Present:

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

Trustee Williams.

Village Administrator Brent Eichelberger, Clerk Cynthia Welsch, Community Development Director Scott Buening, Public Works Director Speciale, Mr. Brad Merkel, Mr. Chris Skillin and Mr. Geoff Payton.

At 6:03 p.m. President Michels opened the 2003 Proposed Tax Levy Hearing and asked if anyone present had any comments. Hearing none, President Michels continued the meeting, leaving the hearing open so that the Board could accept additional comments later in the meeting.

Ms. Shari Lauterbach explained this years Management Letter to the Village Board. Ms. Lauterbach also applauded the Board on once again achieving the Excellence in Financial Reporting from the GFOA award. Ms. Lauterbach stated that only 5% of municipalities can attain this status and that for a municipality of the size of Sugar Grove to achieve this award is outstanding.

None.

Approval of the minutes of the November 4th, 2003 meeting minutes.

Approval of Vouchers

Approval of the Release of the Letter of Credit and Acceptance of Public Improvements for Waterford Place.

Ordinance approving Surplus Equipment.

Expenditure approval in the amount of $22750.00 for a replacement squad car.

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

Trustee Geary moved to release funds held in the amount of $715,999.00 to the Kaneland Community Unit School District for the purchase of property within the Kaneland Community School District. Trustee Johnson seconded the motion. President Michels called for any discussion and hearing none asked that the roll be called.

Trustee Johnson moved to approve the Kaneland School District 2003 Impact Fee Tables at the 100% level, to be effective January 1, 2004. Trustee Geary seconded the motion. . Administrator Eichelberger stated that this approval puts the fees at the 100% level however the School District has indicated that the table will more than likely be revised early in the year and the School District would then once again be asking for approval of a new table. Trustee Bohler asked if the district looked at the fees annually. Administrator Eichelberger state yes they do. President Michels stated he would be attending a Board meeting at Cortland to ask them to please adopt a similar ordinance or to ask for fees when annexing land that is within the Kaneland District. Administrator Eichelberger stated that he had a call from the school district shortly before this meeting and a meeting is scheduled with Cortland and it sounds positive. President Michels called for further discussion and hearing none asked that the roll be called.

Trustee Johnson moved to adopt a Resolution Adopting the Kane County Natural Hazard Mitigation Plan. Trustee Bohler seconded the motion. Administrator Eichelberger stated that the plan calls for mitigation of known hazards and the assigning of departments/personnel to be responsible for certain areas. President Michels called for discussion and hearing none asked that the roll be called.

Director Buening stated that this evening Kimball Hill Homes is looking for approval of the concept plan as presented and asked the representatives to address the Village Board.

Mr. Russ Vokel, Vice President of Kimball Hill Homes addressed the Board and stated that while Kimball Hill Homes is here this evening to reaffirm their commitment to work with the village to create a 1^st class community at this time Kimball Hills Homes will not be asking for approval of the concept plan this evening as they would like to work with the board some more perfecting the plan. Take some time to understand smart growth and visit communities that are similar in design and some that have problems to show the Kimball Hills plan will overcome those problems. Mr. Vokel then introduced Mr. Young, Mr. Hanlon and Mr. Arndt to the Village Board.

Mr. Arndt stated that he was proud to be a part of the design of this development that it shows a conservancy design and a sense of community. This is a complete community designed around the existing land farms that tat will recharge the ecosystem, the ground water and restore the prairies. This project will be one that will win awards and bring acclaim the Village. Mr. Arndt also asked the Board to consider visiting sights that have similar amenities.

Mr. Hanlon stated that the goal of Kimball Hills is not to build a development but to build neighborhoods. The areas commonly referred to as alleys in most development are instead called rear lanes in this development, as they are larger.

Mr. Young stated that in order to build this community development right the Village and Kimball Hills must work together as a team and understand what the community wants

The Village consultant Planner, Deven…. Stated that he had reviewed the plan and it viable, desirable and refreshing and that he supports it. The approach is unique and has many strengths. This community would be a model and a showplace. The items at issues such as lots sizes and rear lanes can be ironed out at the process continues. The open space is commendable as it is not just open space but usable and nicely oriented.

The Board reviewed the proposed development and expressed desire in visiting other areas that have some of the same thing to offer but still expressed a ret deal of trepidation with the small lots and the alleyways.

Mr. Young stated that the maintenance of the rear lanes would be addressed and that the smaller lot homes are similar to townhomes without an adjoining wall. IF the Board so desired a homeowners association could be set up for maintenance of these homes.

President Michels asked if the consultant planner and Director Buening were happy with the proposed locations of the church sites, the fire station etc. Both answered that these details could be worked out in the process.

Trustee Bohler stated he would be more comfortable if he could see what was proposed for the Aurora side. It was answered that it will be compatible. Kimball Hill homes has spoken briefly with the staff at Aurora but have not yet devised a plan. Trustee Bohler also stated that he had a problem with the 30-foot lots.

The Board and Kimball Hill discussed housing costs and affordable housing and no clean consensus was reached. Kimball Hill stated that they had not designed affordable housing as a goal for this project but were willing to work with the Village if that was their desire. The starting price of the homes if built today would be approximately $210,000 to$ 220,000 with some of the areas going for up to $400,000.

Mr. Vokel also stated that although Kimball Hill will be investing a lot in this development with both onsite and offsite projects and the need to recoup investments is there, they are willing to work with the Village to achieve the needs of the Village.

The Board asked about housing for seniors, again, this has not been planned but could be worked on. Trustee Clark stated that something has to be done in the community, as the Village will begin to drive its seniors out and have no place for its young people to start.

President Michels stated that the Village should consider the school district. They prefer larger homes that support the school district.

Trustee Bohler agreed that some type of diversification is needed it just need to be planned very well. Precedent Michels stated that diversification is good, however, the board needs to make sure that the small lots do not become a depressed area of town. Many people have expressed that fear to him.

Mr. Vokel thanked the Board for their time and stated that Kimball Hill wants a Master Planned Community of a high quality. This project would take at least 15 years to complete and will be built on reputation.

The Village Board agreed to the Kimball Hill Homes request to pull the formal request for approval of the concept plan this evening, and place it on a Board agenda in January or February of 2004.

Trustee Johnson moved to approve the entering into a contract with EEI to complete a Village Wide Water Works System Feasibility Study in the amount of $97,020.00 to by reimbursed by developers at $20.00 per acre. Trustee Bohler seconded the motion. President Michels asked if staff was confident with the study as outlined. Director Special stated yes. Mr. David Burroughs of Engineering Enterprises stated that this contract has all the study including the generals and contractors lumped into one. EEI will be responsible for the oversight of the contractors. Trustee Bohler asked why the Village did not go to bid on this project and why it wasn’t discussed previously. Trustee Wolf stated that he had the same thoughts also but as EEI has done previous work with the water system, including current work on Well 8 and 9 they are they know the most about the Village’s needs. Administrator Eichelberger stated that the Board did discuss this item in August when Kimball Hill had asked for a study to be done on their property and at that time the Board asked that the staff research having the Village Wide study performed instead of piece mealing the study. President Michels called for further discussion and hearing none asked that the roll be called.

Trustee Johnson moved to approve an expenditure in an amount not to exceed $21,000.00 to purchase a Ford Explorer from the State of Illinois Purchasing and for vehicle preparation. Trustee Bohler seconded the motion. Trustee Clark asked if the truck would be set up to plow. Director Speciale stated not at this time but if needed it will be. President Michels called for discussion and hearing none asked that the roll be called.

None

Trustee Johnson and President Michels asked for consensus to join the Park District in their direct mailing for Holiday in the Grove and to contribute a $100.00 in cash or in kind for the mailing. The Board agreed by consensus.

Director Speciale stated that the Strafford Woods Project is going well and the Well 8 is online and currently pumping 4.5 million gallons per day. The punch list for Well 8 is 96% complete.

No comments at this time

At this time President Michels called for any comments on the open public hearing for the Tax Levy and hearing non the public hearing was closed.

Trustee Geary moved to adjourn to Executive session to discuss litigation, personnel and land acquisition taking no action, as per the exception to the open meeting act and to adjourn from Executive session. Trustee Johnson seconded the motion. President Michels then called for a roll call vote.

Meeting was adjourned at 8:30 p.m.

Respectfully submitted, Cynthia L. Welsch, Acting Village Clerk

Present:

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

Trustee Williams

Quorum Established.

Village Administrator Brent Eichelberger, Clerk Cynthia Welsch, Community Development Director Scott Buening, Public Works Director Speciale, Mr. Brad Merkel, Mr. Chris Skillin and Mr. Geoff Payton.

Director Buening stated that is has been issue for staff, as brick mailboxes are not allowed by Village code however, there are 24 of them in the Village. Staff originally compiled a list of 22 mailboxes that were non-conforming in September and since that time 2 additional brick mailboxes were construct. Village staff warned these two property owners that these types of mailboxes were not permitted however the owners constructed the mailboxes anyway. Staff explained that the mailboxes can become a hazard if hit by a vehicle.

The Board discussed the mailbox and the various options before them. 2 members were in favor or enforcing the requirement and having all mailboxes in violation removed, 2 members were in favor or allowing those that are built to stay but not be rebuilt if they should deteriorate and not allowing any more and 2 members were in favor of doing nothing and allowing this type of mailbox.

The Board asked that staff research any liability issues with allowing this type of mailbox and to invite all homeowners that have this type of mailbox to the next meeting for further discussion.

Administrator Eichelberger informed the Board that the Ordinance, which allowed for Class II truck Route on Park Ave, St. James and Regency Boulevard should be repealed as the final lift has been applied to the street so that heavy trucks will no tear up the streets.

The Board discussed the issue and agreed that the time has come for the repealing of the ordinance allowing Class II truck Route on these Village Streets and directed staff to prepare and place the repealing ordinance on the December 2, 2003 Regular Board meeting agenda for approval.

The Board discussed the alley vacation for the alley that runs along the north side of 185 S. Main Street and several lots on Maple Street. The alley is present used only as an easement for Village sanitary sewer and other public utilities and is not paved, other than a gravel portion of the drive for the house at 185 S. Main Street. The Board agreed to the vacation of the alley, reserving an easement for utility, drainage and other utilities. Staff was directed to place this petition and the ordinance vacated the alley on the December 2^nd, 2003 regular meeting agenda for approval.

Director Buening stated that the current codes used for building inspection purposes are the 1996 codes and that in order to be ISO compliant the Village should adopt the 2000 International Code, and the 1999 National Electric Code. This will better the ISO rating. These codes have been adopted by other neighboring municipalities with similar amendments.

The Board discussed the codes; Trustee Bohler asked the staff consider adopted more stringent codes for Sprinkling. Inspector Kearns stated that the Fire Department has adopted the more stringent codes and that they are followed for those building that need them.

President Michels asked that staff consider requiring R-38 in the attic.

The Board asked that staff meet with the developers and the contractors that work in the Village to explain the adoption of the new codes and to obtain comments. Staff will schedule this meeting and bring back the codes for adoption after this meeting can be scheduled.

The Board reviewed and approved of the Military Leave of Absence Policy as presented by staff and directed staff to place it on the December 2^nd, 2003 regular board meeting agenda for approval.

The Board reviewed the contract with EEI for professional engineering services associated with the repainting of the 500,000-gallon Water Tower located in Unincorporated Kane County. . Staff was directed to place on the December 2003 Regular Board meeting agenda for approval the contract with EEI for the provisional services for the repainting of the tower.

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

Meeting was adjourned 10:00 p.m. by President Michels, as there was no further business.