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01/07/2002M • January 7, 2002 The regular meeting of the Board of Trustees of the Village of Deerfield was called to order by Mayor Harris in the Council Chamber of the Village Hall on Monday, January 7, 2002, at 7:30 P.M. The Clerk called the roll and announced that the following were: Present: Steve Harris., Mayor Derek Ragona Harriet Rosenthal William Seiden Vernon Swanson Matthew Wylie Absent: Jerry Kayne and that a quorum was present and in attendance. Also present were Village Attorney Peter Coblentz and Village Manager Robert Franz. PLEDGE OF ALLEGIANCE Peter DuBois, President of the local Rotary Club, led those in attendance in reciting the Pledge of Allegiance. Mr. DuBois then briefly described some of Rotary's goals and projects and invited anyone interested in becoming a member to contact him or Mr. Franz. APPROVAL OF MINUTES Trustee .Wylie seconded the motion. Trustee Ragona made a motion to approve the minutes of the'December 17th Board meeting. The motion passed unanimously. Trustee Ragona made a motion to approve the minutes of the December 17th Committee of the Whole meeting, including a paragraph distributed earlier in the evening by Mr. Franz. Trustee Rosenthal seconded the motion. The motion passed unanimously. BILLS AND PAYROLL Trustee Ragona made a motion to approve the Bills and Payroll. Trustee Wylie seconded the motion. The motion passed by the following vote: AYES: Ragona, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: Kayne (1) 25 YEAR EMPLOYEE SERVICE AWARD Mayor Harris presented a gold bracelet to Sheila Stillman in recognition of 25 years of service to the Village of Deerfield. Mrs. Stillman began working for the Village in 1977 as a part time fiscal clerk and is currently Assistant Finance Director. CERTIFICATES OF ACHIEVEMENT student athletes - sophomore for track /cross country. PUBLIC COMMENT Mayor Harris awarded Certificates of Achievement to two Deerfield High School Christina Loukas for diving, and senior Erica Odlaug There was no public comment. 1 1 1 1 1 Board of Trustees Jauuary 7, 2002 Page 2 of 6 REPORT AND RECOMMENDATION OF PLAN COMMISSION RE REQUEST OF THE PARK DISTRICT AND THE VILLAGE FOR AN AMENDMENT TO A SPECIAL USE FOR BRICKYARDS PARK AND APPROVAL OF A SPECIAL USE FOR A SENIOR CENTER FACILITY REPORTS The Plan Commission held a Public Hearing on December 13th. It is their recommendation that the Park District's request for an amendment to a Special Use to Brickyards Park and a Special Use to permit the construction of a senior center facility in Brickyards Park be approved. The motion passed 4 -0. Jan Caron, Vice President of the Park District Board, briefly described the proposed senior center and the steps the Park District has taken to design a building that fits the needs of the seniors while also being a good neighbor to the nearby residential area. If approved, construction for the 16,500 square foot building will begin in May of this year. Alan James of PHN Architects, Project Manager for the senior center, showed several drawings of the proposed building and landscaping. He explained that the proposed additional berming and plantings will help to hide it from residents of the Fountains. Existing toilet rooms will be incorporated into the center, and the picnic pavilion and playground will be relocated to the south. An outdoor courtyard will be provided. Existing soccer fields and lighting will remain. At the Plan Commission's request, PHN is providing three possible plans for landbainking fifty parking.spaces, and these options were discussed. The building will be one story, with a taller center courtyard to let in light and provide a gathering spot. The berming, which may have to be rebuilt, depending on what it is currently made of, will be planted with 10' -12' evergreen trees. Trustee Wylie, an architect, expressed some concerns and asked some questions about the proposed plans. Subjects included: • At 241, the height of the corridor and central courtyard is too tall. If decreased by 4', the appearance would be more pleasing to the neighbors. • The kitchen needs to access the service corridor. Residential neighbors should not have to look at the senior center's refuse. • Mechanical equipment on the roof should not be visible from nearby residences. • The intersection of Elm Street and the parking lot will not be safe when traffic increases. It would be helpful to eliminate a few parking spots nearest the intersection. • The Elm Street public sidewalk should be extended from where it currently ends to the senior center. • A guard rail between the soccer field and the retention pond would increase safety. • The straight line of evergreens, while a good screen, is not very attractive. Trustee Ragona inquired about stormwater detention. Mr. James explained that it will be a wetland located north of the soccer field. Mayor Harris asked for public comment on the senior center. i '19 .20 Board of Trustees Jauuary 7, 2002 Page 3 of 6 Larry Dondanville, who noted that he was asked by the senior community to speak on their behalf, commented that seniors make up more than 20% of Deerfield's population. The current senior center is too small, too old, and has too little parking. The Brickyard's park location will be within walking distance for more seniors than the Jewett Park location is. He urged the Board to vote in favor of the Park District's recommendation. Robert Thomas, Ann Wangers, Elaine Alzos, Albert Summers, Sheldon Galens, and Will Moss, all of The Fountains of Deerfield, Peter Levy of Deerfield Crossings, and Randi Mayer of Bristol Estates all expressed their opposition to the proposed senior center at Brickyards Park. Their concerns include: loss of open space, loss of view, too large a facility, too tall a facility, facility placed in wrong part of the park, possible future expansion of the building and the parking lots, parking which may spill over into The Fountains, use by non senior citizen groups, possible environmental problems with the berms, and lack of responsiveness and /or rudeness on the part of Park Board members and the Plan Commission. Stephen Jackson of The Fountains of Deerfield, Dick Meenahan, President of the Senior Council, and Jim McCulsky completed the public comment portion of the meeting by expressing their support of the senior center and urging the Board to vote in favor of it. Trustee Ragona assured residents that the Village and park district have already set aside the money needed for the senior center, so building the senior center will not cause a tax increase. Trustee Ragona also commented that the architects have fulfilled their mission of designing a one story building for use by the seniors. The exact number of square feet in the building and its occasional use by non - senior groups are issues that should be left to the park district. To those concerned about future expansion of the building, Trustee Ragona noted that this would not be possible without a special use being approved by the Village Board. Trustee Seiden commented that selection of the Brickyards Park site for the senior center was made only after a great deal of study and consideration. This site is centrally located and accessible to most residents. Trustee Rosenthal commented that she is pleased that the size of the trees for the berm is being increased. She feels the landbanked parking won't be required. She feels that with the new retention pond, drainage in the area will be better than it is currently. Lighting should be no problem, but it can be addressed if this turns out not to be the case. She thinks the proposed center is architecturally interesting, though she would like to see a decrease in its height and urged the park board to consider it. After further discussion Trustee Wylie made a motion for acceptance of the Report and Recommendation of the Plan Commission and preparation of an ordinance, with the following amendments to the report: • The building height should be reduced by 3' -4'; • An illustration indicating the roof top mounted equipment, and-any and all screening that is being proposed to hide the equipment, should be added to the report; and 21 Board of Trustees Jauuary 7, 2002 Page 4 of 6 • A modification in the site plan should be made to include a pedestrian path between the end of the current sidewalk and the entrance to the building and /or to the park beyond. Trustee Rosenthal seconded the motion. Architect Neil Pollack asked that, rather than mandating a specific decrease in height, the motion be made for the architects to study and re- evaluate the design to see if the height can be reduced. It may not be possible to lower the height of the building without negatively impacting its appearance. In addition, a detailed rooftop illustration cannot be done without full engineering, but they can do an illustation showing major items and intended screening, if this would suffice. After further discussion, Trustee Wylie revised his motion. He moved to accept the Plan Commission report and recommendation with the following amendments: • An attempt will be made to lower the height of the roof in the range of 3' -41; • All major mechanical penetrations, whether flue or rooftop mounted equipment, should be shown on the illustration; and • An addition will be made to the site plan showing a pedestrian path as previously discussed. Trustee Rosenthal seconded the motion. After further discussion, the motion passed by the following vote: AYES: Ragona, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) At 9:37 P.M. Mayor Harris called for a brief recess. He reconvened the meeting at 9:43 P.M. RECOMMENDATION OF SAFETY COUNCIL RE REQUESTS FOR STOP SIGNS AT CENTRAL /ROBERT YORK AVENUE AND HEATHER ROAD /MANOR LANE concurrence with the Safety Council REPORTS The Safety Council met on December 11th. It is their recommendation that a stop sign be placed on westbound Central Avenue at Robert York and a stop sign be placed on northbound Heather Road at Manor Lane. Staff is in recommendation. Trustee Seiden made a motion to accept the Safety Council Report and direct preparation of an ordinance. Trustee Wylie seconded the motion. The motion passed unanimously. CONSENT AGENDA ORDINANCE APPROVING PLANNED An ordinance approving a final plat of RESIDENTIAL DEVELOPMENT, 149 ASPEN subdivision for the properties at 149 Aspen WAY AND 140 KENMORE AVENUE, HOWARD Way and 140 Kenmore Avenue, Howard and Laura AND LAURA LIEBERMAN Lieberman. The lot line will be moved 40' to the east. First Reading. i 3 Board of Trustees Jauuary 7, 2002 Page 5 of 6 ORDINANCE 0 -02 -01 AMENDING AND REVISING THE 2001 -2002 ANNUAL BUDGET An'ordinance amending and revising the 2001- 2002 Annual Budget. Second Reading. The changes are: • Sewer Fund - a carryover of $65,000 for a relining project that was contemplated for last fiscal year but done this fiscal year, and • Water Fund - an increase in appropriation for the capital construction of the water main and reservoir projects. $250,000 is to be used for engineering and $4,200,000 is to be used for construction. Trustee Swanson moved for passage of the Consent Agenda and adoption of the ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Ragona, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) OLD BUSINESS ORDINANCE 0 702 -02 AUTHORIZING An ordinance authorizing execution of the EXECUTION OF ANNEXATION AGREEMENT, annexation agreement for 1425 Carol Lane, 1425 CAROL LANE held over from 11/5/01. Second Reading. Trustee Ragona moved to adopt the ordinance. Trustee Seiden seconded the motion. The motion passed by the following vote: AYES: Harris, Ragona, Rosenthal, Seiden, Swanson, Wylie (6) NAYS: None (0) ORDINANCE 0 -02 -03 ANNEXING An ordinance annexing 1425 Carol Lane, held 1425 CAROL LANE over from 11/5/01. Second Reading. Trustee Ragona made a motion to adopt the ordinance. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Ragona, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) NEW BUSINESS RESOLUTION R -02 -01 RELEASING A resolution authorizing the release of SURPLUS FUNDS FROM THE LAKE COOK $7,058,519 of surplus funds from the Lake ROAD TIF DISTRICT Cook Road Tax Increment Financing District. The Lake County rebate will be $3,381,078, and the Cook County rebate will be $3,677,441. Trustee Seiden moved to adopt a resolution authorizing release of the funds. Trustee Swanson seconded the motion. The motion passed by the following vote: AYES: Ragona, Rosenthal, Seiden, Swanson, Wylie (5) NAYS: None (0) f -� u 1 Board of Trustees Jauuary 7, 2002 Page 6 of 6 1 DISCUSSION TRUSTEE SWANSON ON NATIONAL NEWS Trustee Rosenthal commented on the recent story on national television news which profiled Trustee Swanson's ultimately successful efforts to find and return to the United States the remains of a World War II friend who was killed during the Battle of the Bulge. BOND SALE Mr. Fialkowski reported on the results of last week's bond sale for the refinancing of the 1993 bond issue. Eleven bids were received. The best bid was from Commerce Capital Markets at a net interest rate of 2.49266 %. Anticipated savings before expenses is-just over $70,000. Net savings will be about $40,000. The Village again achieved a AAA bond rating. DATE OF NEXT MEETING Tuesday, January 22 °d A n,TOT7RNMF.NT Ragona seconded the motion. adjourned at 9:53 P.M. 1 ATTEST: 1 Village Clerk Due to the Martin Luther King, Jr. holiday, the next Board meeting will take place on There being no further business to discuss, Trustee senthal moved to adjourn. Trustee The motion pas unanimousky. The meeting was AP Ma 23