HomeMy Public PortalAbout05-05-2003 Village Meeting
PLAINFIELD VILLAGE BOARD OF TRUSTEES
VILLAGE MEETING MThUTES
DATE: MAY 5, 2003
AT: VILLAGE HALL
BOARD PRESENT: RROCK, 1.CHERRY, M.COLLINS, K.O'CONNELL, RSWALWELL,
S.CALABRESE, AND S.THOMSON.
OTHERS PRESENT: SJANIK, CLERK; J.HARVEY, ATTORNEY; C.MINICK, MANAGEMENT
SERVICES DIRECTOR; 1. TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; S.LARSON,
ENGINEER; A.PERSONS, PUBLIC WORKS DIRECTOR; D.BENNETT, CHIEF OF POLICE;
S.SHEETZ, PLANNER; M.GIBAS, RECORDING SECRETARY; AND T.L. BURGHARD,
ADMINISTRATOR.
Mayor Rock called the meeting to order at 7:00 p.m. Roll call was taken, all Trustees were present.
Clerk Janik led the pledge to the flag. There were approximately 40 persons in the audience.
PRESIDENTIAL COMMENTS
Clerk Janik stated the Village and the United States Census Bureau will be conducting a special
census. The Village is seeking applicants for temporary, full-time Census work.
Mayor Rock presented plaques to outgoing Trustees John Cherry and Steve Calabrese recognizing
their accomplishments.
TRUSTEE'S COMMENTS
Trustee Calabrese thanked the people of Plainfield for allowing him to serve them for the last four
years and wished the newly elected Trustees good luck. Trustee Calabrese also thanked the Trustees,
Mayor, and staff.
Trustee Cherry stated this is a happy/sad moment. Trustee Cherry thanked everyone for helping to
make his job easier and wished the newly elected Trustees good luck.
BUSINESS MEETING
Clerk Janik asked to amend the Agenda to include at the end an Executive Session for the purpose of
personnel, not to reconvene.
Trustee Calabrese moved to amend the Agenda. Seconded by Trustee Cherry. Vote by roll call.
Collins, yes; Swalwell, yes; O'Connell, yes; Thomson, yes; Cherry, yes; Calabrese, yes. 6 yes, 0 no.
Motion carried.
Trustee Calabrese moved to approve the Amended Agenda. Seconded by Trustee Cherry. Vote by
roll call. Collins, yes; Swalwell, yes; O'Connell, yes; Thomson, yes; Cherry, yes; Calabrese, yes. 6
yes, 0 no. Motion carried.
Trustee Calabrese moved to approve the Consent Agenda to include: Minutes of the Board Meeting,
April 21, 2003; Bills Paid Report for May 5, 2003; Bills Payable Report for May 5, 2003; Letter of
Credit reductions for Grande Park Mass Grading for Neighborhoods 1,2,3,7,8 & 9 and Grande Park
Blvd and Park; Ordinance No. 2225 vacating the western 20 feet of Fritz Road. Seconded by Trustee
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Village Meeting Minutes
May 5, 2003
Page 2 of 6
Thomson. Vote by roll call. Collins, yes; Swalwell, yes; O'Connell, yes; Thomson, yes; Cherry, yes;
Calabrese, yes. 6 yes, 0 no. Motion carried.
Trustee Calabrese moved to adjourn sine di. Seconded by Trustee Collins. Vote by roll call.
Collins, yes; Swalwell, yes; O'Connell, yes; Thomson, yes; Cherry, yes; Calabrese, yes. 6 yes, 0 no.
Motion carried.
VILLAGE CLERK - SWEAR IN NEWLY ELECTED OFFICIALS:
Village Clerk Susan Janik swore in the newly elected officials: Michael Collins, Trustee; Paul Fay,
Trustee; and Jim Waldorf, Trustee.
Mayor Rock called recess for 15 minutes to enjoy refreshments.
After the recess, the new Village Board took their seats. Roll call was taken. Trustee Collins, here;
Trustee Swalwell, here; Trustee O'Connell, here; Trustee Thomson, here; Trustee Fay, here; Trustee
Waldorf, here.
MAYORAL APPOINTMENTS
Mayor Rock stated the appointments will be postponed until two weeks from tonight.
BUSINESS MEETING
Trustee Collins moved to approve the Agenda. Seconded by Trustee Thomson. Vote by roll call.
Collins, yes; Swalwell, yes; O'Connell, yes; Thomson, yes; Fay, yes; Waldorf, yes. 6 yes, 0 no.
Motion carried.
#2 BAKERS SQUARE
Mr. Testin stated the applicant has proposed a 4,500 square foot restaurant on the southern half of Lot
6 of the Plainfield Marketplace shopping center located at the northwest corner of 119th Street and
Route 59. Mr. Testin stated the applicant has proposed the use of a façade material that differs from
that used on CVS Pharmacy and Buffalo Wild Wings, and staff requests the use of a face brick of the
same color and size as that used with CVS and Buffalo Wild Wings. Also, the proposed building
features a confused mix of architectural elements that staff feels should be reconsidered.
Trustee O'Connell asked why there was a stipulation listed in the staff report for the brick, but not the
other architectural elements. Mr. Testin responded that was due the factor that the applicant did
agree to the use of face brick at the Plan Commission. Staff feels from an architectural and
consistency standpoint there is no need for the double awning, stone, and the shutters.
Trustee Swalwell commented that he liked the pictures of Bakers Square that are in the Board packet.
He would like to see it go through the way the applicant has designed it.
Trustee Collins questioned the need for the awning over brick away from the window. Rick
Forrester, Director of Architectural Services for Vicorp Restaurants, stated the upper canopy acts as
weather protection and the lower awning reduces the sun impact inside the building, the awning also
contains a light fixture creating a nice visual and interest to the building at night. Trustee Thomson
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May 5, 2003
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asked if this design was used on all the buildings. Mr. Forrester responded that it is used on their new
stores and is company standard.
Mr. Forrester stated their desire is to use the 8" concrete block as is shown in the pictures. Staff told
them it was out of character. To make the change from the standard concrete block to the brick
would cost approximately $100,000; re-engineering the building and the cost of the brick. The
company has agreed to the brick, but would prefer to use the concrete block. Mr. Forrester brought
samples of a compromised brick that would be cheaper for the company, but would still meet the
requirements of staff. Mr. Forrester stated that according the PUD, there is nothing indicated that the
concrete block cannot be usc~d and painted to match the color of the surrounding buildings.
Trustee Swalwell stated he liked what the applicant is doing and would say to omit stipulation #3
(Submission of revised architectural elevations showing the use of face brick on all facades of the
proposed structure, in the same size and similar color of that used on the adjacent CVS Pharmacy
building).
Trustee Swalwell moved to approve the proposed site plan for a Bakers Square subject to the 4
stipulations listed in the staff report with the removal of stipulation #3 and let the applicant use their
original design of concrete block. Seconded by Trustee Waldorf. Vote by roll call. Collins, no;
Swalwell, yes; O'Connell, no; Thomson, yes; Fay, yes; Waldorf, yes. 4 yes, 2 no. Motion carried.
#3 BAYLES PROPERTY (ELEMENTARY AND MIDDLE SCHOOL)
This site is currently located south of Route 126, just west of Wallin Woods commercial site and the
Wallin Woods subdivision. To the east and south ofthis subdivision is the Indian Oaks subdivision.
The School District is proposing an elementary and middle school on approximately 40 acres. In
addition to the proposed schools, the overall site will contain a future YMCA and a commercial site
on the parcel abutting Route 126. The School District is faced with a critical time line because they
need to have one of these proposed schools finished by August 2004. The School District has
requested that they be allowé:d to proceed to the Village Board with their site plan review and a
Public Hearing has been scheduled for May 19, 2003 before the Village Board. This property is not
yet annexed to the Village.
Trustee Fay questioned the traffic flow. Administrator Burghard commented on the improvements
proposed to that site and that the intersection will be fully signalized.
Mr. Jim Fishkin, a resident, stated his concern over students cutting through yards to get to the school
and suggested a berm. Laur2~ Pell, resident, also expressed concern and suggested some sort of berm.
Mr. Cliff Bender, architect for the School District, stated they would be willing to address the
residents concerns regarding berming. He would just simply ask that the residents come to an
agreement as to what kind of berm they would prefer.
A lengthy discussion ensured regarding the location of the buildings and site access. It was suggested
to move the buildings to the west, however Mr. Bender, architect, stated shifting the buildings, at this
point, would require at approximately six weeks of engineering; delaying the project for six months.
Mr. Tom Adamczyk, traffic engineering consultant, commented on the alignment of the eastern
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May 5, 2003
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driveway for the site, stating the goal was to keep that aligned with the extension of the south leg of
u.s. Route 30 to provide a dean, perpendicular intersection, avoiding jogs that complicate traffic.
Chief Bennett stated that the traffic committee was looking at a pedestrian friendly environment
because most of the middle schools will have the opportunity to go to the YMCA for swim. The
winding pathway is to separate traffic from pedestrians. The alignment with certain buffers can
protect people.
Administrator Burghard pointed out that an annexation agreement still needs to be brought before the
board. The School District will still have time to work out their differences, and the Village can
enforce the solution when the annexation agreement comes up for approval.
Trustee Fay stated that if the architect is willing to meet with the neighbors and reach an amicable
settlement regarding additional plantings and fence, he will make the motion for site approval.
Trustee Fay moved to approve the site plan for the elementary and middle school located at the
Bayles property subject to the 4 stipulations listed in the staff report. Seconded by Trustee Waldorf.
Vote by roll call. Collins, yes; Swalwell, yes; O'Connell, no; Thomson, yes; Fay, yes; Waldorf, yes.
5 yes, I no. Motion carried.
ADMINISTRA TOR'S REPORT
No Report.
MANAGEMENT SERVICES REPORT
No Report.
ENGINEER'S REPORT
No Report.
COMMUNITY DEVELOPMENT REPORT
Stephanie Houk Sheetz, Planner, reviewed with the Mayor and the Board the application for façade
improvement grant at 601 W. Lockport Street. The EDC as well as staff support the façade
enhancement program. The EDC discussed the cost estimates, the scope ofthe project, the percent
increase in the Equalized Assessed Value, and the desire to encourage retail uses in the downtown.
The EDC recommended less funding be granted than the owner requested. They also recommended
the funding be achieved by utilizing not only the façade grant, but a sales tax rebate.
Trustee Swalwell stated he fdt the applicants should receive the funds they are asking for.
Trustee Waldorf moved to approve an incentive package for the façade improvement project at
601 W. Lockport Street in the amount of$85,004.17 of which $45,145 will be through the façade
grant reimbursement monies and up to $39,859.17 in sales tax rebates to the owner for five (5) years
upon a retail operation occupying the first floor. Seconded by Trustee O'Connell. Vote by roll call.
Collins, yes; Swalwell, abstain; O'Connell, yes; Thomson, yes; Fay, yes; Waldorf, yes. 5 yes, 0 no,
1 abstain. Motion carried.
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May 5, 2003
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Administrator Burghard stated the Village Board had considered, several weeks ago, a revision to the
Economic Incentive Progran1 and at the draft stage tied some of the use of TIF funds to an economic
return that the money had to come back in five to seven years. The Board deferred action on that
draft and referred it back to l:he Economic Development Commission for input and further
elaboration. The EDC responded with this TIF request by trying to go as far as they could and then
tying in the part of the economic incentive into the sales tax because the entire TIF could not be
justified according to the draft policy of economic return that the Board had suggested.
You could look at this as investing in the TIF or the character of the downtown. While it has no
economic dollar assigned to it, it has quite an impact on the community. It's been our purpose for
several years to maintain the downtown east of the river. There is still $30,000 left in the TIF
allocation from last year. It Gould go back to the TIF fund balance so instead of $930,000 in the red,
we become $900,000, or it could be applied to this project. At the same time, we have to work
earnestly to resolve the policy issues as to whether or not you want all TIF Funds to have an
economic payback.
Trustee Swalwell moved to apply the $30,000 to this project. Seconded by Trustee Waldorf. Vote
by roll call. Collins, no; Swalwell, yes; O'Connell, yes; Thomson, yes; Fay, yes; Waldorf, yes. 5
yes, 1 no. Motion carried.
Trustee Swalwell suggested bringing the Economic Incentives policy back to the Board.
Mr. Testin stated that Edwards Healthcare is requesting the Village President execute a quit claim
deed in order to clear a cloud of title on property located at Fort Beggs Drive and Route 59.
Trustee Fay moved to authorize the Village President to execute a quit claim deed. Seconded by
Trustee Swalwell. Vote by roll call. Collins, yes; Swalwell, yes; O'Connell, yes; Thomson, yes;
Fay, yes; Waldorf, yes. 6 yes, 0 no. Motion carried.
Carl Byrant, petitioner, answering Trustee Collins question about grade issues, stated that there were
some issues with storm water detention and tying into the state storm water system. He expects to get
final approval from IDOT in the next few days.
Trustee Collins moved to re-approve the Final Plat for Carl Bryant subdivision located at Route 59
and Route 126. Seconded by Trustee Swalwell. Vote by roll call. Collins, yes; Swalwell, yes;
O'Connell, yes; Thomson, yes; Fay, yes; Waldorf, yes. 6 yes, 0 no. Motion carried.
PUBLIC WORKS REPORT
No Report.
POLICE CHIEF'S REPORT
No Report.
ATTORNEY'S REPORT
No Report.
Plainfield Village Board of Trustees
Village Meeting Minutes
May 5,2003
Page 6 of 6
PUBLIC COMMENTS
Mr. Dave Jackson, an Amboy Street resident, expressed concerns regarding the need for a stop sign at
Center Street and Lockport Street.
Mayor Rock reminded everyone of Coffee with the Mayor on May 7, the Committee of the Whole
Workshop on May 12, the next Village Board meeting on May 19th, and the Village Offices will be
closed in observance of Memorial Day on May 26.
Trustee Fay moved to adjourn to Executive Session for the purpose of personnel not to reconvene.
Seconded by Trustee Thomwn. Vote by roll call. Collins, yes; Swalwell, yes; O'Connell, yes;
Thomson, yes; Fay, yes; Waldorf, yes. ~rr~d
,
Michelle Gibas, Recording Secretary
Approved:
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