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HomeMy Public PortalAbout12-18-2006 Village Meeting VILLAGE OF PLAINFIELD MEETING MINUTES DECEMBER 18, 2006 AT: VILLAGE HALL PRESENT: J.WALDORF, P.FAY, B.LAMB, W.MANNING, M.COLLINS, J.RACICH, AND J.DEMENT. ALSO PRESENT: J.HARVEY, ATTORNEY; C.MINICK, ADMINISTRATOR; S.LARSON, ENGINEER; E.GALLT, TRAFFIC ENGINEER; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; D. KISSEL, WASTEWATER SUPERINTENDENT; T.PLECKHAM, MANAGEMENT SERVICES DIRECTOR; D. BENNETT, CHIEF OF POLICE; M.GIBAS, VILLAGE CLERK;AND L.GRIFFITH RECORDING SECRETARY. Mayor Waldorf called the meeting to order at 7:00 p.m. Roll call was taken, all Trustees were present. Mayor Waldorf led the pledge to the flag. There were approximately 13 persons in the audience. PRESIDENTIAL COMMENTS Mayor Waldorf announced that Wayne Perry, owner and publisher of The Enterprise, passed away. He read a brief statement regarding the good job done at the Enterprise. Each of the Trustees offered condolences and support. Mayor Waldorf also included an announcement on the wake and funeral. Mayor Waldorf proclaimed December 2006 as Drunk and Drugged Driving Prevention Month. Mayor Waldorf also said that he attended the Madrigal dinner at Plainfield North. TRUSTEE COMMENTS Trustee Manning thanked Amy De Boni and Chief Bennett for working on the Village Christmas Party. Trustee Fay just wished everyone a blessed Christmas and joyful new year. On December 16, Trustee Racich attended an open house for Fire Station #3 and encouraged people to attend functions such as these. Trustee Racich said that the third mission trip to Slidell was completed. He thanked the Board, community, residents, businesses, and developments for support. He said that $10,000 worth of $50 gift certificates were given to Slidell workers, and 34 large cases of new toys were delivered and distributed. Plainfield also donated two used police cruisers. He thanked John Stratton and Michael Collins for making the trip and asked Michael Collins for reflections. Trustee Collins thanked Trustee Racich for his continued leadership in the relationship with Slidell and thanked Jon Stratton for his attendance. He said that Slidell was similar to Plainfield and wanted people to know that many homes were still under construction. He said that FEMA trailers could be Village of Plainfield Meeting Minutes ? December 18, 2006 Page 2 of 8 found throughout Slidell, and there were blue tarps on houses that had not yet been reconstructed. He also said that many homes had not been fixed due to insurance negotiations. Slidell?s mayor said that the squad cars would be used by the city. He also had supper with the Chief of Police who said that the two police cars from last year were used because 33% of the fleet was destroyed. Trustee Collins asked the Board to consider sharing the finance of the Renwick fence with the Forest Preserve. Trustee Collins said that he took a trip through the new Police facility and thought it was a fabulous building. Trustee Collins asked about the house behind the GoTane that now had broken windows. He also said that a resident was questioning the lighting at the building on Union and Route 59 which shined light into the adjacent house. Trustee Collins also asked the trustees how many banks would be within a mile and a half of the new one. He believed it would be seven. Mr. Minick said that he would follow up with the code enforcement issues. Trustee Fay said that last Tuesday there was a concept presentation on the Riverfront design and thought that Trustee Dement did a good job fielding questions. Because of resident concerns, he requested that the residents be assured that no homes would be condemned or taken. Mr. Minick said that this could be done, but it was never the intent and the letter did not mention condemnation. The intention was that, as properties came up for sale, the Village would consider acquiring them with the Park District as the Riverfront project moved along. Trustee Dement said that was one of the initial meetings with adjoining property owners and that there would be an additional meeting. He reiterated that no formal action was to be taken, and the planner was just trying to get input. Trustee Lamb thought the perception was that the Village was further along, and he clarified that this was more of just a painting of what could be if Plainfield was starting fresh. Mayor Waldorf said that Trustee Dement did a good job at the meeting, and Trustee Dement said that this would be good for the town and further plans would be forthcoming. PUBLIC COMMENTS on Items not on the Agenda Todd Milliron (Yorkville resident) said that he was here two weeks ago to let Plainfield know that the citing document was available. He confirmed that Mayor Waldorf had contacted the Yorkville mayor. Mayor Waldorf said that this was a lengthy process and would continue to be talked over. A discussion ensued regarding talking about this case. Mr. Milliron also handed out a copy of material and gave the name of a contact to help clarify the document or use as a resource. He summarized by asking that Plainfield help out in defense against the project. Mr. Minick said that he had downloaded the document and started reviewing it. He would come forward with an update in the New Year with some help from the engineers. Trustee Dement asked if there might be as many as three landfills, but Mr. Minick said he only knew of two. Mr. Milliron confirmed that there were three landfill sites and went over the three locations. Trustee Racich said that he had spoken to some people about this and said that the communities were connected. He said that over 300 trucks might Village of Plainfield Meeting Minutes ? December 18, 2006 Page 3 of 8 be expected in a traffic system that Plainfield was already struggling with. He encouraged information to keep coming in. BUSINESS MEETING #1 APPROVAL OF AGENDA Trustee Collins moved to amend and approve the Agenda to include the discussion of personnel in the Executive Sesssion. Seconded by Trustee Fay. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. #2 CONSENT AGENDA Trustee Fay moved to approve the Consent Agenda to include: Minutes of the Board Meeting of December 4, 2006; Bills Paid and Bills Payable for December 18, 2006; Cash & Investments, Revenue, and Expenditure Reports for November 2006; Letters of Credit Reduction for Liberty Grove, Units 1-7 and Meadow Lane, Springbank Units 1 and 2, and Tuttle Estates Unit 2; and Ordinance No. 2605 approving the Village?s Building Code amendments, except Article 11. Seconded by Trustee Collins. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. #3 EMPLOYEE ASSISTANCE PROGRAM PRESENTATION Trustee Fay moved to approve the Employee Assistance Program Service Summary with Bensinger, DuPont and Associates for the provision of EAP services to the Village of Plainfield. Seconded by Trustee Racich. Ms. Pleckham introduced Terry Strickland who reviewed the Employee Assistance Program. Trustee Dement confirmed that the firm had been doing business since 1982. He asked what would happen if an employee was diagnosed as an alcoholic and intervention was recommended. Mr. Strickland said that an appointment would be made with the employee to make a recommendation. Trustee Dement asked what type of results the firm had with alcohol programs. Mr. Strickland said that general research on treatment of substance abuse was about 50% at one-year post-treatment. He noted that the figures could go down in time. Trustee Dement confirmed with him that this was consistent with the national average. Trustee Manning said that the law authorized breech confidentiality in three cases and asked what action was taken if a counselor identified one of these cases. Mr. Strickland said that if there was a serious suicidal attempt, the police or paramedic would be called. If the employee would work with the program on their own, the counselor recommend going to the nearest hospital. If the employee refused to cooperate, the police would be called. Trustee Manning asked if the police would have cause for action, and Mr. Strickland confirmed that the police try to help when a person is threatening suicide. Trustee Manning asked what would happen if a counselor identified a threat for another Staff member. Mr. Strickland said that the Manager in charge would be notified for security measures, by law. Village of Plainfield Meeting Minutes ? December 18, 2006 Page 4 of 8 Trustee Manning asked if a supervisor could follow up if he or she identified an employee for alcohol problems. Mr. Strickland explained that the firm could get back to the supervisor only if the employee signed a release of information, and if so ? no personal details would be released, just whether or not the employee followed up. Trustee Racich confirmed that this had been discussed with the Director of Resources, and Ms. Pleckham said that the Director had brought this forward for recommendation. Trustee Racich also confirmed that the cost was $25 per year for each employee, and the Village had approximately 175 employees. Trustee Racich confirmed that the referral process could be both self-referral or supervisory, but Mr. Strickland said that most were voluntary. Trustee Racich asked what would happen if a person did not want to be compliant, and Mr. Strickland confirmed that a person had a right to do that. Mr. Minick said that it would then become a management issue. Trustee Racich asked if Mr. Minick thought this would be beneficial. Mr. Minick said that there had been a couple of instances where a program would be of some benefit, and as the employee base grew, he liked having the opportunity for employees to address personal issues. He thought the cost was minimal for the benefits. He talked it over with other Village Administrators who felt it was extremely useful in certain cases. Trustee Racich was concerned about the referral process and asked if a fellow employee could refer someone to the program. Mr. Strickland said that an employee could recommend the program but could not refer. Trustee Dement asked if any Staff had been trained in identifying an addiction problem, and Mr. Minick said that training was not given for addiction specifically; however, there was supervisory training in certain instances. Mr. Strickland said that this was actually a service that EAP could provide, and Mr. Minick said that this training had been done. Trustee Lamb confirmed that this was an annually renewable contract that would be under $5,000. He thought it was worth trying to improve the health and well-being of even one employee. Trustee Dement agreed with the program but was leery because of the percentages on returns. However, he said that the program offered many employees a way to get treatment. Mr. Strickland said that a good utilization rate was between 5 and 10% of the workforce, which was dependant on working with the Village to let the program be known. Mr. Minick said that the Village would get quarterly reports on usage and types of services provided, just not specific to whom. Trustee Racich asked where services would be provided and Mr. Strickland said that this was made as convenient as possible ? usually on an evening and weekend. He noted that there was Staff throughout this area, and the corporate office was in downtown with associate staff throughout the western region. Trustee Manning asked how to evaluate the effectiveness if the only report would be numbers. Ms. Pleckham said that, if the service was being utilized, it would be effective. Mr. Strickland also said that quality assurance reports would also be provided based on the employees who use the program. Village of Plainfield Meeting Minutes ? December 18, 2006 Page 5 of 8 Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. #4 SOHOL PROFESSIONAL CENTER Trustee Fay moved to adopt Ordinance No. 2606 authorizing the execution of an annexation th agreement for the property located on the east side of Illinois Route 59, 300 feet north of 127 Street. Seconded by Trustee Dement. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. Trustee Fay moved to adopt Ordinance No. 2607 annexing the subject property. Seconded by Trustee Racich. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. Trustee Fay moved to adopt Ordinance No. 2608 rezoning the subject property from the default R1 (Low Density Single-Family Residence District) to B-3 (Highway Commercial District). Seconded by Trustee Racich. Trustee Fay asked for clarification on the Highway Commercial District, and Mr. Testin explained that B-3 was the broadest type of district. This property changed from R-1 which was the default for property being annexed. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. Trustee Fay moved to adopt Ordinance No. 2609 authorizing a Special Use for a Planned Unit Development. Seconded by Trustee Racich. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. Trustee Fay moved to adopt Ordinance No. 2610 vacating Rhea Drive south of Industrial Drive South. Seconded by Trustee Racich. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. #5 LIFESPRING COMMUNITY CHURCH SPECIAL USE (CASE NO. 1281-111506.SU) Trustee Fay moved to direct the Village Attorney to prepare an Ordinance for approval of a Special Use to permit religious assembly and religious institution uses at the future site of the LifeSpring Community Church located north of Lockport Street and east of Wood Farm Road and commonly known as 14735 Wood Farm Road. Seconded by Trustee Lamb. Trustee Fay confirmed that the plans still involved a three-acre parcel, and the rest would be left as floodway. Mr. Testin said that the majority of the site was in flood plain. He said that the Special Use was because the original zoning classification was no longer available with the zoning update. He noted that the Site Plan Review would still come forward, but the engineering was still being worked on. Village of Plainfield Meeting Minutes ? December 18, 2006 Page 6 of 8 Trustee Dement said that, in earlier discussions, the church was agreeable to allowing an easement on the back with the Park District. Mr. Testin said that the church was working with the Historical Society regarding the southern end of the property. Trustee Dement thought that there would be some possible easement usage on the back portion in the flood plain for pedestrian or bike paths. Mr. Testin said that, if there was a potential for a pedestrian path, this would have to be looked at. Trustee Dement wanted this part of the discussion. Trustee Dement was also concerned with the architecture of the church, and Mr. Testin said that this would be emphasized. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. ADMINISTRATOR?S REPORT Mr. Minick enclosed a memo to the Board regarding the Strategic Planning Process for early winter. He received a recommendation for a mediator who should be available. He said that an 8 to 10 hour program was recommended, or a longer process that included other groups. Due to some comments he received, he said that he concentrated on the 8 to 10 hour process. He said that what would be generated were a mission and vision statement and goals that could be quantified. He asked: -If the format was acceptable -If the senior department heads should be involved in the discussion. -If this took place on a weekend, if other jurisdictions should be attendance. -What the trustee availability would be. He noted that any strategic planning would need to be open to the public, with the exception of a few items. He said that the cost would be $1,500 with a full report generated a few weeks afterward. Trustee Lamb said that the format was acceptable, and while 8 to 10 hours might have limited results, he thought it would be a good start. He liked the idea of having the senior department heads involved and wanted other organizations to come later if needed. He said that January or early February was okay, and he liked the idea of having it at the Village Hall. Trustee Manning agreed with the approach. He said that a weekend session would probably not do it but would be a good start. He thought it should be limited to the Board and Mr. Minick, though. He said that if too many people were involved, it would be too much. He said that this session would lead into other strategic planning sessions. Mr. Minick said that it should evolve as conditions and items within the village change. Trustee Dement thought the weekend session would be adequate and wanted to keep it with just Mr. Minick. He also liked the idea of having it at the Village Hall. Trustee Collins thought it was a good start and wanted it to be the trustees and Mr. Minick. Village of Plainfield Meeting Minutes ? December 18, 2006 Page 7 of 8 Trustee Fay agreed with the format and wanted to limit the participation to begin with. He also said that the Board began this process with Mr. Hoffman with some processing of ideas. He asked if this had been scrapped or modified. Mr. Minick said that it had been modified into this format. Trustee Fay thought that this might help discussion items, and Mr. Minick agreed that these could be brought into discussions. Trustee Fay suggested some preliminary considerations be given in advance, and Mr. Minick said that he would start to put the items in place. Trustee Racich supported the idea and liked the ideas and format. He wanted to be realistic and thought objectives and pre-planning were important. Trustee Lamb suggested Mr. Minick talk to the facilitator about methodology and participation. Mr. Minick said that he would start the process and briefly mentioned preliminary dates. He said that this would probably take place in the community room. Mr. Minick offered condolences to the family of Wayne Perry and the staff of The Enterprise. He also wished everyone a happy holiday season and joyous and prosperous new year. Trustee Dement noted that the Village started plowing snow at two inches but said that two inches in one spot might be four inches in another. He asked how this worked, and Mr. Minick said that the police department was in contact with the Street Superintendent to monitor the conditions around the Village. MANAGEMENT SERVICES REPORT Ms. Pleckham reviewed the resolution of official intent for reimbursement of certain capital expenditures. Mr. Minick said that this did not obligate the Village to any debt issue. Trustee Fay moved to approve Resolution No. 1516 declaring its official intent to reimburse certain capital expenditures from the proceeds of future debt issues. Seconded by Trustee Dement. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. ENGINEER?S REPORT Happy Holidays COMMUNITY DEVELOPMENT REPORT Happy Holidays PUBLIC WORKS REPORT Happy Holidays Village of Plainfield Meeting Minutes ? December 18, 2006 Page 8 of 8 POLICE CHIEF?S REPORT Chief Bennett said that, on behalf of the employees, he thanked the Board for its support on the new building. He had received a lot of comments that the Board had the foresight to build for the future. Mr. Minick publicly recognized Chief Bennett for overseeing this, and Mayor Waldorf said that everyone who saw the building admired it. Regarding the proclamation for Drunk and Drugged Driving Prevention Month, Trustee Lamb asked for the breakdown of alcohol and other drug related accidents. Chief Bennett said that a lot of accidents were the result of the combination of alcohol and drugs, especially prescription. Trustee Lamb asked if something was being done to educate people on this and Chief Bennett said that Plainfield did as a partner with IDOT. Trustee Lamb thought the numbers should be obtained to have an impact on the public. ATTORNEY?S REPORT Happy Holidays Mayor Waldorf reminded everyone of the Plan Commission Meeting on December 19; the Village Offices are closed on December 25-26 and January 1; Plan Commissioner Meeting on January 2; Coffee with the Mayor on January 3; and Committee of the Whole Workshop on January 3. Trustee Fay moved to adjourn to Executive Session for the purposes of Land Acquisition and personnel not to reconvene. Seconded by Trustee Dement. Vote by roll call. Fay, yes; Lamb, yes; Manning, yes; Collins, yes; Racich, yes; Dement, yes; 6 yes, 0 no. Motion carried. The meeting adjourned at 8:27 p.m. __________________ Respectfully submitted, Laura Griffith -Recording Secretary Karick & Associates, Inc. Approved: Michelle Gibas, Village Clerk