1. President Pfefferman called the Pre-Board Workshop to order at 7:02 P.M.

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1 Minutes Regular Village Board Workshop Glen Ellyn Village Board of Trustees September 21, 2009 Time of Meeting: Present: Excused: 7:00 P.M. President Pfefferman; Trustees Comerford, Cooper, Hartweg, Henninger, Ladesic and Thorsell; Staff: Village Manager Jones, Caracci, Collison, Denney, Drescher, Hulseberg and Norton. Village Clerk Draths. 1. President Pfefferman called the Pre-Board Workshop to order at 7:02 P.M. 2. Public Comments? None. 3. Review agenda for the September 28, 2009 Regular Village Board Meeting. The Village Board reviewed the agenda for the 8:00 P.M. Regular Business Meeting. Non-Consent Agenda 10. Planning and Development Director Staci Hulseberg presented information concerning a number of properties to be removed from proposed economic development Special Service Areas (SSAs) in the Central Business District (SSA 6) and in the Western Roosevelt Road Business District (SSA 7). These removals follow the conclusion of a September 14, 2009 public hearing on the proposed formation of five SSA taxing districts in Glen Ellyn s commercial areas to fund economic development activities and programs. Hulseberg stated that per direction from the Village Board, the Village team has removed multi-family ownership properties from Special Service Areas (SSAs) No. 6 and 7. The Village team has not removed rental properties, residential or commercial, from the SSAs. Hulseberg reviewed the economic impact resulting from removal of these properties, noting that an adverse impact toward economic development activities would not result from the removal of residential ownership properties. Resident comment then ensued. Betsy Sentowski, 501 Forest Avenue, thanked the Village Board and staff for their work to remove residential ownership properties from the SSAs. Debbie Metzinger, 586 Crescent Boulevard, also stated her thanks to the Village Board and staff. The Village Board then affirmed their support for the removal of residential ownership properties 1

2 from the SSAs. Alison Caldwell, 501 Forest Avenue, inquired about the pin list and Hulseberg stated that it would be posted on the Village website for resident review. Gerri Bentel, 570 Crescent Boulevard, finally noted her thanks to the Village Board for their consideration. 7. Planning and Development Director Staci Hulseberg presented information on a request by Tom and Barbara Eichler, owners of the property at 94 N. Main Street, to alter the roof structure of an existing accessory structure set back 2.98 feet from the side yard property line. The minimum required side yard setback is 5.9 feet. The subject property is located in the R2 Zoning District and is defined as an interior lot on the west side of Main Street between Fairview Avenue on the north and Joyce Court on the south. The Zoning Board of Appeals considered the request at a public hearing on August 25, 2009, voting on a motion to recommend approval of the variation request with a unanimous vote of seven yes votes. Hulseberg stated that the accessory structure was built in the early 1900s and its current location is in non-conformance with the side yard setback requirements. Resident and petitioner Barbara Eichler noted that she and her husband would like to save the structure as it still has many of its original elements. Following discussion on the proposal, the Village Board noted it would approve the variation request at the upcoming Village Board Meeting on September 28, Planning and Development Director Staci Hulseberg presented information on a request by Bill and Renee Stephan for two variations from the Glen Ellyn Zoning Code; Section (A)4a to allow the construction of a detached garage closer to the front property line than the principal structure on the lot and Section (A)4c to allow the construction of a detached garage with a side yard setback of 3 feet in lieu of the minimum required side yard setback of 7.3 feet. The property is located in the R2 Zoning District and is defined as a corner lot on the southwest corner of North Main Street and Hawthorne Boulevard. The Zoning Board of Appeals considered the request at a public hearing on August 25, 2009, voting on a motion to recommend approval of the variation request by a vote of four (4) yes votes and three (3) no votes. Hulseberg stated that the Zoning Code requires that accessory structures not be located in front of primary structures and that the proposed structure is 13 feet closer to the street than the primary structure. Neighbors of 592 N. Main Street are comfortable with the proposed design, including Stephen and Ruth Pordes, 501 Hawthorne Boulevard, who submitted a letter to the Zoning Board of Appeals stating their support for the proposed design. Rene Stratton, Stratton Architects, 711 Riford Road, provided the Village with a variety of additional information regarding other proposed locations for the structure on the property, and neighbors concerns with these locations. Trustee comments and questions then occurred on the proposed design and variation request. There was then discussion on amending the variation request to allow for the accessory structure to be pushed back from the street, closer to the primary structure. Rene Stratton stated that this could be a safety issue as accessory structures must be at least 2

3 10 feet from primary structures for fire safety. Discussion continued on this possible change with it being noted that the structure could be moved back between three and four feet from the street, and still be 10 feet from the primary structure. The Stephan s raised concern on this amendment as it would inhibit ventilation from the primary structure and block many of the windows on the primary structure. Following additional discussion on this amendment, the Stephan s agreed to provide updated site plans with the structure three to four feet farther from the street, prior to the September 28, 2009 Village Board Meeting. The Village Board will then vote on the updated request at the September 28 meeting. 9. Planning and Development Director Staci Hulseberg presented information on the requests of Edward & Lori Moore, owners of the property located at 391 Turner Avenue, for approval of a Special Use Permit for the construction of an addition and deck within 30 feet of a floodplain and a Zoning Variation to permit earthwork and fill in the floodplain to accommodate a compensatory storage basin. The subject property is located on the south side of Turner Avenue between Newton Avenue and Regent Street in the R2 Residential District. The Plan Commission reviewed the requests at a public hearing on September 10, 2009 and voted 9-0 to recommend approval of the requests with conditions. Hulseberg stated that compensatory storage is required for any fill placed on land within the Village. Edward Moore, resident and petitioner, stated that there was no indication when he purchased the property in 2001 that it was within a floodplain. Mr. Moore also provided information on the process to create this proposed solution. The Village Board then discussed the requests and noted that they will approve the requests at the upcoming Village Board Meeting on Monday, September 28, There were no further questions regarding the Non-Consent Agenda for the September 28, 2009 Regular Village Board Meeting. Consent Agenda There was discussion on 6F, motion to authorize the Village President to execute a reciprocal agreement with the Illinois Department of Revenue. A Trustee inquired as to why this is a requirement and Batek responded that it provides assurance that the Village of Glen Ellyn will not discuss the information provided by the IDOR. Discussion also occurred on 6G, an ordinance approving a municipal elevator program agreement. A Trustee questioned why there was a great length of time in between the request by the State of Illinois in February 2008 to approve this agreement and the Village s move to approve this agreement in September Hulseberg responded that many other communities are just beginning to approve this agreement now and that there are no consequences for late approval of the agreement. 3

4 There were no further questions regarding the upcoming agenda for the Village Board Meeting on September 28, Village Board Workshop Agenda 4. Representatives of the Glen Ellyn Public Library presented their building and financing proposal to the Village Board. Larry Stein, President of the Library Board, began by presenting background information on the Library building and the variety of issues the building has experienced since it was built. Recently, the Library began a capital program to assist with many of the reoccurring building problems; however they do not have any funding in place for additional facilities maintenance. The Library has received estimates for the current repairs needed, and for future maintenance of the building. $3 million is recommended for both the repairs and future maintenance, through general obligation bonds. The Library is requesting that the Village utilize its home rule authority to approve the Library s bond request. The Library has scheduled three public meetings regarding this request so that residents may learn more about the problem and proposed solution. Discussion then ensued among the Village Board members regarding the Library s request. Discussion included the exact distribution of fund requests for repairs, whether litigation against the original contractor might be appropriate and how the Library managed past improvements to the building. The Village Board was unable to reach a decision as it felt additional information was necessary to make an informed decision. The Library will provide the Village with a copy of its budget and the Village will request feedback from the Village Attorney regarding the prospect of litigation for the faulty building. The discussion will be brought back to the Village Board when this additional information has been provided. 6. Planning and Development Director Staci Hulseberg presented information regarding the proposed ordinance extension policy. Hulseberg stated that within the last 18 months 144 ordinances have been enacted by the Village. Of these ordinances, 76 are development related. However, only three of the 76 ordinances will be in need of an extension within the next six months. Additionally, within the last 10 years, only seven ordinances have requested an extension. With this information, the Village team is requesting direction from the Village Board on whether an ordinance extension policy should be created. The Village Board discussed this request and noted that an ordinance extension policy is unnecessary due to the low number of extension requests the Village receives. Additionally discussed was the ordinance extension request for 254 Glenwood, which brought this discussion to light originally. The Board determined that it had no concerns with extending the ordinance for 254 Glenwood, therefore this request will be placed on the consent agenda for the September 28, 2009 Village Board Meeting. 4

5 5. Village Manager Steve Jones presented information regarding the preliminary 2009 Village property tax. Manager Jones stated that the Village s policy since the 1990s has been to voluntarily follow tax cap laws. The Village team is again proposing to follow the tax cap law for the current year, with the tax cap set at.01. Manager Jones stated that as a result of the extremely small increase this tax levy will provide the Village, the Village team will need to find other ways to fill the likely budget gap. The Village Board determined that it would like to continue with the philosophy of voluntarily following the tax cap laws. More information on the financial impact of voluntarily following the tax cap laws will be forthcoming. 7. Public Works Director Joe Caracci and Village Forester Peggy Drescher presented the Emerald Ash Borer Management Plan. Caracci stated that in March 2009 the Emerald Ash Borer (EAB) was discovered in Glen Ellyn, with the Public Works Department working on a management plan since that time. Approximately 12% of the Village s parkway tree population, or 2,000, are ash trees. The Village has conducted research on the policies surrounding communities have used to manage the presence of EAB in both public and private ash trees. From this research, the Public Works Department created an EAB Management Plan. The plan categorizes ash trees and the method of treatment or removal for parkway ash trees based upon their known health. The plan also proposes the inclusion of a letter being sent to all residents with a parkway ash tree informing them of the condition of the tree and proposed future management of the tree. With regards to private property trees, the EAB Management Plan proposes providing the Village with the authority to require removal of an ash tree with EAB based upon the tree as a nuisance to the Village. Finally, the plan proposes that the Village attempt to set aside funds to replant trees that are removed as a result of EAB, and to continue its public education campaign on EAB. Following discussion, the Village Board determined that it is amenable to moving forward with the EAB Management Plan. 8. Public Works Director Joe Caracci presented information concerning the Crescent Boulevard jurisdiction transfer. Caracci stated that the Village is recommending taking ownership of Crescent Boulevard from DuPage County. DuPage County would pay the Village $138,000 for ownership of this land, which the Village could then put towards the installation of sidewalk, or other uses as the Village Board prefers. A Trustee inquired if the County would install sidewalks if they continued to own the property and Caracci stated that the County will not install sidewalks if ownership continues with the County. However, the County is open to the Village installing the sidewalks while ownership of the property continues with the County. Concerns were raised about future capital improvements in this area, as the County will only provide the Village with a onetime payment. The Village Board determined that it would like to move forward with the agreement despite this concern. 9. Village President Mark Pfefferman and Village Manager Jones presented information on the Village Board meeting schedule and format. The overall goal is to provide the 5

6 Village Board with additional workshop discussion time. Manager Jones stated that the Village has created four alternatives for the meeting schedule and format, with the first being the current schedule. Manager Jones then reviewed each of the options and discussion occurred among the Village Board and each member s alternative preference. The Board decided it would like additional information and time to discuss the schedule and format of the meetings, and requested that the Village team provide the Board with what an agenda would look like in a month s time for each of the three alternatives. 10. Village Manager Steve Jones and Public Works Director Joe Caracci presented information regarding Manor Woods. Caracci first provided background information on Manor Woods and past changes that have been made to it, followed by information on the present state of the bog. Currently, the Village has a no trespassing sign up at Manor Woods as safety concerns exist. Despite these concerns, members of the Village team have not moved forward with any corrective action on the woods as it was not identified as a core function of the Village. Additionally, a portion of the bog has been identified as wet land, which requires that wet land delineation take place prior to corrective action for the entirety of the woods. The Village has identified the cost for the wet land delineation to be approximately $2,000, but this delineation is not funded in the current budget. A Trustee then inquired if trees within Manor Woods overhang into the public right-ofway and Caracci responded that the Public Works Department has addressed any overhang into the right-of-way. Another Trustee suggested that corrective action for the woods might be best handled by another governmental entity. Following additional discussion, the Village Board determined that Manor Woods is a Village asset that should be cleaned up and made available for use. Therefore, the Village Board requested that the Village team move forward with the wet land delineation, as the first step in the corrective action process. 11. Other Items? A Trustee noted that as September is Preparedness Month, the Village of Glen Ellyn has preparedness brochures for anyone interested. 12. Adjournment At 11:18 P.M. the Regular Village Board Workshop was adjourned. Respectfully Submitted, Kristen Schrader Deputy Village Clerk 6