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
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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.
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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
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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
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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
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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
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the two million that was previously committed to the Village: 127 Street and Van Dyke Road -
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$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