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