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11/15/1999November 15, 1999 Prior to the regular Board meeting, a mock Board of Trustees meeting was held by Student Government Day officials. After their meeting, the students were introduced, and each was presented with a "Home of the Bulls Training Center" tile. Trustees commended the students on a job well done. 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, November 15, 1999, at 8:15 P.M. The Clerk called the roll and announced that the following were: Present: Bernard Forrest, Mayor Steve Harris John Heuberger Derek Ragona Harriet Rosenthal William Seiden Vernon Swanson and that a quorum was present and in attendance. Also present were Attorney James Stucko and Village Manager Robert Franz. APPROVAL OF MINUTES Trustee Rosenthal made a motion to approve the minutes of the previous meeting. Trustee Ragona seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Ragona made a motion to approve the Bills and Payroll. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) TREASURER'S REPORT for October (July 1999 sales) is 90 twelve month total is 5% above last was invested at an average interest rate of 4.92% for the 90 -day Treasu George Valentine presented highlights from the October Treasurer's Report. Sales Tax above last year (July 1998 sales). The year. As of October 31, 1999, 101.2% of cash rate of 5.52 %, which compares with an average ry Bill. REPORT ON DEPARTMENTAL OBJECTIVES, George Valentine presented the Report on FINANCE DEPARTMENT Departmental Objectives for the Finance Department. He reported that: • The Finance Department met its objective of investing 97% of all Village funds within control of the Treasurer and to exceed the 90 -day Treasury rate. • The Department has issued its.Comprehensive Annual Financial Report for the year ending April 30, 1999. • The Department received the GFOA Certificate of Achievement for Excellence in Financial Reporting for the year ending April 30, 1998, and has submitted the current report to GFOA to determine its eligibility for another certificate. • The Village has sold 12,574 vehicle stickers so far this year. • Finance Department equipment has been evaluated and appears to be Y2K compliant. Upcoming projects include the property tax levy and preparation of the'2000- 2001 annual budget. VISION 2000 UPDATE Mayor Forrest presented a progress report on the redevelopment of the Southwest Quadrant, the Southeast Quadrant and South Commons. He thanked Walgreens for their cooperation in providing food items for sale during this time when downtown Deerfield has no grocery stores. PUBLIC COMMENT There was no public comment. REPORTS REPORT AND RECOMMENDATION OF PLAN The Plan Commission held a public hearing on COMMISSION RE APPROVAL OF SITE PLAN October 28. It is their recommendation that MODIFICATIONS; FINAL APPROVAL OF the request of CRM Properties Group for BUILDINGS 1, 3, 7 AND 9, AND approval of an amendment to the final SPECIAL USES FOR THREE RESTAURANTS, development plan, final approval of buildings DEERFIELD SQUARE; REPORT AND 1, 3, 7 and 9, and special use approval for RECOMMENDATION OF ARC AND VCDC RE McFinx Restaurant,.Hi Ricky's Restaurant, and DEERFIELD SQUARE Elly's Pancake House Restaurant be approved. The motion passed 4 -0. The Village Center Development Commission also met on October 28. It is their recommendation that CRM Properties Group plans for changes to the final development plan, final approval of buildings 1, 3, 7, and 9, and approval of the three.restaurants in building 7 be approved. The motion passed 7 -0 with one abstention. The . Appearance Review Commission reviewed the exterior building components and design features for the four buildings, as well as the landscape and site treatment. It is their recommendation that approval be given, subject.-to certain conditions on each building being met. Using a series of artist's renderings, Doug Hills, landscape architect for the project, discussed site plan modifications and refinements. The Plaza.will have as its focal point a 20'.x 20' fountain with 25 aerated jets. A park like feel will be accomplished using shade trees, flowers, seasonal displays, benches, and a seating wall. Throughout the development, the intent is the provide an attractive streetscape though the use of shade trees, decorative light poles, low walls, seating, flower pots,, and brick paving. The number of trees in the parking lot will be about double the number in the original plan. In front of the office building, the plan is to provide a large, open, flexible plaza framed by a smaller plaza on either side. One of the smaller plazas will be an Italian garden, and the other will be a children's area. The space between Walgreens and Whole Foods has been redesigned to be more pedestrian friendly. It now calls for a 24' wide roadway. On one side of the roadway there will be a 51i' walkway with streetlights, trees and benches, while on the other side of the roadway there will be an area for mural paintings. In response to a question from Trustee Ragona, Mr. Malk discussed parking for the restaurants in Building 7. Valet parking attendants will utilize the train station lot at night. During the day, if valet parking is needed, it will be within the development. At 9:00 Mayor Forrest called for a brief recess. The meeting was called to order again at 9:05. Architect Mark Knauer discussed buildings 1,. 3, 7 and 9. 2 Building 1, on Deerfield Road, will have 8,500 square feet and is designed as a fashion building for three tenants. North and south elevations are identical, and east and west elevations are identical. Entrances will be on both the north and south sides. Trustee Neuberger commented that retailers often are opposed to having two entrances and asked Mr. Malk if he anticipates this will be a problem for his tenants. Mr. Malk responded that there is a good chance he will be returning to the Board to request that this building become a restaurant building instead of a fashion building. Building 3 would then contain the fashion tenants. Trustees Heuberger and Swanson stated their reservations about having a restaurant rather than retail at this location. appear to be a cluster and Barnes and Noble a Barnes and Noble and a other spaces will have appearance of use. Building 3 is a single building which will of three large and three small buildings. Elizabeth Arden re among the tenants to be located in this building. restaurant will have functional second floors, while the false.second floors which will be lit at night to give the Building 7 is designed to house three restaurants. The entrances to the restaurants will be on the south, but the north side will be designed to be equally attractive. Rooftop dining is planned for all three restaurants. Trustee Heuberger expressed concern about truck stacking in front of the restaurants, especially in front of the handicapped parking area. Mr. Malk responded that only one of the three restaurants will be open in the mornings. In addition, the parking lot has been redesigned to improve traffic flow, and traffic cones will be placed in the lot in the mornings to show trucks where to stack. Trustee Heuberger expressed concern about how far the noise from rooftop dining areas might carry and about whether restaurant patrons would be bothered by the noise from passing trains. He also cautioned that restaurants shouldn't count on rooftop seating for their financial success. Building 9, is a retail building off Osterman Avenue along the railroad tracks. The building is designed to house smaller local tenants. Jules Beskin indicated that the Appearance Review Commission likes the plan that was presented tonight. Most of the ARC recommendations have been incorporated into the plan. Trustee Ragona made a motion to accept the three reports and recommendations and to direct the Village Attorney to prepare an ordinance incorporating the changes presented to the Board at this meeting. Trustee Seiden seconded the motion. It was noted that, if Mr. Malk decides to change Building 1 from retail usage to restaurant usage, he will come back and request a special use. After further discussion, the motion passed, with all trustees voting for it with the exception of Trustee Harris, who is recused. Mr. Malk commented that he hopes to have the entire development complete and operating by fall of 2000. REPORT OF DIRECTOR OF FINANCE RE At the Board meeting held on November 1, NEW STATE REQUIREMENT ON WRITTEN the Finance Director presented a written INVESTMENT POLICY investment policy, a new State requirement. The Board decided that the matter should be tabled pending the addition of language concerning derivatives. At this meeting, Mr. Valentine presented an addendum on the use of derivatives. 3 After discussion, Trustee Rosenthal made a motion to adopt the expanded version of the written investment policy. Trustee Heuberger seconded the motion. The motion passed unanimously. CONSENT AGENDA Trustee Heuberger requested that the items in the Consent Agenda be voted on separately as he is recused from the Bennigan's matter. ORDINANCE 0 -99 -45 APPROVING A An ordinance approving a special use for a SPECIAL USE FOR A RESTAURANT ON Bennigan's Restaurant on the Home Depot - METRA THE HOME DEPOT - METRA PROPERTY, property. Second Reading. METRA has agreed BENNIGAN'S RESTAURANT to the concept of the gate between their parking area and Bennigan's parking area. Bennigan's will be responsible for operating the gate. Trustee Rosenthal made a motion to adopt the ordinance. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson (5) NAYS: None (0) RECUSED: Heuberger (1) ORDINANCE 0 -99 -46 INCREASING An ordinance increasing the number of Class E NUMBER OF CLASS E LIQUOR LICENSES liquor licenses from eleven to twelve. The FROM ELEVEN TO TWELVE additional license is for On The Border Mexican Cafe. Second Reading. Trustee Heuberger made a motion to adopt the ordinance. Trustee Rosenthal seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) ORDINANCE APPROVING SIDEYARD An ordinance approving a sideyard variation VARIATION, MR. AND MRS. JOHN to Mr. and Mrs. John Sanner, 959 Appletree SANNER, 959 APPLETREE LANE -Lane.- The variation would permit the construction of an attached two car garage encroaching 3' into the required 8' minimum interior side yard. First Reading. OLD BUSINESS DIRECTION TO VILLAGE ATTORNEY TO Last week staff and a Baxter & Woodman PREPARE ORDINANCE RE RESERVOIR/ representative met with the three Appletree PUMP HOUSE AT MITCHELL PARK residents who submitted the petition regarding the proposed underground reservoir and pumping station at Mitchell Park. Drawings of the proposed project were shared with the residents, and each of the issues raised in the petition was responded to. There appears to be no further objection to the proposed improvements. In response to a question from Trustee Swanson, Darrel Gavley of Baxter & Woodman commented that homes in the affected 4 1 I- area would be inspected prior to starting construction, and video tapes would be taken to identify the condition of the interior of the homes. Mr. Soyka commented that an independent person should be hired to do the home inspections so there is no suggestion of impropriety. Residents in the area between Arbor Vitae and Hazel Avenue, which back up onto Mitchell Park, would be notified. After further discussion, Trustee Heuberger made a motion to direct the Village Attorney to prepare the special use ordinance for water system improvements at Mitchell Park. Trustee Ragona seconded the motion. The motion passed unanimously. NEW BUSINESS AUTHORIZATION TO APPROVE Mr. Soyka reported that METRA has buried the ENGINEERING CONSTRUCTION AGREEMENT lines from Tony's Subs north to the Village FOR THE NORTH AVENUE TRAFFIC SIGNAL limits. The Village can therefore reactivate the North Avenue traffic signal /protected turn lane project on Waukegan Road. McClure Engineering Associates, design engineer for the project, was asked to submit a construction agreement to oversee the work. They submitted an agreement for construction services in an amount not to exceed $12,500. Staff recommends approval of the agreement. Trustee Rosenthal made a motion to award the contract to McClure Engineering Associates in an amount not to exceed $12,500. Trustee Ragona seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) AUTHORIZATION TO PURCHASE Two 24 year old sludge pumps are scheduled REPLACEMENT SLUDGE PUMPS FOR for replacement at the wastewater treatment WASTEWATER TREATMENT FACILITY facility. Three quotes were received for their replacement. Mr. Soyka recommends that the low quote of Gasvoda & Associates in the amount of $14,666 be accepted. Trustee Rosenthal made a motion to award the bid to Gasvoda & Associates in an amount not to exceed $14,666. Trustee Heuberger seconded the motion. The motion passed by the following vote: AYES: Harris, Heuberger, Ragona, Rosenthal, Seiden, Swanson (6) NAYS: None (0) DISCUSSION LAKE COOK ROAD RAMP Mayor Forrest reported that the Village is in support of the efforts of the TMA to convince the Tollway Authority to move up construction of the Lake Cook Road ramp. Staff has been instructed to write a letter of support to the TMA. LEAF PICK UP Mr. Franz reminded residents that this is the last week for leaf pick up by the Village. Bagged leaves will continue to be picked up by Alliance Waste Services on Tuesdays through December 7. FINANCE COMMITTEE MEETING The Finance Committee will meet on Monday, December 6th at 7:30 P.M. to review the audit. The entire Board is invited to attend the meeting. The Finance Committee meeting 5 will be followed by the regular Board of Trustees meeting. Due to the fact that there are five Mondays in November, it will be three weeks before the next Board of Trustees meeting. ADJOURNMENT There being no further business to discuss, Trustee Ragona made a motion to adjourn the meeting. Trustee Rosenthal seconded the motion. The motion passed unanimously. The meeting was adjourned at 10:15 P.M. ATTEST: Village Clerk APPROVED: M I _ 1 1 1 1 VISION 2000 DEERFIELD VILLAGE CENTER REVITALIZATION Progfess Report November 15 1999 Southwest Quadrant (Deerfield Square): ➢ CRM Properties plans to complete exterior work before winter on the five buildings now . . under construction in Phase I of the project. Work will then continue on the interiors. Alley Cleaners has relocated its business to a trailer in the Walgreens parking lot. Alley customers are urged to continue their support of this business at this temporary location ➢ Demolition of 711 Waukegan Road and the old Commons' buildings east of Walgreens will begin this week. ➢ The sub -grade has been completed on the right -turn lane into the center from eastbound Deerfield Road and the boulevard in front of the new Walgreens and Whole Foods. The boulevard and Robert York Avenue will be paved next week south to the four -story office building. Southeast Quadrant (Deerfield Centre): Considerable progress has been made on foundations and underground utility work. ➢ Northern Realty is working on a model of the project which, when completed, will be available for review at First Midwest Bank. South Commons: ➢ The Village and developer are reviewing a draft No Further Remediation letter from the Illinois Environmental Protection Agency. Once it is finalized, plans will proceed for closing on one -half of the ten -acre site by mid- December. ➢ The James Company is completing grading work, installing utilities and preparing the sub -base for both Central and Robert York Avenues.