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09/02/1980September 2, 1980 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 Chamber of the Village Hall on Tuesday, September 2, 1980 at 8:03 P.M. The Clerk called the roll and reported that the following were Present: Bernard Forrest, President Norma Gavin Jerold L. Heisler Cynthia J. Marty Edwin B. Seidman J. Robert York Absent: Vernon E. Swanson and that a quorum was present and in attendance at the meeting. Also present were Village Attorney Donald Dancer and Village Manager Robert D. Franz. Trustee Marty moved, seconded by Trustee Heisler that the minutes of August 18, 1980 be approved. Motion carried unanimously. REPORT ON Village Engineer James Soyka presented his DEPARTMENTAL report on Departmental Objectives. He stated OBJECTIVES that the Engineering Department's projects were proceeding fairly smoothly and on time. Mr. Soyka reported that the field work on the Water Systems Analysis had been com- pleted and that three closed valves and two buried valves had been discovered. Reactivation of these valves will result in more circulation of water within the distribution system thereby resulting in a monetary saving to the Village. Responding to Board inquiry, Mr. Soyka stated that: 1) a meeting with the contractor and subcontractor for the seeding around the train station is planned in order to determine the outcome of the seeding which has produced such an abundant crop of weeds; 2) the contract foi the Lake - Cook /Pine Street traffic signal has been let and the work.should be completed in four to six months; 3) the Lake -Cook Plaza traffic signal bids will be received in the near future; 4) it appears that FAUS funding will be approved for the Bike Path between Forestway and Waukegan Road on Lake -Cook Road, but it could be two to three years before completion of the project; 5) the south portion of the Waukegan Road improvement should be finished .by-the end of November; 6) work on the north portion of Waukegan Rd..(each side to be widened 4;- 'ft..plus curb and gutter) is expected to start soon and be completed this year except for the final surface course, traffic signal work "and .restoration; 7) certain water line breaks may be due to "hot soil ", an acid, corrosive soil condition. The Board thanked Mr. Soyka for his report. REPORT RE: A report of Village Manager Franz and Police LICENSING RAFFLES Chief Brandt recommended that no local licensing system of raffles be established at this time. Trustee Marty stated that after speaking with Police Chief Brandt she was satis- fied that Deerfield had no problems with raffles and she concurred with the report and did not favor passing an ordinance to license raffles. Trustee Seidman com- mented that his concern was not that problems existed but that any raffles con- ducted within Deerfield be legalized to avoid possible embarrassment. Trustee Heisler stated that he was not concerned since Chief Brandt did not anticipate any problems. Trustee Marty moved, seconded by Trustee York, that the report be accepted and no local ordinance licensing raffles be passed. Motion carried unanimously. VCDC REQUEST RE: TRAFFIC CONSULTANT regarding three options for they feel that to recommend services of a specialist for A report was received from VCDC stating that though they have endorsed the Concept of Action Avenue and submitted to the Board their findings alignment of Hoffman, Petersen and Deerfield Roads, the final location of Action Avenue they require the an updated traffic study. Manager Franz stated that he had recommended that the Committee consider on -going consulting services with the consultant participating directly in the discussion. He recommends that Mr. Willard Alroth of Paul C. Box and Assoc. be hired at the rate of $45.00.per hour with a maximum fee of $2,000.00, an arrangement agreeable to Paul C. Box and Assoc. and confirmed by a letter from Mr. Alroth. / '7-2_ Trustee Seidman questioned the setting of a maximum fee'since he felt that the firm might curtail its work to fit that amount and therefore do an ineffective rather than a thorough job. Mayor Forrest stated that he could appreciate Trus- tee Seidman's point as well as the maximum limit, but that additional funds could be requested of the Board. Trustee Marty moved, seconded by Trustee-Seidman, to hire Paul C. Box and Assoc. to work with the VCDC with a maximum fee of $2,000.00 and if at such time either the VCDC or the consultant feel the need for extra time or money, they are to return to the Board with their request. Motion passed by the following vote: AYES: Gavin, Heisler, Marty,,Seidman, York (5) NAYS: None (0) PLAN COMMISSION RECOMMENDATION SENIOR CITIZEN HOUSING FINAL DEVELOPMENT PLAN changes to permit accessibility Chief Jack Gagne was present and the Fire Department would review Manager Robert Franz read the Plan Commission's report recommending that the Final Development Plan be approved subject to the recommendation of the Fire Department regarding landscaping if emergency vehicles and fire trucks. Fire stated that the plans had been received and that them on Thursday. Trustee Seidman moved, seconded by Trustee Heisler., that the Final Development Plan be approved subject to the recommendation of the Fire Department. Motion carried unanimously. 1 STRIPING OF PARKING LOTS Trustee Marty moved, seconded by Trustee Gavin, ORDINANCE.NO. 0 -80 -33 that Article 8.2 -3, 8d, of the Zoning Ordinance be amended to provide that: Parking spaces shall be delineated by either double yellow lines approximately 12 to 18 inches apart or by single yellow lines. Motion carried by the following vote: AYES: Gavin, Heisler, Marty, Seidman, York (5) NAYS: None (0) SPECIAL USE AMEND. Mayor Forrest stated that he had received a FIRST PRESBYTERIAN CHURCH number of requests from people who had asked DAY -CARE CENTER to comment as well as a letter-from Paul Martin representing the Presbyterian Church. Trustee Marty stated that she had hesitated before voting in favor of granting the amendment at the previous Board meeting. Since that time and considerable• thoughtshe had misgivings about compounding a serious parking problem, the safety of the children crossing a busy street used by police vehicles, etc. to get to the park playground, and the inadequacy of the Presbyterian lot to handle the already numerous ongoing weekday activites at the church. Mr. Paul Martin stated that the lot behind the church was Presbyterian Church owned and shared with others for parking. He stated that he was not aware of a parking problem in downtown areas between 7:30 and 8 A.M. thoug►i there was a traffic problem. Trustee Marty stated there was a parking problem during those hours and cited the number of commercial vehicles parked while doing business in the area. Ms. Patricia Megregian, Director of the proposed day -care center, stated that children will be dropped off between 7 and 8:30 A.M., that some parents need to take the train early, and that there will be staggered drop-offs... that even the Staff's arrival will be staggered. She stated that children will be accompanied by'Staff in crossing the street to reach the park playground and that she had written consent from the Park District that the day -care center could use the park playground facilities when they are not in use by park programs. Trustee York stated that the church had actually twenty -five percent of the parking spaces required under Village ordinances. This twenty -five percent plus the use of public and private parking spaces in the area is sufficient for Sunday activities. He stated he felt that the church' weekday use of privately owned parking spaces and public parking spaces in the area places . a burden on both citizens and businessmen as it deprives then of parking spaces necessary for conducting their legitimate downtown affairs. Trustee. York moved, seconded by Trustee Gavin, to refer the matter to the VCDC (which is meeting Wednesday night) for study and report back to the Board at the next. meeting. Motion carried, Trustee Heisler and Trustee Seidman voting nay. 11`73- AWARD BID FOR SCAVENGER SERVICE Mayor read his statement on scavenger service as follows: "The scavenger proposal before us this evening represents a significant savings from the original scavenger bids opened on July 15th. The low bid of Theta Systems, Inc., for continuing backdoor service as we currently know it, will amount to an annual cost of $651,000. This is 30% lower than the $920,000 quoted in the original low bid. I wish to commend the Village Board and staff for their efforts in bringing about this potential savings to the taxpayers of Deerfield. I also wish to thank all three scavenger firms which elected to bid on this contract. I recommend the bid be awarded to Theta Systems for continuing the current backdoor service with optional service.to commence in the Spring, on or about May 1, 1981. In order to provide an equitable increase for all residents, I propose-that the increase over current rates be averaged out so that once -a -week backdoor service and twice -a -week backdoor service are increased on the same percentage basis." Manager Franz stated the bid could be awarded and the adjustment of user rates to reflect the same percentage of increase for all users could be considered at the next meeting. The Board agreed with Mayor Forrest's statement, and after discussion, Trustee Heisler moved, seconded by Trustee Seidman,to award the bid to Theta Systems, Inc. for Option D (twice -a -week backdoor service at $11.48 per month; once -a- week.backdoor service at $7.45 per month; and option on May 1, 1981 for twice - a -week curbside service at $7.14 per month). Motion carried by the following vote: AYES: Gavin, Heisler, Marty, Seidman, York (5) NAYS.:. • None (0) Mayer Forrest directed the staff to prepare user rates for the September 15 meeting. AMEND ZONING MAP SR. CITIZEN HOUSING ORDINANCE NO. 0 -80 -35 moved, seconded by Trustee Marty, by the following vote: Trustee Seidman moved, seconded by Trustee Gavin, that the rules be waived to permit passage of the ordinance on f;.rst reading. Motion carried unanimously. Trustee Seidman that the ordinance be adopted. Motion carried. AYES: Gavin, Heisler, Marty, Seidman, York (5) NAYS: None (0) SPECIAL USE Trustee Heisler moved, seconded by Trustee COMMERCIAL PUD Gavin, that the rules be waived to permit SR. CITIZEN HOUSING passage of the ordinance on first reading. ORD. NO. 0 -80 -36 Trustee Gavin moved, seconded by Trustee Marty, that the ordinance be adopted. Motion carried by following vote: AYES: Gavin, Heisler, Marty, Seidman, York (5) NAYS: None (0) DRIVEWAY REQUEST A letter from Mr. Lela P. Berglund, 704 L. BERGLUND Kipling P1., requesting relief from the 704'KIPLING PL. Municipal Code re: driveway width, was received by the Board. Building Inspector Clinton E. Case was present and submitted a report. In the report Mr. Case stated: "Mrs. Berglund has recently added a garage to the north and attached to the existing structure. This addition was felt necessary because a previous owner had converted the original garage to a family room. VACATION Trustee Gavin moved, seconded by Trustee PETTIS LANE & ALLEY Heisler, that the rules be waived to permit ORDINANCE NO. 0 -80 -34 passage of the ordinance on first reading., Motion carried unanimously. Trustee Marty moved, seconded by Trustee Gavin, that the ordinance be adopted. Motion carried by the following vote: zr•. AYES: Gavin, Heisler, Marty, Seidman, York (5) NAYS: None (0) AMEND ZONING MAP SR. CITIZEN HOUSING ORDINANCE NO. 0 -80 -35 moved, seconded by Trustee Marty, by the following vote: Trustee Seidman moved, seconded by Trustee Gavin, that the rules be waived to permit passage of the ordinance on f;.rst reading. Motion carried unanimously. Trustee Seidman that the ordinance be adopted. Motion carried. AYES: Gavin, Heisler, Marty, Seidman, York (5) NAYS: None (0) SPECIAL USE Trustee Heisler moved, seconded by Trustee COMMERCIAL PUD Gavin, that the rules be waived to permit SR. CITIZEN HOUSING passage of the ordinance on first reading. ORD. NO. 0 -80 -36 Trustee Gavin moved, seconded by Trustee Marty, that the ordinance be adopted. Motion carried by following vote: AYES: Gavin, Heisler, Marty, Seidman, York (5) NAYS: None (0) DRIVEWAY REQUEST A letter from Mr. Lela P. Berglund, 704 L. BERGLUND Kipling P1., requesting relief from the 704'KIPLING PL. Municipal Code re: driveway width, was received by the Board. Building Inspector Clinton E. Case was present and submitted a report. In the report Mr. Case stated: "Mrs. Berglund has recently added a garage to the north and attached to the existing structure. This addition was felt necessary because a previous owner had converted the original garage to a family room. 11� -Mrs. Berglund now finds herself unable to install a driveway acceptable to Chapter 19, Article 12, Section 14.28a, l'of the Municipal Code and still maintain a parking pad. This problem is caused by two very large oak trees that she is reluctant to have removed. The relief requested would allow a driveway to be constructed approxi- mately 25 feet wide in lieu of the'18 foot maximum width allowed (measured at property line). I have checked our current utility maps and find that storm and sani- tary sewers as well as the water main are located in the street; there- fore, maintenance of our utilities would not be affected by a decision to permit this request." Trustee Heisler moved, seconded by Trustee Gavin, to grant the request and directed the Staff and Village Attorney to take whatever steps are necessary to implement the relief. Motion carried unanimously. Trustee York reported that he had contacted the man in charge of the local post office as well as the Chicago office of Consumer Service regarding the unsatis- factory postal service in Deerfield. Trustee Marty inquired about progress, if any, in getting the traffic flow through the post office parking lot reversed. Mr. Case stated that there was some indication of progress as plans were in the hands of a contractor. He stated that plans had been submitted to Village Engineer James Soyka by Dick.. Van Arsdale of the Siljestrom Construction Co. Mayor Forrest stated that the Deerfield Historical Society was having a fund raising event (Indian Clark Day, September 14) for Historical Village. He stated that he had decided to mention it to Board members in case the Board wished to make a donation and that Mr. Jack Gagne, President of the Deerfield Historical Society was present. Responding to inquiry, Mr. Gagne outlined the Society's present aims, expenses, and the need for funds to restore the third house moved to the site in June. He cited the local organizations that, had been helping through donations. Trustee Marty moved, seconded by Trustee Seidman, to contribute $1,000 of Village funds to the Deerfield Historical Society. Motion carried by following vote: AYES: Gavin, Heisler, Marty, Seidman, York (5) NAYS: None (0) " There being no other business to come before the Board, upon motion by Trustee Seidman, the meeting was adjourned at 9:20 P.M. ATTEST: Village Clerk-----" APPROVED: 1