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HomeMy Public PortalAbout02.17.92 VB MinutesPLAINFIELD VILLAGE BOARD OF_'~IISTEES REGULAR MEETING DATE: FEBRUARY 17, 1992 AT: VILLAGE HALL MEMBERS OF BOARD PRESENT: MAYOR LATTA, D. GULLICKSEN, J. RAY, M. LAMBERT, J. DEMENT, W. SHARP. OTHERS PRESENT: D. VAN VOOREN - ADMINISTRATOR V. KRNAC - VILLAGE CLERK J. HARVEY - ATTORNEY P. WALDOCK - PLANNER H. HAMILTON - ENGINEER D. BENNETT - POLICE CHIEF At 7:00 p.m. Mayor Latta opened the meeting with the pledge to the flag. Roll call was taken, all members were present. J. Dement moved to approve the New/Old Business Section of the Agenda, with the addition of an Executive session for Land Acquisition, imminent and pending litigation and personnel, not to reconvene. Also the Mayor has an appointment and an announcement. Seconded by W. Sharp. Voice vote. 5 yes, 0 no. Motion carried. W. Sharp moved to approve the Consent Agenda to include the Regular Meeting Minutes of February 3, 1992 and Special Meeting Minutes of February 10, 1992. Seconded by J. Dement. Voice vote. 5 yes, 0 no. Motion carried. Mayor Latta appointed Elaine Fortini to the Plan Commission. Also, she announced that Plainfield has been named a "Tree City U.S.A." by the National Arbor Day Foundation. We want to congratulate Plainfield, and we will have an Arbor Day celebration and plant a tree. Mayor Latta read a Proclamation proclaiming Saturday, February 29, 1992 as "Let's Make A Difference Day" in the Village of Plainfield. Administrator Van Vooren stated we are going to contact the United Way to set forth an effort to be of help. Planner Waldock spoke in reference to Case No. 292-2691TA. Applicant - Plan Commission. Location - Village Wide. Request Text Amendment to the Zoning Cade to establish regulations for minimum floor area requirements for one (1) and one-half (l./2) story dwellings. It has come to our attention that clarification of regulations pertaining to tri-level, bi-level, split-level and other types of one (1) and one-half (1/2) story single-family PLAINFISLD VILLAGE BOARD OF TROSTEEB FEBRIIARY 25, 1992 PAGE TYPO dwellings is needed. These types of homes are common and should be specifically regulated by Code. For this reason, an amendment to the Zoning Ordinance is proposed. Currently, zoning regulations set a minimum floor area of thirteen hundred square feet (1300') for one (1) story dwellings and seventeen hundred square feet (1700' ) for two (2) story dwellings. Therefore, fifteen hundred square feet (1500') (a mid point) was chosen as the minimum floor area for one (1) and one half (1/2) story single-family dwellings. Basements and attics are excluded from these calculations. The proposed ordinance amendment will also exclude attached garages and porches from the calculations as well. The Plan Commission recommends approval of a Text Amendment establishing a minimum floor area requirement for one (1) and one half (1/2) story single- family dwellings at fifteen hundred square foot (1500' ) of finished floor area excluding basement, attic, attached garages and screened and unscreened porches. After some discussion in reference to concerns of dawn sizing, it was the consensus that the Board would like to go out to look at the quality of some of the homes being built. This would make the Board more familiar with the sizes of homes before they make a decision. Administrator Van Vooren spoke in reference to Plainfield Flood - Prone Acquisition Project. As you are aware, since the August 1990 tornado, the Village has pursued acquisition of the properties commonly referred to as Vista Lane. Said acquisition was to be facilitated with monies from the Illinois Department of Transportation. On January 30, 1991, the Village received a final draft of the agreement, a copy of which is attached for your review. I have forwarded a copy of the agreement to Village Attorney, Jim Harvey and he will have his comments for you at the February 17, 1992 Board Meeting. Briefly, the scope of the project is as follows: 1) Acquire the ten (10) lots west of Vista Lane and east of the DuPage River for the State of Illinois. 2) Remove any existing improvements on the lots in question, as well as capping and closing any private utilities. 3) Prepare plans and specification required to reshape the land acquired to a safe and manageable condition. 4) State of Illinois is resgonsible for one-hundred percent (100) of the associated costs to complete items 1, 2 and 3 estimated at $255,000. 5) Upon completion of items 1, 2 and 3 by the Village, the State would then transfer title of the property to the Plainfield Park District. As for timing for this project, the Village could not proceed until the following is completed: 1) Agreement is approved and executed__b~r all three 3 arties, Village of Plainfield, Plainfield Park District and State of Illinois. 2) Village has received written authorization from the Illinois Department of Transportation to proceed. Finally, after your review of the agreement and receipt of Mr. Harvey's comments, if you desire to proceed, the Board PLAINFIELD VILLAGE BOARD OF TRIIBTL*ES FEBRIIARY 25, 1992 PAGE THREE should approve the agreement by resolution. The Village is required to front the funds needed to acquire the lots in question. However, we do not have to complete the project prior to billing the State, partial billing is authorized by the agreement. Attorney Harvey stated the Park District had some concerns, but they have been met. He stated the relocation or alternation of any utility is not covered, it would be the responsibility of the Village as stated on page 5, E-4 of the Agreement. Administrator Van Vooren stated after the lots are acquired, we will execute contracts for the removal of the foundation (at least one (1)) and removal of stumps and dead trees. Then the regrading of the area to make it into a manageable level of maintenance. Mayor Latta questioned page 2-A-2 of the Agreement (State Funding Obligation). Administrator Van Vooren stated he was told by the State that after we issue invoices for these lots, the turn around will be forty- five (45) to sixty (60) days. There are ten (10) lots in question. D. Gullicksen moved to adopt Resolution No. 1008 Authorizing The Execution Of A Certain Agreement For The Plainfield Flood-Prone Property Acquisition Project. Seconded by J. Dement. Vote by roll call. Gullicksen, yes; Ray, yes; Lambert, yes; Dement, yes; Sharp, yes. 5 yes, o no. Motion carried. Chief Bennett spoke in reference to the Wescom By-Laws And Intergovernmental Agreement. The Board has a draft of the By-Laws in their packet. The finished agreement should be ready for your approval on March 2, 1992. We do have consent from the Village's of Channahon and Shorewood and the Fire Protection Districts of Channahon, Troy and Plainfield. The only outstanding Fire District is Lockport. We are meeting on Thursday, February 20, 1992 and should have that Fire District also. He presented a Purchase Order #3650P in the amount of $55,723.00 for authorization to purchase necessary radio equipment. The E-911 Board has authorized the funding of this purchase. The invoice will be given to the E-911 Board for payment. After some discussion, Administrator Van Vooren stated by going into this program, basically our expenses in dispatching will go from $150,000 roughly to $72,000 each year. W. Sharp moved to authorize the Village Administrator to issue Purchase Order #3650P to Motorola Communications in the amount, not to exceed $55,723.00 for the E-911 equipment and to waive the bidding process. Seconded by J. Dement, Vote by roll call. Gullicksen, yes; Ray, yes; Lambert, yes; Dement, yes; Sharp, yes. 5 yes, 0 no. Motion carried. Administrator Van Vooren spoke in reference to the Rehabilitation of Water Supply Well #3. This Well is drilled to about fifteen hundred feet (1500') and is currently configured with a two hundred PLAINFIELD VILLAGE BOARD OF TRIISTEEE FEBRIIARY 25, 1992 PAGE FOIIR (200) horsepower line shaft motor and pump. The Well's pumping capacity has ranged from approximately 725 GPM upon completion of the 1980 maintenance, to approximately 580 GPM today. The drop-in capacity is a sign of wear and tear on both the pump and column pipe and is the best indication of needed maintenance. Based upon Staff's discussions with Mr. Larry Thomas of Baxter and Woodman, it was decided to not only complete the maintenance, but reconfigure the Well with a submersible pump and motor . Mr . Thomas recommendations are included in his February 14, 1992 memo to me, which is attached for your review. Based upon his recommendation, Staff solicited proposals from Wehling Well Works, Inc. and Layne- Western Company, Inc. I have also attached both responses received for your review. The proposal submitted by Layne-Western to complete the work by May 1, 1992 is for $124, 212 with Motor Credit. Mr. Thomas, due to prior commitments, will not be able to attend the February 17, 1992 meeting. Therefore, I have also attached previous correspondence that Staff has received on this project for your review. Mr. Countryman and I will be at the meeting to further discuss this matter. Staff recommends awarding the project to Layne-Western Company, Inc. in the amount of $124,862, minus $650.00 Motor Credit. Said expenses to be funded from the Water/Sewer Fund. D. Gullicksen moved to accept the proposal from Layne-Western to complete the work on the rehabilitation Well #3 at a cost of $124,212 with a Motor Credit of $650.00 and to waive the bidding process. Seconded by J. Dement. Vote by roll call. Gullicksen, yes; Ray, yes; Lambert, yes; Dement, yes; Sharp, yes. 5 yes, 0 no. Motion carried. Mayor Latta spoke in reference to the February 4, 1992 FEMA Meeting - Plainfield Acres. Basically, we met with three (3) people from Illinois ESDA and Gary Pierson from FEMA. Mr. Pierson holds the wallet of the Federal Government. We explained that we did not want the wells and septics to be put back in after the tornado. So we took the risk and installed the water and sewer in Plainfield Acres. We explained we are in the process of annexing the area, but we are concerned with the condition of the roads. These roads were not in this condition before the tornado. Basically, we all walked through the area (Plainfield Acres). Upon returning to the Village Hall, Mr. Pierson, with some persuasion, agreed to submit the area for an emergency assistance project. The basis of the project would be as follows: 1) Asphalt overlay - two (2) inch depth - Roberts Avenue and Frederick Street $26,000 - 50~. 2) Double Oil and Chip as treatment - Benson, Julie, Norman and Gettson - $10,500 - 100. Engineer Djerf was at this meeting, he stressed his numbers, which were slightly higher than Mr. Pierson's. After some discussion, Mr. Pierson agreed if the cost PLAINFIELD VILLAGE BOARD OF TRII8TEE8 FEBRIIARY 25r 1992 PAGE FIVE comes up higher than he figured that he would be willing to go somewhat higher. Engineer Djerf's cost was higher because he figured for an eighteen foot (18') road. If we decided to go with the wider road, the Village would have to pay the difference, FEMA would not contribute to the difference. The Board needs to decide if we want to continue to pursue this project and direct Attorney Harvey to find an efficient way to annex this property. Tt was the consensus of the Board to expedite this project immediately. Mayor Latta reported on the Village's First Quarter Recycling Report. She stated that on Friday, February 7, 1992 she, Administrator Van Vooren and Trustee Gullicksen met with Tracy Tackett of TCD Services to review the results of our recycling program. Basically, our recycling program participation for November 1991 was 49.97, December 1991 was 55.05$ and January 1992 was 53.73. We are very pleased with the result. In the three (3) months, the total recycled volume was 87,977.47 pounds. April 24, 1992 will be Arbor Day and that will be a good time to send out "flyers" (ref. recycling). W. Sharp moved to pay the bills for February 17, 1992. Seconded by J. Dement. Vote by roll call. Gullicksen, yes; Ray, yes; Lambert, yes; Dement, yes; Sharp, yes. 5 yes, 0 no. Motion carried. W. Sharp acknowledged receipt of the Treasurer's Report for January 31, 1992. J. Dement acknowledged receipt of the Street Department Report for January, 1992. He also commended the Street Department Staff for the progress that has been made on the Vista Lane project. W. Sharp reported on Step Increases for Police Officers, Officer Peter Tyo (Step 1) - $10.30 to $10.82 per hour, effective January 21, 1992. Officers Holly Beard, James Caliendo and Robert Pluts (Step 2) - $10.82 to $11.63 per hour, effective February 1, 1992. M. Lambert reported on the Transportation Committee. The committee has composed and submitted for the Board's approval the following mission statement: "The Village of Plainfield Transportation Committee shall provide a forum for open communication between Plainfield area residents, business people, organizations, and property owners and all authorities having jurisdiction aver area roadways. Furthermore, the committee shall promote safe and efficient movement of vehicular, rail and pedestrian traffic in and around the Plainfield Community which differentiates local and commuter traffic patterns and is consistent with commonly accepted practices of planned growth strategies. The committee shall remain PLATNFIELD VILLAGE BOARD OF TR'C18TEE8 FEBRIIARY 25, 1992 PAGE SIS forward thinking and pro-active in its endeavors and shall make recommendations to the Village Board for action." Additionally, due to the resignation of Trustee Janet Gaylord, we have a vacancy on the committee which should be filled. Additionally, no one from the School District has been present at our meetings, we would request that the School Board make an appointment or that the Village Board request the appointment of a particular School District Representative. Lastly, two (2) people have attended the meetings regularly, and we would request that they be appointed officially to the committee. Village Administrator, David Van Vooren as staff representation and Mike English as a citizen-at- large and resident along Route 59/Division Street. Mayor Latta stated she would like to check the list of interested people and come back to the Board. M. Lambert reported on the proposed changes far Plainfield Fest '92. Greg Bott, John Fay (Park District), Chief Sennett and Trustee Lambert met regarding problems with the Fest last year. The following are three (3) recommendations which could result in better crowd control, improved traffic, enhanced public safety and general improvements of the Fest. Recommendation I: Move the food vendors onto Ottawa Street. This change would reduce the congestion around the existing beer tent and disperse the crowd to some extent. Additionally, vendors would be allowed to supply their concessions from a controlled area and have access to their vehicles which would be located on adjacent streets. Vendors could park only on DesPlaines and Fox River between Ottawa and Commercial Streets. The adjoining private yards would be fenced completely to protect the homeowners. This recommendation would simplify the vendor parking and traffic control problems which have been experienced in the past. Recommendation II: Close the municipal parking lot off DesPlaines Street to provide an expanded area for the carnival. To protect the Village lot, the only permitted uses would be for the "games of chance" or children's/toddler's rides which are relatively lightweight. Because of the popularity of the carnival with parents and children alike, this recommendation would allow the Fest the opportunity to enlarge this event without impacting any residents. Recommendation III: Utilize the Lockport Street portion of the Village lot for a contained auxiliary beer tent which would operate Friday and Saturday evening only (suggested times: 4:30 p,m. - 11:00 p.m) and be permitted non- amplified entertainment only. This recommendation is made because many Fest goers have requested a quiet place to meet their friends away from the crowds and noise of the main stage. Many parents bring their children to the Fest and seek a more "adult" atmosphere to spend time at the Fest. Lastly, an auxiliary location would reduce the large crowds attempting to squeeze into a single beer tent location. This location is preferable because it is away from residences and could be contained easily. It was the consensus of the Board to try these changes for a year. PLAINFIELD VILLAGE BOARD OF TRU8TEE8 BEBRIIARY 25, 1992 PAGE SEVEN Administrator Van Vooren reported on the following: Water Loss Survey; Building Permit Report; Water Pumpage Report; Wastewater Treatment Plant Report; Municipal Sales Tax Report which indicates Sales Taxes were down for the month of November, 1991; SWARM's Health Insurance Study with no objection, he will look into a self- insured program with SWARM. He questioned the Board to schedule a Workshop on the Water/Sewer Funds for Monday, February 24, 1992. Because Trustee Gullicksen will be out of town, there will be no Workshop. Mr. Lohmar questioned if anything is going to be done at the east end of Highview Court? Engineer Howard Hamilton will check into the problem. W. Sharp moved that we adjourn into Executive Session, not to reconvene. Seconded by J. Dement. Voice vote. 5 yes, 0 no. Motion carried. 9:00 p.m. VERA KRNAC - V LAGS CLERK •