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HomeMy Public PortalAbout04-21-2008 Village MeetingVILLAGE OF PLAINFIELD MEETING MINUTES APRIL 21, 2008 AT: VILLAGE HALL PRESENT: J.WALDORF, B.LAMB, W.MANNING, J.RACICH, L.VAUPEL, J.DEMENT, AND P.FAY. ALSO PRESENT: A.HARRIS, ADMINISTRATOR; J.HARVEY, ATTORNEY; M.GIBAS, VILLAGE CLERK; S.LARSON, ENGINEER; AYERSONS, PUBLIC WORKS DIRECTOR; D.KISSEL, WASTEWATER SUPERINTENDENT; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; K.GRECO, POLICE COMMANDER; AND TYLECKHAM, MANAGEMENT SERVICES DIRECTOR. 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 80 persons in the audience. PRESIDENTIAL COMMENTS Trustee Fay moved to approve the Presidential reappointments of Linsey McKay, John Renzi, and James Sanders to the Plan Commission with a term expiring on April 30, 2011. Seconded by Trustee Dement. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Mayor Waldorf: • Stated that he has been quoted in a press release that has been issued from TRAC (The Regional Answer to Canadian National). • Congratulated Plainfield School District 202 for the Foundation for Excellence Dinner. • Informed the Board that he gave a memo from Mayor Rock to the Board regarding Parliamentary Procedures and requested feedback from the Trustees. TRUSTEES COMMENTS Trustee Fay: • Commended Planner Jon Proulx for going above and beyond with the Lockport Streetscaping Proj ect. • Invited everyone to attend Earth Day on Saturday at the Eaton Preserve. Trustee Dement: Stated that he met with some of the Arbor residents and they expressed that they still have many concerns. He would like an update at a future workshop. Stated that he recently requested the topic of Village Board Priorities be placed at a Committee of the Whole Workshop. Administrator Harris stated that it is scheduled for the next Workshop. Trustee Lamb welcomed Administrator Harris. PUBLIC ALERTS — NONE PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA — NONE Village of Plainfield Meeting Minutes —April 21, 2008 Page 2 of 8 RESPONSE TO PRIOR PUBLIC COMMENTS — NONE BUSINESS MEETING Trustee Fay moved to approve the Agenda. Seconded by Trustee Dement. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Trustee Fay moved to approve the Consent Agenda to include: Minutes of the Board Meeting and Executive Sessions held on April 7, 2008; Bills Paid and Bills Payable for April 21, 2008; Cash & Investments, Revenue, and Expenditure Reports for March 2008; Letter of Credit Reduction for Grande Park Neighborhood 10; The Townhomes at Heritage Oaks; and Kensington Center North (Walmart First Resubdivision Lots 4 &5); Approval of the 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 the purposes of locating temporary portable toilet facilities; Resolution No. 1555, appointing the Southwest Agency for Risk Management (SWARM) and Southwest Agency for Health Management ( SWAHM) Designate and Alternate Representatives. Seconded by Trustee Dement. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. 3) ASSIST FIRST -TIME HOMEBUYER DOWN PAYMENT ASSISTANCE PROGRAM Trustee Fay moved to adopt Ordinance No. 2746, approving the Transfer of Volume Cap in connection with Private Activity Bond Issues, and related matters. Seconded by Trustee Vaupel. Mrs. Traci Pleckham, Management Services Director, stated that the State of Illinois allocates private activity bonding authority (or Volume Cap) to home rule units throughout the state. Each year, home rule municipalities receive their allocation of the Volume Cap for the issuance of private activity bonds. The Village is allocated $85 per capita based on the population estimates used by the State of Illinois. For 2008, the Village's total allocation is $2,717,280. If the Village chooses not to reserve or allocate their volume cap by May 1st, the Village's portion will be relinquished and utilized by the State of Illinois for project in other Illinois communities. Mr. David Rasch, Managing Director from SternBrothers & Co. explained the Assist First -Time Homebuyer Down Payment Assistance Program, which is a pooled bond program that makes mortgage funding available for first -time homebuyers in over 80 communities. This program provides a gift towards the down payment to qualified persons to assist with the down payment. The Volume cap would be used towards homeownership opportunities in the Village of Plainfield. There is no out of pocket expense to the Village and the bonds are not a debt of the municipality or paid from any community funds. There were several questions raised by the Village Board about the program and other options available. Mrs. Pleckham stated that the Board needs to allocate the Volume Cap by May 1st otherwise, it will be used as the State wishes to use it. The allocation is evaluated on a yearly basis. Trustee Lamb asked the staff research other options for next year. Trustee Racich indicated that he felt the program had merit, but would like some additional information. Trustee Fay stated that he would like to evaluate other options available and suggested that the staff could do some more research and bring other options back to a Special Meeting for the Board to vote on. Trustee Fay Village of Plainfield Meeting Minutes —April 21, 2008 Page 3 of 8 withdrew his motion. Trustee Vaupel stated that other communities use this program and he sees a lot of merit in it — the record speaks for itself. Trustee Vaupel moved to adopt Ordinance No. 2746, approving the Transfer of Volume Cap in connection with Private Activity Bond Issues, and related matters. Seconded by Trustee Lamb. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, abstain. 5 yes, 0 no, 1 abstain. Motion carried. 4) EICH'S SPORTS (PC Case #1385- 012908.SPR.V.FP) Trustee Fay moved to adopt Ordinance No. 2747, approving a variance to allow a metal facade for a proposed building addition at Eich's Sports, located at 24316 W. 143rd Street. Seconded by Trustee Lamb. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Trustee Fay moved to adopt Ordinance No. 2748, approving a variance to waive the required overhanging eaves and /or sloping roof and /or prominent cornices along the roofline for a proposed building addition at Eich's Sports, located at 24316 W. 143rd Street. Seconded by Trustee Lamb. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. 5) PLAINFIELD MEDICAL CENTER (Case #1380- 122007.AA.RZ.PP.SPR.FP) Trustee Fay moved to open a Public Hearing for an Annexation Agreement for approximately 10 acres of land east of 248th Avenue and south of Plainfield North High School, commonly known as Plainfield Medical Center. Seconded by Trustee Dement. Voice Vote. All in favor, 0 opposed. Motion carried. Trustee Fay asked Mr. Larson to comment on the stormwater. Mr. Larson stated that there are some minor issues, but nothing that is not resolvable. There is a stipulation that is subject to approval by the engineer and all issues will be resolved prior to building. Trustee Fay moved to direct the Village Attorney to prepare the necessary ordinances to: • Authorize the execution of an annexation agreement to annex the approximately 10 acre subject property commonly known as Plainfield Medical Center. • Annex the subject property • Rezone the property from the default R -1 (Low Density Single Family Residential) to B -1 (Business Convenience District) Seconded by Trustee Dement. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Trustee Fay moved to approve the Preliminary /Final Plat of Subdivision subject to the stipulations listed in the staff report. Seconded by Trustee Dement. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Village of Plainfield Meeting Minutes —April 21, 2008 Page 4 of 8 Trustee Dement moved to approve the Site Plan Review for the medical office building, Plainfield Medical Center, subject to stipulations listed in the staff report. Seconded by Trustee Lamb Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. 6) PLAINFIELD SMALL BUSINESS PARK Trustee Dement moved to adopt the Findings of Fact of the Plan Commission as the Findings of Fact of the Village Board and recommend approval of the Major Change to the Planned Development for Plainfield Small Business Park to allow for the creation of lots on property without public street frontage; and, furthermore, to direct the Village Attorney to draft an Ordinance stating as such. Seconded by Trustee Vaupel. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Trustee Dement moved to approve the Findings of Fact of the Plan Commission as the Findings of Fact of the Village Board and recommend approval of the Major Change to the Planned Development for Plainfield Small Business Park to allow a reduction in rear yard setbacks from thirty (30) feet to twenty (20) feet; and, furthermore, to direct the Village Attorney to draft an Ordinance stating as such. Seconded by Trustee Lamb. Mr. Doug Carroll, Dayfield Properties, stated that the lots that are affected by the setbacks are on the interior of the site, so the reduced setback will not bring the users closer in proximity to adjacent residential subdivisions. Without the setbacks, the property could not be subdivided as proposed. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Trustee Lamb moved to adopt the Findings of Fact of the Plan Commission as the Findings of Fact of the Village Board and recommend approval of the Major Change to the Planned Development for Plainfield Small Business Park to allow for increased amounts of entryway signage to provide additional exposure for businesses in the development; and, furthermore, to direct the Village Attorney to draft an Ordinance stating as such. Seconded by Trustee Vaupel. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Trustee Fay moved to approve a requested (Preliminary and) Final Plat of Subdivision for the Plainfield Small Business Park. Seconded by Trustee Dement. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. 6) VACATION OF UPDIKE ROAD Trustee Fay moved to approve to open a Public Hearing for the vacation of Updike Road. Seconded by Trustee Dement. Voice Vote. All in favor, 0 opposed. Motion carried. Trustee Fay moved to direct the Village Attorney to draft an Ordinance vacating Updike Road. Seconded by Trustee Lamb. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Village of Plainfield Meeting Minutes —April 21, 2008 Page 5 of 8 ADMINISTRATOR'S REPORT Administrator Harris stated that he is honored to be the Village Administrator and thanked the staff for the smooth transition. Mr. Harris commented on the SWARM and SWAHM Resolution and stated that Joan Zelinski is the delegate for Health Insurance and Traci Pleckham is the delegate for Risk Management Insurance. MANAGEMENT SERVICES REPORT Trustee Dement moved to approve the Utility Billing Production Agreement between Third Millennium Associates, Inc. and the Village of Plainfield to provide laser imaging and mailing services for the Village. Seconded by Trustee Lamb. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, no; Dement, yes; Fay, yes. 5 yes, 1 no. Motion carried. Mrs. Pleckham reviewed the budget amendments that were highlighted in the staff report. Trustee Fay moved to adopt Ordinance No. 2749, amending the 2007 -2008 Budget as presented. Seconded by Trustee Lamb. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Director Pleckham welcomed Administrator Harris. ENGINEER'S REPORT No Report. COMMUNITY DEVELOPMENT REPORT No Report. PUBLIC WORKS REPORT Mr. Doug Kissel, Wastewater Superintendent, gave a presentation on the new Wastewater Treatment Facility. Trustee Dement moved to award the Wastewater Treatment Facility Improvements Phase Two — 2008 contract to Allan Mack & Sons, Inc., the low bidder, at a total bid amount of $18,000,000 and to authorize the Village President to execute the contract. Seconded by Trustee Lamb. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Trustee Lamb moved to approve to authorize the Village President to execute an Engineering Services Agreement with Baxter and Woodman for the Wastewater Facility Engineering Construction for the construction engineering and administration services for the Phase Two improvements, not to exceed $1,440,000.00. Seconded by Trustee Dement. Vote by roll call. Lamb, yes; Manning, yes, Racich, yes; Vaupel, yes; Dement, yes; Fay, yes. 6 yes, 0 no. Motion carried. Director Persons that the Board for the continued support with roadway and all Public Works Projects. Village of Plainfield Meeting Minutes —April 21, 2008 Page 6 of 8 POLICE CHIEF'S REPORT No Report. ATTORNEY'S REPORT Attorney Harvey gave an update on a recent court case regarding a Trustee for Stickney. Mayor Waldorf read the reminders. Trustee Fay moved to adjourn. Seconded by Trustee Lamb. Voice Vote. All in favor, 0 opposed. Motion carried. The meeting adjourned at 8:47 p.m. Michelle Gibas, Village Clerk Village of Plainfield Meeting Minutes —April 21, 2008 Page 7 of 8 VILLAGE OF PLAINFIELD PUBLIC HEARING APRIL 21, 2008 AT: VILLAGE HALL PRESENT: J.WALDORF, B.LAMB, W.MANNING, J.RACICH, L.VAUPEL, J.DEMENT, AND P.FAY. ALSO PRESENT: A.HARRIS, ADMINISTRATOR; J.HARVEY, ATTORNEY; M.GIBAS, VILLAGE CLERK; S.LARSON, ENGINEER; AYERSONS, PUBLIC WORKS DIRECTOR; D.KISSEL, WASTEWATER SUPERINTENDENT; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; K.GRECO, POLICE COMMANDER; AND TYLECKHAM, MANAGEMENT SERVICES DIRECTOR. PLAINFIELD MEDICAL CENTER Mayor Waldorf called the meeting to order at 7:50 p.m. Present roll call stands. Mr. Testin stated that the applicant is seeking to annex 10 acres to construct a medical office building, and at a later date, the Followers of Christ Lutheran Church plans to construct a new church. The subject property is located north of 127th Street and east of 248th Street. Staff believes that annexation of the property represents a logical extension of the Village's boundaries and that the required findings have been made for the rezoning to B -1. There were no Public Comments. Trustee Fay moved to adjourn the Public Hearing and return to the regular business meeting. Seconded by Trustee Lamb. Voice vote. All in favor, 0 opposed. Motion carried. The meeting adjourned at 7:52 p.m. Michelle Gibas, Village Clerk Village of Plainfield Meeting Minutes —April 21, 2008 Page 8 of 8 VILLAGE OF PLAINFIELD PUBLIC HEARING APRIL 21, 2008 AT: VILLAGE HALL PRESENT: J.WALDORF, B.LAMB, W.MANNING, J.RACICH, L.VAUPEL, J.DEMENT, AND P.FAY. ALSO PRESENT: A.HARRIS, ADMINISTRATOR; J.HARVEY, ATTORNEY; M.GIBAS, VILLAGE CLERK; S.LARSON, ENGINEER; AYERSONS, PUBLIC WORKS DIRECTOR; D.KISSEL, WASTEWATER SUPERINTENDENT; J.TESTIN, COMMUNITY DEVELOPMENT DIRECTOR; K.GRECO, POLICE COMMANDER; AND TYLECKHAM, MANAGEMENT SERVICES DIRECTOR. VACATION OF UPDIKE ROAD Mayor Waldorf called the meeting to order at 8:05p.m. Present roll call stands. Mr. Hostert stated that the road has not been maintained for 15 years, has only been a farm access road, and has no purpose for the new development. Vacation of this road is also pursuant to terms of a land swap agreement that was entered into between the Village the Hosterts. There were no other public comments. Trustee Fay moved to adjourn the Public Hearing and return to the regular business meeting. Seconded by Trustee Dement. Voice vote. All in favor, 0 opposed. Motion carried. The meeting adjourned at 8:10 p.m. Michelle Gibas, Village Clerk