President Michels opened the meeting at 6:00 p.m. and asked that Trustee Bohler lead the Pledge. President Michels then asked that the roll be called

Present:

President Michels, Trustee Geary, Trustee Clark, Trustee Bohler, Trustee Johnson, Trustee Williams and Trustee Wolf

Village Administrator Brent Eichelberger, Clerk Cynthia Welsch, Community Development Director Scott Buening and Public Works Director Tony Speciale.

None.

None

None.

Approval of the minutes of the December 2^nd, 2003 meeting minutes.

Approval of Vouchers

Resolution approving the Investment Policy. Resolution #2003-1216A

Resolution Establishing a Fixed Asset Policy. Resolution #2003-1216B.

Approval of an Expenditure For the Community Development Office Improvements In an Amount not to Exceed $7,500.00

Ordinance Granting a Variance to Land in the Village of Sugar Grove (Approving a Lot Coverage Variance for 907 Spruce Street). Ordinance 2003-1216B.

Approval of a Request From Wiseman-Hughes to Erect a Temporary Construction Trailer at the Windsor West Subdivision.

Approval of a Request from Neumann Homes to Erect a Third Temporary Trailer at Walnut Woods Subdivision

Trustee Clark moved to approve the consent agenda items as presented. Trustee Johnson seconded the motion. President Michels then called for a roll call vote.

Trustee Clark moved to approve an Ordinance Establishing a Special Service Area No. 8 for the Windsor West Subdivision in the Village of Sugar Grove, Illinois. Trustee Johnson seconded the motion. President Michels called for any discussion and hearing none asked that the roll be called.

Trustee Clark moved to adopt Ordinance No. 2003-1216B, An Ordinance Adopting Certain National Codes. Trustee Johnson seconded the motion. The Board the proposed new codes and approved of the adoption of the Building Codes as presented. Staff stated that they would also be adding one additional inspection to the list of inspections that are currently performed, which is an insulation inspection. President Michels called for further discussion and hearing none asked that the roll be called.

Trustee Johnson moved to adopt a Resolution Adopting a Policy for the keeping a Verbatim Record of Closed Meeting Under the Illinois Open Meeting Act. Trustee Geary seconded the motion. President Michels called discussion and hearing none asked that the roll be called.

None

Community Development Director Scott Buening stated that Mr. Chris Skillin has obtained two certifications one for Residential and one for Commercial Inspections and is currently working on his 3^rd certification. Director Buening stated that the Smart Growth workshop to be hosted by the County and others will be on February 4^th or 11^th. This will be a dinner meeting and the County is looking for the Village to help fund this effort in the amount of 1,000.00. The Board discussed the workshop and agreed that that February 4^th, at 6:00 p.m. would be preferable and indicated a willingness to donate funds.

Trustee Bohler stated that the trip with Kimball Hill Homes was an eye opening experience. Trustee Bohler stated that architectural requirements would need to be laid out; clusters are okay, in small chunks. Use of hardy plank and cedar with a good mix of color should be encouraged.

Trustee Geary stated he agreed that the trip was as eye opener and that seeing a project in 3D was great. The use of color, the streetscape and the architectural elements presented in some of the areas was great. Trustee Geary stated he did have concerns with house that do not have any street frontage, especially for guest parking.

Trustee Clark stated he liked the concept. There is still some work to be done with concessions on both sides. A development of this type will offer the seniors in the area an opportunity to stay in the area. Some have said that no yard is a non-desirable feature, however, there are many people who prefer not to maintain a big yard, or who just can’t.

Trustee Bohler stated he did not like the utility boxes in the front yards; this would have to be an issue

Trustee Wolf stated he did go to the Geneva development as he could not make the trip and that he didn’t like it. The garages were to close the alley and there was no backyard at all. There is a major concert with the care of the alleys, streets, streetlight and other infrastructure. While these items are proposed to be taken care of by the homeowners association, there is always that chance that the Village will end up caring for them. Trustee Wolf stated that visiting another area would e a waste of time if the Board does embrace this concept and should perhaps think about it.

Trustee Geary stated the people talked to in the area loved it.

President Michels asked the Board members to stop and view the SAM Transportation Plan and to be sure and look at the list of priorities.

Mr. James Rich stated that he had polled the taxpayers in the area and asked if they enjoyed his restaurant. The answer was that that there was nothing like it west of Chicago. Because of this response he has decided to change the name of the restaurant to Chicago West. At this time Mr. Rich asked the Board for permission to put up signage with the new name.

Development Director Buening stated that he would ask the Board to consider approving such signage subject to the following conditions, conditions that have previously been discussed with Mr. Rich.

A permit must be issued prior to erecting the banners.

The Banners may remain for a duration of up to 30 days or until the permanent replacement signs are erected, which ever is less.

Sign permits are required to replace the permanents signs.

The existing "The Retreat" signs shall be covered until they are replaced with the new permanent signs.

The bus that is parked next to Route 47 with the "Chicago West Restaurant" name needs to be moved so it is not acting like a sign per the Zoning Ordinance.

The Board indicated that the signage would be acceptable at this time, provided that Mr. Rich conforms to the conditions as provided by staff.

Trustee Bohler moved to adjourn to Executive session to discuss, personnel taking no action, as per the exception to the open meeting act and to reconvene to possibly take action. Trustee Johnson seconded the motion. President Michels then called for a roll call vote.

Trustee Bohler moved to reconvene to Regular Session. Trustee Johnson seconded the motion. President Michels then called for a roll call vote.

Trustee Clark announced that he would be resigning his position as Village Trustee effective December 31^st, 2003. Trustee Clark stated he has decided to accept an offer from the Sugar Grove Economic Development Corporation as their Executive Director.

The Village Board wished Trustee Clark in his new endeavors and stated that they would miss working with him on the Board, however, looked forward to working with him in his new position. It was with mixed emotions that Trustee Clarks resignation as a Village Trustee was accepted.

Meeting was adjourned at 6:50 p.m.

Respectfully submitted, Cynthia L. Welsch, Acting Village Clerk

Present:

President Michels Trustee Geary, Trustee Bohler, Trustee Clark, and Trustee Johnson, Trustee Williams, and Trustee Wolf

Quorum Established.

Village Administrator Brent Eichelberger, Clerk Cynthia Welsch, Community Development Director Scott Buening, and Public Works Director Tony Speciale.

Community Development Director Buening presented the Village Board with additional information on Mailboxes as requested and stated that letters had been sent out to the owners of the mailboxes in questions.

At this time President Michels opened the item to the public for discussion. He asked that all who wanted to speak state their name and address.

Bob Sinclair, 915 Spruce, stated that he put up his mailbox 1 ½ years ago and that at that time he called the Village and the Post Office and was told that there were no restrictions.

Philip Talbot, 722 Cornwall Circle. Stated that his mailbox was erected in 1990 when his house was built and that he too had been informed it was okay.

Resident, 291 St. James Parkway, stated that the read the ordinance and contacted the Village and the Post office and was told it was okay.

David Lutter, 925 Merrill New Road, stated that his house was finalled in August of 2003 and he was not informed of any problem with anything until he recently received the letter.

Time Dyer, 863 Merrill New Road, also stated that his house was finalled and he was never informed of any problem with his mailbox.

Russ Molitor, Windsor Point, stated he called also and was not informed of any problem

Vivian Perritto, 720 Cornall Circle, stated these mailboxes are break away and they look a lot nicer than old rusty metal ones.

President Michels asked if any other of the audience members were in attendance to address the mailbox issue. Hearing none, President Michels then opened the floor to the Board for discussion.

Trustee Wolf stated that prior to this evening he was in favor of tearing all the brick mailboxes out, however, as the current ordinances does not specifically define breakaway the break mailbox should be left alone. The staff should work on a definition and bring this issue forward at a later date.

Trustee Clark stated that the mailboxes should be left alone. It is the post office that needs them. Trustee Clark agreed that a definition needs to be in the zoning code, however as there is no liability to the Village the mailboxes should be left alone.

Trustee Geary stated he greed with Trustee Clark. Trustee Geary further stated that the brick mailboxes are much more attractive.

Trustee Bohler stated that the brick mailboxes should stay, the attorney has rendered the opinion that the Village is not assuming any increased liability and yes they look nicer.

Director Buening stated that the staff would look into a definition of breakaway and no action will e taken for now.

Community Development Director Buening presented to the Board the Speed and Multiway Stop Warrant Analysis performed for Hankes Road. The Village had been approached by PCA (Prestbury Citizens Association) regarding a speed and stop sign study for this area. The Village indicated a willingness to have the study performed if PCA was willing to contribute funding. PCA contributed $500.00 and the study was completed. The conclusion of the study was that Hankes Road should be 45 mph and that no additional stop signs are warranted and that the additional stop sign should be removed. Staff recommends that the recommendations found from the study be implemented.

President Michels then opened the item to the audience for discussion.

Ed Bauer, 8 Fernilee Court, addressed the Board and presented instances of damage done to property and the roadside by vehicles. He as that the Board considers the vicinity of the playground and the pool and remember that pedestrian cross the road. The speed should be lowered and the stop sign should stay.

Tom Stefanic, 403 Hankes, presented photo to the Board showing damage to the parkway area where vehicles have left the roadway. He asked that the Village Board lower the speed limit to 35 and keep the stop sign.

Mr. Steve Grabowski, of Engineering Enterprises, the Traffic Consultant explained how the study was performed and how IDOT sets its policy for studies of this sort.

The county performed a study some time ago and the same conclusion was reached.

The Board and the audience debated this issue; all audience members were in favor of lowering the speed limit to 35 mph and the keeping of the stop sign. The majority of the Board is in favor at this time of lowering the speed limit to 35 mph and removing the stop sign and not allowing any more stop signs.

The staff was asked to obtain additional information on the enforcement of the speed limit if it is decreased and the study is not followed and additional information on the placement of signage.

This item will be brought to the Village Board at the next meeting and placed on the Village Board agenda for approval with additional information.

Community Development Director Buening stated that originally a letter with 22 conditions had been sent to Neumann Homes regarding the Final Plat of Unit 2 of Walnut Woods. At this time some of the items are completed, however, many remain outstanding. Staff did not want to bring the approval of the Final Plat forward at this time however the developer was very persistent,

The Board discussed the approved of the Final Plat, they asked the developer to rectify those items as recommended by staff and to also find some explanation as to why the berm along Route 56 got deleted, the trees were removed and also stated that they were not in favor of a long term lease or any type of agreement for the outbuilding on the parcel which is currently owned by Mr. Neumann. They would like to see this area removed from the plat or a clause that it will be allowed for a short period of time perhaps 5 years. The Board was not in favor of approving the Final Plat with so many conditions. The item should be brought forward when the conditions are met.

Community Development Director Buening presented the Board with a petition for annexation that was submitted by the petitioner and the Plan Commission recommendation for annexation. The petitioner is not in attendance at this time. The Village has tried to accommodate the property owners who are required to sign annexation agreements by providing the required publishing and notification and incurring all fees.

Signage that was posted in the petitioners yard as required by statute "disappeared" after it was removed by the petitioner. Staff has sent notice that reimbursement for the sign must be made in the amount $125.00. Staff recommends a change in policy on allowing future utility connections to unincorporated areas prior to the completion of the annexation process. Staff further recommends that the public hearing be held and that the annexation agreement be approved at the January 6^th, 2004 meeting.

The Board discussed the recommendations by staff and was in full agreement. The annexation will proceed at the January 6^th, 2003 meeting and that the policy of extending service prior to the completion of annexation procedure be amended.

Chief Sauer presented to the Village Board a Mission Statement and Code of Ethics for the Village of Sugar Grove Police Department. The Village Board reviewed both documents and endorsed them. They thanked Chief Sauer for his dedication to the residents, the Board and his staff.

Meeting was adjourned at 9:00 p.m. by President Michels, as there was no further business.