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