HomeMy Public PortalAbout07-19-2004 Village MeetingVILLAGE OF PLAINFIELD BOARD OF TRUSTEES
MEETING MINUTES
JULY 19, 2004
AT: VILLAGE HALL
BOARD PRESENT: P.FAY, J.WALDORF, M.COLLINS, J.DEMENT, S.THOMSON, AND
K.O'CONNELL. OTHERS PRESENT: S.JANIK, CLERK; J.HARVEY, ATTORNEY;
T.L.BURGHARD, ADMINISTRATOR; D.WOLD, ENGINEER; A.PERSONS, PUBLIC WORKS
DIRECTOR; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; J.KERSH, PLANNER;
C.MINICK, MANAGEMENT SERVICES DIRECTOR; D.BENNETT, CHIEF OF POLICE; AND,
M.GIBAS, RECORDING SECRETARY.
Mayor pro tem O'Connell 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. Pastor Andrew O'Neal of the First Baptist
Church gave an invocation. In honor of Mayor Rock, there was a moment of silence. There were
approximately 70 persons in the audience.
PRESIDENTIAL COMMENTS
The National Weather Service presented a StormReady road sign to the Village of Plainfield for
becoming certified as a StormReady community. In order to become certified, Plainfield Emergency
Management needed to meet several preparedness requirements. Mr. Bill Ferguson, Will County
Emergency Management, congratulated Plainfield Emergency Management.
TRUSTEE' S COMMENTS
Trustee Thomson commented that the building across the street from the Village Hall will be an asset
to the community. Trustee Dement questioned the demolition at 13 W. Ottawa Street. The building
inspectors will go out there to take a look at it. Trustee Fay thanked everyone for their hard work in
keeping Plainfield Fest in order. Mayor pro tem O'Connell thanked the Park District for another
great fest.
PUBLIC COMMENTS on Items not on the Agenda
Mr. Keith Cunningham, Champion Drive Resident, stated he received a letter from Code
Enforcement regarding the maintenance of his property and felt the letter was obnoxious.
BUSINESS MEETING
Clerk Janik requested to amend the Agenda to include as 6A an Executive Session for the purposes of
land acquisition and to change item #10, Edward Public Hearing, to continue to September 20.
Trustee Waldorf moved to approve the Amended Agenda. Seconded by Trustee Dement. Vote by
roll call. Fay, yes; Waldorf, yes; Collins, yes; Dement, yes; Trustee Thomson, yes; O'Connell, yes.
6 yes, 0 no. Motion carried.
Trustee Fay moved to approve the Consent Agenda to include: Minutes of the Board meeting held on
June 21, 2004; Bills Paid Report for July 1, 2004; Bills Payable Report for July 19, 2004;
Expenditure Report for June 2004; Revenue Report for June 2004; Cash and Investment Report for
June 2004; Resolution No. 1417 Dormant Special Service Area 26 for Grande Park Neighborhood
#13; Resolution No. 1418 Dormant Special Service Area 27 for Grande Park Neighborhood #14 &
# 16; Resolution No. 1419 Dormant Special Service Area 28 for Grande Park Neighborhood # 15 and
#17. Seconded by Trustee Waldorf. Vote by roll call. Fay, yes; Waldorf, yes; Collins, yes; Dement,
yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion carried.
#3 APPOINTMENT OF ACTING MAYOR
Trustee Fay moved to appoint Trustee Kathy O'Connell as acting Mayor. Seconded by Trustee
Waldorf. Vote by roll call. Fay, yes; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes;
O'Connell, yes. 6 yes, 0 no. Motion carried.
Mayor O'Connell thanked the Board and the staff for their support in the last five months and the
upcoming 9 months.
#4 YMCA
Mr. Testin stated that the proposed YMCA is located on the southeast corner and Indian Boundary
and Lockport Street. Mr. Testin reviewed the outstanding items as listed in the staff report.
Mr. Cliff Bender, Healy Bender Architects, gave a presentation reviewing with the Mayor and the
Board the modifications made to the proposed site plan since the last Board meeting. Mr. Bender
reviewed a landscape plan that revolves around the Village's Ordinance. Mr. Bender pointed out that
the trees and bushes that are proposed to be planted in the area around the ball fields and the open
play area pose a problem for a number of the YMCA programs like kite flying. Additionally,
supervision is an issue.
Trustee Waldorf agreed with Mr. Bender regarding the supervision of children stating that recently he
was watching his 4-year old granddaughter and when she outran him, he was able to still see her
clearly because of the absence of trees and shrubbery.
Mayor O'Connell suggested that perhaps the YMCA, to meet the Village Ordinance, could donate
the required trees to other public areas in the Village. Ms. Sandy Cowgill, chairperson of the C.W.
Avery YMCA, stated she did not like the idea of requesting money from other people to donate trees
to beautify the Village. Mrs. Kathy Kazmar, co-chair on the facility' s advisory committee, stated that
all the funding for the project is being donated. $7.2 million has been pledged so far, but another
$1.9 million is still needed. Mrs. Kazmar urged the Board not to have a few shrubs and trees stand in
the way.
Mr. Bender then reviewed the entrance feature. Mr. Bender pointed out that the YMCA would like to
relocate the entrance feature to the main sidewalk entrance, incorporating several benches and
limestone outcroppings. Since the pedestrian traffic entering the site would most likely pass through
this location, they feel this the most appropriate location for the entrance feature. Trustee Collins and
Mayor O'Connell agreed that this is a more appropriate place for the entrance feature.
Mr. Bender then pointed out that they have removed the 40% glazing from the building and have
added a series of pilasters to the east elevation. Three pilasters have been included on the west
elevation as well; these pilasters are not as detailed as the ones on the west side. Additionally on the
east elevation and the north elevation, they have added some additional treatment to the windows.
Administrator Burghard stated that the 40% glazing was in the annexation agreement because there
was concern on having a long massive just plain masonry elevation, this meets the intention of the
annexation agreement to break up the masonry. Mayor O'Connell, Trustee Dement, and Trustee
O'Connell indicated support for the changes to the architecture.
Mayor O'Connell pointed out that the YMCA is still providing 75% of the required landscaping and
she does not have a problem with reducing the landscape requirement. The trustees were in
agreement with Mayor O'Connell.
Trustee Fay moved to approve the site plan for a YMCA on Lot 2 of School Subdivision located
south of Route 126 and east of Indian Boundary Road subject to the 4 stipulations listed in the staff
report. Seconded by Trustee Collins. Vote by roll call. Fay, yes; Waldorf, yes; Collins, yes;
Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion carried.
#5 HISTORIC PRESERVATION ORDINANCE
Mr. John Kersh, planner, reviewed with the Board the changes made to the proposed Historic
Preservation Ordinance based on Board comments. Language has been included that requires the
recusal by an elected or appointed official upon finding a conflict of interest; Clarification of
language in the code/conflicts section (9-[5]-D-4) referencing the words shall/may; and clarification
on required maintenance, text was added that provides a notification process for individuals who do
not meet minimum standards for maintenance. Mr. Kersh pointed out that since owner's consent is a
requirement, staff does not foresee a problem with property owner's deliberately letting their property
fall into a state of neglect. Additionally, the definition of the word "site" was revised text from
Sections 9-[3]-H and 914]-J have been deleted to eliminate decisions based on inaction from the
Board and text has been added to eliminate demolition or construction permits once a completed
nomination application is received.
Trustee Collins indicated he still had an issue with Section 9-[8], it does not address an elderly person
who can not simply afford the fees and paragraph B is just one sentence and needs to be revised.
Trustee Collins moved to adopt Ordinance No. 2409 establishing a Historic Preservation Ordinance
for the Village of Plainfield removing Section 9-[8] and bring it back to the Board at a subsequent
meeting. Seconded by Trustee O'Connell. Vote by roll call. Fay, yes; Waldorf, yes; Collins, yes;
Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion carried.
Trustee Fay asked what the next step of the process is. Mr. Kersh responded that the next step of the
process is to assemble a commission.
#6 LAW ENFORCEMENT FACILITY PLANS
Mr. Pat Callahan and Mr. Fred Moyer gave a presentation highlighting the Space Program Study,
Preliminary Site Planning, Schematic Design Floor Plans, and Cost Review for the new police
facility. Mr. Callahan explained that they distributed a questionnaire to the police personnel and
performed individual interviews to gather some data on how the department functions and to help
determine the needs for a functional new facility. Mr. Moyer stated that they are proposing a 70,057
square foot building that includes 20,939 square feet of unfinished expansion space to accommodate
growth. The majority of the unfinished space is basement. This unfinished expansion space includes
reserved space for a future function of a branch court. The estimated cost to build this facility is
$12,011,789.
Trustee Fay asked why there was an increase in the original estimated cost. Administrator Burghard
stated that a space needs analysis was performed in 2002 and that analysis predicted less square
footage than what this anticipates and at that time court space was not included. Chief Bennett stated
he was concerned that the Township facility will not have adequate space to sustain the court and that
is why he requested a multi-purpose room. The community is also in need of meeting space, so the
room will not go unutilized. Chief Bennett pointed out that he hopes to receive grants from
Homeland Security for the future firing range and Emergency Management to be located in the lower
level.
Administrator Burghard pointed out that the purpose of this meeting is to bring the scope and the
direction of the project to the Board. The next process is for the architects to develop some
construction documents and bring back the finishes on the exterior of the building and more
refinement of the various spaces. This will need to be brought back to the Board several more times.
Is staff going in the right direction and does the Board want staff to proceed?
Trustee Collins indicated he liked the idea of having the unfinished space. Trustee Fay stated he
liked the extra space for expandability, but the economics of it is hard to justify at this time.
Trustee Waldorf moved to have the architects move forward and begin the start of construction
documents and design specifications and bring them back to the Board. Seconded by Trustee
Thomson. Vote by roll call. Fay, no; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes;
O'Connell, yes. 5 yes, 1 no. Motion carried.
#6A EXECUTIVE SESSION
At 9:00 p.m. Trustee Dement moved to adjourn to Executive Session for the purposes of land
acquisition to reconvene. Seconded by Trustee Thomson. Vote by roll call. Fay, yes; Waldorf, yes;
Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion carried.
Trustee Fay moved to reconvene. Seconded by Trustee Dement. Voice Vote. All in favor, 0
opposed.
The meeting reconvened at 9:40 p.m.
#7 REPORT ON FIRST BAPTIST CHURCH
Administrator Burghard stated the First Baptist Church is under contract to Mr. Carl Bryant and
previously the church applied for a demolition permit. Under the existing municipal code, the
Village was compelled to issue the permit, however, the church and Mr. Bryant agreed to a 30 day
delay in acting on the demolition. Subsequently, the Village engaged the services of Arris Architects,
Business Districts, Inc. (BDT), and Renaissance Restoration, Inc. (RRI). Mr. Lambert of Arris would
provide local historic background, advice, and consel on potential changes and review of other
consultants work. BDT would assess typical construction costs, market uses/rents, and the likely
response to development and/or redevelopment. RRI would survey the existing building, estimate
repairs/replacement costs, and evaluate the significance of the structure for potential rehabilitation or
restoration.
Administrator Burghard stated that he has received the reports from BDT and RRI. RRI has indicated
that the building is sound; it does need some short-term repairs and some long-term repairs. The
building is salvageable and could be used for adaptive reuse. BDI then looked at the economics of an
adaptive reuse and the economics of the proposal brought forth by Mr. Bryant. BDI felt that while
the locally proposed redevelopment of the entire block to include an adaptive reuse of the church was
admirable, that it didn't work economically. They also looked at an adaptive reuse of the building,
the economics are there to support it. It is not as economically cheerful as the proposal by Mr.
Bryant, but it is not a loser. Administrator Burghard pointed out there are basically four options to
consider: 1) Let Mr. Bryant and the Church proceed with demolition. 2) Pursue the acquisition of
the Church. 3) Encourage rehabilitation/reuse of the building through economic incentives.
4) Move the building.
Mr. Michael Lambert reviewed with the Board the history of the Church. Ms. Bridget Lane, BDT,
reviewed economics of the property. Mr. Fritz Miller, RRI, reviewed the building itself. Mr. Miller
indicated that how the windows are removed would be a key factor to the building's reuse. Mr.
Miller also pointed out that moving the building would diminish the value.
Trustee Fay stated he would like to meet with the Church and the developer to discuss the options.
Mr. Carl Buck, attorney for First Baptist Church, stated that the only option feasible financially
would be to move the building and in order to sit down, there has to be a clearly defined, realistic
goal.
Mayor O'Connell questioned if Mr. Bryant would be willing to discuss incentives and tax rebates.
Mr. Bryant stated he would be happy to listen, but he has already lost 30 days. Mr. Bryant informed
the Board that he has a letter of intent for a tenant.
Administrator Burghard stated he would try and schedule a meeting with Mr. Bryant, the Church, and
some elected officials.
#8 DOWNTOWN PARTNERSHIP
Ms. Flanigan stated that the primary purpose of the Downtown Partnership is to serve the downtown
businesses. They have 22 members. The money from the Village would be used for advertising,
small promotions, small business packets, and printing for the downtown brochure. There are no
administrative or salary fees.
Trustee Thomson asked how this organization differs from MainStreet. Ms. Flanigan stated that
MainStreet is more of a preservation based organization. The Downtown Partnership is just for
downtown business owners and to advertise the retail and restaurant businesses.
Administrator Burghard suggested to try the funding as an experiment.
Trustee Collins moved to approve to authorize the budgeted expenditure of $10,000 to the Plainfield
Downtown Partnership with the stipulation that it would be reviewed after 1 year and to recalculate
budget preparation and adoption next year. Seconded by Trustee Dement. Vote by roll call. Fay,
yes; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion
carried.
#9 FINAL PLAT APPROVAL FOR NEIGHBORItOODS, 14, 15, 16, 17, AND GRANDE
PARK BLVD, GRANDE PARK WEST
Mr. Testin stated that there has not been any changes or modifications.
Trustee Collins moved to re-approve the Final Plats for Neighborhoods 14, 15, 16, 17, Grande Park
Blvd and Grande Park West. Seconded by Trustee Waldorf. Vote by roll call. Fay, yes; Waldorf,
yes; Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion carried.
#10 EDWARDS PUBLIC HEARING
Trustee Thomson moved to open the Public Hearing and continue it to September 20, 2004.
Seconded by Trustee Waldorf. Vote by roll call. Fay, yes; Waldorf, yes; Collins, yes; Dement, yes;
Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion carried.
ADMINISTRATOR' S REPORT
No Report.
MANAGEMENT SERVICES REPORT
No Report.
COMMUNITY DEVELOPMENT REPORT
Mr. Testin stated that the church is requesting to amend the site plan to move the garage an additional
27 feet north with access off of the alleyway.
Mr. Michael Lambert, 601 N. DesPlaines Street, expressed concern regarding garage location and
that headlights and exhaust will be directed onto his deck.
Mr. Morris stated they moved the garage to try and accommodate one of the pastors that is
paraplegic. This location will help facilitate the pastor getting in and out of the garage as well as to
from the parsonage to the garage. Mayor O'Connell questioned whether or not the configuration of
the parking lot has changed since the site plan was approved. Mr. Robert Morris, architect, stated
that the drive and the parking have been changed. Mayor O'Connell asked if the church would be
willing to put up some privacy landscaping to accommodate Mr. Lambert. Mr. Morris responded that
he could not speak for the church.
Trustee Fay moved to defer the matter to the next Board meeting. Seconded by Trustee Collins.
Vote by roll call. Fay, yes; Waldorf, yes; Collins, yes; Dement, absent (stepped away from desk);
Thomson, yes; O'Connell, yes. 5 yes, 0 no, 1 absent. Motion carried.
Mr. Testin stated that the Village currently has an ordinance that prohibits the sale of materials within
the right of ways. The applicant is requesting permission to allow ice cream trucks.
Mr. Carl Post, resident, stated that he owned an antique Good Humor Ice Cream Truck and would
like to be able to sell ice cream at special events. Mr. Post informed the Board that he had tried to
sell ice cream at the MainStreet's Cruise Nights but was asked to leave. Ms. Lynn Reichert,
MainStreet, stated that Mr. Post approached her in regards to selling ice cream, she discussed with
issue with the MainStreet Board and because Cruise Nights is meant to help downtown businesses
and there are a couple businesses that sell ice cream, they felt it was not fair to the existing
businesses. After notifying Mr. Post, he came to Cruise Nights and started giving away ice cream.
Mr. Pat McKeown, MainStreet, stated he would not have a problem with Mr. Post displaying his
antique ice cream truck and Cruise Nights, but did have a problem with selling ice cream.
Trustee Fay indicated he would not have an issue with ice cream trucks. Trustee Collins indicated
that ice cream truck is providing a different product than what the downtown businesses are offering
and it should not affect them.
Trustee Dement moved to deny ice cream sales on or in a public street, parkway, or right-of-way
within the Village. Seconded by Mayor O'Connell. Vote by roll call. Fay, no; Waldorf, yes;
Collins, no; Dement, yes; Thomson, yes; O'Connell, yes. 4 yes, 2 no. Motion carried.
ENGINEER' S REPORT
No Report.
P[IBLIC WORKS REPORT
Trustee Dement moved to accept the low bid and authorize the Village President to execute a contract
with Comstock Earthmoving, Inc. to complete the construction of the "Springhole Creek Force Main
and Water Main" improvements at a total bid cost of $1,872,818,.90. Seconded by Trustee Waldorf.
Vote by roll call. Fay, yes; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes.
6 yes, 0 no. Motion carried.
Trustee Dement moved to approve Resolutions Numbers 1420, 1421, 1422, 1423, 1424, 1425
acknowledging previously approved expenditures within the Motor Fuel Tax Account during the
years of 1995, 1999, 2000, 2001, 2002, and 2003. Seconded by Trustee Waldorf. Vote by roll call.
Fay, yes; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no.
Motion carried.
Trustee Fay left the meeting.
Trustee Dement moved to accept the low bid and authorize the Village President to execute a contract
with Gallagher Asphalt to compete the 2004 Street Maintenance Program at a total bid cost of
$391,049.78. Seconded by Trustee Waldorf. Vote by roll call. Fay, absent; Waldorf, yes; Collins,
yes; Dement, yes; Thomson, yes; O'Connell, yes. 5 yes, 0 no, 1 absent. Motion carried.
Trustee Dement moved to accept the low bid and authorize the Village President to execute a contract
with Anderson Concrete, Inc. to complete the James Street Sidewalk improvements for the total bid
cost of $39,876.00. Seconded by Trustee Waldorf. Vote by roll call. Fay, absent; Waldorf, yes;
Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes. 5 yes, 0 no, 1 absent. Motion carried.
Trustee Fay returned.
Trustee Waldorf moved to approve an Agreement for Professional Services between the Village and
Crawford, Murphy, & Tilly, Inc. for design work related to the inspection and repair of the 127th
Street Bridge over the DuPage River, for the amount not to exceed $17,750.00 Seconded by Trustee
Collins. Vote by roll call. Fay, yes; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes;
O'Connell, yes. 6 yes, 0 no. Motion carried.
Trustee Fay moved to authorize the purchase of a Trackless Rotary Mower attachment from Standard
Equipment at a total quoted cost of $8,948.00. Seconded by Trustee Collins. Vote by roll call. Fay,
yes; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion
carried.
Trustee Waldorf moved to authorize the purchase of a John Deere 1435 Tractor from Shorewood
Home & Auto at a total state bid cost of $10,395.28. Seconded by Trustee Collins. Vote by roll call.
Fay, yes; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no.
Motion carried.
Trustee Fay moved to authorize the purchase of a Vermeer 502A Tree Stump Cutter from Vermeer
Midwest at a total quoted cost of $23,790.00. Seconded by Trustee Waldorf. Vote by roll call. Fay,
yes; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion
carried.
POLICE CHIEF'S REPORT
Trustee Waldorf moved to authorize the Mayor to execute employee agreements for two (2) new
officers appointed by the Police Commission. Seconded by Trustee Dement. Vote by roll call. Fay,
yes; Waldorf, yes; Collins, yes; Dement, yes; Thomson, yes; O'Connell, yes. 6 yes, 0 no. Motion
carried.
Chief Bennett reminded the Board that the Village Sticker fee doubles as of August 1, 2004 and that
signs will be placed within various subdivisions to make as many residents as possible aware of the
ordinance.
ATTORNEY' S REPORT
Attorney Harvey reported that the Judge ruled in favor of the Village in reference to Bank One.
Mayor O'Connell reminded everyone of the Committee of the Whole Workshop on July 26, the next
Board meeting on August 2, and Coffee with the Mayor on August 4.
Trustee Dement moved to adjourn. Seconded by Trustee Thomson. Voice Vote. All in favor, 0
opposed.
The meeting adjourned at 11:15 p.m.
Michelle Gibas, Recording Secretary
Approved:
Susan Janik, Village Clerk