Plainfield Township Board of Trustees Special
Meeting Minutes, February 28, 2005
STATE
OF ILLINOIS
)
WILL
COUNTY
)
S.S. Approved March 14, 2005
TOWN
OF PLAINFIELD )
THE BOARD OF TRUSTEES met at the Office of Town Clerk at 6:18 pm on February 28, 2005.
PRESENT:
Kim Sandstrom Town Trustee
ABSENT:
Pat Herman Town Trustee
Ken McCafferty Town Trustee
OTHER OFFICIALS PRESENT:
Rosemary Pruss Town Clerk
I.
Meeting of February 28, 2005 was called to order at 6:18 pm.
II. Pledge of Allegiance and Prayer.
Pledge of Allegiance and prayer were said.
III.
Roll Call for Quorum:
A motion to approve the agenda was
made by
Tom Flynn, Arris Architects, was present to explain and discuss the following bids and change orders regarding construction of the new township building.
A. Septic Bids
Two bids were received
in the amounts of $36,000 from R&R Septic and $38,275 from Zieter’s Septic
Unlimited. Tom Flynn reviewed the
bids and confirmed they both comply with requirements. R&R is the low
bidder.
A motion to award the
septic installation to R&R Septic was made by Kim Sandstrom,
seconded by
B.
Telephone System Bids - Discussion
Six bids from five
companies were received for consideration. The
apparent low bidder is C&H at $17, 991.00.
However, this company’s proposal was not signed and the bid bond was
not the original copy.
A motion to table
awarding of the phone system installation until the March 14, 2005 board meeting
was made by
C.
Change Order #8
The cost of the bollards for the ComEd transformer authorized at the February 14th board meeting has decreased.
A motion to ammend
Change Order #8 to the amount of $1,466.88 was made by
D.
Change Order #9 - EVS
Adjustments within the roof expenditure resulted in no change in the total contract price.
A motion to approve
Change Order #9 was made by
E. Other Building Issues.
Tom Flynn will present some proposals from security companies at the March 14, 2005 board meeting. Also, during the walk-through, Food Pantry personnel made some suggestions for changes. Mr. Flynn asked them to direct their requests to the board.
VII.
ANNOUNCEMENTS
XI. ADJOURNMENT
A motion to adjourn was
made by
____________________________________
Rosemary Pruss Township Clerk
WILL
COUNTY
)
S.S. Approved April 11, 2005
TOWN
OF PLAINFIELD )
THE BOARD OF TRUSTEES met at the Office of Town Clerk at 6:08 pm on April 4, 2005.
PRESENT:
Pat Herman Town Trustee
ABSENT:
Kim Sandstrom Town Trustee
Ken McCafferty Town Trustee
Rosemary Pruss Town Clerk
OTHER OFFICIALS PRESENT:
I.
Meeting of April 4, 2005 was called to order at 6:08 pm.
II. Pledge of Allegiance and Prayer.
Pledge of Allegiance and prayer were said.
III.
Roll Call for Quorum:
A motion to approve the agenda was
made by
D.
Discussion – Burglar alarm and access control system.
We are ready to move forward with obtaining detailed costs and going
out for bids.
E. Discussion – Addition of fence at perimeter of site. Decision was reached to do the electrical wiring now for a gate, but depending on prices, purchase the gate in the future.
F. Discussion – Warranty of exterior paint system. Ten years is standard, not fifteen as originally indicated.
I.
A motion to table the change order for the reconfiguration of the
Food Pantry in the
amount of $3,282.09 was
made by
J.
A motion to table the change order for the removal of the two
existing township
buildings noted “by owner”
on the drawings, EVS Construction proposal of $12,981.24 for removal and
disposal was made by Pat Herman and seconded by
better lighting to the flag was
made by
L. Paint for Building 2, Salt Shed - Tom Flynn will obtain pricing for paint and labor from EVS Construction if we decide to paint the Salt Shed.
A motion to table the change
order for painting the exterior concrete walls of Building 2 Salt Shed, color to
be Benjamin Moore HC79 “Greenbrier Beige” using the same paint system
approved for Building 1, was made by
Tom Flynn indicated that Pay Request No. 8 will be ready soon.
VII.
ANNOUNCEMENTS
VIII. ADJOURNMENT
A motion to adjourn was
made by
__________________________________________
Andi French Deputy Township Clerk
Plainfield Township Board of Trustees Special Meeting Minutes, May 2, 2005
STATE
OF ILLINOIS
)
WILL
COUNTY
)
S.S. Approved
May 9, 2005
TOWN
OF PLAINFIELD )
THE BOARD OF TRUSTEES met at the Office of Town Clerk at 6:00 pm on May 2, 2005.
PRESENT:
Ken McCafferty Town Trustee
ABSENT:
Kim Sandstrom Town Trustee
Pat Herman Town Trustee
OTHER OFFICIALS PRESENT:
Rosemary Pruss Town Clerk
I.
Meeting of May 2, 2005 was called to order at 6:00 pm.
II. Pledge of Allegiance and Prayer.
Pledge of Allegiance and prayer were said.
III.
Roll Call for Quorum:
A motion to approve the agenda was
made by
A. Demolition of existing buildings – The 2nd estimate received proved to be considerably higher that the one from EVS Construction.
C. Substitution of Light Fixture F13 – Remove from agenda. Tom Flynn will request a change order to lower the contract for this item as decided at the last special meeting.
D. Proposal Request for Painting of Exterior Concrete of Salt Shed – Sam Reichert, Highway Commissioner, approved the painting plan to be paid for out of his budget.
F. Exterior storage tanks required by Will County
A motion to table items E., Civil Engineering revisions required by Will County
and
F., Exterior storage tanks required by Will County was made by
Moving Company – It was decided that a moving company will be needed for heavy furniture, equipment, etc.
Janitorial Service – It was decided that a janitorial service will be needed to clean the new building before the move and also for regular cleaning thereafter.
For the above two items, Andi French, administrative assistant, will pursue prices from two companies.
Computer set-up – Andi French will also pursue someone to reconnect and set-up computer equipment
Food Pantry – It will be necessary to determine needs including old/new shelving, etc.
Delivery of New Furniture
–
May 18th remains the official completion date at this time.
H. Amendment to Professional Services with ARRIS Architects and Strand Asst’s.
This is a formalizing of items already approved to be billed at time and expense. These items include the septic and storm water management systems at a cost of $10,000.00, $5,000.00 to be paid by the Township and $5,000.00 to be paid by the Forest Preserve.
The septic system installation started during the past weekend. R & R Septic is basing completion on the May 18, 2005 building completion date.
J. Phone System – Union problems have been averted. The contractor hired another firm to install the wires.
K. Alarm Bids – Bids were received on Friday, April 29, 2005. The apparent low bid is from e. Norman in the amount of $6,040.00. This bid represents a wireless system and requires some inquiries before awarding the alarm installation.
L. Presentation Equipment in Room 101 – Discussion
It was decided that purchase of presentation equipment will be postponed until after the building is occupied in order to more accurately determine needs.
M. Pay Request #8 – The Township’s share of the $196,355.00 payout will be $186,265.80.
This pay request has
already been approved pending waivers.
No action is required.
N.
AmeriGas - Second Stage Regulator
O.
SBC – Authorization to Prepare Cost Estimate
Fuel System – Sam Reichert does not want to lock into one company’s fuel prices by accepting free tanks. A proposal received from Petroleum Technologies Equipment for $16,850.00 includes two 560 gallon tanks and related equipment. If a decision can be reached soon it will avoid cutting concrete by installing before the concrete is poured.
The bronze plaque for the new building will be discussed at the next regular board meeting on May 9th.
The budget workshop scheduled for May 16th has to be rescheduled. The budget will be approved at the regular board meeting on June 13th, 2005. Newly elected officials will also be sworn in at the June 13th meeting.
VII.
ANNOUNCEMENTS
VIII. ADJOURNMENT
A motion to adjourn was
made by Ken McCafferty, seconded by
__________________________________________
Rosemary Pruss Town Clerk
Plainfield Township Board of Trustees Special Meeting Minutes, May 24, 2005
STATE
OF ILLINOIS
)
WILL
COUNTY
)
S.S. Approved June
13, 2005
TOWN
OF PLAINFIELD )
THE BOARD OF TRUSTEES met at the Office of Town Clerk at 6:00 pm on May 24, 2005.
PRESENT:
John Argoudelis Supervisor
Paul Pesavento Town Trustee
Ken McCafferty Town Trustee
Chuck Willard Town Trustee
Kim Sandstrom Town Trustee
ABSENT:
OTHER OFFICIALS PRESENT:
Rosemary Pruss Town Clerk
John Argoudelis acting as chairman and Rosemary Pruss acting as clerk. The following official business was transacted:
I.
Meeting of May 24, 2005 was called to order at 6:09 pm.
II. Pledge of Allegiance and Prayer.
Pledge of Allegiance and prayer were said.
III. Roll Call for Quorum: Paul Pesavento – Present, Kim Sandstrom – Present, Ken McCafferty – Present, Chuck Willard – Present, John Argoudelis, Present
A motion to approve the agenda was made by Paul Pesavento, seconded by Ken McCafferty. Voice vote taken. Motion carries.
A.
Civil Revisions as required by Will County
Summary: The original engineering firm, Brink Engineering, went out of business without following up with the Army Corp of Engineers requirements regarding flood plain and detention pond issues. Strand Engineering was hired to take over the project. This change order reflects the expense of changes made by Strand Engineering to bring the project into compliance. The township considers the Forest Preserve responsible for one half of this site expense. The Forest Preserve has sent a letter questioning their responsibility. Arris Architects and John Argoudelis are putting together a letter of response and will be present at the Forest Preserve’s June 2nd committee meeting. A delay in the project could occur due to the meeting schedule of the Forest Preserve. Michael Lambert cautioned that if the township is not able to occupy the building when substantially complete, proper insurance must be in place during this period. Also, warrantees will begin upon partial completion. A delay may also incur remobilization costs. Due to a math error by Tom Flynn in the total amount due, Change Order #15 is here being revised to reflect the correct amount.
F. Update of telephone system pedestal location and fire alarm connection location
A motion to authorize an expenditure of up to $4,000.00 for the labor and materials for the SBC installation subject to architect’s review and approval was made by Ken McCaffery and seconded by Chuck Willard. Roll call vote taken. Chuck Willard – Aye, Paul Pesavento – Aye, Kim Sandstrom – Aye, Ken McCafferty – Aye, John Argoudelis - Aye. Motion carries.
H. Interior Signs - Discussion
Interior signs will be provided for main rooms only and will indicate names or titles, not room numbers. Signs to indicate restrooms and “authorized personnel only” will be needed. Tom Flynn will choose a color and review his choice with John Argoudelis and Andi French. This expense is already included in the total for the building.
John Argoudelis will negotiate with the company to reduce the amount needed for these changes.
J. Request for reduction in retention for payments – It was decided not to reduce retention for payments at this time.
K. Moving company bids – Discussion
Three bids have been received. They include differences in time periods, number of tote boxes and packaging materials and some are “estimated” charges. It was decided to analyze the bids further and consider a decision before June 13th.
A motion to table a decision on hiring a moving company was made by Paul Pesavento and seconded by Chuck Willard. Voice vote taken. Motion carries.
L. SBC – Discussed earlier at this meeting.
M. Artwork – Discussion
Andi French has received several catalogues containing artwork. Examples include framed poster-type pictures at a cost of approximately $200 each. Sam Reichert has offered to donate framed pictures of historical Plainfield. Additional discussion and research is needed before making a decision.
N. Fire alarm issues – Discussion
Maintenance and reliability issues for a radio system vs. a phone company system were discussed. Andi French has done some research on costs and reliability. The fire inspector has approved the use of either system.
A motion to table agenda items B, C, E, and N until the next meeting was made by Paul Pesavento and seconded by Chuck Willard. Voice vote taken. Motion Carries.
VII.
ANNOUNCEMENTS
VIII. ADJOURNMENT
A motion to adjourn was made by Ken McCafferty, seconded by Paul Pesavento. Voice vote taken. Motion carries. Meeting of May 24, 2005 was adjourned at 7:26 p.m.
__________________________________________
Rosemary Pruss Town Clerk
STATE
OF
WILL
COUNTY
)
S.S. Approved
September 12, 2005
TOWN
OF
THE BOARD OF TRUSTEES met at the Office of Town Clerk at 6:00 pm on August 29, 2005.
PRESENT:
John Argoudelis Supervisor
Paul Pesavento Town Trustee
Chuck Willard Town Trustee
Kim Sandstrom Town Trustee
Ken McCafferty Town Trustee
ABSENT:
OTHER OFFICIALS PRESENT:
Rosemary Pruss Town Clerk
John Argoudelis acting as chairman and Rosemary Pruss acting as clerk. The following official business was transacted:
I.
Meeting of August 29, 2005 was called to order at 6:07 pm.
II. Pledge of Allegiance and Prayer.
Pledge of Allegiance and prayer were said.
III. Roll Call for Quorum: Paul Pesavento – Present, Kim Sandstrom – Present, Ken McCafferty – Present, Chuck Willard – Present, John Argoudelis – Present.
A motion to approve the agenda was made by Ken McCafferty, seconded by Chuck Willard. Voice vote taken. Motion carries.
A. Proposal Request for substitution/credit for Light Fixture F13 – Tabled.
Discussion included priority of users, fees, hours of availability, limiting use of the kitchen, custodial and security needs, and administrative needs. Every detail of the proposed policy was reviewed. It was decided to address the issue of security in a motion and to present a draft of the Meeting Room Policy at the next regular board meeting of September12, 2005.
VII. ANNOUNCEMENTS
Paul Pesavento advised that The Senior Center is in need of internet services.
Discussions with the engineering
firm hired to evaluate the
VIII. ADJOURNMENT
A motion to adjourn was made by Chuck Willard, seconded by Kim Sandstrom. Voice vote taken. Motion carries. Meeting of August 29, 2005 was adjourned at 7:38 p.m.
__________________________________________
Rosemary Pruss Town Clerk
STATE
OF
WILL
COUNTY
)
S.S. Approved
TOWN
OF
THE BOARD OF TRUSTEES met at the Office of
Town Clerk at
PRESENT:
John Argoudelis Supervisor
Paul Pesavento Town Trustee
Ken McCafferty Town Trustee
ABSENT:
Chuck Willard Town Trustee
Kim Sandstrom Town Trustee
OTHER OFFICIALS PRESENT:
Rosemary Pruss Town Clerk
John Argoudelis acting as chairman and Rosemary Pruss acting as clerk. The following official business was transacted:
I.
Meeting of
II. Pledge of Allegiance and Prayer.
Pledge of Allegiance and prayer were said.
III. Roll Call for Quorum: Paul Pesavento – Present, Kim Sandstrom – Absent, Ken McCafferty – Present, Chuck Willard – Absent, John Argoudelis – Present.
A motion to approve the agenda was made by Paul Pesavento, seconded by Ken McCafferty. Voice vote taken. Motion carries.
V. SUPERVISOR’S REPORT –
A.
Change Order Request from Forest Preserve of
The Forest Preserve would like to have erosion control blankets placed along the bike trail. Tom Flynn, Arris Architects, will verify that the Forest Preserve is paying for this. The additional cost will be $9,352.98. This will include approximately 1.5 acres of erosion control blanket. Supervisor Argoudelis will contact the Forest Preserve and specifics will be put into a change order for future approval.
B.
Change Order No. 21 - Clarification
A discrepancy occurred in this change order. Cards ($75.00) and software ($525.00) were omitted for the key card reader system for the highway department. Tom Flynn asked that change Order No. 21 be voided and Change Order No. 24 be approved to include these items. Mr. Flynn also advised that the hardware for this system was ordered four weeks ago and will arrive mid to late October. The keypads will require a laptop or palm pilot to reprogram the locks. Supervisor Argoudelis asked to delay approval of this item because it pertains to the highway department and Sam Reichert is not present.
Tom Flynn reported that the bike path will be ready tomorrow. Also, gravel will be tested to see if it is ready for paving. There are still four to five days of earthwork and grading to do. Light poles will go up within the next few days. Seeding will be done on October 15th. A question was asked regarding raising the level of the garden plots and improving the soil by adding black dirt. Mr. Flynn said he would check if this would be feasible, based on grade level, water piping, etc.
C. Plainfield Facility Sign – Discussion
The board agreed that the two-part sign at the entrance to the new building should have the Township in the more prominent position on top, with the Forest Preserve below, because the bulk of activities performed at this location are township activities, with many services attracting the residents. Supervisor Argoudelis will E-mail the Forest Preserve regarding this issue.
C. Receptionist – Employee Guidelines
Discussion – Referring to sick days, holidays, defining a full-time employee and general guidelines, Ken McCafferty suggested using the Assessor’s department handbook for all township employees. Discussion included the fact that the various departments have different demands and may need different guidelines. It was decided to distribute copies of the Assessor’s department handbook for review and possibly to obtain handbooks from the Village or another township.
V. PUBLIC COMMENTS
VI. ANNOUNCEMENTS
VIII. ADJOURNMENT
A motion to adjourn was
made by Ken McCafferty, seconded by Paul Pesavento.
Voice vote taken. Motion carries. Meeting of
__________________________________________
Rosemary Pruss Town Clerk