City of Byron Community Services Committee met Jan. 2.
Here is the minutes provided by the committee:
Members Present: Chairman Alderman Mittzi Fulrath, Alderman Emily Gerdes, Alderman Andy Gramer, Alderman Mike Gyorkos. Alderman Christy Hanlin, Alderman Todd Isaacs, Alderman Dan Reilly. Mayor John Rickard.
Members Absent: None
Others Present: Engineer Jason Stoll, Public Works Director Aaron Vincer, Economic
Development Director Larry Hewitt, City Attorney Kim Krahenbuhl. Meeting called to order by Chairman Fulrath at 5:30pm.
Agenda Item #1: Public Comment: None
Agenda Item #2: Approval of Meeting Minutes: December 5, 2018 - Regular Session Minutes: Motion by Alderman Gramer to approve the Community Services Committee meeting minutes from December 5, 2018, seconded by Alderman Gerdes. Motion passed.
Agenda Item #3: Annexing Adjacent Properties: Director Hewitt reported that it has come to the city’s attention that there are quite a few homes that, even though they are surrounded by city property, are not annexed into the city. This often happens when there are homes standing as a new subdivision is built around it, or on dead end streets. The question arises whether we have enough to offer these property owners to annex them in, or is it just the right thing to do in order to clean up our zoning maps. By zoning law, properties surrounded on three sides can be annexed without the owner’s permission. In most cases, the individual un-annexed homes are receiving city services now such as snow plowing and police protection. If these homeowners, once annexed, would like to get city water or sewer, that is a cost that they would have to absorb, since it would not be the city’s responsibility to provide. Often, cities will hold public hearings to annex a group of properties all at once, and homeowners would have the opportunity to voice their opinions. Or, Council could consider annexation on a case by case basis, brought on by a triggering event such as the sale of a house. Alderman Gerdes asked how many homes fall into this situation, and Director Hewitt guessed it would be twenty homes or more. Director Hewitt will put together a list of these homes, as well as the approximate amount of additional tax dollars that would be collected if they were annexed. Alderman Gyorkos asked why we don’t annex the dragstrip since they are surrounded on three sides by city property. Director Hewitt explained that according to zoning law, any tract over 60 acres cannot be forcibly annexed. Attorney Krahenbuhl added that the same holds true for the Exelon nuclear plant. Director Hewitt will map the un-annexed properties for the next meeting.
Agenda Item #4: Commercial Properties Building Standards: City Hall staff has been observing lately that some of the downtown properties are not being taken of (areas in front of storefronts, islands, awnings, etc). In addition, owners and employees are parking in front of their businesses, leaving fewer parking spots for patrons. In the past, they have tried sending letters, one on one visits, getting the Chamber involved, etc, with either little or only temporary success. Alderman Gerdes suggested the possibility of handing out awards such as “Mayor’s Choice”, thanking the businesses for contributing to the beautification of Byron. The “award” could also include a short write-up in the newspaper. Director Vincer suggested that city hall staff and aldermen visit the winning business, and use social media to promote the visit, encouraging others to do the same. Alderman Reilly asked who is responsible for removing ice from the downtown sidewalks. Director Vincer replied that the business owners have cleaned the sidewalk, even though the city owns a good portion of the sidewalks. Alderman Reilly suggested having a meeting with downtown business owners, in conjunction with the Chamber, to address these concerns. Director Hewitt pointed out that they have tried to hold these meetings in the past, however, those who have attended tend to be the business owners that already take pride in the appearance of the outside of their store. Discussion will continue to determine the best way to reach business owners.
Agenda Item #5: 2019 Streets Budget Planning: Director Vincer, Engineer Stoll, and Mayor Rickard have begun to take a look at upcoming street projects. There is a water service line that needs to be replaced on Hamer Court, then finished with new street, curb and gutter to continue the work done on 3rd St. There will be money that needs to be allocated towards last summer’s 3rd Street project, so Director Vincer will look into projects of a smaller scope. Engineer Stoll will begin putting information and estimates together for the committee to take a look at in February.
Agenda Item #6: Solar Farm Research/Discussion: Director Hewitt said that the County has tabled their discussion on this item, and therefore it is tabled at the city level as well. There is a property that has approached the city because they are within our mile and a half jurisdiction. He added that the committee and council may want to issue a letter of “no position”.
Agenda Item #7: Intergovernmental Agreement Byron Township: An agreement that mirrors the City’s agreement with the Byron Forest Preserve will be developed for the Byron Township. It would enable the two entities to share equipment and/or staff. Once we write the agreement, it will be presented to the Township. Director Vincer feels we would have the opportunity to save money by working together, and gave paving the parking lot at the sewer plant as an example.
Agenda Item #8: Ordinance Amendment for ‘Tiny Homes’ and ‘Container’ Outbuildings:
Director Hewitt met with Ogle County Zoning and Development Director, Mike Reibel, recently to discuss the tiny home market. Unless a developer is planning a new subdivision, there is really no opportunity to erect a tiny home. There are restrictive covenances in all subdivisions that include minimum lot sizes or minimum square footage requirements. The only option to accommodate a tiny home at this time would be a city lot, and there are a few available. There are also a few double lots that could possibly be divided, but up to this point, the City has not been willing to do that.
Agenda Item #9: Water Meter Replacement: No report – will be taken off the agenda for next meeting.
Agenda Item #10: Public Works Update: Director Vincer reported that on December 12, there was a substantial water main break outside of OCEC on Colfax St. ● In the nicer weather, Public Works staff has been doing some sewer cleaning maintenance. A goal for 2019 is to gain a better understanding of the sewer system. There has been no substantial sewer work done since 2006 or before. ● They are still making some repairs to Well 4 (this well recently almost ran out of water, and the back up system failed). Another back up system is at Glacier Drive. There is quite an extensive alert system in the event a part of the system fails. Director Vincer invited members of Council to tour the water and sewer system with him, allowing them to gain a better understanding of the system. ● Director Vincer is asking the committee to allow him to declare their old car lift as excess equipment. It is not safe to hold trucks. Repairing it costs as much as purchasing a new one. He has already purchased a new lift for $4500 and it is on the list of bills tonight. Director Vincer plans to disconnect the wires on the old lift and sell it as non- functioning/scrap. ● The department’s 5500 trucks need repairs again. In the next budget cycle or two, Director Vincer would like to look at purchasing a new one. ● The Superfund CDs consisted of two CD’s which at one time held a total of $1,000,000 from the Federal government. It was to be used on water issues on the south side of the river. We are currently down to $316,000. Some of the money was used to paint Tower 3, and also to repair a failure at pump 5 ($110,000). There is no mechanism at this time to put money back into the account. When planning upcoming budgets, Director Vincer would like to find a way to put money into this account. There is a river crossing that brings water from one side of the river to the other. When that fails, the entire pipe will have to be replaced. Alderman Isaacs mentioned that the money collected from the cell phone tower rental does go into the account, but only brings in about $14-15,000/year. ● Director Vincer would like to conduct a rate study to determine if our water rates are too low. ● There are two bills listed on the list of bills tonight for William Charles for the 3rd St. project. One is over $300,000, and the other is approximately $69,500. Alderman Isaacs needs to make sure that we are still within our appropriation amount. Engineer Stoll asked that we pay the bill for $69,500 even if we have to wait on the larger bill. Alderman Isaacs said that the smaller of the two bills could be paid.
Agenda Item #11: Executive Session (Sec 2)(c)(21)-Review & Approval of Closed Meeting Minutes: None.
Meeting adjourned @ 6:27 pm
Next Regular Meeting scheduled for February 6, 2019 @ 5:15pm. Respectfully Submitted, Caryn Huber, Byron City Clerk
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