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HomeMy Public PortalAbout04-02-2007 Village Meeting VILLAGE OF PLAINFIELD MEETING MINUTES APRIL 2, 2007 AT: VILLAGE HALL PRESENT: J. WALDORF, J. DEMENT, P. FAY, B. LAMB, W. MANNING, M. COLLINS, J.RACICH; ALSO PRESENT WERE: C.MINICK, VILLAGE ADMINISTRATOR, J. TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; M. GIBAS, VILLAGE CLERK, J. HARVEY, VILLAGE ATTORNEY; S. LARSON, ENGINEER; A. PERSONS, PUBLIC WORKS DIRECTOR; DON BENNETT, CHIEF OF POLICE; M.SCHW ARZ, PLANNER; YHASTINGS, GIS COORDINATOR; AND D. ENGLE, RECORDING SECRETARY. Mayor Waldorf called the meeting to order at 7:00 p.m. Roll call was taken. All Trustees were present. There were approximately 37 persons in the audience. PRESIDENTIAL COMMENTS Mayor Waldorf encouraged everyone to vote for the Consolidated Election on April 17. TRUSTEE COMMENTS . Trustee Fay o requested Staff to give a brief summary of 119th, the bridge, and the realignment of the road and the bridge repairs. o Asked the Village Attorney to do some research on HB 1500 and bring the information back to the Village Board. Allen Persons replied that 119th Street is currently ongoing and anticipated to be completed within the next 2 months. There was a holdup on relocation of utilities. . Trustee Collins o Thanked Staff for removal of the awning at the Go-Tane Station. o Expressed concern that no progress has been made on the Walgreens project. PUBLIC COMMENTS Diane Rousonelos commented on the financial picture of the Village of Plainfield and the circulation of articles and pamphlets that paint a fabrication of the facts. Standard and Poor's rates Plainfield as AA. They said that Plainfield's financial performance is one of the best. Moody's noted that Plainfield's finances will remain strong for the first foreseeable future due to a sizeable reserve level and conservative management. Mrs. Rousonelos also thanked Trustee Collins for his dedicated service to the Village of Plainfield. BUSINESS MEETING Trustee Fay moved to amend the Agenda to include in the Executive Session the topic of the sale of property not to reconvene. Seconded by Trustee Collins. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. Trustee Fay moved to approve the Amended Agenda. Seconded by Trustee Dement. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. Village of Plainfield Meeting Minutes - April 2, 2007 Page 2 of9 Trustee Fay moved to approve the Consent Agenda to approve the minutes of the Board Meeting and Executive Session of March 19, 2007, Bills Paid and Bills Payable for April 2, 2007, Letter of Credit Reduction for Heritage Oaks, Ordinance No. 2632 designating 409 Commercial Street as a landmark based on the criteria as outlined in staffs report, Authorizing the Village President to execute an easement agreement with Allyn & June Bronk for property along 127" Street and Van Dyke Road. Seconded by Trustee Dement. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. #3 2007-2008 FISCAL YEAR BUDGET PUBLIC HEARING Trustee Fay moved to open a Public Hearing on the 2007-2008 Fiscal Year Budget. Seconded by Trustee Dement. All in favor 6, All opposed O. Motion carried. Administrator Minick pointed out that the ordinance approving the 2007-2008 Fiscal Year Budget will be brought to the Board for formal adoption on April 16. #4 FIRST COMMUNITY BANK OF PLAINFIELD (PC Case #1291-207.SU.MC.FP.SPR) Trustee Fay made a motion to remand the motion back to the Plan Commission. Seconded by Trustee Manning. Trustee Fay stated that considering that there are several issues that exist including a letter from IDOT and an issue with the final plat with the subdivision, I am suggesting that rather then deny this request that the applicant and their attorney finalize some of these issues and bring it back. Trustee Manning said that if they were going to remand it back we have to give some kind of guidance to the Staff and to the Plan Commission as to our feelings about this case. Mike Schwarz stated that there are four issues which remain unresolved: . Location of a 5-lane drive-through facility. The Plainfield Zoning Ordinance expressly prohibits drive-through facilities from facing a public street, mainly for aesthetic reasons. . Proposed Route 30 access and driveway. IDOT has provided a letter stating that no access will be permitted on Route 30 from the proposed lot. . The final plat for Dayfield Commercial Subdivision is not yet recorded. . Minor site plan revisions. The Plan Commission's suggestion is to deny the requests for a Special Use for a drive-through facility, a Major Change to a Planned Development, Preliminary/Final PUD and Subdivision Plat, and Site Plan Review. Mike Schwarz stated that the number one issue in terms of policy direction would be the location of the drive-through facility. When the site plan review ordinance and overall zoning ordinance was updated recently one of the new requirements of that ordinance was that no drive-through facilities shall be located to face a public street. This is the first request for a drive-through since that policy was put in place. Trustee Racich asked if facing a public street was mainly for aesthetic reasons. In response Mr. Schwarz stated that the Zoning Commission discussed the code and that generally it is an aesthetic issue of not having those types of facilities facing the street and rather having the building itself anchor each comer. Village of Plainfield Meeting Minutes - April 2, 2007 Page 3 of9 Trustee Fay asked for the applicant's attorney to come forward. There seems to be a discrepancy between an IDOT letter and your findings of fact or your opinion. John Argoudelis, representing the petitioner, stated that specifically you are asking about the second issue pointed out by Staff regarding the "right-in, right-out" on Route 30. We have been working with IDOT in regard to designing. We received a letter from IDOT denying it and we have asked IDOT to reconsider. What we are looking for from the Village is a green light to continue to pursue discussions with IDOT either with the "right-in, right-out" or some alternative plan. Trustee Fay asked what Staffs position was regarding IDOT's reconsidering the issue. Mr. Schwarz stated that in his conversation with the Village traffic engineer he strongly supports IDOT's position on this matter. He indicated that the acreage of this site, 9.16 acres, is much smaller then other commercial areas that have fewer access points. After general discussion regarding the issues the Board's consensus was to direct our attorney to prepare the necessary ordinances. Trustee Fay withdrew his motion to remand. Trustee Manning withdrew his second. Trustee Fay made a motion to direct the Village Attorney to draft the necessary Ordinances for a Special Use subject to the approval of the Village Engineer, Fire District and IDOT. Seconded by Trustee Manning. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. #5 15008 S. ROUTE 59 Trustee Dement moved to adopt the findings of fact of the Plan Commission as the findings of fact of the Board of Trustees and to adopt Ordinance No. 2633 approving a map amendment (re-zoning) of the property commonly known as 15008 S. Route 59 from R-I Single-Family Residential District to BT - Business Transition District. Seconded by Trustee Collins. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. Trustee Racich moved to approve the site plan review for the proposed business-transition development located at 15008 S Route 59, subject to the stipulations noted in the staff report. Seconded by Trustee Dement. Mr. Dan Haumann, HomeAngel Property Management Group, LLC, stated that they intend to convert the structure on the site from a residence to a low-impact office use. The improvements include a building addition, reconstruction of the driveway, construction of a parking area to the interior of the lot, fencing, and landscaping. Mr. Haumann also pointed out that the correct address is 15008 S. Route 59. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. At 8:45 p.m. Mayor Waldorf called a 5 minute recess. The meeting resumed at 8:50 p.m. Village of Plainfield Meeting Minutes - April 2, 2007 Page 4 of9 #6 VAN DYKE CENTER Trustee Collins moved to open a Public Hearing for an Annexation Agreement for approximately 10 acres on Van Dyke north of 127" Street. Seconded by Trustee Dement. All in favor, 6. All opposed, O. Motion carried. Trustee Collins questioned when Prairie Grove Drive would be connected from Van Dyke to the western edge of the property. We might want to ask that the road be completed prior to development of the property. Mr. Testin said that it would be connected upon development of the property. Scott Hagen, the Managing Partner of the Venture, stated that they have looked at both the Van Dyke improvement and the road improvement to the south of the property. We have agreed to go into the donation of whatever funds are necessary to improve that and give the land. On the south parcel we have looked at a couple of different layouts. One is where we put a 64 foot right-of-way on our property consistent with just our property. The other is that we want to put in a boulevard. We would be putting a boulevard partly on our property and partly on the property that is just south of us. The owner of that property also owns the property west of us. When he would come in we could work jointly and we would be willing to convey the land so it could be developed. Either he would put it in and recapture from us or we could put it in and recapture from him. Mr. Testin stated that we could identify that upon request of the Village they give us the right- of-way. The one that comes in first is the one that builds the road. Trustee Racich moved to direct the Village Attorney to draft the necessary ordinances to: authorize execution of an annexation agreement; annex the subject property; approve a Planned Development; approve a Special Use for a Planned Development; and rezone the subject property from the default R-1 to B-1. Seconded by Trustee Fay. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. #7 GRANDE PARK NEIGHBORHOODS 4, 5, & 6 Trustee Collins moved to open a Public Hearing for the amendment of the Grande Park Annexation Agreement and continue the Public Hearing to April 16,2007. Seconded by Trustee Fay. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. ADMINISTRATOR'S REPORT No report. MANAGEMENT SERVICES REPORT No report. ENGINEER'S REPORT No report. Village of Plainfield Meeting Minutes - April 2, 2007 Page 5 of9 COMMUNITY DEVELOPMENT REPORT Valerie Hastings, GIS Coordinator, addressed the Board regarding a Proposal from Patrick Engineering for Master Address Database Enhancements and integration with City View software. Trustee Fay moved to approve a proposal from Patrick Engineering, Inc. to establish Master Address Database (MAD) Enhancements and MAD redesign to accommodate future Enterprise System Integration in the amount of$28,750.00. Seconded by Trustee Lamb. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. Ms. Hastings stated that the next proposal was from Latitude Geographic software which will allow us to prepare for the future to be able to do a public GIS web site as well as other multiple web sites. Trustee Lamb moved to approve a proposal from Latitude Geographic's to implement Geocortex Internet Mapping Framework (IMP) to accommodate additional GIS mapping sites for future Police and Public GIs websites in the amount of$17,600.00. Seconded by Trustee Manning. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. Ms. Hastings summarized that Laserfiche has a well-known reputation in the industry as a high class software package, capable of providing solutions for all of the requested needs of the Village. The initial implementation for this phase of the project will be for "day-forward" archival of documents with the Community Development Department initially slated as this phase's pilot project for utilizing the solution. Once the system is fully implemented, older documents will be cataloged and stored. Funds for implementation of a Document Imaging System are included in this year's GIS budget. Trustee Fay moved to approve a proposal from TKB Associates, Inc. to implement Laserfiche Document Imaging System to automate the Village's record management process in the amount of $55,000. Seconded by Trustee Dement. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. Jim Testin gave a brief summary regarding a one-year time extension for the previously approved site plan review for a proposed commercial/office development on Lot 74 of the Fairfield Ridge subdivision, located north of Lockport Street and west of Van Dyke Road. The development consists of four buildings, each 6,000 square feet, for a total of24,000 square feet of development. Section 9-1 11 of the Zoning Ordinance provides that site plan approval is valid for one year, during which tune a building permit should be obtained. The developer has been delayed for several reasons, one of which was a relocation of a sanitary sewer that was constructed as part of an unrelated development that conflicted with the proposed project. Staff believes the time extension request is appropriate and recommends approval. The request would extend the site plan review approval until April 17, 2008. Trustee Fay moved to grant a one-year extension of the site plan review approval for the Fairfield Ridge commercial/office development located on Lot 74 of the Airfield Ridge Final Plat of Subdivision. Seconded by Trustee Collins. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. Village of Plainfield Meeting Minutes - April 2, 2007 Page 6 of9 PUBLIC WORKS REPORT Allen Persons summarized the Essington Road Reconstruction project. Mr. Persons stated that Essington Road is one of the roads that is in poor condition and needs repair. Bids were recently received and as part of the proposed work concrete would be installed approximately 300 feet long in the area before the intersection of Route 126. Also a deceleration rate turn lane would be installed along Route 126 as part of the work for the right turn into Essington Road. Staffs recommendation is to award the bid to RA Bright who was the lowest bidder. Trustee Collins asked if the concrete company was going to help out monetarily since they will be one of the users, and also if the future building of the interchange will have any effect on Essington? Mr. Persons said that there were some commitments made in the past but they weren't in writing. Since the interchange is in the future, I believe that only a small part of the roadway will be utilized. Trustee Manning was concerned with the low bid. Mr. Persons stated that we have worked with this particular contractor before, that they are IDOT pre-qualified and it will be a bonded job as well. Trustee Fay moved to award the Essington Road Reconstruction project to RA Bright, the low bidder, in the amount of$397,821.50. Seconded by Trustee Dement. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes 0 no. Motion carried. Mr. Persons stated that the next item is related to 143rd Street. As part of that work we are pleased that the county is moving forward in the reconstruction of the roadway but it is the Village's responsibility to provide the street lighting. Dave Countryman has gathered some prices for the wholesale purchase of the street lights and we have saved quite a bit of money by purchasing the lights and supplying them to the contractor for the installation. The low bid was $71,006.04 from Holophane Lighting and we would recommend approval. Trustee Dement moved to waive the bidding and authorize the wholesale purchase of 28 street light poles with accessories from the supplier providing the lowest quote, Holophane Lighting, at a total cost of$71,006.04 to be installed along 1431d Street. Seconded by Trustee Fay. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. Mr. Persons stated that the third item is similar and we are proposing the street lighting for 127th Street and Van Dyke Road. I think this project overall the Village Board should be very proud of when it is completed. It will compliment the hospital and it will be very nice. Allen Persons commented that Dave Countryman does a lot of work on these projects and he does an outstanding job in gathering these quotes. He understands the electrical and the street lighting system throughout the community better then any other of the Public Works employees. He know where the controller boxes are, how they work and he is the person we always call on in emergencies and I just wanted to mention his name because he doesn't get a lot of face time here in the Board room. He does a good job and he got us some excellent prices for this work. Village of Plainfield Meeting Minutes - April 2, 2007 Page 7 of9 Trustee Dement moved to waive the bidding and authorize the wholesale purchase of 31 street light poles with accessories from the supplier providing the lowest quote, Lighting Solutions of Illinois, at a total cost of $58,677.00 and pole bases from JH Botts at a total cost of $9,331.00 to be installed along Van Dyke Road and 12ih Street. Seconded by Trustee Lamb. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. Trustee Collins moved to authorize the purchase of an HP-l 000 Hydraulic Hammer from the supplier providing the lowest quote. Westside Tractor, at a total cost of $14,000.00. Seconded by Trustee Racich. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. POLICE CHIEF'S REPORT No report. ATTORNEY'S REPORT Mr. Harvey gave the Board a brief update on the public hearing regarding the landfill proposal in the City of Y orkville. The expert witness that the Village retained has testified regarding the impact on the waste transfer trucks that would impact the Village by being routed through the Village on their way to the proposed landfill in Y orkville. Mayor reminded everyone: . April 3 Plan Commission Meeting -7:00 p.m. . April4 Coffee with the Mayor -9:00 a.m. . April16 Village Board Meeting -7:00 p.m. In-person Early/Absentee Voting will be conducted at the Village Hall for qualified Village residents Monday through Friday from 8:30 a.m. to 4:30 p.m. There will be no voting on Friday, April 6. EXECUTIVE SESSION Trustee Fay moved to adjourn to Executive Session as permitted under the Open Meetings Act Section (2) (c) (1) to discuss the appointment, employment, compensation, discipline, performance, or dismissal of employees or legal counsel" and for the sale of property not to reconvene". Seconded by Trustee Collins. Vote by roll call. Trustee Fay, yes; Trustee Lamb, yes; Trustee Manning, yes; Trustee Collins, yes; Trustee Racich, yes; Trustee Dement, yes. 6 yes, 0 no. Motion carried. The meeting adjourned at 9:30 p.m. These minutes were prepared by: Darlene Engle, Recording Secretary Approved: Michelle Gibas, Village Clerk Village of Plainfield Meeting Minutes - April 2, 2007 Page 8 of9 VILLAGE OF PLAINFIELD PUBLIC HEARING APRIL 2, 2007 AT: VILLAGE HALL PRESENT: J. WALDORF, J. DEMENT, P. FAY, B. LAMB, W. MANNING, M. COLLINS, J.RACICH; ALSO PRESENT WERE: C.MINICK, VILLAGE ADMINISTRATOR, J. TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; M. GIBAS, VILLAGE CLERK, J. HARVEY, VILLAGE ATTORNEY; S. LARSON, ENGINEER; A. PERSONS, PUBLIC WORKS DIRECTOR; DON BENNETT, CHIEF OF POLICE; M.SCHW ARZ, PLANNER; YHASTINGS, GIS COORDINATOR; AND D. ENGLE, RECORDING SECRETARY. 2007-2008 FISCAL YEAR BUDGET PUBLIC HEARING Mayor Waldorf called the meeting to order at 7: 10 p.m. Present roll call stands. Mr. Minick presented a comprehensive overview of the 2007-2008 Budget. The budget reflects the concepts and discussions that have been held at the Budget workshops earlier. We will be seeking formal approval of the budget at the April 16th Board Meeting. The budget draft incorporates the assumptions and discussions that were held on the General Fund's revenue sources. Departmental budgets were completed on those assumptions. Copies of the budget are available for inspection at the Village Hall in accordance with State law. There were no public comments. Trustee Fay moved to close the Public Hearing and return to the regular business meeting. Seconded by Trustee Lamb. All in favor 6, All opposed O. Motion carried. The meeting adjourned at 7:30 p.m. Darlene Engle, Recording Secretary Approved: Michelle Gibas, Village Clerk Village of Plainfield Meeting Minutes - April 2, 2007 Page 9 of9 VILLAGE OF PLAINFIELD PUBLIC HEARING APRIL 2, 2007 AT: VILLAGE HALL PRESENT: J. WALDORF, J. DEMENT, P. FAY, B. LAMB, W. MANNING, M. COLLINS, J.RAC 1 CH; ALSO PRESENT WERE: C.MINICK, VILLAGE ADMINISTRATOR, J. TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; M. GIBAS, VILLAGE CLERK, J. HARVEY, VILLAGE ATTORNEY; S. LARSON, ENGINEER; A. PERSONS, PUBLIC WORKS DIRECTOR; DON BENNETT, CHIEF OF POLICE; M.SCHW ARZ, PLANNER; YHASTINGS, GIs COORDINATOR; AND D. ENGLE, RECORDING SECRETARY. VAN DYKE CENTER Mayor Waldorf called the meeting to order at 8:51 p.m. Present roll call stands. Jim Testin stated that the applicant is seeking to annex approximately 10 acres of property into the Village and rezone the subject property to a B-1 commercial use. This proposed project is being developed as a Planned Development and the applicant is proposing to develop the subject site as a medical office/neighborhood retail project. The subject site is located on Van Dyke Road, just north of the Edward's Hospital campus and south of the existing Christ Lutheran Church. There were no public comments. Trustee Collins moved to close the Public Hearing and return to the regular business meeting. Seconded by Trustee Fay. All in favor, 6. All opposed, O. Motion carried. The meeting adjourned at 8:54 p.m. Darlene Engle, Recording Secretary Approved: Michelle Gibas, Village Clerk