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HomeMy Public PortalAbout10-23-2023 COW Agenda and PacketCommittee of the Whole Workshop of the President and the Board of Trustees Monday, October 23, 2023 7:00 PM 24401 W. Lockport Street Plainfield, IL 60544 In the Boardroom Agenda A.CALL TO ORDER, ROLL CALL, PLEDGE B.APPROVAL OF THE MINUTES B.1.Approval of the Minutes of the Committee of the Whole Workshop and Executive Session held on October 9 2023. 10-09-2023 COW Minutes C.PRESIDENTIAL COMMENTS - •Recognition - Plainfield Runners in the Chicago Marathon. D.TRUSTEES COMMENTS E.PUBLIC COMMENTS (3-5 minutes) F.WORKSHOP F.1.DOWNTOWN GUIDELINES Staff is seeking Board discussion and direction regarding a proposal for Architectural Guidelines Consulting Services. Architectural Design Guidelines Staff Report F.2.YEAR 2023 TAX LEVY Staff will present preliminary information regarding the 2023 Tax Levy. 10-23-23 Tax Levy Staff Report G.EXECUTIVE SESSION - Seeking Board consideration of a motion to adjourn to Executive Session as permitted under the Open Meetings Act under Section 2 (c)(5) to discuss property acquisition and under Section 2(c)(11) to discuss pending litigation, not to reconvene. REMINDERS - 1 Committee of the Whole Workshop of the President and the Board of Trustees Page - 2 •November 6 Village Board Meeting – 7:00 p.m. •November 7 Plan Commission – 7:00 p.m. •November 8 Evening with the Mayor – 5:00 p.m. at Village Hall •November 13 Next Committee of the Whole Workshop – 7:00 p.m. 2 Minutes of the Committee of the Whole Workshop of the President and the Board of Trustees Held on October 9, 2023 In the Boardroom Mayor Argoudelis called the meeting to order at 7:00 p.m. Board present: Mayor Argoudelis, Trustee Kiefer, Trustee Larson, Trustee Ruane, Trustee Wojowski, Trustee Bonuchi, and Trustee Kalkanis. Others present: Joshua Blakemore, Administrator; Michelle Gibas, Village Clerk; Rich Vogel, Village Attorney; Scott Threewitt, Public Works Director; Jon Proulx, Planning Director; Jake Melrose, Economic Development Director; Traci Pleckham, Management Services Director; Lonnie Spires, Building Official; and Robert Miller, Chief of Police. There were approximately 4 persons in the audience. Trustee Ruane moved to approve the Minutes of the Committee of the Whole Workshop held on September 25, 2023. Second by Trustee Kalkanis. Voice Vote. All in favor, 0 opposed. Motion carried. PRESIDENTIAL COMMENTS Mayor Argoudelis commented on the cooler weather. TRUSTEE COMMENTS Trustee Larson inquired as to the status of the Campaign Disclosure Ordinance. Mayor Argoudelis stated that it will be presented at a future meeting. PUBLIC COMMENTS No Comments. WORKSHOP 1)2023 AUDIT Jim Savio, Sikich LLP, reviewed the 2023 Fiscal Year Audit and Single Audit. Mr. Savio stated that they have issued an unmodified opinion which is the highest level of assurance that they can provide to the Village and noted no material weaknesses in internal controls. Director Pleckham stated the acceptance of the audit will be placed on the next Village Board Agenda and staff will be preparing for budget presentations and the tax levy for upcoming Workshop Agendas. Mayor Argoudelis thanked Mr. Savio for the presentation. 2)2023-2024 BUDGET UPDATE Traci Pleckham gave an update on the 2023-2024 Fiscal Year Budget. Mrs. Pleckham reviewed revenues and expenditures to date. Mrs. Pleckham noted that revenues are on track with projections. 3)VIDEO GAMING Village Staff presented a draft ordinance regulating video gaming and a memorandum from Attorney Vogel regarding limiting gaming to certain zoning districts. Administrator Blakemore noted that staff is seeking input from the Board regarding two questions, 1) should the Village allow gaming, and 2) shall it be set up by zoning district? 3 Village of Plainfield Committee of the Whole Meeting Minutes – October 9, 2023 Page 2 There was some general discussion regarding video gaming, locations, restrictions, and signage. After a quick poll of the Board, it was the general consensus to have the staff continue working on a video gaming ordinance and a zoning text amendment for video gaming. Mayor Argoudelis read the reminders. Trustee Bonuchi moved to adjourn to Executive Session as permitted by the Open Meetings Act under Section 2 (C)(5) to discuss property acquisition, not to reconvene. Second by Trustee Kalkanis. Vote by roll call. Kiefer, yes; Larson, no; Ruane, yes; Wojowski, yes; Bonuchi, yes; Kalkanis, yes. 5 yes, 1 no. Motion carried. The meeting adjourned at 8:40 p.m. Michelle Gibas, Village Clerk 4 MEMORANDUM 1!1u rrf I•.1...1 I I -IPuIum4'I' I III To: Mayor Argoudelis and Trustees VILLAGE OF PLAINFIELD From: Joshua Blakemore,Village Administrator Date: October 23, 2023, Committee of the Whole Re: Discussion and Direction Regarding a Proposal for Architectural Design Guidelines Consulting Services Background Findings With the Downtown Des Plaines Street mixed use project looming, and several recent discussions about expansion and increased densities within the Downtown, one of the elements in planning for these potential projects is architectural design standards for the Downtown. From a planning and practicality standpoint, it would be good policy for the Village to establish guidelines for future Downtown projects, making it easier for the developer, staff, and the Board when these projects move forward. Completing this type of review on the fly, or on a case-by-case basis, makes it more challenging and unclear for everyone involved. Spurred by the potential Des Plaines Street project, at the request of the Mayor, staff reached out to vendors including Houseal Lavine, who are currently working on our Comp Plan update) to solicit technical professional assistance with this task. The primary scope of this task would be to assist the Village in putting together a set of Downtown design standards. A few firms have been unresponsive, including ones who have done work for the Village in the past. Staff did discuss this potential project with Houseal Lavine, and ultimately feel this is not something within their area of expertise. One firm, JLK Architects, has been very responsive, has a good understanding of the potential scope here, and has done work in the area. By way of a bit of history,the Village did complete a Master Plan & Streetscape Plan (typically referred to as the Teng Plan) back in 2000, and a "Design Manual"was adopted and revised in 2002 (though staff is not aware of any practical application of the 2002 Design Manual. These are documents which are a great foundation for this task and can help JLK with a bit of Plainfield history, including some of the survey work they would potentially complete with this project. This project would not be completed prior to any the Des Plaines Street project, so in the interest of not slowing that project down, JLK was asked if they could complete that review as sort of a one-off in advance of the full Downtown guidelines being completed. Additionally, any research and surveying done as part of the Des Plaines project could be used as a foundation for the overall standards. Each of these scopes could be worked on simultaneously, or with one in advance of the other, depending on the timing of the Des Plaines project moving forward (which has several other pieces to consider regardless, not the least of which is the financials). JLK has provided a scope, which has been attached for your review, and a representative from this company will be in attendance during Monday's COW to introduce themselves, review the scope, and answer any questions the Board may have. Policy Considerations Downtown design standards are nothing new for the Village, as evidenced by the Teng Plan and the 2002 Design Manual.These standards would be a great complimentary policy to the Village's Comprehensive Plan and establish a standard that will be known for developers coming in with projects as the Village considers the potential expanded densities of the Downtown. These types of standards can also be on redevelopment opportunities as well. One of 5 the themes heard at the Downtown visioning session was in fact increasing the densities of the Downtown to support and expand our businesses within the area. With or without the Des Plaines project, these types of standards are advisable as piece of the Village's Downtown planning. Financial Considerations Part One of the scope is consultation services for the Des Plaines Street project, which can begin at the appropriate time, and has a not to exceed fee of$8,500. Part Two of the scope is consultation services for Design Guidelines for the Downtown, which can begin upon execution of this agreement (which would require Board approval) and has a not to exceed fee of$21,000. Discussion JLK will attend Monday's COW to introduce themselves and review their proposed scope of services. Staff is requesting direction from the Village Board on this project, prior to it being formally considered at a Village Board meeting. Pending the discussion and Board feedback, the draft scope is just that, a draft, and can be further amended/clarified before a vote would be requested. 6 JOHNSON LASKY KINDELIN ARCHITECTS October 10, 2023 Village of Plainfield Attention:Mayor John Argoudelis Subject: Architectural Consultation Services for the Village of Plainfield (Part 1) Design Guidelines for Downtown Plainfield (Part 2) Dear Mayor Argoudelis, Johnson Lasky Kindelin Architects(JLK) is pleased to submit the enclosed fee proposal for architectural consultation services for the Village of Plainfield. A. Part One—Architectural Consultation Services Study-Conduct simple survey to establish main characteristics of existing downtown buildings. Qualify and Quantify- Develop criteria for appropriateness of new buildings based on existing building characteristics. Case Study—Create 3 case studies that evaluate existing buildings in Plainfield based on criteria. Quantifying and Formatting—compile all information into a single document. Deliverable-Approx 10 page memo with analysis, criteria, and 3 case studies Timing—complete by early November to follow up on the financial and parking studies related to the downtown development. Timing is based on receipt of notice to proceed. Hourly Allocation 8hrs—Study 8hrs—Qualify and Quantify 16hrs—Case Study 16hrs—Quantifying and Formatting 8hrs—Calls and meetings Fee 8500—hourly not to exceed B. Part Two—Design Guidelines for Downtown Comp and background research—Find comparable villages/cities as template/precedents for guidelines, incorporate existing Plainfield guidelines, compile additional research on downtown Plainfield. Survey—take photos, develop plans and diagrams. Analysis and draft—analyze gathered information and assemble into draft of Guidelines. Review—review of draft report and discussions about final product. Final product—Assemble final Guidelines document. 230 WEST HURON STREET,SUITE 510 I CHICAGO,ILLINOIS 60654 P 312 357 1221 I F 312 357 0737 7 Estimated Level of Effort 10 hrs-Comps and research 20 hrs -Survey 80hrs—Analysis and Draft 20hrs—Review 20hrs—Final Product 150hrs =Total Fee 21,000—lump sum Billing Structure 60% paid at delivery of draft report 40% remainder paid at delivery of final report Thank you for considering JLK for this project. We look forward to working with you. Please reach out with any questions you may have. Sincerely, Johnson Lasky Kindelin Architects Meg Kindelin, AIA President APPROVED AND ACCEPTED Village of Plainfield By: Title: Date: 8 MEMORANDUM To: Mayor Argoudelis and the Board of Trustees From: Traci Pleckham – Assistant Village Administrator/Management Services Director CC: Joshua Blakemore – Village Administrator Date: October 18, 2023 Subject: Year 2023 Tax Levy – Preliminary Estimate The first step in the annual tax levy process is to formally acknowledge the 2023 preliminary estimate, primarily for public hearing publication purposes. Tax levy revenue and rate projections are a product of the Village’s overall Equalized Assessed Valuation (EAV). The EAV used in the property tax calculation averages the property owner’s assessed valuation over the past three-year period. Based on preliminary information received from Will and Kendall Counties, the overall 2023 estimated EAV has increased by approximately 14% as compared to the 2022 EAV. The Village’s official EAV will not be available until the spring of 2024. Although Board direction for the tax levy is historically based on the Village’s tax rate, it is important to point out that formal approval of the annual tax levy is based on dollars requested. Once the official EAV is available, the County Clerk then calculates the tax rate needed to produce the amount of dollars requested by each taxing district. Because of this, staff will present at the October 23rd Workshop a slightly higher overall EAV/preliminary estimate (at approximately 15%), however the actual dollar amount the Village will receive is anticipated to be less. This higher estimate is to ensure that the Village captures the entire amount of the Village’s EAV. Following the November 6th Board Meeting, the Village will continue tax levy discussions at the November Committee of the Whole Workshops, where staff will present and seek further Board direction regarding the 2023 tax levy. As a reminder, the Village Board must approve the annual property tax levy ordinance and file in both Will and Kendall Counties prior to the last Tuesday in December. The proposed 2023 tax levy timeline is as follows: • November 6, 2023 Village Board Meeting: Motion to acknowledge the preliminary estimate of the 2023 tax levy in the amount of $9,431,500 • November 13, 2023 Village Workshop: continued discussion and direction regarding overall dollar amount and tax levy rate • Week of November 20th: Newspaper publication of the Notice of the Public Hearing for the 2023 Tax Levy • November 27, 2023 Village Workshop: continued tax levy discussion (if needed) • December 4, 2023 Village Board Meeting: Public Hearing on the proposed 2023 Tax Levy and consideration of the 2023 Tax Levy Ordinance for the Village of Plainfield 9