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HomeMy Public PortalAbout04.15.96 VB MinutesPLAINFIELD VILLAGE BOARD OF TRUSTEES REGULAR MEETING DATE: APRIL 15, 1996 AT: PLAINFIELD PUBLIC LIBRARY MEMBERS OF BOARD PRESENT: PRESIDENT PETERSON, J. HEIMERDINGER, R. ROCK, M. LAMBERT, J. DEMENT, R. SMOLICH, K. STALZER. OTHERS PRESENT: P. MCDONALD -ADMINISTRATOR S. JANIK -CLERK D. BENNETT -CHIEF J. HARVEY -ATTORNEY H. HAMILTON -ENGINEER P. WALDOCK -DEVELOPMENT/ZONING J. DURBIN -PLANNER At 7:00 p.m. President Peterson called the meeting to order. Roll call was taken, all were present. He then led the pledge to the flag. President's Comments President Peterson pursuant to Administrator McDonald's request moved the appointment of Village President Pro-Tem and Appointment of an acting Interim Administrator far the Month of May was moved to the Executive Session under personnel. President Peterson designated the week of April 21 to 27th, 1996 to be National Crime Victims' Rights Week. There were no Public Comments: M. Lambert moved to adjourn the regular meeting to conduct a Public Hearing. Seconded by 1. Dement. Voice vote. 6 yes, 0 no. Motion carried. 7:05 p.m. adjourned to Public Hearing. 8:01 p.m. The regular meeting was then continued,' all members of Board present. Staff indicates that they want to table Item #6 Discussion-Ensure Business Park Annexation Agreement to prepare further information prior to the discussion. They would also like to move the Sohol Final Plat discussion. to become the first item on the regular agenda. Trustee Stalzer added Resolution 1146 to become the last item on the Agenda. M. Lambert moved to approve the Amended Agenda. Seconded by J. Dement. Voice vote. 6 yes, 0 no. Motion carried. • PLAINFIELD VILLAGE BOARD OF TRUSTEES APRIL 15, 1996 PAGE TWO Clerk )anik asked for a correction of Minutes of April 1, 1996 on Page 5 under the Engineer's Report, to show the figure $127,500 instead of $27,500. ). Heimerdinger moved to approve the Amended Consent Agenda to include the fallowing: a) Minutes of April 1, 1996 Board Meeting, b) Minutes of March 14, 1996 Public Safety Committee, c) Minutes of March 27, 1996, Planning & Development Committee, d) Accounts Payable for April 15, 1996, e) Revenue Report for March 31, 1996, fl Treasurer Report, March 31, 1996, g) Pay Out request, Well #4 Layne-Western $50,874.30, h) Letter of Credit Reduction -Winding Creek Subdivision #548-549-7601 and 602. Seconded by M. Lambert. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. SOHOL FINAL PLAT Planner Durbin spoke regarding the 44 acre development which is subject to Village consideration because it is within one and one-half miles of current Village boundaries. The applicant entered into apre-annexation agreement for the subject property and the 80 acre . property at the southwest corner of Heggs and 127th Street to address Village concerns raised by the proposed development. The pre-annexation agreement provided that the developer would provide for annexation of the property upon contiguity and provide the Village with highway and utility easements. The Village, in turn, agreed not to file any objection to the rezoning, platting, or development of this property as long as the final plat is consistent in character with the preliminary plat. The Village Engineer recommended that the stormwater management design be revised to reflect Village requirements, particularly for the release rates. Plan Commission recommended that the final plat for Sohol's Extension to Wheatland Plaines be approved, and noted that it is consistent with the preliminary plat and the requirements of the pre-annexation agreement, subject to the fallowing: 1) Compliance with the requirements of the Village Engineer; 2) Provision of sidewalks as required by the Village Subdivision Ordinance and streetlights as shown on the plat at intersections with the addition of two street lights for a total of five street lights; 3) Compliance with the stipulations of the Plainfield Fire Protection District; 4) All stipulations be resolved prior to Village signatures on the final plat. M. Lambert moved that we approve the Final Plat of Sohal's Extension of Wheatland Plaines, as part of the County approval, subject to the four stipulations recommended by the Plan Commission. Seconded by R. Smolich. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. • PLAINFIELD VILLAGE BOARD OF TRUSTEES APRIL 15, 1996 i PAGE THREE #3 DISCUSSION AND ADOPTION OF BUDGET 1996-97 Trustee Heimerdinger talked about the Budget in general terms and highlighted items that the Village anticipates doing in this next year. The Budget reflects specific areas of change in the general fund showing increases in the General Fund revenue of 16% and increases in the General Fund expenses of 18%. Two main items in the budget were discussed -road repairs and the expansion of the police department. In this particular budget, the Utility Tax money for this year is earmarked for the Van Dyke Road Project. Trustee Heimerdinger referred to a letter that he and two other trustees, Stalzer and Smolich received from President Peterson, in which Peterson requested utility tax dollars be spent on two other different projects. He requested that this letter be entered in the public record. At that point, President Peterson stated that he felt the trustees misunderstood his intent, and he never intended for his private letter to be made public. He also stated that he was in favor of the Van Dyke Road Culvert project using the current money coming in from the Utility Tax. He also thanked Trustee Heimerdinger for his presentation of the proposed Budget and he does appreciate his efforts. He concurs with this Budget as presented. Trustee Dement stated that he wanted no credit for the 1996-97 Budget and that he had a number of objections. He his not in favor of the hiring of four new police officers this year, maybe one, but not four. He also is not in favor of hiring a public works director, or new engineer, or an attorney, or whatever else might be in the offering. I would like to see an Administrator on board and a Street Department head before we hire another new employee. The Van Dyke Road situation is a problem and the use of the Utility Tax Revenue here is good. Issues that I am highly concerned about are the need to look at tap- on fees and impact fees. I believe that the Board is spending money beyond our means, and that we need to very cautiously watch our spending. Trustee Stalzer expressed his pleasure and concurrence with the Budget especially the money allocated far road repairs. He believes we must spend utility tax money on seven projects we told the public the money would be spent on. He thanked Interim Administrator McDonald for his help and work on the Budget. Trustee Lambert asked Administrator McDonald if the Budget reflects a Cash on Hand to a three month operating budget. Administrator McDonald stated that this Budget reflects a 90 days Cash on Hand. The proposed budget reflects a challenge that our Comprehensive Plan and Transportation puts before us, and puts it in a fiscal reality. Administrator McDonald commented that in being the Interim Administrator in Plainfield has been a real pleasure to work with the numbers and also work with the people especially the Trustees who have helped me along with their ideas to put this Budget together. I also want to give special acknowledgment to those Staff individuals that have really done the basic work on this particular document. If they hadn't done their job, t would not have a document to present. I wish to compliment them publicly for the efforts that they put in • and I thank them very much. PLAINFIELD VILLAGE BOARD OF TRUSTEES APRIL 15, 1996 PAGE FOUR ). Heimerdinger moved that we adopt the 199b-97 Budget and include in it the adjustments ($15,000) that was presented by Administrator McDonald. Seconded by Smolich. Vote by roll call. Dement; na; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes., Motion carried. #4 APPROVAL OF THE 1996 STREET MAINTENANCE PROGRAM SUBMITTED BY THE PUBLIC WORKS COMMITTEE AND AUTHORIZATION TO SEEK BIDS. H. Hamilton of Hamilton Engineers presented the proposed 1996 Street Maintenance Program for the Village of Plainfield. After evaluating each street in the Village for the upcoming street management program and conferring with Ron Miller streets were then chosen. Once the project is approved, work can begin immediately on preparing the bidding documents. ). Heimerdinger moved to adapt the 1996 Street Maintenance Program far the Village of Plainfield developed by the Public Works Committee and that we authorize the bidding of these projects. Seconded by K. Stalzer. J. Heimerdinger also added in his motion to include $218,743.00 as the dollar amount of the 1996 Street Maintenance Program. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. RESOLUTION 1146 -UTILITY TAX USE K. Stalzer spoke briefly describing Resolution 1146-Utility Tax Use and the seven projects for which the tax dollars would be used: Improvement of Van Dyke Rd. from Rt. 126 to 135th Street, Fort Beggs realignment with Roberts Rd., Rt. 30 economic development corridor, Phase One study far 143rd St., from Rt. 30 to I-55, DuPage River bridge crossing study,, implementation of downtown revitalization projects, and pedestrian bridge over the DuPage River. Attorney Harvey reported that the Resolution was being reviewed by the bond people and it needs to be done very cautiously so at the appropriate time a strong proposal can be made, and it has not came back from them yet. ADMINISTRATOR'S REPORT Administrator McDonald spoke regarding a Resolution prepared by an attorney for an Agreement between the Village and Commonwealth Edison far an Easement for the 135th Street Watermain. PLAINFIELD VILLAGE BOARD OF TRUSTEES APRIL 15, 1996 PAGE FIVE K. Stalzer moved to adopt Resolution 1147 authorizing the Execution of a certain Easement Agreement between the Village of Plainfield, Will County, Illinois, and Commonwealth Edison. Seconded by j. Dement. Vote by roll call. Dement, yes; Heimerdinger, absent; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. 5 yes, 1 absent. Motion carried. Administrator McDonald spoke briefly regarding employees in the water/sewer and street department. The opportunity to promote or hire some people is present to replace the two individuals that have just recently been appointed as Acting Water/Sewer Operator Manager and Acting Street Supervisor. Personnel Manual authorizes authority to the Administrator's office to hire and recommend hiring to this Village Board. Based on procedures used, I am looking for guidance on how to proceed. After discussion, the Board directed Administrator McDonald to post for the full time position, look at the application file, recommendation to the Department Heads, and bring a candidate forward for your selection and approval. ENGINEER'S REPORT H. Hamilton spoke briefly regarding the placement of railroad signals(Mation Sensors and Gates) on Van Dyke Raad. The cost will be roughly around $95,000.00. Unfortunately, the Van Dyke Road rail crassing does not qualify for any state or federal funding. Funding is based on the expected accident frequency at the crossing along with the number, speed, and site distance of trains passing through the crassing. Trustee Heimerdinger questioned if the conditions would be different, if you just installed lights instead of gates and lights. Hamilton was instructed to check out if the E. J. & E. would have a program to provide the signals now, with a pay later clause. Hamilton also informed the Board that the Van Dyke Raad Culvert field work was completed the end of the week. H. Hamilton explained Change Order #3 for the Whispering Creek Storm Reconstruction. With approval of Change Order #3, the total project cost will be $84,076.50. J. Dement moved to approve Change Order #3 in the amount of $2,440.00 for the Whispering Creek Storm Reconstruction, Contractor-Baish Excavating. Seconded by M. Lambert. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. K. Stalzer moved to authorize the execution of contracts drawn up by Hamilton Engineering for Van Dyke Road Phase I STP Grants in the amount of $57,168.66 upon review and cansent of the attorney. Seconded by R. Smolich. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. Motion carried. K. Stalzer moved to authorize the execution of engineering contracts for Van Dyke Road Box Culvert at a cost of $30,000.00 to be taken from the utility fund account upon review • and cansent of the attorney. Seconded by R. Smolich. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rack, yes; Smolich, yes; Stalzer, yes. Motion carried. PLAINFIELD VILLAGE BOARD OF TRUSTEES APRIL 1 S, 1996 PAGE SIX PLANNER'S REPORT J. Heimerdinger moved that we set up an accrual fund and transfer $15,000 from this year's budget 1995-96 to be used for computer networking hardware within the next six months. Seconded by K. Stalzer. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. R. Rock moved to approve a minor amendment to the Final Plat for Lakeland Unit 2A. Secanded by R. Smolich. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, abstain; Rock, yes; Smolich, yes; Stalzer, yes. 5 yes, 1 abstain. Motian carried. Planner Durbin spoke regarding the Plainfield Main Street Program. The first step is the establishment of a steering committee who is charged with establishing the mission statement, the bylaws, articles of incorporation, etc. I have one recommendation regarding the proposed list, Kathy O'Connell has expressed interest in serving on the committee and recommend that her name be added to the committee as a resident and Plan Commissioner. Howard Hamilton also was interested in becoming part of the Steering • Committee, as a resident of the Plainfield area. The Chamber of Commerce is seeking Village Board support. J. Heimerdinger moves that we support and concur in the nominations for the candidates for the Main Street Steering Committee, including Kathy O'Connell and Howard Hamilton. Seconrded by M. Lambert. Voice vote. 6 yes, 0 no. Motion carried. POLICE CHIEF'S REPORT J. Heimerdinger moved to adopt ORDINANCE NO. 1 bb0 to dispose of surplus property (the green safe). Seconded by M. Lambert. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. M. Lambert moved to go into Executive Session to discuss personnel to reconvene. Seconded by R. Smolich. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. Trustee Dement held a brief discussion on the possibility of acquiring the parking lot on DesPlaines Street for use as parking for the downtown businesses, with Special Assessments to the businesses. 10:03" p.m. Adjourned to Executive Session. 10:24 p.m. Reconvene the regular meeting. ii PLAINFIELD VILLAGE BOARD OF TRUSTEES APRIL 15, 1996 PAGE SEVEN ). Heimerdinger moved to name Chief Donald Bennett as Temporary Acting Interim Administrator for the month of May and that he be extended full powers for that extended period. Seconded by R. Smolich. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rack, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. J. Dement moved to extend the contract for John McDonald as consultant from June 1, 1996 to July 31, 1996 with the modifications concerning payment of part of his consulting fee to January of 1997. Seconded by K. Stalzer. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. R. Rock moved to appoint Michael Lambert as Mayor Pro Tem during the period of Village President John Peterson's vacation, May b through May 19, 1996. Seconded by J. Dement. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. M. Lambert moved to adjourn the meeting. Seconded by J. Dement. Voice vote. 6 yes, 0 no. Motion carried. Meeting adjourned at 10:36 p.m. ,.t°.~.. '~ ~ SUSAN JANIK, VI AGE CLERK C]