President Michels opened the Meeting of the Board of Trustees at 6:00 p.m. and asked Trustee Williams to lead the Pledge of Allegiance. President Michels then asked that the roll be called.

President Michels Trustee Geary, Trustee Johnson, Trustee Williams, Trustee Renk, Trustee Bohler, and Trustee Clark.

Village Administrator Brent Eichelberger, Clerk Cynthia Welsch, Acting Chief Sauer and Community Development Director Scott Buening.

None.

APPOINTMENTS AND PRESENTATIONS

Janice Hill, Kane County Development Department invited the Village Board and staff to the upcoming smart growth workshop entitled "Making it Right".

President Michels called for public comment. No one stepped forward and President Michels closed this portion of the agenda.

Trustee Johnson moved to approve the consent agenda as submitted. Trustee Geary seconded the motion. President Michels then asked that the roll be called.

Trustee Renk moved to approve the final payment to Aurora Tri State in the amount of $2,447.50, the final payment to Black Office Equipment in the amount of $6,996.60, and the final payment to Cordogan Clark and Associates Inc. in the amount of $27,806.51 for work in conjunction with the construction of the Public Works Facility, 601 Heartland Drive. Trustee Clark seconded the motion. President Michels called for discussion and hearing none asked that the roll be called.

Trustee Clark moved approve the Economic Development Corporation Formation services contract, subject to review and approval of the Village Attorney. Trustee Johnson seconded the motion. President Michels asked if any member of the Board had any questions or comments. The Board indicated that they were pleased that the formation of the long awaited corporation would be moving forward and that they were confident in Mr. Maroo’s abilities. Trustee Geary suggested that a non-disclosure clause be put in the contract. Community Development Director Buening stated that he did not think this was necessary, and that many of the projects Mr. Maroo would work on would require that he use his discretion in presenting information and that he understood his position and the discretion it called for. President Michels then called for further discussion and hearing none asked that the roll be called.

Trustee Johnson moved to adopt a Resolution in Lieu of a Surety Bond for Work Performed on State Rights of Way. Trustee Geary seconded the motion. President Michels called for discussion and hearing none asked that the roll be called.

Trustee Johnson moved to approve an agreement with AccuRate Consulting, Ltd. and authorize Administrator Eichelberger to sign the contract on behalf of the Village of Sugar Grove. Trustee Clark seconded the motion. President Michels then called for discussion. Trustee Johnson asked if the staff had considered having the natural gas bills analyzed also. Clerk Welsch stated that this has been briefly discussed as well as having another phone audit performed. The Board recommended that staff discuss these options with AccuRate. President Michels called for further discussion and hearing none asked that the roll be called.

Administrator Eichelberger brought the Boards attention to a letter from Engineering Enterprises, Inc. in which they offered to purchase the appreciate plaque for the Sugar Grove Sports Complex. The Village Board expressed their gratitude to Mr. David Burroughs of Engineering Enterprises who was in attendance at this evenings meeting.

Public Work Director Clifton stated that the lift station in Mallard Point had a pump failure. No damage our back ups occurred. The pump was pulled and sent for a repair estimate. The estimate to repair was $6,057.00. The cost to buy a new pump is $10,593. Labor to install the pump (either new or repaired) is $2,571.00. Staff recommended the replacement of this pump with a new pump. This pump is 10 years old and was repaired 1 year ago. Staff further recommends that an additional pump be purchased and put on the shelf for emergencies. Delivery of the pump would take 6 to 8 weeks. Staff is asking for the approval to order the new pump. The Board approved the purchase a new pump to replace the failed on, however, asked that Director Clifton explore other options such as a refurbished pump to be placed on the shelf for an emergency backup.

President Michels asked the Board allow discussion of the Sportsman Club request to reconsider their annexation.

The Board concurred and President Michels asked for comments from the Board members.

Trustee Renk stated he was not opposed to de-annexation and entering into an annexation agreement however if the Special Use can satisfy the request of the club then the Board should support the special use.

Community Development Director Buening stated staff’s opinion has not changed and that the Special Use should be used. Those items that can be addressed in the Special Use can be addressed by a simple code change.

Mr. Vince Volpe, representing the Sportsman’s Club stated that the position of the club is that they prefer deannexation. An annexation agreement is a contract that is more binding. It is the fear of the club that future boards will override the Special Use.

Trustee Geary stated he did not want to set a precedent by deannexing a parcel. There is a bigger picture for the Board to look at here then just pleasing the Sportsman’s Club.

Trustee Bohler stated that the Board should just give them what they are looking for. The Sportsman Club has been here longer than most residents and the Board shouldn’t bend to the residents. New residents should be aware of their surroundings before purchasing a home.

Trustee Johnson and Williams agreed with Trustee Geary.

Trustee Clark stated that it seems to be an issue of comfort level and if it takes de-annexation and re-annexation for the club to be comfortable that is what the Board should do.

Community Development Director asked that the Board forward him comments and further stated that if the club felt firmly about the de-annexation they have the right to apply.

President Michels asked that the Board forward their comments to Director Buening.

Director Buening stated that there would be two wetland burns performed in the near future. Encap has notified that the Village that sometime between February 20^th and May 1^st, weather dependent, controlled burns will be performed in both Windsor Pointe and Mallard Point.

Trustee Renk stated that the Homeowners Association has contracted for a limited burn to be done in the Windstone Subdivision.

Trustee Renk asked Director Clifton how many water meters were left to be changed out. Director Clifton stated approximately 25. There were some small glitches in some of the installation; however, the installing company has replaced those defective meters.

Trustee Renk asked how the boundary agreement with Elburn and Batavia were going. Administrator Eichelberger stated that they have been contacted and staff is waiting their response. Big Rock has also been contacted and they have indicated they want to wait until their comprehensive land use plan is completed. Staff has indicated to tem that due to Airport Growth the Village would like to address the boundary issue with Big Rock as soon as possible.

Administrator Eichelberger asked that the Board encourage people to apply for the census positions and to remind residents that a Special Census will be performed.

Trustee Geary asked when the tornado spotter classes would be held. Acting Chief Sauer stated he would let the Board know as son as these are scheduled. Acting Chief Sauer further state the Emergency Plan is emerging as a great Community Plan. The Township, Waubonsee Community College, and the School District are all participating.

Trustee Clark stated that the Friends of the Park would be meeting on Wednesday evening at 7:00 pm. at the Pavilion to discuss the referendum for the Park District.

Trustee Johnson informed the Board that should be submitted the Sports Complex for consideration for the Chandler Award.

Trustee Bohler asked if the letter had yet been sent out to the potential commercial developer who is looking at building in Sugar Grove. Director Buening stated that the letter would be sent by the end of the week.

President Michels asked that the Board briefly adjourn to Executive Session to Discuss personnel. Trustee Geary moved to convene to Executive Session as per the exception to the Open Meetings Act to discuss Personnel, taking no action and to reconvene to the Committee of the Whole meeting. Trustee Renk seconded motion. President Michels then asked that the roll be called.

The Committee of the Whole then immediately convened. The Roll was then called.

President Michels asked Mr. John Clayton, Village of Sugar Grove staff, to give a brief overview of the proposed Windsor Pointe Park site improvements. Mr. Clayton stated that all issues had been worked out with Wiseman Hughes with the exception of the following 5 items.

Revised equipment specification for 5" O.D. posts arch type swing

Revised equipment specification for 5" O.D> posts to the tot unit.

Blueprint mapping of all existing utilities and/or easements

Final engineering review from EEI

Color selection

Mr. Clayton stated that items 1 & 2 are needed to maintain material specification for equipment strength, durability, and structural integrity. This would make the equipment comparable to equipment currently installed in Village Parks. Items 3 & 4 are needed for final approval to insure that the park is equipment is properly placed.

The color selection has been discussed with the resident representatives and it has been decided that the neural colors as opposed to the bright colors was okay.

Patty Jordan, resident of Windsor Pointe, stated that the resident are very pleased with the layout of the park and thanked the Village for allowing them their input for addressing this matter. President Michels thanked the residents of the area for their concern and for bringing those concerns to the Village Board in a calm manner. The manner in which the residents conducted themselves and presented information to the Village Board was extremely professional.

President Michels then opened the matter to the Village Board for discussion.

Trustee Clark asked why a different manufacturer than normally used was being utilized for this park.

Mr. John Clayton stated that this is the manufacturer that the developer has chosen. Mr. Clayton reminded the Board that the Village must always bid a project like this and it just so happens that GameTime has been the low bidder on most Village Parks. GameTime has also been used in projects that were of a lower cost as in the past it has been found that the GameTime equipment is much more user friendly when it is installed by Village Staff. This equipment will not be installed by Village staff and is comparable in quality.

Mr. Larry Vaupel, Wiseman Hughes, stated that Wiseman Hughes has been working with Miracle Equipment, of which the sales representative is a resident of Sugar Grove.

President Michels asked the Board to consider Mr. Hughes request that the Village contribute $25,000.00 to the park as the Village is getting a very nice park and the cost is far more that Wiseman Hughes had thought it would be.

Patty Jordan stated that the resident would help install if this would help cut back on the cost.

Mr. Clayton stated that this park equipment is not user friendly for volunteers. President Michels thanked Ms. Jordan for the offer, but stated it is the Village intent to get this park installed as quickly a possible. The Village will look at the possibility of the residents helping with items such as spreading the Fibar. President Michels further stated that any financial contribution would also be appreciated.

Trustee Clark stated that he could not support the contribution as the Village did not bid this park, nor did the Village obtain the quotes. Trustee Clark stated he would like to see numbers from other manufacturers on comparable equipment.

The Board further discussed this park and asked that staff obtain pricing from other manufactures.

Director Buening stated the Plan Commission recommended approval with several conditions of this project. Staff met this morning with Wiseman Hughes and several of the conditions have been met however some items are still outstanding. Additionally the developer has requested to be able to start the earthwork as son as the ground has sufficiently thawed.

Mr. Schoppe, Schoppe Design Assoc, gave an overview of the revised plan to the Board.

President Michels stated that he was glad to see that the roadways are proposed at 32 feet back to back. Trustee Bohler asked if this would support on street parking on both sides. President Michels stated yes.

Trustee Clark asked what the distance from the property line from the existing Carriage Hills to this development were. Mr. Schoppe stated he wasn’t sure of the exact measurement however; the side yard could be increased.

Trustee Johnson asked if fencing was addressed in the covenants and if not that it be placed in as there were a few lots that would have 5 other lots backing up to them.

Trustee Renk asked if water and sewer hook ups could be obtained by existing homes on Wheeler. It was answered that water is across Wheeler Road and that was closer and more appropriate.

President Michels stated that he would rather see a 25-foot entrance off of Wheeler rather than the proposed 21-foot. President Michels also asked that a 100-foot buffer be left between the M-1 piece and the residential town home development. This item was debated at length and the developer agreed to place a larger berm on the M-1 piece.

The Pathways were debated and the Board was split on the decision of the pathways width. President Michels suggested 8-foot wide internal paths and 10 foot on regional trails. The park in the middle of the development should also be 10 foot.

Village Staff recommended that the pathways all be 10 feet as suggested by Kane County in their pathway guidelines.

No decision was reached on this item. The developer, staff, and the Board will continue to work on this item.

The model homes usage was discussed and staffs’ recommendation of that model hones in the existing Windsor Pointe subdivision could be used for a limited time, however, no more than 4 should be established in the Windsor west subdivision. However, the Board suggested that staff work on a policy that would allow the Board to ask for more models in a subdivision. The suggestion was that a minimum of 4 should be required and a maximum of 8.

Director Buening stated that staff and Wiseman Hughes are looking into the validity of the recapture agreement that encompasses this parcel. The Village may have to consider not collecting this recapture fee. The Board asked that the developer work on resolving this issue for this piece and the others affected and that they would consider the waiving of the Village portion of the fee.

The Landscape plan was discussed and a presentation made by Pizzo and Associates. Mr. Pizzo explained that the area that is currently wooded is not a desirable stand of trees. The trees are mostly dying, undesirable non-native trees and that the area is not savable. Mr. Pizzo stated that he is in favor of saving trees and having natural area, however, this area is a hazard. IF the dead or dying trees were to be removed the tree that are in the middle which are healthy would not survive as they are used to being in a sheltered area (by the growth around them). They would blow over in a hardy wind. This area is not a home for any wildlife except coyotes, possums, and raccoons. It is the recommendation of Pizzo and Associates that the area be cleared and replanted with native grasses and perhaps some new trees. Trustee Bohler suggested Sugar Maples. The Board will need to educate the homeowners on as to the condition of the area. The Board also asked that a wider variety of street trees be planted.

The Board discussed the use of ½ brick and agreed that this product could be used in place of a full-face brick. .

The Board discussed the area and while acknowledging that it has long been "wooded" would not like to see a hazardous area continue. The board asked that the Developer come up with a plan for the area that would be pleasing. The Board asked that the Developer continue to work with staff to move this project forward. The items not discussed in detail this meeting that were addressed in staffs memo, the Village Board agreed with or have been worked out with the developer prior to this meeting

2003 MFT Street Resurfacing Project

The Board reviewed the information prepared by EEI for 2003 for MFT projects and agreed with the recommendation of staff and EEI that the projects that should be completed this year are Monna Street, Maple Street (from Grove Street west to the end) and crack sealing maintenance in other various areas. The Board directed staff to place the 2003 MFT program on the March 4^th, 2003 agenda for approval.

The Board reviewed the zoning map and agreed with its accurateness. The Board asked that the airport area and airport owned property or any area restricted by airport usage be delineated on the zoning map with dashed lines. Staff was directed to place this on a future agenda for approval, prior to the end of March.

None.

As there was no other business to be conducted, President Michels adjourned the meeting.

Meeting was adjourned at 10:15 p.m.