01/17/1972267
January 17, 1972
The regular meeting of the President and Board of Trustees of the Village of
Deerfield was called to order by the President in the Council Chambers of the
Village Hall on Monday, January 17, 1972 at 8:12 p.m. The clerk called the roll
and reported that the following were
Present: Bernard Forrest, President
Albert E. Brust
George Kelm
Werner E. Neuman
M. Jay Turner, Jr.
Absent: Charles R. Bootz
Stephen M. Slavin
and that a quorum was present and in attendance at the meeting. Also present were
Messrs. Richard Houpt, Village attorney, and Norris Stilphen, manager.
Trustee Brust moved, seconded by Trustee Neuman, that the minutes of the
regular meeting held January 3, 1972 be approved as submitted. Motion carried
unanimously.
Approve Warrant No. W -72 -1 Trustee Turner moved, seconded by Trustee Kelm,
that Warrant No. W -72 -1 - Payment of bills,
including fund transfers and reimbursements, be approved. Adopted by the following
vote:
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Ayes: Brust, Kelm, Neuman, Turner {4)
Nays: None (0)
Report -N. Sub. Trans. Council Mr. William Nevel, Director North Suburban Trans -
Approve Payment $950 Assessment portation Council, reviewed the work of the
Council, which was formed in 1965 by 14 North
Shore communities, whose report, completed in 1971, formed the basis of the organi-
zation of the North Suburban Mass Transit District. The Council's studies were
financed by a Federal grant and contributions from the 14 participating communities.
The assessment of $950 billed to the Village is at the rate of 5� per capita, the
same basis as assessments paid by the original communities. It is hoped that the
assessments to be paid by the municipalities who have since joined the Mass Transit
District will carry the District through its formative stage, paysng-- the salaries
of a part time director and attorney, and Trustees for attendance at meetings. It
was pointed out that Mr. Thomas Ploss of the Milwaukee Road had stated there would
be no costs involved in join ,ing the District. Mr. Nevel stated the request for
payment of the assessment came from the Council, not the District, but funds collected
would be made available to the District to pay organizational expenses.
Trustee Slavin entered the meeting at 8:30 p.m.
Discussion was had on financing the Mass Transit District and the improvement
of services and facilities. Mr. Harvey Schwartz, attorney for the Council, stated
no assessment can be made without the approval of the voters of the District in
a referendum authorized by a majority of the Trustees. If a project is planned
which will require the expenditure of Motor Fuel Tax Funds, the Council or Board of
each municipality must authorize the expenditure from the municipality's funds.
The Council has provided a recommended program, but implementation will be determined
by the Trustees of the District. The cost of the program will depend on what projects
are pursued. Some would be funded 100% by Federal grants, others will be financed
by State grants and payments &.om municipalities and transit companies. He pointed out
that Evanston and Niles have been subsidizing bus companies, and they may be willing
to continue this subsidy. The Milwaukee Road will probably pay its share of the costs
by turning over equipment to the District.
Trustee Slavin moved, seconded by Trustee Kelm, that payment of $950.00 be
authorized to the North Suburban Transportation Council Adopted by the following
vote:
Ayes: Kelm, Neuman, Slavin, Turner- (4)
Nays: Brust (1)
Mr. Schwartz respectfully requested the appointment of Deerfield's Mass
Transit District Trustee. There have been two informal meetings. 'The next meeting
will be held January 26th, and it is hoped this can be the organizational meeting.
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Approve Consent Agenda The eonsent Agenda was presented for con -
sideration. Trustee Brust asked that the
first item pertaining to the application for a sewer permit for the nursing
home on the Sackheim property be removed from the Consent Agenda and considered
separately.
CONSENT AGENDA
Ratify publication of Ordinance adopting Official Map and Standards
in pamphlet form as of December 6, 1971.
Approval of traffic counts to verify need for Deerbrook signal and
OK to pay bill from Paul Box in amount of $970.49.
Authorization to pay bill for construction inspection of Deerbrook
widening to satisfy State in amount of $1,168.85.
Authorization for manager to proceed on Crabtree sidewalk installa-
tion as set forth in report.
Authorization for Mayor to sign acceptance of Police Cadet Grant.
Ratify approval and execution of final plat of Orchard Subdivision.
Trustee Neuman moved, seconded by Trustee Brust, that the Consent Agenda be
approved. Adopted by the following vote:
Ayes: Brust, Kelm, Neuman, Slavin, Turner (5)
Nays: None (1)
Authorize Application Trustee Slavin was excused from discussion
Nursing Home Sewer Permit of the application for a sewer permit for
a nursing home on the Sackheim property due
to a conflict of interestq and left the meeting at 9:00 p.m.
Trustee Brust stated that the application for a sewer permit for a
nursing home on the Sackheim property had been tabled at the last meeting
because Baxter & Woodman had cited certain design problems. The attorney
for the developer stated the engineer had advised him that the matter had
been taken up with Baxter & Woodman and resolved. He stated responsibility
for maintenance of the installation will be the owners, and the application is
merely for a permit for connection to the Village's sanitary sewer system.
Trustee Kelm moved, seconded by Trustee Turner, that execution of the
application for a sewer permit be authorized.
Motion carried unanimously.
Trustee Slavin re- entered the meeting and was present thereafter.
Amend Minutes 1/3/72 Meeting Trustee Slavin asked that the minutes of
the January 3, 1972 be amended to show that
he abstained from voting on the removal of the nursing home sewer permit appli-
cation from the Consent Agenda, due to a conflict of interests.
BZA Report -Front Yard Variation A report from the Board of Zoning Appeals
950 King Richard Court recommended that a variation be granted to
Authorize Ordinance permit a front yard of 31 ft. 7k in. at
the south property line and 31 ft. 1k in.
at the north property line at 950 King Richard Court, as requested by Albert
S. Jacobs Co., Inc.
Trustee Kelm moved, seconded by Trustee Brust, that the recommendation
of the Board of Zoning Appeals be approved, and the attorney be directed to
prepare the ordinance granting the variation.
Motion carried unanimously.
B.C..Report -Box Sightline A report from the Safety Council stated it
Ordinance, Re- referred was the opinion of the Council that the
ordinance pertaining to sightlines proposed
by Mr. Paul Box was unsatisfactory. The Council proposed, as an alternative,
an ordinance to limit the height of shrubs, trees and fences to 36 inches above
the level of the street wherever sightlines are impeded, and recommended re-
referral of this.matter to Mr. Box to determine the feasibility of this alter-
native.
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Trustee Neuman moved, seconded by Trustee Slavin, that the Safety Council's
report be referred back to Mr. Box as recommended.
Motion carried unanimously.
Trustee Brust asked if the Safety Council could not have free access to
consultants. President Forrest stated these mAtters should be handled administratively
through the manager. The manager will refer the Safety Council's report to Mr. Box.
.S.C. Report- Drive -up Mailbox A report from the Safety Council recommended that
the drive -up mailbox be moved from its present
location south of the Commons driveway on Waukegan Road, but a proper location for
the box could not be determined.
Trustee Neuman suggested fewer mailboxes with better pickup service. He stated
the existing mailbox in the Commons could be used. The manager stated neither the
Commons nor the First National Bank wanted a drive -up mailbox on their premises.
Relocation of the mailbox will be studied further, and the matter will be removed
from the agenda until another location is proposed.
Table Truck Traffic Ordinance
to Next Meeting
In connection with a proposed ordinance to pro-
hibit truck traffic on Deerfield Road from
Wilmot Road to Waukegan Road, President Forrest
reported the use of Sanders Road as a bypass route for trucks had been discussed
with the Riverwoods Board of Trustees. No conclusions were reachbd, but the attorneys
for both Villages will check alternatives.
Trustee Neuman moved, seconded by Trustee Brust; that the matter be tabled
until the next meeting.
Motion carried unanimously.
Safety Council Chairman Water Moses asked if a count had been made of trucks
bypassing the railroad underpass. The Village attorney stated this information
would be helpful, and the manager was directed to have a truck count made for the
next meeting. President Forrest stated it had been agreed that a meeting would
be arranged of neighboring Villages to try to work out an acceptable plan.
Ordinance Mun. Code Amend. Trustee Brust moved, seconded by Trustee Neuman,
Sec. 20.518 Ward Fire .Lanes that the ordinance be passed amending Section
(0 -72 -1) 20.518 of the Municipal Code by adding to the
list of locations designated as Fire Lanes,
a fire lane at Montgomery Ward - Retail Store, as descfibed in the Agreement dated
January 3, 1972 and shown on the attached plat. Adopted by the following vote:
Ayes: Brust, Kelm, Neuman, Slavin, Turner (5)
Nays: None (0)
The President signed the ordinance indicating his approval thereof.
Discussion -Tree Planting President Forrest stated a study had been made
of the costs of tree planting which he felt was
worthy of consideration in terms of having the person whose bid on trees is accepted
also do the planting. The manager stated he had discussed this alternative with
Public Works Director Klasinski, who had said there would be some problems if the
successful bidder doffs the planting, such as the location of underground utilities.
It is Mr. Klasinski's recommendation that the present program of having Village
employees plant the trees be continued.
Trustee Neuman suggested that the alternatives on tree planting be part of the
budget discussions, and a decision made at that time.
Approve Capital Expenditures Discussion was had on priorities on capital ex-
Priorities penditures for major construction and development
during the next year, which had been developed
at a workshop meeting on November 29, 1971. Trustee Brust stated that items 1 and 5 -
Hoffman- Petersen -Park realignment and development of commuter parking and acquisition
of property on the south side of Hazel Avenue adjacent to Jewett Park - should be
comhined. He stated further that item 2 - business parking expansion - was a policy
decision, and item 3.- development of commuter parking south of Deerfield Road west
of the Milwaukee Road tracks - should be implemented only as property becomes avail-
able. He stated he would be unwilling-to take park property for street realignment
and parking unless additional land on Hazel Avenue is acquired for the Park District.
He also recommended that funds be set aside in an escrow account for purchase of
properties necessary for the - implementation of the plan.
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Trustee Neuman moved, seconded by Trustee Brust, that items 1 and 5 on
the list of capital expenditures priorities be combined.
Motion carried unanimously.
Trustee Neuman then moved, seconded by Trustee Brust, that the following
list of capital expenditure priorities be approved:
1. Hoffman Lane - Petersen Lane -Park Avenue realignment and development
of commuter parking east of the Milwaukee Road tracks and acgdisition of
property on the south side of Hazel Avenue adjacent to Jewett Park.
2. Expansion and creation of additional Business District parking.
(Village leadership but not necessarily public funding)
3. Development of commuter parking south of Deerfield Road and west of
Milwaukee Road tracks (as property becomes.available). .
4. Extension of Carlisle and Carriage Way through-Park District property.
The D mers of businesses conducted on the Piersen property on Deerfield
Road which will be acquired for the realignment of Petersen Lane and Park Avenue,
asked that all property involved be acquired before proceeding with the devel-
opment, rather than on a piecemeal basis. They wish to continue in business
as long as possible, and presented petitions signed by patrons- in support of
their request.
Trustee Brust questioned whether business parking expansion should be
included on the program of capital expenditures since it is the Board's policy
that this parking should be provided by the merchants. Trustee Kelm stated
the policy should not be so restrictive that no Village funds can be spent
in acquiring property for parking, but it should be made clear to the merchants
that the Village would not spend large sums for parking for customers. Trustee
Slavin agreed the matter should be clarified in order that it be fully understood
that the Village is not committed to any expenditure.
The motion to approve the priorities as listed above carried unanimously.
Ordinance -Mun. Code Amend. Trustee Slavin moved, seconded by Trustee
Sec. 10.204, 10.208, 10.209 Kelm, that the ordinance be passed amending
Re: Contracts - Non - Collusion.& Sections 10.204, 10.208 and adding a new
Non - Discrimination Section 10.209 to the Itnicipal Code per -
(0 -72 -2) taining to contracts, affidavit of non-
discrimination and nnn- collusion to accompany
bids, and bond required for public works contracts. Adopted by the following
vote:
Ayes: Brust, Kelm, Neuman, Slavin, Turner (5)
Nays: None (0)
The President signed the ordinance indicating his approval thereof.
Ordinance -Mun. Code Amend. Trud:ee Brust moved, seconded by Trustee
Sec. 20.501 -No Parking Neuman, that the ordinance be passed amending
Parts of Deerfield & Waukegan Section 20.501 of the Municipal Code to pro -
KQ =72-3) hibit parking at any time on the south side
of Deerfield Road from a point 264 feet east
of Waukegan Road for a distance of 145 feet, and on the east side of Waukegan
Road from Greenwood Court to the North Village limits. Adopted by the following
vote:
Ayes: Brust, Kelm, Neuman, Slavin, Turner (5)
Nays: None (0)
The President signed the ordinance indicating his approval thereof.
Trustee Neuman proposed that consideration be given to prohibiting
all parking on the south side of Deerfield Road east of Waukegan Road, inas-
much as five parking spaces have been eliminated by the previous ordinance.
Table Apt. Mass TRansit President Forrest stated he was not prepared
Dist. Trustee to recommend the appointment of a trustee to
the North Suburban Mass Transit District at
this time. He wished to discuss the matter with the Manpower Commission, who
have submitted only one name.
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Trustee Slavin stated he was opposed to any further delay in the appointment
of the Transit District trustee, and suggested the matter be discussed during the
recess.
The meeting was recessed at 9:40 p.m. and reconvened at 10:12 p.m.
Trustee Turner moved, seconded by Trustee Brust, that the appointment of a
trustee to the Mass Transit District be tabled, and the Manpower Commission be in-
structed to submit additional names. Adopted by the following vote:
Ayes: Brust, Kelm, Neuman, Turner (4)
Nays: Slavin (1)
1st Presentation - Ordinance
Recondidertttdioni6f Items
posted on the lobby bulletin board.
The first presentation was made of an ordinance
amending the Municipal Code regarding recon-
sideration of items. The ordinance has been
Authorize Add. $1500 The manager reported that Mr. Paul Box and
for School Signs Public Works Director Klasinski had reviewed
all existing school signs, and had recommended
a program for replacement, relocation and the erection of additional school signs.
The cost of the program would be approximately $2,077, and insufficient funds have
been budgeted for signs. If the Board approves implementation-of the program at
�I this time, an additional $1,500 will be required.
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Trustee Neuman moved, seconded-by Trustee Slavin, that the expenditure of
an additional $1,500 for signs-be approved. Adopted by the following vote:
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Ayes: Brust, Kelm, Neuman, Slavin, Turner (5)
Nays: None (0)
lst Presentation - Ordinance
Budget Officer
on the lobby bulletin board.
The first presentation was made of an ordinance
amending the Municipal Code to create the position
of Budget Officer. The ordinance has been posted
Trustee Neuman stated the ordinance had been prepared at his request after
assurances from the Village attorney, manager and treasurer that no additional
manpower would be required. He stated.passage of the Budget Officer ordinance would
eliminate the need for an appropriation ordinance; would allow the accumulation of
funds for capital improvements, permit budgeting for contingencies, and would require
a public hearing on the budget, a concept approved by the Board when the present
budget was approved. It was agreed that the manager, who has heretofore prepared
the budget, would be named Budget Officer. The provisions of the ordinance were
discussed-briefly, and action will be taken at the next meeting.
Parking Committee- iReport A report from the Special Parking Committee
Re: Spec. Parking Fund recommended that a special parking fund be estab ='.'e
Authorize Ordinance lished for the expansion and improvement of
parking facilities in the central business district.
Merchants who cannot provide sufficient parking space on their property to meet
ordinance requirements would pay $3,000 for each deficient space into the Parking
Fund for acquisition of parking lots. The manager -dtated $3,500 was a more realistic
amount for the acquisition and improvement.of each parking space.
Discussion was had on wlfther payment into the parking fund shall be required
only for new buildings, and whether.a requirement for payment shall be discretionary
to the Plan Commission and Board. Trustee Kelm stated that parking space acgllired
should be reasonably available to the person who pays into the fund. Tr' -stee
Slavin suggested that the Arlington Heights and Skokie ordinances be used as models
in establishing the special parking fund.
Trustee Neuman moved, seconded by Trustee Slavin, that an ordinance be pre-
pared to implement the recommendations of.the Parking Committee.
- Motion carried unanimously.
Authorize $2500 NE Quadrant A.report from the Special Parking Committee
Parking Study recommended that a parking and traffic study be
made for the northeast quadrant of the central
business district, and the expenditure of $2.500 be authorized for this purpose.
Three firms were recommended for consideration.
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Trustee Neuman moved, seconded by Trustee Kelm, that $2,500 be
authorized for a parking and traffic study of the northeast quadrant. Adopted
by the following vote:
Ayes: Kelm, Neuman, Slavin, Turner (4)
Nays: Brust (1)
Trustee Brust moved, seconded by Trustee Turner, that either Paul Box
and Associates or Barton- Ashman be considered for the parking study of the
northeast quadrant.
Motion carried unanimously.
The manager was directed to get cost estimates from each of the two
firms, and a time schedule for completion of the study.
Discussion - Budget Procedures A lengthy discussion was had on budget
Approve AdvitoryeCommittee making procedures proposed Sin a memorandum
submitted by Trustees Brust and Neuman.
Trustee Neuman stated guidelines should be established for preparation of the
budget by the manager. Information on per capita costs for services should
be provided in order to evaluate)suchcservices. Among other proposals, they
recommended the appointment of a citizens' advisory committee consisting of
the manager, treasurer, one trustee and one or more citizens with professional
experience in cost accounting.
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President Forrest stated the manager has always prepared the budget
after consultation with Department heads, for review by the Board. He recom-
mended that this procedure be continued. Trustee Neuman stated it was not
intended that a citizens advisory committee prepare the budget, but only to
formulate guidelines for its preparation. He stated the purpose of the committee
would be to establish policies and procedures of cost accounting do-be imple-
mented in the 1972 -73 fiscal year in order that the 73 -74 budget information
may be more readily available. The matter of salary increases was discussed.
The manager stated Department heads were evaluating the work of employees
and salary increases would be proposed on the basis of these evaluations. He
stated budgets from nearby municipalities have beenoobtained and per capita
cost information is being extracted. Trustee Neuman stated�he had asked for
per capita costs only for Deerfield. The manager stated the additional work
proposed by Trustees Brust and Neuman might well mean that more things may be
done, but they may be done poorly. Trustee Slavin stated that during last
year's budget making process, the appointment of an assistant manager had
been proposed, but the manager stated the-appointment was not needed. If
the sole objection to the cost accounting system is the work overload, this
can be dealt with by the appointment of an assistand. The manager stated it
was his opinion that per capita cost accounting for leaf pickup, snowplowing
and similar have no real value , and would not be worth the time
spent on developing this information.
Trustee Neuman agreed the Board cannot continually add to the workload
and get a good job, however, the manager should statec'whether additional help
should be provided to give the Board the necessary information.
Trustee Neuman moved, seconded by Trustee Slavin, that a citizens'
advisory committee consisting of the managersgi treasurer, one Trustee and one
or more citizens with experience in cost accounting be appointed to implement
for the fiscal year 1972 -73 the cost system he and Trustee Brust had proposed
in the memorandum dated January 6, 1972. Adopted by the following vote:
Ayes: Brust, Neuman, Slavin (3)
Nays: Kelm, Turner (2)
President Forrest stated he was opposed to the motion. Trustee Kelm
stated he was not opposed to the motion as such, only the appointment of citizens.
Table A ipeisAfaex-t_-sf Deleted
Ass-is as- t- Meirager 2/7/72 Neuman-,P-#&t- an assis -tom t�ra�rageri�re- a irit�ci
Trustee
Slavin stated this action may be premature and he would like to see the final
program developed by the staff before making any decision. Trustee Slavin then
moved, seconded by Trustee Brust, that the matter be tabled until no later than
-'June. 1, 1972.
Motion carried unanimously.
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Trustee Slavin stated that if the manager is overburdened, he should call this
to the Board's attention and request an assistant manager. The :,manager suggested
hiring a Village engineer since he has spent considerahle time on proposed sidewalk
construction.
In connection with salary increases, Trustee Brust stated it was unsatisfactory
to him to give each employee a percentage increase. It is his opinion that Depart-
ment heads should evaluate each employee's work and give reasons why salary increases
should be given. If all employees receive raises, the incentive to do a good job
will be lost. The assuming of additional responsibilities should also be rewarded.
The manager stated he feared there would be prohlems if the bulk of employees
did not receive a 5.5% cost of living increase. Trustee Neuman stated he hoped
the President and manager will feel that the suggestions he and Trustee Brust have
made will be beneficial to the Village.
Reports- Communications The manager reported he had.met with Bannockburn
to discuss the shopping center proposed to be
constructed at Waukegan Road and Rte. 22.
Superintendent Fenelon of School District 109 has prepared a report on consoli-
dation and will be happy to present it to the Board.
A report on snow removal was received from Public Works Director Klasinski.
A letter was received from Mr. Hal Winer, prosecuting attorney for the
Village, recommending the purchase of video tape equipment. Trustee Neuman stated
he would like to know how many drunken driving cases have bean lost this year, and
how many could have been saved by the use of video tape.
There being no further business, on motion by Trustee Slavin, seconded by
Trustee Neuman, the meeting was adjourned at 11:40 pm.
ATTEST:
FW R
Village Clerk
APPROVED:
` President