Village of Channahon Board Village Committee of the Whole met Oct. 19.
Here is the minutes provided by the committee:
VP Moorman Schumacher called the meeting to order at 6:00 p.m. with Trustees Greco, Host, Perinar, Scaggs and Slocum present.
Also present were Village Administrator Durkin, Director of Community Development and Information Systems Mike Petrick, Finance Director Heather Wagonblott, Director of Public Works Ed Dolezal, Chief of Police Shane Casey, Village Attorney Jim Murphy and Village Clerk Kristin Hall.
VP Moorman Schumacher informed everyone present that anyone who speaks at the meeting shall be deemed to have given his/her consent to the recording of their likeness and speech. This meeting is being recorded.
VILLAGE PRESIDENT
VP Moorman Schumacher stated Early Voting started today and we had 229 voters come in today. She stated that is a huge number of voters. She also stated that Durkin called her this morning to tell her the line of voters was out the door and almost to the employee entrance. She further stated that she wanted the Board thoughts about changing Trick or Treat hours. She stated that she has received a couple e-mails about changing them since it is on a Saturday this year. She also stated that her feeling is to just leave it 4-7 p.m. She further stated that it has been on a Saturday previously and the hours have not been changed. She stated that if a neighborhood wants to do something early, they can do that in their neighborhood. She also stated that she doesn’t see the need for the Trick or Treat hours to be changed.
Board Direction was to leave the Trick or Treat hours from 4-7 p.m.
ADMINISTRATION DEPARTMENT
Discussion – An Ordinance Authorizing a Recapture Agreement with Speedway, LLC for Certain Public Improvements – 1st Read
Discussion – An Ordinance Adopting a Recapture Agreement Prorating the Cost of Certain Improvements Benefiting Property In or Near the Village of Channahon (Speedway US Route 6 Watermain Extension) – 1st Read
Durkin stated in January of 2019, the Village entered into a development agreement with Speedway Inc. regarding the development of property located at the Northwest Corner of Thomas Dillon Drive and US Route 6. He stated in order to facilitate the development of this property, the installation of a Village water main from an area adjacent Interstate 55 and along US Route 6 to the property was required. He also stated according to the development agreement, Speedway Inc. is entitled to recapture from benefited properties their proportionate share of the costs of a portion of the water main extension based on the actual costs of the project, as reasonably approved by the Village. He further stated the attached ordinances are required to be to facilitate this obligation contained in the development agreement.
Discussion – Resolution Committing Local Funds Bridge Street Multi-Use Phase 3 West Durkin stated as you recall, the Village previously received grant funding through the Illinois Transportation Enhancement Program (ITEP) for the design and construction of phases of the Bridge Street Multi-use Path. He stated the ITEP program requires a minimum 20% local match (50% for property acquisition) and the success we have had in securing grants through this program has resulted in the Village receiving $1,468,990 in federal dollars toward the construction of this important local and regional trail link. He also stated the Village is applying for funding for the final phase of the Bridge Street Multi-use path under the current ITEP funding program. He further stated this application will request 77% of the anticipated cost to fund the final phase and completion of the Bridge Street Multi-use Path, totaling $2,000,000. He stated the total cost of the final phase is anticipated to be $2,599,627.31; 23% of the total amount equals $599,627.31. He also stated this local percentage match is slightly higher than the typical 80%/20% match due to the fact that grant awards are capped at $2,000,000.
VP Moorman Schumacher stated that would finish up the bike path, which is a huge connector for us. She stated then we will have the ability to turn our attention to paths east in the east end of the Village.
Durkin stated if we are not successful with the Rebuild Illinois Grant and we get the ITEP grant; that will be the third ITEP grant we have received for the construction of the bike path.
COMMUNITY DEVELOPMENT & INFORMATION SYSTEMS
Discussion – An Ordinance Amending Title XV, Chapter 156 “Zoning Regulations” of the Village of Channahon Municipal Code Regarding the Town Center Preliminary Plat of Subdivision/Land Use Plan – 1st Read
Petrick stated this is in reference to the two lots that are closet to the Village Hall property. He stated those are currently designated as four flat apartment condo unit buildings. He also stated that when the original land use plans came through in 2001-2002, the Town Center circle was homes with first level commercial and people living above, it was more of a mixed use type of area, where these would have made sense at the end of the street. He further stated that in 2005- 2006 when that was amended to all single family, these four flats never went away. He stated that there is some apprehension from the residents and the builder. He also stated that the petition wants to change these two lots to single family, to match the rest of the street. He further stated that there was originally a roundabout at the end of Town Center Circle and St. James Street, it would leave one lot with absolutely no access; unless the driveway was in the center of the roundabout. He stated we’ve looked at changing that to a standard intersection and relocating the roundabout to another location in the mixed use area. He also stated that Public Hearing was held at PZC last week and there was one resident suggesting that we keep the roundabout, former Mayor Wayne Chesson. He further stated that since the original design of the Town Center commercial area is thought to be something different in our comprehensive plan; it is likely that the roundabout will still exist but at a location further east than this intersection. He stated it is on as a first read but he doesn’t think there is anything high controversial that would prevent waiving second read.
VP Moorman Schumacher asked what was the PZC recommendation.
Petrick stated that PZC recommended this change unanimously.
Discussion took place on the cost of the preliminary plat and who would be paying.
FINANCE DEPARTMENT
Discussion – Channahon Police Pension Fund Municipal Compliance Report
Wagonblott stated House Bill 5088 (Public Act 95-950) requires police pension funds to provide the Village Board with a Municipal Compliance Report on an annual basis. She stated the purpose of the Municipal Compliance Report is such that the Pension Board certifies to the Board of Trustees the condition of the Pension Fund at the end of its most recently completed fiscal year. She also stated the Municipal Compliance Report, along with a copy of the actuarial report and tax levy demand letter should be presented to the Village Board each year. She further stated the Police Pension actuarial report and the tax levy demand letter was previously presented and approved by the Village Board at the August 3, 2020 Board meeting. She stated the information is attached to this memo for reference, but has not changed since August 3, 2020. She also stated at the direction of the pension attorney, the Channahon Police Pension Board retained an outside accounting firm to prepare the required Municipal Compliance report. She further stated attached is a copy of the Channahon Police Pension Fund’s April 30, 2020 Municipal Compliance Report for the Board’s information and review. She stated that the two grants that the Village was able to submit information and apply for; the CARES Act under Will County and Grundy County, the Village will be receiving reimbursements just under $536,000.
POLICE DEPARTMENT
Discussion – An Ordinance Amending Chapter 10, Compliance Tickets – 1st Read
Casey stated under 10.98 (F) (1) of the Village’s current ordinance fee schedule, a warning is required prior to an ACT or local citation issuance. He stated the amended ordinance would remove the mandatory warning, as set forth in Exhibit A attached hereto. He also stated the fine would remain $25 for each offense. He further stated my staff has identified many instances when enforcement is appropriate on an initial contact, including trucks parked along the roadways. He stated additionally, there are hurdles as it pertains to the tracking of warnings. He also stated he feels his administrative and supervisory staff can oversee the parking enforcement and utilize good discretion that supports and fosters a partnership with the community while mitigating the hazard presented by the violation. He further stated we also have much better communication with the public when snow events are predicted. He stated with technology in hand, our residents have better access to weather related events that would necessitate off-street parking. He also stated our focus will remain on alleviating the hazard created by parking violation, rather than the enforcement of the violation.
VP Moorman Schumacher stated that we have talked about this previously. She stated that this change is mainly for the fueling stations and the trucks. It’s practically impossible to track a warning on a truck. She stated that they may come through once a week, they may come through everyday or they may never come through again. She also stated that she’s always felt that it should be the officer’s discretion and the circumstances warranted as to what they do.
Discussion – An Ordinance Amending the Village of Channahon Code of Ordinances with Respect to Golf Carts and Utility Task Vehicles
Casey stated our current Golf Cart ordinance was passed in May of 2013. He stated he was tasked with looking into updating the current ordinance to include Utility Tasked Vehicles (UTVs). He also stated much of this update is clarification to laws and restrictions that pertain to operating atypical vehicles on our roadways, and the addition of a permitting process to off-set the Village’s costs required to allow roadway use. He further stated the amended “Operation of Golf Carts” ordinance, attached hereto as Exhibit A, incorporates several changes based on the Village Board’s input after listening to public comments and hearing an oral report of information he has received from residents. He stated these include: Removing UTVs, reducing the driver’s age to 16, removing windshield wipers as required equipment, adding a horn or warning device, and lowering the permit price from $75 to $30 a year.
A lengthy discussion took place, including comments from two Channahon residents, Bill Hulbert and Brian Loomis.
Board Direction was to add UTVs back in and revise fee to $10 per year vehicle sticker fee. Residents would come into the Village Hall to get the sticker and update their information each year. This item will be taken up for a vote at the November 2nd Board Meeting.
PUBLIC WORKS DEPARTMENT
Discussion – Final Change Order for Water Tower No. 2 Rehabilitation Project
Dolezal stated the project is substantially complete and pay request No. 1, which includes items on this Change Order, is on the current agenda’s Bill’s List. He stated items 1a and 1b on the Change Order involves two alternates for insulating the riser pipe. He also stated after awarding the contract with one alternate, further discussion with the Engineer and Contractor involving primarily freezing in the riser pipe resulted in the decision to perform the work as described in the other alternate bid item. He further stated items 1c and 1d on the Change Order involve a new cathodic protection system rather than just replacing the anodes on the existing system. He stated the net cost increase of $3200 involves only the actual equipment cost (no overhead, labor, or profit) and was negotiated down to not exceed the original contract awarded value.
Discussion – 2020 Various Spray Patching Project Change Order No. 1
Dolezal stated the Board awarded this contract to Midstate Asphalt Repair on May 4, 2020 in the amount of $29,959.00. He stated this change order represents final quantity adjustments for the project. He also stated final quantities generate a net decrease of $94.75 to the original contract cost, resulting in a new contract value of $29,864.25.
Discussion – Chip Spread Project Change Order No. 1
Dolezal stated the Board awarded this contract to Gallagher Asphalt August 3, 2020 in the amount of $11,969.95. He stated contracted work included labor, spreader, trucking, traffic control, rolling, and chips. He also stated because the amount of chips needed could not be reasonably estimated, the contract used one ton of chips at $19.95/ton as a place holder and to establish a unit price. It being understood the final quantity would be much higher. He further states this change order represents an increase of 19.04 tons of chips at a net increase of $379.85. He stated all work has been completed at an asbuilt cost of $12,349.80.
Discussion – Hiring of Laborer Position
Dolezal stated this item will be discussed in Executive Session.
COMMUNICATIONS
PUBLIC COMMENT
EXECUTIVE SESSION
Trustee Scaggs made a motion to open Executive Session at 7:00 p.m. for Appointment, Employment, Dismissal, Compensation, Discipline and Performance of an Employee of the Village of Channahon. Seconded by Trustee Perinar.
ROLL CALL AYES: Greco, Host, Perinar, Scaggs and Slocum.
NAYS: NONE MOTION CARRIED
Trustee Slocum made a motion to close Executive Session at 7:11 p.m. for Appointment, Employment, Dismissal, Compensation, Discipline and Performance of an Employee of the Village of Channahon. Seconded by Trustee Greco.
ROLL CALL AYES: Greco, Host, Perinar, Scaggs and Slocum.
NAYS: NONE MOTION CARRIED
The Committee of the Whole was adjourned at 7:11 p.m.
https://www.channahon.org/AgendaCenter/ViewFile/Minutes/_10192020-297
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