05/25/1999MINUTES
COMMITTEE OF THE WHOLE MEETING
May 25,1999
The Village Board met as a Committee of the Whole at 8:00 P.M. on Tuesday, May 25, 1999
to discuss various items. In attendance were:
Trustee Harris
Trustee Heuberger
Trustee Ragona
Trustee Rosenthal
Trustee Seiden
Trustee Swanson
Post Office Facility
Robert D. Franz, Village Manager
James Stucko, Director of Public Works/Engineering
Barbara Little, Assistant Engineer
Pat Anderson, Chief of Police
Diane Mikula, Administrative Assistant
Deerfield Postmaster James Sheridan, William Albert (District Facilities Administrative Services)
and Lea Sty (Postal Operations Analyst) were in attendance to discuss the existing facility on
Osterman Avenue. Bob Franz gave a brief history of the Village's discussions with the post
office over the past five years. The Village position has been that a new site should be found
for the mail processing operation and a new retail (customer service) center located within the
Village Center. The Village does not believe it wise to expand the current building to its
maximum in an area that is to be redeveloped residentially. Also, the Village has insisted that,
like every other governmental unit, the post office should follow the same land use procedures
if the facility is to be expanded.
Postmaster Sheridan stated that the plan all along was to remain at the Osterman location. Their
plans are to add approximately 8,000 sq. ft. at an estimated cost of $2.8 million. They estimate
that an expanded facility would serve their needs for ten to fifteen years.
Discussion centered on truck traffic and its impact on the area. According to the Postmaster,
eight trailer trucks and forty carrier vehicles visit the site each day. Their expansion plans
include a means of screening the vehicles that will be parked there on a regular basis. To move
to a new location would cost in the range of $5 to $6 million. Customer services lost in a
separation of the processing center and a retail store would be that relating to registered mail and
vacation mail pickup.
There was a brief discussion on polling Deerfield residents for their input on the matter. It was
agreed that the issue would have to be clearly framed before public comment would be relevant.
Everyone agreed that an early decision on future plans is needed. The post office will submit
their drawings for an expanded facility and their choice for a centrally located processing plant
if a new site is to be found. The Village will do what it can to expedite its review and get back
to the Postmaster.
Lake Cook Road Retention Basin
The Board was given background information on the 600 acre ft. retention basin at the southwest
corner of Pfingsten and Lake Cook Roads. The Village signed an agreement in 1988 with the
Water Reclamation District of Chicago to operate the basin since they are the primary agency
responsible for stormwater management south of Lake Cook Road. The District is requesting an
amendment to the agreement as it relates to the cost -sharing of telemetering equipment and
repair/replacement costs for the pumps. It was agreed that the amendment would be acceptable
provided that wording be added that the Village would share only extraordinary costs involving
pump failures. This item will be added to the June 7th Village Board agenda.
Y2K Update
Diane Mikula and Chief Anderson apprised the Board on issues relating to YX compliance. The
Village's primary objectives are:
1. Assess and correct internal Y2K risks.
2. Provide useful information to the public.
3. Develop a contingency plan dealing with how the community will respond to any
Y2K descriptions.
State Gift Ban Lave
Staff advised the Board of the State Gift Ban Act which requires municipalities to pass an
ordinance by July 1st which prohibits and enforces the solicitation and acceptance of gifts by
public officials and employees. Material was distributed offering additional information on this
mandate. The Village has a Code of Ethics as part of its Personnel Manual but, according to the
Village Attorney, must pass a new ordinance.
There are several drafting errors in the Act and some confusion with various provisions. It was
hoped that the Illinois Municipal League would be successful in getting the legislation clarified,
but that hasn't happened. Staff will draw from model ordinances and present a draft for first
reading on June 7th. Revisions can then be made for adoption at the June 21st meeting, ahead
of the Julv 1st deadline.
Use of Board Room Cable Equipment
The Board reviewed of Susan Ragona's May 20th letter regarding use of the cable equipment in
the Village Hall Board Room for a regular informational television show. Bob Franz informed
the Board of the existing policy of restricting use to only Village related events. It is based on:
the need for preserving very expensive equipment, the existence of a production studio in
Highland Park, the precedent setting aspect which would require its availability to any individual
or group, and the potential for programs being interpreted as having been endorsed by the
Village. After some discussion, it was agreed that the current policy should remain in force.
Other Items
There was brief discussion on the Walgreens building expansion and its impact on residential
neighbors. Also, the request for a liquor license by Residence Inn was raised. -
Minutes prepared by: