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Home My Public Portal About04.01.96 VB Minutes• PLAINFIELD VILLAGE BOARD OF TRUSTEES REGULAR MEETING DATE: APRIL 1, 1996 AT: PLAINFIELD PUBLIC LIBRARY MEMBER5 OF BOARD: 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 -i At 7:00 p.m. President Peterson called the meeting to order. Rall call was taken, all were present, he then led the pledge to the flag. President Peterson spoke briefly regarding some confusion regarding properties that are not in the Village being taxed with the Utility Tax, he also announced that a Household Hazardous Waste Collection Day will be held on Saturday, May 4, 1996 from 8:00 a.m. to 3:00 p.m. at Indian Trail Junior High Parking Lot. Chief Bennett presented the Police Officer of the year award to Troy Kivisto. There were no public comments. Trustee Heimerdinger informed the Board that the 1996/97 Budget would be brought forward at the next meeting. Administrator McDonald requested an Executive Session an Personnel to reconvene. J. Heimerdinger also requested the removal of Item #8 Discussion on the Clarifier Dome. K. Stalzer requested that it be left on as a discussion item. J. Heimerdinger approved the Agenda. Seconded by R. Smolich. Voice vote. 6 yes, 0 no, Motion Carried. K. Stalzer requested a correction to the minutes of March 18 in which we discussed Resolution 1146 and he would like it to reflect the Resolution in verbatim form in the minutes. J. Heimerdinger moved to approve the Consent Agenda with revisions. 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. • • PLAINFIELD VILLAGE BOARD OF TRUSTEES APRIL 1, 1996 PAGE TWO #3 ORDINANCE -ANNEXATION AGREEMENT-DRINKALL J. Dement moved to adapt ORDINANCE NO. 1659 AUTHORIZING THE EXECUTION OF A CERTAIN ANNEXATION AGREEMENT BETWEEN THE VILLAGE OF PLAINFIELD, ILLINOIS, AND DIANE BECKER, MARTHA PRANGA, ANITA DRINKALL, AND LINDA MUEHLING. 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. #4 DISCUSSION - E.J. & E. RAILROAD DEPOT RELOCATION-SITE PLAN REVIEW #5 DISCUSSION -VACATION OF PUBLIC ALLEY M. Lambert left the meeting during this discussion at 7:14 p.m. Planner Durbin explained to the Board that the Plainfield Historic Society is proposing to relocate the historic E.J. & E. Railroad Depot from it's current location at Center and Evans to a new location south of the Historical Society Museum. The new location would front on IL Rt. 126 within the current Railroad Right-of-Way (across the street from the museum). The reason far the relocation is to avoid demolition of the historic structure. The E.J. & E. Railway has indicated that it no longer desires to maintain the structure and would like to reduce it's associated liabilities. The Railroad indicated support for the proposal and began negotiations with the society. Currently, the society has completed a lease arrangement with the Railway whereby they would lease the land as indicated by the attached site plan for $1 per year upon relocation and maintain the structure accordingly. The Historical Society hopes to receive conceptual site plan approval prior to execution of the lease and will complete the review process as the project progresses further. Staff, the Planning and Development Committee and the Planning Commission recommend approval of the conceptual site plan subject to the following stipulations: 1) Public Alley must be vacated by ordinance; 2) IDOT permits must be obtained for access to IL Rt. 126; 3) Compliance with the requirements of the Village Engineer; 4) Compliance with the provisions of the Plainfield Fire Protection District; 5) If a dumpster is provided, a trash enclosure will be required; 6) Exterior lighting, if provided, shall be shaded, directed, or otherwise designed so as to avoid glare onto neighboring residential properties; 7) Provision of additional shade trees and other landscaping in the parking/drive area; 8) Additional details must be provided to complete the formal Site Plan Approval process. This includes grading information, IDOT requirement, if any, landscape details, a final site plan pursuant to the plat of survey, and other details as discussed above. K. Stalzer moved to approve the conceptual site plan subject to the above 8 stipulations. Seconded by J. Dement. Vote by roll call. Dement, yes; Heimerdinger, yes; Rock, yes; Smolich, yes; Stalzer, yes. 5 yes, 0 no, 1 absent. Motion carried. K. Stalzer moved. to direct the attorney to prepare an Ordinance for vacating alley. Seconded by R. Smolich. Voice vote. 5 yes, 0 no, 1 absent. Motion carried. PLAINFIELD VILLAGE BOARD OF TRUSTEE5 APRIL 1, 1996 PAGE THREE 7:28 p.m. Trustee Lambert returned to the meeting. #6 DISCUSSION -ANNEXATION AGREEMENT -CRATE SIGNS Director Waldock informed the Board that Anthony Grate, of Grate Sign Company in Joliet, owns a narrow strip of land formerly used as the Electric Railroad Right-of-Way along U. S. Route 30 between 127th and 135th Streets. The property is approximately three-fourths (3/4ths) of a mile Tong, and 50 feet in depth from the street right-of-way. The parcel is adjoined by the E. J. & E. Railroad tracks on the East and U. S. Route 30 Right-of-way on the West. The Annexation Agreement proposed by Grate Sign Company would result in the donation in this parcel of land to the Village of Plainfield. In exchange for this land donation, Mr. Grate seeks to acquire a perpetual easement for the installation, maintenance, and use of four (4) billboard signs measuring up to 32 feet in height, with 18 feet of ground clearance under the billboard. The sign face would be 10 foot, 6 inches tall by 3b feet wide. Total sign area, therefore, would be 378 square feet per billboard sign. The sign construction would be a modern monopole with external illumination. Mr. Grate has indicated that presently the site is occupied by three (3) billboard signs, and under county zoning regulations, would be permitted up to eight (8) billboard signs on the parcel. Staff ,~ brings this proposal to the Village Board for review and discussion. The Development Committee has concluded that a maximum of three (3) billboard signs should be considered. The committee objected to the original proposal for 50 ft. overall height for these signs. We are seeking input from the full Board to determine whether there is sufficient interest in acquisition of the property through the terms outlined in the Annexation Agreement (and letter dated March 20, 1996) to continue negotiations and schedule Public Hearings on this matter. President Peterson named concerns: 1) Ark they coming to the Village of Plainfield in an Annexation Agreement because they can't get something from the County? 2) They want to donate the property to the Village for relief in the property taxes; 3) Seriously wonder if granting a perpetual right for the billboards would be advantageous, or maybe they would be interested in a sunset clause. 4) I also question what responsibility we would have if we turn this particular piece of land for the use of bike path, culverts or pipes that might lie along the property. J. Harvey had concerns with the wording in Paragraph 7 of the Annexation Agreement. Obviously, once the Village acquires property, it would become tax exempt, and under this scenario we would have a municipal use, and there would also be a private use, and there are tax consequences for that. There may be significant taxes that may come about as a result of this. It was also commented that we should clarify with the County their Sign Ordinance. r1 LJ PLAINFIELD VILLAGE BOARD OF TRUSTEES ~~~ APRIL 1, 1996 PAGE FOUR The Board's consensus was that they were interested in continuing discussions and spoke on the advantages to awning that particular parcel of land is paramount in our efforts to build a bicycle trail. #7 DISCUSSION -APPROVAL OF FUNDING THE VAN DYKE ROAD CULVERT. H. Hamilton spoke regarding the investigation of the amount of time required to complete the Van Dyke Road Box Culvert. The design -mapping, plan and specifications preparation and applying for permits can be completed in four to six weeks. Once the design is completed, various agencies -the Corps, Illinois E.P.A., Illinois D.O.T., etc will need to review the design. The agency review process will probably span ten to twelve weeks. The Board should be aware that past Village projects have experienced up to a six-month review process if a particular agency is facing staffing problems. We will keep the Village updated at Board and Public Works Committee meetings as to the status of not only the agency review but also the entire project progress. Substantial completion is a new box culvert installed with aggregate road base installed over it. The full cost, including engineering, would be about $311,500.00 expecting the engineering costs to be less than $30,000. We are looking for July 15, 1996 for permits, August 15, 1996 far bids and September 15, 1996 begin construction with substantial completion before the end of the year. J. Heimerdinger moved to authorize funding for Phase I of the design and engineering for the Van Dyke Rd. culvert and that we attempt to get the project completed as soon as possible. Seconded by R. Smolich. Discussion was asked for by K. Stalzer. K. Stalzer questioned H. Hamilton if this will just get us up to construction documents and we will have to come back for the rest of its H. Hamilton stated that this will take us through permitting and it will allow us to put the project out to bid. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. J. Heimerdinger commented about the fact that in this general area, we have an unprotected E. J. & E. Railroad Crossing of which we need to rectify that situation also. #8 DISCUSSION -CLARIFIER DOME Administrator McDonald asked to table this discussion for a later date in the year. Ball Glass Company closing in )une will cause the Village considerable loss of revenue and we need to review and give further consideration on spending through the Ways & Means Committee. PLAINFIELD VILLAGE BOARD OF TRUSTEES • APRIL 1, 1996 PAGE FIVE ADMINISTRATOR'S REPORT Administrator McDonald announced that the Village Budget will be discussed at the Workshop next Monday and will hopefully be adopted by the Village Board on April 15th, 1996. ENGINEER'S REPORT H. Hamilton also spoke regarding the Village's significant loss of revenue through the closing of Ball Glass Company. He estimated that at least 12% of income came from Ball Glass. We have been receiving $127,500 per year over the last couple of years from the above company. He also spoke on Phase I Engineering of Van Dyke Road. PLANNER'S REPORT Director Waldock informed the Board of the Lincoln Highway Association Meeting which will take place on April 13, 1996. The Board requested that discussion on an employment Offer be moved to Executive Session, Personnel. ATTORNEY'S REPORT Attorney Harvey approved the execution of Modification to Indenture of Protective Covenants, Conditions and Restrictions for Bays Plaza, if the language is exactly what was authorized during Motion approved at previous meeting. Attorney Harvey commented to the Board on Resolution 1146 that was adopted at the last meeting, Mr. Hutchinson from McKeown Law Office, who is very familiar with Bond area has contacted Norene's office about preparing the documentation to put the Village in a position to review an Ordinance/Resolutian regarding those items that were outlined in Resolution 1146. K. Stalzer asked questions regarding a back door referendum time table. POLICE CHIEF'S REPORT Chief Bennett explained that Utility Concrete Products will be moving approximately 6,600 barriers over the next 4 days. He also will be looking for Board authorization to create an Ordinance to dispose of the Green Safe in our offices. President Peterson gave information regarding the Wheatland Prairie Land Fill Public Hearing. PLAINFIELD VILLAGE BOARD OF TRUSTEES APRIL 1, 1996 PAGE SIX ). Dement moved to adjourn to Executive Session to discuss personnel to reconvene. Seconded by M. Lambert. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rack, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. 8:20 p.m. Adjourn. to Executive Session after five minute break. 8:55 p.m. President Peterson Reconvened the meeting. Roll call was taken, and all were present. J. Heimerdinger moved to appoint Ray 5arnowski full time Building/Zoning Inspector at the appropriate salary. 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. J. Heimerdinger moved to name David Countryman Acting Operations Manager for the Street Department giving him a 6 month probationary trial at the appropriate salary. Seconded by J. Dement. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rock, yes; Smolich, yes; Stalzer, yes. byes, 0 no. Motion carried. J. Heimerdinger moved to name Allen Persons Acting Operations Manager for the Water and Sewer Department giving him a 6 month probationary period where his work will be reviewed at the appropriate salary. Seconded by ). Dement. Vote by roll call. Dement, yes; Heimerdinger, yes; Lambert, yes; Rack, yes; Smolich, yes; Stalzer, yes. 6 yes, 0 no. Motion carried. J. Heimerdinger moved to adjourn the meeting. Seconded by R. Smolich. Voice vote. 6 yes, 0 no. Motion carried. 9:00 p.m. Meeting adjourned. /~f ~~ ~ G~ _ - f SUSAN JANIK, VIL~ E CLERK •