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HomeMy Public PortalAbout11-17-2003 Village Meeting PLAINFIELD VILLAGE BOARD OF TRUSTEES VILLAGE MEETING MINUTES DATE: NOVEMBER 17,2003 AT: VILLAGE HALL BOARD PRESENT: R. ROCK, P. FAY, J. WALDORF, M. COLLINS, R. SW AL WELL, AND S. THOMSON. ABSENT: K. O'CONNELL. OTHERS PRESENT: SJANIK, VILLAGE CLERK; J.HARVEY, ATTORNEY; T.L. BURGHARD, ADMINISTRATOR; ALLEN PERSONS,PUBLIC WORKS DEPARTMENT; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; C.MINICK, MANAGEMENT SERVICES DIRECTOR; STEVE LARSON AND DEREK WOLD,ENGINEERS; AND D. BENNETT, CHIEF OF POLICE. Mayor Rock called the meeting to order at 7:00 p.m. Roll call was taken, K. O'Connell was absent, and all other Trustees were present. Mayor Rock led the pledge to the flag. There were approximately 32 persons in the audience. PRESIDENTIAL COMMENTS Mayor Rock thanked everyone for their attendance at the Intergovernmental Meeting. TRUSTEE'S COMMENTS S. Thomson again requested information about the water billing process and could we check into doing it in house. C. Minick is working on an analysis for the 200412005 budget. P. Fay asked for clarification on the Frontage Road by Rt. 30 and safety issues. A. Persons commented that that particular section of the Frontage Road is actually under the jurisdiction of IDOT ~md they are aware of the problem, and have conveyed to the Village that Frontage Roads are not suppose to be used for the amount of traffic that they are receiving and they believe that it is a Village issue and would like us to take that roadway over. In the past, what they have offered has not satisfied the Board in an amount that would be needed to totally reconstruct the road. M. Collins thanked A. Persons, Public Works/ or whomever is responsible for the right in and right out by First Bank on Rt. 59 and Chili's near 127th Street. Mr. Collins also requested that we look into the microphone system in the Village Board Room. S. Thomson thanked Public Works for the sidewalk on Eastern Avenue, a great addition to our town. BUSINESS MEETING J. Waldorf moved to approve the Agenda. Seconded by P. Fay. Voice vote. All in Favor. 5yes, 0 no. 1 absent. Motion carried. J. Waldorf moved to approve the Consent Agenda to include the following: Minutes of Board Meetings November 3,2003; Plainfield Village Board of Trustees Minutes November 17,2003 2 Bills Paid Report for November 17,2003; Bills Payable Report November 17,2003; Expenditure Report for October 2003; Revenue Report for October 2003; Letters of credit reduction for Prairie Knoll Subdivision - Units 1 and 2; Century Trace, Unit 4C and Unit 5C; Bronk Estates, Unit I. Approval of Payout reqU(~st No.3 for Tri-Tech Electric, Inc. for the Van Dyke Road Street Lighting in the amount of $31 ,064.57 and Change Order No.4 in the amount of $3,620.05. Seconded by M. Collins. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. 3. 2003 BOND ISSUE PUBLIC HEARING P. Fay moved to open a Public Hearing on the 2003 Bond Issue. Seconded by M. Collins. Voice vote. All in favor 5, opposed 0, absent I. Motion carried. 4. LAW ENFORCEM:ENT CENTER Mayor Rock informed the Board that he has contacted the Will County State's Attorney Jeffrey Tomczak to discuss the possibility of having a local court within the new police facility. State's Attorney Tomczak supported the !ocal court 100% and would follow up with a written letter. Sev<::ral Trustees questioned how having a local court within the police facility would impact the design of the building. S. Thomson requested that the staff seek competitive bids, instead of awarding the contract to DMJM. M. Collins had concerns as to why DMJM was charging a lump sum fee of $713,000, plus a reimbursable allowance of $20,000, based on designing a 40,000 square-foot facility that will cost around $9.2 million. He also questioned why the public works building is S2 million less than the law enforcement center, considering both are similar in square footage. D. Bennett said size is the only similarity between both buildings. The police facility includes fees for a gun range, crime lab and purchase of related equipments. Also, D. Bennett stated that the Board has already paid DMJM to do a need analysis, and this firm has a proven quality record. T. Burghard explained to the Board that the possibility of the court could take up to two to three months to reach an intergovernmental agreement, and time is of the essence. We wouldn't see a new police facility until fall 2005 ev<::n if action is taken tonight. Space is so limited at the police station that staff requested the new police facility be added to the list of project funded by a 2003 bond issue. Mr. Schrader from DMJM spoke briefly about the design for the 40,000 sq. ft. building, including the specialized systems in terms of security, and A V and electronics which drive the cost up. The Board agreed not to authorize an amendment to the professional service contract with DMJM to design and bid the police facility. Instead they directed staff to seek requests for proposals. R. Swalwell moved to send out Requests for Proposals for the planning ofthe design on the Law Enforcement Center to qualified firms. Seconded by P. Fay. Swalwell, yes; Thomson, yes, Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, I absent. Motion carried. Plainfield Village Board of Trustees Minutes November 17,2003 3 5. PLAINFIELD NORTH HIGH SCHOOL ANNEXATION P. Fay moved to adopt Ordinance No. 2269 authorizing the execution of an Annexation Agreement for an 80 acn: site located at the southeast corner of 248th and 119th Street. Seconded by J. Waldorf. R. Swalwell clarified his position in which he stated he was not impressed with the school district's site plan, felt it was forced through the system and it appeared to him as if the Village Board was allowing a lower level of design standard for the school district. He still maintains that he is not satisfied with the decision to repurpose Central School to an alternative school in District 202, but said it will be ultimately up to the voters to remember the controversial school board decision. Roll call vote. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. J. Waldorf moved to adopt Ordinance No. 2270 annexing property owned by Plainfield Consolidated School District. Seconded by P. Fay. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. 6. REGGANIE'S RESUBDIVISION LOTS SITE PLAN REVIEW J. Waldorf moved to approve the Site Plan for Regganie's Resubdivision Lots IB and lC subject to the 8 stipulations listed in the staff report. Seconded by M. Collins. M. Collins had concerns with the amount of stipulations. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, I absent. Motion carried. 7. TIMBERS PROFESSIONAL BUILDING SPECIAL USE FOR PUD J. Waldorf moved to direct the Village Attorney to draft an ordinance for the Special Use for a Planned Unit Development for an office building on the west side of Route 59 and south of Joseph Avenue subject to the I stipulation listed in the staff report. Seconded by S. Thomson. P. Fay had questions with regard to the residents adjacent to the property. He was informed that all were contacted and notified and no outstanding concerns with regard to tlús process at the Plan Commission level. M. Collins emphasized that should there be a glare or spill over onto the adjacent residents property that it will be addressed immediately. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. P. Fay moved to approve the site plan review for the 7,420 square foot office building conditioned on the 6 stipulations in the staff report. Seconded by M. Collins. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. J. Waldorf moved to approve the final plat to consolidate lots 2 and 3 with the 3 stipulations listed in the staff report. Seconded by S. Thomson. Vote by roll call. Plainfield Village Board of Trustees Minutes November 17, 2003 4 Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, I absent. Motion carried. 8. EAGLE CHASE AMENDED ANNEXATION AGREEMENT R. Swalwell moved to open a Public Hearing on Eagle Chase Amended Annexation Agreement. Seconded by M. Collins. Voice vote. All in favor 5, opposed, 0, I absent. Motion carried. J. Waldorf moved to direct.the Attorney to draft the necessary ordinance amending the annexation agreement for Eagle Chase subdivision allow for a lot width of 79 feet for lots 122 and 123 located south of 135th, westofRt. 59 and East of Van Dyke Road subject to the 1 stipulation in the staff report. Seconded by R. Swalwell. P. Fay had concerns that precedence might be set for other developments. He was informed by J. T estin that in this subdivision there are lots thatare less than the 79 feet. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, I absent. Motion carried. 9. WHITE ASH FARM UNIT 1 FINAL PLAT R. Swalwell moved to approve the White Ash Farm Final Plat for Unit 1 subject to the 4 stipulations in the staff report. Seconded by S. Thomson. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. 10. WHITE ASK FAml DORMANT SPECIAL SERVICE AREA R. Swalwell moved to adopt Resolution 1390 to conduct a public hearing for a Special service Area that would allow for maintenance of areas assigned to the Homeowner's Association. Seconded by S. Thomson. Vote by roll call. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. 11. TEXT AMENDMENT TO THE SUBDIVISION CODE J. Waldorf moved to direct the Village Attorney to draft an ordinance amending the Village's Special Flood Hazard Areas Ordinance, Soil Erosion and Sedimentation Control Ordinance and the Stormwater Drainage and Detention Ordinance to comply with the Will County Stormwater Management Ordinance. Seconded by P. Fay. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, I absent. Motion carried. ADMINISTRATOR'S REPORT Administrator Burghard told the Board that for years the area discussed various options of bridge replacement in its current location at Fraser Road and as an extension of Renwick Road. Will County has become the fourth governmental body to enter an Plainfield Village Board of Trustees Minutes November 17,2003 5 . intergovernmental agreement to prepare design documents for a new Renwick Road Bridge. The intergovernmental cooperation started in 1999 with the Plainfield Township Road District, Plainfield Park District and the Village. The bridge is located in an unincorporated area, and situated in a flood plain. With several new subdivisions planned for the area, drivers need a functional bridge. Renwick Road will become a major east-west corridor for the Village and provide one of the few crossings of the river. About 80 percent of the project can be financed by grants with the remaining 20 percent matched by local government. It will take a year to 18 months to do the second phase of engineering study and ifthe grant falls into place, construction could begin by fall 2005. He credited most of the planning work to Tom Leonard, retiring Plainfield Township Road Commissioner. J. Waldorf moved to approve and executive an Intergovernmental Agreement for purposes of preparing design documents for the new Renwick Road Bridge. Seconded by S. Thomson. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. MANAGEMENT SERVICES REPORT No report COMMUNITY DEVELOPMENT REPORT J. Testin gave a short update on the WIKADUKE Trail Land Use and Access Management. The Advisory Committee is comprised of representatives from Kendall County, Na-Au-Say Township, Oswego Township, Plainfield Park District, Seward Township, City of Joliet, as well as the Villages of Minooka, Oswego, and Shorewood. This project was funded by an Illinois Tomorrow grant jointly obtained by the Village and Kendall County. Th<:: draft plan is now available and the Advisory Committee is hosting an Open House on November 19 as well as requesting review and comment of the draft plan. The public: is invited to attend the Open House and may view this plan. ENGINEER'S REPORT No report PUBLIC WORKS REPORT A. Persons explained to the Board that as part of the Design/Build process, staff established a fair impartial method to receive competitive prices from qualified contractors. A total of four of the areas largest and most qualified contractors were provided with design plans, specifications, and a unit price bid form and all four contractors were given the opportunity to provide proposals. Staff recommends waiving the bidding and authorizes the Village President to execute an agreement with Baxter & Woodman, and Steve Spiess/Knowles Construction to complete the construction of the Lake Michigan Water Transmission Main, with accessories as proposed. Additionally, Plainfield Village Board of Trustees Minutes November 17, 2003 6 the contractor is required to substantially complete the installation and testing of the Transmission Main on or before April 1, 2004. If the work is completed before this date, the Village will pay the contractor a bonus. If the work is completed after this date the Contractor will pay the Village a penalty. P. Fay had questions with regard to property rights of way and quick take. A. Persons explained that a majority of the owners have already signed, and we have no reason to believe that anyone will not sign along the pipe line. R. Swalwell moved to waive the bidding and authorize the Village President to execute, and the Village Clerk to attest to an agreement with Baxter & Woodman, and Steve Speiss/Knowles Construction to complete the construction of the Lake Michigan Water Transmission Main with accessories as proposed. Seconded by M. Collins. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, no; Waldorf, yes; Collins, yes. 4 yes, 1 no, 1 absent. Motion carried. A. Persons spoke regarding the initiation of a Facility Planning Area review with Northeastern Planning Commission. A Facility Planning Area is actually a Sanitary Sewer Service Planning Area and Planning document that has to go through the EP A's approval and NIPC's approval before our FP A is expanded. R. Swalwell moved to initiate Facility Planning Area review with the Northeastern Planning Commission. M. Collins. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, abstain; Waldorf, yes; Collins, yes. 4 yes, 1 abstain, 1 absent. Motion carried. POLICE CHIEF'S REPORT No report ATTORNEY'S REPORT No report PUBLIC COMMENTS None were made. P. Fay announced that this Thursday, November 20, our Intergovernmental Environment Group, Habitat-Plainfield will meet in the Village Board Room at 7pm the topic will be Water Ecology. EXECUTIVE SESSION R. Swalwell moved to go into Executive Session for the purposes of collective bargaining to reconvene. Seconded by M. Collins. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. Mayor Rock reminded everyone of the WIKADUKE Open House November 19 from 4- 8; COW, November 24 and that the Village Offices will be closed on November 27 and 28 for Thanksgiving. Plainfield Village Board of Trustees Minutes November 17,2003 7 Meeting reconvened at 8:48 p.m. R. Swalwell moved to authorize the execution of a Collective Bargaining Agreement for the police sergeants. Seconded by M. Collins. Vote by roll call. Swalwell, yes; Thomson, yes; Fay, yes; Waldorf, yes; Collins, yes. 5 yes, 0 no, 1 absent. Motion carried. Meeting adjourned at 8:50 p.m. --