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COW Minutes 2002 11-05-02 Page 1 of 7 AIA UNITED CITY OF YORKVILLE a3 COMMITTEE OF THE WHOLE NOVEMBER 5 2002 i 7:30 P.M. MEMBERS PRESENT: Mayor Art Prochaska Alderman Larry Kot Alderwoman Rose Spears Alderman Richard Sticka Alderman Joe Besco Alderwoman Val Burd Alderman Mike Anderson CITY STAFF PRESENT: City Administrator Tony Graff Public Works Director Eric Dhuse Police Chief Harold Martin Director of Parks & Recreation Brown Attorney Dan Kramer GUESTS: See attached list. OLD BUSINESS Refinancing of Municipal Building The refinancing of City Hall to a fixed rate loan with the addition of expansion costs was discussed. The Council expressed its concern regarding increasing the debt at a previous Committee of the Whole (COW) meeting. Administrator Graff explained that some developers have been approached to up front their municipal building fee ($150.00 /unit) which could then be used toward the renovation. This eliminates the need to borrow the funds. He stated that one developer, WI, has already committed to up front funds in the amount of approximately $300,000.00. Kevin McCanna discussed with the Council that it is the opportune time to refinance the building. He discussed that the City should go to local banks first and investigate if they are interested in the refinancing. He explained that they may not be interested in twenty - year financing because they usually want a shorter term but they should still be approached. If they are not interested, there are security firms that can then be approached. The Council and Mr. McCanna discussed the debt certificate, interest rates, the necessity to refinance in the current calendar year, future loans and being bank qualified. Mr. McCanna clarified that the debt certificates don't change the security but lengthen it. He asked the Council if they agreed that he should proceed with the refinancing. The consensus of the Council was to proceed. This item was placed on the City Council meeting agenda for December 10, 2002. Heartland Circle — Annexation Agreement Administrator Graff discussed changes to the agreement: • Page 4, 3e — the words "per linear designed streets" were added I Page 2 of 7 • Page 4, 4b — item deleted. • Page 10, 2 — the work "approval" was deleted. • Page 10, 3 — the word "approved" was changed to "recommended ". • Page 14 — new language concerning the regional sanitary sewer was added. The 10/31/02 revision states "...the Developer agrees to a one time contribution...." City Attorney Kramer proposed that this be changed to "...agrees to pay its proportionate share of the estimated total preliminary engineering for the entire service area tributary to the proposed Regional Sanitary Sewer and Pump Station." • Page 7, d. — the length for inspection and acceptance was increased to forty-five days per City Engineer Joe Wywrot's recommendation. • Page 6, b — the period for re- inspection was changed from ten to thirty days. Mr. Graff noted the developer is in agreement with the Land/Cash formula recommended by the Park Board and is paying the $3,000.00 transition fee on all the acreage even though 20 acres has already been annexed under the old fee. The Council further discussed the Regional Sanitary Sewer with Mr. Marker, the developer. Mr. Marker clarified that he approved the change which could increase his contribution more than the $50,000.00 stated in the original agreement. He expressed his desire to have input into the project and Mayor Prochaska explained that Yorkville has no authority over the project because it fell under the jurisdiction of the Yorkville - Bristol Sanitary District (YBSD). The Council discussed a letter from Doris Dick regarding the Heartland Circle traffic study. In her letter she mentions Smith Engineering's review of Metro Transportation Group, Inc.'s study. Smith Engineering sent a letter dazed October 7, 2002 regarding this to City Engineer Joe Wywrot. Administrator Graff noted that the letter did not cross Mr. Wywrot's desk but was given directly to the Deputy Clerk for Plan Commission packets. Since then, Mr. Wywrot did forward a copy to the letter to Metro Transportation Group. Mr. Marker stated Metro Transportation has submitted a written response to Mr. Wywrot. Mr. Graff stated that he would have Mr. Wywrot review the information and respond back to Mrs. Dick. He also noted that language has been added to the agreement i regarding construction traffic. The Council further discussed the traffic study and the developer went over the response that Metro Transportation sent to Mr. Wywrot. The Council expressed the desire to see Metro Transportation's response in writing for their review. Mr. Graff stated that the Council would receive clean copies of the agreement before the City Council meeting. This item was placed on the November 12, 2002 City Council meeting agenda. Coach Road Hills Amended PUD Agreement Mr. Graff requested that this item be tabled until the November 19, 2002 COW meeting. I I Page 3 of 7 �I Letters of Credit Resolution Attorney Kramer stated that this has been reviewed by the Public Works Committee and Mr. Wywrot suggested final language. Attorney Kramer recommended that it be placed on the City Council agenda. There were no comments or questions regarding the resolution. This item was placed on the November 12, 2002 City Council meeting agenda. Williams Architects Contract for City Hall/Police Department This was discussed at the October 1, 2002 COW. Mr. Graff stated that Attorney Kramer has reviewed the contract and there are a few minor changes. There is $100,000.00 in the Municipal Building Fund that can be used to begin the architectural design work. The Council discussed obtaining the funds for the project from developers. Mr. Graff stated that the Council would receive a clean copy before the next City Council meeting. This item was placed on the November 12, 2002 City Council meeting agenda. Compensatory Storage Ordinance This item was reviewed by the Public Works Committee and they recommended the 1.5:1 ratio for riverine floodplains. The Committee discussed that allowing for modification of the ratio invites anyone building next to a stream to petition for modification. Mr. Graff stated that the modifications were recommended by Conservation Design Forum (the City's environmental consultant) because modifications may benefit or enhance a natural area. They may also protect and preserve natural areas. The Council discussed variances, other counties requirements, the City staff's lack of experience to recommend modifications, Engineering Enterprise's (EEI) review of modification, etc. After much discussion Attorney Kramer strongly recommended the October 22, 2002 version of the ordinance because it reflects the input of Conservation Design Forum and EEI. The Council expressed the desire to see EEI's recommendation in writing before the next City j Council meeting. Alderman Anderson noted that the City hired these firms for their expertise. He stated that EEI, Conservation Design Forum and the City Attorney have recommended the 10/22/02 version of the contract and the Council should trust their expert opinions and place the ordinance on the next City Council agenda. Mayor Prochaska recommended getting a memo from EEI and moving forward. This item was placed on the November 12, 2002 City Council meeting agenda. j NEW BUSINESS PC 2002 -21701 N. Bridge Street — Nadine Gauer — Rezone from R -2 to B -1 j Alderman Sticka stated that the rezoning was approved by both the Plan Commission and the Economic Development Committee. He recommended that this be sent on to the City Council meeting. There were no other comments or questions. I This item was placed on the November 12, 2002 City Council meeting agenda. Page 4 of 7 PC 2002 -22 Carrvilla — Kirt & Pat Carr —1 % Mile Review of a Kendall County Special Use Permit for a Dog Kennel Alderman Sticks stated that the Special Use Permit was approved by both the Plan Commission and the Economic Development Committee. He recommended that this be sent onto the City Council meeting. There were no other comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. August 2002 Building Permit Reports There were no questions or comments on the August 2002 Building Permit Reports. T his item was laced on the November 12 2002 City Council meeting a T p � Y g enda. g Beecher Rental Policy (Checking Account) Executive Director of Parks and Recreation Laura Brown reported that this item was recommended by the Park Board and reviewed by the City Attorney. The policy will consolidate the checking accounts. There were no comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. Northern Illinois University Community Survey Ms. Brown stated that this survey is necessary for park master planning. It will also help with the pool study. The Park Board approved the agreement and has identified existing funds. There were no comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. i Joint Policy Statement for the Executive Director of Park & Recreation The Park Board approved the statement. Alderman Kot commented that he felt that the j Director's evaluation should include the City Administrator along with the Park & Recreation Board and the Mayor. He pointed out that the Park Board and mayoral positions are subject to change and he felt that someone should be involved with the process who is employed on a full -time basis. The Council discussed this and Alderman Anderson felt that too many individuals are involved in the evaluation process. Mayor Prochaska stated that he thought it was to be a designated member of the Park Board not all of them. Administrator Graff noted that the labor attorney suggested that this policy should be an exhibit to the ordinance creating the position and not part of the job description. Alderwoman Spears asked Ms. Brown if in her previous positions, the reviewing process was this difficult. Ms. Brown stated no and explained that she was reviewed by either the City or County Administrator even though there were Park Boards in those situations. Mayor Prochaska noted that the policy had been modified by the Park Board since it was discussed by the Ad Hoc Committee. It was suggested that the Council's i Page 5 of 7 recommendation regarding a designated member of the Park Board along with the Mayor evaluate the director be presented to the Park Board at their November 11, 2002 meeting. If the Park Board is in agreement with the new wording, this item will be placed on the November 26, 2002 City Council meeting agenda. Elevated Water Storage Tank — Change Order #1 Alderman Kot reported that the Change Order does not involve a change in the dollar amount but is pushing the completion date back one month. The project has been delayed because the City was unable to obtain the title to the tower site until just recently. There were no comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. Sale of Used Public Works Equipment Alderman Kot reported that there are two old police squad cars and a 1990 GMC one ton dump truck that are no longer needed. The Public Works Committee recommended that Public Works Director Dhuse put them up for bid. There were no comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. York Meadows Letter of Credit Reduction #1 Alderman Kot reported that City Engineer Joe Wywrot has recommended an $118,122.30 reduction to the Letter of Credit. This is a different amount than requested by the developer. Mr. Wywrot found that the original Letter of Credit was mistakenly established for 100% of the estimated cost of Phase 1 rather that 110 %. Also, the developer started Phase 2 without establishing a second Letter of Credit. His calculations include the correct percent and the Phase 2 costs. The remaining Letter of Credit amount will be $99,036.70. The Public Works Committee approved Mr. Wywrot's recommendation. There were no comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. I � Coach Road Hills — EEI Engineering Review Services Engineering Enterprises, Inc. (EEI) has submitted a proposal to perform engineering services for the development. The work will be invoiced at an hourly rate and the developer is in agreement with this. Mayor Prochaska questioned Attorney Kramer if this item needed a City Council vote and he recommended a voted because the firm will be hired on a case -to -case basis for this type of review. Mr. Graff noted that a check point of $100,000.00 has been established; if the services are going to be more than $100,000.00 they have to be approved by him. He stated that EEI is comfortable with this clause. There were no further comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. I I i Page 6 of 7 Grande Reserve Subdivision — EEI Engineering Review Services This is the same as the above item. There were no further comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. Water Tower Easement Resolution (Galena- Yrokville) City Attorney Kramer noted that the resolution is to approve the acceptance of the dedication of the easement and is being done in order to make it easier for the City Staff to track. There were no further comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. Ordinance Authorizing the Execution of the E%ILRMA Minimum/Maximum Contribution Agreement The Mayor noted that the City's liability insurance is due. Mr. Graff noted that if the City pays this by November 20, 2002, it will receive a 2% discount and the amount will be $96,589.00 instead of $104,203.00. This is within budget. There were no further comments or questions. This item was placed on the November 12, 2002 City Council meeting agenda. ADDITIONAL BUSINESS CorLauds Lease Attorney Kramer reported that the City received a revised lease from CorLands. They made the revision requested by the Mayor concerning prorating the lease if it is paid off early. He recommended that this be placed on the November 12, 2002 City Council meeting agenda. Kylyn's Crossing Attorney Kramer reported that he went over their annexation agreement and found that the language regarding paying for development fees was crossed out. Mr. Graff noted i he correct fee. h on fee in the a t to t that they had the wrong agreement and were to revise g Attorney Kramer stated that he corrected the agreement to indicate that the city development fees are $1200.00. I' I Mayor Prochaska asked the Council if the would consider putting this agreement on the Y Y p � � November 12, 2002 City Council meeting agenda. They agreed. September 2002 Police Reports Alderman Anderson asked that the September 2002 Police Reports be placed on the November 12, 2002 agenda. There was no objection to this. Building Code Alderman Kot noted that there is a loop hole in the Building Code that allows unusual looking buildings to be built. He asked if the Fayade Committee could review the I I i Page 7 of 7 requests for unusual looking buildings. The building in question was a garage that was built to code but its architecture does not fit the neighborhood. The Council discussed establishing architectural standards or zoning that addresses accessory buildings. This item was sent to the Economic Development Committee for further discussion. There was no further additional business. The meeting was adjourned at 9:10 P.M. Minutes submitted by Cindy Green and transcribed by Jackie MilschewskL City Clerk i I I I I, i Dear Aldermen and Mayor, As you may know, many citizens are concerned with Traffic Issues on the east side of Rt.47. We have discussed this issue at length with the Plan Commission and you in the past. I brought up the subject again at the last Plan Commission of October 15, 2002. The results of the Smith Engineering Consultants, Inc. review of Heartland Circle were mentioned but nothing has progressed from that letter. I have attached that letter. If we ignore their considerations why do we pay for their advice? Has the Traffic Study been completed and what were the results? The last copy I received was completed on June 14, 2002 when school was not in session. Please request this issue to be completed before you vote on the Heartland Circle Development and the 262 added homes. Thank you for your time and consideration. A concerned citizen, Doris Dick i i Smith Engineering Consultants, Inc. Civil /Structural Engineers and Surveyors PP Illinois Texas Wisconsin October 7, 2002 Mr. Joseph Wywrot City Engineer City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 RE: Heartland Circle Traffic Study Yorkville, Illinois SMITH Job No. YORK- 020693 -7 Dear Mr. Wywrot: Smith Engineering Consultants, Inc. has completed the first review of the traffic impact study for the Heartland Circle Residential Development prepared by Metro Transportation Group, Inc., dated June 14, 2002. Our review was performed in order to determine compliance with standard engineering practices. The following are our comments: OFF -SITE CONSIDERATIONS 1. When were existing traffic counts conducted? If they were conducted after school let out for the year, a re -count is recommended. Please verify that the a.m. peak hour is -from 8:00 a.m. to 9:00 a.m. Previous experience has shown that traffic backups occur on Route 47 at Somonauk Road between 7:00 a.m. and 8:00 a.m. due to school traffic. 2. Site generation, trip distribution and trip assignments all appear reasonable. 3. Please revise Figure 4 (Total Traffic). There are a few miscalculations when combining existing and site traffic. For example, southbound left turns at Spring Street and McHugh Street should be 60 (220). 4. Please provide capacity analysis printouts for the intersections as listed in Table 3. 5. If Quinsey Lane is to become a primary access to the property to the south of the subject site, a 60' to 66' wide right -of -way should be provided instead of 33'. It is noted that the existing roadway location is not desirable due to rear lots abutting to the west. 6. Provide horizontal and vertical sight distance constraints at Tuma Road and Bluejay Drive. 759 John Street, Yorkville, IL 60560 www.smithengineering.com Telephone 630.553.7560 Fax 630.553.7646 Mr. Joseph Wywrot City of Yorkville Heartland Circle Traffic Study Job No. YORK- 020693 -7 r1i October 7, 2002 Page 2 ON -SITE CONSIDERATIONS 1. No traffic calming improvements are recommended as the planned roadway system is curvy and a natural traffic calming measure. Also, the number of crosswalks and crosswalk signs will also act as traffic calming measures. Should you have any questions or need further clarification, please feel free to contact at (630) 553 -7560. Sincerely, SMITH ENGINEERING'CONSULTANTS, INC. Camie R. Ferrier Project Engineer CRF /ams Y:\lobs\Smith\2002 \020693 - Heartland Traffic Study \correspondence \letters \000693 -7- heartland traffic review - wywrot- crf- 100702.doc' i CITY OF YORKVILLE COMMITTEE OF THE WHOLE DATE: 1 15 0 V � A D N Gfe I p S lyA qq