Village of Frankfort Committee of the Whole met Oct. 11.
Here are the minutes provided by the committee:
CALL TO ORDER
Mayor Keith Ogle called the Committee of the Whole meeting to order at 5:30 P.M. on Wednesday, October 11, 2023, at the Village Administration Building, 432 W. Nebraska Street, Frankfort, Illinois.
ROLL CALL
Village Clerk Katie Schubert called the roll. In attendance were Mayor Keith Ogle, Clerk Katie Schubert, Trustees Adam Borrelli, Jessica Petrow, Maura Rigoni, and Gene Savaria. Staff in attendance included Village Administrator Rob Piscia, Asst. Administrator John Burica, Police Chief Leanne Chelepis, Deputy Clerk Theresa Cork, Director of Community and Economic Development Michael Schwarz, Building Director Adam Nielsen, Supt. Terry Kestel, and Utilities Director Zach Brown. Trustees Michael Leddin and Dan Rossi were absent.
APPROVAL OF MINUTES (SEPTEMBER 13, 2023)
Trustee Borrelli moved, seconded by Trustee Savaria, to approve the minutes of the Committee of the Whole meeting of September 13, 2023. A voice vote was taken. All were in favor. The motion carried.
CIRCLE K REDEVELOPMENT: 7654 W. LINCOLN HIGHWAY – DRAFT ANNEXATION AGREEMENT
Director of Community and Economic Development Michael Schwarz reported RDK Ventures, LLC has filed an application requesting annexation (via an Annexation Agreement); Zoning Map Amendment from the default E-R Estate Residential District to the B-2 Community Business District (currently Will County C-2 and C-3); Special Use Permits for (1) an automobile fueling station, (2) accessory liquor sales, and (3) extended hours of operation. Director Schwarz stated the pending Annexation Agreement includes requests for variations related to the front and rear building and fuel canopy setbacks, depth of a landscaped transition yard (front), quantity of plant materials in the landscaped transition yard (front), signage, and cross-access, for the properties located at 7654 W. Lincoln Highway, Frankfort (PINS: 19-09-24-101-013-0000 and 19-09-24- 101-016-0000). He noted approval of a single-lot Plat of Subdivision is also requested to establish a lot of record.
Director Schwarz further reported the subject property is 1.665 acres and is located at the northeast corner of Route 30/Lincoln Highway and Frankfort Square Road, which is presently unincorporated Will County. The subject property is improved with a Circle K/Shell Gas Station and Convenience Store and an accessory drive-through car wash. The applicant is proposing to demolish the existing gas station and accessory car wash in order to redevelop the site with a new 5,069 square-foot gas station/convenience store. Director Schwarz outlined the key provisions of the proposed annexation agreement and introduced the applicant’s representative, Project Manager Ryan Swanson, of Arc Design Resources, Inc. who answered questions from the Committee.
Committee members discussed the draft annexation agreement and voiced their overall support of the redevelopment. Members advised Mr. Swanson that they did not support issuance of a liquor license outside of the Village’s normal operating hours of 7:00 A.M. to 11:00 P.M. and voiced a preference for a bike path rather than a sidewalk as part of the redevelopment proposal. Director Schwarz advised members that the next step would be a Public Hearing for the Annexation Agreement before the Village Board.
COMMITTEE OF THE WHOLE REVIEW OF PC/ZBA SPLIT-VOTE ITEMS
Director Schwarz reported the Plan Commission/Zoning Board of Appeals occasionally forwards recommendations to the Village Board which have a split vote. Although the approved or draft meeting minutes that are provided to the Village Board generally explain why there may have been a split vote on an item, sometimes the Village Board may wish to have more information or time for discussion prior to formally voting on the matter. He sought feedback from the members on the matter.
Committee members felt there was value in providing feedback to applicants prior to consideration at the regular Village Board meeting. Members discussed potential procedures for applications that receive split votes from the Plan Commission. Following discussion, it was the consensus of the Committee for staff to individually poll the Village Board whenever there is a split vote from the Plan Commission for consideration of placement on a Committee of the Whole agenda.
ST. FRANCIS ROAD RESURFACING PROJECT: U.S. 45 TO 88TH AVENUE
Supt. Kestel reported the Village was awarded an STP grant to resurface St. Francis Road from U.S. 45 (LaGrange Road) to 88th Avenue. The STP funding is set to cover 80% of the construction expenses, with the project scheduled for 2024. He sought Committee approval to appropriate Motor Fuel Tax (MFT) funds in the amount of $206,130.00 for the project and authorize approval of the IDOT resolutions relating to the project.
Trustee Petrow moved, seconded by Trustee Rigoni, to forward a recommendation to the Village Board approving the appropriation of $206,130.00 in MFT funds and approving a IDOT Resolution for Improvement under the Illinois Highway Code and a Joint Funding Agreement for Construction Work for the St. Francis Road Resurfacing Project. A voice vote was taken. All were in favor. The motion carried.
ENGINEERING SERVICES AGREEMENT: JACKSON CREEK LIFT STATION DOWNSTREAM CAPACITY ANALYSIS
Utilities Director Zach Brown presented a proposal from Robinson Engineering to perform professional engineering and surveying services associated with the Jackson Creek Lift Station Downstream Capacity Analysis for committee consideration. He reported the Jackson Creek Lift Station is intended to service an ±11.3 square mile area in the southwest region of the Village. He noted the existing development in this area is predominately single-family residential in nature however potential exists for substantial future growth as a large portion of the area is currently undeveloped. Director Brown stated that while the opportunity exists to install two additional “high-flow” pumps to accommodate future growth, questions remain regarding the capability of the downstream gravity sewers to convey these additional flows. He stated this issue was last studied in 2009 and the Village has since consolidated all wastewater treatment at the regional plant and aggressively pursued inflow and infiltration throughout the sanitary sewer conveyance system. Director Brown sought Committee approval to undertake a capacity analysis.
Members discussed the project and the engineer’s proposal. Members voiced their support of the project and asked for a more detailed breakdown of the billing rates for the engineering services rather than a lump sum total for future projects.
Trustee Borrelli moved, seconded by Trustee Petrow, to forward a recommendation to the Village Board approving the execution of an engineering services agreement with Robinson Engineering for professional engineering services related to the Jackson Creek Lift Station Downstream Sanitary Sewer Capacity Analysis, for a lump sum fee of $115,000.00. A voice vote was taken. All were in favor. The motion carried. Trustee Rigoni abstained from discussion and vote.
ENGINEERING SERVICES AGREEMENT: JACKSON CREEK FORCE MAIN INSPECTION PROJECT
Director Brown reported the Jackson Creek Lift Station, located on the west side of Route 45 south of Laraway Road was constructed in 1996. He explained that flows from the lift station are conveyed north along Route 45 approximately 3,700 feet within parallel 16” and 6” sewer force mains to a gravity sewer near Golden Gate Nursery. In an effort to analyze the remaining useful life of the 16” and 6” sewer force mains, the Village desires to enter into an Engineering Services Agreement with Robinson Engineering to conduct an in-line free swimming inspection of the pipes utilizing the PICA Navigator device. The objective is to utilize the Navigator tool to obtain information needed on the two sewer force mains so that potential problem areas can be addressed proactively and with minimal disruption.
Trustee Petrow moved, seconded by Trustee Savaria, to forward a recommendation to the Village Board authorizing the execution of an agreement with Robinson Engineering related to the Jackson Creek Force Main Inspection for a lump sum fee of $47,014.00. A voice vote was taken. All were in favor. The motion carried. Trustee Rigoni abstained from discussion and vote.
WELL 18 WITH WATER TREATMENT PLANT: TERMINUS OF ELSNER ROAD - BID CONSIDERATIONS
Director Brown reported the Village operates a 1-million-gallon elevated water tower at the terminus of Elsner Road. This site is unique in that it is the only tower site in the Village’s utility system that does not have a well associated with it and as such is filled by wells 4 (Tanglewood) and 11/12 (Jackson Creek). Director Brown stated construction of a new well and water treatment plant at this location would reduce the burden on existing wells, increase pumping capacity to accommodate future growth, and provide balance within the distribution system.
Director Brown further reported a test well was drilled at the site in 2021 which confirmed the ability to accommodate a drinking water treatment plant with a capacity of ±1,000 gallons per minute. In 2022, the Village went out to bid for the construction of a new treatment plant at the site. Due to supply chain issues bids came back ±$500,000 more than the engineers estimated cost of construction and as such staff elected to put the project on hold temporarily until supply chain issues were resolved. In the interim staff applied for grant assistance for the project through Will County’s ARPA program. In May 2023 staff received confirmation that the Village was awarded a $500,000 ARPA grant and the project was subsequently rebid.
Director Brown presented bid proposals from five contractors for the new well and water treatment plant construction work. The consulting engineer for this project, Robinson Engineering, reviewed each of the bids and recommended the Village award the contract to the low responsive responsible bidder, Vissering Construction Company, in the amount of $5,690,000.00. He noted Vissering Construction was also the low bidder from the prior bid in 2022.
Members discussed the scope of the project and complimented the proposed design of the new building. Trustee Borrelli moved, seconded by Trustee Petrow, to forward a recommendation to the Village Board to accept the low bid and award the contract to Vissering Construction Company for the construction of Well 18 with Water Treatment Plant, in the amount of $5,690,000.00. A voice vote was taken. All were in favor. The motion carried.
T3IP NEW CONSTRUCTION GRANT: TAT LOGISTICS, INC. – 22445 S. FEY DRIVE
Building Director Adam Nielsen provided an overview of a request from applicant Jeff Graefen for a new construction grant under the Village’s Targeted Industry and Industrial Incentive Program (T3IP). He reported Graefen Development is nearing completion of constructing a new 15,000 square foot industrial building at 22445 S. Fey Drive. He noted this building will be utilized by TAT Logistics, Inc. which currently operates out of Steger and provides transportation logistics services. The applicant requests a new construction grant under the Village’s T3IP in the amount of one dollar ($1) per square foot of the new building area.
Trustee Petrow moved, seconded by Trustee Borrelli, to forward a recommendation to the Village Board authorizing the approval of a T3IP grant in the amount of $15,000.00 to property owner Laraway Investments, LLC for the construction of a new 15,000 square foot building at 22445 S. Fey Drive. A voice vote was taken. All were in favor. The motion carried.
POLICE & FIRE COMMISSION RULES & REGULATIONS UPDATES
Police Chief Leanne Chelepis presented proposed updates to the Village’s Rules and Regulations for the Fire & Police Commission. She reported this is the fifth revision since their inception in 1992 and these rules are required by law. She stated there was one major revision and several minor changes. The major change is under Chapter 3, an addition which creates section 13, titled Secondary List. She explained that the secondary list section provides the ability for the Frankfort
Police to hire certified police offices to accomplish what is referred to as a lateral hiring process. The minor updates included the following:
• Page 7, Chapter 2– Section 3, adding that qualifying criteria for each test will be determined by the police commission prior to each posted test announcement and reflected in meeting minutes.
• Page 15, Chapter 4- Section 1a, an adjustment to the weight of each test grade in promotional examinations to provide additional percentages for job performance and merit.
• Page 15, Chapter 4- Section 1a, change of language from “veteran’s points” to “preference points” as preference points are given for military service and education attainment.
• Page 15, Chapter 4- Section b, reworded language to identify the process if no qualified candidates are identified in a promotional exam.
• Page 16, Chapter 4- Section f, clarifying language to reflect the state statute on the use of preference points for a promotional examination.
Chief Chelepis reported the Police Commission voted to enact these proposed changes at its September 27th meeting and the Commission requested that the changes be brought to the Village Board for any discussions or concerns. She noted no action is required by the Village Board. The proposed amendments require a notice be published in a newspaper of the places where the printed rules may be obtained, and of the date, not less than 10 days subsequent to the time of the publication, when the rules or changes will go into operation. Committee members voiced their support for the proposed changes.
2024 MEETING AND HOLIDAY CALENDAR
Deputy Clerk Theresa Cork presented the Village of Frankfort 2024 Meeting and Holiday calendar for Committee consideration and discussion. The proposed calendar took into consideration the Village’s ten observed holidays. She reported the Village is required to publish the schedule of regular meetings at the beginning of each calendar year and state the dates, times, and places of such meetings. If not published otherwise, the first and third Monday of each month commencing at 7:00 P.M. is designated as the regular time for the meetings of the Village Board except on certain holidays and the meeting is scheduled for Tuesday after that holiday; the second Wednesday of each month commencing at 5:30 P.M. is designated as the regular time for Committee night; the second and fourth Thursday of each month commencing at 6:30 P.M. is designated as the regular time for the Plan Commission; and the third Wednesday of each month commencing at 5:30 P.M. is designated as the regular time for the Historic Preservation Commission. All meetings are held at the Village Administration Building.
Mayor Ogle proposed consolidating the board meetings to a single session in January (January 16) and February (February 12) and shifting the board meetings in April from the first and third Monday to the second and fourth Monday based on meeting history, workloads, budget preparation, and holidays. Additional changes proposed included canceling the January 10 committee night and shifting the Plan Commission meetings to the first and third Thursday in March to accommodate spring break vacations.
Members discussed the meeting and holiday calendar for 2024 and considered the suggested modifications. Concerns were raised by members regarding the proposed changes, citing a desire for a more consistent monthly meeting schedule.
Following discussion, it was the consensus of the Committee to schedule only one Village Board meeting in January (January 16); schedule the Village Board meetings for the second and fourth Monday in April (April 8 and April 22); seek Plan Commission input regarding shifting regular meetings in March to the first and third Thursday; and to not schedule a Plan Commission meeting for the fourth Thursday in the month of December (December 26). Members preferred to publish the calendar with the second Wednesday of each month designated as committee night, including January 10, and only cancel when there are no items of business.
Trustee Borrelli moved, seconded by Trustee Savaria, to forward a recommendation to the Village Board approving the 2024 Meeting and Holiday Calendar with revisions discussed and input from the Plan Commission. A voice vote was taken. All were in favor. The motion carried.
KANSAS STREET CLOSURE DISCUSSION
Administrator Piscia reported Kansas Street was closed between Ash Street and Oak Street as proof of concept for the possibility of a permanent closure. He presented three possible options and sought guidance from the Committee to determine next steps regarding the matter.
1. No Closure: This option would involve keeping Kansas Street open for vehicular traffic and parking, maintaining the status quo.
2. Temporary Closure: This option would temporarily close the street between June and October using the current configuration, with no additional improvements. 3. Permanent Closure: This option would involve permanently closing Kansas Street to vehicular traffic by curbing both ends at Oak and Ash Streets. This would require additional improvements to convert the area into a space for outdoor dining and other events.
Administrator Piscia reported staff obtained estimates from Robinson Engineering for the permanent closure option, and the cost is estimated to be between $593,750 and $773,750, depending on the specific improvements chosen. Robinson Engineering recommended replacing the existing 10” water main below the roadway of Kansas Street as part of the improvements. Robinson Engineering further recommended televising the sanitary sewer that also is below the roadway of Kansas Street, as well as the storm sewer that is beneath the existing sidewalk on the south side of Kansas Street, to ensure whether or not either/both lines need to be lined. Other considerations included the installation of conduit runs for additional lighting and other electrical needs, the creation of two-way traffic on Oak Street with parallel parking on both sides from Kansas Street to Nebraska Street, modifications to Kansas Street from Ash Street to White Street to accommodate eastbound one-way traffic, and final surface options of the Kansas Street pavement.
Committee members deliberated on the permanent closure of Kansas Street, extending from Ash Street to Oak Street and the timing of these changes in relation to the construction of the new parking lots at 11/19 White Street and 2 Smith Street and the new development at 7 N. White Street.
Members felt it was important to engage with stakeholders and garner public input prior to any permanent closure of the roadway. Members underscored the need for a comprehensive understanding of the envisioned space, stressing the importance of ensuring the area is not solely designated for seasonal outdoor dining but serves a year-round purpose. If the decision to move forward is made, it should make a definitive statement, creating a distinct sense of place and offering a prime opportunity for streetscape enhancements.
It was the consensus of the Committee to revisit the option of temporary closure for the summer of 2024 and continue the dialogue about the potential permanent closure of Kansas Street at a future meeting.
OTHER BUSINESS
o Ash Street Right-of-Way
Director Schwarz reported that he contacted the property owners adjacent to the unimproved portion of Ash Street right-of-way. He noted two of the three adjacent property owners have expressed interest in purchasing a portion of the existing public right-of-way. Director Schwarz noted St. Peters Church will contact staff regarding the matter following their board meeting.
o Will County Application for Special Use Permit for Outdoor Storage
Staff was asked about the Will County application for a Special Use Permit for outdoor storage on the unincorporated property immediately west of the Frankfort Public Library at the southwest corner of Route 30 and Pfeiffer Road.
Director Schwarz reported he provided a response to Will County staff informing them that the Village would be opposed to outdoor storage on the property without adequate screening. He requested that they provide the proposed screening plan for the dump truck and excavator, including the location on the property and the specific screening method.
o 2024 Event Calendar
Staff noted the 2024 Event Calendar will be presented at next month’s Committee of the Whole meeting on November 8.
o Joint Meeting Village Board/Plan Commission
Board members expressed interest in having a joint Village Board/Plan Commission meeting.
PUBLIC COMMENTS
There were no comments from the public.
ADJOURNMENT
Hearing no further business, Trustee Savaria moved, seconded by Trustee Rigoni, to adjourn the Committee of the Whole meeting of Wednesday, October 11, 2023. A voice vote was taken. All were in favor. The motion carried. The meeting adjourned at 7:19 P.M.
https://cms9files.revize.com/frankfortil/2023-10-11-cow-min.pdf
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