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HomeMy Public PortalAbout04-03-2006 Village Meeting VILLAGE OF PLAINFIELD MEETING MINUTES APRIL 3, 2006 AT: VILLAGE HALL PRESENT: J.WALDORF, M.COLLINS, J.RACICH, J.DEMENT, P.FAY, B.LAMB, AND W.MANNING. ALSO PRESENT WERE: S.JANIK, CLERK; J.HARVEY, ATTORNEY; C.MINICK, ADMINISTRATOR; S.AMANN, ENGINEER; A.PERSONS, PUBLIC WORKS DIRECTOR; T.PLECKHAM, MANAGEMENT SERVICES DIRECTOR; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; A.DE BONI, COMMUNITY RELATIONS 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 60 persons in the audience. PRESIDENTIAL COMMENTS Mayor Waldorf asked that all public comments be held to 3 to 5 minutes per topic. TRUSTEE’S COMMENTS Trustee Fay congratulated the Historical Society for hosting a wonderful Trivia night. Trustee Collins asked about the National Day of Prayer. Administrator Minick stated that it will be held outside near the flagpole. BUSINESS MEETING Trustee Fay moved to approve the Agenda. Seconded by Trustee Racich. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. The public comments section of the Agenda was inadvertently bypassed. Clerk Janik then asked for public comments. PUBLIC COMMENTS on Items not on the Agenda Ms. Sandi Smith, President of MainStreet Plainfield, Inc., stated that MainStreet has previously nd submitted an invoice for the 2 installment of funding from the Village and asked the Board to consider releasing the funds. Clerk Janik continued with the Business Meeting. Trustee Fay moved to approve the Consent Agenda to include: Approval of the Minutes of the Board Meeting held on March 20, 2006; Bills Paid and Bills Payable for April 3, 2006; Approval of Ordinance No. 2542 approving a Special Use for a Planned Unit Development in the B5 District for First Midwest Bank; and approval of a rental agreement with Mustang Construction for the utilization of the 1+/- acre located south of Village Center Drive and east of Van Dyke Road for purposes of locating temporary portable toilet facilities. Seconded by Trustee Racich. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. Village of Plainfield Meeting Minutes – April 3, 2006 Page 2 of 8 #3 MAINSTREET PLAINFIELD INC. Ms. Sandi Smith, President; and Ms. Jeanette Nelson, Treasurer, reviewed some changes that will be implemented as a result of the audit. Bank reconciliations will be done on a monthly basis, a safe will be purchased, invoices will be issued for vendors instead of using the application only, and the Executive Director will have bookkeeping and accounting experience. Ms. Nelson stated that the supporting documents for checks that were written have been found, with the exception of one that was paid to a vendor during Cruise Nights. Ms. Smith pointed out that the past executive director lacked office/organizational skills and that was the reason that invoices and checks were missing. Mr. Curtis’ lack of organizational skills was a factor in the reason his contract was not renewed. Ms. Smith pointed out that Mr. Curtis was under contract and that was the reason he was not terminated sooner. MainStreet could not afford to buy out his contract and hire another Director. MainStreet has focused on completing the audit rather than searching for an Executive Director. Additionally, it would be difficult to try to hire someone with out knowledge of funding from the Village. MainStreet cannot exist without Village funding. Trustee Lamb asked if there was a Comprehensive 2005 or 2006 Work plan. Ms. Smith stated that a Work Plan was not put together; it was repeatedly asked for Mr. Curtis to prepare one and he failed to do so. Trustee Lamb pointed out that membership must equal 1/3 of the MainStreet’s budget and with only 21 members, that requirement is not being upheld. Trustee Lamb asked whether or not MainStreet would be interested in help from the Plainfield Economic Partnership. Ms. Smith responded that the help would be welcomed. Trustee Fay asked if MainStreet was intending on running Spring Fest and Harvest Fest this year. Ms. Smith stated that it is too late to do Spring Fest, the request for road closures needed to be submitted to IDOT, but there is a possibility for Harvest Fest. Administrator Minick asked if MainStreet was planning on hosting Cruise Nights this summer. Ms. Smith stated that they are hoping that is going to be the first event that they are going to be able to kick off. It is kind of late for the Easter event. Trustee Racich questioned the reduction in membership as reported in the 2002 and 2003 tax return. Ms. Smith stated that Mr. Reichert actively pursued membership and membership has not been pursued as much as before. Trustee Racich asked why the records as requested by the auditors so dismal. 42% of the samples requested by the auditors could not be found; there were uncounted numbers of invoices not marked approved or paid; no bank reconciliations were preformed; there were no internal controls over audits; there were no internal controls over disbursements; the entire situation was a financial mess and the Village of Plainfield was funding it. MainStreet has many financial and organizational problems and this Board has to examine this situation. Does MainStreet have a viable future? He feels very strongly that there are a number of economic groups in the Village, the Plainfield Economic Partnership and the Plainfield Chamber of Commerce. After reading the review of the audit, the procedures are dismal at best and he feels very strongly that the Village should not be funding a group that performed in the past as you folks have performed. nd Trustee Racich questioned if the Board was obligated to release the 2 installment. Administrator Minick stated that the funds are budgeted, but the Board is under no obligation to release the funds. Trustee Manning stated that an agreement was signed with Illinois MainStreet and asked if the 2005 Work Plan, 2005 Budget, and list of the Board and chairpersons, and a copy of the annual report had Village of Plainfield Meeting Minutes – April 3, 2006 Page 3 of 8 been provided to Illinois MainStreet. Ms. Smith stated that work plans are not submitted until after st the elections in June. July 1 is when committee chairs are appointed and the committee chairs are to draw up work plans. The annual budget is supposed to be submitted in October. The agreement was signed in April 2005 and the 2004 work plans and budget is what was submitted to Illinois MainStreet and she is assuming that Mr. Curtis submitted the required documents. Cathy, Cathy’s Sweet Creations, stated that she attends every event that his held in downtown Plainfield and expressed concern that MainStreet did not solicit her for membership. She supports the events held by MainStreet, but she is not happy with the way that the organization itself is run. Jeff, Front Street Cantina employee, stated that the downtown events must continue and Cruise nights brings customers to the Cantina. Michelle Heinzel, La Salon de Sierne, stated that she resigned from MainStreet; the organization needs to be reorganized. Peg Megrant, Magnolia, stated that she enjoys the festivals and cruise nights, but she does not agree with a lot of stuff. Diane, Marmalade Tree, stated having events and bringing activity to the downtown is important whether or not it is MainStreet that does it. Sam Reichert, business owner and past MainStreet President, stated that the festivals help the downtown businesses. The past Executive Director for MainStreet was good a bookkeeping; Mr. Curtis was a good promoter; MainStreet needs to find an Executive Director that combines both qualities. MainStreet cannot do that without the support of the Village. Trustee Collins commented that he was disappointed that during Cruise Nights or Hog Nights that some of the downtown businesses were closed. People should put their own feelings aside for the betterment of the community. MainStreet needs corrective action to obtain cohesiveness in management. With cohesiveness in the Management, MainStreet will be a better organization. Trustee Lamb stated that he agrees with Mr. Reichert about the Executive Director and stated that he thought PEP could be of some assistance. There needs to be a program priority that says let’s build the downtown, that’s not supporting a particular organization per say, it’s do the thing for downtown and somehow we need to find a way of meshing the interests and convincing people that it is in everybody’s best interest to do a good job of that. Trustee Manning stated that the downtown business owners testified that the fests and Cruise Nights were beneficial to their businesses. We need to make some requirements of MainStreet to include establishing procedures to guarantee adequate financial performance, a timely budget, and a timely business plan, so that we can be assured that they are moving in the right direction. Trustee Dement stated that enjoyment is a plus, but MainStreet is in somewhat of a disarray and needs some reorganization. Trustee Fay stated that the events were viable and should continue, but a new organization should emerge. Trustee Fay also expressed some concern regarding asking PEP for help. Trustee Dement stated that PEP would not be running the events, but offering assistance. Trustee Racich stated that he felt that MainStreet could be a part of the Plainfield Area Chamber of Commerce. The Village Board needs to be fiscally responsible. Administrator Minick recapped the discussion. MainStreet needs to address the issues for record keeping, devise a Work plan, and a Budget for the next fiscal year and bring those items back for to the Board review and request for funding. #4 CIVIL WAR MONUMENT Sergeant Kevin Greco gave a presentation regarding the 1924 Civil War Monument. The names that were inscribed on the monument were previously removed and the monument was purchased by Mr. Village of Plainfield Meeting Minutes – April 3, 2006 Page 4 of 8 Bill Jacobs. Mr. Jacob’s has agreed to donate the monument back to the Village in exchange for a smaller monument. Sergeant Greco suggested placing the monument at Settlers’ Park. The cost to restore the names of the Plainfield Service Personnel, exchange for smaller monument, move the monument to Settlers’ Park, and landscape the monument site would be approximately $30,000. Trustee Fay moved to authorize the retrieval, restoration, and placement of the Civil War Monument at Settlers’ Park for the sum not to exceed $30,000.00. Seconded by Trustee Dement. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. #5 VILLAS OF PLAINFIELD Mr. Testin stated that the petitioner is seeking approval to develop 92 age-targeted townhomes in 23 four-unit building clusters on approximately 20 acres east of Illinois Route 59, south of the Parkview Meadows Subdivision and west of the Arbor of Plainfield development. Both staff and Plan Commission recommend denial based on several issues including a land-use change to the Comprehensive Plan, incorporation of a stub street, the internal private street should be made a public street, and the reduction of setbacks. Mr. John Argoudelis, attorney for the applicant, stated that through the review process people liked the product itself. The reason for recommendation for denial was because of several items that were under discussion. Tonight, we are looking to convince the Village Board to approve this item and to have a good discussion with the Village Board regarding the items in question. Mr. Chip Krusemark, Wilcox Development Group, reviewed the proposed site plan as well as some of the proposed products with the Mayor and the Board of Trustees. Mr. Krusemark pointed out that this proposed development will generate approximately 1.6 persons per household versus the average Plainfield household of 3.14, so rather than just looking at homes per acre look at the people per acre. The blended density as presented by staff of 2.73 times the number of residents that are listed on the Plainfield website comes out to about 8.7 residents per acre and that is at the low end of the blended density range, this development will have about 6.7 people per acre. Single family homes generate approximately 10 trips per day; this development will generate approximately ½ of that and since most of the residents are retired or semi-retired they are not traveling at the peak traffic times. This development, according to surveys and also to their subdivision in Joliet, will generate 2 school children. With 92 units and 2 children, this subdivision will be a net benefit of almost $400,000 per year to the school district. Trustee Fay questioned the connectivity issue. Mr. Krusemark stated that there are already 4 connection points. Having the stub road come through will cause the loss of a unit as well as detention. Trustee Fay inquired as to whether or not the development will have an affect on the water issues. Steve Amann, Baxter and Woodman, stated that this development will not have a positive impact on the water table nor will it have a negative impact if it is designed properly. Trustee Lamb stated that this situation is unique and there are enough positives. Trustee Manning asked for clarification that the product being shown to the Board this evening is the product that will be built in the subdivision. Mr. Krusemark replied that it will be the same product that is being presented this evening. Trustee Manning asked if the developer had addressed any of the concerns presented by the Plan Commission. Mr. Krusemark stated that they made adjustments to the setbacks, they will make the loop road public if that is the wishes of the Board, and they are within Village of Plainfield Meeting Minutes – April 3, 2006 Page 5 of 8 the density ranges and that is not even addressing the added bonuses; they can not compromise on the density. Trustee Manning commented that he acknowledged that this is a very difficult piece of property to develop; this is the fourth project that has come forth. Trustee Manning also acknowledged that product was terrific looking and it addresses an issue that the Village has in regard to providing adequate housing for that segment of the market. There are good parts and bad parts and he has to get over the bad parts. Trustee Racich indicated that he visited the developer’s Joliet subdivision and thought it was nice, but the product was too close and was extremely dense. Trustee Racich stated that he would like the developer to work with staff on density. Mr. Krusemark stated that the development in Joliet is different than the one proposed for Plainfield; Plainfield is much less dense, the distance between the buildings is 68 feet compared to 55-60 feet in Joliet, and the buildings are a step or two up. Jim Testin stated that the amenities not enough to get to the 50% bonus that the developer is requesting. Trustee Lamb stated that closeness with the neighbors is not perceived to be a problem with the age group that he belongs to; it is desirable. The impact on the school system is also positive. They have made enough changes and it is something that he can now support. Mayor Waldorf indicated that he also liked that the development has a positive impact on the school district. Trustee Dement stated that it would be a great benefit to the school district if you can guarantee that for the life of the development that is the way it is going to be. Trustee Lamb moved to approve the request for Comprehensive Plan amendment, special use for planned unit development, site plan review, and preliminary plat for the proposed Villas of Plainfield. Seconded by Trustee Manning. Vote by roll call. Collins, yes; Racich, no; Dement, no; Fay, no, Lamb, yes; Manning, yes, Waldorf, yes. 4 yes, 3 no. Motion carried. Trustee Racich stated that he has a position paper that was written by the Mayor in May 2003 when he was a Trustee. Two points that were addressed in that paper were: 1) Do we have a competent professional staff working for the Village? Do we trust their judgment? 2) Do we believe that the members of the Village Planning Commission are competent and thorough in their part of the evaluation process? I think you answered no to those questions tonight when you voted yes to break this particular tie. Trustee Lamb stated that he has attended all of the meetings and has been part of the zoning ordinance group and he too has a strong ideal of supporting staff and the Plan Commission. In this case, there were enough extenuating circumstances that they preferred to refer it to the Board for a final decision. I don’t think we undercut them necessarily, we’ve discussed the issues and it’s a matter of how you weigh them. #6 THREE IN ONE DAYCARE Trustee Manning left the meeting at 9:50 p.m. Trustee Fay moved to direct the Village Attorney to draft an ordinance approving a Special Use for a th Daycare on a R-1 zoned parcel generally located on the northeast corner of 127 Street and Gilmore Road, subject to the stipulations noted in the staff report. Seconded by Trustee Collins. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, absent. 5 yes, 0 no, 1 absent. Motion carried. Trustee Fay moved to accept the Plan Commission’s recommendation and approve the site plan for a th Three In One Daycare generally located on the northeast corner of 127 and Gilmore Road, subject to the stipulations noted in the staff report. Seconded by Trustee Dement. Village of Plainfield Meeting Minutes – April 3, 2006 Page 6 of 8 Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, absent. 5 yes, 0 no, 1 absent. Motion carried. Trustee Manning returned to the meeting at 9:55 p.m. Ms. Johnson, applicant, stated that the day care center will be approximately 8,042 square feet and they will provide child care services as well as before and after school care. #7 MCDONALDS Mr. Jim Testin stated that the applicant is requesting a Special Use for a Planned Unit Development including a drive through, site plan approval, and final plat approval for Lot I-8 in the Plainfield Business Park. Staff is seeking Board direction regarding the current billboard sign that is on the property. Mr. Gary Taylor, attorney for McDonalds, and Mr. Munson, attorney for the property owner, were present. Mr. Munson stated that the property owner currently has a lease with Viacom for the base of the Billboard sign. Viacom expressed no interested in terminating the lease. The current lease expires in 2011. Mr. Taylor stated that McDonalds would prefer not to have the billboard, but they do understand that there is a lease and would like to continue with the plans for a McDonalds on that property. There was some general discussion regarding the terms of the lease as well as the annexation agreement. Staff will look at the lease and the annexation agreement to see how the billboard is addressed. Items b and c will be brought back to the Board for consideration with the ordinance for Special Use Permit for a Planned Unit Development. Trustee Fay moved to direct the Village Attorney to draft an ordinance approving a Special Use Permit for a Planned Unit Development including a restaurant with a drive thru in the B-3 zoning district for a McDonalds restaurant subject to the stipulations noted in the staff report. Seconded by Trustee Dement. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. #8 MENARD, INC. Trustee Fay moved to approve the Site Plan for Menard, Inc. Yard Access Improvements and Lot Line Adjustment, subject to conditions as noted in the staff report. Seconded by Trustee Collins. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. Trustee Fay moved to approve the Final Plat of Subdivision (Resubdivision on Lots 1 and 2 in the Menards of Plainfield Subdivision) for Menard, Inc., subject to the conditions as noted in the staff report. Seconded by Trustee Collins. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. Village of Plainfield Meeting Minutes – April 3, 2006 Page 7 of 8 #9 2006-2007 FISCAL YEAR BUDGET Administrator Minick reviewed the proposed changes made to the budget draft to incorporate suggestions as noted from the Village Board. The proposed changes include the removal of 2 staff positions, the Human Resources Assistant and the GIS Tech; and removal of the 2 ½ ton truck from the equipment line of the Capital Improvements Fund. The following projects have been added to the draft budget: $75,000 for bathrooms at Settlers’ Park; $90,000 for landscaping at the EJ&E viaduct and Route 59; $70,000 for repair of curb and handicap ramps on Lockport Street in the historic downtown corridor; $365,000 for burying utility lines along Lockport Street west of the river; and $200,000 for other smaller projects that can be allocated as situations arise within the Village. Additionally, a $20,000 allocation to the Historic Preservation Grant Program has been added. The mentioned items will come before the Board before the expenditures are approved. Trustee Collins stated he brought up most of the additions as mentioned. He would be amenable to putting some of the money aside for the burying of the utility lines for a future project. Additionally, in future budget discussions the Board should have more input. #10 ALDI INC. Trustee Collins moved to adopt Ordinance No. 2543 increasing the amount of Class B-1 Liquor Licenses from two (2) to three (3) for the Aldi Store located at 13550 Route 59. Seconded by Trustee Dement. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. ADMINISTRATOR’S REPORT Administrator Minick reported that the official census population number is 30,314. Trustee Fay moved to approve the Historical Society’s request for permission to sell candy, chips, pop, and water at the Settlers’ Park Movie Nights. Seconded by Trustee Racich. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. MANAGEMENT SERVICES REPORT No Report. ENGINEERS REPORT Due to the lateness of the hour, the Engineer’s report was postponed to a subsequent meeting. COMMUNITY DEVELOPMENT REPORT Trustee Fay moved to approve the request from Kiwanis for a temporary use for an outdoor market at the Target Center. Seconded by Trustee Racich. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. Trustee Dement moved to authorize the Village President to execute and the Clerk to attest to the Memorandum of Agreement for GIS data sharing between the Village and the Plainfield Park District. Seconded by Trustee Fay. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. Village of Plainfield Meeting Minutes – April 3, 2006 Page 8 of 8 PUBLIC WORKS REPORT Trustee Fay moved to authorize the Village President to execute a professional service agreement with Christopher B. Burke Engineering, Ltd. to complete the required Marybrook/Quail Run area floodplain revision application/survey at a cost not to exceed 11,600.00 and to allow for the reimbursement of actual costs paid by Village property owners in their efforts (application/survey) to revise the floodplain maps within the Marybrook/Quail Run area. Seconded by Trustee Dement. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. Mr. Persons stated that the Will County Transportation Committee has approved an additional three million dollars in grant funding for future Plainfield transportation improvements that is in addition to th the two million that was previously committed to the Village: 127 Street and Van Dyke Road - rdrd $1,000,000; Steiner Road – Route 126 to 143 Street - $1,000,000; 143 Street extension from Route 59 to Route 126 - $2,000,000; and Renwick Road – DuPage River East - $1,000,000. Mr. Persons stated that the railroad crossing at Renwick Road, east of Route 30 will be closed for repair from April 24 to April 28. POLICE CHIEF’S REPORT Trustee Fay moved to adopt Ordinance No. 2544 regarding excessive noise caused by engine braking. Seconded by Trustee Collins. Vote by roll call. Collins, yes; Racich, yes; Dement, yes; Fay, yes, Lamb, yes; Manning, yes. 6 yes, 0 no. Motion carried. ATTORNEY’S REPORT No Report. Mayor Waldorf reminded everyone of the Plan Commission Meeting on April 4; Coffee with the Mayor on April 5; the Committee of the Whole Workshop on April 10; and the Historic Preservation Commission Meeting on April 13. Trustee Fay moved to adjourn. Seconded by Trustee Racich. Voice Vote. All in favor, 0 opposed. Motion carried. The meeting adjourned at 10:50 p.m. Michelle Gibas, Deputy Clerk Approved: Susan Janik, Village Clerk