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HomeMy Public PortalAbout09-06-2000 Village MeetingPLAINFIELD VILLAGE BOARD OF TRUSTEES VILLAGE MEETING MINUTES DATE: September 6, 2000 AT: Village Hall BOARD PRESENT: R. ROCK, J. CHERRY, R. SMOLICH, S. CALABRESE, S. RATHBUN, M. COLLINS. BOARD ABSENT: K. O'CONNELL. OTHERS PRESENT: T. L. BURGHARD, ADMINISTRATOR; H. HAMILTON, ENGINEER; S. JANIK, CLERK, C. MINICK, FINANCE DIRECTOR; J. HARVEY, ATTORNEY; A. PERSONS, PUBLIC WORKS; J. TESTIN, COMMUNITY DEVELOPMENT DIRECTOR. At 7:00 p.m. President Rock called the meeting to order. Roll call was taken, K. O'Connell was absent, and all other Trustees were present. The pledge to the flag was led by S. Janik. PRESIDENTIAL COMMENTS: Mayor Rock proclaimed September 22 - 30, 2000 as Plainfield's 49th Annual Homecoming Week. He next proclaimed the week of September 17 through 23 as Constitution Week in Plainfield. Mayor Rock introduced Michelle Rigot, who just moved to Plainfield and was attending Joliet Catholic Academy. Mayor Rock also announced that the Workshop for Monday, September 11, 2000 was cancelled. Chief Don Bennett presented a Citizen Award to Betty Idelman for acknowledging her as an exceptional witness on April 27, 2000. S. Rathbun moved to adopt Resolution No. 1260 resolving the sewer tap-on fee now due from the Plainfield School District #202 for Heritage Grove and the Freshman Center is $31,139. Seconded by S. Calabrese. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carried. TRUSTEE'S COMMENTS Trustee Mike Collins questioned the Bills Payable, Page 9 under Concrete lifted. He wanted to know the areas where the concrete was lifted. Director Persons answered that we had sections of town, typically subdivisions that were in the 10 yr. old range, 15 yr. old range, subdivisions like Spring Hill, Indian Oaks, some in Pheasant Chase, some in Quail Run. The price to lift the panels of sidewalk was about 20% of what the cost world be to replace it. PUBLIC COMMENTS On Items not on Agenda No comments clerk Janik requested that we add to the Agenda a Bid award for DesPlaines Street North reconstruction Phase #3 under the Engineer's Report; and add Bronk Estates Reapproval of Final Plat Unit 1 under the Community Development Director's Report. S. Rathbun moved to approve the amended Agenda. Seconded by S. Calabrese. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carded. S. Rathbun moved to approve the Consent Agenda to include the following: Board Meeting Minutes, 8/21/2000; Bills payable 09/06/2000; Ordinance No. 1993 authorizing rezoning for the Weinhold property located on the East Side of Plainfield/Naperville Road and the south side of 127th Street. Seconded by S. Calabrese. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carded. #3 EARLY CHILDHOOD CENTER/SCHOOL DISTRICT ADMINISTRATIVE CENTER SITE PLAN REVIEW. Director Testin stated that the School District is planning to construct a new multi-use building at Howard Avenue and US Route 30. The new building will relocate the existing Administrative Center from the existing Fort Beggs site and also have their early childhood program. The building is located south of Pioneer Lanes and is to be constructed at the southeast comer of US Rt. 30 and Howard Avenue. The remainder of the vacant property is intended to be used for a future school building. Some issues that need to be addressed are moving the sewer and water lines onto the Howard Street right- of-way; dealing with the berms and landscaping, the original plans had those in the right- of-way for both Howard and Rt. 30, to move those out of the right-of-way; landscaping on site, the other point of note is transportation. Howard St. will need to be improved, so there is some road improvements that still need to be addressed. School District and Staff has been working together, both Staff and Plan Commission recommend approval of this plan with stipulations that are identified in the staff report. Administrator Burghard stated that he had conversations with Mr. Kelly of the School District late this afternoon and it appears that we have moved a long way towards resolving these issues. Mr. Kelly, representative from the School District was present and told the Board that they are working with Mueller Family to trade some property along Howard Street to accommodate a right-of-way. Some issues that still need to be resolved is storm drainage and they are details that I think staff wise and engineering wise are simply administrative type questions. That the school district has agreed to improve their side of the road, move the original landscaping off the right-of-way and move the utility systems off the school property into the right-of-way are the major issues. S. Rathbun moved to provide site plan approval for an Early Childhood Center/School District Administrative Center located at the southwest comer of Route 30 and Howard Street with the Stipulations identified in the Staff report. Seconded by R. Smolich. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carded. #4 POST OFFICE VARIANCE. Director Testin told the Board that the US Post Office is requesting a variance be granted reducing the setback to zero feet to allow for the construction of additional parking for Post Office vehicle storage located at the rear of the property. The proposed plan will add 25 new parking stalls and enlarge the detention area to accommodate the increased runoff. In order to construct these spaces, the parking lot must encroach into the required 20 foot landscaping buffer yard, as this property is adjacent to residentially zoned property. The parking area encroaches into the required landscape buffer yard. The Post Office has proposed to install a solid wood fence when the property to the east develops. The ZBA did not feel a solid wood fence was appropriate in an area for the expanded downtown and recommended denial of the variance based on the original stipulation requiring ZBA review of the fencing. The Post Office currently has a chain link fence and no landscaping so there is no effective screening at this time. Andrew Fernandez, representative from the Post Office, and Edith William, Postmaster of the Post Office were present. Mr. Fernandez explained that their intent was to relocate the chain link fence at this time. It was a suggestion for a wood type fence. It is the poS~tal service opinion that we need this expansion to create storage space for vehicles for additional rural routes. We are open to suggestions and compromise. Trustee Smolich asked the Post Office if they were going to accommodate the ZBA, or will they be placing a solid wooden fence on the site. You are asking us to screen in a storage facility, and not even in our industrial areas do we allow outside storage without screening. The ZBA did not feel a solid wood fence was appropriate in an area for the expanded downtown. Edith Williams, Postmaster, stated that the first intent is not a storage facility for vehicles. It is a requirement for rural carriers to provide a parking place. These are private cars that the carders are driving, they have to deliver mail, and our responsibility is to provide a parking place. There will be no storage. Administrator Burghard addressed Ms. Williams in giving her some ways to move the fence. Junipers could be used for screening. Could you agree that the chain link fence be moved no closer than 4-½ ft. to the east lot line and that a row of junipers be planted along the new fence line? Mr. Femando of the Post Office stated that he could take that back to the district and get it approved. S. Calabrese moved to instruct the attorney to prepare the variance with the stipulation that the fence be moved no closer than 4 ½ fi. to the lot line and that junipers be planted as a living screen. Seconded by J. Cherry. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, no; Calabrese, yes; Cherry, yes. 4 yes, 1 no, 1 absent. Motion carried. #5. ENTERPRISE VARIANCE. Director Testin told the Board that the applicant is requesting a variance from the side yard setback requirements of thirty feet (30) to approximately eleven (11) feet. This building has been in existence for over thirty years and does not meet the current zoning ordinance" side yard requirements. The current side yard of this building is approximately twenty (20) feet. The building is being redeveloped to provide space for multiple users. The Enterprise has located their offices to the rear of the building and is seeking the variance to allow a vestibule, which the applicant fees, is a more attractive and accessible entrance. The applicant intents to remove the existing door, fill with masonry, and install a window. R. Smolich moved to direct the Village Attorney to draft an ordinance approving a variance from the minimum side yard setback of thirty (30) feet to allow a vestibule at 59 Division Street. Seconded by S. Calabrese. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carded. #6. FIRST CLASS CHILDCARE SPECIAL USE PERMIT. Director Testin stated that the applicant is requesting a special use permit to allow a childcare center in a portion of the former Gehrke's grocery store. The building is being redeveloped to allow multiple users on the site. The childcare center is proposed for the front of the building and will compromise approximately 5,000 sq. ft. An outside play area, approximately 40' x 50', is proposed at the northwest corner of the site. It will be adjacent to the proposed day care and cemetery and will be screened by a six- (6) foot high fence. A stipulation was added that shade trees be added next to the play area to buffer the play area. The applicant, Judy Straka was present and had no problems with adding shade trees next to the play area. She also stated that the safety and welfare of the children are the most important issues. S. Rathbun moved to direct the Village Attorney to draft an ordinance approving a special use permit to allow a childcare facility at 59 Division street with the following stipulations: 1. All outside play is confined to the enclosed outside play area. 2. An appropriate number of adults supervise all outside play and escort children across the access drive. 3. Add shade trees to the area next to the play area. Seconded by S. Calabrese. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carried. //7 COLLISION REVISION SITE PLAN. Director Testin stated that in 1997/98 J & M Auto Body received approval for the construction of a new building. It has been two years and no building permits were issued, site plan approval expired requiring re-approval. The property has now been sold to Collision Revision who is requesting re-approval of the site plan with minor modifications to the site layout and architecture of the building. S. Rathbun moved to approve the site plan for the subject property with the stipulations identified in the staff report for Collision Revision. Seconded by M. Collins. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carried. ADMINISTRATOR'S REPORT Administrator Burghard presented to the Board two Corridor Planning Grant applications, one as a joint effort of the Township, Park District and Village for the Renwick Road Bridge and road area planning in the amount of $480,000; the second is a joint effort between Kendall County and the Village for WIKADUKE Corridor and land use planning in the amount of $150,000. Administrator Burghard told the Board that he received a letter from Plymouth Congregational Church stating that they have accepted that our proposed plan will not meet the rigid historical requirements for national registry: essentially those requirements which are now being set before the Planning Commission as "guidelines". The Mayor and the Board have been looking for ways to ease the traffic circulation in the community. Temporary signals have gone up at Rt. 30 and Rt. 143ra Street and temporary signals are up at 143rd Street and Rt. 59. Trustee Rathbun also requested that signals at Rt. 30 and Lily Cache be added to the list of improvements to traffic. FINANCE DIRECTOR'S REPORT Director Minick presented to the Board a resolution and related documentation to establish our investment account with PMA Financial Network, Inc. This resolution allows the Finance Director to execute investment transactions with PMA Financial Network, Inc. Also attached is a listing of approved investment types. The list allows investment in US Treasury Securities, US Government Agency and Instrumentality Securities, and other miscellaneous money market investments such as commercial paper and certificates of deposit. We will also be keeping a portion of the funds in local banks. S. Rathbun moved to approve Resolution Number 1261 authorizing PMA Financial Network as unauthorized financial intermediary for investments of the Village of Plainfield. Seconded by J. Cherry. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carded. PUBLIC WORKS DIRECTOR'S REPORT Director Persons talked about the kick off of the 50/50-tree program. S. Rathbun moved to waive the bidding procedure and award the contract to the Fields for up to 150 trees and for an amount not to exceed $25,000.00. Seconded by M. Collins. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carded. S. Rathbun moved to amend the budget to show the purchase of a 4 ton RMB Blacktop Hot Patcher from Hoyle Road Equipment at a price not to exceed $14,643 and the revenue of which is coming from other budgeted items that came in under budget. Seconded by M. Collins. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carried. Director Persons gave the Board information that Wilding Pointe Subdivision has hired Adcock Construction to reconstruct Van Dyke Road north of 135th Street. A conflict exists at the intersection of 135th Street and Van Dyke Road that requires removal of existing pavement. The pavement removal will make Van Dyke Road north of 135th Street to narrow for two-way traffic. Therefore, for traffic and construction safety, Public Works has been working with the Plainfield Police and Fire Departments and the school district to close Van Dyke Road to through traffic during construction starting on August 31, 2000. ENGINEER'S REPORT S. Rathbun moved to award the bid for the Des Plaines Street North Reconstruction, Phase 3, to the low bidder, P. T. Ferro Construction Company in the amount of $308,470.35. Seconded by S. Calabrese. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carried. COMMUNITY DEVELOPMENT DIRECTOR'S REPORT S. Rathbun moved to reapprove Bronk Estates Final Plat Unit 1. Seconded by R. Smolich. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carried. POLICE CHIEF'S REPORT S. Rathbun moved to adopt Ordinance No. 1994 Parking Restrictions is hereby amended by the addition of the north side of Ottawa Street from Division Street to James Street. Seconded by S. Calabrese. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carried. S. Rathbun moved to adopt Ordinance No. 1995 regarding Inoperative Motor Vehicles. Seconded by R. Smolich. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carried. Chief Bennett presented Operations Report for June 2000 and July 2000. Chief Bennett presented the Police Department policy on Racial Profiling. Chief Bennett told the Board that since the remodeling in 1996/97, the Village has experienced greater than expected residential and geographical growth, resulting in increased personnel employed by the Village and its Police Department. The tremendous growth in personnel and requests for service has placed a real hardship on the department in terms of space utilization and our ability to make necessary organizational changes to meet the demands of the community. The proposed expansion project is both a short and long term approach to meet the needs of our department. It is anticipated that the addition would give 8-10 more years of use to this building. The short term will allow Patrol Operations and investigations to operate in the new space. It will also allow WESCOM to meet some of their immediate growth needs in added users and working conditions of employees. In the long term, the plan is to relocate WESCOM to their own regional facility, thus freeing added space for expanding Records and Administrative functions over the coming years. S. Rathbun moved to amend this year's Budget appropriating $415,000 of last fiscal year's fund balance for the expenditure of the Police Station Addition to the low bidder, Landmark Construction in the amount of $415,000. Seconded by R. Smolich. Vote by roll call. Collins, yes; Rathbun, yes; Smolich, yes; Calabrese, yes; Cherry, yes. 5 yes, 0 no, 1 absent. Motion carried. Chief Bennett told the Board that they were looking at a 4-month time frame for completion of the addition. ATTORNEY'S REPORT Attorney Harvey briefly talked about the appeal that the Board authorized regarding the DWI decision of the Trial Court. Mr. Lucas was successful in having that decision reversed by the Appellate Court in Ottawa. S. Rathbun moved to adjourn the meeting. Seconded by J. Cherry. Voice vote. 5 yes, 0 no. Motion carried. Meeting adjourned at 8:40 p.m. SOSAN JANIK, ~LLAGE CLERK