08/20/1973�-2O5
August 20, 1973
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, August 20, 1973 at 8:10 p.m. The clerk called the roll and reported
that the following were
Present: Bernard Forrest, President
Albert E. Brust
Walter H. Moses, Jr.
Daniel H. Stiehr
Absent: Norma.Gavin
George Kelm
Werner E. Neuman
and that a quorum was present and in attendance at the meeting. Also present were
Messrs. James.:Stucko, representing the Village attorney, and Norris Stilphen, manager.
Trustee Brust moved, seconded by Trustee Moses, that the minutes of the
regular meeting held August 6, 1973 be approved as corrected. (Page 201 - 1st Roll Call:
Nays: Brust, Stiehr). Motion carried unanimously.
Approve Warrant No. W -73 -8 Trustee Moses moved, seconded by Trustee Stiehr,
that Warrant No. W -73 -8 - Payment of bills, in-
cluding fund transfers and reimbursements, be approved. Adopted by the following vote:
Ayes: Brust, Moses, Stiehr, Forrest (4)
Nays: None (0)
In answer to Trustee Brust's question why bills which should be paid from bond
funds were shown as paid from the General Fund, the manager stated that all bond funds,
except accrued interest which must be applied to the first interest payment, are in-
vested in 90 and 180 day Certificates of Deposit, and the General Fund would be re-
imbursed when the Certificates of Deposit mature. President Forrest stated that,
before the Certificates of Deposit mature, a revised estimate of expenditures should
be obtained from Baxter & Woodman in order that a schedule of investments can be
established for maximum interest returns.
Trustee Brust stated he had no objection to police training costs, but asked for
a list on training programs and expenditures.
Approve Consent Agenda The Consent Agenda was presented for consideration
with one item added , as follows:
CONSENT AGENDA
Authorization for President to sign Revenue Sharing Use Report.
Approval of reconstruction of Village Hall driveway, as recommended in the Box Safety
Report, and authorization for the expenditure of $2,290 from General Fund sur-
plus for the work.
Trustee Brust moved, seconded by Trustee Stiehr, that the Consent Agenda be
approved. Adopted by the following vote:
Ayes: Brust, Moses, Stiehr, Forrest (4)
Nays: None (0)
A lengthy discussion was had on the staff required for the Engineering and
Building Departments and assistance to the Plan Commission. Trustee Brust stated he
would like to see an organization chart for these departments with job descriptions.
Taistee Moses cuncurred. Trustee Brust said the Engineering, Building and Zoning Depart-
ments may well be considered as one in determining staffing requirement since the work
overlaps to some .extent. The Planning Aide will give assistance to the building com-
missioner by handling some matters on which the building commissioner now spends con-
siderable time; the Engineering Inspector can be available to the Building Department
astime permits, and the draftsman will work on engineering and planning zoning assign-
ments as well as bringing up -to -date the plat book and sewer and water atlases which
are needed by the Building DEpartment.
Approve Plan Aide Full Time
A letter was
received from Plan Commission Chairman
Authorize Draftsman & Inspector
Cynthia Marty
requesting the full time permanent
Engineering Dept.
employment of
the Planning Aide James Burke, and
suggested a minimum starting salary of $8,000 per
year.
_
A lengthy discussion was had on the staff required for the Engineering and
Building Departments and assistance to the Plan Commission. Trustee Brust stated he
would like to see an organization chart for these departments with job descriptions.
Taistee Moses cuncurred. Trustee Brust said the Engineering, Building and Zoning Depart-
ments may well be considered as one in determining staffing requirement since the work
overlaps to some .extent. The Planning Aide will give assistance to the building com-
missioner by handling some matters on which the building commissioner now spends con-
siderable time; the Engineering Inspector can be available to the Building Department
astime permits, and the draftsman will work on engineering and planning zoning assign-
ments as well as bringing up -to -date the plat book and sewer and water atlases which
are needed by the Building DEpartment.
)0(),
The source of salaries for the additional employees was discussed. The
manager stated salaries for the engineering personnel would in large part be
reimbursed to the Village from Motor Fuel Tax and Special Assessment funds and
inspection fees which would otherwise be paid to engineering consultants. He
recommended that $3,600 of the salary for the full time Planning Aide be paid
from General Fund surplus.
Trustee Moses moved, seconded by Trustee Stiehr, that two additional
*hired employees (draftsman and inspector) be* for the Engineering.Department and
Corrected the Planning Aide be employed full time for the Plan Commission:-and Building
9/4/73 Department, with $3,600 of the Aide's salary to be paid from General Fund sur-
plus. Adopted by the following vote, Trustee Brust's Pass vote being counted
with the majority:
Ayes: Moses, Stiehr, Forrest (3)
Nays: None (0)
Pass: Brust (1)
Treasurer's Report Treasurer A. M. Cleven reported the Audit for
the fiscal year 1972 -73 had not been received
and therefore he could make no comment on it. He stated a substantial sum of
tax money had been received, which was badly needed, and those funds not needed
for immediate use have been invested as well as $100,000 Motor Fuel Tax Funds..
The Treasurer's report of receipts and disbursements has been published and filed
with the County and Township collectors. He is retiring August 31st, and stated
new signature cards for those authorized to sign Village checks should be prepared.
Accept Cleven's Resignation President Forrest proposed the appointment of
Appoint George Valentine Mr. George Valentine as Treasurer - Finance
Treasurer - Finance Director Director. Trustee Stiehr moved, seconded by
T Trustee Moses, that the resignation of Mr. A. D.
Cleven as Treasurer - Finance Director be accepted effective August 31, 1973 and
that Mr. George Valentine be appointed Treasurer- Finance Director effective
September 1, 1973.
Motion carried unanimously.
Discussion was had on the amount of the Treasurer's bond, now $150,000
although originally $250,000. The Village attorney was requested to check on
the amount of the bond required by Statute. President Forrest asked Mr. Cleven
to arrange for transfer of his bond to the new Treasurer, Mr. Valentine, the
amount of the bond to be changed later on advice of the attorney.
Resolution- Authorize Signatures TrusteecStiehr moved, seconded by Trustee Moses,
(R- 73 -18) that a Resolution be adopted authorizing the
following to sign Village checks: President
Bernard Forrest, Trustee Albert E. Brust, Trustee George Kelm, Village manager
Norris W. Stilphen, and Treasurer George Valentine; two signatures or one signature
and one facsimile signature required.
Motion carried unanimously.
Policy- Tree -Shrub Replacement The Village engineer submitted a report listing
Sewer Construction by address the number, variety and value of
trees and shrubs in the street right -of -way
which will be destroyed by the storm sewer improvement. -on Oxford Road.
A lengthy discussion was had on what policy should be established regarding
payment, if any, fbr Fdrkway trees and shrubs which will be removed as a result of
the construction. The Village engineer, James Soyka, stated it was estimated a
trench 12 ft. wide would be required.
Mr. Craig Shaw, 429 Margate, stated he was not concerned about removal of
the shrubs in his parkway, but was very concerned about the old mature trees which
may be damaged or destroyed. Trusteet.Stiehr stated that removal or damage to trees
or shrubs on private property will be settled by the contractor. Mr. Soyka stated
the new sewer in the Margate area will be shallow, and therefore the trench would
be-less than the 12 ft. width, which is maximum. Due care will be taken by the con-
tractor to avoid damage to trees wherever possible.
Mrs. Willard Loarie, 853 Oxford, "stated there are many large elms on the west
side of Oxford Road which may be destroyed and felt stongly this should be avoided
if possible. There has been little 19iutch elm disease in this area. She suggested
the Environmental Commission be consulted about tree removal. Mr. Soyka stated
bids would be requested for sewer construction in the parkways and also in the
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207
paled street. President Forrest stated that replacement costs of trees and shrubs
would be taken into consideration when awarding the contract for construction.
Trustee Moses moved, seconded by Trustee Stiehr, that the Village reimburse
owners for the repalcement of trees and shrubs in the street right -of -way which are
destroyed by sewer construction, on the basis of 50 per cent of all costs in excess
of $100.00, the cost of replacement to be determined by a professional nurseryman to
be appointed by the Village engineer, and that adequate warning of 4 to 6 weeks be
given to owners in advance of construction so that trees and shrubs can be moved by
the owner, if desired.
Motion carried unanimously.
Approve Payment of Fees In connection with a statement by Miss Virginia
to Sav -a -Pet Piggott of Sav -a -Pet, Inc. that one -half of dog
license fees collected by the Village shall be turned
over to the County, a letter from the Village attorney stated that municipalities were
exempt from this provision of the statutes if dog licensing is provided for by ordin-
ance.
Trustee Brust stated Sav -a -Pet had asked for payment of a fee for each animal
taken to the organization and had stated that Orphans of the Storm requires payment
of $5.00 for each animal. The manager stated the Village has never made any payments
to Orphans of the Storm.
Trustee Brust moved, seconded by Trustee Moses, that Sav -a -Pet be paid a fee
of $3.00 for each unclaimed animal taken from the Village to the organization's
kennels by the animal warden.
Motion carried unanimously.
Atty. Prepare Ordinance - A letter from the Village attorney recommended that,
Record P.D. Ordinance in lieu of requiring the owner to record a state-
ment that bond or escrow for street improvements
shall be posted prior to the issuance of a building permit in a Planned Development
in the Hovland area, as recommended by the Plan Commission, the onwer be required to
pay the cost of recording the ordinance approved the Planned Development, which
sets forth the conditions for approval of the subdivision of the subject property.
Trustee Brust moved, seconded by Trustee Moses, that the Village attorney be
directed to draft the ordinance in accordance with his recommendation, and it be
sent to.the Plan Commission for review and comments before it comes back to the Board.
Motion carried unanimously.
President Forrest stated the Plan Commission and Board of Trustees will hold a
joint hearing on Thursday, August 23rd, on the zoning and an Annexation Agreement
for the former Strub property on the south side of County Line Road. He has arranged
for an aerial flight over the property on Saturday, The manager will notify members
of the Plan Commission and Board of the time and place.
The meeting was recessed at 9:40 p.m. and re- convened at 9:55 p.m.
1st Presentation- The first presentation was made of the ordinance
Tax Levy Ordinance levying taxes for the year May 1, 1973 to April 30,
1974. The ordinance includes a special tax for
scavenger service.
Trustee Brust said he had noted the Village attorney's statement that the
present Chart of Accounts lacked specificity, and he would like details. President
Forrest said be would get a statement in writing before the next meeting.
The manager stated the Board must decide whether to increase the General Fund
levy to cover part of the costs of scavenger service. The President stated he would
like a full report on this matter before the next meeting.
Ordinance Abating Mun. The ordinance was presented directing the County
Bldg. Bond Levy Clerks of Lake and Cook Counties to abate the
(0- 73 -44) levy of $10,150 for principal and interest on
Municipal Building Bonds.:,
Trustee Moses moved, seconded by Trustee Brust, that the rules be waived to permit
action on the ordinance at its first presentation. Motion carried unanimously.
Trustee Moses then moved, seconded by Trustee Brust, that the ordinance be
passed as presented. Adopted by the following vote:
Ayes: Brust, Moses, Stiehr, Forrest (4)
Nays: None (0)
The President signed the ordinance indicating his approval thereof.
1st Presentation - Ordinance
St. & Bridge Levy
1st Presentation - Ordinance
Amending Budget- Scavenger
in order to permit a tax levy for
system within the Village.
The first presentation was made of an ordin-
ance relative to tax levies for street and
bridge purposes.
The first presentation was made of an ordin-
ance revising and supplementing the Budget
for the year May 1, 1973 to April 30, 1974
a garbage collection and disposal service
Atty. to Prepared Revised In connection with a request to reduce the
Easement -1432 Hazel size of the easement at 1432 Hazel Avenue
which was granted for the construction and
maintenance of the Hazel Avenue bridge, both the Village Engineer and Director
of Public Works recommended that no change be made since the full easement is
necessary for access for maintenance to the bridge and the sanitary sewer in
the easement.
Trustee Moses stated the easement could be changed to allow access to
the bridge and sewer only. Mr. Stucko said this could be done and suggested
that the matter be discussed with Mr. John Bure, attorney for the owners, ex-
plaining to him that the easement isaneeded for maintenance.
Trustee Brust moved, seconded by Trustee Moses, that the Village attorney
be directed to work with Mr. John Bure on the preparation of a revised easement
for ingress and egress for bridge and sewer maintenance.
Motion carried unanimously.
Re: Chesterfield Request Chesterfield Builders requested the Board to
for Recapture Ordinance enact an ordinance for the recapture of part
of.the costs of Gordon Terrace street improve-
ments which were installed by Chesterfield. Mr. Stucko stated that, upon
checking the records, it became apparent and it was his opinion that the Village
could not enact an enforceable recapture ordinance.
Re: Laurel Hill - Hackberry Trustee Brust stated a letter had been sent to
Drainage the manager by a Hackberry Road property owner
regarding storm water drainage from the
abutting Laurel Hill development. He stated the new sidewalk is about 4 feet
above ground level, and questioned whether a swale between the lots will be ade-
quate to handle surface drainage. He suggested that no Certificate of Occupancy
be issued until the drainage is corrected. The manager said the Village engineer
had visited the site, and final grading has not been completed. A swale will be
put in and can be made a condition for the issuance,. of the Occupancy Permit.
President Forrest stated a swale may not be sufficient, and asked the
Village engineer to submit a report on the problem before the next meeting with
a statement that there is compliance with the grading,.plan filed and approved
by the Village. He also asked that copies of correspondence on this matter be
sent to the Board.
Bicentennial Info to The letter and application from the Illinois
Family Day Committee Bicentennial Commission was referred to the
Family Day committee.
Approve Payment $5800 Trustee Stiehr reported he and Trustee Gavin
to Hewitt Associates had met with Hewitt Associates to discuss the
Salary Administration Survey, and it had been
indicated there could be further discussions on the program with interested members
of the Board at no extra charge. He stated Hewitt Associates had fulfilled all
contractural requirements and were therefore entitled to payment under the contract.
A complete willingness to cooperate with the Village was indicated in attempting
to salvage the program.
Discussion was had on the program as submitted and whether payment should
be withheld until there have been further discussions with interested members of
the Board.
Trustee Stiehr moved, seconded by Trustee Brust, that payment of $5,800
he approved to Hewitt Associates , the amount remaining to be paid under the
contract. Adopted by the following vote, Trustee Moses' Pass being counted with
the majority:
P,
1
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D09
Ayes: Brust, Stiehr, Forrest (3)
Nays: None (0)
Pass.: Moses (1)
Hearings President Forrest reported a public hearing on the
proposed Northeast Regional Transportation Authority
has been scheduled for August 29 at 8 p.m. in Waukegan, and the Village should be
r epresented.
Trustee Brust moved, seconded by Trustee Stiehr, that the President submit a
statement supporting the organization of a Mass Transit District.
Motion carried unanimously.
Notice was received of the public hearing to be held by the Illinois Division of
Water Resource Management on Autust 30, 1973 at 10 a-.m. at the Holiday Inn, Edens and
Lake -Cook Roads, on the application of Homart Development for a permit to perform certain
work on the Middle Fork, North Branch of the Chicago River. The work consists of
construction of a new channel and relocation of the existing reservoir. President
Forrest stated he would like someone from the Village to attend this hearing.
President Forrest stated the Village should oppose any change that would slow
the rate 6f flow. Trustee Stiehr stated he would like concrete facts brought out
at the public hearing on the rate of flow through the stream before and after the
proposed change, and if the rate of flow is less than that projected for a 100 year
storm, a statement should be filed opposing the issuance of a permit. The Board
c oncurred.
Accept Hecker & Co. Bid_ Trustee Stiehr moved, seconded by Trustee Brust,
$26695- Chestnut - Waukegan that the low bid of $26,695 submitted by Hecker &
Traffic Signals MFT 32 -TL -Cg Co. for installation of traffic signals at Chestnut
and Waukegan Road, Motor Fuel Tax project 32 -TL -CS
be accepted. Adopted by the following vote:
Ayes: Brust, Moses, Stiehr, Forrest (4)
Nays: None (0)
Approve Est. Maint. Costs MFT
A uthoiize Execution
maintenance costs under the Motor
Motion carried unanimously.
Trustee Stiehr moved, seconded by Trustee Brust,
that the Board approve and the President be
authorized to sign the bid notice and estimate „of
Fuel Tax program.
t President Forrest signed the Plat of Annexation to be attached to the ordinance
annexing portions of the south half of Lake -Cook (County Line) Road, passed July 2, 1973.
Urge Gov. Signature
Open Land Bills
Governor Walker. He then moved,
Governor Walker requesting him to
land acquisition and funding.
Motion carried unanimously.
Trustee Brust stated a letter had been received
from Representative Dan Pierce regarding bills
passed by the legislature but not yet signed by
seconded by Trustee Moses, that a letter be sent to
sign House Bills 966 and 967 pertaining to open
Trustee Brust- stated that copies of all material should be alncluded.iin dis-
tributions to Board members, the Village attorney and clerk, including material
marked Limited Distribution, and in some cases there have been omissions. He said
he had suggested some time ago that a committee on administrative procedures be
appointed, and he hoped this proposal would be implemented.
The manager was directed to arrange a meeting of the Finance Committee with
the new Treasurer, Mr. George Valentine, as soon as possible, preferably next week.
Mr. Valentine will be asked to prepare an.'agenda, listing items in order of priority.
There being no further business, on motion by Trustee Moses-and seconded by
Trusteee Brust, the meeting was adjourned at 11:05 p.m.
APPROVED:��
President
ATTEST:
Village Clerk ��`