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Home My Public Portal About03-17-2008 Village MeetingVILLAGE OF PLAINFIELD MEETING MINUTES MARCH 17, 2008 AT: VILLAGE HALL PRESENT: J.WALDORF, P.FAY (arrived at 7:05 p.m.), B.LAMB, W.MANNING, J.RACICH, L.VAUPEL. ABSENT: J.DEMENT. ALSO PRESENT: C.MINICK, ADMINISTRATOR; D.RUTTLE, ATTORNEY; M.GIBAS, VILLAGE CLERK; D.WOLD, ENGINEER; AYERSONS, PUBLIC WORKS DIRECTOR; V.HASTINGS, GIS MANAGER; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; J.PROULX, PLANNER; D.BENNETT, CHIEF OF POLICE. Mayor Waldorf called the meeting to order at 7:00 p.m. Roll call was taken, Trustee Dement was absent, Trustee Fay arrived at 7:05 p.m., and all other Trustees were present. Mayor Waldorf led the pledge to the flag. There were approximately 40 persons in the audience. PRESIDENTIAL COMMENTS Mayor Waldorf proclaimed May 17, 2008 as Kids Day America /International. TRUSTEE COMMENTS Trustee Lamb complimented the Police and Emergency Personnel for their attention when someone fell through the ice. PUBLIC ALERTS — NONE PUBLIC COMMENTS on Items on not on the Agenda There were no public comments RESPONSE TO PRIOR PUBLIC COMMENTS — NONE BUSINESS MEETING Trustee Fay moved to amend the agenda to include the topic of litigation to the Executive Session, at the end, not to reconvene. Seconded by Trustee Racich. Vote by roll call. Dement, absent; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. Trustee Fay moved to approve the Amended Agenda. Seconded by Trustee Lamb. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. Trustee Fay moved to approve the Consent Agenda to include: Minutes of the Board Meeting and Executive Sessions held on March 3, 2008; Bills Paid and Bills Payable for March 17, 2008; Cash & Investments, Revenue, and Expenditure Reports for February 2008; Letter of Credit Reduction for Walnut Creek at Heritage Meadows and Prairie Ridge Subdivision; Authorize the execution of an Intergovernmental Agreement with the Plainfield Park District; Ordinance No.2742, approving a text amendment to Article XI, Section 9 -100 (3) of the Village Zoning Ordinance to allow for alleyway signage to be erected in the Central Sign District. Seconded by Trustee Racich. Vote by roll call. Dement, absent; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. Village of Plainfield Meeting Minutes — March 17, 2008 Page 2 of 6 3) POLICE PENSION WITHHOLDINGS Trustee Manning moved to adopt Resolution No. 1553, authorizing Village pick up of Employee Contributions to the Plainfield Police Pension Fund. Seconded by Trustee Lamb. Vote by roll call. Dement, absent; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. 4) LOCKPORT STREET CONSTRUCTION GUARANTEED MAXIMUM PRICE AUTHORIZATION Mr. Jon Proulx stated that the after working closely with Village staff and the design team for the Lockport Street construction project for a period of six weeks, the George Sollitt Construction Company has prepared a Guaranteed Maximum Price of $7,250,000 with a contract time of work date of substantial completion of October 31, 2008. Trustee Fay expressed some concern regarding the term "substantial completion ". Mr. Proulx pointed out that the proposal clearly identifies what is meant by substantial completion. Trustee Lamb stated that at one point, there was a question raised to allow the working hours between 6:00 a. m. and 10:00 p.m. Mr. Proulx stated that the contractor has identified working hours from 7:00 a. m. -3:30 p.m. for a standard day and 7:00a.m. to 5:30 p.m. for a 10 -hour day with two hours overtime. Trustee Lamb suggested authorizing the extended working hours just in case, this way the contractor will not have a delay. Trustee Lamb moved to authorize working hours between 6:00 a.m. and 10:00 p.m. for the Lockport Street Construction. Seconded by Trustee Manning. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. Trustee Lamb moved to authorize the Village President to execute Amendment No. 1 to the contract between the Village of Plainfield and the George Sollitt Construction Company, to establish a Guaranteed Maximum Price and Contract Time of Work to complete the water main, road reconstruction and streetscape improvements on Lockport Street between James Street and Illinois Route 59, with a Guaranteed Maximum Price not to exceed $7,250,000. Seconded by Trustee Manning. Vote by roll call. Dement, absent; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. Trustee Manning thanked the committee members and the Village Board for being supportive. Trustee Manning gave a special thanks to Jon Proulx for doing all of the "heavy lifting ". 5) REGIONAL TECHNICAL ASSISTANCE PROGRAM TRANSPORTATION PLANNING GRANT Trustee Fay moved to authorize the Village President to execute a contract for consulting services with Teska Associates, Inc., to conduct the regional technical assistance program transportation planning grant project, with a contract value not to exceed $125,000 (with 80% grant reimbursement). Seconded by Trustee Lamb. Mr. Proulx stated that the project will evaluate the potential for transportation centers at two locations in the Village. Village of Plainfield Meeting Minutes — March 17, 2008 Page 3 of 6 Trustee Vaupel expressed concern with spending funds on another study given the uncertainty regarding the STAR Line. Trustee Racich stated that he too has some concern regarding spending money and he did not support the project. Trustee Lamb stated that he read the 84 page report and the study is well laid out; he was also impressed with the people on the consulting team. Trustee Manning indicated support for the study. Mr. Mike Hoffman, Teska Associates, stated that the study will focus also on short/long term options for pedestrian, bicycle, and auto transportation and will give new insights so even without the STAR Line, the study would still be valuable. Vote by roll call. Dement, absent; Fay, yes; Lamb, yes; Manning, yes, Racich, no; Vaupel, yes. 4 yes, 1 no, 1 absent. Motion carried. 6) VILLAGE CENTER Trustee Fay moved to continue the Public Hearing for the amended annexation agreement and continue the public hearing along with the proposed preliminary plat and special use to the Committee of the Whole Workshop Meeting of March 24, 2008. Seconded by Trustee Lamb. Vote by roll call. Dement, absent; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. 7) RIVER VILLAGE Trustee Fay moved to open the Public Hearing for the Amended Annexation Agreement for River Village and continue the Public Hearing and consideration of the Special Use, Rezoning, and Concept Plan to the Committee of the Whole Workshop Meeting of April 14, 2008. Seconded by Trustee Lamb. Vote by roll call. Dement, absent; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. 8) CHATHAM SQUARE ANNEXATION AGREEMENT AMENDMENT (PC Case #1376.AA) Trustee Fay moved to open the Public Hearing pertaining to a proposed amendment to the annexation agreement. Seconded by Trustee Lamb. Voice Vote. All in favor, 0 opposed. Motion carried. Trustee Manning moved to adopt Ordinance No. 2743 for the third amendment to the annexation agreement for Chatham Square. Seconded by Trustee Lamb. Vote by roll call. Dement, absent; Fay, no; Lamb, yes; Manning, yes, Racich, no; Vaupel, yes; Waldorf, yes. 4 yes, 2 no, 1 absent. Motion failed. During the roll call, Trustee Racich stated that initially he thought this proposal was creative, but after talking to others, he no longer can support this. At 7:44 p.m. Mayor Waldorf called a brief recess. The meeting resumed at 7:55 p.m. Attorney Dave Ruttle explained that the motion for the amendment to the annexation agreement failed because to amend the annexation agreement, the law requires 2/3 majority of members in office and in this case, it would be 5. Trustee Racich moved to reconsider this item at the next Village Board Meeting. Seconded by Trustee Lamb. Vote by roll call. Dement, absent; Fay, no; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 4 yes, 1 no, 1 absent. Motion carried. Village of Plainfield Meeting Minutes — March 17, 2008 Page 4 of 6 9) ZONING MAP Trustee Fay moved to approve the 2008 Zoning Map. Seconded by Trustee Lamb. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. 10) VAN DYKE ROAD VENTURES PRELIMINARY/FINAL PLAT Trustee Fay moved to approve a Preliminary /Final Plat of Subdivision for the Van Dyke Road Venture Planned Development at the northwest corner of Van Dyke and Prairie Grove Road. Seconded by Trustee Lamb. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. ADMINISTRATOR'S REPORT Trustee Racich moved to approve to funding request of $75,000 for Plainfield Economic Partnership. Seconded by Trustee Lamb. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. MANAGEMENT SERVICES REPORT Trustee Lamb moved to authorize the purchase New World Systems Logos.NET software and authorize the Mayor to execute the agreements as presented. Seconded by Trustee Manning. Vote by roll call. Dement, yes; Fay, no; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 4 yes, 1 no, 1 absent. Motion carried. ENGINEER'S REPORT No Report. COMMUNITY DEVELOPMENT REPORT Trustee Lamb moved to proceed with the scanning of large documents through TKB Associates, our Laserfiche Consultant, not to exceed the amount of $20,000.00 as outlined in the 2007/2008 GIS Budget. Seconded by Trustee Manning. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. PUBLIC WORKS REPORT No Report. POLICE CHIEF'S REPORT • Trustee Lamb moved to adopt Resolution No. 1554, approving and authorizing adoption of the Will County All Hazard Mitigation Plan. Seconded by Trustee Fay. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. • Trustee Fay moved to reauthorize the purchase of three (3) 2008 Chevy Impalas from Bill Jacobs Chevrolet, Joliet, Illinois. Seconded by Trustee Racich. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. Village of Plainfield Meeting Minutes — March 17, 2008 Page 5 of 6 ATTORNEY'S REPORT No Report. Mayor Waldorf read the reminders. EXECUTIVE SESSION Trustee Fay moved to approve to adjourn to Executive Session for the purposes of Personnel and litigation, not to reconvene. Seconded by Trustee Lamb. Vote by roll call. Dement, yes; Fay, yes; Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes. 5 yes, 0 no, 1 absent. Motion carried. The meeting adjourned at 8:13 p.m. Michelle Gibas, Village Clerk Village of Plainfield Meeting Minutes — March 17, 2008 Page 6 of 6 VILLAGE OF PLAINFIELD PUBLIC HEARING MARCH 17, 2008 AT: VILLAGE HALL PRESENT: J.WALDORF, P.FAY (arrived at 7:05 p.m.), B.LAMB, W.MANNING, J.RACICH, L.VAUPEL. ABSENT: J.DEMENT. ALSO PRESENT: C.MINICK, ADMINISTRATOR; D.RUTTLE, ATTORNEY; M.GIBAS, VILLAGE CLERK; D.WOLD, ENGINEER; AYERSONS, PUBLIC WORKS DIRECTOR; V.HASTINGS, GIS MANAGER; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; J.PROULX, PLANNER; D.BENNETT, CHIEF OF POLICE. CHATHAM SQUARE ANNEXATION AGREEMENT AMENDMENT Mayor Waldorf called the meeting to order at 7:35 p.m. Present roll call stands. Mr. Jim Testin stated that the applicant has proposed a third amendment to the annexation agreement to include the following elements: • Bulk payments made in 2008 at the rate of 50% of the Village fees for up to 150 permits. • Removal of fees paid at the time of platting with fees either paid in bulk in 2008 or at the time of permit. • Accelerated payment by the developer for Chatham Square's share of Beggs Road and signalization of 127th Street and Beggs Road. Trustee Lamb stated that with this proposal by the applicant, the Village would receive funds in 2008 that it may not have received otherwise. Trustee Fay indicated that he could not support the applicant's request. There were no public comments. Trustee Manning moved to close the public hearing and return to the regular business meeting. Seconded by Trustee Fay. Voice Vote. All in favor, 0 opposed. Motion carried. The meeting adjourned at 7:40 p.m. Michelle Gibas, Village Clerk