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HomeMy Public PortalAbout01-23-2006 Village Meeting VILLAGE OF PLAINFIELD MEETING MINUTES JANUARY 23, 2006 AT: VILLAGE HALL PRESENT: J.WALDORF, J.DEMENT, P.FAY, B.LAMB, W.MANNING, M.COLLINS, AND J.RACICH. ALSO PRESENT WERE: S.JANIK, VILLAGE CLERK; J.HARVEY, ATTORNEY; C.MINICK, ADMINISTRATOR; D.WOLD, ENGINEER; A.PERSONS, PUBLIC WORKS DIRECTOR; J.DONAHUE, PLANNER; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; D.BENNETT, CHIEF OF POLICE; AND M.GIBAS, DEPUTY CLERK. Mayor Waldorf 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 30 persons in the audience. PRESIDENTIAL COMMENTS Trustee Fay moved to adopt Resolution No. 1475 approving an application for Illinois Municipal Assistance Programs Services. Seconded by Trustee Dement. Mayor Waldorf stated this is Community Assistance Program that will be used by the Plainfield Economic Partnership. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. TRUSTEE’S COMMENTS Trustee Dement stated that he is in support of Edward Hospital and will do anything he can to help bring it to Plainfield. Trustee Manning stated that Mr. Testin wrote a letter to the CEO of Rush Copley and the CEO of Provena telling them that they had not approached the Village in any way for approval to locate their facility here and asked if he had received a response. Mr. Testin stated that staff is planning on meeting with one of the consultants for that project. Staff was unaware a proposed medical facility and the proposed location does not allow for this type of use. Trustee Lamb stated that the Village needs much more medical care, Edward has worked hard to look at the needs of the Village and to respond. He attended the meeting in Joliet where Provena was talking about one of their programs; they had absolutely no interest in Plainfield. They spent the entire time at the meeting trying to shut up anybody that wanted to talk about Plainfield’s interests. And, then for them to have plans and not even talk to the Village is totally unacceptable and shows that they don’t really care about Plainfield. It sounds like a political ploy to make it difficult for Edward to respond to the legitimate needs of the Plainfield population. PUBLIC COMMENTS on Items Not on the Agenda Mr. Carl Buck, on behalf of the Plainfield Economic Partnership, thanked the Board for passing the Resolution and taking part in the study. Mr. Buck stated that PEP is exploring a TIF District. Village of Plainfield Meeting Minutes – January 23, 2006 Page 2 of 5 Mr. Morris Jones and Mr. Stanley Paulauskas, Arbor Creek Drive Residents, stated that they are still having trouble with their backyard sinking and reported that they have a meeting with the Village Administrator tomorrow. BUSINESS MEETING Trustee Fay moved to approve the Agenda. Seconded by Trustee Dement. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. Trustee Dement moved to approve the Consent Agenda to include: Minutes for the Board Meeting and Executive Session held on January 9, 2006; Bills Paid and Bills Payable for January 23, 2006; Revenue, Expenditure, and Cash and Investment Reports for December 2005; Letter of credit reductions for Heritage Oaks, The Streams Unit 2, and Liberty Grove Unit 3; Authorization of reimbursements to Centex Homes, the developer of the Crossings at Wolf Creek, for the Village’s th share of costs to improve 119 Street, in the amount of $450,000, pursuant to the approved annexation agreement; Resolution No. 1476 Abating the 2005 Tax Levies for the General Obligation Refunding Bonds, Series, 1999B; Resolution No. 1477 Abating the 2005 Tax Levies for the General Obligation Refunding Bonds, Series, 2000; Resolution No. 1478 Abating the 2005 Tax Levies for the General Obligation Refunding Bonds, Series, 2003A; Resolution No. 1479 Abating the 2005 Tax Levies for the General Obligation Refunding Bonds, Series, 2003B; Resolution No. 1480 Abating the 2005 Tax Levies for the General Obligation Refunding Bonds, Series, 2004A; Resolution No. 1481 Abating the 2005 Tax Levies for the General Obligation Refunding Bonds, Series, 2004B; Resolution No. 1482 Abating the 2005 Tax Levies for the General Obligation Refunding Bonds, Series, 2005A; Resolution No. 1483 Abating the 2005 Tax Levies for the General Obligation Refunding Bonds, Series, 2005B. Seconded by Trustee Racich. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. #3 MAINSTREET PLAINFIELD, INC. REPORT Administrator Minick stated that the Village’s independent auditing firm, Sikich Gardner & Co., has completed their examination of MainStreet’s financial records. Sikich’s report outlines several instances of lapses in internal controls and good business practices. They are: Bank Reconciliations are not being preformed; Invoices and supporting documentation for disbursements are not retained; Void checks are not properly defaced and retained; and there is no safe in use at MainStreet. Trustee Fay moved to accept the report of Sikich Gardner & Company on MainStreet Plainfield’s accounting practices and policies. Seconded by Trustee Racich. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. Trustee Dement asked if only 2004-2005 records were examined. Mr. Minick pointed out that there was a an examination of MainStreet’s records previously. At that time, the results were different. The records were examined by Mr. Minick as the Village’s Finance Director and there did not appear to be any problems. Trustee Manning asked if there was a period during the investigation that controls were exhibited. Mr. Dan Berg, Sikich Gardner & Company, stated that the MainStreet Board began approving invoices and check disbursements in the summer of 2005. Trustee Racich asked if these examinations of records typically take 5 months. Mr. Berg stated that the examinations do not typically take this long. There were several discussions with Mr. Curtis in efforts to find the missing documents. Village of Plainfield Meeting Minutes – January 23, 2006 Page 3 of 5 #4 FISCAL YEAR 2005 VILLAGE AUDIT Mr. Dan Berg, Sikich Gardner & Company, reviewed the Audit Report with the Board. Trustee Lamb requested having a page in the Report that outlines and explains depreciation of assets. Mr. Dan Berg, Sikich Gardner & Company, stated that they will be able to do expand on the one that is currently included. Trustee Fay moved to accept the audit and Management Letter of Village of the Village of Plainfield for the fiscal year ended April 30, 2005. Seconded by Trustee Racich. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. Trustee Collins asked what would be the next step for MainStreet. Mr. Minick stated that the only thing on the Agenda for this evening was accepting the audit report. MainStreet has not yet requested funding from the Village. When MainStreet makes a request, the Village Board at that time will make a decision on the whether or not to fund the organization. Trustee Manning stated that if and when MainStreet applies for funding, a strong program of corrective action should also be presented at that time. Trustee Racich stated that he too felt that MainStreet should bring forth a corrective action plan when they apply for funding. #5 518-520 W. LOCKPORT STREET SALES TAX REBATE Trustee Fay moved to approve a sales-tax rebate agreement with the owner of 518-520 W. Lockport Street for reimbursement of final 10 percent of façade improvement costs with 90 percent reimbursement made previously through the façade grant program. Seconded by Trustee Racich. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. Mr. Dick Anderson, resident, asked when public comments on items on the Agenda are allowed. Mr. Minick stated that the proper time would have been to raise your hand at the time the item was being discussed. Trustee Racich stated that the procedure of the Board has always been that Public Comments are for items not on the Agenda. During an item discussion, the Chair can recognize an individual, but it has not been the practice in the past. If everyone was allowed to comment on every agenda item, the meeting would never end. Trustee Dement stated that if the individuals wanted to ask questions about the audit when the audit was presented, it is the Chair’s position to either acknowledge the individual or to not acknowledge the individual. Trustee Manning pointed out that currently there are several people that would like to discuss the MainStreet issue and they should be advised of when they can speak. Mayor Waldorf stated that he will take public comments about MainStreet if and when MainStreet requests the funding. If it is not on the Agenda, there is a place for public comments on the Agenda. It was the consensus of the Board to proceed with the Agenda. #6 KENSINGTON CLUB/VAN DYKE ROAD RECAPTURE AGREEMENT Trustee Fay moved to direct the Village Attorney to draft an Ordinance to adopt recapture for costs of th roadway improvements to Van Dyke Road south of 127 Street, as detailed in the Agreement Authorizing Reimbursement for the Construction of Improvements Beneficial to the Public. Seconded by Trustee Collins. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. Village of Plainfield Meeting Minutes – January 23, 2006 Page 4 of 5 TH #7 PRAIRIE PONDS/135 STREET ROAD RECAPTURE AGREEMENT Trustee Fay moved to direct the Village Attorney to draft an Ordinance to adopt recapture for costs of th roadway improvements to 135 Street generally east of Heggs Road, as detailed in the Agreement Authorizing Reimbursement for the Construction of Improvements Beneficial to the Public. Seconded by Trustee Dement. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. #8 ROUTE 30/WEST NORMAN DRAIN BIKE TRAIL FEASIBILITY STUDY Mr. Jim Donahue, Planner, stated that the Village entered into an agreement with Christopher B. Burke Engineering to conduct a feasibility study relating to a potential bike trail crossing of Route 30 near the West Norman Drain. The study was done to see if a safe, cost effective crossing type (i.e. at- grade, bridge, or underpass) could be done to connect the existing and future trails as identified in the Open Space Plan. Mr. Donahue then reviewed the study. Trustee Fay stated that he felt other projects would take priority over this one and staff should research some funding sources. Trustee Lamb stated that he too felt that there are other projects that would take priority. Trustee Dement stated that he agreed with Trustee Fay and Trustee Lamb, and that he would like to see from funding from developers. Jim Testin stated that his understanding from the Board comments is that the timing is not correct, connections are important for the bike trails, and some priorities, especially with the downtown bridge, would be the top priority for the Board at this time. ADMINISTRATOR’S REPORT ’ Trustee Fay moved to authorize the Mayor to execute the Letter of Intent and Understanding to work with the Villages of Bolingbrook and Homer Glen to establish a value for the Illinois American Water System. Seconded by Trustee Dement. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. Mr. Minick stated that at the staff level, we have had some preliminary discussions with the Villages of Bolingbrook and Homer Glen to investigate the possibility of establishing a Northern Will County Water Commission. If the Commission is formed, it would purchase the water line/main coming from Bedford Park. In order to determine the feasibility of the formation of such a commission, we first need to be able to place a value on the water system that Illinois American currently owns. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. ENGINEER’S REPORT No Report. COMMUNITY DEVELOPMENT REPORT Mr. Testin announced that Settlers’ Park was chosen as the winner in its division and category for the Outstanding Facility and Parks Award by the Illinois Park and Recreation Association. Village of Plainfield Meeting Minutes – January 23, 2006 Page 5 of 5 PUBLIC WORKS REPORT th Trustee Dement moved to approve an Agreement with Service Star for 119 Street Improvements. Seconded by Trustee Racich. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. POLICE CHIEF’S REPORT There were no questions on the December 2005 Operations Report. Trustee Dement moved to approve Change Order #1 to complete the range wall and related rooms, along with the ductwork and roof mounts necessary for final mechanical equipment, for the New Police Facility, for the amount not to exceed $130,000; and to approve Change Order #2 to allow for light fixtures, electrical work, and sidewalks in the Parking Lot of the New Police Facility for the amount not to exceed $135,115.00. Seconded by Trustee Collins. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes. 6 yes, 0 no. Motion carried. Chief Bennett pointed out that the Police Department currently utilizes the South Treatment Plant to store confiscated vehicles. Chief Bennett requested Board permission to get proposals on preparing a place at the new facility to store the confiscated vehicles. The Board had no objection. ATTORNEY’S REPORT No Report. Mayor Waldorf reminded everyone of the YMCA Dedication on January 25; the Historic Preservation Commission Meeting on January 26; the Plan Commission Workshop on January 31; Coffee with the Mayor on February 1; the next Board Meeting on February 6. Trustee Fay asked for a status report on the Attorney General investigation where the Board of Trustees was alleged to have violated the law. Trustee Racich moved to adjourn. Seconded by Trustee Collins. Voice Vote. All in favor, 0 opposed. Motion Carried. The meeting adjourned at 8:50 p.m. Michelle Gibas, Deputy Clerk Approved: Susan Janik, Village Clerk