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Minutes of Village Board Meeting - April 22, 2008MINUTES OF VILLAGE BOARD MEETING President Jason Briscoe called the meeting to order at 7:00 p.m. followed by the Pledge of Allegiance. Members present: John Horvat, Ray Mason, Dennis Martin, Barry Thompson, Dick Parrish & Terry Houchens. Also present: Jim Grabowski – Village Administrator, Marty Shanahan – Village Attorney, Rob Tonarelli – Superintendent of Public Works, Doug Hayse - Police Chief, John Harrington – Finance Director, Steve Thornton – Village Building Officer & Sean Kelly – Village Engineer. Changes To Agenda – President Briscoe stated that Item 11D would be removed from tonight’s agenda. Review of Minutes – Minutes of Village Board Meeting of April 8, 2008 were reviewed. Trustee Horvat stated that on page 1 under public forum the words "bike path" were left out when describing the bridge in Plainfield. The corrected sentence should say: "He also went on to say that on March 20th, Trustee Horvat, Jim Brownlee and himself took a trip down Ridge Road and noticed a bike path bridge in Plainfield that goes over Ridge Road." Trustee Mason moved, Trustee Parrish seconded the motion to accept the minutes of April 8, 2008 village board as corrected. Hearing no further comments or questions President Briscoe called for a vote on the motion. Ayes: Mason, Horvat, Houchens, Martin & Parrish Nays: None Absent: Thompson Motion carried. Minutes of Plan/Zoning Meeting of March 18, 2008 were reviewed – there were no questions or comments. President Briscoe noted that they will be placed on file. Bills and Transfers – Trustee Mason moved, Trustee Martin seconded the motion to approve the Bills and Transfers as presented. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Mason, Horvat, Houchens, Martin & Parrish Nays: None Absent: Thompson Motion carried. Treasurer's Report – Trustee Martin moved, Trustee Houchens seconded the motion to approve the Treasurer's Report as presented. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Parrish, Horvat, Martin, Mason & Houchens Nays: None Absent: Thompson Motion carried. Public Forum – opened at 7:05 p.m. Curt Jebens of 703 Coady Drive, Minooka, IL stated that he is a Minooka resident and questioned what the ordinance states for the storing of recreational vehicles on your property. President Briscoe stated that there is an ordinance that states that recreational vehicles, such as campers and boats have to be stored in the sideyard behind the front of the home. Mr. Jebens then went on to say that he has looked on the village’s website and it states that you need a permit for decks, fences, irrigation systems, signs, pools and sheds but did not see permits for parking recreational vehicles. His next door neighbor plans on constructing a pad on the side of his house to store a boat and Mr. Jebens stated that he doesn’t want to see that out his kitchen window. The village is starting to look a little shabby and he would like someone to look into existing ordinances or maybe create one addressing the issues around town. One of the issues is a camper belonging to one of his neighbors that has been parked for four years, has never been moved in that time and the neighbor stacks his garbage cans in front of it. Another issue is a yacht that has been parked in the front yard of a home near one of the schools. It affects my property value as well as yours. The village is spending millions to fix the downtown area while our backyard is falling apart. President Briscoe then stated that perhaps the village should review the ordinance or at least look it up to see exactly what it states. Mr. Jebens went on to comment about the structure that is being built on Mondamin Street at the corner of West Street. He stated that it obstructs your view if you are turning east on Mondamin Street from West Street. President Briscoe stated that the village has been discussing the issue. Jerry Davidson of 24901 W. Canal Road, Minooka, IL asked the board to show some consideration when closing the streets for repairs this summer. Osceola Street is the street that the arts and crafts show will take place during Summerfest in August. He asked that maybe that street could be done after Summerfest. President Briscoe stated that it would be looked into. Hearing no other comments or questions President Briscoe closed the public forum at 7:10 p.m. Trustee Thompson entered the meeting at 7:10 p.m. Consent Agenda – Trustee Martin asked to remove item 9A from the consent agenda. President Briscoe made it Item 11O. Trustee Horvat moved, Trustee Mason seconded the motion to approve the consent agenda. Hearing no further comments or questions President Briscoe called for a vote on the motion. Ayes: Horvat, Parrish, Thompson, Houchens, Mason & Martin Nays: None Motion carried. Proclamation Declaring May as Motorcycle Awareness Month Old Items – Resolution Approving Change Order to Village Hall Expansion Project – Administrator Grabowski stated that during the remodel of the space next to the Village Hall there were some items that the contractor had brought to our attention. The contractor had brought up the fact that the space is nine feet (9’) longer than what the plans show and that with the discrepancy, there would be more lumber, drywall, ceiling and flooring. Also with the additional square footage there would be more electrical supplies including lights that would be needed. He went on to say that it was discovered that a floor drain was also required by building code. The cost for the added items is $9,891.84. He also stated that the landlord has agreed to pay the plumbing portion due to the floor drain issue. Trustee Mason moved, Trustee Horvat seconded the motion to approve Resolution #2008-R-978 authorizing change order #1 to Frank Burla and Sons for the Village Hall remodel project in the amount of $9,891.84. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Parrish, Martin, Houchens, Horvat, Thompson & Mason Nays: None Motion carried. New Items – Continued Public Hearing for Fiscal Year 2008-2009 Budget – President Briscoe opened the public hearing for the fiscal year 2008-2009 budget at 7:19 p.m. No one came forward. Ordinance Adopting the Annual Budget for the 2008-2009 Fiscal year – Administrator Grabowski commented about some of the highlights of the budget. The total amount of expenditures in the fiscal plan is $27,235,747. The total estimated revenues for the next fiscal year are $10,362,308. The difference between the revenues and expenditures will be funded by transfers or carry-over monies, such as bond proceeds, and capital funds from the current fiscal year. In the General Fund operating budget it will include a new police officer, a police clerk supervisor, a community policing director, and a maintenance/laborer position with the reduction of the police administrator and police clerk position. Replacement of 2 squad cars with one squad car paid from the capital account. Public Works Department will replace two vehicles and purchase a 2 ton dump truck from capital funds. Trustee Martin moved, Trustee Houchens seconded the motion to approve Ordinance #2008-11 adopting the annual budget for the 2008-2009 fiscal year. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Martin, Houchens, Thompson, Parrish, Mason & Horvat Nays: None Motion carried. Public Hearing to Consider Terms of a Proposed Amendment to an Annexation Agreement (Summerfield Townhouses) – President Briscoe opened the public hearing to consider terms of a proposed amendment to an annexation agreement (Summerfield Townhouses) at 7:20 p.m. No one came forward. Trustee Houchens moved, Trustee Parrish seconded the motion to continue the public hearing to the next regular village board meeting. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Horvat, Parrish, Thompson, Houchens, Mason & Martin Nays: None Motion carried Resolution Establishing a Policy for a Capital Equipment Replacement Program – Administrator Grabowski stated that the Capital Equipment Replacement Funds would be established to purchase replacement vehicles and equipment. He went on to say that the initial contribution to these funds would total $500,000, in which $200,000 would come from the General Fund and $300,000 from the Waterworks and Sewerage Fund. Trustee Martin moved, Trustee Houchens seconded the motion to approve Resolution #2008-R-979 establishing a policy for a capital equipment replacement program. Hearing no further comments or questions President Briscoe called for a vote on the motion. Ayes: Mason, Thompson, Horvat, Houchens, Martin & Parrish Nays: None Motion carried. Resolution Awarding Contract for East Mondamin Street Storm Sewer Improvements – Administrator Grabowski stated that the low bid of $841,949.50 was awarded to Austin Tyler Construction of Elwood for the construction of storm sewer improvements on East Mondamin Street. There are no adequate storm sewers in this area to properly drain storm water. Trustee Mason moved, Trustee Horvat seconded the motion to approve Resolution #2008-R-980 awarding the contract for East Mondamin Street storm sewer work improvement to Austin Tyler Construction of Elwood. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Thompson, Parrish, Horvat, Martin, Mason & Houchens Nays: None Motion carried. Resolution Awarding Contract for Road Construction on Wabasso Street, East St. Mary’s Street, and East Church Street (Contract A) – Administrator Grabowski stated that the low bid of $1,482,934.35 was awarded to Len Cox of Joliet for the re-construction of Wabasso Street, East St. Mary’s Street, and East Church Street (Contract A). The roadways are in need of resurfacing and are missing curb and gutter, sidewalk and proper widths. Trustee Mason moved, Trustee Houchens seconded the motion to approve Resolution #2008-R-981 awarding the contract for road construction on Wabasso Street, East St. Mary’s Street and East Church Street (Contract A) to Len Cox of Joliet. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Houchens, Horvat, Martin, Mason, Parrish & Thompson Nays: None Motion carried. Resolution Awarding Contract for Road Construction on Osceola Street, West St. Mary’s Street and West Church Street (Contract B) – Administrator Grabowski stated that the low bid of $2,232,276.47 was awarded to Len Cox of Joliet for the re-construction of Osceola Street, West St. Mary’s Street, and West Church Street (Contract B). The roadways are in need of resurfacing and are missing curb and gutter, sidewalk and proper widths. Trustee Houchens moved, Trustee Parrish seconded the motion to approve Resolution #2008-R-982 awarding the contract for road construction on Osceola Street, West St. Mary’s Street and West Church Street (Contract B) to Len Cox of Joliet. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Horvat, Parrish, Thompson, Houchens, Mason & Martin Nays: None Motion carried. Resolution Awarding Construction Supervision Contract to Robinson Engineering for the Ridge Road Traffic Signal Projects – Administrator Grabowski stated that the project is for traffic signals being constructed at Ridge Road and McEvilly Road and for Ridge Road and Misty Creek Drive. The agreement is an hourly cost not to exceed $27,000. Trustee Martin moved, Trustee Houchens seconded the motion to approve Resolution #2008-R-983 awarding construction supervision contract to Robinson Engineering for the Ridge Road traffic signal projects at a cost not to exceed $27,000. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Parrish, Martin, Houchens, Horvat, Thompson & Mason Nays: None Motion carried. Resolution Awarding Construction Supervision Contract to Robinson Engineering for the East Mondamin Street Storm Sewer Improvements – Trustee Houchens moved, Trustee Horvat seconded the motion to approve Resolution #2008-R-984 authorizing execution of a scope of services with Robinson Engineering, Ltd. at a cost not to exceed $43,430 for the East Mondamin Street storm sewer improvements. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Martin, Houchens, Thompson, Parrish, Mason & Horvat Nays: None Motion carried. Resolution Awarding Construction Supervision Contract to Robinson Engineering for the Road Construction Projects Contract A – Trustee Mason moved, Trustee Horvat seconded the motion to approve Resolution #2008-R-985 authorizing execution of a scope of services with Robinson Engineering, Ltd. at a cost not to exceed $81,420 for the road improvements on Wabasso Street, East St. Mary’s Street and East Church Street. Ayes: Mason, Thompson, Horvat, Houchens, Martin & Parrish Nays: None Motion carried. Contract B – Trustee Horvat moved, Trustee Parrish seconded the motion to approve Resolution #2008-R-986 authorizing execution of a scope of services with Robinson Engineering, Ltd. at a cost not to exceed $120,480 for the road improvements on Osceola Street, West St. Mary’s Street and West Church Street. Ayes: Thompson, Parrish, Horvat, Martin, Mason & Houchens Nays: None Motion carried. President Briscoe removed himself from the meeting for the next two agenda items at 7:31 p.m. Planning and Zoning Case #2008-02 Ordinance Authorizing a Variance to Allow Cross Access Parking on Lots 10 & 11 in the Mondamin Commercial Center Resolution Denying a Variance to Allow Cross Access Parking on Lots 10 & 11 in the Mondamin Commercial Center Trustee Martin moved, Trustee Horvat seconded the motion to appoint Trustee Houchens to be President Pro-Tem. Ayes: Houchens, Horvat, Martin, Mason, Parrish & Thompson Nays: None Motion carried. Administrator Grabowski stated that Mondamin Commercial Center is located on the north side of Mondamin Street, west of Bob Blair Drive. He went on to say that the petitioner was requesting two variances; the first variance is to combine both parking areas for the two buildings to count as the total required parking area for both buildings and the second for a reduction in the number of required parking spaces. Trustee Martin moved, Trustee Thompson seconded the motion to approve Ordinance #2008-13 authorizing a variance to allow cross access parking on Lots 10 & 11 in the Mondamin Commercial Center. Trustee Martin wanted it known that at this meeting the board was only approving the variance to combine both parking areas for the two buildings to count as the total required parking area for both buildings and not for the variance for the number of parking spaces due to the fact that the planning and zoning board did not take action on it. Hearing no comments or questions President Pro-Tem Houchens called for a vote on the motion. Ayes: Houchens, Horvat, Martin, Mason, Parrish & Thompson Nays: None Motion carried. Resolution Letter of Credit Release for 806 Railway Court – Trustee Martin moved, Trustee Thompson seconded the motion to approve Resolution #2008-R-987 releasing a Letter of Credit for 806 Railway Court in the amount of $9,210.63. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Parrish, Martin, Houchens, Horvat, Thompson & Mason Nays: None Motion carried. President Briscoe re-entered the board meeting at 7:39 p.m. Release of Bond for Grading – 600 Midpoint Road – Trustee Mason moved, Trustee Thompson seconded the motion to approve Resolution #2008-R-988 releasing a letter of credit for 600 Midpoint Road in the amount of $65,853.13. Ayes: Martin, Houchens, Thompson, Parrish, Mason & Horvat Nays: None Motion carried. Resolution Authorizing Execution of 2008 Village Landscaping Contract, Hispano Lawn Maintenance Company – Trustee Thompson moved, Trustee Parrish seconded the motion to approve Resolution #2007-R-989 authorizing execution of an agreement with Hispano Lawn Maintenance in the amount of $42,186. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Thompson, Parrish, Horvat, Martin, Mason & Houchens Nays: None Motion carried. Staff Reports – Administrator Grabowski asked Police Chief Doug Hayse to comment on the police academy. Chief Hayse stated that the police academy will start on May 14th and will run for 10 weeks. It will cover traffic stops, building searches, how the police department functions and much more. It will be held at the village hall with one class being held at the high school. Administrator Grabowski stated that two camp directors were hired for the summer camp this year. Registration will be on Friday, May 16th from 5 p.m. to 7 p.m. and on Saturday, May 17th from 8:00 a.m. to 10:00 a.m. He went on to say that the village wide clean up week was May 5th – May 9th. Liquor Commission Report – Chairman Briscoe had nothing to report. Annexation Committee Report – Chairman Briscoe had nothing to report. Executive Session - President Briscoe announced that there was a need for an executive session and entertained a motion. Trustee Thompson moved, Trustee Horvat seconded the motion to go into executive session to discuss pending litigation, collective bargaining, sale and/or lease of property and price of said property at 7:45 p.m. Ayes: Mason, Thompson, Horvat, Houchens, Martin & Parrish Nays: None Motion carried. Trustee Thompson moved, Trustee Horvat seconded the motion to return to regular session at 8:27 p.m. Ayes: Thompson, Parrish, Horvat, Martin, Mason & Houchens Nays: None Motion carried. President Briscoe noted that there was no action to be taken resulting from Executive Session. As Appropriate – Administrator Grabowski stated that the new contract for weed control needs to move forward and is asking the board for approval to get the contractor out to the various ponds in the village to take control of the weeds now rather than later. He is asking the Board to give a vote of confidence at this meeting and then have an official approval at the next board meeting. President Briscoe asked if anyone had an objection to give direction to Rob Tonarelli to get the contractor out for control of weeds in the ponds that are owned by the Village. The consensus among the board members was unanimous to move forward at this time and then have a official vote at the next board meeting. Trustee Mason reminded everyone that the lights at Ferguson Boulevard were up and working. Trustee Parrish stated that he noticed one block of the wall on Mondamin Street had been broken and asked if Mr. Kelly could look into it. Mr. Kelly stated that it was Planning Resources that were over- seeing the project and that they had contacted the contractor about that problem. Trustee Thompson moved, Trustee Martin seconded the motion to adjourn the meeting at 8:35 p.m. All voted yes, motion carried. Milissa Felker, Deputy Clerk Date approved: May 6, 2008
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