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COW Minutes 2002 10-15-02 Page 1 of 7 1 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE OCTOBER 15, 2002 7:00 P.M D D D O MEMBERS PRESENT: Mayor Art Prochaska Alderman Larry Kot —��� a' b •�� Alderman Paul James' Alderwoman Rose Spears Alderman Richard Sticka Alderman Marty Munns Alderman Joe Besco City Clerk Jackie Milschewski CITY STAFF PRESENT: City Administrator Tony Graff Public Works Director Eric Dhuse i Police Chief Harold Martin Director of Parks & Recreation Laura Brown Attorney Kelly Kramer GUESTS: See attached list. OLD BUSINESS PC 2002 -02 Heartland Circle - Preliminary Plan The following was discussed: ➢ Park Access - The developer deleted two lots to add an additional street, which will create more access to the center park. ➢ Center Park - The center park was increased in size to five acres. Director of Parks & Recreation Laura Brown stated that the Park Board had concerns regarding the limitations placed on the use of the park by the Annexation and Planned Unit Development (PUD) agreement. It was recommended that the Park Board and staff discuss the use of the park with area residents before its use is determined or limited. Mayor Prochaska commented that the PUD should have verbiage allowing the City to get resident's input. Sanitary Sewer Solution - Regional sanitary sewers and the need to build a regional pump station to extend service to the east of this development was discussed. If the regional sanitary sewer project is not built, there is a pump station for this area on King Street. A regional pump station is needed and the location has been discussed with Dale Woodworth, a neighboring developer, who agreed to discuss a location with the City. Funding for the pump station was discussed and Administrator Graff stated that the exact cost of the project is not known yet but the City is checking on funding while developers will pay some of it Mayor Prochaska felt this was an opportune time to install a more efficient single pump station to service the area. Mr. Marker commented that the lift station for the original Heartland development was designed to be abandoned if a regional system came into the area. If the regional system isn't built, this station will be moved to service both Heartland and Heartland Circle. He stated that he would participate in the regional project. He stated that he contributes infrastructure and annexation fees to Yorkville- Bristol Sanitary District (YBSD) and this should be used toward the regional solution. The group further discussed YBSD and ownership of lift stations. Alderman Sticka suggested making the wording of the agreement more flexible in regards to the sewer situation being resolved. ➢ Water Main - The dead -end water main on Johnson Street was discussed. The City has asked Mr. Marker to include the extension of this main into the Heartland Circle development on his engineering plans that are submitted to the Environmental Protection Agency. Mr. Marker will extend this main and the City will reimburse his expense. The extension of the Page 2 of 7 2 I main will eliminate a dead -end water main and future problems such as those on the south side of the city. Alderwoman Spears had questions regarding page eleven of the agreement, item J regarding paying for the extension in thirty days. She wondered if more time should be allowed. Mr. Graff stated that before the main is extended, the City would know the cost . involved and generally, the City pays in thirty days. Mr. Marker stated that the thirty-day period was not critical. Detention- Dry versus wet detention areas was not specified in the wording of the agreement. There were concerns from the Council that the wet detention was deeper than dry. Another concern was stagnant water. The developer's (Mr. Marker) position was that the detention could go either way and he was waiting to hear the recommendation from City Engineer Joe Wywrot concerning this. ➢ Lot Size - Alderman Munns asked for clarification of page 4, items c and d of the agreement concerning lot sizes. There will be 86 10,000 square foot lots and they will back up to open space. ➢ Construction Traffic - The agreement does not address the subject of the routing of construction traffic. Mr. Marker indicated that language addressing this could be added to the agreement but currently traffic is directed through the existing Heartland subdivision. Mr. Graff asked that the construction route be noted on the plat and Mr. Marker agreed to this. ➢ Land Cash Credit - Mr. Marker indicated that he has brought this plan to the Park Board three times and each time received different direction. The Board will not credit the 50' trails and gave 50% for open space other than the retention areas and the center park. He stated that the lack of credit for trails might prevent developers from providing them. Mayor Prochaska noted that in exchange for the open space /trails Mr. Marker has been allowed to have smaller lots than required. The width of the trails was discussed. City Land Planner Mike Schoppe recommends 80' wide trails and Ms. Brown indicated that the Park & Recreation Department was working on establishing a policy to support Mr. Schoppe's recommendation. ➢ School Transition Fee - A fee of $3,000.00/lot will be paid to the School District. ➢ Number of Lots - There are 262 lots in the development. Originally, there were 258 lots proposed. One third of the lots are under 12,000 square feet and the lot size increased in the park area in the middle of the development to 12,800 square feet. ➢ Vegetation - The developer's engineer, Steve Roake went over the landscaping plan and indicated the existing tree lines, new plantings and trails. Fifty to sixty percent of the trees along the Taus property line will be eliminated but those in other areas should remain intact. The developer is adding trees to replace those removed. ComEd may also remove a tree line when providing utilities. Plan Commission - The Commission recommended approval based on the changes made by the developer such as the additional access road to the center park. There were no further comments and this matter was directed back to the November 5, 2002 Committee of the Whole (COW) meeting. Fox Hill Unit 7 POD 10 -Final Plat Mr. Graff indicated that the approval of this final plat was tabled until the numbers were received on the Rob Roy Creek Study. The plat is for the area off Eldamain Road and west of the creek. Engineering Enterprises, Inc.'s (EEI) recommendation is forthcoming so the City Attorney recommended initiating the process for the final plat approval. The Committee discussed issues with the developer concerning his promises to plant the open area, which he has not done as promised and items on the developers punch list that have not been accomplished. There are also seven to eight lots in the flood plain that the City Attorney has recommended be removed from the plat before it is approved. Mayor Prochaska reminded the Council that it was just voting on whether or not the final plat meets standards. The things the developer has not done should not Page 3 of 7 3 affect the vote. If the plat meets standards, it should be approved however the Mayor does not have to sign the final plat until the work is completed and outstanding fees are collected. It was recommended that the developer be directed to remove the lots recommended by the City Attorney and resubmit the plat to the Council. By that time, EEI's report should be done regarding the flood plain. Video /Alarm System at City Building Alderwoman Spears reported that a video /alarm system for City Hall was discussed at the Administration Committee meeting and they recommended its installation if the funds were in the budget. Sergeant Ron Diederich received four bids and recommended Thomas Alarm System in Yorkville for the job. Their bid was $6,500.00 for a system of security cameras and panic alarms, which would be directly connected to Kencom. The cameras would connect with the police tech room but would not be actively monitored. Mr. Graff stated that Finance Director Traci Pleckham said the funds were available in the Contingency Fund and the Municipal Building Fund. Mayor Prochaska stated that he felt that this was a priority and the funds should be taken from the Building Maintenance Fund. Grants were discussed and Chief Martin stated that Homeland Security grants were available for the security of such things as water systems but he hadn't found one that would apply to this. He stated that he was still looking. The Council discussed security alarms for all the City buildings and felt that this should be addressed in the future and Alderwoman Spears asked the Chief to develop a plan for the other city facilities. This item was placed on the October 22, 2002 City Council agenda for approval. RFP for Accounting Software Update Mr. Graff reported Attorney Kramer reviewed the RFP and the City has met the obligation. Mrs. Pleckham recommended two venders with which he and John Weber from FPTW met with and negotiated a final quote. Both Mrs. Pleckham and Mr. Weber recommend Municipal Software, Inc. (MSI). They are currently working with Oswego, Sugar Grove and Plano among other co and a reference check was done. The quote was for $50,200.00 but not all of this will be spent in this fiscal year. The software is implemented in phases and 25% of the fee is withheld until everything is up and working properly. Mrs. Pleckham reviewed the quote and feels that she can still negotiate a lower amount and it should bring the cost to under $50,000.00. Included in the cost is a five -year agreement for service and support. The cost of the software is in the budget; $25,000.00 in the General Fund and $25,000.00 is in the Water Fund. The Water Fund applies because the software will be used for utility billing. Alderman Besco asked that since the software will be used for utility billing, shouldn't the YBSD be charged more for the services the City provides them. Mr. Graff stated that currently they pay the City $10,000.00 for the service but this is being reviewed. Mayor Prochaska noted that the renegotiating of the fee with Yorkville was discussed at a YBSD meeting. The Council further discussed billing and the pros and cons of the City performing the service for the YBSD. Mr. Graff and Mayor Prochaska commented that maybe an agreement with the YBSD for billing services should be based on the number of users instead of a flat rate. There was further discussion regarding the software's capabilities such as tracking defaults, generating past due bills, collection and lien letters and project tracking. Also, Mr. Graff noted that this software is GASB . compliant. The implementation of the software needs to begin six weeks prior to its initial use and the goal is to begin using it for payroll by January 1, 2003. Mr. Graff recommended that this item be placed on the October 22, 2002 City Council meeting agenda pending legal review. The Council agreed. i I Page 4 of 7 4 NEW BUSINESS Heartland - Spring Street Sewer Recapture Alderwoman Spears reported on a September 24, 2001 memo from City Engineer Joe Wywrot regarding the Spring Street Sewer recapture. The City asked Mr. Richard Marker to replace blacktop, driveways and make improvements to the road while he was working in the area. If the City had done the work itself, it would have been at a higher cost. Mr. Marker completed the work and the City owes him $88,656.96. Alderwoman Spears noted that the work was finished in 2001 and payment was to be made in six months. Mr. Marker has been waiting for reimbursement but would like to receive it by the end of this year. Mr. Graff stated that he recommended that the Council approve the payment of this so that the payment could be part of the revised budget. The Mayor recommended that the Council should consider the payment be made when the funds are available pending the Finance Director's recommendation. This item was placed on the October 22, 2002 City Council agenda for approval. Ordinance and Job Description for Deputy Clerk Alderwoman Spears reported that the position of Deputy Clerk has been created. The ordinance explains the position's responsibilities, job function and requirements for the position. The Deputy Clerk assists the City Clerk and reports to the City Administrator. The Mayor questioned that the person appointed Deputy Clerk is recommended by the City Clerk and appointed by the Mayor with the consent of the City Council. He wanted to verify that this concurs with the state statute because he thought the City Clerk appointed the Deputy Clerk. Mayor Prochaska suggested clarifying who is responsible for the Deputy Clerk, the City Administrator or the City Clerk so it is spelled out correctly for future Councils. Attorney Kelly Kramer noted an error on page 2 section 1 -7 -4. The last line should read "it shall be synonymous ". Alderwoman Spears asked if the drifts of the ordinances could be dated. Mr. Graff stated he would have Miss Kramer check the state statute. This item was placed on the October 22, 2002 City Council agenda for approval. White Oak Unit 4 Letter of Credit Alderman Kot reported that this was discussed at a Public Works meeting but it was tabled because there were items on the punchlist that were not resolved. Mr. Graff explained that the Letter of Credit was due to expire on November 5, 2002. Mr. Wywrot asked the developer to have the punchlist work completed by October 11, 2002. If the work is finished, the Council could vote to allow the Letter of Credit to expire but if the work is not finished the Council would require that the letter be extended. This item was placed on the October 22, 2002 City Council agenda for either to recommend expiration or extension. Traffic Control Signage for Bike Trails Chief Martin stated that this was an information item discussed at the Public Safety meeting. Ms. Kramer explained that she spoke with a few engineers in the area and they stated that traffic control signs for bike trails wouldn't apply to Yorkville because it doesn't have any City owned bike trails. If and when the City gets to this point, the City could have signs made and installed. There are no requirements to go through the Illinois Department of Transportation (IDOT) for signs placed on the trail. Page 5 of 7 5 i Mayor Prochaska stated that when the City takes control of bike trail systems a standard for requiring signs would have to be established. He suggested that the Park Board could make this part of their recommendation for bike trail systems. Ms. Brown commented that signs are needed for bike trails but most of the trails in the City do not have a specified use such as for bike trails. Yorkville Marketplace - Final Acceptance Mr. Graff reported that Tucker requested acceptance of their public developments but there still needs to be a Letter of Credit or bond created for the traffic signal along Route 34. Mr. Wywrot is ready to accept the remainder of the development as completed. Attorney Dan Kramer advised Mr. Wywrot to contact John Donohue with Tucker and advise him that the City would accept everything except the traffic light improvement on Route 34. Chief Martin indicated that the traffic light was activated today. This item will come back to the November 5, 2002 COW unless Mr. Wywrot gives the Council a letter of recommendation by October 18, 2002. If this is done, it will be sent to the City Council for approval on October 22, 2002. Request to Waive Sewer Fee at 705 State Street Mr. Graff reported the septic at 705 State Street has failed and the owner, Steve Bridge, would like to hook up to the city sewer system. There isn't a problem accessing the sewer however it was discovered that the owners of the house have been paying sewer charges regularly for several years even though it was never hooked to the sewer. Mr. Bridge is asking that the hook up fee be waived in consideration of paying the fee in error. The YBSD has waived their $900.00 fee and Mr. Graff is recommending that the City waive their $2,000.00 connection fee and the Council agreed. Miss Kramer recommended that a release and waiver be executed. The matter does not have to come before the City Council for a vote. Smith Engineering Proposal to Evaluate Wastewater Service Area Mr. Graff stated that the City has asked Smith Engineering to evaluate an alternate for the Blackberry Creek sanitary sewer, sewer service for the Hammon property, Hinsdale Nursery Property, Holdiman Property, the Menard's property and a few smaller properties in the area. The evaluation will size the pump and force main needed to connect to the interceptor. Ralph Pfister from the YBSD and Deuchler are aware of the City's request. Mayor Prochaska noted that this would service an area substantially smaller than what was looked at originally. He felt that the City needed to take this step because there is a commercial developer looking to develop in the community and sewer service is needed. Alderman Kot asked about the funding of the evaluation and Mr. Graff stated that the developer is willing to pay $15,000.00 for the study. He also questioned if the study could really be completed by December 1, 2002 and Mr. Graff stated that Smith Engineering has all the site work done for Menards and this will expedite the study. The developer is filing for rezoning in December to increase their commercial site plan and this study will provide information needed with the planning of the project. The City is contracting for the study but the developer is paying for it. This item was placed on the October 22, 2002 City Council agenda for approval. Page 6 of 7 6 ADDITIONAL BUSINESS Terminating Contract with Ruettiger & Tonelli Alderman James reported that the Park Board made a recommendation at their meeting last night to terminate the contract with Ruettiger & Tonelli for the Open Space Study. They reason for the termination is that the contract was for six months but it has been two years and the firm has not delivered as expected. The Park Board is anticipating using Mike Schoppe and Northern Illinois University for the Park Master Plan and Alderman James wanted to verify were the funds would come from for the study. Mr. Graff stated that there is $3,500.00 identified in the General Fund for the study. Alderman James asked if the Park Board could make the change or did they have to recommend the change to the City Council. The Mayor stated that they would have to snake a recommendation to the City Council to terminate the agreement. Ms. Brown stated that the direction from the Park Board was to terminate the contract after legal review and then get cost estimates from Mike Schoppe. Mr. Graff stated that he would have to check to see if there was originally any action by the City Council in regards to the contract because former City Administrator Nanninga signed the contract with Ruettiger & Tonelli. If a City Council vote is required to terminate the contract and all the information is gathered, the matter will be on the City Council agenda on October 22, 2002. Human Resource Meeting Night Alderwoman Spears reported how there had been a complaint that someone had to wait two to three minutes to be let into the Human Resource Commission (HRC) meeting held at the Police Department. Because of this, the Police Department door was left unlocked and a woman who had had an accident was wandering through the Police Department. She felt that leaving the door open presented a security risk. The Council discussed the situation and came to the conclusion that the meeting should be moved to the City Hall conference room now that the City Council meetings have been moved to Tuesday. ' Monthly Report from the YEDC Alderwoman Spears recommended getting a monthly report from the Yorkville Economic Development Corporation (YEDC) indicating what business have been contacted. Alderman Kot II ' agreed and stated that sometimes he doesn't find out about new businesses until there is information printed in the newspaper. Mayor Prochaska stated that he spoke with Lynn Dubajic, YEDC Director, regarding this. Some things are confidential but he still feels that she could prepare a synopsis of the month's activity. He stated that he spoke with Administrator's Assistant Holly Baker and asked her to monitor the notices about things such as grand openings. If she sees that members of the Council have not received an invitation, she is to copy it and distribute it to everyone. Water Meters Alderman Sticka stated that he received a call from a constituent regarding a neighboring house that has been under construction for three years. The person was complaining that the owner of the house was watering the grass too much and flooding out their yard. The new house did not have a water meter installed yet and he wanted to know what the policy was on water meters (what is required to have the meter installed, who checks on new homes and how can the city recoup the cost of the water). In addition to this, Alderman Sticka stated that he found out that there are approximately twenty houses in Yorkville with malfunctioning meters. Their water bills are estimated. Mayor Prochaska and Mr. Dhuse stated that Public Works are in the process of changing out the malfunctioning meters. Alderman Sticka indicated that he would like to see a water meter installed when the house is hooked up to the water main. He stated that this is the second time he has personally found a house without a water meter. The other was a model home in Cannonball Estates. He questioned how many other houses are not metered. Mr. Dhuse explained that the meter should be in by the time the rough plumbing inspection is done. The Page 7 of 7 7 house should fail the inspection if there is no meter. Penalties for bypassing meters and recourse for cases such as this were also discussed. Mayor Prochaska complimented Water Billing Clerk Judy Dyon for her diligence in keeping on top of delinquent accounts, non - payments and broken meters. Mr. Graff noted that inspectors have been out to the house in question. The house still has not had its final inspection. Building Inspector Bill Dettmer is putting a full report together to present to Attorney Kramer because the owner has been cited for violations several tunes. Also the owner has been instructed that he needs to install a drain tile to eliminate the drainage problem with the neighbor's property. Leaf Pick-up The Mayor reminded everyone that leaf and brush pick -up starts next week. Muscles in Motion The Mayor reported that Muscles in Motion was having business after hours and the Council is welcome and encouraged to attend. Moser Public Hearing The Mayor reported that the second half of the Moser Public Hearing at the Plan Commission would be tomorrow at the Beecher Center at 7:00 P.M. New Construction Mr. Graff reported that there should be activity at the Union Bank site and the Aurora Credit Union has had its site plan at Route 47 and Landmark reviewed. They will be putting a full office in the community. Brisben Development has brought in all twenty -four of its permit for their site. They are in their second review and hoping to start moving dirt in the next thirty to forty -five days. As a side note, Building Inspector Bill Dettmer encouraged the architect for Brisben Development to get on a committee at the National BOCA Convention in Texas. The architect participated in a committee regarding the application of BOCA codes in multifamily applications. Brisban Development advised Mr. Graff that Mr. Dettmer is highly respected by the BOCA people. Mr. Dettmer is still working with developers and builders on the change in codes. New Stop Light Chief Martin reminded everyone to stop at the new light at Landmark and Route 47. There was no further additional business. The meeting was adjourned at 10:00 P.M. Minutes respectfully submitted by: Jackie Milschewski, City Clerk Note: Side A of the first tape malfunctioned - the first 40 minutes of the meeting were not recorded. i COMMITTEE OF THE WHOLE MEETING October 15, 2002 PLEASE PRINT NAME: ADDRESS: �Q�l -��'/� �ic�d/��7�'I`? ���������,�J- `��, ��i ✓ /�� /fie K Lr4 6(ZIC511-AM -1 /l� VC`�J"� Z-hi r�Aea C-s� L) R-0 i= rZ�� t�� — rAtAS C` oL�.cs�c —� R1Vsil�t 7a 5 Zb k) AA, 0 V 0 � SIGNIN