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Minutes of the Committee of the Whole Workshop of the President and the Board of Trustees
Held on March 26, 2018
In the Boardroom
Mayor Collins called the meeting to order at 7:00 p.m. Board Present: Trustee Wojowski, Trustee
Bonuchi, Trustee Lamb, Trustee Larson, Trustee Newton, and Trustee O'Rourke. Others present:
Brian Murphy, Administrator; Michelle Gibas, Village Clerk; Lou Haussman, Engineer; Scott
Threewitt, Lead Engineer; Allen Persons, Public Works Director; Jake Melrose, Economic
Development Manager; Ken Goska, Building Official; and Ken Ruggles, Police Commander. There
were approximately 6 persons in the audience.
Trustee O'Rourke moved to approve the Minutes of the Committee of the Whole Workshop and
Executive Session held on March 12, 2018. Second by Trustee Larson. Voice Vote. All in favor, 0
opposed. Motion carried.
PRESIDENTIAL COMMENTS
No Comments.
TRUSTEE COMMENTS
No Comments.
PUBLIC COMMENTS
No Comments.
WORKSHOP
1) VILLAGE GREEN PROJECT UPDATE
Mr. Allen Persons, Public Works Director, gave a presentation, regarding the proposed Village Green
Project. Mr. Persons stated that most of the water mains, sanitary sewer mains, storm sewers, and
related services in the Village Green area are over 100 years old and are in need of attention. Mr.
Persons reviewed the proposed improvements to the Commercial Street Sanitary Sewer. Mr. Persons
pointed out that this sewer is a good candidate for interior pipe lining. Mr. Persons stated that the
lining of the other sewer mains and service to each property line should be completed at the same
time. Mr. Persons estimated the cost for this phase to be approximately $1.5 million.
Mr. Persons then reviewed the proposed water system improvements. Most of the water mains are
only 4" in diameter and the hydrants that are connected to these mains will not support fire flow.
These mains should be upgraded to a size of 8", 10", or 12" in diameter. Mr. Persons pointed out that
about half of the 97 water services are copper or iron pipe. There are still some lead service lines that
need to be replaced and a policy will need to be developed to address the costs of replacement. There
was some general discussion regarding the costs to the homeowners to replace the lead service lines.
It was the general consensus to find out what the costs would be and to bring that back to the Board
for further discussion.
Mr. Persons then identified some parking design and considerations around the Park. Mr. Persons
pointed out that the proposed parking utilizes existing Village rights-of-way. There was some
general discussion regarding parking. There were some concerns raised about the safety of the
parking. Trustee Larson suggested getting input from the residents. There was also some general
discussion regarding the schedule of the proposed project.
Village of Plainfield
Meeting Minutes—March 26, 2018
Page 2
#2 FINANCIAL POLICIES
Mrs. Traci Pleckham, Management Services Director, reviewed the Village's Financial Policies,
Investment Policy, and Purchase Authority Policy. Mrs. Pleckham reviewed some proposed changes
to the policies including increasing the competitive bid threshold to $25,000.00 from $20,000.00, and
increasing the purchasing authority of the Village Administrator from $5,000.00 to $10,000.00.
There was some general discussion regarding the purchase authority for the Village Administrator.
Trustee Lamb suggested also increasing the purchase authority of the Department Directors to
$5,000.00, and also asked the staff to include the definition of unrestricted net position.
Mrs. Pleckham pointed out that the Financial Policies are included in Budget Document, but the
Investment Policy and Purchase Authority Policy are not. It was the consensus of the Board to revise
the Financial Policies as presented and to include the definition of Unrestricted Net Polices for
adoption with the Budget and to revise and bring the Investment Policy and Purchase Authority
Policy back to the Board.
Mayor Collins thanked read the reminders.
Trustee Bonuchi moved to adjourn. Second by Trustee Newton. Voice Vote. All in favor, 0
opposed. Motion carried.
The meeting adjourned at 8:50 p.m.
Michelle Gibas, Village Clerk