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HomeMy Public PortalAbout09.23.91 VB Minutes PLAINFIELD VILLAGE BOARD OF TRUSTEES REGULAR MEETING DATE: SEPTEMBER 23, 1991 AT: VILLAGE HALL MEMBERS OF BOARD PRESENT: MAYOR LATTA, M. LAMBERT, J. RAY, W. SHARP, J. DEMENT, J. GAYLORD. D. GULLICKSEN WAS ABSENT. OTHERS PRESENT: D. V. J. P. D. J. H. VAN VOOREN -- ADMINISTRATOR KRNAC - VILLAGE CLERK HARVEY - ATTORNEY WALDOCK - PLANNER BENNETT - POLICE CHIEF DJERF - ENGINEER COUNTRYMAN -WATER/SEWER DEPARTMENT At 7:01 Mayor Latta opened the meeting with the pledge to the flag. Roll call was taken, D. Gullicksen was absent. W. Sharp moved to approve the New/Old Business Section of the Agenda. Seconded by J. Dement. Voice vote. 5 yes, 0 no. Motion carried. J. Dement moved to approve the Consent Agenda to include the minutes of the Public Hearing of August 5, 1991 and Regular Meetings of August 5th, August 19th and September 9, 1991. Seconded by J. Gaylord. Voice vote. 5 yes, 0 no. Motion carried. Mayor Latta appointed James Sobkoviak as Chairman of the Plan Commission. Mayor Latta appointed the Transportation Committee - Michael Lambert - Chairman, Janet Gaylord, Joseph Ray, Karen Callanan, Wayne Perry, Marilyn Gehrke, Alan Littwiller, Ken Liles, James Sobkoviak, Perry Kalantzis, Michael Nott, Mark Fahey and Mary Alice Lambert. Mayor Latta reported she spoke to Tom Gargrave of the Illinois Department of Conservation regarding the planting of parkway trees. At this paint, he would like the Village to wait to see if we are going to get any rain. We can plant trees from the middle to the end of October. The tree planting is on hold at this time. PLAINFIELD VILLAGE BOARD OF TRUSTEES SEPTEMBER 23, 1991 PAGE TWO Planner Waldock spoke in reference to Case No, 319-726912. Owner - Gary Lichtenwalter. Location ~ Center of the block surrounded by James Street (on the west). Ottawa Street (on the south), Fox River Street (on the east) and Chicago Street as extended (on the north). The subject site is a vacant 34,599 square foot tract comprised of three (3) lots and a vacated portion of Chicago Street. Previous to the August 28, 1990 tornado, the site was fully land locked with occupied lots all around. The owners purchased Lot #8 of Fairbanks Addition (505 James Street) when it became available after the tornado, for the drive into the subdivision. The applicants propose a rezoning from B-3 to Residence A to provide uniformity of zoning for single-family development. Variances from lot area requirements and the subdivision are proposed to achieve this type of development within the single-family zoning district. Without the variances and subdivision, the same type of development three (3) single- family homes on one (1) lot would require multi-family zoning to accommodate three (3) units on one (1) lot. The overall site contains 34,599 square feet divided by the three (3) home sites and a private drive. Lot area ranges from 7,964 square feet to . 8,738 square feet because of area lots to the private drive parcel. The Plan Commission recommends the approval of the rezoning, variations and subdivision plat with the following stipulation: 1) Comply with all requirements of the Village Engineer and Plainfield Fire Protection District. They are proposing a private sanitary sewer six inch (6") PVC; storm sewers are provided on the plans to drain the private drive; also a private two inch (2") copper water line to serve the three (3) Units on the site. The houses will be thirteen hundred (1300) square feet in area. Mr. George McQuary, Fox River Street, spoke in reference to the size of lots. He feels the reduction in the lot size is too much. Ray Testin, Fox River Street, stated he also feels the reduction in the size of the lots is too much and he is concerned on who will take care of the drive and sewer/water lines if they are private lines. W. Sharp moved to concur with the Plan Commission and approve the Final Plat for the Lichtenwalter property "Back On James" with the following stipulations: 1) Compliance with all the requirements of the Village Engineer and Plainfield Fire Department; 2) That each of the residential units have their own buffalo boxes; 3) All EPA Permits will be obtained; 4) Subject to the approval of the rezoning of the Bw3 property to Residential A. Seconded by J. Gaylord. Vote by roll call. Lambert, no; Ray, no; Sharp, yes; Dement, yes; Gaylord, yes. 3 yes, 2 no. Motion carried. PLAINFIELD VILLAGE BOARD OF TRUSTEES SEPTEMBER 23, 1991 PAGE THREE Planner Waldock spoke in reference to Case No. 316-620912. Applicant - Ram Communications. Location - Lot #88 of Golden Meadows Subdivision, West of Route 59 on 135th Street. This item was brought to the Board in early .August, but was tabled at that time because the site needed some maintenance work done. The maintenance work has been completed. The request is for a special use approval for a Telecommunication Facility in a Residence A District. Ram Communications is planning to add another building. to the site, therefore they are in need of special approval. The first six (6) items of the Plan Commission's request have been accomplished. The building will be an 8'x 10' prefab structure. J. Dement moved to concur with the Zoning Board of Appeals and approve the Ram Communications structure on Lot #$8 of Golden Meadows Subdivision with these stipulations: Fence and landscaping disturbed by construction shall be restored, repaired or replaced as needed and as determined by the Building Inspector. Also, that the maintenance of the property will be cared for in an on going manner. Seconded by M. Lambert. Vote by roll call. Lambert,. yes; Ray, yes; Sharp, removed himself from the room; Dement, yes; Gaylord, yes. 4 yes, 0 no. Motion carried. Administrator Van Vooren spoke in reference to the Wastewater Treatment Plant expansion. It is anticipated that the Village improve the Controlling Building. To that end, Hamilton Engineering has prepared plans and specifications to expand the Control Building. I have attached, for your review, the Engineer's opinion of Probable Construction Costs far the project. The monies for this project will come from the Capital Project Fund, 19$8 General Obligation Bond issue, which has an approximate balance of $315,000, less the expenditures for the access road and sludge removal. As I stated at the Finance Workshop on September 16, 1991, this fund upon completion of this Project Fund has recently transferred to the Water and Sewer Fund $306,000 of interest earnings, to be used for other projects which could include the completion of the Control Building. Staff recommends that the Plainfield Board of Trustees authorize the advertising and opening of bids for the Control Building. Upon opening of the bids, the Staff would return to the Board a recommendation on this project for their consideration. J. Dement moved to authorize the Staff to advertise for bids for the Control Building at the Sewer Plant. Seconded by J. Gaylord. Voice vote. 5 yes, 0 no. Motion carried. PLAINFIELD VILLAGE BOARD OF TRUSTEES SEPTEMBER 23, 1991 PAGE FOUR Administrator Van Vooren spoke in reference to the Sewer Plant Access Road Easement Agreement with Commonwealth Edison. W. Sharp moved to authorize the Village President and Village Clerk to execute the Easement Agreement with Commonwealth Edison. Seconded by J. Ray. Voice vote. 5 yes, 0 no. Motion carried. Planner Waldock spoke in reference to a letter from Charles Sharp requesting acceptance of specific subdivision improvements in Indian Oaks, Units I and VI and all improvements in Unit IV. He is requesting acceptance of the underground work that has been completed for Units V and VI for Indian Oaks to this point. He is also asking that the Village release 100 Surety far Unit TV which has been completed for over a year. There are two (2) ways of addressing this: 1) Considering acceptance of underground, separate from above ground improvements; 2) Require a time frame, such as all improvements must be completed within a two (2) year period. It would be most reasonable to have a combination of the two (2) scenarios to consider. Acceptance of underground separately from above ground improvements has merit and would not create an administrative burden. Mayor Latta questioned if the sidewalks are installed, aren't the developers more careful? Engineer Djerf stated the sidewalks can be installed by the original developer. When the vacant lots are built upon, the Village has Ordinances to require the builder to restore any damage that is done, for instance, sidewalks or curbings. After much mare discussion of the streets, sidewalks, curbs and trees, Mr. William Perry, a representative for Mr. Sharp of Indian Oaks Subdivision spoke. He stated they would appreciate the Board's consideration of a two (2) year period prior to the placement of sidewalks. They do create a problem from a maintenance stand point. It was the consensus of the Board that sidewalks should be installed. Planner Waldock stated we can help draft a written policy for the Board to consider. Attorney Harvey stated an Ordinance must be drafted because it is amending the Subdivision Ordinance. This amendment will require a Public Hearing. Administrator Van Vooren stated that Staff can survey surrounding communities as to how they deal with the issue of Bonds and Letter of Credit for improvements in subdivisions. It was the consensus of the Board that Staff and Attorney Harvey will work together and bring mare information back to a future meeting. Also, Indian Oaks Unit 1V acceptance resolution will be on the next Agenda October 7, 1991. C7 I PLATNFTELD VILLAGE BOARD OF TRUSTEES SEPTEMBER 23, 1991 PAGE FIVE W. Sharp moved to authorize payment to Harry W. Kuhn, Inc. for the 1991 Street Maintenance Program, Payout #2/Final, in the amount of $4,744.14 upon receipt of all Waivers of Liens. (Funds to came from account #01-08-91-827). Seconded by J. Dement. Vote by roll call. Lambert, yes; Ray, yes; Sharp, yes; Dement, yes; Gaylord, yes. 5 yes, 0 no. Motion carried. Administrator Van Vooren spoke in reference to the IMRF Voluntary Life Insurance Program. IMRF is offering this program under an open enrollment arrangement between October 1st and November 30, 1991. This program would be 100 funded by the employee through payroll deduction and would be available to all full time employees. J. Ray moved to authorize Staff to make available to all full- time employees the Supplemental Life Insurance Program offered by the Illinois Municipal Retirement Fund. Seconded by W. Sharp. Voice vote. 5 yes, 0 no. Motion carried. Administrator Van Vooren spoke in reference to the restoration of a grassy area at the sewer plant. Please recall, that the Village Board authorized the expansion of the sewer plant. The majority of the work on the plant expansion has been completed by the Contractor, J.J. Henderson. A component of this project is the restoration of the site disturbed by the construction. The contractor has undertaken the reseeding of the site as required by the contract. However, Staff has reviewed the construction area after the reseeding and find one area, west side of the entrance road, due to the slope of the ground we are having a difficult time establishing grass. In that this area is a hill bank, sodding the area is a reasonable solution. Harry Countryman has determined that the sod cost to cover the area in question would be approximately $1075. Additionally, Mr. Countryman also obtained a quote from Jim Phelps Landscaping Inc. to prepare the area to install the sod at a cast of $1386, plus tractor time at $62.50 an hour. Staff anticipates that this project could be completed for less than $3000. Funds for this project to come from the Water/Sewer Account 02-11-27-0491. Staff recommends that the Village Board authorize the installation of approximately thirteen hundred (1300) square yards of sod at the Sewer Plant. J. Dement moved to authorize the installation of approximately thirteen hundred (1300) square yards of sod at the Sewer Plant, also the Village will hold-up on final payout to J.J. Henderson until we can come to an equitable agreement on his participation. Seconded by W. Sharp. Vote by roll call. Lambert, yes; Ray, yes; Sharp, yes; Dement, yes; Gaylord, no. 4 yes, 1 no. Motion carried. J PLAINFIELD VILLAGE BOARD OF TRUSTEES SEPTEMBER 23, 1991 PAGE SIX J. Gaylord moved to adapt Resolution No. 995 Temporarily Closing A Portion Of U.S. Route 30 In The Village of Plainfield For The Purpose Of The Plainfield Homecoming Parade To Be Held Saturday, September 28, 1991. Seconded by M. Lambert. Vote by roll call. Lambert, yes; Ray, yes; Sharp, yes; Dement, yes; Gaylord, yes. 5 yes, 0 no. Motion carried. Administrator Van Vooren spoke in reference to the Lakelands Corporation Water and Sewer Project. Please recall, that the Lakelands Corporation, in conjunction with their development, is installing off-site sewer and water lines on Naperville/Plainfield Road to service their site. During the project discussion, the .Village and Lakelands Corporation agreed to establish an escrow account to assure that the off-site improvements were completed. It was anticipated that upon approval of the Village, funds would be released from the escrow account to pay the contractor whom is installing the lines. Attached, you will find invoice #617 from Richardson Mueller, Inc., totalin $261,397.66. This represents work completed on the project up until September 11, 1991, I have asked Village Engineer, John Djerf to review the invoice, and his comments will be available to you at the September 23, 1991 meeting. Engineer Djerf was in attendance and supplied a letter of approval to the Board. Administrator Van Vooren stated he believes it would be in the Village's best interest to establish a procedure to facilitate the approval of the bill, and suggests the following: Upon receipt of Invoice and Certification from Lakelands Engineer, Christian-Roge and Rilando, that said invoice be forwarded to Hamilton Engineering upon receipt of Hamilton's review and .acceptance that the Village under my signature, authorize release of funds. At the next Village Board meeting, the information will be shared with the Board. W. Sharp moved to allow the invoices for Lakelands off-site improvements to be handled administratively. Seconded by M. Lambert. Voice vote. 5 yes, 0 no. Motion carried. Planner Waldock spoke in reference to the Lakelands Engineering/Design Costs for Off-Site Improvements. Total of all invoices submitted, and Staff has done a detailed review, and has concluded that $9,424.25 are directly related to design. Staff recommends that the Lakelands Corporation be reimbursed at this time for the $9,424.25 itemized in the September 20, 1991 .staff report. • • CJ .. PLAINFIELD VILLAGE BOARD OF TRUSTEES SEPTEMBER 23, 1991 PAGE SEVEN W. Sharp moved to authorize the reimbursement to the Lakelands Corporation in accordance with their Annexation Agreement in the amount of $9,424.25 for design costs for off-site improvements. Seconded. by J. Gaylord. Vote by roll call. Lambert, yes; Ray, yes; Sharp, yes; Dement, yes; Gaylord, yes. 5 yes, 0 no. Motion carried. W. Sharp moved that the Board has determined that it is no longer necessary to protect the public interest or privacy of an individual to keep the Executive Session minutes of January 7, 1991 and including July 1, 1991 confidential, and the only need for confidentiality exists as to the minutes of March 25, 1991. The remaining minutes are to be made. available for public inspection. Seconded by J. Gaylord. Voice vote. 5 yes, 0 no. Motion carried. Chief Bennett spoke in reference to the disposal of some old weapons currently stored in the Pola.ce Department Armory. These weapons are no longer used and Staff is requesting to trade these weapons in on the cost of three (3) Smith & Wesson Semi--Automatic handguns from Ray O'Herron Co. This company will give us a trade-in of $1,175.00 and new weapons cost 1,.407.00 with a balance of $232.00, J. Dement moved to dispose of to the September 19, 1991 memo W. Sharp. Voice vote. 5 yes, W. Sharp moved to authorize September 30, 1991. Seconded Lambert, yes; Ray, yes; Sharp, yes, 0 no. Motion carried. surplus equipment (guns) according from Chief Bennett. Seconded by 0 no. Motion carried. payment of bills for the period of by J. Gaylord. Vote by roll call. yes; Dement, yes; Gaylord, yes. 5 W. Sharp acknowledged receipt of the Treasurers report for August 31, 1991. Mayor Latta stated we would like to table the Site Plan Reviews for the three (3) schools, items #15, #16 and #17 to a continued meeting tomorrow, September 24, 1991. J. Dement acknowledged receipt of the Activity Report from the Street Department. Also Homecoming Parade will be Saturday, September 2$, 1991. Also, it would be nice if we entered Village vehicles and some representatives ride in the parade. M. Lambert reported the Village has contributed their annual $1,000 to the Nutrition Center. I PLAINFIELD VILLAGE BOARD OF TRUSTEES SEPTEMBER 23, 1991 PAGE EIGHT Administrator Van Vooren spoke in reference to: 1) Closing of 135th Street, we are looking into securing some Class III barricades with lights and signs for a period of sixty (60) days at a cost of $441.00, no objection from the Board; 2) Have requested of Commonwealth Edison to install new street lights at intersection of 135th Street and Route 59 (west side of Route 59), one at northwest corner of 135th Street and Van Dyke Road and have requested the removal of a street light at Main Street and Lockport Street; 3) Administrator Van Vooren reported he received a letter signed by approximately twelve (12) property owners complaining of .their sewer bills from watering their lawns, trees and bushes during the time they were trying to restore their yards from the August 28, 1990 tornado. They would like an adjustment on their sewer bills. After some discussion by the Board it was the consensus that the Board would like more information on these bills; 4) He received a request from some individuals to separate the materials on the Lantz property before burning some things that might not be burnable. It was the consensus that the Village will donate a backhoe and a driver to help separate the materials, to clean up the property; 5) We have had a request for the need to install a drainage ditch along Route 59 and Renwick Park Estates in conjunction with sewer mains that went down Renwick Road. After some discussion, the Board agreed to leave as is until something occurs on the site to facilitate the need for the drainage ditch; 6) Plainfield Acres update; the punch list is complete except for reseeding and restoration. We have written to the contractor. indicating our desire to complete the punch list and address restoration. Engineer Djerf stated the contractor has indicated that he is willing to meet at Plainfield Acres to see what needs to be done. They will spray and kill the weeds, rake the dirt and reseed. If the Village does reseed the area, the estimated cost is less than $10,000 without black dirt. It was .the consensus of the Board to authorize Staff to complete the project and notify the contractor that we will use retainage and Bonds to complete the project. If there are phone calls in reference to the ditches, these calls are to be directed to the Township. Mayor Latta questioned if people on Naperville/Plainfield Road want to tap~on to the water/sewer lines, they are to call the Administrator. Administrator Van Vooren explained that the lines are running on the wrong side of the road for those houses on the east side of Naperville/Plainfield Road. Who ever desires to connect to the mains, they will have to bring a main across the street and we will run it parallel. This will not be a service main, it is a trunk line. Engineer Djerf stated it would be mare economical for the property owners to get together and share the cost. J • PLAINFIELD VILLAGE BOARD OF TRUSTEES 5EPTEMBER 23, 1991 PAGE NINE Mayor Latta announced that Allen Persons has received a Certificate as a Class I Wastewater Treatment Works Operator. Administrator Van Vooren stated that at the time our upgraded plant is approved by the EPA, Allen Persons will be the only employee who will be able to sign the reports. J. Dement moved to adjourn tonight, but this will continue tomorrow evening, September 24, 1991 at 6:00 p.m. Seconded by J. Gaylord. Voice vote. 5 yes, 0 no. Motion carried. 9:20 p.m, VERA KRNAC - VI AGE CLERK