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12/01/1997December 1, 1997 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Forrest in the Council Chamber of the Village Hall on Monday, December 1, 1997, at 8:00 P.M. The Clerk called the roll and announced that the following were: Present: Bernard Forrest, Mayor Marvin W. Ehlers John H. Heuberger Harriet E. Rosenthal Edwin B. Seidman Vernon E. Swanson Michael Swartz and that a quorum was present and in attendance. Also present were Attorney Sheila Quinn and Village Manager Robert Franz. APPROVAL OF MINUTES Trustee Seidman made a motion, seconded by Trustee Rosenthal, to approve the minutes of the previous meeting. Trustee Swanson commented that in the section regarding engineering services for the We -Go water main replacement, the sentence, ". . this was done as a sole source proposal instead of going out for bids . ." the word "bids" should be changed to "proposals." Trustee Swartz commented that his name should be deleted from the voting tally for the real estate contract for 733 -737 Central Avenue. A motion to approve the minutes as amended passed unanimously. POLICE DEPARTMENT COMMENDATIONS Mayor Forrest presented a commendation to Police Officers John Yagecic and Christopher Fry for action above and beyond the call of duty during a recent house fire. The actions of Officers Yagecic and Fry saved the home from what might have been a total loss. REPORTS REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE REQUEST FOR AMENDMENT November 13 to consider the request of Sprint TO A SPECIAL USE, AND A SPECIAL and Carr America for a special use and a USE /UNIQUE USE TO PERMIT THE special use /unique use to permit installation INSTALLATION OF A TELECOMMUNICATION of a telecommunication facility at One FACILITY AT ONE PARKWAY NORTH, Parkway North. By a vote of 5 -0, the Plan SPRINT AND CARR AMERICA Commission voted in favor of the petitioners' request. Trustee Ehlers commented that this request was in process before the Board passed the moratorium in October. He also commented that this installation is on an office building and is consistent with installations that have been approved in the past. Trustee Rosenthal made a motion to accept the report and recommendation of the Plan Commission and to direct the Village Attorney to prepare an ordinance. Trustee Swartz seconded the motion. The motion passed unanimously. FINANCE COMMITTEE REPORT ON The Finance Committee met and reviewed the APRIL 30, 1997 COMPREHENSIVE ANNUAL April 30, 1997 annual report with the REPORT auditors. The auditors reported that the report is an unqualified audit which shows the Village to be in good financial condition. The Finance Committee recommends that the Board accept the audit. Trustee Seidman so moved. Trustee Heuberger seconded the motion. The motion passed unanimously. CONSENT AGENDA ORDINANCE APPROVING AMENDMENT TO An ordinance approving an amendment to a PREVIOUSLY APPROVED SPECIAL USE TO special use to permit the redesign/ PERMIT REDESIGN /RECONSTRUCTION OF reconstruction of a portion of the Holy Cross A PORTION OF PARKING LOT, HOLY Church parking lot. First Reading. CROSS CHURCH Trustee Rosenthal moved for adoption of the Consent Agenda. Trustee Swartz seconded the motion. The motion passed unanimously. OLD BUSINESS ORDINANCE AMENDING THE ZONING Trustee Seidman made a motion to remove the ORDINANCE TO PERMIT BUILDING SUPPLY agenda items from the table. Trustee STORE IN C -2, OUTLYING COMMERCIAL Swartz seconded the motion. The motion DISTRICT, 2ND READING, AND ORDINANCE passed unanimously. AUTHORIZING SPECIAL USE FOR BUILDING SUPPLY STORE, 2ND READING, Trustee Heuberger recused himself from METRA /HOME DEPOT discussion of these agenda items. David Norton commented that the Lake Cook Road sign has been reduced in size from the preliminary plan, but there have been no further changes since the last meeting. Trustee Rosenthal commented that it has been her experience that listings of stores and restaurants on signs such as the one proposed for the Lake Cook Road site are not readable by motorists. The size of the sign could be decreased by reducing the Home Depot portion of the sign or by omitting the restaurant and store listing. Trustee Swartz agreed that the size of the sign has not been reduced enough. Mr. Norton responded that the developers feel that due to the location and the configuration of the site, the listing is needed. The size of the proposed sign and possible ways to reduce it were discussed at some length, after which Trustee Swartz suggested that the Board might want to vote on the remainder of the development and vote on the directory signage separately. Trustee Swanson commented that the sign at the east end of the site may not be in Deerfield. Mrs. Houpt responded that this matter is being researched. She thinks there is a good chance that the location in question is in Deerfield. Mr. Marovitz commented that whether the sign is in Deerfield or not, METRA will comply with Village ordinances. Mr. Franz reported that the Village still has outstanding issues regarding exhibits, engineering, letter of credit, and vacation of right -of -way. The Village will not sign the ordinance until all of these matters are taken care of. Mrs. Houpt added that the right -of -way issue will require a separate public hearing. Trustee Swartz commented on the difficulty for a pedestrian of getting to the train station from the east. Barbara Little explained that several different plans to improve pedestrian access are being considered. Mr. Franz added that planners are trying to find a solution which will help pedestrians but will not encourage motorists to use Lake Cook Plaza for commuter parking. 2 Trustee Seidman made a motion to accept the signage plan as proposed by METRA /Home Depot. Trustee Swartz seconded the motion. The motion failed, with Trustee Ehlers voting for it and all other voting trustees voting.against it. Trustee Swartz made a motion to approve the ordinances, exclusive of signage and exclusive of the exhibits and other issues enumerated by Mr. Franz. Trustee Seidman seconded the motion. Attorney Quinn commented that the two ordinances should be voted on separately. Mr. Jim Marovitz, an attorney representing METRA, commented that when the METRA /Home Depot preliminary plan was brought before the Board, the sign package was approved. The Board now, therefore, has an obligation to accept it. Board members disagreed, saying that the signage plan was never accepted. Attorney Quinn commented that she would need to go back and review what happened with the preliminary plan before responding to Mr. Marovitz. After discussion, Trustee Seidman made a motion to table the matter until the next meeting. Trustee Swanson seconded the motion. The motion passed unanimously. AUTHORIZATION TO AWARD CONTRACT TO McClure Engineering Associates has prepared MCCLURE ENGINEERING FOR ENGINEERING an engineering services agreement to complete SERVICES FOR PERMANENT TRAFFIC the design and perform construction SIGNAL /INTERSECTION IMPROVEMENTS engineering services for permanent traffic AT NORTH AVENUE AND WAUKEGAN ROAD signals at the intersection of Waukegan Road AT A COST OF $36,000 and North Avenue and an additional lane on the east side of Waukegan Road to accommodate a protected southbound turn lane. A sidewalk will also be provided on the west side of Waukegan Road from the pedestrian railroad crossing to the new traffic signal. It is the recommendation of the Assistant Village Engineer and the Director of Public Works and Engineering that McClure Engineering Associates be retained to complete the design and construction engineering for this project in an amount not to exceed $36,000. Mr. Soyka explained that, to date, the project has cost the Village $164,000. This includes the temporary signal, the interconnect, studies, and engineering. The State now wants the Village to install a permanent signal, put in turning lanes, and widen Waukegan Road. The State has offered $162,500, but the total cost of the project is nearly $300,000. If the Village wants the $162,500, it must commit $132,500 of motor fuel tax funds to the project. The $36,000 requested tonight would be a part of that $132,500. Mr. Soyka added that he intends to pursue additional funding from the State to lessen the Village share of the project cost. After discussion, Trustee Seidman made a motion to award the contract to McClure Engineering at a cost not to exceed $36,000. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) NEW BUSINESS AUTHORIZATION TO RETAIN ENGINEERING Streets for inclusion in the 1998 Street CONSULTANT FOR 1998 STREET Rehabilitation Program have been identified. REHABILITATION PROGRAM Streets identified for the 1998 program are mostly in the northeast quadrant. Ciorba Group has proposed to complete the design and construction engineering for the project for $120,800 plus the cost of material testing (approximately $4,100). 3 The Assistant Village Engineer and the Director of Public Works and Engineering recommend that the Ciorba proposal be accepted. Trustee Seidman made a motion to accept the Ciorba, proposal in an amount not to exceed $120,800 plus the cost of material testing. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Ehlers, Heuberger, Rosenthal, Seidman, Swanson, Swartz (6) NAYS: None (0) ORDINANCE RE 1997 REAL ESTATE TAX Mr. Valentine reported that this year the net LEVY, FIRST READING tax levy is $4,213,155, including the library levy of $1,269,000. The Village portion is $2,944,155, which'is a 2% (approximately $61,000) reduction from last year. This will stand as a First Reading. ORDINANCE RE 1997 DEBT SERVICE LEVY Mr. Valentine is proposing a property tax ABATEMENT, FIRST READING abatement of $677,000. The abatement is being considered because the Village has money in other areas which it intends to utilize instead of funds provided for in the property.tax levy. The sources of the abatements are: Corporate Personal Property Replacement Tax - $70,000; Budgeted Abatements -Funds on Hand - $392,000; and Surplus Transfer from the Lake Cook Road TIF - $215,000. This will stand as a First Reading. 1nTgrTTggTr)M BRICKYARDS CONSTRUCTION MANAGER Mr. Franz reported that a proposal is before the Board from Sven Flodstrom in which he requests. that he be appointed to serve as construction manager and general contractor for the "T" shaped parcel in the brickyards. The amount allocated from TIF funds for this work is $57,000. Trustee Seidman made a motion to approve Sven Flodstrom as construction manager and general contractor for the project at a cost of $57,000 from TIF funds. Trustee Rosenthal seconded the motion. The motion passed, with all trustees voting for it except Trustee Swartz. UPDATE ON LEAF PICKUP Mr. Franz reported that the leaf program is over for this year. Public Works personnel made four passes in front of every home in Deerfield. Due to weather conditions, the program was extended until the Wednesday before Thanksgiving, but not everyone was able to get leaves ready for public works pick up. Residents who still.have leaves are urged to bag them for one of the two remaining pick ups by the Village hauler. Thanksgiving is the absolute deadline for leaf pickup since the trucks must be converted for snowplowing and salting. METRA /HOME DEPOT, PART II David Norton asked if he could discuss the ORDINANCES 0 -97 -50 AND 0 -97 -51 METRA /Home Depot project again. Due to scheduling constraints and the need to move forward with the project as quickly as possible, Mr. Norton asked if the Board would be willing to vote on the ordinances tonight if the developers would be willing to reduce the Lake Cook Road sign to 18' x 131, with internal supports and no roof (an idea previously suggested by Trustee Seidman). Trustees indicated they would be willing to do so. Trustee Swartz made a motion to remove the agenda items from the table. Trustee Rosenthal seconded the motion. The motion passed unanimously. 4 Trustee Seidman made a motion to adopt the ordinance amending the Zoning Ordinance to permit a building supply store in a C- 2 outlying commercial district. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) RECUSE: Heuberger (1) Trustee Seidman made a motion to adopt the ordinance authorizing a special use for a building supply store and approval of the development agreement. It was noted that the open items discussed earlier in the meeting will still have to be finalized before the development agreement is signed. Trustee Swartz seconded the motion. The motion passed by the following vote: AYES: Ehlers, Rosenthal, Seidman, Swanson, Swartz (5) NAYS: None (0) RECUSE: Heuberger (1) ADJOURNMENT There being no further business to discass, Trustee Rosenthal made a motion to adjourn the meeting. Trustee Seidman seconded the motion. The motion passed unanimously. The meeting was adjourned at 9:10 P.M. ATTEST: 1 v(Lie ► Village clerk APPROVED: Mayor 5 l