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10/15/1973 (2)228 October 15, 1973 The regular meeting of the President and Board of Trsutees of the Village of Deerfield was called to order by the President in the Council Chambers of the Village Hall on Monday, October 15, 1973 at 8 :05 p.m. The clerk called the roll and reported that the following were Present: Bernard Forrest, President Albert E. Brust Norma Gavin George Kelm Walter H. Moses, Jr. Werner E. Neuman Daniel J. Stiehr Absent: None 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 Stiehr, that the minutes of the regular meeting held October 1, 1973 be approved as corrected (page 225, last sen- tence - insert "not" between "were" and "in ") . Motion cafried unanimously. Approve Warrant No. W -73 -10 Trustee Brust moved, seconded by Trustee Stiehr, that Warrant No. W -73 -10 - Payment of bills, including fund transfers and reimbursement, be approved. Adopted by the following v ote: Ayes: Brust, Gavin, Kelm, Moses, Neuman, Stiehr (6) Nays: None (0) Treasurer's Report Mr. George Valentine, Village treasurer, reported that since the last meeting he has had a workshop meeting with Trustees Gavin and Moses, to explain and answer questions on Village ' -'finances and the format of the report, which has been re- stated and restructured as set forth in the Pristave Report. Hereafter, the reports will be sent to the Board prior to the second meeting in each month. Discussion was had on the draft communication from Ernst and Ernst, auditors, on management and controls, with suggested changes in procedures pertaining to matters such as purchasing, cash receipts and disbursements, allocation of expenses, fixed assets, investments,payroll, fund organization, bond cancellation.procedures, and liquor licenses. Mr. Valentine stated some statements in the draft letter were incorrect; other recommendations have already been put into effect. Trustee Brust suggested Mr. Valentine discuss the draft management letter with Ernst and Ernst and arrange for correction or deletion of the mistatements. Mr. Valentine suggested that any questions of Trustees be taken up in a workshop meeting in his office, where all information is readily available. He was commended for the excellent work he is doing. President Forrest stated he would like the final audit as soon as possible. Approve Consent Agenda The Consent Agenda, with two items deleted, was presented for consideration, as follows: CONSENT AGENDA Ordinance amending the Zoning Map by rezoning the North 242 ft. of the South 292 ft. of the West 521 ft. of Section 32, Township 43 North, Range 12, East of the 3rd P.M. to the R -2 One- family District. (0- 73 -57) Ordinance approved a Planned Development - Chesterfield Laurel Hill Unit No. 9, Hovland Lots, and approval of preliminary plat of resubdivision. (0- 73 -58) Ordinance amending Sections 13.024 and 15.024A of the Municipal Code relating to the sale, gift or delivery of beer and wine to persons not less than 19 years of age, and misrepresentation of age. (0- 73 -59) Ordinance amending Section..: 18.206 pertaining to deposit of garbage and refuse - nuisance; renumbering Section 18.207 Penalty as Section 18.208; and adding a new Section 18.207 entitled Failure of owner to remove garbage and refuse - removal by Village - Lien. Municipal -;Code amendment. (0- 73 -60) 1 229 Appointment of Col . -Harvey:Davidson.,as.Manpower Commission Chairman. Reappointment of.Sherry Wood, Patricia Jackson, Linda Leopard and Terry Bentley as Police Matrons for one year term. Approval of transfer of $10,500.00 from the General Fund to the Sewer Fund. Ordinance amending Section 23.203 od the Municipal Code pertaining to repairs to water mains , lines and service lines. (0- 73 -61) Ordinance amending the Municipal Code by adding a new Section 20.205(A) pertaining to entrance and exit driveways at the Milwaukee Railroad Depot and Chestnut Street. (0- 73 -62) Authorization to release $25,192.17 from escrow funds to Lakeland Construction Company for work completed in Laurel Hill Unit #6 Subdivision. Approval of request for Deerfield Family Day permissinn to stamp water bills. Trustee Neuman moved, seconded by Trustee Stiehr, that the rules be waived to permit action on the above ordinances at their first presentation. Motion carried unanimously. Trustee Stiehr moved, seconded by Trustee Gavin, that the Consent Agenda, including passage of the ordinances, be approved. Adopted by the following vote: Ayes: Brust, Gavin, Kelm, Moses, Neuman, Stiehr (6) N ays: None (0) The President'signed the ordinances indicating his approval thereof. Approve & Execute Contract The contract with George W. Kennedy Construction Kennedy Construction Co.'$458110 Company for installation of the Oxford Road storm Oxford Rd. Storm Sewer sewer at a cost of $458,110 for under the street construction, the same cost as his bid for parkway construction, was presented. Trustee Kelm moved, seconded by Trustee Gavin, that the said Contract be approved and execution thereof authorized. Adopted by the following vote: Ayes: Brust, Gavin, Kelm, Moses, Stiehr (5) Nays: Neuman (1) Postpone Y.C. Request A letter was received signed by 3 members of the $100 per month to Help Line Youth Council recommending that a monthly sum of $100 or more be granted to the North Shore Help Line. After a brief discussion, decision was made to postpone consideration of the recommendation until Mrs. Sally Martin, a member of the Youth Council, is present. Report -P.W. Director Public Works Director Ed Klasinski submitted a report on the Public Works Department, including the garage mechanic, sewage treatment plant, sewer department, street department and the water department. Maps were attached showing streets crackfilled, streets resurfaced and sanitary sewers cleaned in 1972 and 1973, and street inlets reconstructed or to be completed in 1973. He stated his records show the number of street inlets repaired in 1972, but the locations are not given. Mr. Klasinski explained that old, smaller or-sewers with little pitch must be cleaned more frequently; others with a good pitch are scoured by the flow and require little attention. Discussion was had on the reconstruction and repairs to street inlets. Mr. Klasinski said he is looking into a new type of inlet for replacements, to try to get away from reconstruction. Trustee Neuman stated a report on street inlet replace- ment should be submitted before February, 1974, so that the allocation of sufficient funds may be considered in preparing the Budget. Discussion was had on street resurfacing and repairs. Mr. Klasinski stated this work is an on -going program. Seal coating was done to protect surfaces but this program was discontinued several years ago as a result of citizen complaints on the tracking of tar and stones thrown onto lawns by traffic, which interferes with mowing. There are differing opinions on the value of crackfilling. Not as much crackfiller was used this year. Cracks in the west lanes of ':,Waukegan Road have -been filled, and it has been pro- posed that no work be done on the east lanes in order to evaluate the effectiveness of c rackfilling as a means for delaying the deterioration of pavement. Streets in North Trail Subdivision will be repaired before winter. Mr. Klasinski reported that Dr. Hal Sundin has outlined a program for the �j >U installation of !recording meters to measure storm water discharges from footing drain tiles into sanitary sewers. He is working'on getting permission from 60 homeowners to install the meters in locations which comply with the criteria set forth in Dr. Sundin's program. Sundin Report -STP Federal Grants Dr. Sundin discussed at length and answered members questions on infiltration studies which are required as a condition for a Federal grant for sewage treatment plant construction, He described some of the sources of storm water infiltration, and stated that, although the Village has conducted an intensive program over the years to reduce infiltration, there are still excessive wet weather flows at the sewage treatment plant. While funds have been appropriated for Federal grants for sewage treatment plant construction, these grants will not be given for the construction or expansion of plants large enough to treat an excessive amount of storm water. Therefore, a two stage study is required: 1) an evaluation and analysis of storm water infiltration must be submitted to the Environmental Protection Agency along with recommendations for a program for reduction of infoltration; and 2) an estimate of the cost of corrective measures versus the cost of treating excess storm water. This report must be completed and evaluated before a grant will be given for sewage treatment plant construction. Grants are available''forc,such =studies. Federal grants for sewage treatment plant construction do not permit reimbursement for funds expended prior to grant approval. He stated funds appropriated would undoubtedly be insufficient to cover all applications for grants, but many applicants will provie to be ineligible. Dr. Sundin stated required information from the recording meters will not be available for at least a year since the data must include both spring and fall periods. He estimated the cost of a complete infiltration /inflow study to be in the range of $120,000, not including televising. President Forrest stated this subject would be discussed at a workshop meeting o n October 29th. Resolution- Permit Application Trustee Kelm moved, seconded by Trustee Stiehr, Div. of Waterway that the Resolution be passed authorizing (R- 73 -22) application to be made to the Division of.Water- ways, State of Illinois, for a permit4or the construction of a 48 inch storm sewer discharge pipe into the Middle Fork of the North Branch of the Chicago River, the application to be signed by the President a nd clerk. Motion carried unanimoiusly. The meeting was recessed at 9::35 p.m., and reconvened at 9:45 p.m., all members p resent. Authorize Box Study $500 A letter from Paul Box and Associates gave an Hovland Traffic estimate of $500 for a traffic study for the area bounded by Hackberry, Wilmot, Lake -Cook and Willow, and will include a sample traffic count at the Wilmot /Lake -Cook inter- section to determine if traffic signalization is warranted at this time. The $500 estimate if given if the Village will provide about 40 manhours of traffic counting time; if not, the cost for the study would be about $900. Trustee Moses stated that much information on this area and many suggestions from residents had been accumulated by the Safety Council, and he felt these data as well as assistance from the Safety Council could reduce the time and costs for the study. Trustee Moses moved, seconded by Trustee Stiehr, that the Board authorize the employment of Paul Box and Associates for a traffic study of the Hovland area at a cost not to exceed $500. Adopted by the following vote: Ayes: Brust, Gavin, Kelm, Moses, Neuman, Stiehr (6) Nays: None (0) Trustee Moses will confer with Mr. Box regarding the study and information already available which may reduce the cost of the study. He will propose that the Wilmot /Lake -Cook intersection traffic signalization not be studied'at this time, which in his opinion, would be premature. Table Glenbrook Countryside Trustee Kelm reported he had received two tele- Water Service Request phone calls regarding a request by Mr. Edward Benjamin, owner of the Glenbrook Countryside 2 ,31 Water Company, for a connection to the Village's water system which would serve the G lenbrook Countryside Subdivision in Northfield Township, or the sale of the company to the Village. Mr. Thomas L. Yates, attorney representing the Glenbrook Countryside property owners, explained the financing and charges of the water company as brought out in a Commerce Commission hearing on an application for a rate increase and pointed out that each property owner had paid from $600 to $700 for water line installation. He asked the Board to take no action on Mr. Benjaminrs request for a connection to the Village's water system. The manager stated Highland Park's manager had indicated there would be no problem if the connection to Deerfield's main is authorized, but Highland Park's mayor feels there may be a real problem. Trustee Neuman moved, seconded by Trustee Kelm, that the matter be tabled. Motion,carried unanimously. Ordinance - Special Use A memorandum from the Village engineer stated three 815 Waukegan Rd. additional parking spaces had been provided by the (0- 73 -63) Deerfield State Bank, and he recommended that the Certificate of Occupancy be issued to the Potting Post in the former Wilson building at 815 Waukegan Road. These additional spaces fulfill the parking requirement of ten spaces for the multiple occupancy of the building as a Special Use. Trustee Stiehr moved, seconded by Trustee Brust, that the Ordinance be passed authorizing a Special Use, multi- business and office use, at 815 Waukegan Road, with ten off - street spaces provided. Adopted by the following vote: Ayes: Brust, Gavin, Kelm, Moses, Neuman, Stiehr (6) Nays:;• None (0) The President signed the ordinance indicating his approval thereof. Passage of the Ordinance authorized the building commission to issue a Certificate of Occupancy for the Potting Post. President Forrest asked the engineer or building commission to notify the bank that all parking spaces must be striped. Redraft Ordinance Trustee Kelm stated the proposed ordinance pertaining to Re: Bond or Escrow P.D. bond or escrow requirements for approval of a Planned Development did not provide an effective procedure nor a satisfactory solution for development of lots in Hovland Subdivision. Decision was made that the ordinance should be redrafted to overcome these objections. Accept Grand Spaulding Grand Spaulding Dodge was the only bidder for squad cars. Dodge $12,925.80 Bids were submitted on full size and intermediate size cars with air - conditioning and additional options. Discussion was had on car size, air - conditioning and other options, and whether some of the items included in the specifications, such as electric clocks, were necessary. Means of gasoline savings were also discussed. Trustee Neuman moved, seconded by Trustee Stiehr, that the bid of Grand Spaulding for full size cars without air - conditioning, at a net cost of $11,588.00, including trade-ins, be accepted. After further discussion on the need for air - conditioning, Trustee Moses moved, seconded by Trustee Neuman, that air - conditioning be included. Motion carried u nanimously. The motion, as amended, with a total net cost of $12,925.80, was adopted by the following vote: Ayes: Kelm, Moses, Neuman, Stiehr (4) Nays: Brust (1) Pass: Gavin (1) President Forrest and Trustee Stiehr asked for a report on how a 10% to 15% savings in gasoline consumption can be accomplished. Trustee Stiehr asked the Police Depart- ment to observe speed limits. 232 Re: Pool Removal Mr. Ira Becker, 1050 Summit asked the Board to delete the require - 1050 Summit went that his above - ground swimming pool must be removed no later than October 1st each year, as provided by the variation granted for location of the pool on June 15, 1970. He stated removal of the pool each year would be a problem and pointed out there had been-no complaints from neighbors on leaving the pool in place each year. The pool is erected on the only level place on his lot. In answer to President Forrest's question, Mr. Becker stated his house was no longer for sale. Trustee Moses moved, seconded by Trustee Gavin, that the condition requiring October 1st removal be removed from the variation. The motion failed, all members voting Nay. Decision was made that no action be taken on Mr. Becker's request to permit the pool framework to remain in place throughout the year. Request for Liquor The owner of Mr. Adams restaurant asked for a liquor license License for the sale of beer in. his.restaurant, with wine to be added Mr. Adams Restaurant later. It was pointed out that only the sale of beer for con- sumption on the premises was permitted under the referendum held in 1941. Trustee trust suggested that a referendum be held on the question of permitting the sale of alcoholic liquor for.consumption on the premises, at present permitted only south of County Line Road. Information on'a referendum will be obtained for discussion at the next meeting. Truck Traffic Discussion was had on truck traffic through the Village, a large Referred to Board truck having been "hung up" recently at the Osterman railroad Safety Committee crossing. Trustee Moses suggested another meeting with the Riverwoods Board to discuss an ordinance which would designate Sanders Road as a truck route. At a previous meeting the Riverwoods Board had been unalterably opposed to the use of Sanders Road by trucks. President Forrest stated something must be done about truck traffic through the Village. The matter was referred to the Safety Committee of the Board. Redraft Ordinance President Forrest stated that at the last meeting the Board had Re: Nursing Homes tabled the ordinance on licensing nursing homes. He requested the Board to reconsider the ordinance. Trustee Moses stated the ordinance as drawn.was a revenue measure.only and included no regulations for the operation of nursing homes. After a brief discussion on enforcement by the County, Trustee Moses moved, seconded by Trustee Stiehr, that the Village attorney be directed to redraft the ordinance, incorporating therein the language of the State standards or regulations. Adopted b y the following vote: Ayes: Gavin, Kelm, Moses, Stiehr (4) Nays: Brust, Neuman (2) Trustee Moses moved, seconded by Trustee Stiehr, that the meeting be recessed for a meeting of the Board of Local Improvements. Motion carried unanimously, and the meeting was recessed at 11 :35 P.M. The meeting was reconvened at 11:45, all members present. Trustee Brust moved, seconded by Trustee Neuman, that the meeting be adjourned. Motion failed by the following vote: Ayes: Brust, Neuman (2) Nays: Gavin, Kelm, Moses, Stiehr (4) Reports The Manager reported that the Village is eligible for reimbursement of $22,064.00 spent since 1960 for'improvements to the sewage treatment plant. The Manager reported permits for storm sewer outfalls for the Hawthorne development in Lincolnshire have been held up at the request of the Village. Trustee Stiehr suggested that President Forrest contact Lincolnshire, stating the Village not opposed to the development, but would like assurances that Lincolnshire has a storm water retention o rdinance. Trustee Neuman stated nothing had been done about providing 'a- bicycle path in D eerbrook Shopping Center, and with the opening of the Brunswick recreation building, there will be many more bicyclists in the Center. Trustee Moses stated he and Trustee Gavin will meet with Mr. Valenti to see what can be worked out and will report at the next meeting.