "trigger" in the agreement as to when this will occur. He asked if there should be language in the agreement to address this. Mayor Prochaska also stated that he would like this agreement to supercede the previous one with the YBSD. He questioned Item #2 on page two of the agreement regarding the Infrastructure Participation Fee collected by YBSD. He stated that since the first agreement, the YBSD has begun to collect the fee which is meant to pay for things such as this. The Council discussed the Hammon and Kirk properties which were annexed into the City but not to the YBSD. They discussed the fees that these properties will bring to the YBSD. The Council also discussed the cost to maintain the lift station, the route and depth of the forcemain and setting aside of funds for operation and maintenance of pump stations. Mayor Prochaska asked Attorney Kramer to revise the agreement with the new language suggested. Administrator Graff suggested having the YBSD pass the agreement first at their December 16, 2002 meeting. This item was placed on the December 17, 2002 Committee of the Whole /City Council meeting agenda. Cannonball Estates Phase I and Phase H — Letter of Credit Reduction Alderman Kot reported that these two items were recommended by City Engineer Joe Wywrot and the PWC agreed with his recommendation. There were no comments or questions. Page 6 of 7 These items were placed on the December 10, 2002 City Council meeting agenda. Proposed Soil Erosion & Sedimentation Control Ordinance Alderman Kot stated that there were two memos from Mr. Wywrot regarding this ordinance. Mr. Wywrot compared the Northeastern Illinois Planning Commission (NIPQ model ordinance with that of the Village of Montgomery's. Mr. Wywrot stated that the Montgomery ordinance was a more workable document. Attorney Kramer stated that the ordinance needed some clean -up but he agreed with Montgomery's ordinance. He stated that he would be working with Mr. Wywrot on this. It was discussed that the final ordinance would be brought back to the COW in January 2003. Skidsteer & Snow Blower Bid Alderman Kot reported that piece of equipment used by the Public Works Department to clean the bridge over the Fox River has serious mechanical problems. Director Eric Dhuse proposed the purchase of a new Skidsteer with a snow blower attachment. The PWC gave him permission to get bids for the new equipment. The lowest bid was for $15,022.20 and the funds are in the budget under Future Building Fund. The PWC agreed with Director Dhuse and felt it was a worthwhile expenditure. The Mayor asked the Council if there was a consensus for Mr. Dhuse to go ahead and place the order for the equipment before it is approved at the City Council meeting. There is at least a two week wait for the equipment. The Council agreed that the skidsteer should be ordered pending approval. � This item was placed on the December 10, 2002 City Council meeting agenda. ADDITIONAL BUSINESS Park Board Meeting Alderman James reported that there will be a Park Board meeting December 4, 2002 and Burbach Aquatics was giving a presentation. Kim King Alderman Sticks reported that he overheard a conversation Accounting Clerk Kim King was having on the telephone regarding a supplier demanding advance payment. He stated that she went after them as if the money was coming out of her own purse. He stated that he was impressed with her good work. Cindy Green City Clerk Milschewski reported that minute taker Cindy Green was undergoing a heart procedure on December 4, 2002. Alderman Kot suggested that the Council send her some flowers. I Page 7 of 7 Open Meetings Act Workshop Mayor Prochaska reported that States Attorney Tim McCann was hosting an Open Meetings Act Workshop on December 4, 2002 at the Historic County Courthouse at 7:00 P.M. Committee Recommendations Mayor Prochaska asked the Committees to have recommendation for items placed on the COW agenda in an effort to make the meetings shorter. Ecological Assessment Study Administrator Graff reported on a press release regarding the ecological assessment study done by Conservation Design Forum (CDF). He stated that the booklet with the data was available for review. He stated that there would be a presentation by CDF on December 18, 2002 at the Beecher Center at 7:00 P.M. There was no further addition business so the meeting was adjourned at 9:45 P.M. Minutes submitted by Jackie Milschewski, City Clerk Note: Tape malfunctioned on side A. I �I I PLEASE SIGN IN MEETING: DATE: a 3 •O a NAME STREET ADDRESS CITY VI A Lk)a,i+ IN 3, - Ou�9n 66 �x 61m v�l A�7lS , ` �`�� I �7a�, HIS . /L D�� A M l'0 A U w 4 ev